1. Essentials for the SharePoint Power User
11/15/2018
Essentials for the SharePoint Power User
SharePoint Saturday
St. Louis 2017
© 2012 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries.
The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

2. Thank You Sponsors for participating in SPS St. Louis 2017!
You can use the hashtag #SPSSTL & follow Gold Sponsors Silver Sponsors

3. Drew Madelung Technical Architect – SharePoint & Office 365
11/15/2018
Technical Architect – SharePoint & Office 365
Twitter Website: drewmadelung.com
© 2012 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries.
The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

4. Agenda Essentials for the SharePoint Power User
11/15/ :28 AM
How to speak SharePoint
Agenda
Security
Content & Metadata
Search
Essentials for the SharePoint Power User
Demos, Demos & more Demos
There are a ton of other more deep dives into each of these topics
Sean and Christina Tuesday
Marc content types Wednesday
Permissions wednesday
SharePoint Saturday
St. Louis 2017
© 2014 Microsoft Corporation. All rights reserved. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

5. “If you ask 10 people to define SharePoint, you’re likely to get ten different answers”
How did you get started in SharePoint?
What kind of power user are you?
Reference

6. Power Users are essential for SharePoint adoption
Yes that means you
SharePoint is a solution that requires TLC as it exists today, its getting better with the modern experiences
You don’t need to know everything to be a power user
Learn the keys and be social with other power users

7. Power User vs Administrators
Microsoft Ignite 2015
11/15/ :28 AM
Power User vs Administrators
Power Users
Works with…
Sites
Security
Content
Lists & Libraries
Pages
Metadata
Look & Feel
Workflows
Business process
Administrators
Works with…
Servers
Farm
Database
Services
Web applications
Active Directory
Enterprise settings
3rd party setup
Roles could be spread across a team
Ninja’s or Champions
There is a difference between a power user and admin
Power users normally exist in the business and not IT
IT needs to support power users
© 2015 Microsoft Corporation. All rights reserved. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

8. How to Speak SharePoint
Microsoft Ignite 2015
11/15/ :28 AM
How to Speak SharePoint
Architecture
Web Application
Site Collection
Farm
Library & Lists
Site collections are barriers, know when to create a site collection
You don’t need to worry about web apps in O365, you only get 1 (domain.sharepoint.com)
Sub site
© 2015 Microsoft Corporation. All rights reserved. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

9. How to Speak SharePoint
Microsoft Ignite 2015
11/15/ :28 AM
How to Speak SharePoint
Document Library
Web Part
List
SharePoint Group
View
Permission Level
Content Type
SharePoint Workflows
Has everyone heard of these?
I’ll be going through some of these
Columns
SharePoint Designer
© 2015 Microsoft Corporation. All rights reserved. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

10. CONGRATULATIONS! You have passed level 1 of how to speak SharePoint
Microsoft Ignite 2015
11/15/ :28 AM
CONGRATULATIONS!
You have passed level 1 of how to speak SharePoint
Have a drink
© 2015 Microsoft Corporation. All rights reserved. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

11. Core power user functionality is not different
Microsoft Ignite 2015
11/15/ :28 AM
Online or On-Premises?
Core power user functionality is not different
Worklows, security, sites, content types are all the same
Must always be learning when in o365
Online will require keeping pace with new features
© 2015 Microsoft Corporation. All rights reserved. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

12. Let’s talk Security 3 things make up SharePoint Security
11/15/2018
Let’s talk Security
3 things make up SharePoint Security
Site Collection
Site
Library, List
Item, Document, Folder
Permission Level
Full Control
Edit
Contribute
Read
View Only
Approve
Design
Create your own!
Who, what access, where
This is one of the most common issues I see
It can be confusing
You can create custom permission levels
Permission levels are made up of smaller permission objects
You combine a user/group and a permission level and apply that to an SP object
User or Group
SharePoint Object
© 2014 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

13. Security is based on inheritance
11/15/2018
Security is based on inheritance
Site Collection
Site
Library, List
Item, Document, Folder
Site Collection
Site
Library, List
Item, Document, Folder
You need to know about inheritance
You can break inheritance at the site, app, and item level (including folders)
When breaking inheritance it doesn’t remove existing permission
Unbroken Inheritance
Broken Inheritance
© 2014 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

14. Groups & Broken Inheritance
11/15/2018
Groups & Broken Inheritance
Site Collection
Site
Library, List
Item, Document, Folder
Group members do not change through broken inheritance
Members
Owners
Once in a group, access applied wherever that group is
Important things to note about breaking inherticance
If you remove a member from a SP group they will lose access wherever that is applied
You break inheritance to set different security at a lower level
There are good 3rd party tools to track this
Auditing is good
Owners
Deleting a group, deletes the whole group
© 2014 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

15. 11/15/2018
Security info & advice
Start with an open permission model and restrict when needed
Permissions can be applied at a Site, Library/List, or Folder/Item level
Try to not break permissions unless you need to
When users with manage permissions share content, inheritance is broken
Using Active Directory groups for larger groups could be easier to manage
SharePoint groups are available across the whole site collection
SharePoint Groups & Permission levels do NOT cross site collections
© 2014 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

16. Security Demo! Show people and groups Show permission levels
Show confidential folder
Show announcements

17. Content Types & Columns
11/15/2018
Content Types & Columns
Project Document
Document Type
Project Number
Client
Invoice Document
Finance Team
IT Document
IT Team
Content Types
Columns
A way of grouping site columns for reusability
Content types held at the site level
Content type can hold different columns and the same site column can be used across content types
© 2014 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

18. Content Types Content Types are based on inheritance Document
11/15/2018
Content Types
Document
Organization Document
Project Document
Finance Document
Invoice Document
IT Document
Infrastructure Document
Content Types are based on inheritance
A way of grouping site columns for reusability
All content you upload anywhere technically uses a content type
Pages, tasks, events, etc all use content types
Content types are used to organize content by allowing different columns by content type
Uses inheritance just like security
© 2014 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

19. Site Columns vs List Columns
11/15/2018
Site Columns vs List Columns
Site Column
List Column
Created when creating a column directly on a list or library
Cannot be reused
Easy to create and customize
Created at the site level via “Site Columns”
Available in all list, libraries, and subsites
Centralized data
Requires extended rights
Requires planning
Created when Content Type Hub used
Plan, plan, plan
Use a site column for reusable data
Can be used for all sites underneath, site collection root and most common
© 2014 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

20. Content Types & Columns info & advice
11/15/2018
Content Types & Columns info & advice
Don’t modify/delete default site columns
Use site columns for reuse across a site or site collection when possible
Once a content type is associated with a library/list it can be modified there
Use the right column type for the job
List & Column validation can be handy
A Content Type Hub can be used to have centralized content types
Create columns without spaces then add them (like libraries/lists) for good internal field name
© 2014 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

21. Content Type & Column Demo
Show site content types
Show site columns
Show document content type
Add column
Show announcement content type
Show how to get internal field name

22. Search SharePoint search will never be like Google search
11/15/2018
Search
SharePoint search will never be like Google search
Involve end users
Content is search driven using metadata
Use Search web parts to make intelligent sites
© 2014 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

23. Content Search Web Part
11/15/2018
Content Search Web Part
Compared to Content Query Web Part, but better
Can display items from anywhere in SharePoint
Built with Search Query + Display Template
Based on search not always up to date
Does not use XSLT, yay
If its been crawled, you can show it
You can use search results web part in a similar manner
Build dynamic portals
© 2014 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

24. Crawled Properties & Managed Properties
11/15/2018
Crawled Properties & Managed Properties
Crawled
Managed
Created when a crawl is ran
No control
Useless against queries
Only stores information collected by crawl
Must have data to be crawled
Mapped to one or more crawled properties
Site & managed metadata columns become managed properties automatically
Have properties that define usability like sorting and refining
Things happen behind the scenes
Need to understand the relationship
Crawled can be mapped to many managed properties
Managed properties can have multiple crawled properties
Managed via Search Schema
© 2014 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

25. Search Schema & Managed Properties
11/15/2018
Search Schema & Managed Properties
Search schema can be done at the farm or site level
© 2014 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

26. Search Queries Keyword Operators
11/15/2018
Search Queries
Built using Keyword Query Language (KQL)
Keyword Operators
TermA TermB
Implicit AND between each term
“TermA TermB”
Must match exact phrase
TermA OR TermB
Items with either term are returned
Term*
Items starting with entered characters up to wildcard
TermA NOT TermB
Any items containing trailing term are excluded
Property Queries - ManagedProperty | Operator | PropertyValue
Buy Mikael Svensons book
You will use queries to make search pages
Use the KQL reference
You can use these on a standard search setup
You can’t write a query against a crawled property
Filextension=docx
Only files with the extension of docx
Author:”Drew Madelung”
Files created by “drew”
Created>
Items created after 11/16/2016
-tile:test
Excludes results that include the word test
KQL Syntax Reference
© 2014 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

27. 11/15/2018
Display Templates
Located in: “~sitecollection/+catalogs/masterpage/Display Templates”
Utilizes HTML and Javascript
.js file automatically built
2 different display templates used per web part
You will see the .js files once publishing is turned on
They are used everywhere
Reference -
© 2014 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

28. 11/15/2018
Search info and advice
Use Content Search Web Parts in place of Content Query
Don’t customize the default display templates
Lots of display templates available online to start
Use the “Refinable” managed properties for mapping in Office 365
Utilize search for people results
Search results will not appear until after a crawl (really fun waiting in Office 365)
Don’t hardcode in query when possible
Query variables are your friend -> ex… {QueryString.parametername} or {User.property}
Query variables =
© 2014 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

29. One More Demo! Show new landing Edit page show CSWP Show DT
Show security trimming

30. Drew’s Random Tips From the Field
Microsoft Ignite 2015
11/15/ :28 AM
Drew’s Random Tips From the Field
You can filter views using [Me] and [Today]
Put your scripts into a file and reference them via a content editor web part
Take advantage of calculated columns and list validation
When editing a view, if there is a web part on another page it will NOT update that web part
If you modify a view within a web part it will only be done within that web part
There is a hidden User information list on each site collection
Use SP groups to audience target web parts
JSLink for web parts (not available in modern experiences)
© 2015 Microsoft Corporation. All rights reserved. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

31. Help Contribute & Stay Informed! Microsoft Tech Community
11/15/2018
Microsoft Tech Community
Office 365 Roadmap
Office Blogs
Office 365 Admin Center – Message Center
Books
Search Queries Explained – Mikael Svenson
Office 365 for IT Pros
xxxx
Help Contribute &
Stay Informed!
© 2012 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries.
The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

32. 11/15/2018
Questions?
Twitter: @dmadelung
Website: drewmadelung.com
Slides:
© 2012 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries.
The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

33. Essentials for the SharePoint Power User
11/15/2018
Essentials for the SharePoint Power User
SharePoint Saturday
St. Louis 2017
© 2012 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries.
The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.