February 12 th , 2014

1. Donald Donais February 12th, 2014 You Just Inherited a SharePoint Site! Donald Donais

2. Agenda • MNSPUG Info • SharePoint Basic Information • Discovery Process When Inheriting a Site • It's The End of the World, XYZ Was Deleted! • Changing Existing Structure To Something Better! • Site Owner Gotcha’s • Because We Don’t Know Everything, Training!

3. Develop and support a local community focused on Microsoft SharePoint Technologies Educate user group members about SharePoint Technologies Transfer knowledge within the community Communicate best practices Introduce new products / solutions User Group Goal / Objectives

4. WroxPress (www.wrox.com) O’Reilly (www.oreilly.com) MNSPUG Sponsors Dedicated Sponsors Annual Sponsor Benchmark Learning (www.benchmarklearning.com) Avtex (www.avtex.com) Microsoft (www.microsoft.com) softwareOne (www.softwareone.com) Media Sponsor SharePoint User Group Support

5. SharePoint Resource Documents SharePoint Resource links RSS Feeds Meeting Schedule Past User Group Presentations Past User Group Recordings Sponsorship Information http://sharepointmn.com Email: sharepoint@sharepointmn.com MN SharePoint Users Group Website

6. Linked In group – The most interactive… includes job postings… Post Job Posting on the Jobs Discussion page http://www.linkedin.com/groups?gid=1878792 Twitter tags - @MNSPUG and #MNSPUG Yammer – Minnesota SharePoint Users Group https://www.yammer.com/mnspug/ Social Networking

7. Next Meeting March 12th9:00 AM to 11:30 AM Recap of the SharePoint Conference 2014 Event Are you going to SPC2014? Interested in giving the group a report? sharepoint@sharepointmn.com Microsoft Technology Center Check www.SharePointMN.com for updates! Ongoing Schedule 2nd Wednesday of every month 9:00 to 11:30 am Microsoft Technical Center - Edina Upcoming Schedule

8. Microsoft Webcast Calendar of Events https://msevents.microsoft.com/CUI/default.aspx?culture=en-US SharePoint Conference 2014 – March 3-6th 2014 , The Venetian, Las Vegas, Nevada http://sharepointconference.com/- SharePoint Saturday Twin Cities – April 5th 2014 , Normandale Community College, Bloomington http://www.spstc.com/ 24-Hour SharePoint Conference – April 16th2014 , Only Available Online! https://www.sp24conf.com/SitePages/Home.aspx TechFuse 2014– April 22nd2014 , Minneapolis Convention Center https://www.sp24conf.com/SitePages/Home.aspx TechEd 2014 – May 12th-15th, Houston, TX http://northamerica.msteched.com/#fbid=WFn6L66avnc Anything Else? Local and Online Events

9. SharePoint Conference 2014 • SharePoint Conference Yammer Group • https://www.yammer.com/mnspug • Connect with Others Going to Conference • Upload Pictures from the Event • Let Us Know You Will Be There • Looking for People To Talk About Experience • March MNSPUG – SPC14 Recap meeting

10. Evaluations & Giveaways!

11. MNSPUG Extras

12. SharePoint News • SharePoint Technology Conference SPUG Discount • April 22-25, 2014 in San Francisco • $200 Discount when enter SPUG promo code • Microsoft Names New CEO • SatyaNadella named new CEO for Microsoft • http://bit.ly/1d33Gc7 • Microsoft SkyDrive is now OneDrive • OneDrive and OneDrive for Business • http://bit.ly/1f20jyG • The Fate of InfoPath is Revealed • Continued Support for InfoPath Until 2023 • Sneak Peek at SPC2014 • http://bit.ly/1ea55Jg

13. Who Should You Be @Following? • Dux Raymond Sy – SharePoint MVP & Customer Strategy & Solutions • @meetdux • Wendy Neal – SharePoint Consultant, Developer, Branding, User Empowerment • @SharePointWendy

14. Presenter

15. Introductions Donald Donais • SharePoint Consultant/Solutions Architect • Father: Girl (12) & Boy (9) • Drummer for Cover Band • @dondonais • http://talesfromitside.wordpress.com

16. The Basics

17. Background Info First • Basic SharePoint Structure • Content Consistency • Difference Way Than Folders • Anatomy of a SharePoint Web Page • Permissions!

18. Basic SharePoint Structure

19. Recap • Site Collection: Collection of sites made up of a Top-Level site and sub-sites. • Site: Site is used to break up your content into logical groupings. • Library: Content area within a site to store documents. • List: Content area within a site used to store data (think Excel or table from database). • Document: Word, Excel, PowerPoint, OneNote, PDF, Media . . . • Item: Event, Task, Contact . . . Resource: Overview of Site Collection & Sites in SP 2013 http://bit.ly/1iGOHp5

20. Site Consistency Why Do You Need Site Consistency? Organization Productivity Findability Searchability Governance

21. Ways To Maintain Consistency • Templates • List and Library • Site • Metadata (a.k.a Columns) • Content Types

22. Sites, Library & List Templates • Out of the Box Templates are Built for a Specific Purpose • Team Site = Collaboration Site for Department or Project • Publishing Site = SharePoint Publishing Features • Document Library = Holds Documents • Calendar List = Displays Events that are Happening • Custom Templates • Custom Site Templates – You Choose! • Lists, Libraries, Web Parts on Home Page, Branding . . . • Custom Lists & Libraries • Content Types, Custom Columns, Views . . . • Site Collection Admin Manages These Templates

23. Options for Templates • SharePoint 2007 • Sites: http://bit.ly/1obkr9b • Lists & Libraries: http://bit.ly/1f9RNhf • SharePoint 2010 • Sites, Lists & Libraries: http://bit.ly/1fTYhCg • SharePoint 2013 • Sites: http://bit.ly/1iGOHp5 • List & Libraries: http://bit.ly/1aO6YAJ

24. Did You Hear About? • Every Hear About the FAB 40? • Set of Templates for SharePoint 2007 & WSS 3.0 • Options Included • Inventory Tracking • Knowledge Base • Absence Request & Vacation Schedule Mgt • Classroom Management Danger Will Robinson!

25. What Is Metadata? What is the difference?

26. You Already Do Metadata! Defined In Terms of Fruit Season Type Uses Taste

27. Adding Metadata • “Local” Columns • Found at the Library or List • Site Columns • Found at the Site Level • Higher Level Site Columns Available in Sub-sites • Global Metadata – Term Store • Available in SharePoint 2010/2013 • Standard & Enterprise Version • Create Term Store Component Then Attach to Column

28. Content Type • Defined as “Types of Content” • Media • Documents • Contacts • Pages . . . • Many Out of the Box Content Types • Document CT • Event CT • Article Page CT • Item CT • Wrapping Other Elements • Site Columns • Workflows • Templates

29. Content Types Distributed • Top Level Site Content Types • Available Within All Sites of the Site Collection • Across Site Collections • Content Type Hub • SharePoint 2010/2013 • Separate Site Designated at Content Type Hub Creating Content Types

30. Different Way Than Folders • Metadata Is Key • List and Library Views Make Life Easier • How Do You Want Your Information? • Personal Views • Anyone with Read Access Can Create • Only Creator Sees • Public Views • Created by Site Owner • Anyone with Read Access Can Access

31. View Options • Columns • Display Specific Columns in Any Order • Sorting • By Columns and By Two Levels • Filter • By Columns and Multiple Levels • Rules: Is Equal To, Is Not Equal To, Contains, Greater Than . . . • Conditions: And/Or • [Me] or [Today] • Group By • By Columns and Two Levels • Totals • Calculating Sum, Min, Max, Total, Average, Count for Field • Styles • Displaying Information Differently • Shaded/Preview Pane • Folders • To Show Folders or Not to Show Folders

32. Anatomy of a SharePoint Page • Publishing Pages • Web Part Zones • Used to Add Web Parts/App Parts To Page • Easily Move Web Parts from Zone to Zone • Designated by Name: Header, Top Left, Top Right, etc. • Web Parts/App Parts • Customizable Window Into SharePoint List or Library Content • Publishing Features Associated

33. Anatomy of a Page - Continued • Wiki Type Pages • Collaboration Home Pages or Wiki Library/Site Pages • Edit Right in the Web Page • Text Layouts (2010 & 2013) • Add Web Parts/App Parts Directly On Page • Publishing Feature No Associated

34. Permissions! • Permissions are Inherited Out of the Box • Inherited = Parent & Child Have Same Permissions • Within the Site Collection • Top – Down Effect Through All Elements • Sites, Libraries/Lists, Documents/Items • Breaking Inheritance • Can Be Broken At Any Level • Parent Changes Are Not Reflected in Child

35. Best Practices With Permissions Apply Security Active Directory Group SharePoint Group

36. Break

37. Discovery Process When Inheriting a Site

38. Looking Around The Site • View All Site Content/Site Content Is Your Friend • Displays Libraries/Lists and Sub-Sites • Displays the Item Counts • Displays Last Modified • Site Web Analytics/Most Popular • 2007 & 2010 • Page Views, Unique Visitors, Page View per Day – Good Reports • 2013 • Document Library – Most Popular Items • Detailed Reports With Excel

39. Site Settings • Features Can Be Enabled at Site Level • Site Actions/Settings > Site Settings > Site Actions Section> Manage Site Features • Suggest Talking with Administration What Should Have • Custom Site Columns & Content Types • Site Actions/Settings > Site Settings >Galleries Section • Custom Groups • Look for “Source” = Your Site Name

40. Library or List Settings • Content Types • Section Not Available By Default • If Not Seen, Then Using Default Content Type • Columns • Local Columns Will Display “Used In” As Document Content Type • Columns Associated to Content Type will Display Content Type Name • Views • Will Only See Public Views • Manage Files Without Checked In Version • Files Without Required Metadata • Files Uploaded and Not Checked In

41. Tools for SharePoint Permissions (SharePoint 2010 – 2013) • View Group Permissions • Use to View Permission Assignments of Group Within Site Collection • Group > Settings > View Group Permissions

42. Tools for SharePoint Permissions • Check Permissions • Check Permissions for User or Group • Found Site, Library/List, Document/Item Permissions • Show Uniquely Secured Content • A.K.A. – Broken Inheritance • Links to Areas That Have Unique Permissions

43. It’s The End Of The World, XYZ Was Deleted!

44. SharePoint Recycle Bin • All Versions Have Two Stage Recycle Bin • Stage 1 – Site Level Recycle Bin • Retained for 30 Days – Default Setting • End Users Can Recover During This Time • Site Owner Can See All • Can Restore and Delete from Site Recycle Bin • Stage 2 – Site Collection Level Recycle Bin • Retained for 30 Days – Default Setting • Only Site Collection Administration Can Recover • Only Site Collection Can See All Deleted • Document, Items and Even Library/Lists Recoverable

45. Changing Existing Structure To Something Better

46. Local Navigation Changes • Local Navigation/Quick Launch/Left Hand Navigation • Used to Display More Content Than Home Page • By Default Organized by List, Library, and Pages • Best to Use Headers to Aggregate Content • Options Include • Site Settings > Look and Feel Section > Navigation • Add Heading • Moving Links • Hiding Links • Add Link

47. Easing The Pain of the View • Most Organization Live and Die on Folders • Folders Can Be Used For: • Permissions • Storage for Large Libraries • Folders Also • Increase the Length of the URL • Time Consuming To Get In and Out • Another Level of Permissions Nightmares • Need to Ease the Pain of Using Views • Create Admin View to Upload Into Folders • Everyone Else Sees the Non-Folder View Using Group By

48. Quickly Add Metadata • Column Default Value Settings • SharePoint 2010 & 2013 • Sets Default Value On a Folder • Documents Tagged Automatically with Default Value • Datasheet View or Quick Edit • SharePoint 2007-2010 Datasheet View • SharePoint 2013 Quick Edit • Edit The Columns Within That View In The Browser

49. Use of Views to Group Content Before After

50. Moving From Folders To Metadata Translates To