SharePoint Site Admin Training

1. SharePoint Site Admin Training By:Toby McGrailSr. Software Engineer

2. Agenda • Introduction • Site Collection Overview • Users and Permissions • Managing Features • Search Settings • Navigation • Recycle Bins • Create Sites and Site Collections • Site Collection Health Checks • Tips Tricks and Common Issues

3. Introduction • My name is Toby McGrail and I have been a Senior SharePoint Administrator over the last three years however been deeply involved in SharePoint for 8 years and counting. • Outside of SharePoint I have balanced lifestyle that includes my family, friends, and Fitness. Fitness and SharePoint are my passion. • Over 20 years IT Experience

4. Site Collection Overview • What is a Site Collection? • A site collection is used to provide a grouping of 'SharePoint Sites'. Each web application will typically have at least one site collection. Site collections may be associated with their own content databases, or they may share a content database with other site collections in the same web application • How do I Create a Site Collection in Office 365? • When should I create a Site Collection? • A good rule is each Business Functional unit should have its own Site Collection? • Site Collection Administrators • Full Control over all Sites in Site Collection

5. Users and Permissions • Permission Levels • Full Control – Full Control means you have access to do anything within the site • Design - Can view, add, update, delete, approve, and customize • Edit - Can add, edit and delete lists; can view, add, update and delete list items and documents. • Contribute- Can view, add, update, and delete list items and documents • Read - Can view pages and list items and download documents • Limited Access - Can view specific lists, document libraries, list items, folders, or documents when given permissions

6. Users and Permissions • Site Collection Administrators • Site Collection Administrators are given full control over all Web sites in the site collection. They may also receive site use confirmation mail. Enter users separated by semicolons • How do I add or remove a Site Collection Administrator • Site Permissions • Adding a User or Group • When to use a Group and when to add users • Permission Inheritance

7. Managing Features • Site Collection Features • Located in the Site Collection Settings and can be accessed from any site in the Site Collection • Site Features • Located in the Site Actions portion of Site Settings Page • How to Activate and Deactivate Features? • Click the Activate Button and Feature will Activate • If Feature is Acivated you will see a Deactivate Button

8. Search Settings • Configure Search Settings • Enter a Search Center URL - When you've specified a search center, the search system displays a message to all users offering them the ability to try their search again from that Search Center. • Query Results - Which search results page should queries be sent to? Custom results page URLs can be relative or absolute. URLs can also include special tokens, such as {SearchCenterURL}. This token will be replaced by the value in the "Search Center URL" property. If the value in this property ever changes, any URL using the token will update automatically. • Example: {SearchCenterURL}/results.aspx

9. Search Settings – Result Sources • Result Sources – • Use result sources to scope search results and federate queries to external sources, such as internet search engines. After defining a result source, configure search web parts and query rule actions to use it. Learn more about result sources. • Result Sources replace Search Scopes, which are now deprecated. You can still view your old scopes and use them in queries, but not edit them.

10. Navigation • Global Navigation • Specify the navigation items to display in global navigation for this Web site. This navigation is shown at the top of the page in most Web sites • Structured Navigation – Uses the OOB SharePoint default navigation • Managed Naviation – Uses Term Store Management tool to configure Items to create Terms using Metadata • Current Navigation • Specify the navigation items to display in current navigation for this Web site. This navigation is shown on the side of the page in most Web sites.

11. Recycle Bins • User Recycle Bin • User deletes an Item where does it go • How to Restore a Deleted Document? • Site Collection Recycle Bins • Site Collection Recycle Bin • Views • End User Recycle Bin • Deleted from End User Recycle Bin

12. Create Site Collections and Sites • Creating Site Collections • You must be a Farm Admin to Create Site Collections • SharePoint Office 365 Settings Page • Creating Sites • Who can Create Sites? • Site Collection Administrators • Sites Owners – Must Have Full Control • When to Create a Site instead of a Library and Lists • Create Sites when Business Units need a group of data such as multiple document libraries, announcement list and team calendar

13. Site Collection Health Checks • Site Collection Health Checks • New Feature that allows you to run on demand to check the health of Site Collection • Gives consideration on things to fix • Customized Files • Pages that Need to be Reset to Site Definition • Upgrade Checks prior to upgrades • Conflicting Content Types • Missing Galleries • Missing Parent Content Types • Missing Site Templates • Unsupported Language Packs • MUI References

14. Tips, Tricks and Common Problems • Maintain Sites in Site Collection • Do not allow many people to create sites as it can get out of control fast • Doing this reduces storage and the need for only needed sites • Mysites • Teach users how to use mysites and that it’s a Sandbox • Reset to Site Definition • Manage Content Types • Site Templates • Only Make the Templates you want to use available to Site Owners • Create Help Site For Users with FAQ and How to Items?

15. Questions • Do you have any issues that you have seen that we have not covered • My Blog • http://tobymcgrail.com:2020/SPADMIN • Contact Information: • Toby McGrail – Tmcgrail@pixelmill.com