Benjamin NiaulinPresented at: SharePoint Saturday Ozarks
SharePoint Geek
Understand the structure of a SharePoint Site
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Description
What’s in the box? How do you use it and why? In this session, you will go over the objects that make up a SharePoint Site. When starting in SharePoint, we often don’t realize the importance of our architecture. Should you create a Site per Project or a page per Project? These are questions that will be answered in this session.The goal of this session is to help you understand the tools and features available to you when starting a SharePoint project.
#SPSOZARKS
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Who is this guy talking?
Benjamin NiaulinSpeaker, Trainer, Consultant, SCRUM MasterBlog
bniaulin.wordpress.comWebsite
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[email protected]!: @bniaulin
4 | SharePoint Saturday St. Louis 2012
Housekeeping
• Follow SharePoint Saturday Ozarks on Twitter @SPSOzarks hashtag #SPSOzarks
• Stop by and thank our sponsors for making this event possible!
• Fill out and turn in evaluation forms to be eligible for the end-of-day raffle. You must be present to win.
• Don’t miss “This Modern Station” tonight at Waxy O’Shea’s!
OVERVIEW
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Site Collections
What’s a Site Collection? Site
Site
SharePoint Groups | Database | Style Library
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Limitations of a Site Collection
Site Collection
Site Collection
Site Collection
Site Collection
Site Collection
xx
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Know when to create a new SC
Permission LevelsSite Collection Features ConfigurationShared Style LibraryDatabase (Suggested at 200GB)SharePoint GroupsURL (/Sites/.. Or Explicit)Recycle BinQuotasTemplates, Web Parts, Content TypesDocument IDs
DEMO
SHAREPOINT SITES
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What’s a SharePoint Site
If Site Collections are made of Sites. What is a Site?Think of Sites as boxes, containers
Lists
Libraries
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Site Templates
SharePoint Sites are available through different templates
What’s the difference?
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Why Create a New Site?
Delegate management to someone else (another team)
Different permissionsNeed to isolate available lists and libraries in the same “box”Some Site Templates come with unique features (blog, Meeting, etc.)Site Features (Content Organizer, etc)
Remember, a Site is a container and NOT a web page
DEMO
LISTS AND LIBRARIES
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What is a List?
Familiar with Excel? Access? Word?A List is essentially very similar to a worksheet or table
But you can easily control what goes in a column
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What is a Document Library
It’s the same as a list but for files (documents)
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List and Library Templates
Lists and Libraries also have templates
It DOES matter which one you pick.
Each Template comes with it’s little functionality
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Need to Know
Try to apply permissions at the List/Library level and not on every folder or filesStay away from folders as much as possible, tag!Watch out with free for all versioningMetadata NavigationSave your list/library as template with or without the content
DEMO
COLUMNS
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Columns and their types
When you create a column it is storedin the list/library where you create itEvery type of column has it’s useKnow when to use the right oneViews will be created based on thecolumnsWorkflows can be created, triggered bythe right column informationSharePoint allows for Column Validation
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Reuse your Columns!
If you create columns from your lists/libraries they are stored in them. And thus, are not reusable.I recommend using “Site Columns” whenever possible to be able to reuse them.Site Columns are available to subsites – best to create at the root
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Columns vs Site Columns – Huh?
List/Library ColumnFast to createNot reusableDoes not permit cross site lookupNot always available in CQWP (Content Query WP)Easy to use for Power User
Site ColumnReusable!Cross-Site lookup columnAlways available in the CQWPCan organize them by “groups”Very useful to provide advanced solutions with SharePoint Foundation
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CONTENT TYPES
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What’s a Content Type?
Reusable set of columns used together that defines a type of content in your organizationDocument Templates to be used with specific metadataDocument Policies (Retention, Audit, Labels, Barcodes)Document Information Panel (Form in Office Documents that allows you to enter Column Information)Helps reunite content spread in multiple libraries togetherHelps having different columns in the same list/libraries, so different content but same list/library features enabled
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Should you use Content Types?
Try to use Content Types as much as possible where it makes senseCreate them at the root of your Site Collection to make them available in Sub Sites
DEMO
PAGES
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SharePoint Page
What’s the difference between a Site and a Page?To SharePoint, a page is nothing more than another document.
Just another file that ends in .aspx instead of .docxBrowser you are in happens to be what shows pages so you stay in SharePoint to see them
Where do documents go in SharePoint?Used to show information to the visitor
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Different Types of Pages
Wiki Page“Wiki”= QuickUsed to quickly create and link contentUse [[
Publishing PageUses predefined Page Layouts for designAllows Metadata (Columns) in the layout
Web Part PageOnly allows for Web Parts on the pageRemoves the Quicklaunch for a full width page
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Use them!
Instead of create a new site, think of pages and viewsHelps you stay in the same site, access lists and libraries but show different perspectives to different visitorsList and Library Views = Pages
Take advantage!
DEMO
WEB PARTS
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What’s a Web Part?
Familiar with Apple “App Store”?Think of it the same way, SharePoint has “apps” or web parts that have a job to do
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Understanding Web Parts
They have a job to do, but stay on the page you put them. It cannot interact with Web Parts on other pagesCan work together as “connections” to get you dynamic content. Ex: Use one list to filter another listCan use “Audiences” to set who should see this Web PartThere are many available online or you can develop some based on your requirements
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My Favorite Web Parts
Content Query Web Part!!Content Editor Web PartNote Board Web PartRSS Viewer Web PartFilter Web PartsSearch - Core Results Web PartChart Web Part - Sometimes
DEMO
Q&A
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THANK YOU!
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Benjamin Niaulin