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sharepointmaven.com @gregoryzelfond
SHAREPOINT TUTORIALINTRODUCTION TO SHAREPOINT
GREGORY ZELFOND
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About Me
Gregory Zelfond 10+ years of experience with SharePoint SharePoint advocate, blogger Love to solve business problems using code-free, out of
the box SharePoint configurations Owner of SharePoint Maven (sharepointmaven.com)
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About SharePoint Maven
I HELP ORGANIZATIONS TO UNLOCK THE POWER OF SHAREPOINT
MIGRATION CONSULTING TRAINING
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Did You…
Just acquire Office 365 / SharePoint Online?
Want to start using SharePoint, but don’t know where to start?
Can’t find any relevant or concise training materials on the web?
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YOU ARE IN LUCK!!!
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This FREE SharePoint Tutorial will…
Explain SharePoint in basic and non-technical terms
Give you an overall idea of SharePoint key concepts
Provide you with enough information to start configuring your own SharePoint Site
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It is super easy…
Tutorial so easy to understand...
…You’ll feel like a king at the end
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This Guide will cover…
Sites
Pages
Web Parts
Views
Security
Navigation
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LET’S START!!!
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What is SharePoint?
It is many different things. Any of these apply
Collaboration Platform
Information Management System
Document Repository
Company Intranet
Team Sites
Business Portal
Framework for developing business applications
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Evolution of SharePoint
Born in 2001
Historically, evolved as collaboration platform adopted by many large organizations
Required extensive server infrastructure for on-premise installations
Major versions: 2001, 2002, 2003, 2007, 2010, 2013 (current) and 2016 (planned)
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SharePoint & Office 365
Since 2011, SharePoint got bundled with Office 365 Subscription Service
Can still be acquired as an on-premise solution or new “cloud” solution (SharePoint Online)
Cloud (SharePoint Online) version does not require Infrastructure investments by organizations
SharePoint Online is very affordable as a result
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Basic SharePoint Elements
Sites– Used to organize content by function or purpose
Pages– Displays/separates content on a site
Web Parts (Apps)– Building blocks of a page/site
Views– Control what information is displayed
Security– Controls who sees the information displayed
Navigation– Logical roadmap users follow to find the information
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SITES
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SharePoint Sites
All Sites you create sit under Top-Level (home) Site (which you get by default out of the box)– For example, https://yourcompanyname.sharepoint.com is
the top level site you get by default
– Every new site you create will sit under it
Deep hierarchies can be built if required
Best practice: Stay as flat as possible– No more then 1-2 sub-sites deep, otherwise becomes
a headache to manage
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Example of a SharePoint Site Hierarchy
Level 2 Subsites
Level 1 Subsites
Top-Level Site Homepage
PMO
Project Site 1
Project Site 2
Finance
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Concept of a Site Collection
All sites sit in a Site Collection
By default, you get 1 Site Collection (https://yourcompanyname.sharepoint.com)
Additional Site Collections can be created if necessary (each with its own top-level site and subsites)
Best Practice– If you have only few sites – stay with just 1 (one) site
collection
– If you plan to have many sites/ expansive intranet – need to have multiple site collections
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Example - List of Site Collections
DEFAULT SITE COLLECTION
NEW SITE COLLECTION
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What? Why do I need multiple Site Collections?
A great way to separate Administrative functions– i.e. multiple business units within same organization
Improves performance
Best Practice: If you plan to share externally –those sites need to go into separate site collection (helps prevent accidental sharing of internal information)
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Example: Multiple Site Collections Hierarchy
Site Collection 1
Site Collection 2
ProjectSites
DepartmentSites
ExternalSites
HOMEPAGE
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PAGES
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SharePoint Pages
Multiple pages per site can be created
Pages used to separate and present content
Determines look & feel of a site/page
Different (default) page layouts available
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Default look of a site/page
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WEBPARTS
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Web Parts
Definition: Web Part is a modular and reusable component that can be placed into SharePoint Page to display certain content
Think of iPhone® “Apps” for SharePoint
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Most Common Web Parts
Document Library
Calendar
Contact List
Issues Tracking
Tasks
Announcements
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Example Web Part: Document Library
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Example Web Part: Tasks
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VIEWS
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Views
Definition: Views allow user to control how information from a certain web-part is displayed
Very powerful, but pointless if proper metadata is not setup
Some of the things views control:– Which columns to display– Order of Columns– How information is sorted– How information is filtered– How information is grouped
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Example of a Document Library ViewView Name
Grouping Sorting & Filtering
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SECURITY
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Security/Permissions
Controls who sees information
Can be set at the following levels:– Site
– Web Part
– Folder
– Document/Item
Permissions can be assigned to a user or SharePoint Security Group
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Default Permission Levels
Permission Level Description
Full Control Has full control
Design Can view, add, update, delete, approve, and customize
EditCan 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 AccessCan view specific lists, document libraries, list items, folders, or documents when given permissions
View OnlyCan view pages, list items, and documents. Document types with server-side file handlers can be viewed in the browser but not downloaded
Courtesy: microsoft.com
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Security Best Practices
Best Practice: Stay at the site level security, do not control security at Web Part, Folder or Document/Item Level Unless you want to manage security on a full-time basis. It is a
headache to manage Breaking security inheritance negatively impacts performance
Best Practice: Control permissions at the group level, do not assign permissions to individuals Easier to manage. Once Security Groups are created, just
add/remove users from it
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NAVIGATION
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Navigation
Logical roadmap users follow to find the information
2 types of navigation: Global & Current
Global Navigation– Meant for “global” site navigation. Typically stays the same
from site to site (i.e. links to Home, Department Sites, etc.)
– Appears horizontally at the top of the site/page
Current Navigation:– Meant for “local” navigation within a site (i.e. links to sub-sites
underneath or web parts present on a site)
– Appears on the left hand—side of a site/page
– Called Quick Launch in SharePoint
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Navigation ExampleGlobal Navigation
Current Navigation (Quick Launch)
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Tell me more about SharePoint
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More to come…
This was Part I of SharePoint Tutorial/Training
Future Parts will cover more intermediate & advanced features of SharePoint
No matter how many SharePoint tutorials and user guides you read or videos you watch, you will not really learn SharePoint
You need to start using it to “understand” it
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That shouldbe You!
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Additional reading
Did you enjoy this presentation?
Help spread the word by sharing a link to it with your friends and colleagues by email or social media
Here are links to additional content you might find useful– 12 reasons folders in SharePoint are a bad idea
– Introduction to SharePoint Metadata
– Top 5 reasons why SharePoint is great for nonprofits
– 5 ways to manage documents in SharePoint
– 10 reasons why SharePoint training matters
– 10 practical tips to boost SharePoint user adoption
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Acknowledgements
I used the following materials and websites while preparing this tutorial:
My own knowledge and expertise in SharePoint
Images used in this presentation under Creative Commons License– clker.com
– clipartpanda.com
– wallpaper-kid.com
– clipartpal.com
Logos of the following organizations– Microsoft
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Need help with SharePoint?
SharePoint Site Configuration and Customization
Document Migration to SharePoint
SharePoint Implementation Strategy
SharePoint Training
SharePoint User Adoption
SharePoint Governance
SharePoint Project Management
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THANK YOU!
Visit: sharepointmaven.com
Email: [email protected]
Follow: @gregoryzelfond
Connect: linkedin.com/company/sharepoint-maven
View: www.slideshare.net/gzelfond
Get in touch if you have questions