July 2013 MNSPUG - Become One with the SharePoint Site …
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Transcript July 2013 MNSPUG - Become One with the SharePoint Site …
Welcome to the
Minnesota SharePoint
User Group
Donald Donais
July 10th, 2013
Become One with the SharePoint Site, One Must!
Donald Donais
http://sharepointmn.com
Meeting # 103
Agenda
• Defining the SCA and SO Roles
• Training
• Working with End Users
Break
• Capabilities within SharePoint
• Tools
• Resources
• Final Thoughts
http://sharepointmn.com
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User Group Goal / Objectives
– Develop and support a local community focused on
Microsoft SharePoint Technologies
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Educate user group members about SharePoint Technologies
Transfer knowledge within the community
Communicate best practices
Introduce new products / solutions
http://sharepointmn.com
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MNSPUG Sponsors
Dedicated Sponsors
Annual Sponsor
Benchmark Learning
(www.benchmarklearning.com)
Avtex (www.avtex.com)
softwareOne
(www.softwareone.com)
Microsoft (www.microsoft.com)
SharePoint User Group Support
Wrox Press (www.wrox.com)
O’Reilly (www.oreilly.com)
http://sharepointmn.com
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MN SharePoint Users Group Website
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SharePoint Resource Documents
SharePoint Resource links
RSS Feeds
Meeting Schedule
Past User Group Presentations
Past User Group Recordings
Sponsorship Information
• http://sharepointmn.com
• Email: [email protected]
http://sharepointmn.com
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Social Networking
• 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
http://sharepointmn.com
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Upcoming Schedule
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Next Meeting
– August 14th 9:00 AM to 11:30 AM
– Microsoft’s Business Intelligence Stack – Microsoft’s PJ Johnson
– Vendor Sponsored Lunch - Axceler
– 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
http://sharepointmn.com
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Local and Online Events
Microsoft Webcast Calendar of Events
http://www.microsoft.com/events/webcasts/calendar/monthview.aspx#filter
SharePoint ShopTalk (Online) – Every Thursday @ 11:30 AM
http://sharepointshoptalk.blogspot.com/
SharePoint Legal Users Group – 3rd Thursday @ 12:00 to 1:00 p.m.
http://sharepointmnlegal.com
SharePoSH – Online Virtual Event
http://www.shareposh.com/Pages/default.aspx
SharePoint Tech Conference – August 11th – 14th , 2013 Sheraton Boston, Boston, MA
http://sptechcon.com
SharePoint Saturday Twin Cities – October 12th, 2013 Normandale Community College, Bloomington
http://www.spstc.com/
http://sharepointmn.com
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MNSPUG Discounts
• SharePoint Tech Conference August 2013
Save Extra $200 by using Code Word SPUG
• O’Reilly Publishing
User Group Members receive a %35 discount on Wiley ebooks
Code DSUG35
http://sharepointmn.com
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Evaluations & Giveaways!
http://sharepointmn.com
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Presenter
http://sharepointmn.com
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Introductions
Donald Donais
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http://sharepointmn.com
SharePoint Consultant
Father & Drummer
@dondonais
http://talesfromitside.wordpress.com
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Defining Site Collection Admin and Site
Owner Roles
http://sharepointmn.com
Meeting # 103
Site Collection Administrator Defined
SharePoint Perspective
• Full Control within the Site Collection
• Adjust settings within the Site Collection
• View, Add, Delete and Change all Content within sites in Site Collection
• Modify Permissions within Site Collection
Business Perspective
• Typically from IT/Very Knowledgeable Business User
• Understands Organizations Governance and Helps Implement
• Help to Promote Collaboration Tools to Site Collection (Depending Upon Size of Org.)
• Has Access to All Content within Site Collection (?)
http://sharepointmn.com
Meeting # 103
Site Owner Defined
SharePoint Perspective
• Full Control within the Site and Sub-sites
• Adjust settings within the Site and Sub-sites
• View, Add, Delete and Change all Content within Site and Sub-sites
• Modify Permissions within Site and Sub-sites
Business Perspective
• Business User Embedded in Department
• Understands the Department Content and Processes
• Ensuring Site Content is Managed Properly Over Time
• Focus of Implementing Business Focused Solutions
• Help Train the End Users
• Help When Requesting Permissions
http://sharepointmn.com
Meeting # 103
What does Full Control Mean?
List Permissions
• Manage Lists
• Override List Behaviors
• Add, Edit, Delete, View, Approve, Open Items
• View and Delete Versions
• Create Alerts
• View Application Pages
Site Permissions
• Manage Permissions
• View Web Analytics Data
• Create Subsites
• Manage Web Site
• Add and Customize Pages
• Apply Themes and Borders
http://sharepointmn.com
• Apply Style Sheets
• Create Groups
• Browse Directories
• Use Self-Service Site Creation
• View Pages
• Enumerate Permissions
• Browse User Info
• Manage Alerts
• Use Remote Interfaces
• Use Client Integration Features
• Open
Personal Permissions
• Edit Personal User Information
• Manage Personal Views, Web Parts
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OOB Capabilities and Governance – Site Owner
• Dichotomy Between OOB Capabilities and Organizations Governance for Site
Owner
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OOB
Governance
SharePoint Designer
No SharePoint
Designer
Site or Subsite
Creation
No Site or Subsite
Creation
Permissions
No Permissions
Themes and
Branding
No Themes and
Branding
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What does adjusted Full Control Mean?
List Permissions
• Manage Lists
• Override List Behaviors
• Add, Edit, Delete, View, Approve, Open Items
• View and Delete Versions
• Create Alerts
• View Application Pages
Site Permissions
• Manage Permissions
• View Web Analytics Data
• Create Subsites
• Manage Web Site
• Add and Customize Pages
• Apply Themes and Borders
http://sharepointmn.com
• Apply Style Sheets
• Create Groups
• Browse Directories
• Use Self-Service Site Creation
• View Pages
• Enumerate Permissions
• Browse User Info
• Manage Alerts
• Use Remote Interfaces
• Use Client Integration Features
• Open
Personal Permissions
• Edit Personal User Information
• Manage Personal Views, Web Parts
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Determining Site Owner Capabilities - Governance
Factors When Deciding Site Owner Capabilities
• Amount of Effective Training Available
• Overall Support for Site Owners – SharePoint BA’s Available?
• What is their Time Allocation for SharePoint?
• What can the Group Handle – Honestly?
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Training
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Factors When Training
• Training Modalities
Classroom Hands On
On Line (Instructor Lead) Hands On
On Demand Video
Lunch and Learns
• Training Levels to Account for
General SharePoint Training
Organization SharePoint Training
Departmental/Project SharePoint Training
http://sharepointmn.com
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SharePoint Site Owner & Site Collection Admin Objectives
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Creating SharePoint objects within and below their site
Create or upload new content into SharePoint
Utilize content manage features within SharePoint
Manage SharePoint Permissions
Understand how to use Office with SharePoint
Manage SharePoint Site or Site Collection features
Understand and Configure SharePoint Web Parts
Understand and Configure SharePoint Built in Workflows
Understand My Sites
http://sharepointmn.com
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Considerations When Training
• Many Training Providers Can
General Classes not customized to your organization Governance
Can do Customize Training ($$)
On Site Training In Your Environment ($$$)
• Site Owners Playground
Create Separate Branded Site Collection
Use My Site Content Areas
• Breakdown Content Into Smaller Segments
Beginning, Intermediate and Advanced Topics
Give Opportunities to Take Class and Refresher If Needed
http://sharepointmn.com
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Training Resources
• Create a Resource Area
• Record the Training Sessions and Post in
Resource Area
• Productivity Hub
SharePoint 2010 - http://bit.ly/15vlEPy
SharePoint 2007 - http://bit.ly/1dgNBvr
• Microsoft Online Help
Training Courses (All Versions) http://bit.ly/13KUple
Office Support Search http://bit.ly/oVLEG9
http://sharepointmn.com
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Additional Training Options
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InfoPath – Custom Form Design
SharePoint Designer – Custom Web Part and Workflow Designer
Visio – Data Connections and Diagram Creation
Excel – Graphs, PowerPivot, PowerView
Access – Access Basics
http://sharepointmn.com
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Working with End Users
http://sharepointmn.com
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Who is an End User?
• SharePoint Site Users
Departmental Employees
Project Members
A.K.A. – Content Owners
• Have Contribute Permissions
Add, Edit, Delete, View, Open Items
Manage Versions
Create Alerts
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End User Adoption
• There Is One Inherit Truth about SharePoint End Users
They Do Not Care About SharePoint!
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End User Adoption
• Business Productivity – Very Important
Same Time
Streamline a given Process
Give Them “Quick Wins”
• Make Sure To Not Hit Them Over the Head
Multiple Features Introduced Simultaneously
Multiple New SharePoint Solutions
• Make Sure to Listen to their Needs
What is the Pain Point and how to solve the issue
http://sharepointmn.com
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End User Training
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Site Owners Can Identify Power Users to Help Train
Train to Help Introduce New Features Being Released
Hands on Experience always trumps Lecture Style Training
Keeping to Out of the Box Solutions Minimizes Training Need
Make Sure to Have Follow-Up Content Available
Create Productivity Hub Roadmap of Content
Make Available Recorded Versions of Trainings
http://sharepointmn.com
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End User Training Objectives
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Navigate Around the SharePoint Environment
Create or upload new content
Utilize content manage features
Making the most out of SharePoint and Office Integration
Utilize social networking features
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Break
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Capabilities within SharePoint
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Site Owner Capabilities
• Primarily Centered Around
Site Creation
List and Library Creation and Modification
Site Content Types
Site Columns
Navigation
Site User Alerts
Site Features
• Axillary Capabilities
Term Store Management
Site Usage/Web Analytics
http://sharepointmn.com
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Site Collection Administration Capabilities
• All SCA Capabilities are Found at Top Level Site
• Primarily Centered Around
Site Collection Site Content Types
Site Collection Site Columns
Overall Master Page and Page Layouts
Search Settings
Audit Logs and Reports
Site Collection Features
SharePoint Designer Settings
Axillary Capabilities
Usage, Storage Metrics/Site Collection Web Analytics
http://sharepointmn.com
Meeting # 103
• Site Owner and Site Collection Administration Capabilities
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Tools
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SharePoint Related Tools
• SharePoint Designer
2007-2013 versions
SPD Version = SharePoint Version
Enhanced Features Around Web Parts Customizations and Complex Workflows
• InfoPath
2007 – 2013 versions
Create Web Based Forms (tied to Enterprise Version)
SharePoint 2010 and 2013 can Modify Edit and Entry Forms
Information Can be Submitted and Retrieved from SharePoint
Rules/Conditions/Views – Display Different Information
http://sharepointmn.com
Meeting # 103
SharePoint Related Tools Continued
• Access Services (2010 and 2013 Enterprise)
Add Access Database into SharePoint
Access 2010 or 2013 used to Create or Modify
Can also Create within SharePoint
Need to have Landing Page
**Important to Note for SharePoint 2013 Access Services
This Feature Requires SQL 2012
Access Services will create an Accompanying SQL Database
• Visio Services (2010 and 2013 Enterprise)
Create Visio Diagram and Connect to SharePoint or Database Content
Transform Diagram into interactive Web diagram
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Other Tools
• SharePoint 2010 Generator – Creates
.thmx
http://bit.ly/12XFWAr
• SharePoint 2013 Color Palette Tool –
Create .spcolor
http://bit.ly/12XSROn
• Harmon.ie for Outlook Application
http://bit.ly/15dh1rk
• Axceler ViewPoint for SharePoint
http://bit.ly/1aa95u4
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• Modify List with InfoPath
• Axceler ViewPoint Demo
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Resources
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SharePoint Users Groups
• External Users Groups
MNSPUG or Legal Users Group
• Internal Users Group
Organize Internal Users Group
Meet Regularly
Have Members Present About their Sites
Open Forums to Help Network
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Websites
• Nothing But SharePoint
https://www.nothingbutsharepoint.com/
• SharePoint Community
http://sharepoint-community.net/
• Wesley Preston Blog Site
http://www.idubbs.com/blog/
• Sarah Haase Blog Site
http://sarahlhaase.wordpress.com/
http://sharepointmn.com
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Final Things to Remember
• When working with web parts
Delete a Web Part on the page, do not ever close!
?contents=1 (access Web Part Maintenance Page)
• When in doubt use Out of the Box first and then a Tool if needed
• When Creating Sites will need
User Friendly and URL Friendly
• When Creating Lists, Libraries, Columns, Content Types
Use URL Friendly
Modify after being created
Whenever possible DO NOT USE FOLDERS (A.K.A REPLICATE THE FILE SHARE)!
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Last But Not Least
• Please Fill Out Evaluations
• Drawings for Giveaways
• Today’s Presenter:
Donald Donais
http://sharepointmn.com
Meeting # 103
http://sharepointmn.com
Meeting # 103