MS SharePoint Server 2016

for the Site Owner / Power User

©MAXTrain

Catherine Massaux
Realdolmen Education
INTRODUCTIONS

• Name
• Company affiliation
• Title/function
• Job responsibility
• SharePoint Experience
• SharePoint Edition? Office 365?
• A little bit about your SharePoint site or project
• Expectations for this course

2
SITE OWNER?

• Site Owner / Power User

A SharePoint user with the additional skills and responsibilities to manage the day
to day operations of a SharePoint site and subsites. Primary duties include
controlling who has access to the site (security) and the design of the site (lists,
libraries and navigation)

• Site Collection Administrator

A SharePoint user with responsibility for the top level site in a site collection and all
sites below that site. This user also has access to an additional set of features in
Settings (gear), Site Settings including search customization and access to the Site
Collection Recycle Bin.

• SharePoint System Administrators

The team responsible for the management and support of the SharePoint servers
including the initial creation of new site collections, system backup, server
maintenance and deployment of custom features.

3
SHAREPOINT 2016 ON PREMISES VS. SHAREPOINT
ONLINE?
• Different user interface!

• Only available for SharePoint on Premises

▶ MS Project Server 2016
▶ Business Connectivity Services
▶ SQL Server Reporting Services
▶ Performance Point Services
▶ Search of non-SharePoint content such as network shares

• Only Available for SharePoint Online

▶ Delve, Office Graph
▶ MS Project Online
▶ Office 365 Video Portals
▶ Outlook Groups

4
MODULES

• SharePoint Review
• Module 1: The Role of the Site Owner
• Module 5: Working with Lists and Libraries
• Module 5A: Advanced Document Management
• Module 5B: SharePoint Workflows
• Module 3: Site and Site Collection Features
• Module 4: Managing Sites and Pages
• Module 2: Users, Groups and Permissions
• Module 6: Monitoring SharePoint Activity
• Module 7: SharePoint Apps (Optional)

5
LAB NOTES

• User Name: studentxx.P0xx

• Password: Realdolmen

• Path to sample files: Desktop\SampleDocs - adv

• URL to Course site: http://portal2016-2.gallia.local

6
SharePoint Review
SHAREPOINT REVIEW

• Quick hands-on exploration of SharePoint end-user features

• Anything you have not seen before?
• Anything you would like to know more about?

• Demo:
▶ Libraries
▶ Lists
▶ Uploading files
▶ Folders
▶ Alerts
▶ RSS Feeds
▶ Exporting lists
▶ Outlook Synchronization
▶ Recycle Bin options

8
 Module 1:
The Role of the Site Owner
DIFFERENT LEVELS IN SHAREPOINT
ADMINISTRATION
• Server Operations and Applications
This includes server farm maintenance; including physical servers, service packs
and backups. This role is often called the SharePoint System Administrator.

• Site Collections
Site Collections are a primary boundary for security administration and content
ownership. Site Collections are frequently owned by departments or organizations,
but are sometimes owned by project teams. The administrator for this level is
typically called the Site Collection Administrator.

• Sites
Individual sites are often created within a Site Collection to organize content by
project, team, product or other subunit of the owner of the parent Site Collection.
This administrator role is often called the Site Owner. Site Owners typically have
control of their subsite, any subsites below that site and all contained content.

10
ACTIVITIES AND RESPONSIBILITIES OF THE SITE OWNER

• Adding, removing users and setting their permissions.

• Creating and customizing lists and document libraries.
• Changing the appearance of a site using themes and Master Pages and setting
navigation options.
• Creating sub-sites and workspaces.
• Modifying pages by adding and configuring web parts.
• Creating web pages.
• Monitoring site usage

11
THE ROLE OF THE SITE COLLECTION ADMINISTRATOR

• The Site Collection Administrator has the same access as the Site Owner plus:
▶ Can see all content in all subsites in the Site Collection
▶ Cannot be blocked from a site by the Site Owner
▶ Can add additional Site Collection Administrators
▶ Has access to additional features, reports and options that apply to the entire Site
Collection

• Site Owners can lock themselves out of their own sites! Site Collection
Administrators can restore their access.
(Be nice to your Site Collection Admin!)

12
THE SITE OWNER USES DIFFERENT AREAS

• Settings  Site Settings

• Settings  Edit Page

• Settings  Add a Page

• Settings  Add an App for New lists and libraries

• Settings  Site Contents to view all lists and create subsites

• For each list and library: List or Library ribbon tabs

13
SETTINGS (GEAR): POSSIBLE ACTIONS PER PROFILE

Owner Editor Member Visitor

14
SETTINGS (GEAR): SITE SETTINGS

• Circled items are for Site Collection Administrators only

15
SETTINGS (GEAR): ADD AN APP

16
LIST AND LIBRARY SETTINGS

17
BROWSER SUPPORT

• SharePoint 2016 is designed around new web technologies such as HTML 5 and
requires one of the newer browsers.
• Supported:
▶ Internet Explorer 10+
▶ Microsoft Edge (included with Windows 10)
▶ Google Chrome (latest released version)
▶ Mozilla Firefox (latest released version)
▶ Apple Safari (latest released version)
• Mobile support
▶ IE, Edge on Windows Phone 8.1+
▶ Chrome on Android 4.4+
▶ Safari, Chrome on iOS8+
• Presence indicators (Lync/Skype) not for non-Microsoft browsers

18
NEW FEATURES COMPARED TO SHAREPOINT 2013

• The Suite Bar is replaced by a new bar including the App Launcher button

• New panel above Libraries (in default style only)

• Right-click files in a Library

• Maximum file size for upload can be changed by admins (default: 2GB)

• File names can include &, ~, { and }. (% and # still not allowed)

• OneDrive for Business redesigned

19
 Module 5
Working with Lists and Libraries
MODULE 5: WORKING WITH LISTS AND LIBRARIES

• SharePoint Lists and List Features

• Document Libraries

• Adding Columns to Lists and Libraries

• Column and Item Validation

• Creating List and Library Views

• Organizing Content Using Folders and Metadata

• Picture, Asset and Other Libraries

21
LISTS AND LIBRARIES

• All SharePoint content is stored in List and Libraries. These are often called “apps”.

• Lists store rows and columns of text and are similar to tables in a database.

• Libraries store files, such as Word, Excel and PDF files, and are similar to network
drives. Lists and libraries share many features.

• Examples of Libraries: Documents, Pictures, Pages, Assets

• Examples of Lists: Tasks, Announcements, Contacts, Custom lists

22
LISTS AND LIBRARY TEMPLATES

• SharePoint includes a number of list and library templates that serve as a starting
place for new lists.

• For example, you can start with the Contacts list template to build a vendor list, or
you could create a vendor list from scratch using the Custom List template.

• List templates: Announcements, Calendar, Contacts, Custom Lists, Custom Lists in

Datasheet View, Discussion Board, External List, Issue Tracking, Links, Promoted
Links, Survey, Tasks

• Library templates: Asset Library, Data Connection Library, Document Library,

Picture Library, Report Library, Wiki Page Library

23
CREATING LISTS AND LIBRARIES

• Go to you site, click Settings  Add an app,

or go to the Site Contents  Add an app.

• Click the list’s name or icon:

24
CREATING LISTS AND LIBRARIES

• While you could just enter a name and click Create, it’s better to click Advanced
Options:

25
DELETING LISTS AND LIBRARIES

• When a list or library is deleted:

▶ The list/library, including all content and all list configuration, is moved to the site’s
Recycle Bin where the user who deleted it can restore it.
▶ Quick Launch links that were automatically added will be removed.
▶ Quick Launch links that were manually added will remain in Quick Launch, but will
become “broken links”.
▶ When a list/library is restored from the Recycle Bin, the Quick Launch links are not
added back to Quick Launch. You will need to go to the list/library settings and restore
the link in the List/Library name, description and navigation page.

26
THE LIST AND LIBRARY RIBBONS

• SharePoint uses an Office style ribbon to access list and library features.

• When there are multiple ribbons, each will have a tab. Typical tabs for lists and
libraries are Browse, a tab for items and a tab for the list or library.

27
OFFICE 365 / SHAREPOINT ONLINE

• As of June 2016, SharePoint Online / Office 365 is previewing a new user interface
for some lists and libraries that does not include a ribbon.

• The final version may not be the same as the preview screen below.

29
NAMING LISTS AND LIBRARIES

• A list or library has two names, the name in the URL and the displayed name.
• Sample: a library created as “Training Documents” and then renamed to “Training
Handouts, PowerPoints and other files”.

http://yourservername/sites/demo/layouts/15/start.aspx#/Training
%20Documents/Forms/AllItems.aspx

30
LIST SETTINGS: GENERAL SETTINGS

• Ribbon, List Settings (or Library Settings)

• General Settings: this list will vary with list type and enabled Features.

31
LIST SETTINGS: TITLE, DESCRIPTION AND NAVIGATION

• Ribbon, List Settings (or Library Settings)

• General Settings, Title, description and navigation

• Click the (i) icon to display the description

• Changing the Name does not change the URL used for the list.

32
LIST SETTINGS: VIEWING FILES

• SharePoint 2016 offers several options for viewing and working with files:
▶ Download the file (Ribbon: Download a Copy)
▶ Edit in application (ex: Microsoft Excel)
▶ View in Browser (Excel services, PowerPoint services, Office Online Server, etc)
▶ Edit in Browser (Office Online Server)

• Setting the default display option:

33
LIST SETTINGS: CONTENT APPROVAL

• Content Approval requires that a list item or document be reviewed and approved
prior to being visible to other users on the site.

• Go to: Ribbon, List Settings (or Library Settings), General Settings, Versioning
settings

34
LIST SETTINGS: CONTENT APPROVAL

• Process:

▶ New content created or uploaded.

Item now in Pending status and can only be seen by the author and users with Approval
permission (such as the Site Owner).

▶ User with Approval permission reviews the item and then approves or rejects the
item.
If rejected, only the author and approvers can see the item.
If approved, all users with Read permissions can see the item.

35
LIST SETTINGS: FOLDERS

• Lists can be divided into folders just like file folders in Windows Explorer.

• Folders are available in most lists, but may not be enabled by default.

• To change folder settings select Advanced Settings from the list’s Settings screen.

36
FOLDERS OR VIEWS?

• A folder structure is a rigid way of organizing content, but cannot be quickly

changed.

• Views can give you more ways to arrange content as long as you have added
columns (metadata) to categorize the content.

• You can use folders and views together if when you create the view you select
"Show all items without folders" while designing the view.

• You should generally not display more than 5000 items at a time. You can use either
folders to break your lists into manageable subsets or use views (grouped or
filtered) to limit the number of items displayed at a time.

37
LIST SETTINGS SEARCH VISIBILITY

• Some lists and libraries contain only archive or rarely accessed content. For these
you can disable search visibility.

• Note: Search visibility can also be disabled for the entire site from
Settings  Site Settings.

38
LIST SETTINGS: VERSIONING

• Benefits of versioning include:

▶ A history of document changes.
▶ The ability to revert to a previous
version.
▶ The ability to view previous versions.

• To enable versioning:
Ribbon  List Settings or Library Settings  Versioning

39
LIST SETTINGS: CHECK OUT AND IN

• Check out/in prevents multiple users from updating a file at the same time.
• While a document is checked out other users cannot:
▶ Delete the document.
▶ Save / overwrite the document.
▶ Upload a new document with the same name.
• Checked out documents can be checked in by the person who checked it out, and by
the site owner.
• Microsoft Office 2003 and later all support check out/in within the applications, but
in slightly different ways:

40
LIST SETTINGS: LIST AND LIBRARY COLUMNS

• Columns can be added to every list and library.

• Columns can be added from:

▶ The list’s ribbon: Create Column
▶ The list’s settings screen: Ribbon  Library tab  Library Settings  Columns section
 Create Column

• Predefined Site Columns can be added from:

▶ The list’s settings screen: Ribbon  Library tab  Library Settings  Columns section
 Add from existing site columns

• Columns can be:

▶ used in lists and web parts for sorting and filtering by clicking the column headings.
▶ used in views to Group, Filter and Sort the view.
▶ searched - all metadata is indexed for search. 41
LIST SETTINGS: LIST AND LIBRARY COLUMNS

• Columns Demo

42
COLUMN AND ITEM VALIDATION

• SharePoint does not include column types for phone numbers or part numbers, nor
does it include support for Regular Expressions to test for character patterns.
• It does support Excel style functions that we can use to create useful column
validation formulas.

43
COLUMN AND ITEM VALIDATION RULES

• Formula must return True or False.

= Price * [Qty] > 100
• Column validations can only be added to Single Line of Text, Number, Choice (but
not Checkboxes), Currency and Date and Time columns.
• Expressions are generally Excel compatible, but not all Excel functions can be used.
• Field names with spaces or symbols must be enclosed in square brackets:
=OR( [Sales Region] = 1, [Sales Region] = 1)
• The text comparisons are not case sensitive.
=OR( status = "a", status="c") Is true for "A" or "a" or "C" or "c".)
• In a column validation the formula cannot refer to another column.
• In a list / library validation the formula can refer to other columns in the same item.

 Skillpipe: Chapter 7 position 4883

44
LIST SETTINGS: RATING STARS AND LIKES

• Lists and libraries support user supplied ratings of list and library items. The rating
feature supports two user interfaces, rating stars and likes.

• Rating Stars:

• Likes:

45
LIST SETTINGS: IMPORTING EXCEL FILES

• New lists can be created by importing an Excel file.

▶ First row must be the column names.
▶ Additional rows should be consistent: all dates or all numbers, but not mixed.
• Settings  More Options  Import Spreadsheet

• Note: Excel must be installed

• Note: Browser must be IE or must support ActiveX controls

46
LIST SETTINGS: CREATING VIEWS

• Views are filtered and sorted representations of

SharePoint lists and can be thought of as reports.

• A definition of a view includes:

▶ Columns to display
▶ Filters to select rows to display
▶ Sorting
▶ Grouping (two levels)
▶ Totals
▶ Item Limit (first 10, etc)
▶ …

• New panel in Default Style only.

47
LIST SETTINGS: CREATING VIEWS

• View formats:
▶ Standard view (works with all lists and libraries)
▶ Datasheet view
▶ Calendar View (works with all lists and
libraries with at least one date column)
▶ Gantt View (works with all lists and libraries with at least two dates and an optional
“percent complete” column)
▶ Custom View in SharePoint Designer - Opens SharePoint Designer 2013 and then lets
you edit as an XSLT List View Web Part

 Skillpipe: Chapter 7 position 6384

48
LIST SETTINGS: REALLY SIMPLE SYNDICATION

• RSS is a quick way to see “what’s new” at a web site, or in SharePoint, a list or
library.
• Most web sites and browsers indicate an RSS feed with an orange icon.
• SharePoint RSS feeds can be customized:
▶ To limit the number of items
displayed by a count or number
of days.
▶ To display selected fields.
▶ To display a welcome message or
icon.
• RSS feeds can be “subscribed
to” using a feed reader such
as Outlook or a third party tool.

49
LIST SETTINGS: INCOMING EMAIL

• Lists and libraries can be setup to allow content to be received via email.
• Libraries can receive attached documents. Optionally the body of the email can also
be saved.
• Announcement, Calendar and Discussion board lists can receive items via email.
Other list types cannot.
• Incoming email is disabled by default.
• Incoming email is not currently available with SharePoint Online.
• Consider security and Content Approval if you enable email.

50
 Module 5A
Advanced Document Management
ADVANCED DOCUMENT MANAGEMENT

• Working with Site Columns and Content Types

• Built-in Content Types
• Managing Business Content Using Content Types
• Using Document Sets
• Using the Content Organizer
SITE COLUMNS

• If everyone created their own column definitions you might end up with a customer
IDs defined like these:
▶ Customer ID, Cust ID, CustID, CID, CustomerID or just Customer.

• Site Columns:
▶ Provide reuse and consistency
▶ Are required to create Content Types

• Site Columns are created in

▶ Site Actions, Site Settings, Site Column
SITE COLUMNS

• To add Site Columns to a list or library:

▶ Display the list and go to the settings page
▶ Scroll down to Columns and click Add from existing site columns
CONTENT TYPES

• What is this? A sales contract, a purchase contract, a contract template?

▶ All we can say for sure is that it
is a Word document…
▶ We could add metadata columns, but
would those columns be appropriate for every file in the library?

• With Content Types you can

▶ Identify the document with its business use (PO)
▶ Collect metadata required for that use (PO number)
▶ Define custom property panels for Office, set rules for auditing and expiration, specify a
workflow and supply a template for the New button
CONTENT TYPES

• Uploading a document to a library with Content Types:

CONTENT TYPES

• And by displaying the Content Type’s columns in the view we now know the
business purpose of the document
USING DOCUMENT SETS

• Document Sets:
▶ At a minimum serve as a folder
▶ Unlike Document Sets in SharePoint 2010 can also contain folders
▶ Can have metadata that is shared with the files stored in the Document Set
▶ Can have a customized “home page” that displays the metadata (the home page can also
be customized by developers)
▶ Can have a preloaded content (Example: every new project needs a budget Excel file, two
PowerPoints and five Word documents)
USING THE CONTENT ORGANIZER FEATURE

• Often it is not clear to our users where they should be uploading files.
• The Content Organizer Feature is used to create metadata based rules to
automatically move content from a “drop off library” to the correct library.
 Module 5B
SharePoint Workflows
SHAREPOINT WORKFLOWS OVERVIEW

• Out of the Box

• SharePoint Designer

• Visual Studio

• Nintex
WORKFLOWS

• Workflows are used to automate activity around a document or list item

▶ An example of a workflow is an approval process where three people in sequence must
approve a document before it can be displayed to all users

• Sample workflows
▶ SharePoint Foundation includes one sample:
Three State Workflow
▶ SharePoint Server includes four samples:
Approval, Collect Feedback, Collect Signatures, Disposition Approval

• Custom workflows can be created using SharePoint Designer 2013, Visual Studio,
Nintex, …
 Module 4
Managing Sites and Pages
MODULE 4: MANAGING SITES AND PAGES

• Creating Subsites

• Deleting Subsites

• Look and Feel

• Site Navigation

• Creating Web Pages

• Web Parts

64
SITES

• A Site Collection starts with one top level site.

• Below the top level site you can create as many sites as needed. A site is a
container of pages, lists and libraries.
• Each site can have a unique template and look and feel.
• Each site can use a unique set of features.
• A site shares the URL of its parent site.
▶ http://yourServer/sites/Training
▶ http://yourServer/sites/Training/SharePointTraining
▶ http://yourServer/sites/Training/SalesTraining
• A site can be quickly deleted to clean up all of the content for a project or event.
• Reminder: maximum length of url!

65
SUBSITES

• Only SharePoint server administrators can create a new Site Collection.

• Site Owners and Site Collection Administrators can create subsites.

• Subsites serve as a convenient container of content and a boundary for security.

• Note: The terms “site”, “subsite” and “workspace” all refer to the same thing.

66
TEMPLATES

• A site template is a predefined list of features, lists and libraries.

• Collaboration templates
▶ Team Site
▶ Project Site
▶ Blog
▶ Community Site
▶ and several more…

• Publishing Templates
▶ Publishing Site
▶ Publishing Site with Workflow
▶ Enterprise Wiki

 Skillpipe: chapter 6 position 215

67
CREATING SUBSITES

• Settings  Site Contents.

• Scroll to the bottom of the Site Contents  New Subsite.

• Enter a Title, Description, URL and other options.

• Select a Template. This cannot be changed later.

68
DELETING SUBSITES

• Deleting a subsite removes all content, including:

▶ Documents and document libraries.
▶ Lists and list data, including surveys, discussions, announcements, calendar.
▶ Web site settings and configurations.
▶ Permission levels and security information relating to the Web site

• Groups created with this site (yourSite Owners, yourSite Members, yourSite
Visitors), will not be deleted from the Site Collection!

69
DELETING SUBSITES

• You cannot delete a subsite that has subsites.

• If you delete the top level site of a Site Collection then all subsites and all content
will also be deleted! To restore a Site Collection you will need to contact your
SharePoint Server Administrator or use the Office 365 Site Collections Recycle Bin.

• Deleted subsites are moved to the Site Collection Recycle Bin and can be restored
by a Site Collection Administrator.

• To delete a subsite, you will need to have been assigned the Full Control or Design
permission levels or otherwise been given the Create Subsites permission.

70
TITLE, DESCRIPTION AND LOGO

• Title
▶ Typically short – do not leave blank as it is used in navigation and search.

• Description
▶ Displayed when you click the information icon.
▶ Can be left blank.
• Logo
▶ Typically stored in a library.
▶ Pre-size the image using a paint program before uploading.
▶ Best practice is to use a relative URL which excludes the server name.

71
CHANGE THE LOOK

• Settings  Site Settings  Look and Feel  Change the look, or go to Settings 
Change the look.
• Choose a Look from the samples.
• Customize the sample by changing the background image, colors, layout and fonts.

72
NAVIGATION

• SharePoint provides two tools for editing the Top Link Bar and Quick Launch
• If your site was created as from a Publishing template or is a subsite of a Publishing
site then you will have a single option in the Site Settings screen, “Navigation”, that
is used to edit both the Top Link Bar and Quick Launch
• If your site was created as a top level non-publishing site, or as a subsite of a non-
publishing top level site then you
will have two options, “Top Link Bar” and “Quick Launch”

Top Link Bar

Quick Launch

73
TOP LINK BAR (NON-PUBLISHING)

• You can customize the Top Link bar by removing tabs (Links), or by adding new
tabs (Links) that can link to any URL, inside or outside of SharePoint.
Examples:
▶ Subsites or other SharePoint sites
▶ Other corporate or public web sites
▶ Libraries or documents in libraries
▶ Direct links to popular documents
• You can also add and delete links using the Edit Links button.
• You can even create dropdown menus

74
QUICK LAUNCH (NON-PUBLISHING)

• The Quick Launch bar can be customized by:

▶ Adding, removing or renaming the Headings.
▶ Adding links to any destination (URL), inside or outside of SharePoint.

• You can also add and delete links using the Edit Links button.

• Office 365: “Tree View”  “Navigation Elements”

75
NAVIGATION (PUBLISHING)

• The Navigation page is used to customize both the Quick Launch panel and the Top
Link Bar.

• Options:
▶ Subsites and Pages sets whether subsites are displayed in navigation.
▶ Sorting (typically left as “manual”).
▶ Global Navigation sets whether the Top Link Bar for the current site displays tabs
defined in the parent site.
▶ Current Navigation sets similar options as Global Navigation, but controls what is
inherited in the Quick Launch bar.
▶ Navigation Editing and Sorting is used to manage both the Top Link Bar (Global
Navigation) and the Quick Launch Bar (Current Navigation).

76
NAVIGATION (PUBLISHING)

77
NAVIGATION (PUBLISHING)

78
SAVE SITE AS TEMPLATE

• New sites can be created from an existing site design by saving the site as a
template.
• Saved templates can be selected from the “Custom” tab when creating new sites.
• Saved templates appear in the Site Templates Gallery in Site Settings and can be
downloaded and shared with other site collections by uploading the template file to
another Site Templates Gallery.
• Notes:
▶ Publishing sites cannot be saved as a template.
▶ User must have “write” permissions to the Site Template gallery.
▶ “Include Content” includes all list and library content and is limited to 10 MB by default.
▶ Not available for site collections with the Publishing feature

79
SEARCH VISIBILITY FOR THE SITE

• Some sites, an archive site for example, do not need to be included in search.

80
CREATING WEB PAGES

• Two types of pages can be added to your sites:

▶ Basic Wiki Pages (similar to the home page)
▶ Web Part Pages

• These pages are stored in libraries and can often replace more complex Word
documents.

• Unlike Word documents, these pages can include web parts to display lists, libraries
and other content.

• Web Part pages have a more rigid design than Wiki pages and are often used to
create dashboards.

81
BASIC WIKI PAGES

• Simple HTML web content – No installed software other than a web browser is
needed to edit or view the content.
• Simple to edit online – no need to download or to have installed Word or an HTML
editor.
• The home page of many sites is a Basic Wiki Page.
▶ Examples: Team Site, Community Site
• The page can consist of a mix of text and web parts.
• To create:
▶ Settings  Add a Page.
▶ or go to the Site Pages library and click the New link.
▶ or go to the Site Pages library and click New in the Files ribbon.

82
WEB PART PAGES

• Note: Web Parts can also be added to Wiki pages!

• Uses for web part pages:

▶ Reports: Display web parts for all of the reports your team needs using the Page Viewer
web part or web parts supplied with Microsoft SQL Server Reporting Services, Crystal
Reports and other products.
▶ RSS Feeds: Put all of your RSS feeds from technical, business and government web sites
all on one page.

• The home page of many sites is a Web Part Page:

▶ Examples: Project Site, Records Center, Visio Process Repository, Document Center.

83
WEB PARTS

• According to Microsoft: "A Web Part is a modular unit of information that forms the
basic building block of a Web Part Page.“
• SharePoint automatically creates web parts for each list and library you create.
• Additional web parts can be used to:
▶ Display images
▶ Display any text
▶ Display views of lists and libraries
▶ Display reminders for checked out documents
▶ Display external RSS feeds
▶ and much more...

84
WEB PARTS IN A WIKI PAGE

85
WEB PARTS IN A WEB PART PAGE

86
WEB PARTS

• To add a web part:

▶ Click the Page tab in the ribbon then click Edit,
or click Settings  Edit Page.
▶ In a Wiki Page, click the Insert Ribbon tab then click Web Part.
▶ In a Web Part Page, click Add a Web Part at the top of the zone for the new web part.
▶ Select a web part category and then select the web part from the list.

• To delete a web part:

▶ Click Settings  Edit Page.
▶ Click the edit dropdown in the web part and then click Delete to remove the web part and
discard any current settings.
▶ Note: Close does not delete a web part. Use Close to hide the web part and retain the
settings so you can later restore the web part.

87
WEB PART PROPERTIES

• All web parts have at least these properties:

▶ Appearance – Title bar options, height and
width.
▶ Layout – Used to position a web part in a web
part zone. (Almost everything here can also be
done by dragging the web part with the mouse.)
▶ Advanced – User interface, help and URL/link
options.
• Most web parts have one or more custom
properties sections. (List Views, AJAX
Options and Miscellaneous in this example.)

88
LIST AND LIBRARY WEB PARTS

• List and Library web parts include a “List Views” property panel.

• Selected View
▶ The dropdown list contains a list of all views currently defined for the list or library.
▶ To add a new view to this list, go to the list’s page and create a new view.
▶ Click “Edit the current view” to customize the currently selected view. (This customized
view is a copy of the currently selected view and any customizations will not change any
of the existing views in the dropdown list.)

89
CONTENT EDITOR WEB PART

• This web part is useful for:

▶ Images (Unlike the image web part, this web part can display an image with a caption
and can make the image clickable.)
▶ Contact information – contact name, email, phone, etc.
▶ Introductory information – welcome message, site purpose, etc.
▶ Copyright and legal messages.

• Two Editors
▶ In place Rich Text Editor – for typical word processing entry of text, images and
hyperlinks.
▶ Content Link – for entry of HTML, CSS and JavaScript. Use to add movies, flash,
animations, Silverlight, etc.

90
PAGE VIEWER WEB PART

• Useful for:
▶ Displaying external web sites (iframe).
▶ Displaying internal reports. (Any report that
can be displayed in a browser.)
▶ Lists of files in network shares. (SharePoint
user must have Read rights to the share. Only
works with Internet Explorer.)

91
RSS VIEWER WEB PART

• RSS = Really Simple Syndication

• Used to display “What’s new” content from external web sites that support RSS
feeds.

• The RSS Viewer cannot read SharePoint RSS feeds.

• User article title to display a summary and a “More” link.

• Clicking More opens the linked site.

92
PICTURE LIBRARY SLIDESHOW WEB PART

• This web part can randomly or

sequentially display pictures
from a picture library.
• The pictures are displayed at
about 50% of the original size.
• This web part works best with
smaller, and similar sized,
pictures.
• This web part only works with
Picture Libraries and does not
work with Asset Libraries.

93
RELEVANT DOCUMENTS WEB PART

• Displays documents relevant to the currently logged in user.

• Most useful option is “Include documents checked out to me”.

94
SITE USERS WEB PART

• Displays a list of users with access to the site.

▶ Show people and groups with direct
permissions on this site.
▶ Show people in this site's Member group.
▶ Show people in a group.
• Clicking…
▶ A person: displays their profile.
▶ A group: displays the group page.

95
USER TASKS WEB PART

• Rolls up all tasks from all task lists in the site for the currently logged in user.

96
 Module 3:
Site and Site Collection Features
MODULE 3: SITE AND SITE COLLECTION FEATURES

• SharePoint can be extended and customized by activating and deactivating Features

▶ What is a Feature?
▶ Activating and Deactivating Features
▶ Commonly Used Features

98
WHAT IS A FEATURE?

• SharePoint can be extended by adding Features. Some Features are available out of
the box while others are purchased or created by software developers.
• Enabling a feature may:
▶ Add web parts
▶ Add pages
▶ Add lists and libraries
▶ Add functionality to lists and libraries
▶ …
• Warning!
▶ Enabling some features may make some changes to your site that are not reversed by just
disabling the feature. Disabling a feature may break or remove important site
functionality. So do your homework, do your experimenting in a test site or site
collection, and ask your support team first.

99
SHAREPOINT FEATURES

• SharePoint features are available at four levels.

Level Who can enable / disable

Farm Server Administrators
Web Application Server Administrators
Site Collection Site Collection Administrators
Web (a single site) Site Collection Administrators,
Site Owners

• Site Owners can only change features at the Web level.

• Site Collection Administrators can change features at both the Web and Site
Collection levels.

100
SHAREPOINT FEATURES

• Review the List of Site Features:

▶ Settings  Site Settings  Site Actions section
 Manage Site Features.

• Review the List of Site Collection Features?

▶ Settings  Site Settings  Site Collection Administration section
 Site Collection Features.

101
SHAREPOINT FEATURES

• Common Site level Features:

▶ Content Organizer & Content Organizer Rules
▶ Site Mailbox (MS Exchange 2013+)
▶ Site Notebook (OneNote)

• Common Site Collection level Features:

▶ Publishing Infrastructure

 Skillpipe: Chapter 7 position 704 (Team Collaboration Lists)

102
 Module 2:
Users, Groups and Permissions
MODULE 2: USERS, GROUPS AND PERMISSIONS

• SharePoint Security
• Users and Groups
• Permissions and Permission Levels
• Adding Users and Groups
• Creating SharePoint Groups
• Creating Custom Permission Levels
• Configuring List and Library Permissions
• Checking Permissions
• SharePoint Security Best Practices

104
SHAREPOINT SECURITY

• SharePoint is unique in that it brings security management to the owner of the

content instead of the traditional IT only management of security.

• Share it or lock it down?

▶ The dual role of the Site Owner as the administrator of security and the person driving
team collaboration and the sharing of content will often be a challenge.

• Governance? Best Practices?

▶ Does your organization have a Governance Plan?
▶ Do you know your responsibilities for security?
▶ Is there any “best practices” guidance available?

105
USERS AND GROUPS

• SharePoint Users are individuals associated with:

▶ a Windows account (Fred Jones)
▶ a Windows group (Sales)
▶ or another SharePoint authentication method…
▶ Examples: contoso\msmith, msmith@contoso.com, contoso\sales

• SharePoint Default Groups:

▶ YourSiteName Owners – These users have full control of the site.
▶ YourSiteName Visitors – These users can read content, but cannot contribute content,
create lists or customize the site.
▶ YourSiteName Members – These users can add, edit and delete content.

106
PERMISSIONS AND PERMISSION LEVELS

• Users gain access to SharePoint features by being assigned to

Permission Levels or to a group with those permission levels.

• Default Permission Levels: (You can add more.)

▶ Limited Access – user has custom access to a list or library (you can’t directly assign this
one)
▶ Read (Visitor) – User can see, but not change content in lists, libraries and pages
▶ Contribute (Member) – User can upload, edit and delete content. They cannot customize
the lists, libraries or the site.
▶ Edit – Same as Contribute with the ability to add, delete and customize all lists and
libraries in the site.
▶ Design – Same as Full Control, but cannot modify permissions.
▶ Full Control (Owner) – Can do everything in the site.

 Skillpipe: chapter 6 position 1620 (important: “Edit” vs “Contribute”)

107
USER PERMISSIONS

• Permission Levels are created from up to 33 permissions.

• Examples
▶ Manage Lists
▶ Add Items
▶ Edit Items
▶ Delete Items
▶ Approve Items
▶ Manage Permissions
▶ Create subsite

108
INHERITANCE

• By default, permissions of a subsite, list, library, folder or item are inherited from
their parent container.

• Top level Site > Subsite > Subsite > List > Folder > Folder > List Item

• Due to inheritance you may grant unexpected access to other sites or content.

109
INHERITANCE

• Once inheritance is broken:

▶ Users directly added (i.e. not through a group that existed before breaking inheritance) to
the parent (Site A in this example) will not have rights to the child site, list, library or
item that has broken inheritance.

• You can check for broken inheritance by visiting the permissions page for the site,
list, or item and looking for the yellow banner.

 Skillpipe: chapter 4 position 2356 (important notice about inheritance)

110
ADDING USERS - SHARE

• SharePoint 2016 has several ways to grant access to content.

• To share a site: click the SHARE link

at top right corner of the page.
The user will be added to the
site’s Members group, which typically
has the Edit permission level.

• You can add users to other

groups by clicking the
SHOW OPTIONS button.

111
ADDING USERS - SHARE

• To share a document: click the ellipsis next to the document’s name and then click
SHARE.

• You can share with individual users, Active Directory groups or SharePoint groups.

112
SHARING A DOCUMENT

• Clicking SHARE for a document or item.

• What happens:
▶ Breaks permissions inheritance on the list item.
▶ Copies the permissions from the parent list, library or folder.
▶ Adds the new user to the item with “Contribute” permissions, unless you change the
“Can edit” dropdown option to “Can view”, in which case the user will have “Read”
permissions. (Note that “Can view” is the default.)

• After sharing:
▶ The user has access to the item by direct URL.
▶ The user has access to the library by direct URL, but will only see the documents they
have rights to see, and the title of the library.
▶ The user does not have permissions to the rest of the site, unless otherwise granted.

113
ADDING USERS VIA SETTINGS (GEAR)

• SharePoint 2016 provides several pages for user and group permission management:

▶ Settings  Site Settings  People and Groups

▶ Click a group from the list on the left, or click Site Permissions and click a group
.
▶ Click the New button and enter the user’s name, login account or email address.
Examples: “Mike Smith”, “yourdomain\msmith”, “mike@yourdomain.com”.

▶ Matching names will display as you type

114
ADDING SITE COLLECTION ADMINISTRATORS

• Settings  Site Settings  Site Collection Administrators.

• Enter the user’s name, login account or email address. Examples: “Mike Smith”,
“yourdomain\msmith, mike@yourdomain.com

• Matching names will display as you type.

• Only Site Collection Administrators can access this page.

115
CREATING GROUPS

• Groups are the preferred way to manage user permissions.

• Create the group, add users to the group and grant permissions to the group.
• Steps:
▶ Settings  Site Settings  Site Permissions.
▶ Click Create Group.
▶ Add a group name and description - the default group names for a site include the site
name, but this is not required: Project Team Managers.
▶ Add an owner for the group. Preferably the Site Owners group.
▶ Set additional options.

116
CUSTOM PERMISSION LEVELS

• Example: Users should be able to add, uploaded, edit, but not delete content…
• Navigate to the top site of your site collection.
• Settings  Site Permissions  Site Permissions.
• Click Permission Levels.
• Name the new level and select the permissions, only granting the minimal
permissions needed.
• Much easier way:
▶ Select an existing permission level,
click Copy and then add or remove
permissions as needed.
▶ I.e., copy “Contribute” and remove
“Delete Items”.

117
LIST AND LIBRARY PERMISSIONS

• Permissions can also be set at the list/library, folder or individual item.

• By default permissions are inherited from the parent site, list/library or folder.

• To set unique permissions you will need to “break” the inheritance.

▶ Go to the list or library Settings page.
▶ Click Permissions for this list/library.
▶ In the ribbon, click Stop Inheriting Permissions.

• Adding users and groups to lists and libraries is identical to site permissions.

118
LIST SETTINGS: ITEM-LEVEL PERMISSIONS

• Several list types let you use “Item-level Permissions” to control who can see and
edit items without setting up custom security permissions.

• Item-level Permissions are only available for Announcements, Calendar, Custom

lists, Discussion Board, Links, Survey and Tasks.

119
CHECKING PERMISSIONS

• How did Stella get access to this site, folder, file… ? Each of the permissions pages
includes a Check Permissions button in the ribbon.

• For most users you will see a list of Permission Levels and the name of the group
that it was “given through”. If you see a detailed list of permissions then the user
may be a Site Collection Administrator, a “super administrator” or an auditor. In the
following example, Sam is a Site Collection Administrator???.
120
AUDIENCES AND CONTENT FILTERING

• “Audiences” is a feature to filter/hide content so only selected “audiences” will be

able to see the content.
▶ Example: Only members of the Golf League are interested in Golf League
announcements.
• Three types of Audiences:
▶ SharePoint groups. (Members, Owners, Golf League members, …)
▶ Active Directory groups.
▶ System administrator created Audiences – these are keyed to properties in user profiles. If
a user added “Golf” to their “Hobbies” profile field then that could be used to create a
Golfers audience.
• Audiences can be used to filter/hide:
▶ Entire web parts.
▶ Top Link Bar and Quick Launch items. (when using Publishing sites)
▶ Individual list items. (when displayed with a Content Query Web Part)

121
SECURITY BEST PRACTICES

• Always grant minimum permissions.

• Use groups where possible.
• Avoid granting permissions directly to a document or list item. Consider using
folders and granting permissions at the folder level.
• Consider adding users to Active Directory groups and then adding the AD groups to
SharePoint groups.
• When creating new groups assign the Site Owners group as the owner.
• Don’t modify the out of the box Permission Levels. Create new levels as needed.
• Document everything!

122
 Module 6
Monitoring Site Activity
MODULE 6: MONITORING SITE ACTIVITY

• Storage Metrics

• Popularity Trends

• Search Reports

124
SHAREPOINT REPORTING

• Audit Logs
▶ Supply detailed reports of activities for selected lists and libraries. These are used when
you need to know exactly “who did what”.
• Storage Metrics
▶ a Site Collection level tool to display the content in a site collection and the space used.
You can drill down into subsites and folders to review storage used at each level.
• Popularity Trends
▶ Downloadable Excel reports with summary data on Page Hits and the number of Unique
Users per day and per month. These reports are available at both the Site Collection and
Site levels.
• Search Reports
▶ Search reports are available for the entire Site Collection and include reports on Top
Queries, No Result Queries and many others.
• Custom reporting
▶ Your SharePoint administrators may have installed third party reporting tools.

125
STORAGE METRICS

• Storage Metrics is a Site Collection level tool to display the content in a site
collection and the space used.
• You cannot display or delete files from the Storage Metrics report.
• You can sort by Total Size or Last Modified.
• The report is not “live” and may not be 100% up to date.
• You can drill down into subsites and folders to review storage used at each level.

126
POPULARITY TRENDS

• The Popularity Trends Usage report shows user activity at the Site or Site Collection
level.
• The report includes daily summaries for the last two weeks and monthly summaries
for the last 35 months.

127
SEARCH REPORTS

• Search reports are available at the Site Collection level.

• Reports:
▶ Number of Queries
▶ Top Queries by Day
▶ Top Queries by Month
▶ Abandoned Queries by Day
▶ Abandoned Queries by Month
▶ No Result Queries by Day
▶ No Result Queries by Month
▶ Query Rule Usage by Day
▶ Query Rule Usage by Month

128
 Module 7
SharePoint Add-ins
MODULE 7: SHAREPOINT ADD-INS

• What is an Add-in?

• Working with Built-in Apps

• The SharePoint App Store

• The Corporate App Store

130
WHAT IS NOT AN APP?

• SharePoint uses the words “application”, “app” and “add-in” for a lot of things!

• For this module the things that are not an “app” include:
▶ SharePoint Web Applications (something your server administrators take care of.)
▶ Office Online Server (working with Office documents by only using a browser)
▶ Web Parts (but apps may be displayed in a web part)
▶ Lists and Libraries (yes, they are called apps in Settings)
▶ Windows applications such as Word and Excel
▶ Things that you download to your phone (but we are now getting close!)

131
ADD-IN: FORMALLY CALLED AN “APP”

• A way of adding new functionality to SharePoint: in some ways replacing

SharePoint Solutions, Sandbox Solutions and Features.
• According to Microsoft: An app is a small-scale, stand-alone application that solves
a specific end-user need or performs a specific task and Apps are mini applications
that extend what you can do with the new version of Office and SharePoint.

• Something that you can select from the “corporate app store” created by your server
administrators.

• Something that you can download or purchase from the online “Office Store”, if
your administrators permit it.

• By the way, there are also “Add-ins” for most of the Office 2013/2016 family:
Word, Excel, Outlook, etc.

132
WORKING WITH APPS

• SharePoint calls lists and libraries “apps”, but we’ve already looked at those…

• To add Add-ins click Settings  Add an app

• You will need to review the “terms and conditions” and decide if you trust the app
(and the app’s vendor).

133
THE SHAREPOINT APP STORE

• If your server administrator has enabled access to the online store, or if you are
using Office 365, you can purchase (sometimes for $0.00) Add-ins from the
Microsoft SharePoint Store
• Even in the store they are not sure if they are “apps” or “Add-ins”!

134
THE APP CATALOG SITE (YOUR IN-HOUSE APP STORE)

• Developers can create custom Add-ins for your organization. These are accessible
from the App Catalog via the “From Your Organization” link.

135