SharePoint Tutorial and SharePoint Training - Introduction

sharepointmaven.com @gregoryzelfond
SHAREPOINT TUTORIAL
INTRODUCTION TO SHAREPOINT
GREGORY ZELFOND

sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
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)

About SharePoint Maven
I HELP ORGANIZATIONS TO UNLOCK
THE POWER OF SHAREPOINT
MIGRATION CONSULTING TRAINING

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?

YOU ARE IN LUCK!!!

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

It is super easy…
Tutorial so easy to understand...
…You’ll feel like a king at the end

This Guide will cover…
 Sites
 Pages
 Web Parts
 Views
 Security
 Navigation

LET’S START!!!

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

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)

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

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

SITES

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

Example of a SharePoint Site Hierarchy
Level 2 Subsites
Level 1 Subsites
Top-Level Site Homepage
PMO
Project
Site 1
Project
Site 2
Finance

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

Example - List of Site Collections
DEFAULT SITE COLLECTION
NEW SITE COLLECTION

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)

Example: Multiple Site Collections Hierarchy
Site Collection 1
Site Collection 2
Project
Sites
Department
Sites
External
Sites
HOMEPAGE

PAGES

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

Default look of a site/page

WEB
PARTS

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

Most Common Web Parts
 Document Library
 Calendar
 Contact List
 Issues Tracking
 Tasks
 Announcements

Example Web Part: Document Library

Example Web Part: Tasks

VIEWS

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

Example of a Document Library View
View Name
Grouping Sorting & Filtering

SECURITY

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

Default Permission Levels
Permission Level Description
Full Control Has full control
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
View Only
Can 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

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

NAVIGATION

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

Navigation Example
Global Navigation
Current Navigation (Quick Launch)

Tell me more about SharePoint

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

That should
be You!

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

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

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

THANK YOU!
Visit: sharepointmaven.com
Email: greg@sharepointmaven.com
Follow: @gregoryzelfond
Connect: linkedin.com/company/sharepoint-maven
View: www.slideshare.net/gzelfond
Get in touch if you have questions

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