SharePoint Online Power User Playbook

Next-Generation Approach for Collaboration, Content Management, and Security

Deviprasad Panda

• Publisher: BPB Publications
• Year: 2020
• ISBN:
  9789389845563
• Topic: Computer Science
• Subtopic: Content Management Systems
• Index: Computer Science

Manage and administrate your SharePoint Online site with ease Key Features

• Explore next generation sites, libraries, lists for better collaboration.
• Configure SharePoint features.
• Permission management a modern approach to secure and share.
• Design modify site with next-generation webparts.
• Next generation approach to monitor and analyze reports.
• 
  Description
  This book is a one-stop guide for everyone who wants to learn how to administer SharePoint online sites. This book starts by covering the fundamentals of SharePoint and SharePoint Content and then shares an overview of the next-generation SharePoint Site templates. You will learn how to select the right template for your business. You will get familiar with Site contents and all the upgraded features of lists and libraries. Furthermore, the book focuses on features such as Information Management Policy, Permissions, Content Approval Concept, Document ID Service, Managing metadata, and Server Publishing. You will also get familiar with section layouts and terminologies and will learn how to configure webparts in SharePoint online. You will then come across the new features in the structural navigation cache and will understand the entire working of the hub site. Towards the end, you will organize and monitor site content and usage. What will you learn
  
• Configure features like Information Management Policy, Document ID, Content Organizer, Managed Metadata and Server Publishing etc.
• Improved Permission Management for better/quick navigation and sharing.
• Configure and Integrate external content types with site.
• Designing, configuring modern web parts and site.
• New approach of Monitoring and analyzing site's, reports.
• 
  Who this book is for
  This book is a must-read for everybody who uses SharePoint Online, users responsible for managing or administrating sites, users with roles like owner, designer, approver, contributor. Table of Contents
  1. Introduction and Site Information
  2. Library and List of Smart Management
  3. Content Approval Concept
  4. Configure Document ID Service
  5. Document Sets Feature
  6. Content Organizer Feature
  7. Manage Permission
  8. Managed Metadata Concept
  9. SharePoint Server Publishing Infrastructure Feature
  10. Application of Business Connectivity Services
  11. Site Designing and Enhancement
  12. Manage Site Usage About the Author
  Deviprasad Panda is currently working as a Lead SharePoint administrator having almost 9-year relevant experience in sharepoint. He is having strong experience in sharepoint 2010, sharepoint 2013, sharepoint 2016, sharepoint 2019 on-premises production farm, sharepoint online, hosting sharepoint in azure. He completed certifications in "70-573: Microsoft SharePoint Application Development", "70-667: Microsoft SharePoint Configuration", "70-668: Microsoft SharePoint 2010 Administrator", "70-331: Core Solutions of Microsoft SharePoint Server 2013", "70-332: Advanced Solutions of Microsoft SharePoint Server 2013", "70-339: Managing Microsoft SharePoint Server 2016", "70-533: Implementing Microsoft Azure Infrastructure Solutions". He has huge production experience in multiple reputed companies in India. He is the founder of "SharePointTechnicalSupport, " a website to support sharepoint related queries to people. He is a trainer, YouTuber having channel "Deviprasad Panda" as well. He is very passionate about the work that he steps into, and his dedication to providing quality work as committed is highly appreciated. Your LinkedIn Profile: www.linkedin.com/in/deviprasadpanda
  

CHAPTER 1

Introduction and Site Information

We are living in a revolutionary digital world that is booming unimaginably very fast, and content plays a primary role in it. The use of electronic equipment like computer, mobile, tablet, to access digital content anywhere, anytime, is a part of life now. So, it’s essential to manage content effectively, smartly, securely, and make it available at any time, anywhere to the right people. The content management tool comes into the picture as a solution for this. User needs exciting new features and best way to manage content in day to day life with increased speed and quality that can save cost and time. Microsoft SharePoint is the solution for all problems which provide a collaborative platform for content management as well as security of content to make avail content to the right people.

Structure

In this chapter, you will understand:

• Rewind SharePoint content concept
• Scope of power user role
• Templates revised
• Creating sites and subsites using the site template
• Getting started with site settings
• Basic modification in the site
• Selecting the right template

Objective

During the end of the chapter, you will get a clear understanding of:

• Concept of information, site contents, SharePoint sites, site templates.
• Scope of Power user
• New site templates introduced and information about classic templates available
• Creating modern sites and subsites
• Glance on-site settings
• Basic modification of site
• Overview of each site template and its use

Rewind SharePoint Content Concept

Let’s rewind very basics about SharePoint, sounds easy, but it’s challenging to understand the concept accurately. SharePoint is dealing with all about content. What is the content? Content is all about information. Whatever information we are getting in the form of text, audio, video, or any other format through any medium is called content. What is information? Information is all about data we have. Information or content is vast; how can we organize to make it easy for use? We have to identify and categorize different types of content or information and put a similar type of content into one content type. So, the content type is the actual container of content or information of a similar type. So, we can categorize different types of content into different content types. Then what is site? The site carries all content or information in the form of a content type. We will discuss more about content types in Chapter 2, Library, and List Smart Management.

Scope of power user role

Every SharePoint site is owned by a specific group of people, which we call as a site owner. The site owner is the primary person responsible for managing site and has full control, the authority to do all actions at the SharePoint site level. There is another group of people that we call as a site collection administrator. Then it comes into mind who is a site collection administrator. Site collection administrator is responsible for managing the site collection and has full control, the authority to do all actions at the site collection level, and that includes all sites present under that site collection as well. Then you must be thinking, what is the difference between site collection and site? To understand this, you need to understand the hierarchy of the SharePoint site.

SharePoint is based on sites only. For the on-premises environment, when administrators install SharePoint, the first root level site created is the central admin. In central admin, few more sites are created at the next level called Web Application. Under each web application administrator, create specific sites which are called Site Collections. Under each site collection, we create several sites that we can call as a Subsite. Under each subsite, we can create more sites that are subsite of their respective one level higher site. So, the site collection is the top-level site, and rest all sites exist under that site collection. A site itself a subsite of another site, it’s just for understanding the level of the hierarchy, but every site maintains its individual set of features and functionalities. Now you must have got a clear understanding of site collection, sites, and subsites.

In SharePoint online, when the administrator creates a site under the SharePoint Admin Center, it’s a site collection, and we call as the top-level site in SharePoint. This top-level site is owned by site owner/owners who is/are responsible for managing this site collection only. There must be site collection administrator/administrators who has/have full control, authority, in all sites, subsites under that site collection, to manage advanced features apart from the common site management features and functionalities. Normally IT administrators from the technical support operation team are given such site collection administrator permission but for large portals, power users can be assigned such permission to maintain such specific advanced features and functionalities as per business requirements, which we will discuss later. It means Power User has a specific set of permission to act and manage a specific set of advanced tasks similar to an administrator. So, SharePoint administrator will create a site collection and handover to the site collection owner or power user to manage. We will discuss in detail about permission level for each group of people in Chapter 8, Manage Permission.

Templates revised

As per the process, the user should request a new site with a detailed business requirement. As an owner, you are the only authorized person to create subsites under site collection, using any one of the site templates, as per your business requirement. How can you decide what type of site is suitable for user requirements? For this, you need to understand what is a template, and what are the different types of site templates available, which you need to select during the process of subsite creation? The template is a schema, or we can say skeleton, which provides a basic structure of site or content type. Template related to the site is called a site template, similarly, for a list, library, and other content type called a list template, library template like this. There are predefined templates by Microsoft, based on business requirements, present in SharePoint. You need to understand every site template and its use before creating a site.

Site templates out of box

Here we will discuss different types of site templates available as out of the box, which you need to select during new site creation. The different template has a different layout, features, and purpose of the requirement is different. Let us perform the following steps to create a new site:

1. When users want to create a new site, the user will get an option to select either Modern Team site or Communicate site or can choose other templates following option Other options. Modern Team site and Communication site are the new site templates introduced to collaborate and communicate better. The following image i...