SharePoint 101 – An Overview of SharePoint 2010, 2013 and Office 365

1. SharePoint 101 – An Overview of SharePoint 2010, 2013 and Office 365 By:Toby McGrailSr. Software Engineer

2. Agenda • Introduction • SharePoint 2010 Overview • What’s New In SharePoint 2013 • Office 365 Overview • Overview of Site Collections, and Sites • Lists and Libraries • Workflows, Office Intergration, Forms and Other SharePoint OOB Features • Levels of Security and Access • Questions?

3. Introduction • My name is Toby McGrail and I have been a Senior SharePoint Administrator over the last three years however been deeply involved in SharePoint for 8 years and counting. • Outside of SharePoint I have balanced lifestyle that includes my family, friends, and Fitness. Fitness and SharePoint are my passion. • Over 20 years IT Experience

4. SharePoint 2010 Overview Core Features • SharePoint 2010 is loaded with many functions and features that are as follows:Site Collections – A group of sites that include lists, libraries, data and much much more • Sites - A place to store a teams documents, announcements, files, important data to be shared in one universal location • Lists / Libraries – The exact place where you store information such as documents, business data, announcements, newsletters and much much more. • Web Parts - Is a snapshot of information that can be rolled up depending on business and functional needs. • Pages – A place to put specific information in one place as well as the main site. • Alerts – To be automatically notified on workflows, if information on a site is added, changed or removed. • Versioning – To have past copies kept and updated for things such as policies, procedures and much more. • Metadata - Metadata is data about the data. A way to tag documents, search for information and much more. • Workflow - A way to automate procedures and requests • Security – We live in a day and age where it is vital to our business

5. What’s New in SharePoint 2010 • Powerpoint Automation Service • App Management Service • Translation Service • Improved Office Web Apps • Improved Scalibility • Improved Records Management • Secure Delegation • Request Management • System Status Notifications such as upgrades, notices and downtime • Developer Dashboards • Easy Upgrades • New Search Engine • Business Intelligience Upgrades • Now supports on Premise and THE CLOUD • Dashboards • Workflows now run using Workflow Manager and Fully Customizable • Design Manager

6. Office 365 Overview Sites and Community Content and Data Search Services

7. Office 365 Feature Packs

8. Site Collections and Sites Overview • A site collection is used to provide a grouping of 'SharePoint Sites'. Each web application will typically have at least one site collection. Site collections may be associated with their own content databases, or they may share a content database with other site collections in the same web application • A SharePoint Site is a collection of pages, site templates, lists, and libraries configured for the purpose of achieving an express goal. A site may contain sub-sites, and those sites may contain further sub-sites. Typically, sites need to be created from scratch, but sites can also be created according to packaged functionality. Examples of Site templates in SharePoint include: blogs, collaboration (team) sites, documents, and meetings.

9. Lists and Libraries • Lists and libraries are stored in SharePoint Sites. A List can be thought of as a collection of pieces of information — all of which (typically) have the same properties. This could be considered similar to a database table. For instance, you can have a list of links called "my links", where each item has a URL, a name, and a description. • Lists have many features such as workflows, item-level or list-level permission, version history tracking, multiple content-types, external data sources and many more features. Some of these features depend on the version of SharePoint that is installed. • SharePoint supports the creation of multiple views of a list or library, including Gantt chart and calendar views. Views can define columns to show, rankings, aggregation and establish criteria for inclusion in the list. Views can be personal or distributed to a group of users. • From 2007 on, lists also support item (document or record) level security permissions, where each list item can have a unique permission level. This feature can cause problems in viewing large lists and Microsoft recommends that for 2007 a list have no more than 1,000 unique permissions defined, and in 2010 that limit is 5,000. • A Library is a list where each item in the list refers to a file that is stored in SharePoint. Libraries have all the same behaviors as lists, but because libraries contain files, they have extra features. One of these is the ability to be opened and modified through a compatible WebDAV client (e.g. Windows Explorer). • Microsoft SharePoint comes with some pre-defined list and library definitions. These include: Announcement Lists, Blogs, Contacts, Discussion Boards, Document Libraries, External Content (BCS) lists, Pages, Surveys, and Tasks. • Some of these pre-defined lists have additional integration. For example, lists based on the contact content-type, and lists created using the calendar list template can be synced directly with Microsoft Outlook.

10. Security and Access • With anything on the cloud or on your local machines security is vital in this day and age. SharePoint has a fantastic security model and we could spend hours discussing it instead we will just go over the permission levels and inheritance. • By default all sites will inherit the same security as the site above unless you choose otherwise. • Now lets look at the different levels • Full Control – Full Control means you have access to do anything within the site • 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

11. Questions • Do you have any issues that you have seen that we have not covered • My Blog • http://tobymcgrail.com:2020/SPADMIN • Contact Information: • Toby McGrail – Tmcgrail@pixelmill.com