Tony Smith

SharePoint 2016 User’s Guide

Learning Microsoft’s Business Collaboration Platform

5th ed.

Tony Smith

Stormville, New York, USA

Any source code or other supplementary materials referenced by the author in this text are available to readers at www.apress.com . For detailed information about how to locate your book’s source code, go to www.apress.com/source-code/ . Readers can also access source code at SpringerLink in the Supplementary Material section for each chapter.

ISBN 978-1-4842-2243-0

e-ISBN 978-1-4842-2244-7

DOI 10.1007/978-1-4842-2244-7

Library of Congress Control Number: 2016957884

© Tony Smith 2016

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Introduction

SharePoint 2016 is Microsoft’s business collaboration platform. It offers web content management, document management, reporting, search, and social collaboration capabilities that can be combined into comprehensive business solutions. Solutions within this platform can be created more quickly and are more cost effective than custom-developed solutions. The platform also provides a far greater degree of flexibility than packaged solutions can.

That said, in many situations where SharePoint is introduced, people struggle to understand and use the platform. In other situations people have difficulty expanding their use of SharePoint from a basic intranet or document management environment to a business solution platform. This book addresses these struggles and needs. It is meant to serve as a complete reference to all the capabilities available in SharePoint to help you understand how to configure and use them.

This book was created for SharePoint users at all levels. Beginners are introduced to information to help them make effective use of the capabilities the platform offers. Intermediate users are provided the details they need to manage SharePoint resources. Advanced users are offered a foundation upon which to understand all of the capabilities the platform contains and are shown how to create solutions that take advantage of these capabilities.

A deep knowledge of the capabilities available in SharePoint, experience working with a variety of organizations, and an understanding of how to successfully combine them to create effective business solutions have all combined into the creation of this book. I hope this information will enable you to gain an in-depth understanding of SharePoint 2016 and more effectively manage and use the platform.

Whom This Book Is For

The goal of the book is to provide the knowledge anyone needs to use the Microsoft SharePoint 2016 platform. Whether you are new to SharePoint, are moving from a previous version, or are a longtime user, this book will give you the information you need to take effective advantage of the capabilities of the SharePoint 2016 platform.

If you are looking for a resource that offers you an easy-to-follow and detailed understanding of SharePoint, this book is for you. As a user guide, it does not require you to have any programming knowledge. It does, however, assume you have a basic understanding of web sites and how to navigate them. Some topics also require a working knowledge of Microsoft Office applications, such as Word and Excel.

How This Book Is Structured

This book organizes the capabilities of the SharePoint platform into a format that serves as an end-to-end reference guide, a guide you can read through to learn about all SharePoint has to offer or to look up specific topics. It includes step-by-step instructions, figures, tables, and examples. Its chapters describe all of the SharePoint capabilities so that you can use them as building blocks for solutions.

Chapter 1 : Introduction to SharePoint Technologies

This chapter introduces you to what SharePoint is and the capabilities it offers. It describes what’s new in this 2016 version and it provides background into its development, uses, and benefits.

Chapter 2 : Understanding Sites

This chapter provides an overview of site collections and sites and describes their structures and components. Included is a review of the various site templates available in SharePoint Server Standard and Enterprise editions, along with details of their purposes, layouts, and features.

Chapter 3 : Working with Sites

In this chapter, you are given an understanding of how to manage sites. You learn how to create sites, navigate them, and manage their security, layouts, structures, and features.

Chapter 4 : Pages, Apps, and Web Parts

Pages, apps, and web parts are used to organize and present information to site users and to incorporate business solutions into a SharePoint environment. This chapter shows you how to create and configure the various types of pages available through SharePoint and how to configure web parts and app parts within them.

Chapter 5 : Managing Lists and Libraries

Lists and libraries store the content managed in the SharePoint environment. In this chapter, you learn how to create and manage lists and libraries, including how to configure columns and work with views.

Chapter 6 : Working with Lists

This chapter details the different types of lists SharePoint offers and describes their structures and views. You also learn how to create and manage items in these lists.

Chapter 7 : Working with Libraries

In this chapter, the different types of libraries available in SharePoint are discussed, as well as how to add and manage their content. You also learn about the various advanced features different types of libraries make available.

Chapter 8 : Working with Site Columns, Content Types, and Term Sets

Site columns, content types, and term sets enable you to standardize and centralize the management of list and library metadata. In this chapter, you learn how to create and manage these elements to enhance list and library management.

Chapter 9 : Workflows and Information Management Processes

This chapter presents you with the capabilities that introduce process automation into SharePoint. You learn how to create and manage workflows, use content organizer to automate the routing of content, and create information management policies to govern document development.

Chapter 10 : Records Management

When documents require structured retention or managed expiration, records management is used to support both internally defined and externally mandated regulatory requirements. In this chapter, you learn how to configure and use the platform’s records management capabilities to govern content.

Chapter 11 : Search

The SharePoint search platform can be used to locate information in SharePoint and throughout the rest of your enterprise. This chapter shows you how to configure the SharePoint search features, such as query rules and result sources, and how to use these features to support enterprise searching.

Chapter 12 : Personalization and Social Features

SharePoint includes a comprehensive set of personalization and social features, which enhance personal productivity and facilitate communication and collaboration. In this chapter you learn how to configure and use personalization features (such as the profile and Alerts) and social features (including newsfeeds, community sites, blogs, and wikis).

Chapter 13 : Metrics and Reporting

This chapter introduces you to the reporting capabilities available in SharePoint. The storage, audit, usage, and search reports SharePoint provides are explained in detail, and you discover how to create and share these reports.

Chapter 14 : Enterprise Office Services

SharePoint includes capabilities that extend the reach of Microsoft Office personal productivity tools to introduce team productivity functionality. In this chapter, you learn about several enterprise office services available in SharePoint, including Office Online Server integration, Form Services, and Visio Services.

Acknowledgments

I have worked with Apress for many years writing books that provide people with the knowledge they need to take advantage of SharePoint, and I am always impressed with the dedication of its staff to providing quality publications. Creating a book like this is a team effort, and everyone at Apress has been great to work with. I would like to specifically thank several people who have been instrumental in helping to bring this book together. I want to thank Mark Powers for coordinating all of the activities that went into creating this book. I would also like to thank the lead editor, Gwenan Spearing.

I would also like to thank the technical editor, Ralph Mercurio, for his hard work reviewing the book to help ensure its accuracy and for providing valuable insight and feedback.

Finally, I want to thank my wife Lynn. Whether it meant lending an ear to something written, helping make time to write, or just being there with encouragement, her support is what made writing this book possible.

Contents

  1. Chapter 1:​ Introduction to SharePoint Technologies
    1. What Is Microsoft SharePoint 2016
      1. SharePoint Server 2016
      2. Office 365 SharePoint Online
    2. The Evolution of SharePoint
    3. Exploring What’s New in SharePoint 2016
    4. Understanding the Value of SharePoint 2016
    5. SharePoint Building Blocks
    6. Summary
  2. Chapter 2:​ Understanding Sites
    1. Understanding Site Collections and Sites
    2. Site Structures and Layouts
      1. App Launcher
      2. User Menu
      3. Settings Menu
      4. Ribbon
      5. Social Tools
      6. Page Management Tools
      7. Navigation Bar
      8. Search Bar
      9. Quick Launch Navigation
      10. Content Area
    3. Standard Site Templates
      1. Collaboration
      2. Enterprise
      3. Publishing
    4. SharePoint Portal Templates
      1. Developer Site
      2. In-Place Hold Policy Center
      3. eDiscovery Center
      4. Compliance Policy Center
      5. Community Portal
      6. Publishing Portal
      7. Product Catalog
    5. Summary
  3. Chapter 3:​ Working with Sites
    1. Navigating the SharePoint Environment
      1. Navigating Within a Site
      2. Navigating Sites with Mobile Devices
    2. Using the Ribbon
    3. Creating Sites
    4. Deleting Sites
    5. Managing Site Security
      1. Managing SharePoint Groups
      2. Changing Permission Inheritance for a Site
      3. Managing Permission Levels
      4. Managing Site Collection Administrators
    6. Changing Site Details
      1. Updating the Site Title, Description, Logo, and URL
      2. Configuring Regional Settings for a Site
      3. Defining the Welcome Page
    7. Managing Site Navigation
      1. Customizing Quick Launch Navigation for Sites
      2. Customizing the Navigation Bar
    8. Using the Recycle Bin
      1. Viewing Items in the Recycle Bin
      2. Restoring Items from the Recycle Bin
      3. Deleting Items from the Recycle Bin
    9. Managing Site Design and Layout
      1. Updating Site Themes
      2. Working with Design Manager
      3. Resetting Site Definitions
      4. Controlling Access to Page Layouts and Site Templates
      5. Identifying Master Pages and Style Sheets for a Site
    10. Managing Site Templates
      1. Creating Site Templates
      2. Editing Site Templates
      3. Deleting Site Templates
    11. Managing Site Content and Structure
    12. Managing Site and Site Collection Features
      1. Managing Site Features
      2. Managing Site Collection Features
    13. Managing Content Variations
      1. Variation Labels
      2. Translatable Columns
      3. Variation Logs
    14. Managing Help Information
    15. Using SharePoint Designer for Site Management
    16. Summary
  4. Chapter 4:​ Pages, Apps, and Web Parts
    1. Pages
      1. Web Part Pages
      2. Wiki Pages
      3. Publishing Pages
    2. Apps
      1. Adding Apps to Your Site
      2. Removing Apps
      3. Adding App Parts to Pages
    3. Web Parts
      1. Adding Web Parts to Pages
      2. Editing Web Parts
      3. Removing Web Parts
      4. Connecting Web Parts
      5. Exporting and Importing Web Parts
      6. Standard SharePoint Web Parts
    4. Summary
  5. Chapter 5:​ Managing Lists and Libraries
    1. Creating Lists and Libraries
    2. Deleting Lists and Libraries
    3. Managing List and Library Properties
    4. Metadata Columns
      1. Available Columns
      2. Adding Columns
      3. Editing Columns
      4. Deleting Columns
      5. Changing the Order of Columns
      6. Setting Column Indexes
      7. Configuring Keywords
    5. Working with Views
      1. Types of Views
      2. Creating Views
      3. Editing Existing Views
      4. Delete Existing Views
    6. RSS Feed Settings
    7. Managing List and Library Permissions
      1. Updating List and Library Inheritance Settings
      2. Changing List and Library Permissions
    8. File Plan Reporting
    9. List and Library Office Integration
      1. Excel SharePoint Integration
      2. Access SharePoint Integration
      3. Synchronizing List and Libraries for Offline Access
    10. Summary
  6. Chapter 6:​ Working with Lists
    1. Types of Lists
      1. Announcements
      2. Contacts
      3. Calendar
      4. Discussion Boards
      5. Issue Tracking
      6. Links
      7. Promoted Links
      8. Survey
      9. Tasks
      10. External List
      11. Custom List
      12. Custom List in Datasheet View
    2. Working with List Items
      1. Adding Items to a List
      2. Editing Items in a List
      3. Using Quick Edit
      4. Deleting Items in a List
    3. Working with Attachments
      1. Enable or Disable List Attachments
      2. Adding Attachments to a List Item
      3. Removing Attachments from a List Item
    4. Filtering and Sorting List Items
    5. Metadata Navigation
    6. Using Views
    7. Working with Folders
    8. Managing Item Level Security
      1. Managing Permission Inheritance
      2. Editing Item Permissions
    9. Versioning List Items
      1. Enabling Versioning within a List
      2. Accessing Version History
      3. View Previous Versions of an Item
      4. Restore Previous List Item Versions
      5. Delete a Previous Version
      6. Content Approval
    10. Item Validation
    11. Rating List Content
      1. Using Star Ratings
      2. Using Like Ratings
    12. Audience Targeting
    13. Summary
  7. Chapter 7:​ Working with Libraries
    1. Types of Libraries
      1. Document Libraries
      2. Form Libraries
      3. Wiki Page Libraries
      4. Picture Libraries
      5. Asset Libraries
      6. Report Libraries
      7. Data Connection Libraries
      8. Data Connections Library for PerformancePoint​
    2. Working with Documents
      1. Adding Documents to Libraries
      2. Editing Documents in SharePoint
      3. Managing Files with No Checked-in Version
      4. Deleting Documents in a Library
      5. Editing Documents Through Document Workspaces
      6. Download a Copy
    3. Working with Folders
    4. Document Sets
      1. Working in Document Sets
      2. Document Set Version Management
    5. Managing Item Level Security
      1. Managing Permission Inheritance
      2. Editing Document Permissions
    6. Audience Targeting
    7. Document Versioning
      1. Enable Versioning
      2. Working with Existing Versions
      3. Content Approval
    8. Copying Documents with the Send To Option
    9. Item Validation
    10. Document Templates
    11. Rating Library Content
      1. Using Star Ratings
      2. Using Like Ratings
    12. Document ID Service
    13. Working with Documents in Office
      1. Saving Documents to SharePoint
      2. Editing Document Properties
      3. Accessing Documents While Offline in Outlook
    14. Summary
  8. Chapter 8:​ Working with Site Columns, Content Types, and Term Sets
    1. Site Columns
      1. Creating Site Columns
      2. Adding and Configuring Site Columns in Lists and Libraries
      3. Removing a Site Column from a List or Library
      4. Editing Existing Site Columns
      5. Deleting Existing Site Columns
    2. Content Types
      1. Creating and Configuring Content Types
      2. Configuring and Editing an Existing Content Type
      3. Deleting Content Types
      4. Configuring Content Types for Lists and Libraries
    3. Term Sets
      1. Term Store Administration
      2. Managing Term Sets
    4. Summary
  9. Chapter 9:​ Workflows and Information Management Policies
    1. Workflow Overview
      1. Workflow Lists
    2. Creating and Configuring Workflows
      1. Creating Out of the Box Workflows
      2. Creating SharePoint Designer Workflows
      3. Using Visual Designer when Creating Workflows
    3. Managing Workflows
      1. Viewing Available Workflows
      2. Editing General Workflow Details
      3. Blocking Workflows
      4. Deleting Workflows
      5. Editing Workflows
    4. Running Workflows
      1. Running List and Library Workflows
      2. Running Site Workflows
    5. Working with Workflow Instances
      1. Viewing Workflow Instance Status and History
      2. Terminating Workflow Instances
    6. Information Management Policies
      1. Policy Types
      2. Site Collection Policies
      3. Content Type Policies
      4. List and Library Content Type Policies
      5. List and Library Policies
      6. Viewing Compliance Details
      7. Policy Exemptions
    7. Summary
  10. Chapter 10:​ Records Management
    1. Understanding Records Management
      1. Proactive Records Management Planning
      2. Identify Records
      3. Planning for Content Holds
    2. Adding Content with Content Organizer
      1. Enabling Content Organizer
      2. Configuring Content Organizer
      3. Configuring Content Organizer Rules
      4. Using Content Organizer
    3. Managing Records
      1. Managing Site Collection Records Declaration Settings
      2. Managing List and Library Record Declaration Settings
      3. Manual Records Declaration
      4. Managing Records through Record Retention Rules
      5. Viewing Item Retention Stage Details
    4. Record Centers
      1. Configuring Record Center Sites
      2. Managing Documents in Record Center Sites
    5. Document Centers
    6. Content Holds
      1. Local Holds
      2. eDiscovery Center Holds
    7. In-Place Hold Policy Center
      1. Creating In-Place Hold Policies
    8. Compliance Policy Center
      1. Deletion Policies
      2. Data Loss Prevention Policies
    9. Summary
  11. Chapter 11:​ Search
    1. Using SharePoint Search
      1. Performing a Search
      2. Working with Search Results
    2. Working with Search Centers
      1. Standard SharePoint Search Centers
      2. Executing Advanced Searches
      3. Configuring the Site Collection to use a Search Center
      4. Configuring a Site to use a Search Center
    3. Crawling Capabilities
      1. Managing Managed Properties
      2. Reindexing a List or Library
      3. Excluding Sites from Search
      4. Excluding a List or Library from Search
      5. Excluding List or Library Columns from Search
    4. SharePoint Query Capabilities
      1. Managing Query Rules
    5. Search Result Capabilities
      1. Managing Result Sources
      2. Managing Result Types
    6. Exporting and Importing Search Configurations
      1. Exporting and Importing Site Collection Search Configurations
      2. Exporting and Importing Site Search Configurations
    7. Using Search with Web Parts
      1. Content Search Web Part
      2. Other Search Web Parts
    8. Summary
  12. Chapter 12:​ Personalization and Social Features
    1. Enhancing Personal Productivity
      1. About Me and the Profile
      2. Alerts
      3. Following and Newsfeeds
      4. Targeting
    2. Sharing and Extending Content
      1. E-Mail a Link
      2. RSS Feeds
      3. OneDrive
      4. Enterprise Wikis
      5. Tags and Notes
      6. Rating Content
      7. Liking Content
    3. Building Communities
      1. Site Newsfeeds
      2. Hash Tags
      3. Blogs
      4. Community Sites
      5. Community Portals
    4. Summary
  13. Chapter 13:​ Metrics and Reporting
    1. Storage Metrics
    2. Site Collection Audit Reporting
    3. Popularity and Search Reports
      1. Usage Reports
      2. Search Reports
    4. Site Popularity Trends
    5. Library Most Popular Items
    6. Document Popularity Trends
    7. Summary
  14. Chapter 14:​ Enterprise Office Services
    1. Office Online Server
      1. Opening Files in Office Online Server
      2. Managing Default Open Behavior
      3. Publishing Excel Elements
      4. Viewing Excel Published Content
      5. Using the Excel Web Access Web Part
    2. Form Services
      1. Creating Forms and Form Libraries
      2. Populating Forms
      3. Using the InfoPath Form Web Part
    3. Visio Services
    4. Summary
  15. Index

About the Author and About the Technical Reviewer

About the Author

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Tony Smith is the Global Tower Lead of Web Technologies at HARMAN International. Tony authored SharePoint 2013 User’s Guide: Learning Microsoft’s Business Collaboration Platform and coauthored SharePoint 2010 User’s Guide: Learning Microsoft’s Business Collaboration Platform , SharePoint 2007 User’s Guide: Learning Microsoft’s Collaboration and Productivity Platform , and SharePoint 2003 User’s Guide . He has worked with SharePoint technologies since they were introduced in 2001 and with SharePoint 2016 since its initial beta release. He also has experience designing and deploying SharePoint solutions in a wide range of organizations across many industries. With a background that includes solution analysis and design, network engineering, and application development, Tony has more than 20 years of experience engineering business solutions.

About the Technical Reviewer

Ralph Mercurio is a director with Capeless Solutions, which focuses on Microsoft 365 and SharePoint; in the areas of infrastructure, development, and migration. Ralph has over 13 years of experience working in technology in a variety of roles and across many industries.

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