Matt Wade. Sharon Weaver. Jonathan Weaver, MOS. With nearly 20 years of IT experience, he has developed solutions for clients across the globe. He's been a part of the SharePoint community since and enjoys using his creativity to solve problems. He's a visionary, world traveler, author, and avid Blockchain enthusiast.
Level: One thing that we all value is time. In our businesses, we tend to spend too much time on mundane tasks rather than being more efficient. In this session, we will discuss why automating your processes with Office will allow you to work smarter, not harder. Increase your efficiency and reach your business potential with Office apps. Fausto Capellan, Jr has over 8 years of SharePoint experience. He specializes in building and administering SharePoint farms, and creating SharePoint applications with Out of the Box components or custom client-side code.
Since becoming generally available, Microsoft Flow has become the tool of choice to automate common tasks and business processes across many applications and services, such as Office , Salesforce, Dynamics and many more. All these applications and services provide a rich set of triggers and actions, but there are times where business processes need to extend the functionality of these actions. This is all possible by using Expressions. In this session, the audience will learn about Expressions, where they can be used, their limitations, and the functions available.
Additionally, the audience will see different Expression examples that range from basic to advanced. Her work focuses on SharePoint implementations, adoption, support, and training. Theresa shares her knowledge and experience through blogging and speaking in the international SharePoint and Microsoft community. Now she is pursuing a degree in cybersecurity to assist organizations with their security and compliance strategies.
SilentRick LinkedIn Blog. He has led several projects at United which included the deployment of SharePoint as well as the successful migration of SharePoint from their Houston datacenter to their datacenter in Chicago.
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He partners with United business customers to help them realize the power of SharePoint in the Enterprise and works with them to develop new solutions to solve their business needs. He has been a leader and SharePoint evangelist in the local user group community for over 11 years. He is a frequent speaker at SharePoint Saturday events throughout the country and was also a speaker at Ignite He will also be speaking at the SharePoint Conference !
United Airlines is well underway with its SharePoint migration. Join me as I discuss the challenges of upgrading one of the largest airlines in the world to SharePoint from SharePoint I will discuss the planning involved as well as the methods for which my team has been able to execute our delivery.
I will provide specific examples of the roadblocks we faced and how we overcome them. I will also demonstrate how United is using SharePoint today and also talk about the opportunities that SharePoint brings to the airline industry. I will outline some of our challenges as well as our long-term strategies, including how Office fits into the mix. Lastly, I will provide insight into how United plans to leverage the new functionality of SharePoint to better serve our front-line customers and internal business customers. Melissa Hubbard MVP. She is the author of Mastering Microsoft Teams, an end user guide.
She is experienced in managing projects throughout the entire lifecycle as well as developing and implementing solutions. User adoption, governance, and training are topics she is especially passionate about! Panelist, In this panel, speakers and Microsoft MVPs will discuss how to build diversity, inclusion and belonging programs, where they got started working in IT and how to encourage more women to join the IT workforce, and how we need male allies. Heather Newman MVP. She has produced thousands of events, campaigns, and experiences in the high-tech and entertainment industries.
A weekly show that features interviews with extraordinary everyday experts who light a spark in our world. Catch Heather on Medium where she is a top writer in Inspiration. In this panel, speakers and Microsoft MVPs will discuss how to build diversity, inclusion and belonging programs, where they got started working in IT and how to encourage more women to join the IT workforce, and how we need male allies. Alistair Pugin MVP. Alistair has worked in various capacities in multiple verticals from retail — manufacturing to government, spanning 50 to users utilizing all aspects of pure Enterprise Information Management.
His current position as an Office Servers MVP in South Africa, provides him with a mechanism to assist companies with architecting their SharePoint environment using "best of breed", proven methodologies to foster innovation and growth through an ECM framework while incorporating a Knowledge Management strategy. It is with this vision that he strives to provide customers with a platform for Business Productivity Enrichment, establishing communities of practice through proper analysis and building a knowledge economy that is both quantifiable and achievable. Microsoft has rolled up its Content Security functions into the not so new name: Azure Information Protection.
With Azure IP, organisations are able to not only lock down content but also restrict access. In this session we cover: 1. What is Azure Information Protection 2. What is conditional access 4. How Azure IP is extended to device management By understanding the capabilities of Azure IP, which now includes Rights Management Services, organisations will be able to ensure that their content and access to their content is managed effectively, without risk and seamlessly to the user.
I was graduated in Project management under PMI standard. MVP en SharePoint desde el ao Do you know what PowerApps are? As part of his role, Brain is responsible for managing top drawer physician data by providing timely and accurate data flow for compliance, business intelligence, and decision support across a health system made up of the large Academic Medical Center, several smaller hospitals, and a handful of community clinics spread out across two states.
To meet the challenge of providing a rapid solution approach for physician decision support over the last 8 years Brian has worked to develop a robust SharePoint Platform that facilitates the incessant evolution of physician data. In this session learn how Blockchain is changing the modern workplace. Learn how Blockchain can be used to enable multi-party business processes and global traceability. See how the event planning team uses Blockchain to capture one version of the truth for donation data across political and geographic boundaries.
CEO RealActivity. Microsoft can assist in improving patient care and streamlining operations by enabling organizations to build flexible clinical and operational collaboration solutions. New scheduling, secure messaging and image-sharing tools for the Microsoft Teams platform will create opportunities for healthcare organizations to collaborate in real-time. In this session learn about and see examples of solutions modern healthcare organizations are building to streamline and improve health outcomes and patient satisfaction. In this demo-packed session, we will talk about Azure Flow and Logic Apps which are both configuration-first integration services, which makes it easy to build processes and workflows and integrate with various SaaS and enterprise applications like SharePoint.
We will introduce participants to workflows, connectors, triggers, actions, and the enterprise integration pack. Panic Consulting. Regardless of your title, if youre responsible for designing, configuring, implementing, or managing a SharePoint Online deployment, this book is for you. If youre a member of the team in your organization that is responsible for SharePoint Online in your environment, this book will help you understand what your team needs to think about when it comes to your deployment. If youre responsible for managing a consulting firm that is implementing SharePoint Online on your behalf, you need to read this book.
If you are totally new to SharePoint administration, this book will help you ramp up on how to administrate SharePoint Onlinenot only because I go through many but not all of the core how to tasks in which administrators engage, but because I also drop in comments as to why youre doing what youre doing and offer ideas to consider relative to that task. In fact, nearly all of Chapter 10, Site- collection administration, has little to do with how to administrate a site collectionit is focused on the business issues that naturally bubble up when SharePoint Online is used.
Solving the core problems of governance, risk, compliance, taxonomies, processes, and training associated with a SharePoint Online deployment is the macro focus of this book and is, in my view, the core of good SharePoint administration. For those who are looking for deep technical drill-downs in the technology, theres a plethora of books, blog posts, podcasts, conferences, magazine articles, online articles, white papers, and websites that will satisfy your curiosities.
But dont look to this book to reveal that type of knowledge. I didnt write this book for the highly technical audience. Acknowledgments Its been five years since I wrote my last book. From through , I authored or co-authored 14 books. Then it turned out that I didnt write for five years. Writing this book reminded me how much I enjoyed the process of writing. Im one of those nerds who likes to learn and write.
Its as much a curse as it is a blessing. I had also forgotten what a joy it is to work with Karen Szall, the project editor for this book. Ive worked with her on several book projects before. As usual, she was not only professional and easy to work with, she didnt pester me when I got behind on the writing schedule. Karen, Id love to work with you in the future, and, for what its worthwhatever theyre paying you, it isnt enough! Youre the best!
My good friend Ben Curryone of the owners at Summit 7 Systemsstepped up to the technical editor role on this project. He corrected mistakes, found errors, and added significant value to this book. While you wont see his name on the cover, you will see the results of his work on nearly every page. He and I co-authored books in the past, and he is also a highly acclaimed author in the SharePoint space. Any mistakes you find in the book are mine, not his. Thanks, Ben, for being a great friend and for helping out on short notice. Roger LeBlanc was the copy editor on this book.
I continue to be amazed at how good copy editors take average writing and turn it into something that just flows and yet is clear and concise. I dont have that ability, but Roger does. Thanks for your hard work, Roger. Along with me, all the readers of this book deeply appreciate your efforts! Brett Lonsdale, the owner at Lightning Toolsa company you should become familiar withstepped up on short notice to write Chapter 3, Working with Business Connectivity Services.
I cant think of anyone who knows the BCS technology better than Brett and his team. Brett wrote a great chapter and added real value to what is included in this book. Thanks, Brett, for your help, your flexibility, and your friendship. Back here in Minnesota, I want to thank my wife, Kathy, for her continued support of my ever-changing workloads and environments.
I cant think of anyone better to have married. Thanks for being my best friend and my wife. I also want to engage in a short contest with my two kids, David and Anna, who are both teenagers now. Where did the time go? Whoever reads this acknowledgement first and tells me they read it gets a free Caribou coffee and mugyour choice on both counts.
As always: I love you both more than life itself. Finally, Id like to thank Jesus Christ, my Lord and Savior, for giving me the talent and the opportunity to write this book and without whom I would be lost forever. Free ebooks from Microsoft Press From technical overviews to in-depth information on special topics, the free ebooks from Microsoft Press cover a wide range of topics.
If you need additional support, email Microsoft Press Book Support at mspinput microsoft. Please note that product support for Microsoft software and hardware is not offered through the previous addresses. We want to hear from you At Microsoft Press, your satisfaction is our top priority, and your feedback our most valuable asset. Thanks in advance for your input! Stay in touch Lets keep the conversation going! Chapter 1. An overview of the SharePoint Admin Center. When Microsoft updated SharePoint Portal Server to SharePoint Server , it abstracted the tasks performed by system administrators those who manage the SharePoint servers and the overall SharePoint farm into a common interface known as Central Administration.
Site collections were managed by Site Collection Administrators and individual sites were managed by Site Administrators. The same basic architecture exists today for SharePoint Online. However, the ability to administrate the back endfunctions you might normally expect to administrate in Central Administrationis greatly diminished. You can learn more about the term store by referencing Chapter 5, Configuring and managing the term store.
From this authors perspective, the SharePoint Online version that is included in the Office E3 tenant exposes mainly the collaboration and introductory content-management parts of the fuller SharePoint administration experience. As you go through the interface, well note the elements you can administrate as well as go over the risk and governance considerations inherent in the different configuration options that will be available to you. At the time of this writing, this table is accurate.
More Info The product team keeps an updated, online spreadsheet that lists the different plan elements. If you have administrative privileges, youll have an Admin button appear as part of this lineup. See the Admin tile in the lower-right part of the screen in Figure It might appear in a different sequence in your environment, which is not a problem. Because this book is focused on SharePoint administration in Office , I wont take time to cover the balance of the back end.
Youll navigate to the SharePoint Admin Center by expanding the Admin link at the bottom of the left pane and then clicking the SharePoint link. Note The Office Admin Center displays the current health of each part of the tenant. Referring to Figure , youll notice several different messages for the various services of this tenant. For those that have a notification such as Service degraded , just click the down arrow and youll be presented with the entire notification and the historical actions Microsoft has or is taking to resolve the issue. At the bottom of the full notification, youll see a View Details And History link, which will present the full notification in a table format presented in a new webpage, which makes it easier to read and follow the action history to resolve the problem.
The larger, right pane is context sensitive to the various links you can select in the left pane. If you click the Apps link in the left pane, Apps-specific configuration elements will appear in the right pane. Tip Bear in mind that the options that appear in the right pane might vary from tenant to tenant based on other tenant-level configuration settings, such as the First Release Updates and External Sharing settings that have been selected.
When you first come to the SharePoint Admin Center, youre automatically focused on the Site Collections link in the left pane, which means you will see the site collection administration capabilities in the right pane shown in Figure Referring back to Figure , youll note there are four administrative activities related to site collections: Contribute Manage Public Website Restore Youll also notice the URL for each existing site collection appears, including which managed path the site collection is sitting within and the metrics for each site collection.
This is actually a different storage model than what you have in the SharePoint on-premises platform. This model is based on usage, making it easier to manage availability of storage across your SharePoint Online team sites. Storage is pooled in SharePoint Online. The concept of reserved storage now applies only at the tenant level for SharePoint Online.
Site collections other than Microsoft OneDrive for Business no longer tie up blocks of reserved storage. Instead, only the actual storage used counts against total pooled storage. The main purpose of resource quotas is to limit the risk that sandboxed custom code can have on available resources on a site collection. Resource usage generally includes performance data such as processor time and unhandled exceptions that pertain to the code in sandboxed solutions.
When the level exceeds the daily quota, the sandbox is turned off for the site collection. It is not like storage; the server resource quota will not go over the limitation. Your organization is assigned a total Server Resource Pool that is based on the total number of users. By default, when you create a site collection it is assigned a server resource quota of Generally, this an acceptable quota.
If you do not want to allow any sandbox solutions to be used within your site collection, you can set this value to zero 0. Note In the lower-right corner of each page is a Community link that will take you to the Office online communities, where you can ask questions and find technical answers. Networking with other Office administrators is something that will help you improve your administrative skills, find support, and advance your career. Managing site collections Four core administrative groups are in the ribbon you can commit when it comes to site collections in Office They are found under the following headings: Contribute Manage Public website Restore.
Contribute The first groupContributeis where youll create and delete site collections. See Figure FIGURE Site Collections management headings In the Contribute area, youre given the option to either create a new site collection or delete an existing site collection. For the latter, you need to already have selected the site collection for this button to be active. When you create a new site collection, it can be either a private site collection or a public website. Creating a private site collection When you choose to create a new private website, youre presented with the New Site Collection dialog box illustrated in Figure Youll need to name the site collection; select the managed path underneath which the site collections should be created; select the language, template, time zone, administrator, and storage quota; and set the server resource quota.
After you click OK, a new site collection will be provisioned online and will be available within a few minutes. The Portals Managed path was deprecated in January From a governance perspective, if you intend to implement a robust findability solution in SharePoint Online that will ensure content is easily and quickly found, youll need to focus on two major elements: site-collection names and a robust taxonomy you can develop in the term store.
For an on-premises deployment, I recommend spending time developing descriptions and intuitive managed paths that can act as categories for your site collections. In SharePoint Online, custom managed paths cannot be created, so more emphasis is placed on the naming of the site collection for search purposes and on a robust taxonomy that will help users find documents via search that discriminates between documents of similar type and content.
Note If you want users to be able to create their own sites, navigate to the Settings link in the left pane and then scroll down to the Start A Site configuration options shown in Figure This is the place where you can turn on the creation of new sites inside an existing site collection. This is not the same thing as the on-premises Self Service Site Creation.
Creating a new public website At the time of this writing, when Office provisions SharePoint Online, it does not automatically create a new public-facing site collection provisioned with the publishing site template. However, if your tenant was created before March 9, , youll have the ability to create a new public website for two years in your tenant. After this date, this functionality is removed for new customers. Youll find the new Public Website link is disabled unless you deleted the default public website and you need to create a new one.
Each tenant can create only one public website, but other websites can be shared externally. The interface for creating a new public website is similar to creating a new private website. In combination with the Public Website administrative actions, youll create a new public website here with the domain you want to use and then use the Add Domain functionality to map and expose that domains public website via your Office environment.
Properties To see the properties of a site collection, youll first need to select the site collection by selecting the check box to the left of the site collection. Once you do this, the Properties button will activate. When you click the Properties button, youll be able to see a number of details about the site collection, such as who the owners are, a clickable link to the site collection, the number of subsites, and storage and resource information.
Unlike most property screens, where youre accustomed to committing configuration changes, this screen is informational only. The only action you can take on this screen is to click through to the site collection itself. Owners In this section, you can set who the site collection administrators are as well as configure a Support Partner for the site collection. In addition to adding a partner at the tenant level to perform delegated administration, you can also add the Microsoft partner at the SharePoint Site Collection level.
Tenant Admins have full rights to your Office deployment, so be careful to whom you assign this permission. The initial user account used to create your Office deployment will be given this right. Help Desk Admins have read-only permission to all objects within scope and have password reset permissions. However, they cannot reset the password for the Tenant, Billing, or User account administrators. Its worth noting that the user interface can be confusing. When you click the Owners button, youre just revealing two other links to defined Site Collection Administrators and Support Partner roles.
Its just the name they chose to put on the button in the ribbon. Sharing Users have the ability to share content hosted in an Office environment with others who are outside their organization. On a site-collection basis, you can set the sharing abilities of your users. Sharing is enabled by default in the tenant settings.
If it is disabled in the tenant admin area, users will receive a Sharing is disabled in Tenant Settings message on the configuration screen. Note Sharing is the updated term for what we used to call giving permissions. In this context, sharing should not be confused with share permissions, as was done in the NTFS file system. Because you are now in a web-based context, you no longer have NTFS file permissions.
So when you share, you are giving another user permissions to a resource or object. You no longer give or assign permissions, you share. You have three options for sharing at the site-collection level: Dont allow sharing at all. Allow sharing with external users, and have them authenticate into your directory.
Allow sharing with external users, and have them authenticate using the Anonymous user account. Sharing with external users is controlled both at the tenant and site-collection levels. If you dont want users to have the ability to share their sites, turn sharing off at the tenant level. To find where this is, navigate to the tenant administration area and click the External Sharing link. It will reveal four links: Sharing Overview Sites Calendar Lync if purchased as part of your tenant If you click the Sharing Overview link, youll see that you can turn on or off the sharing of SharePoint sites, calendars, Lync, and integrated applications shown in Figure Simply toggle the on-screen sliders to turn on or off sharing as needed by your tenant users and your governance rules.
Figure shows how easy it is to turn sharing on or off at the tenant level. If you click the Sites link underneath External Sharing not illustrated , youll be able to configure sharing on a global basis by first selecting all the site collections and then clearing the Let External People Access Your Site check box.
If you want to enable sharing on a site-collection-by-site-collection basis, first select the Let External People Access Your Sites check box, select the site collections for which you want to enable external sharing, and then select one of the two radio buttons beneath the check box: No Anonymous Guest Links. FIGURE The Sharing Overview screen at the tenant level From a risk-management perspective, it is recommended that you disable external sharing at the tenant level and then enable it selectively at the site-collection level only if needed. The reason I say this is because I assume that your content is valuable and its dissemination to the wrong parties would be injurious to your organization.
So knowing who has logged in to your SharePoint Online, when they logged in, and what resources they accessed would be a minimum risk-and-compliance management effort toward proactively protecting against data loss. This will require turning on auditing within each site collection and reviewing the audit logs from time to time, but these compliance processes should not be overlooked in a world where the hacking of websites and the theft of information is on the rise. A note about governance The term governance traditionally has been used in the context of a companys board of directors.
For our purposes in this book, a good working definition is this: a balanced allocation of control among various stakeholder groups that results in each group experiencing the highest reasonable benefit from their participation in SharePoint Online.
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The system of checks and balances inherent within governance is meant to prevent abuse by various players in a SharePoint environment. When organizations ignore good governance especially in the area of Enterprise Content Management ECM everyone suffers.
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This is true regardless of the type of organization in question: for-profit, nonprofit, military, social, or government. Hence, it is important to understand the core principles from which effective governance is created: Governance is derived, never created. Governance is a result of identifying risk and then enumerating how that risk can be mitigated or minimized by compliance actions.
If you start with governance instead of risk, you will end up creating a set of rules few will follow and even fewer will understand. But if you start with risk and write up actions or inactions that minimize or mitigate the risk, most users will understand and follow the enforcement of those actions. Govern what you can enforce; guideline everything else. Because governance is about the enforcement of compliance actions that lower risk, the concept of governance has a strong enforcement flavor.
If politics, culture, policies, or other obstacles keep you from enforcing compliance, dont try to govern it. Just put out guidelines and collaborate with others to achieve whatever level of compliance you can achieve while informing the higher powers in your organization of the risks they are assuming through lack of enforcement. People enforce the rules, not software.
People will figure out ways around software enforcement. Governance is inherently an interpersonal activity. Governance requires transparency, cooperation, and consistency. Often, compliance actions are taken within a process that helps move the process forward. Silos of action or information are difficult to govern without visibility and authority in that silo. A lack of cooperation among team members, a lack of transparency in the reporting systems, governance that is not consistently enforced, or all of these will result in a broken system in which the strongest get what they want to the detriment of everyone else.
When this occurs, an agency cost has been experienced by the organization. Governance is inherently relational. Ultimately, good governance balances competing interests of stakeholder groups within an organization. The assumption here is that each group is willing to give a little for the overall good of the organization and the ongoing goodwill in relationships between the groups.
The more political, isolated, or conflictual the relationships are between the stakeholder groups, the less likely it is that good GRC can be implemented within an organization. Storage and resources You can change your storage quotas on each site collection by highlighting the site collection in question and then clicking the Storage Quota button on the ribbon. Note that the dialog box will compare the collections storage to that of the tenant.
Note also that the illustration you see in Figure will apply only to site collections where you have never set a storage quota. Once a quota is set, if you go back into this dialog box and set the values back to default, youll receive an error saying that you need to set values within a certain range. FIGURE Default dialog box for setting storage quotas on a site collection If you need more storage, you can buy it directly from within this interface. The ease with which you can buy storage is well thought out by Microsoft.
You can also manage server resources on a per-site collection basis. As stated, youll need to do this only if youre working with sandboxed code in a site collection. Otherwise, you can safely leave this setting at zero 0. Upgrading a site collection As Office and SharePoint Online mature, future versions of these platforms will be released. As they are applied to your tenant, your site collection administrators may or may not want to manage the upgrade of their site collection to the new version.
If youre tasked with managing the upgrades, youll want to highlight the site collection that needs upgrading, click the Upgrade button, and follow the on-screen prompts. When compared to the on-premises version, this upgrade path lacks any ability to create a side-by-side comparison of the old and new site collections, the ability to test whether or not the site collection is ready for the upgrade, or any rollback features if something goes wrong.
Public website SharePoint Online has some interesting features when it comes to managing a public website. For example, you can add domains to your tenant for management and then assign those domains to the public website. You can also take an existing public website and rename it, which is to say that you can assign a different domain name to the website and offer up the same site under a new root domain. You need not assign the same custom domain to all threeeach can be individually assigned or not be assigned a custom domain name.
If done properly, Office will work with multiple domains that you own and manage. Reminder If your tenant was created after March 9, , you will not have a public website with which to work. Youll want to first manage your domains, so first click Add Domain which is shown in Figure When you do this, youre presented with the Manage Domains page in your Office tenant. Note that when you highlight a domain, youre given the links on the right side to manage DNS, fix issues, or remove the domain from your tenant.
If you want to add a new domain and you first need to purchase it, click the Buy Domain link. Youll be working with the GoDaddy registrar to register your new domain name. Note Registering multiple domain names isnt just about management of your public-facing website. It also allows you to manage multiple Exchange and Lync domains in a single Office tenant.
Note that when youre ready to associate your domain name with your public website, youll first highlight your public website and then click the Rename Website button. When you do this, youll be presented with the online dialog box shown in Figure And note that just because you hook up your DNS with your public website doesnt mean the website will be available to the Internet community.
Youll need to click a Make Website Online link in the Site Settings area to go live with the website. You also can restore that content to the location from which it was deleted. The restoration process brings back the data to the same state it was in when it was deleted. To delete a site collection, select the check box next to the URL you want to delete not illustrated , and then click the Delete button on the ribbon. The site collection will be moved to the Recycle Bin momentarily. Once you put something in the Recycle Bin, you have 90 days to restore it. The interface will list the objects that have been moved into the bin and how long you have to restore that object.
When it comes to a site collection, deleting the collection also means deleting all sites, lists, libraries, and content items as a single unit. And just as you can delete all those objects as a single unit, you can restore them as a single unit as well assuming you have enough storage space to do so. Note that restoring My Sites requires a support call to Microsoft.
To restore a site collection, click the Restore Deleted Items button and the collection will be restored to the location and state it was in when it was deleted. FIGURE Getting ready to restore a site collection Restoring a site collection might take a few minutes or longer, depending on the size of the collection youre restoring.
InfoPath InfoPath is available for use in the Office tenant. Forms can be presented in the interface as webpages that are built using InfoPath. InfoPath can be utilized using browser-enabled form templates. Form designers can publish user form templates to a list or a form library in a SharePoint Online site collection. Because user form templates can be deployed by many users, a server can potentially host thousands of user form templates. When an Infopath form is designed, the designer can choose to create a form template that can be opened or filled out in either InfoPath or a Web browser.
If the form template can be opened and filled out by using a browser, it is called a browser-compatible form template. This type of form template can then be browser enabled when it is published in an Office tenant that has InfoPath Forms Services running. Configuring the forms to be browser enabled gives users who dont have InfoPath installed on their computers the ability to use the form through their browser. Illustrated in Figure are the two selections you can configure: Allow users to browser-enable form templates Render form templates that are browser-enabled by users By default, both are selected.
Deselect them only if you want to diminish the usability of InfoPath forms in your environment. This configuration is used to make indexing InfoPath forms faster and easier. This means that when a user agent youve specified as exempt encounters an InfoPath form, the form will be returned as an XML file which looks like a hierarchical text file instead of an entire webpage.
If a different search technology is being used and InfoPath files are not being indexed, the user agent for that technology should be added to the collection using an Add method of this collection. Note A bot is a software application that runs automated tasks over the Internet. Typically, bots perform simple and repetitive tasks that humans could do, but that would take much longer to finish if performed by humans.
When indexing content is run by bots, the content is read and then placed into the index. Happily, each server can have a file called robots. Most bots honor the robots. Summary In this chapter, I presented an introduction to SharePoint Online and gave you several links to locations that have comparison charts of the features and functionalities available in the online and on-premises versions. I covered how to manage site collections, rename public sites, as well as how to create, delete, and restore them. I explained a bit about governance and why understanding the risks involved in a decision is really the foundation of good governance.
In the next chapter, well turn our attention to finding expertise and people by using the User Profiles. Most SharePoint implementations, whether online or on-premises, focus on the management of content and experience. It is to this latter topicexperience and expertiseto which we now turn our attention. Chapter 2. Managing user profiles. Introduction to user profiles, audiences, and My Sites People Organizations My Site settings OneDrive for Business Summary In this chapter, were going to dive into the management of user profiles and Ill explain why user profiles are important to larger organizations that use Microsoft Office and SharePoint Online.
User profiles can be the bane of your existence or one of the big wins for your organization. Much of how you and your users experience user profiles in SharePoint Online is directly related to how well you manage this part and then present it to your organization.
As with most software platforms, it doesnt do much good to turn on platform features if they get in the way of how people work, the processes under which they are most comfortable working, and the inputs and outputs of their daily routines. Just because SharePoint Online can do something for your organization doesnt mean that it should. Yet I am hard-pressed to explain, except in the smallest of environments, how a robust use of user profiles will cause damage or slow processes down.
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Indeed, I believe the opposite is the reality. User profiles organize expertise and experiencetwo elements that reside inside people and that cannot be easily codified. So making your users organize their experience such that their core value to the organization can be found, leveraged, and easily usedit seems to memakes huge sense. The SharePoint Online version does not include any of the synchronization administrative activities that youll find in an on-premises deployment.
Compare Figures and and youll see that I wont be covering any synchronization topics that you might normally expect to see in a SharePoint administration book, because those tasks have been deprecated in SharePoint Online for the Information Technology professional IT pro.
Introduction to user profiles, audiences, and My Sites A user profile is a collection of user properties along with the policies and settings associated with each of those properties. A user profile is a description of a single usernot just that users account, but the users skills, experiences, expertise, and other metadata that can be useful in finding that user for particular purposes. By default, the user-profile properties are populated from the Azure Active Directory service via a one-way synchronization at least once every 24 hours.
If your organization manually created user accounts in the Office directory service, users will receive Microsoft Azure Active Directory credentials for signing into the Azure Active Directory service. Similar to SharePoint , Office performs only authorization. It leaves authentication to the Azure Active Directory. These credentials are separate from other desktop or corporate credentials, although in hybrid implementations, there will be a synchronization with your on-premises Active Directory using the Azure Active Directory Connect tool.
Youll use the Office Admin Center to make changes to these user accounts. If your organization is synchronizing Azure Active Directory with an on-premises Active Directory, your user profiles are being synchronized with the Azure Active Directory, which is then synched with SharePoint Online user profiles. Active Directory information goes in only one directionfrom the on- premises Active Directory server to Azure Active Directory, which is then synchronized with SharePoint Online. This ensures that user information in SharePoint Online reflects the most current and accurate state of your user data in Active Directory.
Not all profile information is synchronized from a directory service. Each profile property can be sourced from a different location, such as direct user input, HR systems, directory services, or all of these. New profile properties created within SharePoint Online can pull from various systems, but these custom properties cannot write back to those systems.
Somewhat similar to profiles are audiences. Audiences enable organizations to target content to users based on who they are when they come to the page. Audiences are built at the profile layer but applied at the site and web-part layers, depending on how the audience is used.
Audiences can be defined by one of the following elements or a combination of them: Membership in a distribution list Membership in a Microsoft Windows security group Location in organizational reporting structure Public user-profile properties Audiences are not a security feature. For example, even if a person is not a member of an audience, if she has permissions to a web part and has the URL of that web part, she will be able to access the content within the web part.
So think of audiences as a view-crafting featureyou get to select what people see when they come to the page based on a set of predefined characteristics that are defined within a set of audience rules. My Site settings and experiences are also affected by user profiles. My Sites are essentially personal portals that give individual users the ability to have a one-to-many collaboration path with the enterprise. My Sites are where the social features of SharePoint Online are consumed for the most part and represent a type of personal space that can be individualized directly by the user.
People People often represent the highest level of information in your organization. Tacit knowledge knowledge that has not been written down continues to be the most sought-after knowledge in most organizations, because it often represents wisdom and understanding that isnt easily codified. But most information management and retrieval systems are not built with this hierarchy in mind. And besides, how would you build a term set to describe tacit knowledge, anyway?
The levels of information can be described as follows: Level 1 Data This is just the raw data, such as numbers 1, 2, 3 or symbols a, b, c, or this, car. Ill create a running example herewell use 20 as our data. Level 2 Information This is where the Data is given some context. For example, the 20 is useless until it has context, such as 20 dollars, where 20 is data, 20 dollars is information.
Level 3 Knowledge This is where information is related to another piece of informationfor example, if 20 dollars is related to the 10 dollar price of two cappuccinos. At this point, you know you have enough to purchase the two cappuccinos, but perhaps not enough to purchase two concert tickets that might cost dollars. Level 4 Understanding This is where Knowledge is put into use or is made actionable. For example, you might decide that asking that special person out for two cappuccinos is a great idea, so you understand that to spend time with that special person, youll need to spend some of that 20 dollars.
Level 5 Wisdom This is where Understanding is evaluated and filtered through our intuition, training, and experience. Understanding and wisdom come with experience and time. Until youve been there, done that, you dont really know what to do in a given situation. But if youve been through similar experiences several times, when the next similar scenario presents itself, youll have instinctive wisdom about what to do or not do.
Combining experience with intuition and relevant data is the essence of wisdom. Not everyone can do this in your organization, but those who can become leaders and decision makers. More Info SharePoint Online operates in all five levels. It can hold raw data in lists or provide lookups to databases.
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Relating term sets to documents and user profiles to accounts is an excellent example of how SharePoint can enable the relating of data. SharePoint provides knowledge-based environments by supporting document collaboration, document management, and other intelligence-oriented services, such as Power BI, Excel Services, and SQL Reporting Services. SharePoint Online supports Understandingactionable contentby surfacing the right content to the right people at the time they need it to make decisions. This can be accomplished through a robust Search deployment, complete with accurate content types, result sets, and result templates.
Finally, wisdom can be codified through community sites and blogs. SharePoint Online can interact with all five levels of information and become much more than a collaboration toolit can become an intelligence tool for your organization. This is why organizing elements that point to experience and expertise are so important to any organization. For example, if my company is building out the fall marketing campaign, would it not be helpful to me to talk with the leaders of past marketing campaigns so that I can know what not to do as well as what to do?
If my company employs 10, people, finding the right people might be difficult perhaps they have moved on to different jobs with different titles or perhaps they have left the company altogether. So organizing peopletheir experience and expertisecan be a huge benefit to your organization. My point is that you need to find ways to describe what people know and what they can do in a way that helps others who need that knowledge or those skills find them swiftly and easily.
Manage user properties When you click the Manage User Properties link under the People section, youre taken to the page where you can create, modify, and delete user-profile properties. The default list is pretty extensive, comprising roughly 99 profile fields. Still, you will likely think of more fields to create that will be better descriptors in your environment.
To create a new profile field, click the New Property link not illustrated. Once the New Property link is selected youll be presented with a screen to create a new profile property. Use these property definitions to your advantage Ill discuss the more important configurations herespace limits my ability to go in depth into each configuration option : Configure A Term Set To Be Used For This Property If the values for this property can be built into a pick-list rather than a free-text value, the list should be built in the term store and consumed by the profile property.
Having a standard set of terms from which to pick differentiates meaning between each term. Also, it helps ensure everyone uses the same set of terms rather than having each user enter a term that is meaningful to them but lacks meaning to others. For example, in a list of colleges attended, a standard term might be University of Minnesota, whereas a meaningful term for a person who has attended that school might be simply Minnesota or U of M. Shortcut terms or abbreviations should be avoided in standard term sets so that the terms that appear are both meaningful and clear as to their meaning.
Allow Users To Edit The Values For This Property If youre going to expose a list of values from a term set in the term store from which users can select their values, you need to allow users to edit the values for the property in question. Show On The Edit Details Page By selecting this check box, you can ensure that users can easily make their selection for this profile property. More Info To learn more about the use of descriptive terms and the term store, see Chapter 4, Managing a term store in SharePoint Online. If the profile property values cannot be coalesced into a pick list, youre left with users entering their own values; potentially misspelling words, inputting garbage into the field, or using words that are individually meaningful but lack value in the enterprise.
Most users will not enter information with nefarious intentions, but they can unwittingly cause confusion with the terms and phrases they enter. Although such properties might be helpful in some way, I would advise that, as much as possible, you should rely on standard lists for the user-profile metadata. From a risk and governance perspective, not building out a robust user-profile system can represent a loss of applied expertise and can create opportunity costs in which the same or similar mistakes are made by different employees over time when acting in similar capacities.
Acquired understanding and wisdom that your organization paid for in the form of salaries goes unused when people work without the benefit of the wisdom of those who have gone before them. Compliance that lowers the risks represented in the opportunity costs includes having users fully fill out their user profiles and build a culture of collaboration across organizational teams, departments, divisions, and hierarchies.
Of course, this assumes that the profile properties can tightly discriminate between users and surface experience and expertise in a way that helps propel your organization forward in fulfilling its strategic objectives. Manage subtypes Profile subtypes can be used to create a different set of properties for a different set of users. For example, you can create a subtype that categorizes a user as either an intern or a full-time employee.
So, instead of having a one-size-fits-all profile for every user in your organization, each user type defined by you, the system administrator can have its own set of profile properties. For example, you might want to create the following sets of profiles: Manager and Intern. Manage audiences Creating audiences is a straightforward process. You first create the audience and decide if membership in the audience should satisfy all the rules that will define the audience or any one of the rules that defines the audience. After creating the audience, you need to create the rules that will define membership in the audience.
For example, lets say Juan has people who report to him, but they work in three locations: Minneapolis, Indianapolis, and London. You want to build an audience for those who report to Juan but include only those who live in Minneapolis and who are working in the Marketing department. So you create three rules: Rule 1 User reports to under is the word used in the interface Juan Rule 2 Users Office Location equals Minneapolis Rule 3 Users Department equals Marketing The rules are not parsed in any particular order, so they can be taken as a whole.
For each distinct aspect of the membership, you should plan to build a rule that defines that aspect and not try to combine two aspects into the same rule. Audiences are applied at the site and web-part layers. In most web parts, youll find the ability to assign an audience under the Advanced properties of the web part, which are shown in Figure Note that audiences dont need to be created only from the Global Audiences.
This gives your site-collection administrators the ability to create audiences without looping through the SharePoint Admin Center. Recall that audiences are not a security featurethey are a view-crafting feature. If it is advantageous to your users within a site collection to create SharePoint groups and then use them as audiences, this should be supported. This is the type of ownership-of-collaboration processes that youll want to foster in your environment.
From a governance perspective, if end users are selecting groups or distribution lists to build audiences, it would be ideal if they have a way to enumerate the memberships without having to loop through the IT department. Keeping the administration transaction costs low is essential to SharePoint Online being well adopted within your environment. If users dont have a way to do this, they might assign an audience to a resource and either overexpose or underexpose that resource in the interface. Although this isnt a security issue, it could be an irritant that causes unnecessary support cycles.
It is better to anticipate the potential support and process problems in advance and fix them before they cause real problems in your environment and, perhaps, dampen enthusiasm for SharePoint Online adoption. Manage user profile permissions When you click the Manage User Permissions link within the People section of the User Profiles page, youll be presented with a dialog box within which you can set permissions for who can create My Sites shown as Create Personal Site in Figure as well as configure settings for following people, editing their profile, and using tags and notes.
FIGURE The dialog box that displays when you click Manage User Permissions By default, the Everyone Except External Users is applied, which allows every user to perform all these actions, but you can restrict permissions by individual account or by group. The groups can be created within SharePoint Online, Azure Active Directory, or Windows Active Directory if youre in a hybrid environment and consumed from a number of sources. These sources appear when you click the Address Book button to select which users and groups you want to manage for this purpose.
Of course, these sources need to be properly configured and populated before they will be of any value to you. Just because the source appears heresuch as Forms Authdoesnt mean you can click on that source and find groups configured within them. FIGURE The Select People And Groups dialog box Once you select a group, you can assign permissions to it such that membership in that group opens up the features and functionalities stated earlier.
A common example of how this is used is for My Site creation and administration. I know of Microsoft customers who created a Ready For My Site or some other name that was meaningful to them security group in Windows Active Directory and assigned the available permissions to that group refer back to Figure As users attended training specific to My Sites and social technologies in SharePoint Online, their accounts were added into the Ready For My Site security group and thus were given permission to create a new personal site and engage in social activities.
Manage policies Policies are used to govern the visibility of information in user-profile properties to others in the organization. These policies really represent privacy options that you, as the system administrator, configure on a global basis per profile property. This granularity might require additional administrative effort on your part, but it also enables each profile property to be aligned with your organizations existing privacy and sharing policies.
The policies can be required, optional, or disabled. Required means the property must contain information and the information is shared based on default access. Optional means the property is created but its values are supplied by each user if they are not supplied automatically. Disabled means the property or feature is visible only to the User Profile Service administrator. It does not appear in personalized sites or web parts, and it cannot be shared. The User Override option enables users to change the visibility settings for those properties when this check box is selected. Regardless of whether or not the User Override option is selected, when you create a new profile property, the user can always override the setting.
Essentially, this means you cannot create a new profile property, set a value, and force users to live with that value. The two basic Privacy choices are Only Me and Everyone. Its either wide open or locked down to the individual user who the profile is describing.
You select the User Can Override check box if you want to allow users to make their own selection on a given profile property. The most common way to use this check box is to set the property to Only Me and then allow users to choose if they want to open up that property to everyone else in the organization. If you select the Replicable check box, youre allowing user-profile data to be replicated to the various sites to display in the user information list. This is a good selection if surfacing social data is your goal. However, once the data is replicated, it cannot be removed by simply clearing this check box.
The data will persist.
So be sure you want this data replicated before selecting the Replicable check box. For confidential or sensitive profile descriptors, its best to leave it at the setting you select and then clear the User Can Override check box. Note My Sites are private by default. Make My Sites Public is a privacy setting that an administrator can use to make all users My Sites public by default. Even if an administrator configures any of these policy settings, these policy settings are overridden if the Make My Sites Public setting is selected.
Organizations Similar to how users can have profiles in SharePoint Online, organizations can have profiles too. Where the user fits within the larger organization chart can be exposed using the Org Chart web part that is included in SharePoint Online. It is a web part that must be added to the users My Site.