Recording: http://bit.ly/SeyVK8 How do you avoid the most common mistakes when using SharePoint, if you've never used it before? What makes SharePoint so popular is also its worse enemy, it's easy to use. As a platform, it allows you to build whatever you want to help the organization. But for it to be successful, you need to avoid the common mistakes made. As a consultant, I have unfortunately had a lot of experience seeing or even doing some of the things in SharePoint that lead to utter chaos or disaster. That's why I would like to share them with you this time, show you how to not suck at SharePoint. In this webinar we'll discuss: -A brief overview of SharePoint as a platform -Common scenarios SharePoint is used for -Things that have miserably failed -Bad architecture -Solutions and Best Practices when starting

2. TEMPORARY
SLIDE
VIDEO RECORDING: http://bit.ly/SeyVK8
!
We are building a complete blog with all
links and resources, the recording as well as
the question period at the end in a Q&A
format. You will be able to find this soon on
our blog http://en.share-gate.com/blog

3. 

@bniaulin
share-gate.com/blog
by Benjamin Niaulin,
a SharePoint GEEK

4. share-gate.com

5. What is it?

7. It’s a
PLATFORM
where you build
your own show

8. What can I do with it?

9. INTRANET
EXTRANET
INTERNET SITE
COLLABORATION
PROCESS SITES
APPLICATIONS
a lot…

10. INTERNET
SITE
!
www.laval.ca

11. #CLASSIC

14. SHAREPOINT
RECAP

15. Lists
Libraries
What’s a
SharePoint
SITE?
SITE

16. What’s a
SharePoint
List/Library?
Table
List
Library

17. Site%
Site%
Site% Site%
Site%
Site%
Site%
SharePoint+Groups+|+Database+|+Style+Library+
SITE COLLECTION
*

19. am I doing this today?
WHY

20. I saw an Intranet
built under the
Central
Administration

21. !
Central
Administration
http://sharepoint:59999
!
!
Intranet !
HR !
SALES
!
SITE !
SITE
http://sharepoint:59999/
sites/intranet
http://sharepoint:59999/
sites/hr
http://sharepoint:59999/
sites/sales

22. A new SharePoint farm
installation per
department/team

23. 200
Libraries
Going through
to update a column
with a new choice

24. Taking File Shares,
dumping them into
SharePoint and continue
to use Folders to
organize content

25. INSTALLED AS
STANDALONE
WITH SQL
EXPRESS AND
4GB LIMIT

26. -Sean Wallbridge
« Google the words ‘View All
Site Content’ see what
happens »

27. …

28. There is still hope

29. BEFORE
your SharePoint project starts

30. Do you have a
REASON
to be using
SharePoint?
or do you want
to use it because
you have free
licenses?

31. « Tell me
what
SharePoint
can do,
and I'll tell
you what I
want. »

32. Instead of thinking
features,
think of what the
business needs
are

33. KNOW WHERE
YOU’RE GOING?
Don’t put SharePoint in
just for a specific
project without a vision.
Remember, it’s a
platform.

34. DON’T
UNDERESTIMATE
SHAREPOINT
« We’ll just put it temporarily for us in IT and
start it properly later on »
does not work

35. INSTALL
and CONFIGURE

36. X
Don’t use Click-Install
Build your own PowerShell or use
« AutoSPInstaller »

37. There is more to
CONFIGURING
SharePoint
than creating
Web Applications
& Site Collections

38. CONFIGURE and OPTIMIZE SQL
CPU | RAM | DISKS
NTFS Allocation
(4K vs 64K)
Initial Size of DB
Auto Growth
Instant File Initialization
Maintenance Plan (Logs)
SQL Installation/Configuration WhitePaper

39. SHAREPOINT SEARCH WAS
« CONFIGURED »
Continuous Crawl
Content Sources
Search Schema
Result Types
Display Templates
Query Rules

40. TIMER JOBS
Too often they are left untouched
Without them and the schedule they run on, not
much would get done in SharePoint

41. REALLY… YOU SHOULD KNOW THIS
PART OF THE CENTRAL
ADMINISTRATION

42. ALWAYS TEST
YOUR BACKUPS!
AD | SERVER | DNS |
CUSTOM CODE |
SQL | SHAREPOINT |
IIS | WORKFLOW |
Lots of pieces make
up SharePoint

43. CAREFUL when empowering Power Users with
SharePoint Designer
In fact…if you could go without SPDesigner it’s
probably best.

44. AND TRY NOT TO CUSTOMIZE
EVERYTHING
A LOT CAN BE DONE OUT OF
THE BOX and WITHOUT CODE
think for

45. PLANNING
IS JUST AS CRUCIAL

46. STOP CALLING IT
« SHAREPOINT »

47. TAKE THE TIME
TO SHOW OFF,
COMMUNICATE!
New Features
Dates & Milestones
Organize launch events
How it’ll facilitate tasks
Reasons for the change






48. PROVIDE
TRAINING!
employee
satisfaction 
tackle more tasks 
motivation to use
SharePoint 
increased adoption 
and much more... 

49. REAL TRAINING!
NOT A PAMPHLET
IN-CLASS | SELF-SERVICE VIDEOS
| DOCUMENTATION |
PROVIDE TRAINING KIT FOR NEW SITE OWNERS

50. TECHNOLOGY WON’T FIX ALL THE PROBLEMS, LOOK
AT YOUR BUSINESS PROCESSES THEY MAY NEED
REWORKING

51. GOVERNANCE
NO ONE
will read it if it’s too
BIG

52. keep it simple.

53. CAN BE A DOCUMENT OR A WIKI
AS LONG AS IT WORKS
http://en.share-gate.com/blog?category=governance

54. BUT THEN YOU’LL NEED TO
ENFORCE THE GOVERNANCE PLAN

55. WHAT GOES WHERE?

56. USING
AND BUILDING IT RIGHT

57. by John Norris

58. COLUMN
TYPES
When you create a column it is
stored in the list/library where
you create it
!
Every type of column has it’s use
Know when to use the right one
!
Views will be created based on
the columns
!
Workflows can be created,
triggered by the right column
information

59. CENTRALIZE & REUSE!
If you create columns from your lists/libraries they are stored in them.
And thus, are not reusable.
!
I recommend using “Site Columns” whenever possible to be able to
reuse them.
!
Site Columns are available to subsites – best to create at the root

60. CONTENT
TYPES
Reusable set of columns used together that
defines a type of content in your
organization.
It’s also much more…
http://en.share-gate.com/blog/recording-sharepoint-webinar-understand-content-types
http://en.share-gate.com/blog/sharepoint-columns-site-columns-or-content-types

61. TOO MANY FIELDS IN THE LIST OR CONTENT TYPE

62. DOING AN ARCHITECTURE THAT IGNORES THINGS
LIKE THE 5,000 LIST VIEW THRESHOLD
ENABLE METADATA NAVIGATION TO SEE AGAIN
AND RE-ORGANIZE
picture from Dave Coleman
INDEX SORT & FILTER COLUMNS

63. THE FAMOUS LOOKUP COLUMN
picture from Corey Roth
IT’S NOT A GOOD IDEA TO
LOOKUP A LIST WITH
TOO MANY ITEMS.
PERFORMANCE WILL
TAKE A HIT

64. AND SHAREPOINT WILL NOT
REPLACE YOUR RELATIONAL
DATABASE
Leverage the different ways it offers to connect to
external data rather then building on this platform that
does not support it well or check out the new
Apps Model

65. SECURITY
SP GROUPS AD GROUPSVS
NEVER WITH USERS DIRECTLY
MSDN Security guidance on SP Groups vs AD Groups
CHANGING MEMBERS OF SP GROUPS WILL LAUNCH A FULL CRAWL AT
NEXT PASS TO CALCULATE ACLs

66. BUT DON’T START BREAKING
INHERITANCE AT
ITEM/DOCUMENT LEVEL
It will hurt your SharePoint performance

67. QUICK
TIPS

68. CREATING TOO
MANY SUB SITES
IS NOT A GOOD
IDEA

69. DON’T COPY/PASTE FROM
WORD OR BE SURE TO CLEAN
UP HTML
SharePoint 2013 is much better at it
than its predecessors

70. CONTENT EDITOR WEB PART
WAS MEANT FOR CONTENT
NOT custom CSS, JS or HTML
!
Causes issues during Migration and when new team
takes over

71. IMAGES UPLOADED ALL OVER
THE PLACE

72. EDIT STYLES AND THEME COLORS
FOR CONTENT AUTHORS TO MATCH
YOUR BRANDING
.ms-rteElement
.spcolor file

73. 1 FEATURE WITH MANY
INSTEAD OF MANY FEATURES WITH 1

74. WORK WITH THE RIGHT
ENVIRONMENTS AND IDENTIFY THEM
VISUALLY
DEV - INTEGRATION - QA - PRODUCTION

75. HAVE ALL THE FACTS ON INFOPATH
It can still be ok to use it, but it needs to make sense

76. CAREFUL
WITH
EVENT
HANDLERS
It’ll be tough to
figure out what’s
going on where

77. DRAG AND DROP FILES…
WITHOUT THE METADATA
SAME WITH THE EXPLORER VIEW
USE THE DATASHEET VIEW
« QUICK EDIT »

78. AVOID COMPLEX APPROVAL
WORKFLOWS

79. WORK WITH DOCUMENTS IN
THE LIBRARY, DON’T
DOWNLOAD AND UPLOAD
AGAIN

80. NAMING CONVENTION FOR
FILES - NO MORE METADATA
IN THE FILENAME
1_contract_sharegate_Q1_V4.docx

81. ONEDRIVE VS ONEDRIVE
VS ONEDRIVE FOR BUSINESS
VS MY SITE
Plan it carefully, don’t confuse your
colleagues

82. UNDERSTAND HOW
VERSIONING & CHECK-IN/OUT
WORKS

83. I KNOW…
IT’S A LOT OF
INFORMATION

84. BUT IT’LL HELP
YOU HAVE AN
AWESOME
SHAREPOINT

85. 

@bniaulin
share-gate.com/blog
by Benjamin Niaulin,
a SharePoint GEEKTHANK YOU!

86. share-gate.com