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A day in the life of a SharePoint power user

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Serge Tremblay
Serge Tremblay

In this session, you will learn tips and tricks to improve your skills as a SharePoint Power User. Learn how to customize forms, lists, pages and Web Parts, for both modern and classic sites.

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2018
Platinum Sponsors Gold Sponsors Speaker Dinner SponsorSilver Sponsors To all of our sponsors, Thank you!
A day in the life of a SharePoint Power User Serge Tremblay Strategic advisor Collaboration SPS Charlotte Saturday, August 11, 2018 UNC Charlotte Center City, 320 E. 9th Street, Charlotte, NC 28202
Who is Serge Tremblay? serge.tremblay@victrix.ca
Meet Albert, Office 365 Power User Meetings (1 per month)(and answer if required) • Check his agenda • Content review for a Microsoft Teams workshop A DAY IN A LIFE OF ALBERT AN OFFICE 365 POWER USER OFFICE 365 POWER USER JOB DESCRIPTION– An Office 365 Power User is someone that: • Is eager to learn new Technology • Likes to talk to people • Likes to teach and share knowledge • Likes to answer questions • That will do more than a regular user with the same tools
Is this a full time Job? • It could be, but does not have to be!
What tools are we going to cover? • SharePoint Modern VS Classic • Working with modern pages • Customize SharePoint List Forms • Microsoft Forms • Microsoft Flow
A day in the life of a SharePoint power user
SharePoint Classic Vs Modern Classic Team site Modern Team site
Modern Sites • Responsive • Easy to use • Can seems to be restrictive compared to Classic sites • Hub sites • Page metadata
A day in the life of a SharePoint power user
SharePoint Modern page banner images • Not all images will work well for modern pages banner images or hero Web Part
Tip 1: Building Hero WebPart Images
Use Hero WebPart Jigsaw Source: https://medium.com/@smcollier/hero-webpart-jigsaws-ad59f52deb91
Jigsaw can also be used for the banner images Before After
A day in the life of a SharePoint power user
Tip 2: SharePoint Modern pages properties • You can now add properties to your SharePoint modern pages • These properties can be used to find similar type of pages • It can also be used with the Highlighted content Web Part
Demo • Create a new Managed Metadata term set • Create a new site column called Page Type that uses the new term set • Add the new site column to your pages library • Edit your pages to add a Page Type • Request a full crawl of your library during the next index • Wait for Office 365 to index your content (important) • Verify that the new column has been crawled • Add Highlighted content Web Part to a new page • Use the managed property Page type to filter • Publish your page
Create a Managed Metadata term set • You need the right permissions to the manage metadata service to complete this task
Site column vs list column • The site column will automatically create a searchable Managed property, list column will not • Site columns are re-useable in your site, list columns are not
Create a list column (NOT)
Create a site column
Add a site column to your Pages Library
Add a page type to your pages • Note: You can edit multiple pages at the same time
Request a full index of your library • You cannot choose when search indexing takes place • But you can request a full index of your library during the next crawl https://docs.microsoft.com/en-us/sharepoint/crawl-site-content
Verify that your new property was crawled • In order to be able to search for content, it has to be indexed • The search schema lists all the crawled properties • If your property is not there, it will not be searchable
Step to verify crawled properties • Access your site settings • Look fro search schema • Find your crawled property
Tip 3: Use highlighted content Web Part
Final result
Links • Use the Highlighted content web part • https://support.office.com/en-us/article/Use-the-Highlighted-content-web-part- e34199b0-ff1a-47fb-8f4d-dbcaed329efd
A day in the life of a SharePoint power user
Tip 4: SharePoint Column Formating • Modern list has introduced a Column formating option • In order to add formating to your column you will need to learn JSON  • Fortunatelly there are many samples available to help you get started  • All you need to do is copy, paste and pray!
Conditionnal Formating Before/After Before After
How to Add Column formating • Go to http://bit.ly/DemoColumnFormatting • Copy JSON for type of format • .Edit column settings, Format this Column, paste code and save!
You can do more with Code! • But you need a developper
A day in the life of a SharePoint power user
Tip 5: Create a private document library • Browse to the SharePoint site • Create a New SharePoint group • Create a new document library • Break permission inheritance to the new library • Remove unwanted groups • Grant permission to the new group
Create a new SharePoint group • Access your SharePoint site from Microsoft Teams • Create a new SharePoint group • Add member to the new Office 365 group
Create a new document library and break permission inheritance • Create a new Document library in the SharePoint site • Break permission inheritance on the document librar • Remove permission to Visitors and Members group on the document library
Break permission inheritance • Break permission inheritance on the document library • Remove permission to Visitors and Members group on the document library
Grant permission, add a tab and test • Grant permission to the new SharePoint group on the document library
A day in the life of a SharePoint power user
What is Microsoft Forms Source: https://support.office.com/en-us/forms
• My Forms are personnal and will be deleted with your account • Group forms are shared with all the members of your Office 365 Group and will stay after your account is deleted My Forms VS Group Forms Note: Under Recent group forms, you will see only the group forms that you have edited or created.
Tip 6: Create group Forms From Microsoft Teams ClientFrom a SharePoint Team Site At the time of this conference, forms for Excel are not available in Communication sites
Embed a form in a SharePoint Page
Adding Questions to new form
Final result
Survey settings
Sharing forms
Survey results
Links about Microsoft Forms • https://support.office.com/en-us/forms • https://flow.microsoft.com/en- us/connectors/shared_microsoftforms/microsoft-forms/ • https://collab365.community/ultimate-guide-microsoft- forms/ • https://www.lynda.com/Microsoft-Forms-tutorials/751153- 0.html
A day in the life of a SharePoint power user
Power Apps • Can be used to customize SharePoint Online modern list forms • Can be used to create custom application for different platforms
Tip 7: Customize SharePoint list Form • Customize a modern list form • Removed unwanted columns from your form • Created, created by, modified, Modified by • Change the layout for 2 columns • Add an image on top of the form • Change the background color of the form • Add text separator in the form • Add a hidden comments/documentation page • Save and publish your form
List Forms customization Step 1
PowerApps design Canvas
How to hide Fields UnSelect the unwanted fields
Show in Two columns
Add image to the Media library
Add image to your form • Select your form and make some space on the top • Insert Media image • Select your image from the gallery
Change background color
Final form
Document your App • Insert a new Blank screen • Rename the screen to Documentation • Insert a rich text editor control • Document your solution
Save and publish your App
Learn PowerApps Source: https://www.youtube.com/playlist?list=PLCGGtLsUjhm2bonhBZuEhZU72QkFjOpc6
PowerApps links • https://docs.microsoft.com/en- us/powerapps/maker/canvas-apps/customize-list-form • https://docs.microsoft.com/en- us/powerapps/maker/canvas-apps/sharepoint-form- integration • https://docs.microsoft.com/en-us/powerapps/ • https://powerapps.microsoft.com/en-us/blog/separate- custom-forms/
A day in the life of a SharePoint power user
Is Flow for everyone? • Microsoft Flow is the People Flow • Logic Apps is the Corporate Flow • Create flow from Power Apps Studio • Start from a template or start from scratch? • Personnal Flow VS Team Flow • A personnal flow can become a Team flow by sharing ownersip • Beware of Connection account in your flow
Many Flow templates are available
Tip 8: Add a flow to an existing list • In your SharePoint Modern list click: Flow/Create a flow • Select the following template • Send a customized email when a new SharePoint list item is added • Make sure the connections are good • This is where you could use a service account instead of your personnal account • Click continue • You could customize the email, but for now just click Save • Go to your SharePoint list and create a new item • Check your Email!
A day in the life of a SharePoint power user
Flow Links • https://docs.microsoft.com/en-us/flow/guided- learning/get-started • https://docs.microsoft.com/en-us/flow/getting-started • https://docs.microsoft.com/en-us/flow/limits-and-config
Adding a flow to a SharePoint List
Configure the flow
Add a new item to the list and check your Email
• Lean • Practice • Share • Teach
QR Codes for Speaker Survey Session #4 2018
Speaker Survey and Raffle • This year we are replacing the paper version of Speaker Survey with Microsoft Forms. • Scan the QR code for each session to accessand submit your survey. • QR codes can be found in the programguide or on the room sign located by the door. • You will receiveONE raffle ticket for each session survey you complete. • The raffle ticket volunteer will validate your First and Last name beforeproviding your ticket(s) • Drawing will be held this afternoon4:00-4:30pm. • Must be present to win. You can download and use the QR Reader app available for both iOS and Android
SharePint Happy Hour event held after SPSCLT18 at Duckworth’s Grill and Taphouse Uptown. Walking distance from UNC Charlotte Center City campus and the 7th street light rail stop.
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A day in the life of a SharePoint power user

  • 2. Platinum Sponsors Gold Sponsors Speaker Dinner SponsorSilver Sponsors To all of our sponsors, Thank you!
  • 3. A day in the life of a SharePoint Power User Serge Tremblay Strategic advisor Collaboration SPS Charlotte Saturday, August 11, 2018 UNC Charlotte Center City, 320 E. 9th Street, Charlotte, NC 28202
  • 4. Who is Serge Tremblay? serge.tremblay@victrix.ca
  • 5. Meet Albert, Office 365 Power User Meetings (1 per month)(and answer if required) • Check his agenda • Content review for a Microsoft Teams workshop A DAY IN A LIFE OF ALBERT AN OFFICE 365 POWER USER OFFICE 365 POWER USER JOB DESCRIPTION– An Office 365 Power User is someone that: • Is eager to learn new Technology • Likes to talk to people • Likes to teach and share knowledge • Likes to answer questions • That will do more than a regular user with the same tools
  • 6. Is this a full time Job? • It could be, but does not have to be!
  • 7. What tools are we going to cover? • SharePoint Modern VS Classic • Working with modern pages • Customize SharePoint List Forms • Microsoft Forms • Microsoft Flow
  • 9. SharePoint Classic Vs Modern Classic Team site Modern Team site
  • 10. Modern Sites • Responsive • Easy to use • Can seems to be restrictive compared to Classic sites • Hub sites • Page metadata
  • 12. SharePoint Modern page banner images • Not all images will work well for modern pages banner images or hero Web Part
  • 13. Tip 1: Building Hero WebPart Images
  • 14. Use Hero WebPart Jigsaw Source: https://medium.com/@smcollier/hero-webpart-jigsaws-ad59f52deb91
  • 15. Jigsaw can also be used for the banner images Before After
  • 17. Tip 2: SharePoint Modern pages properties • You can now add properties to your SharePoint modern pages • These properties can be used to find similar type of pages • It can also be used with the Highlighted content Web Part
  • 18. Demo • Create a new Managed Metadata term set • Create a new site column called Page Type that uses the new term set • Add the new site column to your pages library • Edit your pages to add a Page Type • Request a full crawl of your library during the next index • Wait for Office 365 to index your content (important) • Verify that the new column has been crawled • Add Highlighted content Web Part to a new page • Use the managed property Page type to filter • Publish your page
  • 19. Create a Managed Metadata term set • You need the right permissions to the manage metadata service to complete this task
  • 20. Site column vs list column • The site column will automatically create a searchable Managed property, list column will not • Site columns are re-useable in your site, list columns are not
  • 21. Create a list column (NOT)
  • 22. Create a site column
  • 23. Add a site column to your Pages Library
  • 24. Add a page type to your pages • Note: You can edit multiple pages at the same time
  • 25. Request a full index of your library • You cannot choose when search indexing takes place • But you can request a full index of your library during the next crawl https://docs.microsoft.com/en-us/sharepoint/crawl-site-content
  • 26. Verify that your new property was crawled • In order to be able to search for content, it has to be indexed • The search schema lists all the crawled properties • If your property is not there, it will not be searchable
  • 27. Step to verify crawled properties • Access your site settings • Look fro search schema • Find your crawled property
  • 28. Tip 3: Use highlighted content Web Part
  • 30. Links • Use the Highlighted content web part • https://support.office.com/en-us/article/Use-the-Highlighted-content-web-part- e34199b0-ff1a-47fb-8f4d-dbcaed329efd
  • 32. Tip 4: SharePoint Column Formating • Modern list has introduced a Column formating option • In order to add formating to your column you will need to learn JSON  • Fortunatelly there are many samples available to help you get started  • All you need to do is copy, paste and pray!
  • 34. How to Add Column formating • Go to http://bit.ly/DemoColumnFormatting • Copy JSON for type of format • .Edit column settings, Format this Column, paste code and save!
  • 35. You can do more with Code! • But you need a developper
  • 37. Tip 5: Create a private document library • Browse to the SharePoint site • Create a New SharePoint group • Create a new document library • Break permission inheritance to the new library • Remove unwanted groups • Grant permission to the new group
  • 38. Create a new SharePoint group • Access your SharePoint site from Microsoft Teams • Create a new SharePoint group • Add member to the new Office 365 group
  • 39. Create a new document library and break permission inheritance • Create a new Document library in the SharePoint site • Break permission inheritance on the document librar • Remove permission to Visitors and Members group on the document library
  • 40. Break permission inheritance • Break permission inheritance on the document library • Remove permission to Visitors and Members group on the document library
  • 41. Grant permission, add a tab and test • Grant permission to the new SharePoint group on the document library
  • 43. What is Microsoft Forms Source: https://support.office.com/en-us/forms
  • 44. • My Forms are personnal and will be deleted with your account • Group forms are shared with all the members of your Office 365 Group and will stay after your account is deleted My Forms VS Group Forms Note: Under Recent group forms, you will see only the group forms that you have edited or created.
  • 45. Tip 6: Create group Forms From Microsoft Teams ClientFrom a SharePoint Team Site At the time of this conference, forms for Excel are not available in Communication sites
  • 46. Embed a form in a SharePoint Page
  • 52. Links about Microsoft Forms • https://support.office.com/en-us/forms • https://flow.microsoft.com/en- us/connectors/shared_microsoftforms/microsoft-forms/ • https://collab365.community/ultimate-guide-microsoft- forms/ • https://www.lynda.com/Microsoft-Forms-tutorials/751153- 0.html
  • 54. Power Apps • Can be used to customize SharePoint Online modern list forms • Can be used to create custom application for different platforms
  • 55. Tip 7: Customize SharePoint list Form • Customize a modern list form • Removed unwanted columns from your form • Created, created by, modified, Modified by • Change the layout for 2 columns • Add an image on top of the form • Change the background color of the form • Add text separator in the form • Add a hidden comments/documentation page • Save and publish your form
  • 58. How to hide Fields UnSelect the unwanted fields
  • 59. Show in Two columns
  • 60. Add image to the Media library
  • 61. Add image to your form • Select your form and make some space on the top • Insert Media image • Select your image from the gallery
  • 64. Document your App • Insert a new Blank screen • Rename the screen to Documentation • Insert a rich text editor control • Document your solution
  • 65. Save and publish your App
  • 67. PowerApps links • https://docs.microsoft.com/en- us/powerapps/maker/canvas-apps/customize-list-form • https://docs.microsoft.com/en- us/powerapps/maker/canvas-apps/sharepoint-form- integration • https://docs.microsoft.com/en-us/powerapps/ • https://powerapps.microsoft.com/en-us/blog/separate- custom-forms/
  • 69. Is Flow for everyone? • Microsoft Flow is the People Flow • Logic Apps is the Corporate Flow • Create flow from Power Apps Studio • Start from a template or start from scratch? • Personnal Flow VS Team Flow • A personnal flow can become a Team flow by sharing ownersip • Beware of Connection account in your flow
  • 70. Many Flow templates are available
  • 71. Tip 8: Add a flow to an existing list • In your SharePoint Modern list click: Flow/Create a flow • Select the following template • Send a customized email when a new SharePoint list item is added • Make sure the connections are good • This is where you could use a service account instead of your personnal account • Click continue • You could customize the email, but for now just click Save • Go to your SharePoint list and create a new item • Check your Email!
  • 73. Flow Links • https://docs.microsoft.com/en-us/flow/guided- learning/get-started • https://docs.microsoft.com/en-us/flow/getting-started • https://docs.microsoft.com/en-us/flow/limits-and-config
  • 74. Adding a flow to a SharePoint List
  • 76. Add a new item to the list and check your Email
  • 77. • Lean • Practice • Share • Teach
  • 78. QR Codes for Speaker Survey Session #4 2018
  • 79. Speaker Survey and Raffle • This year we are replacing the paper version of Speaker Survey with Microsoft Forms. • Scan the QR code for each session to accessand submit your survey. • QR codes can be found in the programguide or on the room sign located by the door. • You will receiveONE raffle ticket for each session survey you complete. • The raffle ticket volunteer will validate your First and Last name beforeproviding your ticket(s) • Drawing will be held this afternoon4:00-4:30pm. • Must be present to win. You can download and use the QR Reader app available for both iOS and Android
  • 80. SharePint Happy Hour event held after SPSCLT18 at Duckworth’s Grill and Taphouse Uptown. Walking distance from UNC Charlotte Center City campus and the 7th street light rail stop.