Best practices for SharePoint site owners and site collection administrators

1. Confidential and Proprietary Information – Property of PinnacleART. Any attempt to procure, use or disclose is strictly prohibited.
You’re the Site Collection Admin
Theresa Eller
@SharePointMadam | sharepointmadam@gmail.com
sharepointmadam.blogspot.com | slideshare.net/sharepointmadam

2. A special thanks to the Sponsors of SharePoint Saturday 2017
Lunch Sponsor Lunch Sponsor Web Sponsor
SharePoint Saturday 2017 is hosted by
Thank you to the SASUG annual sponsors
Location Sponsor
Join us here for the SASUGSATNUG meetings every 3rd Thursday of the month! Register at
https://www.meetup.com/SATNUG/

3. Confidential and Proprietary Information – Property of PinnacleART. Any attempt to procure, use or disclose is strictly prohibited.
Theresa Eller
2
SharePoint Saturday
sharepointmadam.blogspot.com
Video featured on Webucator’s
YouTube channel
aOS.community
(Azure, Office 365 & SharePoint Community)
@SharePointMadam
#sphelp
Community Involvement
Shay & Cookie

4. Confidential and Proprietary Information – Property of PinnacleART. Any attempt to procure, use or disclose is strictly prohibited.
Speaking Engagement Locations

5. Confidential and Proprietary Information – Property of PinnacleART. Any attempt to procure, use or disclose is strictly prohibited.
Pinnacle Advanced Reliability Technologies
We help process plants
(e.g., refineries, chemical, and water/wastewater)
reduce risk
optimize cost
and
ensure compliance

6. Confidential and Proprietary Information – Property of PinnacleART. Any attempt to procure, use or disclose is strictly prohibited.
In SharePoint, we call this…
Governance

7. Confidential and Proprietary Information – Property of PinnacleART. Any attempt to procure, use or disclose is strictly prohibited.
Mission: Reliability & Governance
PinnacleART Reliability Program
Reduce Risk
Ensure Compliance
Optimize Cost
SharePoint Governance
What is a Site Collection?
Permissions & Audit Logs
Storage Metrics & Recycle Bin

8. Confidential and Proprietary Information – Property of PinnacleART. Any attempt to procure, use or disclose is strictly prohibited.
Why Are YOU the Site Collection Admin?
Teams Sites
O365 Groups
Assigned the responsibility
Inherited the duties
Annoyed the IT Department

9. What is a Site Collection?
Top Level | Root Site | Compilation of Sub-sites

10. Confidential and Proprietary Information – Property of PinnacleART. Any attempt to procure, use or disclose is strictly prohibited.
SharePoint Site
9
It starts with a sheet of notebook paper
Math

11. Confidential and Proprietary Information – Property of PinnacleART. Any attempt to procure, use or disclose is strictly prohibited.
Growing Your SharePoint Site
10
Then you add more paper
Algebra Geometry

12. Confidential and Proprietary Information – Property of PinnacleART. Any attempt to procure, use or disclose is strictly prohibited.
A Different SharePoint Site
11
Then one day you have a paper that’s not like the others
Science
Chemistry Physics

13. Confidential and Proprietary Information – Property of PinnacleART. Any attempt to procure, use or disclose is strictly prohibited.
Organizing SharePoint Sites
To stay organized, you put your papers into binders
12

14. Confidential and Proprietary Information – Property of PinnacleART. Any attempt to procure, use or disclose is strictly prohibited.
SharePoint Site Collection
Each binder is a SharePoint site collection!
13

15. Settings
Settings Wheel | Settings Page

16. Confidential and Proprietary Information – Property of PinnacleART. Any attempt to procure, use or disclose is strictly prohibited.
Settings Wheel
15

17. Confidential and Proprietary Information – Property of PinnacleART. Any attempt to procure, use or disclose is strictly prohibited.
Settings Page
16

18. Permissions

19. Confidential and Proprietary Information – Property of PinnacleART. Any attempt to procure, use or disclose is strictly prohibited.
View Only
View information online
No download
Read
View pages, list items, and
documents online
Open documents in client
applications
Download list items and
documents
View Only & Read
18
The difference is the ability to download!

20. Confidential and Proprietary Information – Property of PinnacleART. Any attempt to procure, use or disclose is strictly prohibited.
Contribute
Manage personal views
Edit items and user information
Delete versions in existing lists
and document libraries
Add, remove, and update
personal web parts
Edit
View Only
Read
Contribute
and
Manage lists & libraries
• Create, Read, Update, Delete
(CRUD)
o Lists
o List Items
o Libraries
o Documents
Contribute
19

21. Confidential and Proprietary Information – Property of PinnacleART. Any attempt to procure, use or disclose is strictly prohibited.
All permissions to all
sites, lists & libraries
in the site collection
Full Control
20
Academics
Math Science

22. Confidential and Proprietary Information – Property of PinnacleART. Any attempt to procure, use or disclose is strictly prohibited.
SharePoint groups hold up to
200 entries
SharePoint Groups Math
100 users added to 1 group
= 100 entries
1 group added to 10 sites
= 10 entries
100 + 10 = 110
Direct Entry Math
100 entries * 10 sites
= 1000 entries
Permissions through SharePoint Groups
21

23. Confidential and Proprietary Information – Property of PinnacleART. Any attempt to procure, use or disclose is strictly prohibited.
Share
22

24. Confidential and Proprietary Information – Property of PinnacleART. Any attempt to procure, use or disclose is strictly prohibited.
Invite People
23

25. Confidential and Proprietary Information – Property of PinnacleART. Any attempt to procure, use or disclose is strictly prohibited.
Shared With
24

26. Confidential and Proprietary Information – Property of PinnacleART. Any attempt to procure, use or disclose is strictly prohibited.
Advanced Sharing / Grant Permissions
25

27. Audit Logs

28. Confidential and Proprietary Information – Property of PinnacleART. Any attempt to procure, use or disclose is strictly prohibited.
Site Collection Audit Settings
27

29. Confidential and Proprietary Information – Property of PinnacleART. Any attempt to procure, use or disclose is strictly prohibited.
Audit Log Reports (1/3)
Custom Reports
• Run a custom report
Manually specify the filters for your Audit Report.
28

30. Confidential and Proprietary Information – Property of PinnacleART. Any attempt to procure, use or disclose is strictly prohibited.
Audit Log Reports (2/3)
Content Activity Reports
• Content Viewing
This report shows all events where a user viewed content in this
site.
• Content Modifications
This report shows all events that modified content in this site.
• Deletion
This report shows all events that caused content in this site to be
deleted or restored from the Recycle Bin.
• Content Type and List Modifications
This report shows all events that modified content types and lists
in this site.
29

31. Confidential and Proprietary Information – Property of PinnacleART. Any attempt to procure, use or disclose is strictly prohibited.
Audit Log Reports (3/3)
Information Management Policy Reports
• Policy Modifications
This report shows all events related to the creation and use of
information management policies on content in this site.
• Expiration and Disposition
This report shows all events related to the expiration and
disposition of content in this site.
Security and Site Settings Reports
• Auditing Settings
This report shows all events that change the auditing settings of
Microsoft SharePoint Foundation.
• Security Settings
This report shows all events that change the security
configuration of Microsoft SharePoint Foundation.
30

32. Recycle Bin

33. Confidential and Proprietary Information – Property of PinnacleART. Any attempt to procure, use or disclose is strictly prohibited.
Site Level
Deleted items are retained for
30 days (default, changeable)
User who deleted item or
document can restore it
him/herself
Item deleted from site level
recycle bin is permanently
deleted
Site Collection Level
Deleted items are retained for
an additional 50% of site level
setting
• e.g., 30 + 15 = 45 days
Only site collection admins,
farm admins, or global admins
can retrieve deleted items at
this level
Deleted sites are retained here
• SP2013, SP2016, SPO
Recycle Bins
32

34. Storage Metrics

35. Confidential and Proprietary Information – Property of PinnacleART. Any attempt to procure, use or disclose is strictly prohibited.
SharePoint On-Premises
Max recommended
• 200GB per content database
Max supported
• 4TB
• Certain requirements must
be met
SharePoint Online
Minimum 1GB
Maximum 25TB
Site Collection Sizes
34

36. Confidential and Proprietary Information – Property of PinnacleART. Any attempt to procure, use or disclose is strictly prohibited.
Site Collection Storage Metrics
35

37. Confidential and Proprietary Information – Property of PinnacleART. Any attempt to procure, use or disclose is strictly prohibited.
Drill down for more Storage Metrics
36

38. Confidential and Proprietary Information – Property of PinnacleART. Any attempt to procure, use or disclose is strictly prohibited.
URLs and File Names
SharePoint Online recent improvements
• URL length (maxpath) increased to 400
• Can now use # and % in file names
On-premises limits
• URL length limited to 256 characters
• Special characters represented by 3 characters
o Space = %20
o Slash = %2F
• Special characters double when opening or editing a file
o %20 becomes 6 characters instead of 3
o Can cause maxpath to extend beyond 256
– Files can’t be saved, opened or edited if URL is greater than 256 char
37

39. Confidential and Proprietary Information – Property of PinnacleART. Any attempt to procure, use or disclose is strictly prohibited.
Questions?
Theresa Eller
@SharePointMadam | sharepointmadam@gmail.com
sharepointmadam.blogspot.com | slideshare.net/sharepointmadam

40. A special thanks to the Sponsors of SharePoint Saturday 2017
Lunch Sponsor Lunch Sponsor Web Sponsor
SharePoint Saturday 2017 is hosted by
Thank you to the SASUG annual sponsors
Location Sponsor
Join us here for the SASUGSATNUG meetings every 3rd Thursday of the month! Register at
https://www.meetup.com/SATNUG/

41. Confidential and Proprietary Information – Property of PinnacleART. Any attempt to procure, use or disclose is strictly prohibited.
Resources
User Permissions and Permission Levels in SharePoint
2013
Software boundaries and limits for SharePoint 2016
https://techcommunity.microsoft.com/t5/SharePoint-
Blog/New-MAXPATH-limits-in-SharePoint-and-
OneDrive/ba-p/68273