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Published:
July 25, 2016

SharePoint 2016 For Dummies

Overview

Learn all the ins and outs of SharePoint 2016, launch your site, collaborate with coworkers, and go mobile

There's no doubt about it, SharePoint is a complex creature. But when broken down into easily digestible chunks, it's not quite the beast it appears to be right out of the gate—that's where SharePoint 2016 For Dummies comes in! Written in plain English and free of intimidating jargon, this friendly, accessible guide starts out by showing you just what SharePoint 2016 is, translating the terminology, and explaining the tools. Then it helps you create a site, work with apps, and master basic SharePoint administration. Next, you'll learn to use SharePoint 2016 to get social, go mobile, manage content, and connect with others through working with Office 365, archiving documents, developing workflows, and so much more.

SharePoint is truly one of Microsoft's crown jewels. Launched in 2001, it offers organizations a secure place to store, organize, share, and access information under

the Microsoft Office system umbrella—all in a single portal. Whether you're new to SharePoint 2016 or new to SharePoint altogether, SharePoint 2016 For Dummies is the fast and painless way to get a site up and running, branded, and populated with content. Plus, this new edition adds the need-to-know information for administrators, techsumers, and page admins who want to leverage the cloud-based features online, either as a standalone product or in conjunction with an existing SharePoint infrastructure.

  • Get up to speed with SharePoint 2016 and take advantage of new features
  • Set up and effectively manage your SharePoint site
  • Use SharePoint 2016 in the Cloud with SharePoint Online
  • Leverage SharePoint 2016 capabilities to drive business value

If you want to learn SharePoint from the ground up, get your site going, and start collaborating, SharePoint 2016 For Dummies will be the dog-eared reference you'll turn to again and again.

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About The Author

Rosemarie Withee is the president of Portal Integrators and founder of Scrum Now. Rosemarie is the author of Microsoft Teams For Dummies and other Dummies titles.

Ken Withee works for Microsoft and is part of the Azure team. Previously, he was a SharePoint consultant, and he has authored several books on Microsoft products.

Sample Chapters

sharepoint 2016 for dummies

CHEAT SHEET

Microsoft SharePoint Server 2016 provides a web-based platform that your organization can leverage to be more productive and more competitive. With SharePoint 2016, you can manage content, publish information, track processes, and manage your overall business activities.In addition, SharePoint 2016 provides social features, such as microblogging, feeds, likes, mentions, and hash tags, to get everyone in your organization on the same page and communicating effectively.

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Calculated columns are especially powerful for automatically generating data in SharePoint 2016. Don’t be intimidated — the web is full of great formula examples for SharePoint calculated columns. Some common uses include Adding days to a Date column to calculate an Expired or Due Date column Adding Number or Currency columns to get a total Using the Me function to automatically add the username to a field Creating a calculated column To create a calculated column, follow these steps: Select the Calculated column type in the Name and Type options in the Create Column dialog box.
SharePoint 2016 extends the way you think about adding functionality to a site. In previous versions of SharePoint, all containers were considered a type of list. What a list meant was fairly generic. You might have a list that provides calendar functionality, or you might have a list that provides discussion board functionality.
The General Settings page for SharePoint 2016 apps is a simple, self-descriptive settings page. Most of these options are what you configure when you first create the Library or List app, including whether the app appears on the Quick Launch navigation. Changing the title does not change the web address (URL) of the app.
The SharePoint 2016 gallery contains more than 80 Web Parts, as well as List View Web Parts created for any Library or List-based apps that you've made. In addition, your company may create custom Web Parts or purchase them from third-party vendors. Your company may purchase or create additional Web Parts. Conversely, your company may choose not to supply every Web Part in the upcoming list.
An app is a component in SharePoint that performs some duty. An app might be created to store accounting documents or track customer contacts. If you are familiar with the idea of lists and libraries, then you are familiar with apps.When you create an app you choose the type of template it should use. There are templates for things like libraries, lists, calendars, tasks, and discussion boards.
A site template is what you use when you create a new SharePoint site. A site template just provides you with a starting setup for SharePoint. For example, if you choose a Team Site template then the site you create will include SharePoint components designed for a team. Things like a Documents App, Calendar App, Tasks App, and timeline visualization.
Web Parts are reusable components that display content on web pages in SharePoint 2016. Web Parts are a fundamental component in building SharePoint pages. There are a number of Web Parts that ship right out of the box with the different editions of SharePoint and you can also purchase third-party Web Parts that plug right into your SharePoint environment.
Allowing a site’s content structures to inherit permissions from the SharePoint site is usually sufficient. Don’t try to secure everything individually. But at times, you need to secure a folder in an app or limit access to an app. You may want to delegate ownership of an app, thus pushing administrative responsibilities for the app to an app administrator.
To create a Calendar view, you must have at least one Date field in your app. The predefined SharePoint Calendar app, not surprisingly, uses this view as its default. A Calendar view helps users visually organize their date-driven work and events.To create a Calendar view, start as you'd begin to create a Standard view, but in Step 4, click the Calendar View link.
The most common kind of view you create in a SharePoint app is a public, Standard view. A public view can be used by anyone to view the contents of an app.Standard views have the following traits: They’re accessible by all browsers, including Firefox, Chrome, and Safari. They have the most configuration options, such as filtering, grouping, and editing options.
Thankfully, finding the Site Settings page in SharePoint 2016 is as easy as two clicks of the mouse. Click the Settings gear icon and choose Site Settings. Opening the Site Settings page.When the Site Settings page loads, you see a number of links all grouped into various categories. The Site Settings page can be daunting and overwhelming.
You’ll find a number of different administrator levels in a SharePoint deployment. Administrators usually have full access over the area they’ve been charged with administering. The levels of administrators in SharePoint are Server administrators: By virtue of having local administrator access to the physical server, a server administrator can do anything from the server console.
Most SharePoint apps are based on a list or library. A list or library has a settings page where you can configure your app. To view or change the configuration settings of your Library or List app, use the Library Settings or List Settings page. This page is the hub where you can find all the options for configuring and customizing your List or Library app to meet your business requirements.
When you create a new SharePoint site you choose a template. Depending on the template you choose, your site already has a number of apps by default. You can add more apps to your site, however. For example, you might want to add a Survey app to your site.You can add an app (for example, the Survey app) to your site by following these steps: Click the Settings gear icon and choose Add an App.
SharePoint 2016 team sites contain a site icon in the upper-left corner. The default image in a team site is a blue rectangle with the SharePoint 2016 logo. SharePoint has a setting that allows you to change this image. In the past, you had to worry about the exact size of your logo. SharePoint 2016 dramatically simplifies the process by letting you choose a logo image from your computer or from a Library app somewhere on your SharePoint site.
A composed look in SharePoint is a collection of colors, fonts, and layouts that all come together to display your site with a certain look and feel. SharePoint comes with several predefined looks, and your organization may have added others to coordinate the look and feel of other sites.To change the look of your site, follow these steps: Click the Settings gear icon and choose Site Settings; in the Look and Feel section of the Site Settings page, click the Change the Look link.
Navigation can be static in SharePoint 2016. Most clients don’t want pages and subsites showing automatically in their navigation. They usually want a static menu that doesn’t change when someone publishes an article page.You can opt to use a static navigation menu by deselecting the Show Pages and Show Subsites options in the navigation settings for each site.
One cool thing you can do with Web Parts in SharePoint 2016 is connect them to each other. This allows you to use one web Part to filter the values of another Web Part. This is a very powerful feature that allows you to create useful, data-driven web pages in your team site.Follow this process to connect two Web Parts: Add both the Web Parts you want to connect to your web page.
If RSS isn’t your thing, you can opt to receive email notifications when SharePoint apps change by creating an alert. Alerts are a great way to keep track of the changes your teammates make to documents and items.You need the Create Alerts permission to create alerts. This permission is granted usually with the out-of-the-box configuration of the Site Members SharePoint group.
In theory, you could set up security once for a SharePoint site collection and allow everything to inherit. In reality, you may not want everyone to have the same access. In order to create unique permissions for a site, app, folder, or item, you have to stop inheriting permissions from the parent. Creating unique permissions for a subsite You must be in a subsite to create unique permissions; the following steps don’t make sense otherwise.
Each SharePoint team site has its own Top Link bar — a common navigational element used to provide access to resources across all subsites. The Top Link bar is a series of tab links that run across the top of the page. The links that appear in the Top Link bar often display the titles of all the subsites.A common source of confusion though is that you can edit these links to point to anything you want.
SharePoint team sites display a list of navigation links on the Quick Launch navigation along the left side of the page. The Quick Launch, also known as the Current Navigation, displays links to featured site content such as apps and pages. By default, the team site Quick Launch includes three very important links: Home: A link back to the main start page for the team site.
Chances are that you’ll want to modify your SharePoint views over time. Below, you find out how to modify your views and set one as the default view that users see when they browse to an app. SharePoint also provides a couple of built-in views that you may want to customize. Modifying your views After creating your fabulous new view, you may find that you need to change it.
Managing permissions in SharePoint is tricky, and the steps you find here are only recommendations. These aren’t the only ways to manage permissions. Try a scenario to help you better understand permissions. Assume you have a site with the SharePoint groups outlined here. SharePoint groups Members Site Members John, Bill, and Steve Site Visitors Mary, Sue, and Sally Everything in the site inherits from the top-level site.
SharePoint 2016 allows you to configure which users can use SharePoint Designer to access your site. Before you jump to the conclusion that you don’t want anyone doing that, bear in mind that the role of SharePoint Designer has changed. SharePoint Designer is the primary tool used for developing workflow. Workflow has a number of powerful abilities that maximize processes.
Before you dive in to creating your custom SharePoint app, you should do some planning. Capturing information is nothing new. Ancient civilizations (millennia ago) used stone or clay tablets, pre-computer organizations (decades ago) used typewriters, and many organizations still use Excel. Often, the problem with data is not in collecting it but in sharing and aggregating it.
SharePoint 2016 offers you all kinds of settings to customize things exactly the way you want them. Among these many options are the rating, audience targeting, and form settings. Rating settings Rating settings is a simple Yes/No option to allow the items in the app to be rated by users. The Rating feature is a much requested feature.
Microsoft SharePoint Server 2016 provides a web-based platform that your organization can leverage to be more productive and more competitive. With SharePoint 2016, you can manage content, publish information, track processes, and manage your overall business activities.In addition, SharePoint 2016 provides social features, such as microblogging, feeds, likes, mentions, and hash tags, to get everyone in your organization on the same page and communicating effectively.
There are a few things you should know about SharePoint 2016 page types. A web page is a document that is displayed in your web browser. The only difference between a web page and a regular text document is that a web page has special markup that tells the web browser how to display it. SharePoint takes the details of the special markup and throws it behind the scenes.
In order to edit the contents of a SharePoint 2016 page, you need to access the Ribbon. The Ribbon is tucked away in the header of the SharePoint 2016 team site and is accessed by clicking the Page tab. When you click the Page tab, the header automatically switches to the Ribbon, and you can begin editing your SharePoint page.
You turn on and off features by activating and deactivating them in SharePoint. Features are activated at two different levels. The first is a site collection; the second is a site. Features activated at the site collection level affect all sites contained within the site collection. Features activated at the site level only affect that particular site.
As the march to the cloud continues, technologies are changing to accommodate this march; workflow is a prime example. SharePoint recently introduced a workflow platform named SharePoint 2013 Workflow Platform.If your organization is using SharePoint On-Premises, then the workflow platform is a separate (but free!
SharePoint 2016 is a massive and complex product. Not only is SharePoint itself complicated but it relies on a whole series of other technologies to make the magic happen.The SharePoint 2016 technology stack consists of: Computer servers: At the root of any software system is a physical device called a server.
SharePoint 2016 offers you lots of great functionality with advanced app settings. Advanced settings include many powerful configuration options for Library and List apps: Content Types: Allows you to add and remove content types associated with the app. Document Template (Library app only): Allows you to specify the default template, such as a Word, Excel, or PowerPoint template, that is used when someone clicks the New button to create a new document.
Validation is a formula or statement that must evaluate to TRUE before the data can be saved. SharePoint 2016 has two different types of validation: column-level and app-level validation. The difference between column and app validation is that column validation compares only the data in that single column to some test, such as whether a discount is less than or equal to 50%.
The Versioning Settings area in SharePoint 2016 contains some of the most sought-after settings in any app. Versioning settings cover most of the document management or content management choices. So your new document/content management mantra is approval, versioning, and check out. You can say it in your sleep.
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