Web Technologies

Sharepoint Basics

What is SharePoint

  • SharePoint is a collaborative platform to publish the content, build productivity apps, to track our projects and keep our team connected in the modern workspace.

Why Share Point

1.Manages your projects

          It helps to manage projects in one place. It shows u all the info in Gantt Chart View. So, it is easy to track projects easily. We can divide one project into no: of activities that needed to be performed for successful completion of the project. We can also bring the issue tracking system which keeps the track of issue that comes up with the project.

2.Manages Reports

         We can simply create a report in excel by simply reporting all the data to excel.

3.Manages calendar and contacts

               Integrates with outlook calendar

4.Easy to Manage

        Since all data will be stored in one SQL server we can easily manage it. No need for data in the local system

5.Alerts

        Alert will be given as soon as there is a change on your site. For example, when anyone uploads a daily report, apply for leave.

6.No special training required

        No special training required for users because its ui is very easy to understand.

SharePoint features

  • SharePoint features makes it different like
  • Intranet
  • Documents
  • Collaboration
  • Extranet
  • Websites

SharePoint 2013 and SharePoint 2016 differences

  2013 2016
Content Database size 200gb 1+TB
Site Collections per Database 5000 100000
App launcher no yes
Search application Index 100 million items Index 500 million items
Min roles no yes
Upload file size 2gb 10gb
Zero Down Time patching no yes
5000 threshold override yes yes

Advantages of SharePoint

  • Centralized Administration
  • Customizable
  • Collaboration
  • Security and Integrity
  • Ease of Use

SharePoint Architecture (Physical and Logical Topology)

     Physical Architecture mainly contains

  1. Front End (Web Front End)
  2. App Server
  3. Sql

       Logical Architecture mainly contains

  1. Farm
  2. Web Apps
  3. Site Collections
  4. Sub Sites/Root Site
  5. Lists and Libraries

Min Role

While configuring SharePoint farm, we can select the role of a server when you create a new farm or we can join a server to an existing farm. SharePoint will automatically configure services on every server based on the server’s role

Min Role Farm Topology

Six predefined roles are available for creating a new farm. SharePoint automatically configures the services as per the role selected.

Benefits of using Min Role Farm Topology

  • Simplified Deployment
  • Improved performance and reliability
  • Simplified capacity and farm scalability

Farm

Group of one or more server computers works together to provide SharePoint functionality.

 Share Point farm contains

  • On a Farm, we will be having 1 or more Web Apps
  • On a Web App, we have one or more Site collections
  • On a Site Collection, we may have multiple sites/ webs
  • On a web, we may have multiple Sub webs
  • On a sub web, we may have multiple lists
  • On a list, we may have many list items

App Server

These servers provide services running on them. They are there to provide specific service needed such as Excel, Search, User Profile info, etc.

Site

Site is a website that contains different share Point web parts like doc library, calendar, Task List, etc. It contains one or more pages to display to the user.

Site Collection

Generally, a Site Collection is a collection of SharePoint sites that share similar features like content types, templates, site columns, permissions, web parts, etc.

 Separate site collections

  • Unique set of users.
  • Unique and separated databases
  • Unique set of workflows, content types and site columns

Single Site Collection with Sub Sites

  • Shares data and content from site to site
  • Shared permission management across all sites
  • Single Database

Features of share point 2007

1.Collaboration

        We can work easily, efficiently and effectively with other people in your organization. For example

  1. Share documents, contacts, tasks and calendars
    1. Share ideas with blogs
    1. Manages projects
    1. Manages documents and some types of lists offline
    1. Access content on mobiles
  2. Enterprise content management

           It provides the foundation for document management tasks, such as versioning, auditing, and workflow. It extends these capabilities to deliver enhanced documentation, web content management, and publishing record management, records management, policy management, and content management is divided into three categories mainly Document management, records management and web content management.

2.Workflow

           The process will depend on the flow of information or documents, requires the active participation of info workers to complete the tasks. it implements and manages these types of process.

3.My sites

                  Site is a website that contains different share Point web parts like doc library, calendar, Task List, etc. It contains one or more pages to display to the user.

4.User profile

    It maintains the user profiles and all the information about them.

5.Search

    It provides a consistent and familiar search and improved manageability and extensibility.

Farm level features

  • Data connection library
  • Excel services
  • Global web parts
  • Spell checking

 Enterprise features

  • Excel services
  • Report center
  • Business data catalog

 Features of share point 2010

1. Sand boxed solutions

     Admin may limit the resources per application basis and they run under a different process together to give security and isolation.

2.New user interface including ribbon

       The user interface has been changed so that a user will be able to perform operation just with few clicks.

3.Access services

        Edit, update and create and create Microsoft access databases that can be viewed and manipulated by using the browser or linked HTML page.

4.Managed metadata

       It is a hierarchal collection of centrally managed terms that you can define and then use as attributes in share point.

5. Central administration web site

       It provides a better user experience and makes it easier for an administrator to find what they are looking for. It groups the major functional areas like application management, monitoring, and security. It is also equipped with a ribbon UI which makes easier to view.

6.New hardware and software requirements

        Some new hardware and software requirements are added.

7. Business data connectivity services

        It provides read/write access to external data from databases, web service and other external systems. We must be aware of the business data catalog. It had been replaced by business connectivity services(BCS).  Using BCS we can read/write back to external systems and we can read data from external systems.

8. Visio services

            Improved UI with ribbon which improves its usability and makes it consistent

  1. Permissions can be set for every individual user.
  2.  Saving and deleting site templates is now possible
  3. Support for attaching workflows in content type
  4. Create content types and attach to lists
  5. developer dashboard

      it displays the performance and tracking info in the bottom of every page. Developers can use this information to debug and troubleshoot issues.

9.New share point developer tools in visual studio 2010

         a new set of tools introduced in visual studio 2010 which makes share point apps easy as other .net apps. New tools include project templates for many of share point application types such as web parts, lists modules application pages, workflows, user controls.

10.client object model

         it is a new programming interface where code runs on the user’s client machine against a local object model and interacts with data on the server.

11.Language integrated query for share point

                  You can use language integrated query (LINQ) objects to query lists.

Features of share point 2013

  • excel services
  • access services
  • user profile service
  • search
  • business connectivity services
  • performance point services
  • content management

          simplify how u design publishing sites and publishing process of our organization.

  • translation service

         it translates the content to other languages also.

  • workflow services

                  Process will depend on the flow of information or documents, requires the active participation of info workers to complete the tasks. it implements and manages these types of process.

  • mobile features

Service applications

  1. Access Service

         Let the user to view edit and interact with access 2010 databases in a web browser.

  • App Management Service

          Is responsible for storing and providing info and permissions, licenses

  • Business Data Connectivity Service

         It provides read/write access to external data from databases, web service and other external systems. We must be aware of the business data catalogue. It had been replaced by business connectivity services(BCS).  Using BCS we can read/write back to external systems and we can read data from external systems

  • Machine Translation Service

          It allows to translate the content to other languages also

  • Managed Meta Data Service

         It is a hierarchal collection of centrally managed terms that you can define and then use as attributes in share point   

  • Search Service

          Crawls content, produces index partitions and server search queries

  • Secure Store Service

          Provides every single sign on authentication process to access multiple applications or services

  • User Profile Service

             Adds support for my sites, profile pages, social tagging and others

  • Visio Graphics Service

     Improved UI with a ribbon which improves its usability and makes it consistent   Permissions can be set for every individual user. Saving and deleting site templates is now possible Support for attaching workflows in the content type. Create content types and attach to lists

  1. Word Automation Service

Performs automated bulk document conversations

  1. Work Management Service

             It provides the functionality to aggregate tasks to a central location server. Users get the possibility to view and track their to-dos and tasks. Tasks can also be cached to the user’s personal site

 Share point online

  • No need for IT team for server maintenance Microsoft will see the maintenance and automatically updating and adding patches.
  • Cost is as per the annual subscriptions for office 365 plans billed.
  • Cheap storage cost.
  • No requirement of people for maintenance.
  • In a cloud environment, we can share the content to the external users like clients so that this may risk the security of data.

  Advantages

  • It simplifies the ever day business activities by easy searching, tracking and getting required information regarding projects with in less time.
  • It enables employee to make better informed decisions by creating live or interactive business intelligent portals that displays the critical information.
  • Secured and ease of use.
  • Manage and reuse content, speedup business process.

Collaboration

  • Collaboration is nothing but bringing people together through different types of collaboration by web content management, social computing, enterprise content management.
  • Collaboration is managed through the apps in 2013 version of share point.
  • Developers can customize, extend or build their own apps for share point as well a manage collaboration on share point.

Platform

  • Share point is a platform that not only supports the collaboration and interoperability, but also a set of development tools and extensibility.

Inter-operability

  • Share point is also about bring the collaboration together through the interoperability such as web based document integration, integrating with the wider  web technologies or deploying applications to the cloud.

Site Content type

     Content type is reusable collection of metadata, workflow, behavior and others for items or document. It enables u to manage the settings for a category of information in a centralized, reusable way.

How to create a content type

  • Goto site settings in that click on site content types.
  • Click on create
  • Enter name u need to give that content type
  • Select the parent content type carefully if we select the document content type it can be accessible within the library only and if we select the list content type it can be used only in lists not in libraries
  • Select the parent content type from so that it can inherit the content type from another content type.
  • We can also add site columns from add existing site columns so that whenever we add a content type to the list or library automatically those columns are added.

Site Column type

            It describes how data is stored and displayed in list or library.

  How to create a Column type

  • Goto site settings in that click on site Column types.
    •    Click on Create Column
    • Enter name u need to give that Column type
    •  Select the type of information in the column that provides the type of information it is going to store

There are 14 types of column types available they are

  • Single line of text
  • Multiple lines of text
  • Choice
  • Number
  • Currency
  • Date and time
  • Lookup
  • Yes/no
  • Person or group
  • Hyperlink or picture
  • Calculated
  • Task outcome
  • External data
  • Managed metadata

Share point Foundation

  • Share point is the essential solution for the organizations that need a securable, manageable, web-based platform, this share point foundation feature helps to provide basic collaboration features.
  • Share point foundation is downloadable and free, it includes no of features like security, administration and team site collaboration.

Features of share point foundation

  • Effective documentation and task collaboration
  • Better control on the organization business data
  • Reduced implementation and deployment resources
  • Embrace web for collaboration

Share Point hierarchy

                            Farm

                               ↓

                       Web applications

                               ↓

                      Site collections

                               ↓

                             Sites

                               ↓

                             Lists

                               ↓

                         Documents

Scopes

  • Farm-level scope
  • Web app scope
  • Site collection
  •  Subsite

Library

  • Versioning is allowed.
  • Check-In /Out is there.
  • Editing of a document is allowed.
  • We can perform search operation by the title of the document.
  • Able to see the title of the document and can also rename the file.

 List

  •  Versioning is not allowed.
  • Check In /Out are not there.
  • Editing of document is not allowed.
  • We cannot perform search operation by title of document.

 View

     The view is also a list it means that you can turn any list of info into a calendar or at least any data contains dates.

Options available in views are

  • Name
  • Columns to be shown and there will be some default columns
  • Sort
  • Filter
  • Tabular view
  • Group by
  • Totals
  • Style
  • Folders
  • Item limit
  • Mobile

 There are different types of views available are there

  • Standard view
  • Calendar view
  • Datasheet view
  • Gantt view

 Templates available in list/libraries

  • Calendar
  • Category
  • Document library
  • Micro feed
  • Site assets
  • Site pages
  • Style library
  • Announcements
  • Custom list
  • Form library
  • Wiki page library
  • Picture library
  • Links
  • Contacts
  • Promoted links
  • Discussion board
  • Survey

    Calculated formulas for

   Numbers

  Conditional formulas

  Text based

  Date and time

Share point server

  • Share point server provides the extended features of the share point foundation that is the advanced collaboration features.

Features of share point server

  • Web content management
  • Enterprise services
  • Advanced search and business connectivity services
  • Records management
  • Social networking and computing

How to create Data Sheet view

  • Click on create view
  • Select data sheet view
  • In settings select the columns u need to display, sort, filter, number of items to display and can also add a new column

List view threshold

           It restricts the amount of list data that can be queried and displayed. 5000 items are the limit.

  To overcome the list view threshold problem

  • spread the content 
  • create sub folders
  • setup metadata
  • index the columns
  • create filtered views
  • There will be a limit to display number of records
  • adjust default view

otherwise,

  • central admin → app management
  • manage web apps in ribbon
  • select web apps u want to edit
  • select general settings
  • edit list view threshold item limit

Office 365

Office 365 is a fully cloud model of a share point, it is an alternate option for the on-premises data center

Features of office 365

  • This has become a great place for developing the applications without the cost of on premises infrastructure
  • Capability for customizing any of the share point edition like server, foundation and the office 365
  • Office 365 doesn’t provide same services as share point foundation and share point server but consists of more additional featured for developing the applications.
  • Licensing the share point with office 365 is based on the features you want and how much data can be stored and the no of users

how to create a list as a template

  • Open the list you want to save as a template
  • Click settings and then click list settings
  • In the permission and management column, click save list as template.

Roles of SharePoint

        There are 4 different types of roles in Share Point they are

  1. SharePoint Administrator 
    1. The role of share point admin includes the setting up the share point infrastructure with servers and services
    2. He requires the knowledge of both SQL server and windows server
  2. SharePoint Developer
    1. The minimum role of a developer is to develop the custom web parts and components for share point
    2. He requires the knowledge about c#, VB.net, JQuery, HTML, CSS
  3. SharePoint Designer
    1. These are responsible for all the non-programming customization of share point solutions
    2. He requires the knowledge about caml, xml, xslt
  4. SharePoint Architect
    1. He needs to collect, transform, validate and map functional and non-functional requirements
    2. Plan and architect infrastructure integration
    3. Define solution
    4. Map most of solution requirements to existing features of share point

Mounika Donthi

Leave a Reply

Your email address will not be published. Required fields are marked *