office 365 team sites - meetupfiles.meetup.com/5050862/office 365 team sites - amit vasu.pdf ·...
TRANSCRIPT
Office 365 Team Sites
What is team site?
Team Sites
A place to work together with a group of people. Team information Collaboration
Team Site Default Artifacts
Getting Started
Documents
Notebook
The tiles help explain some of the ways you can tailor the site to the project at hand
Team site comes with a library for storing documents, which is automatically shared with everyone who has access to the site
Digital notebook you can use to write, add pictures and videos, paste in clippings from websites or documents.
NewsfeedThe site’s newsfeed is a lightweight and simple way to have ad-hoc conversations with the people involved in the project
What should be included in Team Sites.
It depends on type of site you are working.
Most common features are given by SharePoint
Getting Started tiles represent common apps that you might want to add to your site.
“Working on a deadline?” installs the Tasks and Calendar apps.
“Keep email in context” installs a brand new add-in called “Site Mailbox”.
“Add lists, libraries and other add-ins” redirects to Add-In Page
DEMO – Team Site
Sub-Site OR Pages?
What is Sub-Site
Sub-site is a site that lives under another site.
Container of potentially dedicated Lists/Libraries and Pages
Can have unique permissions.
What is a Page
Page is a view to display content to make it easy for your team members.
Typically inherited security.
When do I use Site?
You require unique permissions
You need supporting lists and libraries that are logically separate from other lists and libraries
Want separate Master Page (Look and Feel)
You don’t want to manually manage navigation.
DEMO – Site vs Page
What NOT to do
Avoid where possible
SharePoint is not a file-share
Keeping all controls with IT
Not planning for Search
SharePoint Designer customizations
Too much information for users
Document Organization
Avoid Folders
Folders should be used as exception
Use Document Sets instead
If used for security reason change view to show content without folder.
Content Types
A content type is a reusable collection of metadata (columns), workflow, behavior, and other settings
Site content types help make it easy to provide consistency across a site.
Use your own content type instead of default content type.
Metadata
Metadata is information about information
Consistent use of terminology
Help with your search
Managed Metadata for hierarchical terms
Involve business in defining metadata
Security
Site Security
Security are applied either to individual users or to SharePoint groups.
AD Groups can be used if DIRSYNC configured
Hybrid security i.e. SP Groups and AD Groups.
Use security inheritance where possible.
Access Request
Two scenarios User without permissions requests for permissions User without “Manage Permissions” shares with new users
How to enable it Outgoing email setting “Access request email” setting at web
Access Request List Exists in EVERY uniquely permissioned Site (WEB). Stores every access requests & invitation Only users in Associated Owners group can access the list Recipients are notified only after Owners approve
Access Request
Access denied
User gets
Access
Denied
Requests
access
Sharing without “Manage Permissions”
User shares a site
with a recipient
who doesn’t
have access
Access request
created
Admin
notified of
pending
access
request
by email
Approves
access
request
from
access
request
list
User is
notified
by email
with a link
to the
resource
External Access & Invitations
External user invited
This creates invitation in
Access Request List
Invitation email sent
to guest with
invitation URL
Guest clicks URL.
Verification of validity of
invitation and if
external access is enabled.
Guest signs in with
Microsoft Account or Office 365 Account.
Verification of redeemer.
Guest added to
SharePoint Online
Directory Service & to
site collection
Guest gets permissions
on the object & is redirected
to it
Security validations Check if External Access is enabled Check if invitation is valid Check if redeemer is the same
Features blocked for authenticated guests SkyDrive Pro, Newsfeed, Following, Sites hub, Site Mailbox
Guest Links
User shares a
document
using Edit or
View link
Hidden user
created and
granted
permissions
on the
document.
Inheritance
broken.
Guest receives
email with
Guest Link.
Clicks on the
link.
Verification:
Are Guest
Links
enabled? Is
this a valid
link? Does the
document
exist?
User
impersonates
the hidden
user and is
redirected to
the document
in web apps.
Security validations Check if Guest Links are enabled Check if the link is a valid link
• Site secret• Does the document exist?
Check if this link has been disabled
External users can… External users can’t…Use Office Online for viewing and editing documents. Create their own personal sites (what used to be
referred to as My Sites), edit their profile, change their photo, or see aggregated tasks. External users don’t get their own OneDrive for Business document library.
Perform tasks on a site consistent with the permission level that they are assigned.
Be an administrator for a site collection
See other types of content on sites. See the company-wide newsfeed
Add storage to the overall tenant storage pool
Access the Search Center or execute searches against “everything.” Other search features that may not be available include: Advanced Content Processing, continuous crawls, and refiners.
Access site mailboxes
Access PowerBI features such as Power View, Power Pivot, Quick Explore, or Timeline Slicer. The
Use eDiscovery.
What External Users can do…
DEMO – Security
THANK YOU