When you are trying to decide on a cell phone plan that would best fit your needs, one of the first questions that the provider will ask you is do you need an individual plan or a family plan. This question is asked, not because one offers better options then the other but to determine which one would work best for your unique situation. The same goes for site collections and subsites. When trying to decide which one to use, the question is not which is better because both have great advantages. Perhaps the more important question is: to Share or not to share?
Just like an individual cell phone plan, a site collection stands alone. A site collection is not associated with another site, it is the top level and it has its own unique permissions and URL address. A site collection is not hosted by any other site but rather it can host sites below itself. Since the recommended limit of data in a site collection is 200GB or less, separate site collections work well in companies that have large amounts of data that needs to be broken down into multiple departments. A site collection has its own unique content, columns, and workflows. Therefore, a site collection plays by no other site's rules because it creates the rules!
If you like the idea of not sharing, a site collection is the best choice.
Subsites are the opposite. Just like opting for a family cell phone plan, a subsite is all about sharing and being managed by the parent site. A subsite can inherit it's permissions, contents and workflows from its parent and the URL along with the navigation is usually closely associated. The look and feel of a subsite is similar to the top level site and information exchange between other sites in the collection is effortless!
If you want to share, you want a subsite
So there you have it! Site collections verses subsites really doesn't have to be a complicated topic. Truthfully, it doesn't even require that much thought on your part. Just ask yourself one simple question: To share or not to share?
For anything and all things SharePoint, don't settle for the basics, Call the experts today!
dataBridge- SharePoint is all we do!
I don't know about you but when I see an 8-legged creature, most commonly referred to as a spider, I am not fascinated at all! However, when it comes to the web, the thought of "Spiders crawling your content" is quite intriguing!
In the same way that spiders are meticulous little arachnids when it comes to gathering food and building their webs, so are web spiders.
Consider the great deal of detail that spiders put into building those fascinating webs, the strength and elasticity of the silk that the web is made of and how resilient spiders are when it comes to being interrupted and starting again. The same concepts and methods are used with search and content crawl in SharePoint Server 2013.
The SharePoint search system or "Web spider" carefully searches content in a site, user profiles, past searches and the world wide web, gathers the information and puts together a database of information that it can run search queries against. However, it doesn't stop there, it continuously searches for the latest and most up to date information to ensure that the content is always fresh. SharePoint Server 2013 gives you the option to pause or stop a crawl smoothly and resume when you are ready to do so. Just like the spider, the search system in SharePoint Server 2013 was designed to be intelligent, swift and alert and it delivers!
So, the next time you walk into a spider web, right as you begin to start karate chopping the air....try to think about the work that went into building that silky masterpiece and smile. OK, so maybe you won't smile and maybe you won't even think before you sweep down that web in the corner wall of your family room but you should definitely think about your website and the dependability of your search engine. Are you using best practices for crawling and search? Are you getting fresh results?
For questions like these and more, call the experts because SharePoint is all we do!
Yashika Smith -
If you are anything like I was, you probably hear the word SharePoint and the first thing that comes to mind is, “what is SharePoint”? Before I started working with dataBridge, I had very little knowledge of the SharePoint world and all that it entails. After jumping into the SharePoint world, I can tell you that there is more to SharePoint than I could have ever imagined but with SharePoint, whether in a business setting, a personal setting, an organization of 10 or an agency of 10,000; SharePoint is a place where you can securely store, share, organize, and access information from just about any device.
SharePoint is a platform for several different programs. SharePoint can be as simple as providing shared space to store documents or it can be so embellished that it searches through your data to find trends and patterns that best fit the company through Business Intelligence. Whether you need an intranet, website or a place for collaboration; SharePoint has what you are looking for.
Listed below are the most common ways SharePoint is utilized in companies today:
A SharePoint website is a site that can be used to share, update and manage information publically for a company. A SharePoint site offers many different features and the ability to control how individuals sees your content, how much they see, and how long it is available. SharePoint sites also give you the flexibility to make changes to your pages and add graphics and/or text.
A SharePoint intranet is an internal site used for sharing information between employees of a company. Company announcements, the latest company news, policy updates, and heavily used documents can live in this site and can be available to all employees. A SharePoint intranet also give you the ability to customize the different levels of access by setting permissions for the different users in the site. There is also the option to set up blogs and discussion boards to make communication that much easier.
A SharePoint extranet is a site used to share information with a company that you may have a partnering relationship with. A SharePoint extranet gives you the freedom to share necessary information pertaining to a shared project without the worry of other companies having access to information that is exclusively designated for your company alone. A SharePoint extranet is also a place where necessary documents and communication between contracted individuals or agencies can take place securely.
Document storage space in SharePoint, also known as a document library, is a centralized location used for the storage of documents. Document storage in SharePoint is ideal because it serves as the one place that a company’s documents live without the inconvenience of material being locked away on an individual’s hard drive. A document library in SharePoint offers features like: versioning history, check out to edit, setting alerts on a document or the entire library. A document library takes the hassle out of tracking down a document because they all live in the same place and can be accessed by anyone within a site collection.
Like I mentioned above, these are just the common ways that SharePoint is used. There are so many wonderful features and best practices that SharePoint uses to help you company flow internally and well as publically. There are out-of-the-box options, as well as the option to customize things to fit your wants and needs. If you have questions about specifics or general functions in SharePoint, leave a comment or contact us through our website today.
Yashika Smith -
- To import an Excel Spreadsheet to a SharePoint 2013 site: Navigate to the Settings wheel and click on Site Contents
- Click on the add an app icon on the Site Contents page
- Select the Import Spreadsheet app in the app list (Found on the last page of my list)
- A new page will pop up allowing you to name, describe, and import your spreadsheet. Find the file that you would like to import and click Import.
- A dialog box will appear prompting you to select a range type (which should be prefilled) and select Range (There should be only one available), then click Import.
- Your spreadsheet should now be imported and available for viewing.
Discover SharePoint Series
Get more out of SharePoint with these FREE demonstrations
If you're like most users, you are using a portion of the features SharePoint has to offer. Want to see a live demo of some of the things SharePoint does best? Register for one, or all three of these FREE dataBridge SharePoint webinars. No drawn out powerpoint presentations... Live demonstrations with takeaways you can implement today.
Process Automation - Forms & Workflow
January 13th 2:00pm
- Learn to easily sign, verify, approve, accept and audit documents, list items and records.
- What processes can workflows automate, and a look at what's next with forms and InfoPath.
- Workflows Made Simple! - Overview of Nintex forms and workflows.
Managed Metadata & Doc. Management
January 20th 2:00pm
- Take the next step in your understanding of the powerful ways that taxonomy can be used in SharePoint.
- Understand how and why to use site columns and content types.
- Discover advanced features of the term store including managed metadata for site navigation.
Reporting and Business Intelligence
January 27th 2:00pm
- Get the insight needed to make better decisions using SharePoint BI.
- See Excel Services, PerformancePoint Services, Visio Services, PowerPivot, SQL Services and Power BI in action.
- Learn how SharePoint can fetch and deliver your line of business application data.
Michael Fuchs -
President & CEO
In previous versions of SharePoint, branding a site required
specific technical expertise. However,
in SharePoint 2013, end users can author, design, brand, and extend sites, site
design and branding elements as well as behaviors.
Instead of needing the knowledge of content placeholders
required on a master page or how a master page implements certain classes of
styles, SharePoint 2013 introduces Design Manager.
“Design Manager” really should have bells and whistles sound
each time the name is said. It’s really
quite useful. It is a part of the
Publishing Portal site collection template, a new interface and central hub for
managing all aspects of branding your SharePoint site.
Design Manager uses a step-by-step approach for
creating design assets to brand sites. First, upload design assets (images,
HTML, CSS) and then create your master pages and page layouts. You can preview
your design in real-time on the server as you are designing it. (We’ll talk more about custom components in a
later blog. )
design master pages in HTML, and design HTML page layouts in the HTML editor of
your choice. When your brilliant design
is finished, upload the HTML and supporting files. This is where Design Manager begins to do its
magic. It converts the HTML file into an
ASP.NET master page (.master) file and you can apply the master page to your
SharePoint site. Use Design Manager to create a new page layout, and the HTML
version of it is automatically associated with the corresponding ASP.NET page
(.aspx file) that SharePoint interprets.
After you’ve converted your HTML files, you can still use your
HTML editor to continue to refine your design, preview your files, and save
them. Every time you save the HTML versions of the master page or page layout
files, SharePoint 2013 automatically updates the associated SharePoint master
page and page layouts to reflect your changes.
With Design Manager, you only have to edit the HTML files
without SharePoint developer know-how.
You’ll just look like you know
you’re in a hurry, SharePoint 2013 also includes HTML starter templates. If you
want to start from these files, create a copy of the HTML file (the associated
ASP.NET file will be taken care of for you), and then edit the HTML file as
usual. You can also start from just a basic template by using the master page
from minimal template option, which automatically creates the associated master
Michael Fuchs -
President & CEO
Whether you’re new to SharePoint or a pioneer near the first of the century (that sounds like a really long time ago, doesn’t it?), you’re still dealing with files in your library. And, there are lots of ways that they got there. They could have been added one at a time or in a batch. Or, they might have been created within SharePoint.
While adding files may seem like a no-brainer, there are a couple of things that you have to know. Regardless of how files got into the libraries, they all had to follow the rules to get there.
So, if you’re like lots of end users, you might be wondering why you’re getting errors when trying to add files to your library(s). Let’s go over some of the basic considerations for making sure all your documents get where they need to go.
Adding individual files or creating files in a library
Using the ol’ drag-n-drop method is the easiest:
- Open the library
- Locate the files on your computer
- Select the files and drag to the box that says Drag Files Here
NOTE: This is a common venue for an error message. If you don’t have the latest version of IE, Chrome or Firefox, you must have Office 2013 to do the drag-n-drop thing. If you don’t want to (or have permission to) do all that updating, click ‘New Document’ and then ‘Upload files’ using Windows Explorer instead. Make sure you check ‘Keep me signed in’ after you’re done.
Uploading Large or Multiple Files
A few parameters to remember if you are uploading something large or several files that total something large:
- Office 365 has a limit of file size larger than 2GB
- Uploading more than 100 files at a time is not permitted
- Default maximum file size is 250 MB, but it can be increased up to 2GB. Ask your server administrator to verify or increase the file size limit if you have SharePoint on-site deployment.
Creating a New File for a library
- Open the library
- Click new document and chose the type of file you want to create from the dropdown
- In the header, click New Document
Add your information
Save as you normally would
Make sure it appears in your library. If it doesn’t, refresh and try again.
Keeping files organized with the latest versions is one of SharePoint’s finest features. Getting the files setup in a library is a cinch if you follow the basic steps mentioned above.
Michael Fuchs -
President & CEO
Since most of you are probably familiar with social networking on online apps, I’ll dispense with starting from scratch. As I mentioned in my last blog, SharePoint 2013’s social networking no longer insists upon being unique, but has instead adapted to most of the terms and commands that we are all used to.
Today we’ll take an overview of the two major components of SharePoint’s Social Networking:
My Site is the basis of the news feeds infrastructure that supports likes, hash tags, mentions, and the ability to follow content, people, and other sites. This component has been improved to include new, fresh experiences such as microblogging. My Sites are the gateway to the information you’re interested in and to the people that you want to interact with. The content that you store there is yours until you decide if/and/or with whom you share it.
Community Sites are new in SharePoint Server 2013. They provide a forum experience that enables people to discuss common interests. Community Sites provide features to organize discussions, moderate conversations, and promote participation of members through incentives such as reputation points, gifted badges, likes, and best replies. These features help people share and locate knowledge through persistent, searchable information. Community sites are powerful in their ability to organize and recall information from My Sites and Outlook.
Let’s look at the next layer of those components:
Newsfeed — Eureka! This is the actual “meat” of your My Site. You can see the social activities of people and content that you’ve chosen. If you are a toggler, you’ll have a blast toggling between the Everyone tabs, a Mentions tab, and even Activities (the latter is your own personal activities or likes, which is exactly what it says it is: a big list of all of the stuff in SharePoint that you like.)
Tags, Notes and Ratings—Similar to Twitter, you use @ for people and # for content. It’s another excellent way to find precisely what you’re looking for. Tags are basically just keywords tied to data, while Tag Cloud depicts the most popular tags. Tag Profiles show sites, docs, items and/or people who have been tagged with a term. Tag profiles also show a list of community members and any discussion that appears on the Communities Note Board.
If you enter a #tag, SharePoint provides some recommendations for the user to select from, and if a user is identified using the @ tag, they will receive a Mention in their Newsfeed as well as an email, the same way it works in Twitter. Way to get your name out there.
About Me — With SharePoint 2013, it’s easier not to become overwhelmed with information. On the About Me screen, you’ll see your own familiar newsfeed with a link to edit your profile.
SkyDrive Pro — Easy. We all like easy and this is undeniably easier than in SharePoint 2010. Instead of the “Shared Documents” library on your My Content site, you’ll see not only it and all libraries, but also enhancements that make it obvious how to share content with other people. It’s much easier to share and to see what’s being shared with you. Oh, and there’s also a link to see your “followed documents” so you can check in to see any new activity on your own topics of interest.
Tasks — Good news! Although this may look just like it did in SharePoint 2010, it's now much better. Now you don’t have tasks randomly spread out across sites and sub-sites everywhere. When you look at Tasks on My Site, you’ll be able to see all tasks that are assigned to you from everywhere in SharePoint and even from Outlook.
Social Networking in SharePoint 2013 has upped its game in providing support to social computing and collaboration. It assists in an organization to connecting people and reducing employee isolation. Additionally, it manages knowledge and assists in collaboration and information sharing. Not too bad for a #hashtag.
Michael Fuchs -
President & CEO
Whether or not you’re a fan or participant of selfies, chances are high that you’re familiar with common social network speech on Twitter, Facebook, Snapchat, Instagram, etc…
Since I’m not a big fan of reinventing the wheel, I don’t see much point in learning a new set of social networking lingo terms, commands, or directives just for the sake of one system. And, I’ve heard lots of sighs of frustration from SharePoint end-users trying to fit a new protocol into their existing knowledge of social networking.
Well, you may breathe.
SharePoint 2013 has been more natural to your existing social network habits as well as everyday work routine.
It no longer feels like you have to go out of your way to participate socially in your enterprise. Although some of the features are new, others have just been made more accessible and “obvious.” For example, the familiar discussion board has morphed into a new site template called the Community Site.
Social features look a bit different than they did because of some reorganization of the user interface. Instead of marking people as “colleagues” to follow them, you simply “follow” them (or content). When you do, their posts and activities show up in your newsfeed. Sounds eerily familiar, no?
When it comes to My Sites and Profiles, a lot of the familiar components are there, such as the ability to edit your profile, see the organization structure and have your own content. In the next couple of blogs, we will look at some of the new and modified aspects of SharePoint 2013’s Social Networking that I hope make you more comfortable with it. Lots more to share with you. Stay tuned!
Michael Fuchs -
President & CEO
A Community Site in SharePoint 2013 is a new site template that provides discussion capability in the SharePoint environment. It can be used to encourage and categorize discussions across all organizations in a company.
So that’s what it is.
Why would you use one?
First, Communities promote open communication and information exchange by enabling people to share their expertise and glean knowledge. Since Communities are permanent and contain the history of posts and replies, a more recent member of the community is able to jump intelligently into an ongoing discussion after reading background on the site.
Not only does a Community have built-in moderation functionality, it can actually encourage and reward members for their participation. Individuals’ reputations are built on points for posting, replying, receiving likes and giving best answers. Chances are really good that someone will share with you how to invent the wheel prior to investing irrecoverable time doing it yourself.
Last, but certainly not least: Communities help to collect and organize intellectual property that can be difficult to discover unless you’re part of a distribution list. (Distribution lists, btw offer no method of categorizing email.) If you are attempting to search for a needle in a haystack you probably want the best search tools available.
By default, SharePoint groups and permissions for Community Sites differ between levels. Owners and Moderators exercise full to moderate responsibility of the content. Members have permission to contribute to the site. They can view, update, add and delete lists and documents. End-users are most often members and can use the sites to stay connected and advance their own reputation and standing within their organization. Don’t leave this valuable tool on the table; use it!
Michael Fuchs -
President & CEO