What you need to know to be a SharePoint Site Collection Admininstrator

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You’re the Site Collection Admin
Theresa Eller
@SharePointMadam | sharepointmadam@gmail.com
sharepointmadam.blogspot.com | slideshare.net/sharepointmadam

2. Confidential and Proprietary Information – Property of PinnacleART. Any attempt to procure, use or disclose is strictly prohibited.
Thank You Sponsors!
Join Us for SharePint!
6:00pm
Buffalo Wild Wings
The Promenade at Howard Hughes Center
6081 Center Dr #105
Sponsored by

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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

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Speaking Engagement Locations

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Pinnacle Advanced Reliability Technologies
We help process plants
(e.g., refineries, chemical, and water/wastewater)
reduce risk
optimize cost
and
ensure compliance

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In SharePoint, we call this…
Governance

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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

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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

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SharePoint Site
9
It starts with a sheet of notebook paper
Math

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Growing Your SharePoint Site
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Then you add more paper
Algebra Geometry

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A Different SharePoint Site
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Then one day you have a paper that’s not like the others
Science
Chemistry Physics

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Organizing SharePoint Sites
To stay organized, you put your papers into binders
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SharePoint Site Collection
Each binder is a SharePoint site collection!
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15. Settings
Settings Wheel | Settings Page

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Settings Wheel
15

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Settings Page
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18. Permissions

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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
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The difference is the ability to download!

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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
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All permissions to all
sites, lists & libraries
in the site collection
Full Control
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Academics
Math Science

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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
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Share
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Invite People
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Shared With
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Advanced Sharing / Grant Permissions
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27. Audit Logs

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Site Collection Audit Settings
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Audit Log Reports (1/3)
Custom Reports
• Run a custom report
Manually specify the filters for your Audit Report.
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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.
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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.
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32. Recycle Bin

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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
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34. Storage Metrics

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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
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Site Collection Storage Metrics
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Drill down for more Storage Metrics
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Thank You Sponsors!
Join Us for SharePint!
6:00pm
Buffalo Wild Wings
The Promenade at Howard Hughes Center
6081 Center Dr #105
Sponsored by

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. 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