7 Key Project Phase Steps for a SharePoint Site

The following are the seven key project phases for a SharePoint site:

1) Concept Studies - in this stage one brainstorms ideas and wireframes them.

2) Concept & Development - in this stage one takes the brainstormed concept and starts to develop the needed content pieces. 

3) Preliminary Design & Completion - in this stage one starts to build the site from a content and design standpoint. 

4) Final Design - in this stage one finalizes the design aspects for the site.

5) Test Launch - in this stage one publishes the site for a core set of users to test.

6) Go-Live Launch - in this stage after aspects found in testing are completed, the final site is published and permissioned.

7) Closeout - in this stage, the project is closed as all documentation, budgets and other resource and project related items are fully completed. 

3 Product Realization Aspects with a SharePoint Project

The following are three key product realization aspects that any SharePoint project will have:

1) Design Realization - What SharePoint templates are available? What layout, graphics and content are needed?

2) Evaluation Process - What SharePoint template works best for what is needed? What features and functionality are needed?

3) Product Transition Process - What aspects work for the SharePoint project? What aspects don't work? As applicable, features, functionality and layout can be explored and expanded to meet the needs of the project.

3 Types of Tags for Use in SharePoint

The following are three types of tags to utilize in SharePoint:

1. Microsoft 365 Tags:
• These tags are a newer feature within Microsoft 365.
• One can create and apply these tags to various types of content, including files, Microsoft Lists, Microsoft Forms, and Loop components.
• To create a tag, click the three dots next to the content item, select “Tag,” and either create a new tag or choose an existing one.
• These tags are personal, meaning they are not visible to others, and they are not tied to the Term Store.
2. Keywords in SharePoint:
• While not traditional tags, one can use keywords to label and categorize content.
• One can create keywords such as “Stack break,” “Line too old,” or “Light too high” to describe specific issues or characteristics related to content.
3. Custom Metadata Tags:
• Although not officially called “tags,” one can use custom metadata to achieve similar functionality.
• One can create custom columns in SharePoint libraries or lists to capture specific information about content.
• These columns act as tags, allowing one to classify content based on different criteria (e.g., page type, business function, audience and location).

Top 3 Ways to Aggregating Content in SharePoint

The following are the top three ways to aggregate content in SharePoint/

1. News Web Part:

Allows one to roll up news and announcements from different sites into a single site. Some ways to use it:

• Edit the page where you want to aggregate news.
• Add the News Web Part to the page.
• Click the pencil icon to access additional settings for the web part.
• Choose from the following data roll-up options:
• This site: Displays news posts created and posted on the current site.
• All sites in the Hub: Rolls up news posts from all sites within the Hub (available only for Hub sites).
• Select sites: Manually select sites to roll up news posts from.

2.Events Web Part:

• Similar to news, one can also aggregate events using the Events Web Part (SharePoint Calendar/Events, not Outlook Events):
• Edit the page where one wants to aggregate events.
• Add the Events Web Part to the page.
• Click the pencil icon to access additional settings for the web part.
• Choose from the following data roll-up options:
• Events list on this site: Displays events from a specific calendar on the chosen site.

 3. Custom Search Verticals:

• Create custom search verticals by getting familiar with managed properties and Keyword Query Language (KQL).

Top 3 Info on SharePoint and Microsoft 365 Groups

The following are three top aspects in regard to SharePoint and M365 groups:

1. Microsoft 365 Groups:
• Purpose: Microsoft 365 groups let users share content through SharePoint and OneDrive, as well as manage group-related elements across various Microsoft products. Via this aspect, they allow for collaboration.
• Creation: One can create Microsoft 365 groups in several ways, and each method generates related elements from other Microsoft products. These include:
• SharePoint site collection: A dedicated space for collaboration.
• Outlook group calendar: Helps coordinate events and schedules.
• Outlook email distribution list: Enables group communication via email.
• Planner: A tool for task management.
• Teams: For team collaboration.
• Viva engage conversation: Social interaction within the group.
• Group-to-group membership:
• Microsoft 365 groups can be added to a SharePoint permissions group (such as visitors, members, or owners).
2. Security Groups:
• Purpose: Security groups are recommended for controlling access to OneDrive, SharePoint, and mobile device management.
• Benefits:
• Centralized management for large organizations.
• Simplifies access changes (example: adding or removing users) by adjusting group membership.
• Group-to-group membership:
• Security groups can be added to a team.
3. Distribution Lists (Regular and Dynamic):
• Purpose: Distribution lists are lightweight versions of Microsoft 365 groups.
• Functionality:
• When one creates a distribution list, it also generates an email address for a group of people.
• One can use distribution lists for sending notifications to group members (including external sources when enabled).
• Difference between regular and dynamic distribution lists:
• Regular distribution lists have a fixed membership.

Top 4 SharePoint Nuggets for Productivity

The following are four SharePoint nuggets to enhance understanding and productivity:

1. Introducing SharePoint: Spend time getting acquainted with SharePoint. Understand its purpose and how it can help to improve collaboration and information management.
2. Discover Content: Dive into SharePoint’s document libraries and lists and learn how to work with files and data stored on these formats.
3. Use a Team Site: Explore team sites within SharePoint. Discover how to create and manage sites that make sense.
4. Search for Content in SharePoint: Master the art of finding relevant information within SharePoint.

Top 3 JSON-Based Customizations for SharePoint List Forms

The following are three top ways to use JSON to customize a SharePoint list form:

1) Custom Header Design:

The header section of a list form has essential context and branding. One can use JSON to create a custom header with icons, colors, and dynamic content.

See this sample JSON code for a custom header: 

{

  "elmType": "div",

  "attributes": { "class": "ms-borderColor-neutralTertiary" },

  "style": {

    "width": "90%",

    "border-top-width": "0px",

    "border-bottom-width": "1px",

    "border-left-width": "0px",

    "border-right-width": "0px",

    "border-style": "solid",

    "margin-bottom": "10px",

    "background-color": "blue"

  },

  "children": [

    {

      "elmType": "div",

      "style": {

        "display": "flex",

        "box-sizing": "border-box",

        "align-items": "center"

      },

      "children": [

        {

          "elmType": "div",

          "attributes": {

            "iconName": "Group",

            "class": "ms-fontSize-35 ms-fontWeight-regular ms-fontColor-themePrimary",

            "title": "Details"

          },

          "style": {

            "flex": "none",

            "padding": "0px",

            "padding-left": "10px",

            "height": "25px",

            "color": "white"

          }

        }

      ]

    },

    {

      "elmType": "div",

      "attributes": {

        "class": "ms-fontColor-neutralSecondary ms-fontWeight-bold ms-fontSize-20"

      },

      "style": {

        "box-sizing": "border-box",

        "width": "95%",

        "text-align": "left",

        "padding": "15px 10px",

        "overflow": "hidden",

        "color": "white"

      },

      "children": [

        {

          "elmType": "div",

          "txtContent": "='Employee Details - ' + [$Employee]"

        }

      ]

    }

  ]

}

This JSON snippet creates a header with a blue background, an icon, and a dynamic title based on an employee’s name.

2) Conditional Formatting:

Use JSON to apply conditional formatting to form fields based on specific conditions. Example: one can hide or show fields dynamically based on user input or calculated values.

JSON can create rules that adjust the visibility, styling, or behavior of form elements.

3) Footer Customization:

Enhance the footer section of a list form by adding relevant information, links, or buttons.

Customize the footer using JSON to create a cohesive design that aligns with needed branding.