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Rules to Better SharePoint for End Users - 8 Rules

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  1. When adding a friendly URL, please avoid using specific characters like “+, :, #, &, (, ), !, *, [, ], {, }, @, /, =, $” and so on due to multiple reasons:

    1. When adding a friendly URL, we meant to make it “ friendly " and “ easy " for the user to read and remember, so avoid using specific characters and try to make it short.
    2. Some characters are unsafe characters, they will be encoded, which end up making the URL really messy and ugly, e.g ::: greybox double quote (“) will be encoded to %22. :::

    SharePoint - Some characters are reserved characters, which may not be supported by some features, based on our experience, “+" is not supported in “canonical" to redirect from http to https.

    sharepoint characters not allowed
    Figure: Not allowed characterst in SharePoint

    In the above source code, the URL rules.ssw.com.au/do-you-know-when-to-use-+1 will throw a 404 error rather than redirecting to rules.ssw.com.au/do-you-know-when-to-use-+1.

    It works fine if the URL doesn't include “+", like: rules.ssw.com.au/do-you-know-when-to-use-plus-one.

  2. Do you know how to name documents?

    When naming documents, use kebab-case to separate words to make your files more easily discoverable.

    Avoid spaces

    Monthly Report.docx

    Bad example: File name uses a space to separate words

    As far as search goes, using spaces is actually a usable option. What makes spaces less-preferable is the fact that the URL to this document will have those spaces escaped with the sequence %20. E.g. sharepoint/site/library/Monthly%20Report.docx. URLs with escaped spaces are longer and less human-readable.

    Know more on Do you remove spaces from your folders and filename?

    Avoid CamelCase

    MonthlyReport.docx

    Bad example: CamelCase - File name doesn't have spaces but also doesn't contain any separators between words

    This is a popular way to combine words as a convention in variable declarations in many coding languages, but shouldn't be used in document names as it is harder to read. Also, a file name without spaces means that the search engine doesn't know where one word ends and the other one begins. This means that searching for 'monthly' or 'report' might not find this document.

    Avoid Snake_Case

    Monthly_Report.docx

    Figure: OK example - underscored (Snake_Case) URLs have good readability but are not recommended by Google

    Underscores are not valid word separators for search in SharePoint, and not recommended by others. Also, sometimes underscores are less visible to users, for example, when a hyperlink is underlined. When reading a hyperlink that is underlined, it is often possible for the user to be mistaken by thinking that the URL contains spaces instead of underscores. For these reasons it is best to avoid their use in file names and titles.

    Use kebab-case

    monthly-report.docx

    Good Example: kebab-case - File name uses dashes to separate words

    A hyphen (or dash) is the best choice, because it is understood both by humans and all versions of SharePoint search.

    You may use Uppercase in the first letter in Kebab-Case, however it's important to keep consistency

    Extra

    • Add relevant metadata where possible

    If a document library is configured with metadata fields, add as much relevant information as you can. Metadata is more highly regarded by search than the contents within documents, so by adding relevant terms to a documents metadata, you will almost certainly have a positive effect on the relevance of search results.

    • Use descriptive file names and titles

    The file name and title is regarded more highly by search than the content within documents. Also, the title or file name is what is displayed in the search results, so by making it descriptive, you are making it easier for people who perform searches to identify the purpose of your document.

  3. Do you know how to use SharePoint search?

    SharePoint search is a powerful tool for discovering information. Here are some tips to make sure you are getting the most from it. There are two things to consider regarding SharePoint search; firstly, how you save information to SharePoint to be more easily discoverable; secondly, how to perform searches within SharePoint.

    Here are some tips for performing searches:

    Know how to navigate SharePoint search – watch this video

    • Use the categories (top)
    • Use the filters (right navigation / faceted search)
    • Use the scope to go wider
    • Use the specific properties (see below)
    • People - Use Delve indexed properties (i.e. Skills)

    Search a specific property

    If you are familiar with the structure of the metadata in the content you're searching, you can restrict your searches to a property with the syntax <property>:<search term>. E.g. to search the filename field for the term "report", you would use "filename:report".

    Example of properties you can use (common ones);

    • Filetype:
    • CreatedBy:
    • ModifiedBy:
    • Title:

    More: https://docs.microsoft.com/en-us/office365/securitycompliance/keyword-queries-and-search-conditions

    filter sharepoint example
    Figure: Example of using Filetype: filter

    Use Boolean OR and AND operators Similar to Google and Bing, you can use OR and AND Boolean operators. E.g. "sharepoint AND search".

    Note: OR and AND must be capitalized, however, the case is irrelevant for actual search terms.

    Use an asterisk (*) wildcard for partial matches

    This can be useful if you know that certain words are used together, e.g. Fire* will return results for FireBootCamp.

    Note: Because of word stemming which is enabled by default in SharePoint 2019, 2016, and 2013, you do not need to use wildcards to find variations on words. For example, searching for "computer" will return results that contain "computers", so you do not need to search for "computer*".

    Use double quotes to find specific phrases

    E.g. search for "social media" to make sure you get results for social media, as opposed to results that simply contain the words "social" and "media" in the same document.

  4. If you find a mistake or typo you should look and see who is the culprit before fixing it. This way you can inform the person what was done.

    Here is how you see the history of the page:

    Screen Shot 2018 09 28 at 3 34 38 PM min
    Figure: Click on Page | Page History

    sharepoint page history
    Figure: See the changes made, versions and the person who changed it

    Here is how you see the history on Office 365 - SharePoint Online:

    Snipaste 2018 10 08 13 21 05
    Figure: Click on Show actions | Version History

    Snipaste 2018 10 08 13 22 46
    Figure: Version History listed

    Watch the video which explains how to view the version history for a page in SharePoint 2013 (Same as in SharePoint 2016). This allows you to see changes that were made to the page, as long as versioning is enabled in advance.

    If you want to see how this is done in TFS, read Do you know the benefits of using source control?

  5. Do you know the keyboard shortcuts?

    Document libraries in SharePoint 2016 are much better. The keyboard shortcuts are:

    • Alt +  N  -  N ew
    • Alt +  E  -  E dit
    • Alt +  U  -  U pload
    • Alt +  M  -  M anage
    • Alt +  S  -  S hare
    • Alt +  Y  - Synchronization

    Read more at https://support.office.com/en-us/article/Keyboard-shortcuts-for-SharePoint-7dec847a-4f2a-47f6-9964-0ea1fba45160

  6. Watch Adam Cogan explaining why you should use "Open with Explorer" over OneDrive (formerly called SkyDrive):

    /***** Update on Jul 2018 ******/

    With the latest version of OneDrive,

    1. It maps the folder in a second and shows the document previews without actually download the files. Files will be downloaded when you double click them or set their parent folder as “always available locally”, then they will show a “green tick” in "status" column to indicate that the files are available locally.
    2. You can select sub folders you want to sync on your computer.

    Considering the above two points, plus "Explorer view" is being decommissioned by Microsoft Mordern pages, we'd recommend you to use OneDrive over "Explorer view" now.

  7. Have you ever made a spelling mistake when you named a Teams channel? Have you then tried to rename the Channel? If so you will notice that the underlying SharePoint folder is still named incorrectly.

    renamingachannel0
    Figure: Unwanted name on channel

    There is a workaround to rename the folder correctly.

    1. Rename the Team channel.

      renamingachannel2
      Figure: Renaming the channel

    ::: greyboxNote: This hasn't changed the name of the folder in SharePoint!

    renamingachannel3
    Figure: The folder name didn't change yet
    :::

    1. Delete the channel

      renamingachannel4
      Figure: Delete the channel

    2. Now in SharePoint we can rename the folder.

      renamingachannel5
      Figure: Renaming the folder in SharePoint

    Make sure that you rename the folder exactly the same as you named the channel.

    renamingachannel6
    Figure: Make sure the name is the same as the channel

    1. Click the ellipses beside the Team name | Manage Team.

      renamingachannel7
      Figure: Manage the Team

    2. Click Channels | Select the arrow beside deleted | Choose restore beside the channel that you wish to restore.

      renamingachannel8
      Figure: Restore the channel

  8. Do you change link sharing default behaviour?

    If you are checking your sites permissions regularly you will probably notice a lot of unique permissions being applied.

    uniquepermissions
    Figure: Some items may have unique permissions

    The default "Copy Link" setting in SharePoint is usually set to "People from your organization can view this document". This creates a unique sharing link each time it is used, giving people access to the file even if they didn't already.

    The consequence in SharePoint is that unique permissions are applied to the individual items breaking permission inheritance. It also has performance implications. Links should instead be created with the "People with existing access" setting.

    To fix the issue you need to change the default sharing method. There are 2 ways to do this - manually via the GUI or programmatically via PNP.PowerShell.

    Method 1 - Manually via SharePoint Admin GUI

    1. In the SharePoint Admin site select the SharePoint site and click Sharing

      defaultsharinglinktype1
      Figure: Select Sharing

    2. Untick same as organization-level setting | Select People with existing access | Click Save

      defaultsharinglinktype2
      Figure: Select people with existing access

    3. Repeat for each site

    Method 2 - Programmatically via PNP.PowerShell

    1. Run the following PowerShell script to change this default for all sites associated to your SharePoint Hub-Site - This script could be extended to include all sites in your tenant.
    #Variables
    $AdminCenterURL = "https://sswcom-northwind.sharepoint.com"
    $HubSiteURL = "https://sswcom.northwind.com"
    
     
    #Connect to PnP Online
    Connect-PnPOnline -Url $AdminCenterURL -Interactive
     
    #Get the children of the main HubSite
    $Hub = Get-PnPHubSiteChild -Identity $HubSiteURL
    
    
    foreach ($Url in $Hub)
    {
        #Remove the "Same as organization-level" setting. Can be set to anything Internal, None or Direct.  
        Set-PnPTenantSite -Url $Url -DefaultSharingLinkType Internal
    
        #Set the Default Link type to be Existing Access
        Set-PnPTenantSite -Url $Url -DefaultLinkToExistingAccess $true
        
    }

    Figure: PowerShell to change default link sharing behaviour that affects security

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