Gregory Zelfond Profile

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Landed Here Dec 03, 2016
Location Ottawa, Canada
Posts: # / 1st / Latest 32 - Nov 21, 2016 - Apr 27, 2017
How to live without Windows Explorer in SharePoint Online
Gregory Zelfond
If you have stumbled upon this post, you most likely have been utilizing Windows Explorer functionality in SharePoint to access and work with files and folders. Since the majority of organizations have been using SharePoint as a file share, the Open with Explorer button acted as a pacifier for those craving to work with SharePoint in a familiar fashion. But times have changed, and this feature is becoming less and less relevant. With this post, I would like to explain why you actually no longe [read].
Posted: Thu, Apr 27th '17
2 ways to design SharePoint Taxonomy for an organization
Gregory Zelfond
Organizations brave enough to venture into the world of structured content and metadata-based content organization face an important decision in the early stages of SharePoint implementation. How to properly design and develop the company taxonomy? Should the metadata be developed internally (in-house) or should the taxonomy be acquired from 3rd parties and be specific to the industry? From my experience, there are two ways to design and roll out a taxonomy for an organization. Below, I would li [read].
Posted: Mon, Apr 24th '17
How to approve documents without building a workflow
Gregory Zelfond
Quite often, I hear my clients asking me to build an approval workflow for them. For some complicated parallel or serial approvals, you have to either use SharePoint Designer or Microsoft Flow or some 3rd party workflow tool. However, most just require a simple approval process for documentation. The scenario I am talking about here is users uploading documents to a document library and certain individuals approving or rejecting them. If this is the case, you are in luck, since there is a cool O [read].
Posted: Wed, Apr 19th '17
Office 365 Groups external sharing – how it works
Gregory Zelfond
If you ventured yourself into the world of Office 365 Groups, it is only natural that you want to start sharing information stored in the Office 365 Group with external parties, like clients, vendors, contractors. In the past I have published a number of posts on the topic of external sharing related to team sites, however, the way external sharing works in Office 365 is different. Let me explain. First, it is important to understand what Office 365 Groups are and what components they consist of [read].
Posted: Thu, Apr 6th '17
How to use Microsoft Planner for Agile and SCRUM projects
Gregory Zelfond
One of the most exciting news that came out during the last year was the release of Microsoft Planner. The tool provides a web-based interface and allows users to manage tasks right in the browser, completely independent of other tools like SharePoint or MS Project. Having spent a great share of my career in project management and being an avid follower of Agile methodology (I utilize Agile principles when I configure SharePoint sites for my clients), I believe that Microsoft Planner is a game c [read].
Posted: Mon, Apr 3rd '17
How does permission-driven security work in SharePoint (also known as security trimming)
Gregory Zelfond
One of the biggest concerns companies have out there is that by switching to SharePoint, companies will loose the ability to keep private data private. This is an absolutely wrong assumption. In fact, SharePoint is rock solid when it comes to security and security configuration. It uses a concept called “Security Trimming”. I personally call it permission-driven SharePoint. Let me explain what this is all about. In pure English, what permission-driven or security trimming means is that if y [read].
Posted: Thu, Mar 30th '17
How to set site closure and deletion policies in SharePoint Online
Gregory Zelfond
We have all been there – you go and do an inventory of your SharePoint environment, and you make it to the subsites that have last been touched by the humans five years ago. Moreover, the site owner has left the company, and no one knows what the site is for and what kind of content is there. To avoid such trivial situations, it is wise to have a company-wide governance plan. One element of the governance plan could be the site retention policy. The good news is that it can be automated w [read].
Posted: Mon, Mar 27th '17
How to audit employees in SharePoint Online and Office 365
Gregory Zelfond
As your SharePoint Intranet and Office 365 grow in size and usage, I am sure you share the concern for security and integrity of your intellectual property. I am confident you did all the right things with security and training, but you can only do so much. You cannot really 100% prevent a rogue employee from doing damage by downloading a bunch of confidential files before they quit and join the competitor. Or even worse, prevent them from deleting intellectual property (documents) from SharePo [read].
Posted: Thu, Mar 23rd '17
How many sites do I have in the Site Collection?
Gregory Zelfond
I bet you wanna know. As your SharePoint Intranet grows by leaps and bounds, you want to be in control and know how many sites/subsites you have in your environment. For those of us who are in SharePoint Online (Office 365) – you are in luck, as there is an easy out of the box way to obtain this information. By the way, in case you made it to this post and are still wondering what’s the difference between a site and a site collection, I suggest you check out this post first. How to obtain si [read].
Posted: Mon, Mar 20th '17
2 ways to see what users have access to in SharePoint
Gregory Zelfond
You know how on Facebook and LinkedIn you have the feature to see what your profile looks like to other users? I am sure you wondered what kind of access do users have in SharePoint on a given site and what exactly do they “see” when they land on one. Today I would like to explain two ways to check user access and double check what they can or cannot see in your SharePoint environment. Method 1: Check Permissions command The easiest way to check user access to a given site is to check their [read].
Posted: Thu, Mar 16th '17
4 ways to organize project meeting documents in SharePoint
Gregory Zelfond
Not sure about you, but I have probably spent at least half of the time from my 15+ years in Project Management, in some sort of meetings… Yeah, I know, it is a lot, but you know how it goes in the corporate world, it is just meetings, meetings, meetings, all the time. Being a PMP-certified Project Manager, I am also very particular with the documentation generated with each meeting. If you attended and survived 1-2 hour meeting and there were no documents/artifacts produced, it was most like [read].
Posted: Mon, Mar 13th '17
5 ways users can benefit from Versioning in SharePoint
Gregory Zelfond
In my opinion, versioning in SharePoint is one of its strongest features. It allows to track the activity of any item (document, event, task, etc.) and see/check the audit log/trail of it. In this post, I would like to highlight the most important features of versioning and how they can assist you, the end user with your daily routine. Let’s first look at what versioning is and how it works. How do SharePoint versions work? Any time you change a document in a document library or edit any list [read].
Posted: Wed, Mar 8th '17
Document sets – the hidden gem of SharePoint
Gregory Zelfond
The classical joke in SharePoint is that the debate over folder vs. metadata never ends and will probably never end. Some users prefer metadata, while others are stuck with good-old folders. However, there is one type of functionality that allows the flexibility of both. Today, I want to introduce you to the functionality of Document Sets, the magic feature that allows you to store documents in folders, yet, assign metadata if you wish. What is a Document Set? Document Set is a special Content T [read].
Posted: Wed, Mar 1st '17
How to create a simple PMO portal in SharePoint
Gregory Zelfond
A large share of organizations utilizes SharePoint for Project Management. As I have previously written in many of my blog posts, SharePoint out of the box provides an extensive list of functionalities that in my opinion make it a perfect and logical option for project management. From the robust ability to manage documents, to task management, seamless integration with MS Project and superb security configuration – SharePoint has got it all. With this blog post, I would like to explain th [read].
Posted: Mon, Feb 27th '17
A new year. A new SharePoint Maven.
Gregory Zelfond
It’s finally here. You’ve sent me email after email asking me to add this specific feature to my website. In fact, it was my number one request. “Am I missing it or not…do you have a search on your Blog. I know you have the categories, but I usually want to get around faster.” Cynthia Z., NC “Is there any way you can add a topic or search filter to your blog? It would be great if you could.” David L., WI “You really need to add a search bar to your website.” Pete G., NJ You get [read].
Posted: Thu, Feb 23rd '17
How to enable Item Level Permissions in SharePoint
Gregory Zelfond
Here is a real-life scenario. You have built a list in SharePoint so that users can submit entries, but you only want users to be able to read or modify own entries. An example of such list could be a submission form to Human Resources (Vacation Request) or a HelpDesk ticketing system. Unlike other types of lists, you might not necessarily want to have the whole list (all rows) be open to everyone, and instead only want users to access and edit their own submissions. This would be addressed by [read].
Posted: Thu, Feb 9th '17
3 ways to setup SharePoint Intranet for external sharing
Gregory Zelfond
Sooner or later we encounter this need in SharePoint. You have built a great looking project team site and now it is time to share some of the content with external users – clients, vendors or contractors. What’s the best way to do so in SharePoint? This blog post provides few options and explains pros and cons of each. The assumption here is that you are using SharePoint Online (Office 365). For those of you who are on premises and need to share externally, the below mechanisms would not be [read].
Posted: Mon, Feb 6th '17
SharePoint Web Part ideas for your SharePoint Team Site
Gregory Zelfond
If you love creating team sites in SharePoint (just like I do), you might be wondering which web parts would be a great addition to your site. Whether you are building a small workspace for your team or a project site for the next large project in your PMO, this post will talk about the web parts that might increase your team engagement, collaboration, and productivity. Having spent a good chunk of my career in project management, I will also do my best to articulate the relevance of the certain [read].
Posted: Thu, Feb 2nd '17
Follow vs. Alert in SharePoint
Gregory Zelfond
In case you wonder what the difference between Follow vs. Alert in SharePoint is – you came to the right place. As a matter of fact – I do get this question frequently from my clients and blog readers, so you are not alone. Before I explain the difference between the two, let me first clarify what each of these options is all about. What is an Alert? I actually published a detailed blog post on alerts, so you might want to check this article to find out more about them. In a nutshell, aler [read].
Posted: Mon, Jan 30th '17
2 ways to view Site hierarchy of a site collection
Gregory Zelfond
As SharePoint Intranet matures in your organization, you will find your users creating an ever-increasing number of SharePoint sites. In one of the previous blog posts, I have outlined some of the best practices on site hierarchy design. But what if you want to review your hierarchy every once in a while, and make sure your site owners follow the best practices as far as the depth of the site levels? Or, you just want to know what kind of sites exist in your site collection. Luckily, there are f [read].
Posted: Thu, Jan 26th '17
Site vs. Subsite in SharePoint
Gregory Zelfond
What’s the difference between a site and a subsite in SharePoint? I hear this question quite a lot from my clients and blog followers. In the past, I have written blog posts explaining the difference between sites and site collections, sites and pages. Today, I want to clarify the last SharePoint terminology misperception: Site vs. Subsite. The short answer is that there is no difference between a SharePoint site and a SharePoint subsite. They are the same thing. I think the confusion orig [read].
Posted: Tue, Jan 24th '17
5 ways the new Document Library in SharePoint will improve your collaboration
Gregory Zelfond
The new document library experience has been a welcome change in the SharePoint Online world. While the back-end (administrative) side of things did not really change, the new document library got a major face uplift as well as a number of end-user improvements. It now looks a lot like OneDrive, with an intuitive interface and it is much easier to navigate than before. Below I would like to highlight, what are, in my opinion, some of the best end user improvements and features.   “Cla [read].
Posted: Thu, Jan 19th '17
Why you should care about SharePoint Site Assets Library
Gregory Zelfond
As you create new sites and add web parts to manage the content you probably are getting used to seeing the Site Assets Library on every single SharePoint site. It appears along the other web parts when you click on Site Contents. While you will not use it to store documents and other team site artifacts, it is necessary for you as a Site owner to understand its intent. Here is what the SharePoint Site Assets Library is used for. Logo Anytime you upload a company logo to the site, the default [read].
Posted: Thu, Jan 12th '17
How to track comments with “append changes” functionality in SharePoint List
Gregory Zelfond
Here is a business scenario for you. You have a list in SharePoint and would like to capture comments from the users. However, here is a twist. You want to capture the whole history/audit trail of all the comments users typed in, without the danger of user accidentally deleting comments left by the previous user edits. An example that could benefit from this use case is some sort of Help Desk SharePoint list or a Vacation Request Approval list where you want to capture all the comments left by a [read].
Posted: Mon, Jan 9th '17
How to inherit navigation in SharePoint
Gregory Zelfond
One of the biggest issues that exist in company Intranets is the lack of consistent navigation. I am sure you encountered this scenario yourself. You click on some subsite and the only way to navigate back to where you came from is to desperately hit the browser “Back button”. One of the best practices and user adoption techniques is to assure your companyIntranet has a consistent navigation, no matter which site you are on. A while back, I have published a post on various ways to [read].
Posted: Thu, Jan 5th '17
3 ways to build a Knowledge Base Wiki in SharePoint
Gregory Zelfond
SharePoint has become the golden standard for business collaboration and content management. It is flexible and affordable and has outstanding document management capabilities. However, it is not just about document management. Quite often, as it is the case with Intranets, you need to share other information, in the form of text, links, images and videos. A knowledge base or Wiki is something most organizations would love to develop and utilize internally. In this post, I would like to list the [read].
Posted: Thu, Dec 15th '16
How to bypass the new Modern Team Site Page experience
Gregory Zelfond
It usually takes time for me to author my blog posts, but this one I had to quickly create over the weekend. The reason for this – I got several calls from different clients and got few more emails from my loyal blog followers asking me the same question: “How do we work with this new modern team site experience and how can we still add web parts like we used to?” So I figured this would be a question asked by many and decided to write this urgent post over the weekend (at leas [read].
Posted: Mon, Dec 12th '16
10 SharePoint Hacks You cannot live without (VIDEO)
Gregory Zelfond
Don’t you just love it when you learn new things that make your life in SharePoint easier? In this webinar video, you will learn cool SharePoint tips and tricks that will save you time and make you look like a star! Whether you are new to SharePoint or have been using it for a while, you will say “I wish I knew this before”. The video is filled with lots of live demo examples and instructions. And yes, all the functionality shown is out of the box. So get yourself ready to learn the hidden [read].
Posted: Thu, Dec 8th '16
Microsoft Planner vs. Tasks Web Part
Gregory Zelfond
I will admit that when Microsoft Planner first came out, I was recommending my clients to wait a while before jumping on board. Being very conservative when it comes down to implementation, I usually wait for Microsoft products to work out the bugs, become stable and mature enough to be rolled out to the whole organization. Moreover, coming from formal project management background, I am a diehard fan of MS Project and SharePoint Tasks web part. With Microsoft Planner, though – it is different [read].
Posted: Mon, Dec 5th '16
Should I activate Publishing Features in SharePoint?
Gregory Zelfond
This seems to be one of the most frequently asked questions about SharePoint. In fact, half of my clients ask me the same exact question all the time. The other half, have already activated them and are looking to switch back . With this blog post, I would like to clarify what the publishing features are all about, whether or not you need Publishing features in SharePoint enabled and how to de-activate them. What are the publishing features in SharePoint? Let’s first understand what the pu [read].
Posted: Thu, Dec 1st '16
SharePoint Maven – the best SharePoint blog
Gregory Zelfond
I am quite honored and privileged that my SharePoint blog has been recognized by the European SharePoint Community as the best SharePoint blog on the web. I have just come back from a trip to beautiful Vienna, Austria, where I attended a European SharePoint Conference. The Awards Ceremony was held at the historical Hofburg Imperial Palace on November 16, 2016. There were several nominations in each of the categories and the winners were determined by months-long voting by the SharePoint communi [read].
Posted: Mon, Nov 28th '16
How to implement SharePoint Governance
Gregory Zelfond
I bet you have certain rules in your household. Like, you can’t eat in the living room, only behind the kitchen table. Or, you have to clean the house on the weekends (Yeah, I know). What I find as a norm in my household, you might find unacceptable in yours. SharePoint is no different. All companies are unique and all have different rules and regulations. That is probably true with just about anything, but especially with an enterprise and company-wide system as SharePoint. To avoid an u [read].
Posted: Mon, Nov 21st '16

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