SharePoint

SharePoint Glossary

Celeste Scott -

This Glossary contains an alphabetical list of common terms relating to SharePoint 2016 and PEPFAR SharePoint; each term has a brief definition.

Term

Definition

Active Directory

The Active Directory stores information about a variety of objects in the network, specifically user accounts, computer accounts, groups, and all related credential information used by windows and SharePoint

Alert

An e-mail message that is sent to subscribers automatically to notify them when user-defined criteria are met; alerts can be  generated automatically when items such as documents, Web pages, list items, sites, or other resources on a server are changed

Approved

A document that has "approved" status can be viewed by any visitor to a PEPFAR SharePoint site; it can also be viewed by Members, Member-Approvers, and PowerUsers

Announcements

The Announcements list contains messages posted by contributors to the site (who have necessary permissions)

Ascending Order

A sort order in which text strings are arranged in alphabetical order, numerical values are arranged from smallest to largest, and dates and times are arranged from oldest to newest

Attachment

An external file that is included with an Internet message or associated with an item in a SharePoint list

Authentication

(1) The ability of one entity to determine the identity of another entity; (2) The act of proving an identity to a server while providing key material which binds the identity to subsequent communications (how the system knows who the user is)

Author

The user who created a list item (in many cases, the user who uploaded a document to a library)

Built In Function

A function that is native to an application and is made available for use in formulas

Calendar

The Calendar list contains upcoming meetings, deadlines, and other important events

Collaboration Content

Collaboration content is content stored in lists like calendars, task lists, and document libraries

Content Type

A named and uniquely identifiable collection of settings and fields that store metadata for individual items in a SharePoint list. One or more content types can be associated with a list, which restricts the contents to items of those types

Default List View

The view of a list that is defined by the owner of the list to appear when users browse to the list without specifying a view

Descending Order

A sort order in which text strings are arranged in reverse alphabetical order, numerical values are arranged from largest to smallest, and dates and times are arranged from newest to oldest

Document Library

A configurable list in which documents and folders can be stored. The document library has special settings above and beyond a folder such as versioning settings, workflow settings, and information policies

Draft

A document that has "draft" status cannot be viewed by visitors to a PEPFAR SharePoint site; it can only be viewed by Members, Member-Approvers, and PowerUsers

Filter

A higher-order function that processes a list in some order to produce a new data structure containing exactly those elements

Help

If you have a question or want to give feedback please visit the PEPFAR SharePoint Support Site

Item

An individual entry within a SharePoint list; each list item can have multiple columns associated with it depending on the list it is contained within and, depending on the content type of the item

Key Performance Indicator

A predefined measure that is used to track performance against a strategic goal, objective, plan, initiative, or business process; a visual cue is frequently used to communicate performance against the measure

Keyword

One or more words or phrases that site administrators identified as important; a keyword provides a way to display best bets and definitions on a search results page

Libraries

A library is a location on a site where you can create, collect, update, and manage files with team members; each library displays a list of files and key information about the files, which helps members use the files to work together. Users can control how documents are viewed, managed, and created, and can track versions, including how many and which type of versions of a particular document

Links

The Links list contains links to web pages that your team members will find interesting or useful; you can use the Links List View Web Part to display important or interesting links in different locations on your site

Lists

A list is a collection of information items displayed in an area or on a site; list types include: Announcements, Links, Contacts, Events, Tasks and Issues

List View

A named collection of settings for querying and displaying items in a SharePoint list;  there are two types of views: Personal, which can be used only by the user who creates them; and Public, which can be used by all users who have access to the site

Major Version

An iteration of a document, or list item that is ready for a larger group to see, or has changed significantly since the previous major version; for an item on a SharePoint site, the minor version is always zero for a major version

Member

Members have read and edit privileges for their specific site within the overall PEPFAR.net site (for instance, an OU or TWG-specific site); they can add, edit, change documents, but cannot change the structure of their site (such as adding new folders to a document library)

Member-Approver

Member-Approvers have the same privileges as Members and can also approve documents for publishing

Metadata

Data about data; this is often seen in the form of column values in a SharePoint library or list, but can take many other forms

Minor Version

For an item on a SharePoint site, the minor version number is never zero and is incremented for each new version of an item, unless a major version is explicitly published; when minor versioning is disabled on a SharePoint site, only major version numbers are incremented, and the minor version is always zero.

Out of the Box (OOTB)

Typically in SharePoint this represents the components and features shipped with the product. As in the existing webparts, and templates in the product.

Page

A file consisting of HTML that can include references to graphics, scripts, or dynamic content such as Web Parts.

Parent Site

The site that is above the current site in the hierarchy of the site.

Pending A document that has "pending" status cannot be viewed by visitors to a PEPFAR SharePoint site; it can only be viewed by Members, Member-Approvers, and PowerUsers

Permission

A rule that is associated with something to regulate which users can gain access to that something and in what manner

Permission Level

A set of permissions that can be granted to users, distribution lists or SharePoint groups on an entity such as a site, list, folder, item, or document

PowerUser

PowerUsers have Members and Member-Approver privileges; PowerUsers also have account management privileges, can change the structure of the site by adding new folders, approve documents for publishing. PowerUsers can provide some user management services to their work group – e.g., grant Member privileges to a Visitor.

Recycle Bin

A container for items that are deleted. Items in this container are visible to users with the appropriate permissions and to site collection administrators and can be recovered or removed (default of 30 days before they are automatically emptied)

Ribbon

The ribbon is a command interface that brings many controls out from hiding and onto the page where they can do the most good. Similar to the UI in products like Microsoft Word 2010, the ribbon is a toolbar that appears across the top of each page and displays many of the most commonly-used tools, controls, and commands. The number and types of controls that appear on the ribbon vary according to context and depend in part on the type of page you are viewing, the level of control the your administrator has granted to users, and your permission level within the site.

Search

Search for documents, folders, or users, or filter by metadata

Shared Document Library

A document library that holds documents that can be shared by site users

Site Collection

A set of Web sites on a Web application that has the same owner and share administration settings. Each site collection contains a top-level Web site and can contain one or more sites (or subsites). There can be multiple site collections on each Web application. A site collection can use only a single content database. Everything is now a site collection: a portal is a site collection where Home is the top-level Web site and the areas are sites (or subsites), a channel hierarchy is a site collection where the root channel is the top-level Web site and sub-channels are sites (or subsites).

Site Content Type

A named and uniquely identifiable collection of settings and fields that store metadata for lists within individual sites; this is at the site collection level, so that it is available throughout the subsites or sites beneath it

Site Groups

Site groups are custom security groups that apply to a specific Web site; users are assigned to site groups to grant them permissions on a SharePoint site

Site Template

 

Subsite

A named subdirectory of the top-level Web site that is a complete Web site. Each subsite can have independent administration, authoring, and browsing permissions from the top-level Web sites and other subsites.

Tasks

The Tasks list is where team members can keep track of work that needs to be done. Add the Tasks List View Web Part to a page to view and update the list of tasks.

Top-Level Website

The top, root default site in a site collection. Every site collection has, at its root a top-level Web site.

Username

Your user name is LastNameFirstInitial. For example: the user name for John Smith is SmithJ

View

A named collection of settings for querying and displaying items/documents in a SharePoint list/library; there are two types of views: Personal, which can be used only by the user who creates them; and Public, which can be used by all users who have access to the site.

Visitor

Visitors have read privileges - Can read any information on PEPFAR SharePoint that has an approved status

Web Application

A virtual server that resides on an HTTP server but appears to the user as a separate HTTP server; several Web applications can reside on one computer, each capable of running its own programs and each having individualized access to input and peripheral devices; each Web application can have its own domain name and IP address

Web Part

Customizable Web page element that can be added to SharePoint pages

Workflow

The automation of business processes, where business documents and tasks are passed automatically from one user to another for action, according to a set sequence

 

 

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