SharePoint: Bricks and Paint

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June 17th and 18th 2015

Bricks and Paint

Key Concepts and Foundational Features to Quickly Build Great SharePoint Sites

Gerry Brimacombe, Lightlever Systems Inc.

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Introduction

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Why Are We Here?• Understand core concepts of SharePoint lists• Become more familiar with common SharePoint lists and libraries and their features

• Know how to edit columns• Know how to edit views• Understand permissions basics • Have more confidence in building SharePoint

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Contact Details:[email protected]

Twitter: @gbrimfacebook.com/

gerry.brimacombeca.linkedin.com/in/gerrybrimacombe

Gerry has been studying and using technology since 1981. He has a BA degree in Computer Science and a Graduate Certificate in Project Management. Gerry’s passion is using SharePoint “out of the box”to help small to medium enterprises to be more effective.

Lightlever Systems Inc.Gerry Brimacombe

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Bricks and Paint

• BRICKS: Lists and Libraries are the building blocks of SharePoint sites

• PAINT: enhance those Lists and Libraries with Columns, Views, and Permissions

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TERMINOLOGY: List vs. Library

• In this presentation we refer to both Lists and Libraries (our “bricks”) as Lists

• Lists can have file attachments• A Library is just a list set-up to make those files easy to manage

• Both have all the same customizations (“paint”) that I will show today

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Core Lists Concepts

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Name Job Title Phone Email Attachment

Lists are Like Spreadsheets

Row, File, or Item

Field, Property,

Metadata or Column

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• Change Title• Add or Remove Columns• Change Views• Set Version History• Set Permissions• Content Approval• Displayed on SharePoint pages with “web parts”

Lists can be Customized

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Lists Have Permissions

The Set of Permission Rules

WHO?Groups of Users

CAN DO WHAT?Read

Contribute Full Control

TO WHAT?Lists, Libraries

FoldersItems,

Documents

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Key Default Lists• Think about different types or shapes of bricks• See [Gear at top right] / Add an App• Click on lists to view descriptions• We’ll talk about each of:–Contact list; – Task List; –Document Library; –Calendar;–Custom List

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LIVE DEMO: Key Default Lists

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Lists are Like Spreadsheets

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LIVE DEMO:

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Creating Columns

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• We will create a simple inventory list• Edit column change Title field to be Inventory Item• Add field: Quantity (numeric)• Add field Item Type • Add field Location• Add field Borrowed By• Add field Planned Return Date• Create some records (cut paste from Spreadsheet)

Live Demo: Customizing a List

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– Just like you may build a building with bricks and wood, LISTS are the building blocks of great SP sites.

– Then you can enhance those bricks with paint and siding and decorations and such - with SP we can enhance lists to make them look how we want them to look - more useful and more attractive.

–When I talk about LISTS here I am generally talking about LISTS and LIBRARIES (explain what's different and what's the same)

Introduce the METAPHOR: Bricks and paint (5 mins)

WWW.COLLAB365.EVENTS

Gerry Brimacombe

Lightlever Systems Inc.

Contact Details:Email: [email protected]

Twitter: @gbrimFacebook:

facebook.com/gerry.brimacombeLinkedIn:

ca.linkedin.com/in/gerrybrimacombe

Gerry has been studying technology since 1981 and studying people much longer. He has a BA degree in Computer Science and a Graduate Certificate in Project Management. Gerry’s passion is using SharePoint to help small to medium enterprises be more efficient and effective.

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June 17th and 18th 2015SharePoint

OverviewWhy are we

here?

Case for Collaboratio

n

SharePoint Overview

How is this Relevant to Business?

Wrap-up

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Agenda

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Introduction

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1. Explore business case for SharePoint as a Collaboration Tools

2. Provide SharePoint overview3. Gather ideas on improving productivity

4. Answer questions and raise concerns.

Why Are We Here?

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Poll: SharePoint Usage

How much do you currently use SharePoint?

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The Business Case for Collaboration

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• More-with-Less mentality• People working in separate locations• Information sharing must be timely, accurate, and easy

• Email and telephone are inefficient

• Changing work hours and expectations of 24/7 availability

Challenges in Team Communication

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Employee productivity surveys have shown employees spend 30-60% of their productive time searching for information to do their jobs

(Source “KM ROI”, Ideas Magazine)

Time Wasted Searching

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• Collaboration = “working together towards a common goal”

• Tool = “something that makes a job faster or easier, or gets a better result”

• So “collaboration tool” is…

• Something that helps you work together, and achieve business goals, faster, easier, or better.

Collaboration Tools

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SharePoint Key Features

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“Using SharePoint can save money and improve workers'

productivity.”

Gartner, Inc. (NYSE: IT) is the world's leading information technology research and advisory company.

According to the Gartner Group

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http://www.gartner.com/

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SharePoint provides a single, integrated location where people can

efficiently collaborate with team members, share

knowledge, and find organizational resources and information.

According to Microsoft

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SharePoint Structure and ContentParent Site/parent

Child Site A/parent/A

List X/parent/A/X

Item

Library Y/parent/A/Y

Folder

Document

Child Site B/parent/B

Child Site Z/parent/Z

Structure

Content

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SharePoint Server

Site Collection

SharePoint Context

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Some Common SharePoint Components

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Share Point

Document Libraries

Calendars

Contacts

Tasks

Wiki

Blogs

Alerts

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Access Corporate data from anywhere there’s internet:

1. URL2. Username3. Password

The Keys to the Gate

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With Permissions

e.g. https://your-company.com

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• Flexible• Powerful• Can be managed by admin staff (not necessary to be technical)

Permissions Overview

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Permissions Overview

The Set of Permission Rules

WHO?Groups

(recommended)Users

CAN DO WHAT?Read

Contribute Full Control

TO WHAT?Sites

Lists, LibrariesFolders

Items, Documents

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Overview of Permissions

WHO: User/Groups• Recommend Groups• Owners /Members / Visitors

CAN DO WHAT: Permission Levels• Read• Contribute• Full Control• Etc.

TO WHAT: Securable Objects• Sites / Workspace• Lists / Libraries• Folders• Items / Documents

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Parent Site

Child Site A

List

Item

Library

Folder

Document

Child Site B Child Site Z

Permission Inheritance

INHERITED Perm

issions

UNIQUE

Permissions

UNIQUE

Permissions

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Securable objectDesc-ription

Unique or inherited permis-sions?

Groups that need

permissions

Permission level to assign

(per group)

Planning and Maintaining Permissions

WHO? CAN DO WHAT?

TO WHAT?

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• On every page• Very FAST ™ Search• Searches inside all documents including PDF

• Advanced search available• Google way of thinking?

SharePoint Search

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One Source of Truth

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Confusing and

risky

Cleaner, easier, s

afer

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• How many places do you search for information?

• Once you find it, how confident are you it is the right Version?

• We want One version of the document stored in one place

• Reduce searching effort• Don’t waste time with out-dated files. • Encourage / enforce everyone to not create copies

One Source of Truth

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How about a SharePoint-based Staff Portal?

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• 24x7 operation and • Better collaboration during & between shifts.• Increase efficiency; less waste (paper, time).• Less admin; more time doing important work.• Find ways to innovate (direct data entry?)• Reduce or replace Shared drives?• Create tools that help people work together better

Portal “Why?”

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• Central location: “it’s on the portal”.

• Document libraries: shared, one source of truth.

• Search everything!• Shared calendars?• Wiki pages to capture corporate information

Portal Key Features

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Questions and Ideas.

• What might you use?• What looks less useful?• Any concerns about incorporating a tool like this into your day-to-day?• How will others react?

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SHAREPOINT FOR PROJECT MANAGEMENT COLLABORATION

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• Challenges in project communication• The importance of collaboration tools• One Stop Shop• One Version of the Truth• SharePoint Tools applied to Project Management

Agenda

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• What is a “collaboration tool”?

• Teams Inside/outside/across your organization need to efficiently share private information

• A plethora of tools makes work confusing

• 24/7 work• Offsite work (home, travel, client site)

Leveraging Collaboration tools

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• One study showed project team members spend an average of 45 minutes per day searching for information.

• Project Managers need to consider collaboration tools to better manage information with key stakeholders and team members.

• Our Collaboration Tool of choice is SharePoint.

Importance of Collaboration Tools

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• More with Less mentality• Lay-offs but work load actually has

gone up• Using contractors and specialist in

diverse locations and time zones• Tracking of budgets and schedules

must be timely and accurate• Expensive tools can help, but who

can afford them right now• Email and telephone are

inefficient• Changing work hours and

expectations of 24/7 collaboration

Challenges in Project Communication

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• Central repository for a variety of information.

• If your project team can call one place "home" then they are more able to quickly find the information they need, when they need it.

• “Home site” for your project, your team, your family, your club, your company, etc.

SharePoint: One Stop Shop

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• One current version of the document stored in a place that everyone can access.

• Don’t have different versions of documents stored in different places

• Don’t waste effort of searching for the most current version

• Same for accidentally using an out-dated version.

• Email a link to the SharePoint document. • Encourage / enforce everyone to not create copies

One Version of the Truth

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• Versioning Settings• Major vs. Minor (draft) versions• Managing Versions – delete/restore• Versions and Check-out / Check-in• Track changes vs. Versioning (and Word “compare”)

The power of version controlVersion Control in Document Libraries

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• Versioning Settings in Lists• Tasks and Issues Log Version control• Append Changes to Existing Text• Versioning in Wiki

The power of version controlVersion Control elsewhere

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• Microsoft Office 2007 and 2010: "SharePoint aware"

• Metadata access from Office• Timesaving features. For example:–Word 2007 to compare two versions of a file– Take documents offline– Take entire document libraries offline– Take contacts and calendars offline

Microsoft Office Integration

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• Especially useful if your team is not using the same Exchange server.

• Even if you are, the “One Stop Shop” access to a project calendar is very useful.

• Everyone on your team can read and edit shared calendars.

• Can be sync'ed with Outlook.

Shared Calendars

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• “To-do” list shared across your project.• Can email a person when a task is assigned to them, with a link to the SharePoint task.

• Straight out of the box, the tasks lists have several fields including priority, owner, start date, due date, status, comments, etc.

• Completely customizable.• Issues Log

Task Lists

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• Successful projects are all about good communication.

• Capture contact information for every member of your team in a list that can be easily updated by every team member.

• Connect to Outlook so contacts are always accessible and automatically synchronized.

Contact lists

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• Email you (and your team members) when changes occur

• Use for immediate reminder when a task or a document is updated.

• Use for a daily or weekly summary.

Alerts

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Closing Questions or Thoughts?

SharePoint: Bricks and Paint

Technology

Transcript of SharePoint: Bricks and Paint