Work smarter using sharepoint 2010 misa version2

Howard ForderMCSE, MCT, [email protected]

SHAREPOINT 2010Should you jump in now?

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r• 1. Introduction to Information Management

• How inefficient today’s methods are - why there is a need for SharePoint to manage information in the workplace

• 2. Introduction to SharePoint 2010• various tasks that address the management of

information through SharePoint

• 3. Plan of Action • How to get your team on board and productive

• 4. Follow up recommendation • of training courses to match training needs

WHAT WILL WE COVER?

Introduction to Information Management

Most companies are swimming in a sea of documents. In the eighties, one large computer company predicted the eventual elimination of paper in the workplace!

Today, there is still a lot of paper to be filed, organized and retrieved. But there is an enormous amount of information stored electronically, meaning documents stored on hard drives.

Managing this stored information is the focus of products like SharePoint and through the mechanisms built-in, we can better manage and organize our information!

Value of Information!

What is the value of Information in your organization? Because balance sheets for most companies don't track the soft costs of developing information, they often don't really know what their information is worth.

If you were to ask most individuals how valuable information is to their organization, most would swiftly tell you that it is highly valuable. Yet, getting them to agree to manage that information better is often difficult.

Managing information can form a competitive advantage.

Bill English – Tech Publisher and Trainer

Manage Information!In addition, the following statistics indicate that our need to manage information better is strong:

• Over 30 billion original documents are created and consumed each year

• Cost of documents is estimated to be as much as 15% of annual revenues

• 85% of documents are never retrieved • 50% of documents are duplicate in some way • 60% of stored documents are obsolete

For every $1 spent to create the document, $10 are spent to manage it

It's obvious that we're great at creating documents, but not so good at managing them.

“It's obvious that we're great at creating documents, but not so good at managing them.”

-Bill English, Mindsharp

Manage Information!While the information on cost studies is not robust, the information that is available suggests that organizations are hemorrhaging money on this problem. A good study on this suggests the following:

3.5 hours spent trying to find information but not finding it.

Another 3.0 hours recreating information that they know exists, but they cannot find.

So, what keeps us from finding information? The AIIM survey found the following:

Finding Information!What keeps us from finding information?

The AIIM survey found the following: Poor search functionality: 71% Inconsistency in how we tag/describe data: 59% Lack of adequate tags/descriptors: 55% Information not available electronically: 49% Poor navigation: 48% Don't know where to look: 48% Constant information change: 37% Can't access the system that hosts the info: 30% Don't know what I'm looking for: 22% Lack the skills to find the information: 22%

Tagging Information!When asked who is responsible for tagging information, Authors: 40%

Records Managers: 29% SME's: 25%

Anyone: 23% Don't know: 12% No one: 16%

This means that in many organizations, users simply don't know who is responsible for tagging information or are not directly assigned the tagging task to make that information more findable.

In the absence of a governance rule that details who is responsible for tagging documents, the result is that anyone (and yet no one) will be able to apply metadata to a document. This is not a recipe for success.

Let’s Ask the Questions!

Where does all this information come from?

Where is all this information stored?

How is this stored information classified?

Who is responsible for classifying and storing?

How do we get at this information?

Are we following regulatory requirements in our industry for our information?

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SharePoint 2007Design Objectives

What is SharePoint?How did it evolve?

−Meetings−Documents−Discussions−Surveys−Blogs−Wikis

Collaboration Features of SharePoint

All through Office Apps and web browsers!

OverviewCollaboration using Meetings

• A meeting workspace is a centralized location for all the details of a meeting.

• A meeting workspace can be made using a template or created for a calendar event.

• You can use meeting workspaces to:• Add objectives• Add an agenda• Add meeting documents • Add an attendee• Add a “Things to Bring” list.

OverviewCollaboration using Meetings

OverviewDocument Workspace Collaboration

• A document workspace is a focused area on one document that can be checked out and checked back in for multiple people access and true versioning and collaboration.

• Document workspaces are temporary. When the document is finished, it is placed back in one of the libraries and the workspace is deleted.

• Create a document workspace from an Office 2007 application or from the SharePoint Web Interface.

Overview

Document Workspace Collaboration

OverviewSurveys in SharePoint

• A special kind of list that asks questions and allows views of the results.

• Your survey can be anonymous or you can have user names attached to the results.

• You can also configure the format of the users feedback.

• All surveys involve the creation of the survey “container” followed by the creation and administration of questions.

• There are multiple ways in which a user can be asked to respond.

OverviewSurveys in SharePoint

OverviewCollaboration using Discussions

• Discussion boards provide a forum on which visitors to your site can converse about topics of interest.

• In corporations, discussions are used to converse about projects and documents.

• SharePoint sites created with Team, Document Workspace, or Social Meeting templates include a discussion board.

• One key feature is to configure alerts to notify you of changes to the discussion board.

Overview

Overview

• Wikis and Blogs are methods that enable anyone to write web pages and publish them for everyone to see.

• Blogs are personal journals, whereas anyone can contribute content to a wiki web site.

• Most Wikis and Blogs can use RSS feeds to notify users when site content changes.

Wikis & Blogs in SharePoint Sites

RSS = Really Simple Syndication

OverviewWikis & Blogs

Overview• You can keep a local copy of team calendars,

Outlook 2007 & SharePoint

• Viewing a SharePoint calendar side by side with your personal calendar can be very productive and enlightening.

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rIntroducing SharePoint 2010

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A fresh, new look, built upon the success of SharePoint 2007

SHAREPOINT 2010

Ribbon Toolbar Examples(Click Image)

Fuel adoption with a contextual, seamless look and feel from the rich

client applications to the browser

Outlook®

SharePoint Workspace

Project

Visio

1

Welcome Morgan Skinner | My Site | MyLinks |

Field Reports

http://contosoweb/business%20development/customer%20research/juniper/field%20reports/Forms/A

Contoso> Marketing > Business Development > Customer Research > Juniper > Field Reports > All Documents

Juniper>Field Reports

• Lahuan

• Juniper

• Cypress

View All Site Content

Recycle Bin

Documents

• Focus Groups

• Field Reports

• Presentations

Project Info

• Milestones

• Announcements

My Workspaces

• Coho Vineyards

• FabrikamProposal

• City Power

• Ontario Hydro

All Workspaces

Read InsertDocuments

Track

Export

Contribute

Upload

View Properties

Edit PropertiesNew

Delete

Clipboard

Paste

Manage

Workflow

Check-in

Publish Major Version

Version History

Permissions

ManageAccess

Quick Views

All Documents

Sort & Filter

Save as View

Type Name Modified Modified By

Widget Compete 1/22/2009 6:06 pm Junmin Hao

Cog Thinking 2/9/2009 8:32 pm Mike Phillips

Rough Take on New Materials 12/13/2008 6:49 pm James Alvord

Customers Complaints 12/13/2008 2:42 pm BjarneRiis

Rollup Meeting Materials 2/2/2009 7:01 pm Daniel Roman

Market Plan Specifications 1/15/2009 3:05 pm Matt Berg

SharePoint Actions

Customer Research

SharePoint®

New Commands Make Everyone More Productive

And Everyone Finds Them with the Ribbon Toolbar, Now in All Applications

1

Welcome Morgan Skinner | My Site | MyLinks |

Field Reports

http://contosoweb/business%20development/customer%20research/juniper/field%20reports/Forms/A

Contoso> Marketing > Business Development > Customer Research > Juniper > Field Reports > All Documents

Juniper>Field Reports

• Lahuan

• Juniper

• Cypress

View All Site Content

Recycle Bin

Documents

• Focus Groups

• Field Reports

• Presentations

Project Info

• Milestones

• Announcements

My Workspaces

• Coho Vineyards

• FabrikamProposal

• City Power

• Ontario Hydro

All Workspaces

Read InsertDocuments

Track

Export

Contribute

Upload

View Properties

Edit PropertiesNew

Delete

Clipboard

Paste

Manage

Workflow

Check-in

Publish Major Version

Version History

Permissions

ManageAccess

Quick Views

All Documents

Sort & Filter

Save as View

Type Name Modified Modified By

Widget Compete 1/22/2009 6:06 pm Junmin Hao

Cog Thinking 2/9/2009 8:32 pm Mike Phillips

Rough Take on New Materials 12/13/2008 6:49 pm James Alvord

Customers Complaints 12/13/2008 2:42 pm BjarneRiis

Rollup Meeting Materials 2/2/2009 7:01 pm Daniel Roman

Market Plan Specifications 1/15/2009 3:05 pm Matt Berg

SharePoint Actions

Customer Research

SharePoint 2010 New UI

Multiple Selection Check In/Out

Chage Font Size Live Preview

Edit Page More Intuitive

The old look

The new look

New Site Templates Interface

SharePoint Workspace(formerly “Groove”)

Change Images from PC or URL

Live Preview Same as Office

Upload PowerPoint Theme

SharePoint Designer

Help People Accomplish MorePut the Power of the 2010 Servers into Their Hands with Office 2010 and SharePoint 2010

Business Intelligence

Collaboration

Unified Communications

Enterprise Content Management

SharePoint 2010

SharePoint 2010

SharePoint 2010

Word 2010PowerPoint 2010

SharePoint Workspace 2010

(formerly Groove)

PowerPoint 2010

SharePoint 2010

SharePoint 2010

Word 2010

Office 2010

Client Server

OCS 2010SharePoint 2010

OCS 2010

Communicator 2010

Word 2010Communicator

2010

SharePoint 2010Excel 2010 with Project Gemini

add-in

Exchange 2010Outlook 2010

Exchange 2010Outlook 2010

Share an Office application with others in one click

See presence and contact others from within your shared document with IM, voice or video

See voice mail transcripts and faxes right in your inbox

Consolidate & quickly analyze and vast amounts of data. Share & Refresh powerful BI models in SharePoint

Edit the same document at the same time

Use & update SharePoint documents and lists when you’re not connected

Quickly broadcast a slideshow right from within PowerPoint

Avoid sending sensitive mail to the wrong people with help from Mail Tips and keep security a priority with Retention Policy and Automated Policy Application

Enhance content management with smart templates that populate document metadata

Easily access rich client/server capabilities with the Backstage view in Office 2010

Edit content on the go, saving changes back to the source

View charts, graphs and images as you see them on your main computer

Seamlessly copy and paste across programs

Stay Up to the Minute with Office Mobile*

Applications that are Much More than Viewers

Zooming options

Create & edit

comments

Access your content offline

Mobile Companions for Excel, Word, PowerPoint, OneNote, SharePointUse on Windows Mobile 7

*Office Mobile 2010 is not included in the Office 2010 applications or suites.

SharePoint 2010 from Anywhere

Office Apps

Any Browser

Mobile

• Thoughts?• Q & A

SharePoint 2010W

ork-

Smar

ter

Should We Jump In Now?

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rSharepoint Training

• Users• Administrators• Developers

Three main skill-sets:

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r• Start a SharePoint pilot project

• Invite a representative of each department to participate

• They can access the SharePoint server from a browser

• Train the pilot project group

• Build a few SharePoint sites• Use the built-in templates• Give them a variety to explore

How to get your team on board and productive!

PLAN OF ACTION!

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• Users (participate in projects)

• Content Admins (manage projects)

• Administrators (Build servers and sites)

• Developers (customize sites)

Four main skill-sets:

SharePoint Training

http://www.microsoft.com/learning/

Course 6438: Implementing SharePoint Services 3.0Course 5061: Implementing Office SharePoint Server 2007Course 6438: Implementing SharePoint Services 3.0Course 5061: Implementing Office SharePoint Server 2007

Course 50227: SharePoint 2010 End UserCourse 50352: SharePoint 2010 IT ProCourse 10173/6 What’s New for IT in SharePoint 2010

Course 50227: SharePoint 2010 End UserCourse 50352: SharePoint 2010 IT ProCourse 10173/6 What’s New for IT in SharePoint 2010

http://www.ctcTraincanada.com

Half Day and One Day End User Training(various custom courses for your organization)Half Day and One Day End User Training(various custom courses for your organization)

• MCITP• The casual administrator

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r SharePoint Training• MCITP• The casual administrator


Course 6438: Implementing SharePoint Services 3.0Course 5061: Implementing Office SharePoint Server 2007

Course 6438: Implementing SharePoint Services 3.0Course 5061: Implementing Office SharePoint Server 2007

Course 50352: SharePoint 2010 – Various levelsCourse 50352: SharePoint 2010 – Various levels

http://www.ctctraincanada.com

Half Day and One Day End User TrainingHalf Day and One Day End User Training



© 2009 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries.

The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after

the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

http://www.TrainCanada.com

Howard [email protected]

Chat with your TrainCanada courseware specialist to assess your training needs.

Work smarter using sharepoint 2010 misa version2

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