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Getting started Course

Audience: entry level
Sep 2009
By : Van Mol G.
 Agenda

1. Vision & Mission

2. Platform ± Sharepoint technologies
3. Connecting
4. Sites
5. List concepts
6. Lists
7. Libraries
8. Workflow
9. Advanced office integration
10. Personalisation features


 Vision
by microsoft
¢
  

  

SharePoint Portal Server 2007 enables

enterprises to develop an intelligent portal
that seamlessly connects users, teams and
knowledge so that people can leverage
relevant information across business
processes to help them work more
efficiently.

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 Mission

þ Turn data into information

It¶s all about sharing information & knowledge
þ Facilitate (temporary)business processes
By using blogs ± discussion threads
þ Maximise SharePoint User adoption on all levels in the company
Tool for the business by the business
Users take ownership
þ Build bridges between Business Users & Information Technology
Users never get what they want when they want it.

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 Why Using SharePoint

þ Increase User productivity

Reduce time spent searching for info & people by providing easy
retrieval of documents, via navigation & search
Minimize number of calls to the help desk
þ Increase opportunities for Knowledge transfer
þ Minimize communication barriers between departments
þ Work more efficiently
Single source of information
Cross departmental
Reduce e-mail attachments (pull instead of push) & local file copies
Design & Security is done by site-admin (=business user)
Saving resources: disk space & bandwith

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 Accomplisch vision by providing

þ Single platform of information for:

Office documents, drawings, pictures, ...
Tasks & Issue lists
Processes & workflow
Applications
Reporting
E-mails
Links to other sites, internet url¶s
Shared Calendars


 Agenda

1. Introduction ... What is it

2. Platform ± Sharepoint technologies

3. Connecting
4. Sites
5. List concepts
6. Lists
7. Libraries
8. Workflow
9. Advanced office integration
10. Personalisation features
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 Agenda

1. Introduction ... What is it

2. Platform ± Sharepoint technologies

3. Connecting
4. Sites
5. List concepts
6. Lists
7. Libraries
8. Workflow
9. Advanced office integration
10. Personalisation features
 Connect & Login

þ Startup Internet explorer open the url: http://portal.eu.gates.com

þ Single sign-on on Microsoft platform.
Takes userid & password from Windows (= Active directory)
þ go to the main page on the European Sharepoint portal
You can make any page your startup page: click tools > Internet options

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 Agenda

1. Introduction ... What is it

2. Platform ± Sharepoint technologies
3. Connecting

4. Sites
5. List concepts
6. Lists
7. Libraries
8. Workflow
9. Advanced office integration
10. Personalisation features
pp
 Sites: Overview

þ WSS : Windows Shared Services

þ WSS Site provide:
Core document management
Information management capabilities
Collaboration services
Application platform
that make the foundation of a SharePoint environment.

þ Prebuild types:
Team sites
Document workspaces
Meeting Workspaces
Blog Sites
Wiki sites

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 Sites: Navigation



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 Agenda

1. Introduction ... What is it

2. Platform ± Sharepoint technologies
3. Connecting
4. Sites
5. List concepts
6. Lists
7. Libraries
8. Workflow
9. Advanced office integration
10. Personalisation features

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 List concepts

þ Sharepoint basic means of information storage is accomplished

using the concept of a list.
þ Much of the data that you create or consume within SharePoint is
contained in a list.

þ Creating
þ Working
Add , edit delete items
þ Filtering & sorting
þ Using views
þ Datasheet
þ Folders

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List concept:
Folder vs View

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List concept:
Folder vs View

þ But what if a user wants to

see all quotes, regardless of
the country & customer?
þ Then this user must look into
three different folders, and if
there are 300 customers, the
user must look in all 300
Quote folders.
þ In this situation, it is very
common for the user to copy
these quotes to his local
client, just to get them listed
together and easier to work
with.
þ Result: Now you have the
same files in two places.
This happens all the time and
is one of the major reasons
you end up with file chaos.


 What You Really Need

þ You need a new method to organize and group files without

using folders, something that will be easy to change, or will even
change automatically for each user looking at these files.

þ For example, a project manager might want to see project

documents presented in one way, but each project member may
need to organize this information in another way, maybe even
hiding everything but the files the project member works with.

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 what you need are features like these

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 What views can do for you.

þ How do you want to see your information

þ Make your life a lot easier &
« bring information at your fingertips
« by efficient filtering / sorting / grouping documents
« resulting in seeing docs you are really interested in.
Show only µlatest version¶ for all documents
Show only µ
docu
ents¶ (created by or assigned to me )
Show me documents µcreated/
odified in the last X da s¶
Show me the documents with a status * not co

leted¶
«.
þ ÷fter a while ou¶ll wish
ore and
ore You had views and

etadata instead of folders on our local co

uter.

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 List concepts:
change the way of working

þ Mentality change & organise information storage

Work organic (= object oriented)

Working with document properties in stead of folder structure

Filter & search

þ


 

E-mail

Alerts

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 Agenda

1. Introduction ... What is it

2. Platform ± Sharepoint technologies
3. Connecting
4. Sites
5. List concepts
6. Lists
7. Libraries
8. Workflow
9. Advanced office integration
10. Personalisation features

˜
 Lists

þ Communications
Announcements þ Custom lists
Contacts Decisions
Discussion boards Objectives
Text box
Things to bring
þ Tracking
Links
Calendar þ Advanced office integration
Tasks
Project tasks
Issue tracking
Survey
Agenda


Lists

Y
 Using Lists

þ Default view / select a view

þ Update listitem
þ Add listitem
þ Assignto field
þ Attach documents
þ Export to Excel (view dependent)
þ Workflow
þ Alert
þ History


 Agenda

1. Vision & Mission

2. Platform ± Sharepoint technologies
3. Connecting
4. Sites
5. List concepts
6. Lists
7. Libraries
8. Workflow
9. Advanced office integration
10. Personalisation features



 Library: Types

Document library
Picture library
Slide library (2007)
Wiki page library
Form library
Report library
Data connection library

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 Using document library

þ Open document via Link (in E-mail)

þ Open document via Navigation
þ Open document for editing
þ Document management features
Check in / check out document
Publish documents
Content approval
Versioning
þ   
Load (existing) document
þ 
þ 




     


Load new document

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Library: actions

O
 Library: organizing

þ Views
Sorting
Filtering
Group by
Totals

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Library: Filtering

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Library: filtering (2)

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Library: Views

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 Agenda

1. Vision & Mission

2. Platform ± Sharepoint technologies
3. Connecting
4. Sites
5. List concepts
6. Lists
7. Libraries
8. Workflow
9. Advanced office integration
10. Personalisation features

OY
 Advanced office (2007) integration

þ Outlook & Sharepoint

Contacts
Team / project calendar
Take documents off line
Document workspace
þ Excel
Export lists to Excel
Edit in excel & synchronise
Excel services
þ Slide libaries
Publish from Powerpoint to a slide lib
þ Visio
Link Sharepoint list data to Shapes
þ Project
þ Word
Use word as an editor to make wiki sites

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Outlook & sharepoint
Shedule a meeting in an (existing) workspace from outlook

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 Agenda

1. Vision & Mission

2. Platform ± Sharepoint technologies
3. Connecting
4. Sites
5. List concepts
6. Lists
7. Libraries
8. Workflow
9. Advanced office integration
10.Personalisation features

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 Personalization features

þ Alerts
þ My Site
þ My Links
þ Persononalisation sites
þ Logon management

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 Alerts

þ Level
Site
þ 



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Alerts (continued)

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Alerts : received in outlook
(continued 2)

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My Site: Home

þ Personal &
þ Shared
documents

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My Site: My profile

þ Public Part

Here you can

share info with
others users.

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 Search: simple

þ Every employee spends 2.5hrs per week searching for info.

þ Principle: works like google
þ Type in one / more keywords
þ Search works hierarchical
Means that results will depend on the which level in the structure you are

þ Search works on full text within office documents

þ Indexes are rebuild over night.

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Search: advanced

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 Reporting services

þ Reporting tool that allows to produce reports (data & graphs in

multiple output type¶s such as : PDF, XML, Excel, Html

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Infopath

þ Form generator that is

bundled with microsoft
office
þ Allows people to enter
structured data (offline).

þ Typical example is visit &

sales reports.

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Infopath

þ Form generator that is

bundled with microsoft
office
þ Allows people to enter
structured data (offline).

þ Typical example is visit &

sales reports.

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