sharepoint: bricks and paint
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Online Conference
June 17th and 18th 2015
Bricks and Paint
Key Concepts and Foundational Features to Quickly Build Great SharePoint Sites
Gerry Brimacombe, Lightlever Systems Inc.
Online Conference
June 17th and 18th 2015
Introduction
Online Conference
June 17th and 18th 2015
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
Online Conference
June 17th and 18th 2015
Contact Details:gerry@lightlever.ca
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
Online Conference
June 17th and 18th 2015
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
Online Conference
June 17th and 18th 2015
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
Online Conference
June 17th and 18th 2015
Core Lists Concepts
Online Conference
June 17th and 18th 2015
Name Job Title Phone Email Attachment
Lists are Like Spreadsheets
Row, File, or Item
Field, Property,
Metadata or Column
Online Conference
June 17th and 18th 2015
• 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
Online Conference
June 17th and 18th 2015
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
Online Conference
June 17th and 18th 2015
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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June 17th and 18th 2015
LIVE DEMO: Key Default Lists
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June 17th and 18th 2015
Lists are Like Spreadsheets
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June 17th and 18th 2015
LIVE DEMO:
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June 17th and 18th 2015
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June 17th and 18th 2015
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June 17th and 18th 2015
Creating Columns
Online Conference
June 17th and 18th 2015
• 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
Online Conference
June 17th and 18th 2015
Online Conference
June 17th and 18th 2015
– 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: gerry@lightlever.ca
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.
Online Conference
June 17th and 18th 2015SharePoint
OverviewWhy are we
here?
Case for Collaboratio
n
SharePoint Overview
How is this Relevant to Business?
Wrap-up
www.lightlever.ca
Agenda
Online Conference
June 17th and 18th 2015
Introduction
Online Conference
June 17th and 18th 2015
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?
www.lightlever.ca
Online Conference
June 17th and 18th 2015
Poll: SharePoint Usage
How much do you currently use SharePoint?
www.lightlever.ca
Online Conference
June 17th and 18th 2015
The Business Case for Collaboration
Online Conference
June 17th and 18th 2015
• 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
www.lightlever.ca
Online Conference
June 17th and 18th 2015
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
www.lightlever.ca
Online Conference
June 17th and 18th 2015
• 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
Online Conference
June 17th and 18th 2015
SharePoint Key Features
Online Conference
June 17th and 18th 2015
“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
www.lightlever.ca
Online Conference
June 17th and 18th 2015
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
www.lightlever.ca
Online Conference
June 17th and 18th 2015
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
Online Conference
June 17th and 18th 2015
SharePoint Server
Site Collection
SharePoint Context
www.lightlever.ca
Online Conference
June 17th and 18th 2015
Some Common SharePoint Components
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Share Point
Document Libraries
Calendars
Contacts
Tasks
Wiki
Blogs
Alerts
Online Conference
June 17th and 18th 2015
Access Corporate data from anywhere there’s internet:
1. URL2. Username3. Password
The Keys to the Gate
www.lightlever.ca
With Permissions
e.g. https://your-company.com
Online Conference
June 17th and 18th 2015
• Flexible• Powerful• Can be managed by admin staff (not necessary to be technical)
Permissions Overview
www.lightlever.ca
Online Conference
June 17th and 18th 2015
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
Online Conference
June 17th and 18th 2015
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
Online Conference
June 17th and 18th 2015
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
Online Conference
June 17th and 18th 2015
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?
Online Conference
June 17th and 18th 2015
• On every page• Very FAST ™ Search• Searches inside all documents including PDF
• Advanced search available• Google way of thinking?
SharePoint Search
www.lightlever.ca
Online Conference
June 17th and 18th 2015
One Source of Truth
www.lightlever.ca
Confusing and
risky
Cleaner, easier, s
afer
Online Conference
June 17th and 18th 2015
• 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
www.lightlever.ca
Online Conference
June 17th and 18th 2015
How about a SharePoint-based Staff Portal?
Online Conference
June 17th and 18th 2015
• 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?”
www.lightlever.ca
Online Conference
June 17th and 18th 2015
• 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
www.lightlever.ca
Online Conference
June 17th and 18th 2015
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?
Online Conference
June 17th and 18th 2015
SHAREPOINT FOR PROJECT MANAGEMENT COLLABORATION
Online Conference
June 17th and 18th 2015
• Challenges in project communication• The importance of collaboration tools• One Stop Shop• One Version of the Truth• SharePoint Tools applied to Project Management
Agenda
Online Conference
June 17th and 18th 2015
• 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
Online Conference
June 17th and 18th 2015
• 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
Online Conference
June 17th and 18th 2015
• 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
Online Conference
June 17th and 18th 2015
• 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
Online Conference
June 17th and 18th 2015
• 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
Online Conference
June 17th and 18th 2015
• 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
Online Conference
June 17th and 18th 2015
• 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
Online Conference
June 17th and 18th 2015
• 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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Online Conference
June 17th and 18th 2015
• 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
Online Conference
June 17th and 18th 2015
• “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
Online Conference
June 17th and 18th 2015
• 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
Online Conference
June 17th and 18th 2015
• 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
Online Conference
June 17th and 18th 2015
Closing Questions or Thoughts?
Online Conference
June 17th and 18th 2015
© 2014 Lightlever Systems Inc. 67
www.lightlever.ca
That’s all folks!
Gerry Brimacombe
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