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Produced by: Supported by:

Falling In Love with SharePoint

Jennifer MartinezAllegient

SHARE The SharePoint Conference for Business Users

Jennifer Martinez

Senior Consultant in Collaboration (SharePoint)

Allegient

Indianapolis, IN

• End User Training 1999

• Business Analyst, Information Architecture

• Power User Groups (Community of Practice)

[email protected]: IndySPJen

Linkedin: http://www.Linkedin.com/in/jenniferjmartinezSlideShare: http://www.slideshare.net/jenmartinez

http://www.allegient.com/

The Story of SharePoint and You

SHARE The SharePoint Conference for Business Users Slide 4

In the Beginning….


So You Made the Commitment…


But Soon…


It Was Time For Therapy

But with today’s information, soon…


…You’ll be falling in love with SP(again)


What Can Be Done???


Relationship Rules

1. Change Your Ways2. Stop Checkin’ It Out3. Take it Outside4. Analysis from an Expert5. Make Your Communication Meaningful6. Capture Their Attention

7. *Two or more become one*


Take a Break

Stop Using SharePoint

1. Change Your Ways

You could…….save the file (and update SharePoint properties!)

directly from the application

• Add Network Location

• Add to Favorites (in Windows Explorer)

• Copy/paste URL from SP Library

• Use Recent Locations

You would……create a new file and save a copy to your local drive in order to navigate to the SharePoint library, find the folder and click Upload, browse to location, complete the metadata, click OK (and then try to keep the two versions straight and remember which you should update and wonder if you sent the right version to your customer)


1. Change Your Ways

• Add Network Location

• Add to Favorites (in Windows Explorer)

• Copy / Paste URL

Saving

Opening

Attaching

Printing

Moving https://projects.allegient.com/samples/Shared%20Documents/Forms/AllItems.aspx


• Update SHAREPOINT Properties from within Office (Word, Excel, PPT)

1. Change Your Ways


NEVER Use Folders!!!!!…unless they are SMART Folders

=


Let’s See• Edit the properties of this presentation

• Save to folder

https://projects.allegient.com/samples/Shared%20Documents/Forms/AllItems.aspx


Involve Others

Co-author documents

2. Stop Checkin’ It Out

You could…….open the file at the same

time and work together on edits to see changes in real time

You would……load a file in a shared library, Check Out the file, make changes, email coworker and tell them it is ready, they open the file, Check Out the file, make changes, save back, notify you, hope that they remembered to check it back in!, you open and review, you make another minor edit…


It’s about your Outlook

3. Take it Outside

You could…

….view, create, and update items from Outlook without opening the

browser. View upcoming department meetings and events against your personal calendar. Track your tasks in one place.

• Connect to Outlook• Calendar• Tasks• Contacts• Discussion Boards• Libraries, Folders*

You would……not use tasks and calendars in SharePoint at all because who is going to navigate to multiple sites just to see if someone assigned you a task or see what is happening OR be assigned to tasks you don’t know about or can’t find again, miss training and event opportunities because you didn’t know what was happening.


• Connect to Outlook

• View SharePoint items alongside Outlook items

• Edit, Add Items from Outlook into SharePoint Calendarand vice versa

3. Take it Outside


Let’s See• Connect Events Calendar

• Connect Task List


Excel at what you do

Right Tool, Right Time

4. Analysis from an Expert

You could…….allow multiple users enter data at the same time in a SharePoint

list, open an Excel spreadsheet with calculations and charts and view up to the minute data from SharePoint.

• Use SharePoint list for data entry• Export to Excel• Save spreadsheet into SharePoint library

You would……fight and compete with coworkers for access to the Excel Spreadsheet where you have to enter your metrics, find the file locked for edits, call Dale, he is in a meeting and left the file open, make a copy, save it with a new name, notify the metrics coordinator and ask them to merge your changes in with Dale’s later. View lots of good data in lists, but nothing is visual so it doesn’t mean much without visuals.


• Export to Excel

• Add calculations, charts, formatting to Excel

• Share File– Save to local drive

– Save to SharePoint library

– Email to anyone

4. Analysis from an Expert


Let’s See• Open Metrics

• Edit Data in SharePoint

• Refresh Excel

$-

$10,000.00

$20,000.00

$30,000.00

$40,000.00

$50,000.00

$60,000.00

0 2 4 6 8 10

Re

ven

ue

Number of Visits

Revenue per number of visits

Alan Alda

Chris Christie

Bob Barker

Dale Donald


Stop the Noise

Targeted Alerts

5. Make it Meaningful

You could…….receive useful alerts for only relevant items even from a library

with 100’s of documents and multiple editors.• Create FILTERED view and set alert for that view

(e.g. Location = Indianapolis)• Consider RSS Feeds• Consider email when Assigned To changes

You would……set up alerts on various libraries and lists to be notified daily or weekly of all changes made and soon realized you were being notified about information and changes that weren’t relevant to you, you already had too many emails , started to ignore the alerts, and eventually ignored them completely as they come into the inbox.


• Create a view with any FILTER

• Create an alert (for you or others) for items in that view

• Add a meaningful Alert Title (i.e. subject line)

5. Make it Meaningful


• Consider RSS Feeds instead

• Alternative: Some list templates email upon reassignment (tasks, issue tracking)

5. Make It Meaningful


Update Your Look

Go Metro

6. Capture Their Attention

You could…….give the site a metro look by adding ‘buttons’

using only PowerPoint tools and give the users a clean, easy to use interface.

• Create ‘buttons’ in PowerPoint as images

• Save to Site Assets

• Update Home Page, insert images

• Add Links to Images

You would……use the default home page, fill the page with lots and lots of lists and libraries, have more text than images, avoid the home page and rush for the left nav, try forever to find what you need, get lost in the site trying to figure out what is most important, not be able to tell the difference between one site and the next


This document and the information contained herein is confidential and proprietary to Allegient LLC and shall not be duplicated, used or disclosed in whole or in part for any purpose other than to evaluate the proposal. If a contract is awarded to Allegient as a result of or in connection with the submission of this proposal, all information not marked as confidential and proprietary of Allegient may be duplicated, used, or disclosed to the extent provided by the agreement governing such services. All trademarks and/or service marks contained within this document are the property of their respective owners. Allegient does not in any way warrant the use of their products and/or services offerings.

USING NOTHING BUT POWERPOINT

Making Icons and Buttons


Favorites

Recently ModifiedEvents

Links

Tasks

* Making Buttons in PowerPoint


Think Creatively

1. Look for elements you can remove or

combine.

* Items should be ON TOP

* Be wary of colors or lines that go

throughout the whole picture

• Delete extra content

• Recolor the phone

• Make the pen wood grain

• A+ becomes KIMS


Remove Background


Lookup then Hookup

Work Your Relationships

You could…….view related information in a single

screen. Open an item and see related documents, tasks, and more in the same screen

• Create a Lookup Column• Edit the Default Forms

(New, Edit, Display)

• Insert Related List• Insert CEWP for instructions

7. Two (or more*) become one

You would……have lists and libraries with information related to each other, but would view information one list and library at a time. Click back and forth between screens. Possibly overlook important content.

* DISCLAIMER: This is one example of where my relationship analogy breaks down. I am not advocating actual ‘open relationships’, plural marriages, or any bad behavior. Don’t say “but she said I should!”


• 1. Add a Lookup Column to a Library

• 2. Edit the Default (New, Edit, or Display) Form




• 3. Insert Related List

• 4. Insert Content Editor, Insert Existing List




Let’s See


• Add SharePoint sites as a Network Place / Favorite

• Co-author content

• Connect to Outlook

• Export to Excel

• Filtered Views & Alerts

• RSS Feeds

• Buttons from PowerPoint to your site

• Insert Related Lists and more in Default Forms

Recap


Questions

Produced by: Supported by:

Falling In Love with SharePoint

Jennifer MartinezAllegient [email protected]

Twitter: IndySPJenLinkedin: http://www.Linkedin.com/in/jenniferjmartinez

SlideShare: http://www.slideshare.net/jenmartinez

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