sharepoint overview

INTRODUCING MICROSOFT OFFICE

SHAREPOINT SERVER

Amy Phillips

http://amydphillips.com

Objectives What is Sharepoint? Key capabilities Why use Sharepoint? Differences between Sharepoint and WSS Sharepoint versions (WSS, Standard, Enterprise) Administration Deployment models How to buy Sharepoint

Trivia

How busy are you?

Trivia # 1

How much data does a typical worker produce in a year?

1. 100 megabytes

2. 500 megabytes

3. 1 gigabyte

4. 3 gigabytes

Answer

How much data does a typical worker produce in a year?

1. 100 megabytes

2. 500 megabytes

3. 1 gigabyte

4. 3 gigabytes

Source: “The Enterprise Workplace,” IDC, 2005

Trivia #2

What percentage of a typical workers day is spent searching for information?

1. 1 percent

2. 10 percent

3. 30 percent

4. 60 percent

Answer

What percentage of a typical workers day is spent searching for information?

1. 1 percent

2. 10 percent

3. 30 percent

4. 60 percent

Source: IDC, 2003

Trivia # 3

How much does lost productivity cost per year for 1,000 employees?

1. $100,000

2. $1 million

3. $5 million

4. $10 million

Answer

How much does that lost productivity cost a 1,000 employee company in a year?

1. $100,000

2. $1 million

3. $5 million

4. $10 million

Source: “Hidden Costs of Information Work,” IDC, 2006

What is Sharepoint? Server side application structure that binds client

side output into manageable, searchable, and accessible information.

Microsoft branded software that enables a web site to provide document and information sharing

Provides templates so that workgroups can share documents, calendars, announcements and postings

Allows the building of internet, intranet and extranet portal environments

Runs on Windows server operating systems

What is Sharepoint? Microsoft’s definition

integrated suite of server capabilities that can help improve organizational effectiveness by providing comprehensive content management and enterprise search, accelerating shared business processes, and facilitating information-sharing across boundaries for better business insight

Office SharePoint Server 2007 supports all intranet, extranet, and Web applications across an enterprise within one integrated platform, instead of relying on separate fragmented systems.

Additionally, this collaboration and content management server provides IT professionals and developers with the platform and tools they need for server administration, application extensibility, and interoperability

One platform for you, your team, and the company

Individual

Team

Division

Enterprise

Extranet

Internet

Team

Division

Enterprise

Extranet

Internet

Individual

Collaboration &

Communications

BusinessIntelligence

Project &Portfolio

BusinessProcess

Integration

Search

EnterpriseContent

Management

Portal

Document Creation

Collaboration

Search

Processes

ERPCRM

Ad Hoc WorkflowsAnd Tasks

StructuredData

Hard Drivesand File Shares

EnterpriseApps

RelationalDatabase

Traditional ITInvestments

Traditional ITInvestments

UnstructuredWork

UnstructuredWorkCoordinate

teams & share knowledge

Simplify access to business applications

Find and use information

Manage content with security &

compliance

Automate business process

Use data to drive business

decisions

Search

People as Middleware

SharePoint Server 2007

• Publish documents, task lists, wikis, blogs

• Outlook sync• Gantt charts


• Enterprise Portal

• MySites


• Search for content, people, expertise


• Create and manage documents, records and Web content

• Slide libraries


• Create workflows• Application

templates• InfoPath forms


• Excel services• KPIs/dashboards• Role-based MySites

Enterprise Content ManagementMake it simple to author and manage

content and documents

CollaborationKeep co-workers, partners

and customers in sync

How it all works together

Knowledge Discovery and Insight

Make the right informationavailable to more people

Personal ProductivityIncrease employee self-sufficiency and

effectiveness

Fundamentals Make it more secure,

manageable and reliable

InformationWorker Solutions

Build client and web-basedapplications with workflow and line-of-business interoperability

How it helps

Capture business dataand automate processes

Make informed decisions through better insights into business data

Make collaboration easy and intuitive

Provide in-context and

role-based information

Manage the full

content life cycle

Connect people with the information and

people

Provide an extensible foundation for customers and partnersProvide a single intranet, extranet and Internet architectureProvide an extensible foundation for customers and partnersProvide a single intranet, extranet and Internet architecture

PortalSolutions

CollaborativeSolutions

Business Intelligence Solutions

Content Management Solutions

SearchForms Solutions

Microsoft Office SharePoint Server 2007 Enterprise Features

Why Office SharePoint Server?

Great web content management Complete design control All of the ASP.NET functionality Rich stack of platform investments Built in Collaboration features Internet performance and scale

Key Features Collaboration Community Interactivity Enterprise Content Management Forms Business Intelligence Search

Collaboration

Scenarios Collaborate on documents Share Information Manage virtual teams

Key Features Presence integration Versioning, Check-in/Check Out Shared calendars, discussions… Office Integration

Documents

Discussions

Tasks Contacts

Surveys

MembersCalendar

Team

…

Windows Sharepoint Services

Collaboration Team Collaboration

WorkspacesWorker toolsBlogsWikisKeeping track with notificationsSending email to sharepointWorking offline with Outlook

Community Interactivity

Close the loop with your customers Build a community Support for collaboration features

RSS on everythingBlogsWikisDiscussion Boards

ECM Information workers need

tools to manage the entire lifecycle of content from the time it is created to when it is published and finally disposed or stored for long term archival

DisposeArchivePublishManageReview/ ApproveAuthor

Integrated solution to manage the complete content lifecycle

Enable authoring /information capture with review/approval capabilitiesCentrally managed repositories with retention/auditing policies, metadata and security Integrated intranet, extranet and internet publishing capabilities

Content Type = Metadata + Behavior

ECM - Document Management Storage and retrieval of electronic data files

Reuse and protect knowledge assets Facilitate structured document authoring and collaboration Integrated content and business processes

• Check in / Checkout• Versioning (major/minor)• Metadata• Content approval• Workflow• Role based security• Auditing

Document Repository

Sales

Asia Pacific Region

Employment Claims

• Contracts

FormsScanner or Multi-function device

OfficeTeam Sites Web

Workflow /Business Processes

ECM - Records Management Information created, received, and maintained as evidence in

pursuance of legal obligations or in the transaction of business Reduce risk of non-compliance and legal liability Retain vital records for business continuity Reduce costs of retrieving information for legal discovery

• Configure repository as per file plan

• Capture and categorize business records

• Auditing, expiration and retention policies (defined by regulations or business policies)

• Hold capabilities in case of litigation

Records Repository

FormsScanner or Multi-function device

OfficeTeam Sites Web

Records Manager

Contracts

Asia Pacific Region

Financials Mortgage

ECM - Web Content Management Authoring and publishing system to empower non-technical content

authors to manage a web site Give business users the power to author and publish web content in a

timely manner Utilize brand assets more effectively Lower the cost of managing multiple site and multilingual delivery

• Separation of content and presentation

• Authoring: (HTML Editor / Office)

• Built in review/approval workflow

• Site variations• Personalised content• Deployment system

Web Content Repository

HTML Web Pages

ContentAuthors

Site DevelopersTemplate designersGraphics Designers

Templates

Content

Web Content Management Features

Branding Separating content from

presentation Page Authoring

Web based Client: Word

Site Navigation Governance

Publishing schedules Approval workflow Formatting restrictions

Site management tools

Performance Internet scale Caching

Content Deployment Security

Forms authentication Anonymous access

Multi-lingual sites Search integration

Business Process Integration Organizations need tools to define a collection of related structural

activities that produce something of value and/or ensure compliance Information workers need tools to enable them to easily undertake these

activities providing appropriate inputs and handling the outputs.

FormsOrchestration Integrati

on

Workflow

Workflow5 Out of the box workflowsReporting for Enterprise Content ManagementWindows Workflow FoundationCreate and maintain workflow with

○ Sharepoint designer○ Visual Studio

Workflow – approvals example

Business Intelligence Information workers need tools to make well informed business decisions

and enable competitive advantage.

Business Insight

Drive Business Performance

Microsoft

Office PerformancePointServer 2007

Performance management process through personalized Web-based scorecardsAdvanced analytic and data visualization capabilitiesPlanning, budgeting and forecasting

Dashboards, KPI web partsBrowser based access to spreadsheet functionalityConnect to OLAP cubes / SQL 2005 Analysis Services

Search Information workers need tools to quickly locate relevant information

from diverse data sources. Organizations need to protect sensitive information.

Enterprise Search

Desktop Search

Internet Search

WindowsDesktop Search

People

Use

Share

Find

Find information across the desktop, intranet and Internet

Use information via intuitive, familiar interfaces

Share information among teams and connect people in real-time

Free download Built-in

Search Summary Search

Business DataExtensibleCustomizableSearch enterprise contentSearch people across enterpriseText search for team sitesBest bets, key words, etc

WSS vs MOSS WSS 3.0 Standard Enterprise Internet Search


Windows SharePoint Services version 3

Collaboration

Search

PortalBusinessForms

PlatformServices Workspaces, Mgmt,Security, Storage,Topology, Site Model

ContentManagement

Server-based Excel spreadsheets and data visualization, Report Center, BI Web Parts, KPIs/Dashboards

Integrated document management, records management, and Web content management with policies and workflow

Rich and Web forms based front-ends, LOB actions, enterprise SSO

Docs/tasks/calendars, blogs, wikis, e-mail integration, project management “lite”, Outlook integration, offline docs/lists

Enterprise scalability,contextual relevance, rich people and business data search

Enterprise Portal template, Site Directory, My Sites, social networking, privacy control


Sharepoint Server 2007 - Standard

Collaboration

Search

PortalBusinessForms


ContentManagement








Sharepoint Server 2007 – Enterprise

Collaboration

Search

PortalBusinessForms


ContentManagement








Sharepoint Server 2007 – For Internet Sites

Collaboration

Search

PortalBusinessForms


ContentManagement







Feature Areas by Product

Sharepoint feature areasLibrariesListsPagesPortalsSitesWorkflow


Document LibForm LibWiki Page LibPicture Lib

Report LibTranslation Management LibData Connection LibSlide Lib

WSS vs. MOSS

Libraries


AnnouncementsContactsDiscussionCalendarLinksProject TasksIssue TrackingSurveysCustomImport from Spreadsheet

KPI

WSS vs. MOSS

Lists


Basic PageWeb part page

Publishing PageDashboard Page

WSS vs. MOSS

Pages


CollaborationPublishingMy SitesInternet

WSS vs. MOSS

Portals


Team SiteDocument workspaceMeeting workspaceWikiBlog

Document CenterReport centerRecords centerSearch CenterPublishing SiteSite DirectoryPersonalization site

WSS vs. MOSS

Sites


3 state ApprovalCollect feedbackCollect signatureDisposition Approval3 state

WSS vs. MOSS

Workflows

Accessing SharepointClient Integration

Word 2003/2007Excel 2003/2007Outlook 2003/2007Access 2003/3007PowerPoint 2007InfoPath 2007

Accessing SharepointURL access http://server

Browsers (IE, Firefox, Safari)Office 2007 ClientsOffice 2003 ClientsOther windows applicationsMy Network Places

http://server/

SharePoint 2010 is an evolution of SharePoint 2007 Interface improvements More AJAX for quicker page rendering The Ribbon from Office makes an

appearance Online editing via Office Web Apps Improved search and integration with

FAST 64-bit only! But will run on Windows

Server 2008 AND Windows 7 (maybe Vista)

60

So what’s new in SharePoint 2010?

61

Microsoft’s six major capabilities areas in SharePoint 2010

62

Communities

Search

Sites

Composites

ContentInsights

Microsoft's has bet big with Social Computing My Sites are greatly improved – much

more like Facebook Social Search Search suggestions (Google/Bing-like

drop down) Social tagging and the Managed

Metadata Service (taxonomy vs. folksonomy)

63

My Sites contain a lot more content

64

Search results can be much more relevant Click through improves relevance Pre and post query suggestions

People search has phonetic spell checking

65

Tagging and Ratings can help users find information Anyone can tag Enterprise terms (taxonomy) User defined terms (folksonomy) Ratings can help search results by

improving relevance

66

Owners and Consumers Define the Taxonomy & Folksonomy

Social TagsTags input by any userMultiple terms can be storedEntered into tag cloud available to other users

Managed KeywordsTags input by ContributorsSingle term stored in a single list

Managed TermsCreated by those with appropriate permissionsUsed for metadata navigation

67

Content Organizer

Set up rules for content routing based on metadata send to different destinationsLibrariesOther SitesRecords Center

68

The MOSS Document Center is Expanded from 2007 Manage larger quantities of documents (~500k) Content Queries to show:

Newest Documents Highest Rated ‘Modified by Me’

Quick upload and routing of documents through the repository

Unique, SEARCHABLE Document IDs Provisioned at Site Collection Level Customizable with a prefix Follow a document even if it has moved

Ratings and Tags Filter / sort libraries by rating Quick tag a document “I Like It”

69

New Document Sets Quickly Provision Groups of Documents

Set of documents that should be treated as a single entityDoc Set gets unique IDEach doc get a unique ID

Each document can still be managed individually Launched with .aspx landing page to allow for

management of content Increased functionality for documents

Automated creation of repetitive content WorkflowsShared metadata

70

Records Management that Actually Works! Can define multiple Records Centers In Place Declaration!

Mark items as records in their current locationCopy to archive / repository and leave a link

in current location Retention Scheduling

Set up different policies on a folder-by-folder basis

Review, delete, hold in place, archive

71

Office 2010 Integration and Business Intelligence Word Excel InfoPath Visio SharePoint Designer Access Mobile Support Performance Point

72

Office 2010 Integration – Word Editing and

publishing straight to web

Ability for multiple users to edit simultaneously

Editing without client-side application

Office 2010 Integration – Excel Services

Powerful Excel integration

Live color-coded updates from multiple users simultaneously

Full pivot capabilities Show/hide what you

want

Office 2010 Integration – InfoPath 2010

Create forms in InfoPath. View in email or browser or desktop

InfoPath is the new preferred list input UI

Attach Visio diagram, attach designer workflow, deploy

Office 2010 Integration – Visio Services

Publish Visio

documents directly

to SharePoint

Rich graphical

workflows highlight

BPR processes

Create workflows

and export to

SharePoint

Designer

New SharePoint

templates

SharePoint Designer 2010

Powerful and Reusable workflows

Attach workflows to content types

Connecting to external content types

Export to Visio

Office 2010 Integration – Access Services Publishing of

legacy Access applications directly to SharePoint

Full SQL relationship support

New server side web forms

Local and server copies

Office 2010 Integration – Mobile Support Full mobile editing

with formatting preserved

Only document changes download; supports users with slow connections

Performance Point 2010

Central Administration has been revamped

81

Service Applications replace the Shared Service Provider

82

So what didn’t we talk about? Development improvements

SharePoint DesignerVisual Studio 2010

Composites AKA mash ups

Web Content Management (WCM) Claims Based Authentication More…

83

References

SharePoint Conference 2009 site:http://www.mssharepointconference.com/

SharePoint 2010 Product site:http://sharepoint2010.microsoft.com/

Featured Resources:http://sharepoint2010.microsoft.com/product/Benefits/Overview/

84

http://www.mssharepointconference.com/

http://sharepoint2010.microsoft.com/

http://sharepoint2010.microsoft.com/product/Benefits/Overview/

How to Purchase Sharepoint

Sharepoint is only offered through Microsoft Volume licensing

Requires the purchase of a server license and Client Access Licenses (CALs)

Server license is for running in client / server mode

Client CALs can be acquired through Select Licensing, Open Licensing, and Enterprise Agreements

Questions?

sharepoint overview

Technology

content management server

server administration

accessible information

typical workers day

shared business processes

enterprise search

knowledgeuse data

enterprise workplace