sharepoint - you've got it, now what?
DESCRIPTION
The least known component of SBS 2008 is SharePoint and yet it offers the greatest opportunity. This session will explain to you in simple terms exactly what SharePoint technology is and how it can be utilized to improve your business and that of your customers. You'll also learn how to take SharePoint beyond the default install to configure an installation that truly provides business benefits to you customers. You'll learn how software like Microsoft Office, SharePoint Designer, Search Server Express and third party add-ons work with SharePoint and more importantly how you can extend your skills quickly and easily to sell these solutions. Session GS202 from SMB Nation 2009TRANSCRIPT
SharePoint - You’ve got it, now what?
Presented by :Robert Crane BE MBA [email protected] Informati on Agency
htt p://www.ciaops.com
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Housekeeping
Twitter the love to #smbnation and #gs202My twitter handle = directorcia
Survey forms.
Questions at the end.
Mentioned reference links[#] at the end.
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Agenda
What is SharePoint?Why SharePoint?The Killer App.Enabling existing items.Additional applications.Third Party additions.Look and feel.Questions.
Survey
Who uses SharePoint in their business?If not why?Whose customers use SharePoint?If not why?
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“I don't typically promote SharePoint unless my customer specifically asks for it”.
“We don't use SharePoint. We hate it”.
Harry’s recent Survey
I SAY YIPPEE
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Because….
Microsoft declines to break out the exact sales figures for the software but said that SharePoint broke the $1 billion revenue mark last year and continued to rise past that total this year, making it the hottest selling server-side product ever for the company. - (NYTimes August 2009)
Microsoft has managed to undercut even the panoply of open-source companies playing in the business software market by giving away a free basic license to SharePoint if they already have Windows Server. “It’s a brilliant strategy that mimics open source in its viral, free distribution, but transcends open source in its ability to lock customers into a complete, not-free-at-all Microsoft stack - one for which they’ll pay more and more the deeper they get into SharePoint,” Mr. Asay said. - (NYTimes August 2009)
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According to Bill Gates, SharePoint is the fastest growing server product Microsoft has ever had and the company is going to dedicate more resources to the product. The company expects to have sold 100 million licenses by this year, he said. – Infoworld March 2008
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What is SharePoint?Simply a tool like other Office applications.
Customers want ‘tools’ to solve their business problems, they don’t want more technology.
2 versions:Windows SharePoint Services (WSS).Microsoft Office SharePoint Server (MOSS).
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WSS vs MOSS WSS provides core features for document management and collaboration,
including Web site templates, a Web Part framework, data lists, document libraries, and a Windows Workflow Foundation (WF) runtime.
MOSS builds on this foundation to provide key enterprise-level features such as user site provisioning and social networking, business intelligence tools, business process integration and forms support, enterprise content management, and full enterprise search
Product comparisons information [4].
Focus here is on WSS.
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It’s a software toolLike Word or Excel. When you start, SharePoint is empty.
Value comes from information entered into SharePoint.
It can be used with only a browser but achieve much greater functionality when teamed with Microsoft Office.
It doesn’t do everything but in many cases you can build something that is “near enough” but significantly lower than the cost of buying a dedicated application.
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A flexible solutionTo capture business information.
Look at all the information that is on or around your desk. Why isn’t that digital?
To index business information.Most people have more than enough access to
information, the problem is generally finding it.
To streamline business processes.Success is a function of how much you can automate.
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User empowermentProvides a simple tool to allow business units to manage
their own presence without the burden of constant maintenance and intervention from IT.
Users are far more likely to ‘adopt’ a technology if they feel they have ownership and are able to use it effectively.
Easier process of ‘on-boarding’ employees when they have access to SharePoint.
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www.hawaiianair.com
Yes, this is SharePoint
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http://www.carlsberggroup.com
Yes, this is SharePoint
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Why SharePoint?
Adding value to a business.Creating point of differentiation.Ability to create templates.Reduces paper.Don’t forget SharePoint in the ‘cloud’.Upgrade skills from WSS to MOSS.WSS 2010 coming.
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Business benefitsWindows SharePoint Services is free.Increases productivity.Easily customizable.Allow staff and customers to enter own data.In the end, it saves money - “Five ways SharePoint can
save you money” [3]Top 10 Benefits of Windows SharePoint Services 3.0 [5]
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VersionsWSS v2
Available by default with SBS 2003.
WSS v3Available by default with SBS 2008.Can be installed on SBS 2003.
WSS 2010Coming soon.
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WSS v3 differencesBuilt on SQL server not MSDE.Item level security.Wikis.Blogs.Better external access.Built in mobile version.Workflows.
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SharePoint 2010Beta in October 2009.
RTM early 2010.
64 bit ONLY.
Ribbon Interface.
SharePoint 2010 Sneak Peak[6]
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Stop and planAccording to Microsoft, “Governance is the set of policies,
roles, responsibilities, and processes that you establish in your enterprise to guide, direct, and control how it uses technologies to accomplish business goals.” In short, governance is an organization’s operations manual for its SharePoint environment.
In simple terms, establish a roadmap for SharePoint implementations because they are going to grow.
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Implement immediately
AnnouncementsCurrent Vendor promotions.Upcoming installations/migrations.
Document libraries.PoliciesTemplates
Shared calendar.Tasks.Links.
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Most used features
Document collaboration = 81%
Calendars = 58%
WHAT’S MISSING??
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Searching
“the typical information worker now spends up to one-quarter of his or her day searching for the right information to complete a given task” – Network World
15% of a typical information workers day is spent searching through content, like Web, digital communication and paper work (NYTimes 14 Jun 2008)
Butler Group reports up to 10% of staff costs are lost, because employees can't find the right information to do their jobs.
Middle managers spend more than a quarter of their time searching for information necessary to their jobs, and when they do find it, it is often wrong, according to results of an Accenture survey - 2007
An independent survey by IDC found that the average information worker in the United States spends approximately nine-and-a-half hours per week searching for information (IDC: The Hidden Costs of Information Work, April 2006, Doc #201334).
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Everyone knows where to go to find information on the Internet.
Where do they go to find data inside a business?
Which information is more value to a business?
Wouldn’t a product that indexes internal data be valuable to a business?
Search
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Default WSS SearchBy default will WSS v3 index:
Word 2007 documents?Acrobat documents?OneNote Notebooks?Outlook MSG files & attachments?Existing documents in file shares?Exchange public folders?Web sites?No! But it can (and TIFF on Server 2008 R2!)
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First addition
Install appropriate Ifilters to allow content indexing.KB946338
Make registry changes.
Restart IIS.
Perform full content crawl.
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Next, Search ServerAfter WSS install Search Server Express (SSX) but not on SBS.http://www.microsoft.com/searchserver SSX will do WSS site by default but add ability to index:
Network file shares.Public folders.Web sites both internal and external.Other SharePoint sites.
Configure full and incremental crawls.
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Print to OneNoteWhen OneNote is installed it also installs a
OneNote printer.
This OneNote printer effectively does automatic OCR.
Means you can index just about any digital document.
More about OneNote later.
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Next - Customizing
Rule of thumb:75% browser15% SharePoint designer10% Visual studio
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Enabling existing items
WikisThemes & NavigationUsage analysisWeb partsSubsitesAdditional site collectionsDrive mappingsInbound emailsWorkflowsTemplates
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Wikis
Great for knowledge bases.Don’t require local application to enter
information.Can create multiple wikis for multiple
information sources.
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Themes & Navigation
Included themes merely change colour scheme.
Can be handy to help in navigation.Can create[7]/add[8] additional
themes.
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Usage Analysis
Not enabled by default.Better understanding of what users are doing on site.
Will be improved in 2010 version.
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Web Parts
Implement existing web parts:Content editor web part for embedding:
Google maps.YouTube videos.
Web page viewer web parts:Display areas from other web pages.
Create additional web part pages as dashboards.
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Subsites
Tree structure.Create using templates.Security boundary.Logical boundary.
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Drive mapping
Treat SharePoint just like any file network file share.
Simply map a network drive there.Users see no difference.
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Inbound emails
Document libraries and lists can receive emails directly.
Use to receive marketing newsletters.
Use to receive SBS reports.
Once in SharePoint they indexed.
Down side is there is no item preview as there is in Outlook.
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Workflows
Create a consistent process.
Automate common processes to save time and money.
Very E-Myth (Michael Gerber).
Receive only one workflow (three state) in WSS but can create more.
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BackupsOut of the box no backup is configured.
Backups can be configured via: Central Admin site (nice UI, but no inbuilt scheduling capabilities) or through STSADM commands (command line, ability to
schedule via batch files).
Stsadm –o export/import
SharePoint Backup and Restore Overview [9]
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Security
Anonymous accessSimple view rights.
SSLSecuring information as it travels outside the business.
Item level securityCertain items need greater security and can be hidden.
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Metadata
Create additional fields in libraries to capture more information.
Additional field make sorting and filtering easier.
This information can be pushed through to Office apps.
Can’t do this with ordinary file shares.
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Templates
Can save lists and sites as templatesCreate as solutions and then re-used elsewhere.End up in Site Settings | Galleries.
Templates can include dataCreate a standard set of documents for client
information.End up in Site Settings | Galleries.
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Additional applicationsMicrosoft site templatesWordExcelAccessInfoPathOneNoteSharePoint designerGroove
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Microsoft Templates
Application Templates for Windows SharePoint Services 3.0 [10]
40 templates including:Classroom managementHelp DeskInventory tracking
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Word
Can require completion of additional meta fields.
Document check in/check out.Document approval.
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ExcelCan require completion of additional meta fields.
Document check in/check out.
Document approval.
Create embed graphs that update when spreadsheet updates.
Unfortunately, Excel only supports one way synchronization.
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Access
Two way data synchronization.Use SharePoint as a “front end”.Use Access to do “reporting” and more complex analysis.
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Outlook
Linking document libraries.Linking with calendars.Using RSS reader.
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InfopathInfoPath form templates enable you to build data
validation, conditional formatting, calculation and many other features into your electronic forms to ensure that you collect high quality data at the first time of asking. You can also integrate data from virtually any external data source into your forms, either to provide the user with essential information or to structure their responses.
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OneNote
Good ‘front end’ to SharePoint. No need to know about the SharePoint back end.
Allows ‘off-line’ use.
Automatic synchronization.
Simple way to share all sorts of information.
Pfizer Case Study [11]
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SharePoint designerFree download.
Master pages.
Additional workflows.
There is no other tool available that can interact with a SharePoint site as quickly and efficiently as SharePoint Designer.
Introducing Microsoft Office SharePoint Designer 2007 [12]
Get SharePoint Designer training on your desktop [13]
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Pentalogichttp://www.pentalogic.net
SharePoint doesn’t include timer based alerts.
Pentalogic SharePoint Reminder adds the ability to send out emails on date based events - for example it can constantly monitor a Task List and when an item is due send a 'This Task is Due Soon' email to the person who has been assigned to complete the task. It can also send out another email if a task becomes overdue.
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Chatterbox
http://www.codeplex.com/CKS/Release/ProjectReleases.aspx?ReleaseId=4234
An easy way to enter information onto a SharePoint page.
Really handy for quick communications and messages.
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Lytebox
http://www.dolem.com/lytebox/
Provides the ability to do animations.
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Commercial add-onsDark Blue Duck [14]
Scan documents to SharePoint directly from the SharePoint User Interface.
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Commercial add-ons
Pixelmill [15]SharePoint
skins to quickly change the look and feel of a site.
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Visual Basic Development
Tom Rizzo Microsoft Director of SharePoint "We all love code, but .. Make sure it's a last resort“
Introduction to building SharePoint applications [16]
Windows SharePoint Services Developer Center [17]
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ReviewIf you don’t use SharePoint you won’t understand how to sell it.
Enable all search features and look at installing Search Server Express to extend search beyond WSS.
Look to incorporate built in features.
Look to use features of common applications like Office.
Look to use free add ons and web parts.
Look to use commercial add ons and web parts.
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References [1] Microsoft’s SharePoint Thrives in the Recession -
http://bits.blogs.nytimes.com/2009/08/07/microsofts-sharepoint-thrives-in-the-recession/?partner=rss&emc=rss
[2] Ferrari Case Study - http://www.microsoft.com/casestudies/Case_Study_Detail.aspx?CaseStudyID=4000004987
[3] Five ways SharePoint can save you money - http://www.microsoft.com/downloads/details.aspx?displaylang=en&FamilyID=6c9db923-139c-4d0c-8111-a6b8c9478c1b
[4] SharePoint product comparisons - http://office.microsoft.com/en-us/sharepointtechnology/FX101758691033.aspx
[5] Top 10 Benefits of Windows SharePoint Services 3.0- http://technet.microsoft.com/en-us/windowsserver/sharepoint/bb684456.aspx
[6] SharePoint 2010 sneak peak - http://sharepoint.microsoft.com/2010/Sneak_Peek/Pages/default.aspx
[7] Create a custom theme and make it available to others - http://sharepoint.microsoft.com/blogs/GetThePoint/Lists/Posts/Post.aspx?ID=122
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References [8] SharePoint skinner - http://www.elumenotion.com/Blog/Lists/Posts/Post.aspx?ID=94 [9] SharePoint Backup and Restore Overview -
http://msdn.microsoft.com/en-gb/library/bb447526.aspx [10] Application Templates for Windows SharePoint Services 3.0 -
http://technet.microsoft.com/en-au/windowsserver/sharepoint/bb407286.aspx
[11] Pfizer Boosts Efficiency by 15 Percent with Easy to Use, Shared Note-Taking Program - http://www.microsoft.com/casestudies/Case_Study_Detail.aspx?casestudyid=4000004505
[12] Introducing Microsoft Office SharePoint Designer 2007 - http://office.microsoft.com/en-us/sharepointdesigner/HA100740831033.aspx
[13] Get SharePoint Designer training on your desktop - http://office.microsoft.com/en-us/sharepointdesigner/HA102632321033.aspx
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References [14] Dark Blue Duck - http://www.darkblueduck.com/products/ScanningEnablerWSS.aspx
[15] Pixelmill - http://www.pixelmill.com/products/searchresults.aspx?action=reset&ProductTypeID=35&Keyword=skin
[16] Introduction to building SharePoint applications - http://office.microsoft.com/en-us/sharepointdesigner/HA102390461033.aspx
[17] Windows SharePoint Services Developer Center - http://msdn.microsoft.com/en-gb/sharepoint/default.aspx
[18] Which SharePoint Technology is right for you? - http://office.microsoft.com/en-us/sharepointtechnology/FX101758691033.aspx?ofcresset=1
[19] Microsoft SharePoint - http://www.microsoft.com/sharepoint/default.mspx
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ReferencesSharePoint Guide - http://www.wssops.com
Public SharePoint site - http://supportweb.ciaops.net.au
Presentations and Documents - http://www.slideshare.net/directorcia
Videoshttp://www.youtube.com/user/saturnalliancehttp://www.youtube.com/user/directorciaops
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