Turning Your SharePoint Intranet Into a Productivity Center Nonprofit Technology and Communications Conference

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1 Turning Your SharePoint Intranet Into a Productivity Center 2015 Nonprofit Technology and Communications Conference

2 Donald Donais Avtex Consulting Solutions Architect for SharePoint Blog Tales from IT Side 2

3 Today s Agenda What Is SharePoint? SharePoint Structure Does Matter Collaborating Through SharePoint Finding Your Information Did You Learn Anything? 3

4 What is SharePoint? 4

5 A Couple Questions What is Your Experience with SharePoint? 5

6 A Couple Questions How does your organization use SharePoint? 6

7 A Couple Questions What methods do you use to collaborate with your team? 7

8 Basic SharePoint Structure Site Collection Sites ABC.com Top Level Site ABC.com/collaboration Top Level Site Pages Lists and Libraries HR Sub-Sites Sales Benefits HR Collab Sub-Sites Pre-Sales Sales Collab Items and Documents Web Parts Doc Library Documents Task List Tasks 8

9 SharePoint Structure Does Matter 9

10 Publishing vs. Collaboration Content Publishing Content All User Base Ability to Read Content Smaller Group Content Owners to Create and Contribute Content Stored Once and Displayed Many Places Collaboration Content Content Stored per Department or Project Primary Permission Contribute Site Owners are Used Here! 10

11 Publishing vs. Collaboration Content Why Separate Out Content? Easier to Find When Content Not Co-Mingled Permissions a lot Easier to Implement & Maintain You See What You Have Access To Designate Different Content Owners 11

12 Define You Content Areas Define Like Content Into Categories Easier to Organize Easier to Apply Security Easier to Search Define These Content Areas within Your Navigation Publishing Collaboration Department Collaboration Projects Communities Publishing Departments Projects 12

13 What Is Metadata? What is the difference? 13

14 You Already Do Metadata! Defined In Terms of Fruit Season Type Uses Taste 14

15 Folders vs. Metadata Folder Pros Security within SharePoint Keeping Items to Under 5,000 Designated Different Views Folder Cons They Way We Have Always Separated Content Usually Not Consistently Implemented Difficult to Use in Browser URL Issues after 256 Characters 15

16 Folders vs. Metadata Metadata Pros Used to Describe Content (a.k.a. folder names and document titles) Used to Categorize, Filter, Sort, Group, and Search within SharePoint Metadata Cons It Is Different Than Folders Too Many Fields Security Cannot Be Based on Metadata 16

17 Global vs. Local Navigation Global Navigation Navigate Thru High Level Structure Display Content Areas Local Navigation Primarily for Information Relevant to Site or Sub-site Access Information that is on Page 2 Quickly 17

18 What is a Content Type? Defined as Types of Content Media Documents Contacts Pages... Many Out of the Box Content Types Document CT Event CT Article Page CT Item CT Wrapping Other Elements Site Columns Workflows Templates 18

19 What s On A Home Page? Primary Content for the Site Secondary Content Displayed in Left Hand Navigation Most Important Information Upper Left Cover Work Down to Lower Right Corner 19

20 Anatomy of a SharePoint Page Publishing Pages Web Part Zones Used to Add Web Parts/App Parts To Page Easily Move Web Parts from Zone to Zone Designated by Name: Header, Top Left, Top Right, etc. Web Parts/App Parts Customizable Window Into SharePoint List or Library Content Publishing Features Associated 20

21 Anatomy of a Page - Continued Wiki Type Pages Collaboration Home Pages or Wiki Library/Site Pages Edit Right in the Web Page Text Layouts (2010 & 2013) Add Web Parts/App Parts Directly On Page Publishing Feature No Associated 21

22 Collaborating Through SharePoint 22

23 Using Office and SharePoint Office and SharePoint Symbiotic Relationship Dependent On Version of Office and SharePoint SharePoint Features Available Inside Office Workflow Initiation Versioning Check-Out Connect to Office Recent Locations 23

24 Office Web App or Office Online Capability of Viewing and Editing Within the Browser Products Include Word Excel PowerPoint OneNote Works on All Modern Browsers Viewable Across All Device Types 24

25 Using SharePoint Alerts Great Way to Know What is Going On Alerts Available at: Library/List, Item/Doc or View Levels Also Available Through Search Options Include: Change Type Send Alerts for These Changes When to Send Alerts What View 25

26 SharePoint Workflows Automation of a Business Process Through SharePoint Approval Document Routing for Approval Approve, Reject, Reassign or Request Changes Collect Feedback Document Routing for Review Review Feedback is Aggregated for the Owner Collect Signatures Works with Microsoft Digital Signatures Found within Office Disposition Approval Document Expirations and Retention Connected to Information Management Policy Publishing Approval Found within Publishing Sites Used Primarily with Web Page Content Three-State Primarily Used to Trade Progress Needs a Choice Field Custom Workflows Through SharePoint Design 26

27 Co-Authoring Capabilities Real Time Co-Authoring Features Office 2010 and 2013 Office Web App and Office Online Available In Word Excel PowerPoint OneNote Capability of Locking Areas for Editing Shows Who is Editing the Document 27

28 Finding Your Information 28

29 Easing The Pain of the View Most Organization Live and Die on Folders Folders Can Be Used For: Permissions Storage for Large Libraries Folders Also Increase the Length of the URL Time Consuming To Get In and Out Another Level of Permissions Nightmares Need to Ease the Pain of Using Views Create Admin View to Upload Into Folders Everyone Else Sees the Non-Folder View Using Group By 29

30 Different Way Than Folders Metadata Is Key List and Library Views Make Life Easier How Do You Want Your Information? Personal Views Anyone with Read Access Can Create Only Creator Sees Public Views Created by Site Owner Anyone with Read Access Can Access 30

31 View Options Columns Display Specific Columns in Any Order Sorting By Columns and By Two Levels Filter By Columns and Multiple Levels Rules: Is Equal To, Is Not Equal To, Contains, Greater Than... Conditions: And/Or [Me] or [Today] Group By By Columns and Two Levels Totals Calculating Sum, Min, Max, Total, Average, Count for Field Styles Displaying Information Differently Shaded/Preview Pane Folders To Show Folders or Not to Show Folders 31

32 Quickly Add Metadata Column Default Value Settings SharePoint 2010 & 2013 Sets Default Value On a Folder Documents Tagged Automatically with Default Value Datasheet View or Quick Edit SharePoint Datasheet View SharePoint 2013 Quick Edit Edit The Columns Within That View In The Browser 32

33 Use of Views to Group Content Before After 33

34 Moving From Folders To Metadata Name SharePoint Entity Description Translates To Executive Team Team Site Collaboration site for Executive members E-Team Processes SharePoint Library Word & PowerPoints are stored within library Document Category Custom Choice Field Choices: Brainstorming, Process Improvement, New Processes Priority Custom Choice Field Choices: High, Medium, Low Management Reports SharePoint Library Excel & PowerPoints are stored within library Document Category Custom Choice Field Choices: Budgets, Revenue, Sales by Sales Exec, Pipeline Quarter Custom Choice Field Choices: Q1, Q2, Q3, Q4 34

35 Using Search to Help Collaboration SharePoint Search Looks At Associated Metadata Content Within Documents User Relevant Content Users Permissions SharePoint 2010 and 2013 Search Refinement Panel Introduced and Improved 2013 Can Include Hover Panel 2010 and 2013 Can Set Best Bets/Query Rules Includes Content and People Searches SharePoint 2013 Includes Document Library Search 35

36 What Did You Learn Today? 36

37 Any Questions? 37

38 MN SharePoint Users Group Website SharePoint Resource Documents SharePoint Resource links RSS Feeds Meeting Schedule Past User Group Presentations Past User Group Recordings Sponsorship Information 38

39 Thank You! Solutions Architect - SharePoint Blog Tales from IT Side 39

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