Welcome. I thought I would start off by introducing myself and telling you a bit about what I plan to cover tonight.

Transcription

1 Slide 1 Overview Welcome. I thought I would start off by introducing myself and telling you a bit about what I plan to cover tonight. My name is Adam Ball and I am the Infrastructure Manager at PEI. PEI is a Microsoft Solutions Partner based here in Boulder. We are celebrating our 24 th year in business this year. At PEI we have distinct practice areas that can be broken down into the following areas: Unified Communications and Collaboration, Virtualization and Advanced Services. Unified Communications and Collaboration involves products like Microsoft Lync, Microsoft Exchange and what we are here to talk about tonight, SharePoint. Our virtualization practice encompasses both VMware and Microsoft Hyper-V. Lastly, we offer Advanced Services in such things as network design and security. In conjunction with our project based consulting, we also have an Operations department which helps companies with their day to day needs such as monitoring critical infrastructure, maintaining backups and all the way up to fully outsourced helpdesks. I am also part of Microsoft s Virtual Technology Specialist Program (VTSP). Being part of the VTSP means that I help Microsoft when they need someone who works with the technology to speak on their behalf. Before we dive into the presentation, I thought it would be helpful to get an idea of where people are at with SharePoint. Who has heard of or used SharePoint (any version)? If you are currently using SharePoint, are you on 2007? 2010? Don t know?

2 What is SharePoint? Microsoft SharePoint 2010 makes it easier for people to work together. Using SharePoint 2010, your people can set up Web sites to share information with others, manage documents from start to finish, and publish reports to help everyone make better decisions.

3 Slide 2 Meet changing business needs Manage IT costs and complexity Drive insight from complexity Work with customers and partners Embrace Millennial work styles Comply with regulations Integrate line-of-business systems Provide scale agility Enable innovation Protect intellectual property In today s world we face an ever growing set of business challenges. Businesses are constantly striving to improve the bottom line and do more with less. Many people are doing the jobs of two or three others. How do we handle challenges? How do we keep it all together?

4 Slide 3 Business Collaboration Platform Microsoft SharePoint and its features directly address the challenges as it is The Business Collaboration Platform for the Enterprise and the Internet. SharePoint 2010 can be broken down into 6 areas. I intend to talk on 5 of the 6, Sites, Communities, Content, Search and Insights. Based on what I know about the Boulder Writers Alliance, I am planning to skip over Composites as that deals with how Developers work with SharePoint from the back-end. We will also cover the different On-Premises versions of SharePoint and compare that to what Microsoft offers via Office365.

5 Slide 4 Rich User Experience Anywhere Access Single Platform SharePoint Sites are essentially just websites. These websites can take advantage of the functionality that is built into SharePoint. We ll cover the Rich User Experience, Anywhere Access and the idea of a Single Platform.

6 Slide 5 With Microsoft Office 2010 we were introduced to the Office Ribbon User Interface. Question, how many people here enjoy the ribbon? Was it a difficult transition from what you were used to using? Do you feel more at home with it now? This same Ribbon interface has carried over to Microsoft SharePoint so when working within a site, the look and feel are similar to working within Office We are also not limited to only Internet Explorer anymore. Due to the rising popularity of alternative browsers, SharePoint 2010 fully supports Internet Explorer, Firefox and Safari. Other browsers such as Google Chrome can be used but will have limited functionality at times.

7 Slide 6 SharePoint Sites Creating and maintaining sites is extremely easy. Using widgets called Web Parts, we can place content onto the page in a straight forward fashion. No need to know HTML or any sort of coding. There are tons of web parts including web parts to publish rich media or even Excel data like graphs.

8 Slide 7 SharePoint Sites If you have a large contingent of co-workers who travel, we can even take SharePoint Sites offline with us when we are out of the office. SharePoint Workspace allows workers to take the pieces they need with them. When they return to the office only the changes are synchronized, not entire files. This allows for improved collaboration even on the go.

9 Slide 8 From within your native Office 2010 applications, we can natively interact with SharePoint We can publish documents straight to SharePoint as well as fill in the related items such as Metadata.

10 Slide 9 How many people have seen or used Google Docs? Has anyone battled the issue of but with Google Docs I can just edit the document? With SharePoint 2010, we have Office Web Applications. We can view and edit Microsoft documents from within the web browser. While we don t get every function, we get all essential editing capabilities.

11 Slide 10 How many people here have to work with co-workers, partners or customers that are in other countries? With the language packs for SharePoint we can take the same content and automatically publish it out in another language.

12 Slide 11 SharePoint Sites You can even access SharePoint 2010 from your phone. There is a catch however. Can anyone guess what the catch is? Yep, that s right, you have to have a Windows Phone in order to have full mobile functionality. If you have and Apple or Android based device you can get a Office Mobile Viewer from your marketplace. These are third-party applications as Microsoft is currently not supporting Apple or Android devices natively.

13 Slide 12 By using one platform for your Intranet, Extranet and even your Internet presence, you can easily push data from one instance to another. This can allow, for example, specific data on your Intranet to be published to your Extranet for consumption by a partner.

14 Slide 13 Informal Knowledge Social Connections Participation Anywhere We are living in a Social world, right? How many of you work for companies that encourage using social tools to communicate and collaborate? What are some of the challenges you face with this? Disparate systems? Multiple logins? For good or bad, it s here and people enjoy working in a social manner. SharePoint Communities enable companies to provide a social aspect to their environment with all the other benefits of SharePoint.

15 Slide 14 By now, I m assuming that everyone here knows what a blog is, but what about Wiki s? Are you comfortable using Wiki s? Can anyone tell me how Wiki s got there name? I m sure many of you know of Wikipedia, we can take that kind of interface and bring it into the enterprise. Wiki s are great because we can get our co-workers involved. Wiki s can help people get that tribal knowledge out of the tribe and out into the open. With simple and easy to use WYSISWYG, anyone can place content in a wiki. Wiki s also make it easy to chain articles together, sort of like a Choose your own Adventure.

16 Slide 15 MySites are similar to your Facebook profile. We can fill out information like where we went to school and what skills we have. This is especially great in large companies. If Bill in Accounting is a Fighting Banana Slug he could search SharePoint and find out that Jane in Engineering is also a UC Santa Cruz grad. This can bring people together. We can also fill in items likes skills and expertise. If you have Microsoft Lync, your What s happening today notes can get stored into SharePoint, similar to your Facebook status updates.

17 Slide 16 As we just covered the idea of putting our skills and expertise into your MySite profile, these skills and expertise can be leveraged by People Search. By filling out your skills, SharePoint can help people connect with the right people when they are facing an issue by using Skills Based Search. This can enable people to find the appropriate coworkers to help them move projects forward, faster.

18 Slide 17 Business communities can be used to expose the corporate directory. Sort of a highpowered Org Chart. This can allow you to see whom is at a peer level to you or who reports to who.

19 Slide 18 User-centric Flexibility and Compliance Management Efficiency Content, probably the real reason many of us are here tonight is because of the content we work with. How many people here generate content for their companies as a primary function of their jobs? Every business has challenges when it comes to content. How do we find the document we are looking for? How do we deal with records management or legal holds? When it comes to content, SharePoint can be king. A large part of this, as we will see, comes down to this idea of Metadata and how we tag our content with key words to make it easier to find via search. We can also enforce versioning of content. The idea here is that we can have major (1.0, 2.0, 3.0, etc) versions and minor (1.1, 1,2, 1.3, etc) versions. Major versions would be published items and minor versions could be considered drafts potentially. With this, we can also make people check documents in and out so that when they make a modification we can track it via the version number.

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21 Slide 19 Many organizations are using Folders in order to categorize and organize their content in SharePoint Often a byproduct of a file-based metaphor that users are very familiar with, the ability to group and categorize content is necessary. Document Sets were introduced in SharePoint 2010 and provide a broad range of capabilities to manage content. They allow the grouping of related content into a single entity. The content that is contained within a Document Set can be treated as an atomic unit or as part of a larger set of documents that can be treated consistently. For example, at PEI, when we are engaging a client during the pre-sales function, we generate a group of files. We have our Statement of Work and a spreadsheet that contains all of the products that we are proposing along with the labor hours. If we utilized a Document Set, we could ensure that all of the files kept the same version number. That means, if I edit the SOW and check it in and it goes to version 1.4, then the spreadsheet is version 1.4 as well. That way I always know based on version number which two files go together.

22 Slide 20 How many people are familiar with metadata? Metadata is the idea of tagging keywords to content. We have two options for this tagging. We can create a hierarchal set of pre-defined keywords which is the idea of creating a taxonomy. An example of a Taxonomy might be that we have a top level called North America, then United States, then Colorado and lastly Boulder. This hierarchy would an example of a taxonomy. If you create this hierarchy, we can actually use it to find documents similar to how we would a folder structure on a file server. The old fashioned file structure that many of us are used to is simply a taxonomy. We can also have people tag things on the fly. Similar to what we all do in our Social Media today. You can tags things on Twitter with the hashtag or you can tag your friends on Facebook. We can do the same thing in SharePoint. Say I have a training document on Word I could tag that document with Training and Word This type of free form tagging is called a folksonomy. Part of metadata can be ratings. If people find the document useful, they can rate it higher. If you ve used Netflix, then you ve seen this in action.

23 Slide 21 We aren t just limited to boring old documents and spreadsheets with SharePoint. We can manage and embed Media in our pages. Think YouTube for the enterprise. I helped a college utilize something like this so they could record their classes and then use SharePoint to distribute the class recordings to their students who had registered for the class. It became a learning library. This style of interaction is great for training departments and even HR. If you are in the marketing group, you might have a large number of images that you have to maintain for your company. SharePoint can help manage that so that the images are easier to find.

24 Slide 22 How many of you work in companies where the legal team is involved with your content? Some companies might work heavily with the government (i.e. Defense Contractors) and have a need to keep tight control over files. Maybe those files can only be available for a certain period of time before they are considered fallow and need to be archived and not active in Search. With SharePoint s records management we can create policies that help us with this. We can tag a document as a record which will then assign the set of policies we want to it. In the example here, we have a set of policies that first go and delete the previous drafts, then the previous versions and then finally, the final version. We can define what these policies get applied to based on the Content Type or the location (i.e. the Document Library or Site).

25 Slide 23 Local copy saved for offline access Synchronizing only updated sections (deltas) Editing conflict resolved by merge engine Going back to the same idea as being able to take a site offline for those of us who travel, we can also take specific content offline with us. This means we can take just our important files on the go and then sync them back up when we get back online.

26 Slide 24 Better Answers, Faster Knowledge Amplification Enterprise Deployment Probably the most powerful aspect of SharePoint is its built in Search capability. All of this data is great unless you can t find it easily, or at all. SharePoint Search can search not just SharePoint but all sorts of corporate data such as file stores and other websites. SharePoint search respects permissions so when a user performs a search, the only results they get back are results they can actually access.

27 Slide 25 We can enter words to the best of our ability and SharePoint will try to present the best data. This is similar to what you are used to being able to do with Google or Bing. We can drive the results by filtering the content as well.

28 Slide 26 We can see here that SharePoint search is similar to what we are used to with other search engines. We can get content previews and thumbnails. The way this works is that when SharePoint indexes content it scans the actual documents and not just the titles. This can be expanded to other content such as PDF files.

29 Slide 27 Data interaction Decision Making Organizational Effectiveness Every company I speak to today has some sort of Business Intelligence initiative going on. Key decision makers need better access to data and to have that data presented in a manner that is easy to understand and useful to them. SharePoint 2010 can help with this. We can natively interact with Excel, create dashboards with things like KPI s and even interact with data that is not stored in SharePoint. For example, we can use SharePoint to interact with data in a Microsoft SQL database.

30 Slide 28 SharePoint Insights SharePoint s Excel Services allow us to take a spreadsheet and display it through a web page. Not only that but we have web parts that can even display just a specific piece of a spreadsheet. You might have a spreadsheet that is getting updated daily. On one of the worksheets you might have a graph, like the Sales by Region here. We can take that graph and pull only it to the web part on the screen for SharePoint. Then whenever someone goes to that page, the web part will pull the data and give an up to the moment view of the data. We can interact with the spreadsheet as well if you have things like PivotTables setup. A great example is a company I know used a feature called PowerPivot (which is like a PivotTable on steroids) and made a dynamic org chart with it. You can use it to zoom in and out of the organization. It was a ingenious way to use an out of the box feature to come up with something that looked really custom.

31 Slide 29 SharePoint Insights When we take the data that is stored in an Excel spreadsheet or even just a SharePoint list, we can use it to build dashboards. Anybody who has spent time in a sales organization is probably familiar with images like these. The ability to see how an individual, group or even the company is doing at glance is extremely useful to decision makers.

32 Slide 30 At PEI, we create Visio drawings for pretty much every client. We can take these Visio s and be able to view them directly via SharePoint and be able to pull the data in real time. The great thing here is that since you can tie the Visio s to an Excel spreadsheet, if you modify the underlying spreadsheet, when viewing the Visio in SharePoint we can get up to the moment info.

33 Slide 31 User-Driven Solutions Data Connectivity Solution Deployment

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37 Slide 35 What can be deployed? Web Parts Event Receivers Feature Activation Receivers Workflow Actions InfoPath Forms Site and List Templates Restricted to Limited resources Code CPU Time SQL Execution Time Number Exceptions Custom Code is Isolated Separate Process/Server Scale Out

38 Contracts Artists Artist Tracker > Artists Artist Name Address City State Deathrattle Concourse Jay Hamlin Trio Down on the Bayou Andrew Datars Quartet Concourse Stuck in the Mud Jay Hamlin Trio Tastes like chicken Down on the Bayou Mandible Concourse Artist Name: Agent: My Artists Mandible Slide 36 Artist

39 Slide 37 While this might not apply to everyone who is here tonight, I m sure as you go back to your IT departments some questions will arise as to what it takes to put SharePoint in place. Sharepoint is most definitely enterprise ready in the fact that it can support terabytes of data. If you have large items to keep on SharePoint such as movies, images, etc, we can utilize storage outside of the SharePoint database to more effectively manage it. SharePoint 2010 can be built in a highly scalable way to provide resiliency and high availability for multiple sites. If your IT department is against hosting this internally we also have the option of utilizing a hosted solution such as Office365.

40 Slide 38 There are 4 basic roles that are needed for SharePoint 2010 to work. We need a web front-end for our browser to interact with. We need the Application and Search roles to support things like Excel Services and Search. Then we need our Database server. The database server essentially houses all of the data that is stored within SharePoint. These roles can all be loaded onto one server in the most simple solutions or you can have each role broken out on their own server or servers if you need high availability.

41 Slide 39 With SharePoint we have several choices of what version we want to deploy. Within the organization we can deploy Foundation, Standard or Enterprise in an On-premises fashion. As mentioned earlier we can also utilize a hosted service such as Office365. With SharePoint 2010 deployed on-premises, you can build a multi-site portal system to scale across an organization. This includes search across all sites and advanced features such as Excel Services and PowerPivot. If you are just wanting to try out SharePoint or your needs are more limited, a solution like Office365 might be a good solution.

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53 Slide Microsoft, Microsoft Dynamics, the Office logo, and Your potential. Our passion. are trademarks of the Microsoft group of companies. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.