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Intro To Share Point

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  • The remaining screens will attempt to answer these 4 questions.
  • If you think about a prefabricated house, instead of building it from the ground up, you assemble it from very specialized prefabricated parts. But you also have some control and some choice on colors, functionality, and style. It allows the house to be built faster and “easier.”
  • Open Word and Excel and show them the Shared Workspace Option on the Tool Bar. It may have already been there, but now it works. Also open the Outlook email, and attach a document and show the attachment options. Caveat: You may need an access account before these things work.
  • The very top level is a special organizational site that lets us organize everything we create at all locations. Sort of a cross between a top level menu and a Google type search engine that only searches our intranet.
  • We’ll go to http://tcapps and click on the Sites button.
  • We’ll click on Create Site under Actions (on the side bar)
  • Next we’ll fill in the Create Site Form
  • We’ll choose a Team Site Template – notice the description under the picture lets you know what each of these templates do.
  • Voila. SharePoint has built you a team worksite and already added some prefabricated pieces to it – Announcements List, Events Lists, and a Links List on the main page, and a Document Library, a Contacts List, a Tasks List, and a Message Board and Survey repository on the side bar. It’s that easy. Each of these pieces can be fully customized. Each of these pieces opens up on its own page when you click on its title bar. If you get somewhere off the main page while you’re clicking around, that’s what the Home button is for. It will always take you back to your main page.
  • Now let’s take a closer look at some of these specialized pieces. We’ll go to the Shared Documents (a Documents Library) page. And upload a Document. Notice on the side bar under actions there is an Alert me. If you click on this, you can get email alerts whenever someone makes a change to something in this library, which can be useful if you’re taking turns co-writing a report or a grant.
  • When you mouse over a document in the document library, notice that the name “highlights” and a little drop-down arrow appears to the right. From the drop down menu you can do things like edit the document or check out the document – that’s sort of like reserving it so that no one else can make changes to it while you are working in it. SharePoint will remind you to check it back in when you close Word. Notice also you can get to previous versions of the document if that particular feature has been activated – it’s a nice one because it lets you get back something that did accidentally get overwritten! You activate that feature through Modify settings and columns on the sidebar.
  • Now let’s examine a site that’s already been built – one of our report sites. The Funder’s Reporting Schedule, the Our Compliance Strategy, and the Reports Procedures pieces are actually all Task Lists. The Negotiation Table is a Message Board, and the Blank Forms and Previous Reports is a Document Library. Remember how I said SharePoint is extensively customizable?
  • Let’s go in to Our Compliance Strategy. You can edit these entries individually or in Datasheet Table view, sort of like in Excel or Access where each entry is a row in a table.
  • Datasheet View
  • There is absolutely loads more to learn but one of the best ways to get started is to build your own profile page. Everyone who has access to the Portal – and eventually, that will be everyone – gets their own personal site. We need many minds working on this project, so if you want access, let me know!
  • Transcript

    • 1. Discovering SharePoint
      • What is SharePoint?
      • How does it do that?
      • How do we use it?
      • What shape will we take?
    • 2. What is SharePoint and why do I care?
      • It is a social tool
        • Allows us to keep important documents, ideas, and information where everyone can easily find them
        • Allows us to work collaboratively on projects off a web site .
        • Allows us to build our “Intranet”
    • 3. How does SharePoint do that?
      • Quickly builds interactive “work” sites that we can access through our web browsers.
      • Integrates with Microsoft Office Products such as Excel, Word, and Outlook
      • Provides an overall way to organize and search our intranet.
    • 4. Quickly Builds “Work” Sites
      • Comes with “prefabricated” parts so you don’t have to start from scratch
        • Web Page Layouts
        • Document libraries
        • Lists (task, event, contact, links, announcements, custom)
        • Message boards
        • Surveys
      • Allows almost complete customization of everything.
    • 5. If you think about a prefabricated house,
      • instead of building it from the ground up, you assemble it from very specialized prefabricated parts.
      • But you also have some control and some choice on colors, functionality, and style.
      • It allows the house to be built faster and “easier.”
    • 6. Integrates with Office and Outlook
      • Adds menu items to these products so you can set up “shared workspaces.”
      Word Excel Outlook
    • 7. Provides an overall way to organize and search our intranet
      • Build your site
      • Register your work site with Microsoft SharePoint Portal Server The very top level is a special organizational site that lets us organize everything we create at all locations. Sort of a cross between a top level menu and a Google type search engine that only searches our intranet. (At this point we’ve done the first, but we really have very little clue how that second part works)
    • 8. So how do we use it?
      • First we embark on a discovery journey …
        • We’ll see how easy it is to build a work site http://portal
        • We’ll take a quick look at the report sites http://portal/intranet/grantreport
        • Then maybe you’ll be inspired to build your own site http://portal/MySite/
    • 9. Building a Work Site
      • http://portal
    • 10. We’ll go to http://portal and click on the Sites Button
    • 11. We’ll click on Create Site under Actions (on the side bar)
    • 12. Next we’ll fill in the Create Site Form
    • 13. We’ll choose a Team Site Template – noice the description under the picture lets you know what each of these templates to.
    • 14. Voila. SharePoint has built you a team worksite and already added some functionality to it – An Announcements, an Events, and a Links List on the main page, and a Document Library, a Contacts List, a Tasks List, and a Message Board and Survey area on the side bar. It’s that easy. Each of these pieces can be fully customized. Each of these pieces opens up on its own page. If you get somewhere off the main page while clicking around, use the Home button. It will always take you back to your main page.
    • 15. Now let’s take a closer look at some of these specialized pieces. We’ll go to the Shared Documents (a Documents Library) page. And upload a Document. Notice on the side bar under actions there is an Alert me. If you click on this, you can get email alerts whenever someone makes a change to something in this library, which can be useful if you’re taking turns co-writing a report or a grant.
    • 16. When you mouse over a document in the document library, notice that the name “highlights” and a little drop-down arrow appears to the right. From the drop down menu you can do things like edit the document or check out the document – that’s sort of like reserving it so that no one else can make changes to it while you are working in it. SharePoint will remind you to check it back in when you close Word.
    • 17. Taking a Look at the Report Sites
      • http://portal/grantreport
    • 18. Now let’s examine a site that’s already been built – one of our report sites. The Funder’s Reporting Schedule, the Our Compliance Strategy, and the Reports Procedures pieces are actually all Task Lists. The Negotiation Table is a Message Board, and the Blank Forms and Previous Reports is a Document Library. Remember how I said SharePoint is extensively customizable?
    • 19. Let’s go in to Our Compliance Strategy. You can edit these entries individually or in Datasheet Table view, sort of like in Excel or Access where each entry is a row in a table.
    • 20. Here’s the Datasheet View Here’s the Datasheet View Here’s the Datasheet View Here’s the Datasheet View
    • 21. Building Your Personal Site
      • http://tccapps/MySite/default.aspx
    • 22. There is absolutely loads more to learn but one of the best ways to get started is to build your own profile page. Everyone who has access to the Portal – and eventually, that will be everyone – gets their own personal site. We need many minds working on this project, so if you want access, let me know!
    • 23. But what about security?
      • Although we use our browsers to access these pages, they are not actually “out there” on the web.
      • Only the CFRC sites can access them.
      • Even within CFRC, people can only access pages that you give them access to.
    • 24. What shape will we take?
      • We’ll build on what we know
      • We’ll commence a group developmental process
      • Email me for access: [email_address]