SharePoint - You’ve got it, now what?Presented by :Robert Crane BE MBA MCPdirector@ciaops.comComputer Information Agencyhttp://www.ciaops.com

2HousekeepingTwitter the love to #smbnation and #gs202My twitter handle = directorciaSurvey forms.Questions at the end.Mentioned reference links[#] at the end.

3AgendaWhat is SharePoint?Why SharePoint?The Killer App.Enabling existing items.Additional applications.Third Party additions.Look and feel.Questions.

4SurveyWho uses SharePoint in their business?If not why?Whose customers use SharePoint?If not why?

“I don't typically promote SharePoint unless my customer specifically asks for it”.“We don't use SharePoint. We hate it”.5Harry’s recent SurveyI say Yippee

6Because….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)6According 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

7WhatisSharePoint?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).

8WSSvsMOSSWSS 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 searchProduct comparisons information [4].Focus here is on WSS.

9It’sasoftwaretoolLike 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.

10AflexiblesolutionTo 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.10

11UserempowermentProvides 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.11

Yes, this is SharePoint1212www.ferrari.com

Yes, this is SharePoint13www.hawaiianair.com

14Yes, this is SharePoint14http://www.carlsberggroup.com

15Why 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.

16BusinessbenefitsWindows 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]

17VersionsWSS v2Available by default with SBS 2003.WSS v3Available by default with SBS 2008.Can be installed on SBS 2003.WSS 2010Coming soon.

18WSSv3differencesBuilt on SQL server not MSDE.Item level security.Wikis.Blogs.Better external access.Built in mobile version.Workflows.

19SharePoint2010Beta in October 2009.RTM early 2010.64 bit ONLY.Ribbon Interface.SharePoint 2010 Sneak Peak[6]

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2222Starting point

23No different to…

Or …24

25SharePoint is the paintVS

26StopandplanAccording 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.

27Implement immediatelyAnnouncementsCurrent Vendor promotions.Upcoming installations/migrations.Document libraries.PoliciesTemplatesShared calendar.Tasks.Links.

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29Most used featuresDocument collaboration = 81%Calendars= 58%What’s missing??

30Searching15% of a typical information workers day is spent searching through content, like Web, digital communication and paper work (NYTimes14 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“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 WorldAn 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).

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?31Search

32Default 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!)

FirstadditionInstall appropriate Ifilters to allow content indexing.KB946338Make registry changes.Restart IIS.Perform full content crawl.33

34Next, SearchServerAfter WSS install Search Server Express (SSX) but not on SBS.http://www.microsoft.com/searchserverSSX 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.

35PrinttoOneNoteWhen 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.

36Next - CustomizingRule of thumb:75% browser15% SharePoint designer10% Visual studio

37EnablingexistingitemsWikisThemes & NavigationUsage analysisWeb partsSubsitesAdditional site collectionsDrive mappingsInbound emailsWorkflowsTemplates

38WikisGreat for knowledge bases.Don’t require local application to enter information.Can create multiple wikis for multiple information sources.

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42Themes& NavigationIncluded themes merely change colour scheme.Can be handy to help in navigation.Can create[7]/add[8] additional themes.

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44UsageAnalysisNot enabled by default.Better understanding of what users are doing on site.Will be improved in 2010version.

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47WebPartsImplement 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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51SubsitesTree structure.Create using templates.Security boundary.Logical boundary.

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53DrivemappingTreat SharePoint just like any file network file share.Simply map a network drive there.Users see no difference.

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57InboundemailsDocument 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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59WorkflowsCreate 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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61BackupsOut 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/importSharePoint Backup and Restore Overview [9]

62SecurityAnonymous 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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65MetadataCreate 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.

66WordSharePoint

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70TemplatesCan 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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72AdditionalapplicationsMicrosoft site templatesWordExcelAccessInfoPathOneNoteSharePoint designerGroove

73MicrosoftTemplatesApplication Templates for Windows SharePoint Services 3.0 [10]40 templates including:Classroom managementHelp DeskInventory tracking

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75WordCan require completion of additional meta fields.Document check in/check out.Document approval.

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77ExcelCan 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.

Can 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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79AccessTwo way data synchronization.Use SharePoint as a “front end”.Use Access to do “reporting” and more complex analysis.

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81OutlookLinking document libraries.Linking with calendars.Using RSS reader.

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84InfopathInfoPath 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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86OneNoteGood ‘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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88SharePointdesignerFree 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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90SharePoint WorkspaceWas Groove.Will allow offline SharePoint.

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92Freeadd-onsPentalogicChatterboxLytebox

93Pentalogichttp://www.pentalogic.netSharePoint 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.

94Chatterboxhttp://www.codeplex.com/CKS/Release/ProjectReleases.aspx?ReleaseId=4234An easy way to enter information onto a SharePoint page.Really handy for quick communications and messages.

95Lyteboxhttp://www.dolem.com/lytebox/Provides the ability to do animations.

96Commercialadd-onsDark Blue Duck [14] Scan documents to SharePoint directly from the SharePoint User Interface.

97Commercialadd-onsPixelmill [15]SharePoint skins to quickly change the look and feel of a site.

98VisualBasicDevelopmentTom 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]

99ReviewIf 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.

100References[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

101References[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

102References[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

103ReferencesSharePoint Guide - http://www.wssops.comPublic SharePoint site - http://supportweb.ciaops.net.auPresentations and Documents - http://www.slideshare.net/directorciaVideoshttp://www.youtube.com/user/saturnalliancehttp://www.youtube.com/user/directorciaops

Questions?RobertCranedirector@ciaops.comBlogsupportweb.ciaops.net.au/blog