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SharePoint - You've got it, now what?


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 …

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 2009

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  • 1. SharePoint - You’ve got it, now what?
    Presented by :
    Robert Crane BE MBA MCP
    Computer Information Agency
  • 2. 2
    Twitter the love to #smbnation and #gs202
    My twitter handle = directorcia
    Survey forms.
    Questions at the end.
    Mentioned reference links[#] at the end.
  • 3. 3
    What is SharePoint?
    Why SharePoint?
    The Killer App.
    Enabling existing items.
    Additional applications.
    Third Party additions.
    Look and feel.
  • 4. 4
    Who uses SharePoint in their business?
    If not why?
    Whose customers use SharePoint?
    If not why?
  • 5. “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
  • 6. 6
    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)
    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
  • 7. 7
    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).
  • 8. 8
    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.
  • 9. 9
    Like 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.
  • 10. 10
    To 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.
  • 11. 11
    Provides 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.
  • 12. Yes, this is SharePoint
  • 13. Yes, this is SharePoint
  • 14. 14
    Yes, this is SharePoint
  • 15. 15
    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.
  • 16. 16
    Windows 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]
  • 17. 17
    WSS v2
    Available by default with SBS 2003.
    WSS v3
    Available by default with SBS 2008.
    Can be installed on SBS 2003.
    WSS 2010
    Coming soon.
  • 18. 18
    Built on SQL server not MSDE.
    Item level security.
    Better external access.
    Built in mobile version.
  • 19. 19
    Beta in October 2009.
    RTM early 2010.
    64 bit ONLY.
    Ribbon Interface.
    SharePoint 2010 Sneak Peak[6]
  • 20. 20
  • 21. 21
  • 22. 22
    Starting point
  • 23. 23
    No different to…
  • 24. Or …
  • 25. 25
    SharePoint is the paint
  • 26. 26
    According 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.
  • 27. 27
    Implement immediately
    Current Vendor promotions.
    Upcoming installations/migrations.
    Document libraries.
    Shared calendar.
  • 28. 28
  • 29. 29
    Most used features
    Document collaboration = 81%
    Calendars= 58%
    What’s missing??
  • 30. 30
    15% 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 World
    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).
  • 31. 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?
  • 32. 32
    Default WSS Search
    By 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!)
  • 33. Firstaddition
    Install appropriate Ifilters to allow content indexing.
    Make registry changes.
    Restart IIS.
    Perform full content crawl.
  • 34. 34
    Next, SearchServer
    After WSS install Search Server Express (SSX) but not on SBS.
    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.
  • 35. 35
    When 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.
  • 36. 36
    Next - Customizing
    Rule of thumb:
    75% browser
    15% SharePoint designer
    10% Visual studio
  • 37. 37
    Themes & Navigation
    Usage analysis
    Web parts
    Additional site collections
    Drive mappings
    Inbound emails
  • 38. 38
    Great for knowledge bases.
    Don’t require local application to enter information.
    Can create multiple wikis for multiple information sources.
  • 39. 39
  • 40. 40
  • 41. 41
  • 42. 42
    Themes& Navigation
    Included themes merely change colour scheme.
    Can be handy to help in navigation.
    Can create[7]/add[8] additional themes.
  • 43. 43
  • 44. 44
    Not enabled by default.
    Better understanding of what users are doing on site.
    Will be improved in 2010version.
  • 45. 45
  • 46. 46
  • 47. 47
    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.
  • 48. 48
  • 49. 49
  • 50. 50
  • 51. 51
    Tree structure.
    Create using templates.
    Security boundary.
    Logical boundary.
  • 52. 52
  • 53. 53
    Treat SharePoint just like any file network file share.
    Simply map a network drive there.
    Users see no difference.
  • 54. 54
  • 55. 55
  • 56. 56
  • 57. 57
    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.
  • 58. 58
  • 59. 59
    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.
  • 60. 60
  • 61. 61
    Out 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]
  • 62. 62
    Anonymous access
    Simple view rights.
    Securing information as it travels outside the business.
    Item level security
    Certain items need greater security and can be hidden.
  • 63. 63
  • 64. 64
  • 65. 65
    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.
  • 66. 66
  • 67. 67
  • 68. 68
  • 69. 69
  • 70. 70
    Can save lists and sites as templates
    Create as solutions and then re-used elsewhere.
    End up in Site Settings | Galleries.
    Templates can include data
    Create a standard set of documents for client information.
    End up in Site Settings | Galleries.
  • 71. 71
  • 72. 72
    Microsoft site templates
    SharePoint designer
  • 73. 73
    Application Templates for Windows SharePoint Services 3.0 [10]
    40 templates including:
    Classroom management
    Help Desk
    Inventory tracking
  • 74. 74
  • 75. 75
    Can require completion of additional meta fields.
    Document check in/check out.
    Document approval.
  • 76. 76
  • 77. 77
    • Can require completion of additional meta fields.
    • 78. Document check in/check out.
    • 79. Document approval.
    • 80. Create embed graphs that update when spreadsheet updates.
    • 81. Unfortunately, Excel only supports one way synchronization.
  • 78
  • 82. 79
    Two way data synchronization.
    Use SharePoint as a “front end”.
    Use Access to do “reporting” and more complex analysis.
  • 83. 80
  • 84. 81
    Linking document libraries.
    Linking with calendars.
    Using RSS reader.
  • 85. 82
  • 86. 83
  • 87. 84
    InfoPath 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.
  • 88. 85
  • 89. 86
    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]
  • 90. 87
  • 91. 88
    Free 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]
  • 92. 89
  • 93. 90
    SharePoint Workspace
    Was Groove.
    Will allow offline SharePoint.
  • 94. 91
  • 95. 92
  • 96. 93
    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.
  • 97. 94
    An easy way to enter information onto a SharePoint page.
    Really handy for quick communications and messages.
  • 98. 95
    Provides the ability to do animations.
  • 99. 96
    Dark Blue Duck [14]
    Scan documents to SharePoint directly from the SharePoint User Interface.
  • 100. 97
    Pixelmill [15]
    SharePoint skins to quickly change the look and feel of a site.
  • 101. 98
    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]
  • 102. 99
    If 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.
  • 103. 100
    [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
  • 104. 101
    [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
  • 105. 102
    [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
  • 106. 103
    SharePoint Guide - http://www.wssops.com
    Public SharePoint site - http://supportweb.ciaops.net.au
    Presentations and Documents - http://www.slideshare.net/directorcia
  • 107. Questions?