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SharePoint Out of the Box

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An overview of what's available in SharePoint out of the box.

This slide deck is meant to shed some light on basic elements and features of SharePoint and explain to those who are new to Office 365 / SharePoint – what is possible as soon as you get your hands on the live SharePoint site. Enjoy!

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SharePoint Out of the Box

  1. 1. sharepointmaven.com @gregoryzelfond SHAREPOINT OUT OF THE BOX GREGORY ZELFOND
  2. 2. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond About Me  Gregory Zelfond  10+ years of experience with SharePoint  SharePoint advocate, blogger  Love to solve business problems using code-free, out of the box SharePoint configurations  Owner of SharePoint Maven (sharepointmaven.com)
  3. 3. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond About SharePoint Maven I HELP ORGANIZATIONS TO UNLOCK THE POWER OF SHAREPOINT MIGRATION CONSULTING TRAINING
  4. 4. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond The SharePoint “Onion” Out of the Box SharePoint Designer 3rd Party Apps Custom Coding Each additional layer adds cost and complexity but offers more functionality This image is courtesy of my colleague and SharePoint expert , Haniel Croitoru http://www.slideshare.net/hanielc
  5. 5. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond Out of the Box You don’t need expensive coding or customizations to start ripping benefits of SharePoint
  6. 6. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond Let’s look at SharePoint Building Blocks  Sites – Organize content by function or purpose (i.e. department site)  Pages – Displays content on a site. Different layouts  Web Parts (Apps) – Components that displays certain content (i.e. document library, calendar, etc.)  Views – Control how information is displayed  Security – Controls who sees the information displayed
  7. 7. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond Sites & Pages
  8. 8. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond Sites & Pages Concept  SharePoint Site oCan be built from scratch or template  SharePoint Page oMultiple pages per site to separate content
  9. 9. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond Sample Sites/Pages Hierarchy Pages Department Sub-sites Intranet Homepage Intranet Home Marketing Dept. Internal Content External Content Finance Internal Content
  10. 10. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond Template Concept  Any site, list or library can be saved as a template for future re-use  Saves time, enforces consistency across the enterprise  Can be saved with or without content
  11. 11. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond Web Parts
  12. 12. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond Web Parts  Definition: Web Part is a modular and reusable component that can be placed into SharePoint Page to display certain content  Think of “Apps” for SharePoint
  13. 13. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond Most Common Web Parts  Document Library  Calendar  Contact List  Issues Tracking  Task List  Announcements
  14. 14. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond Document Management
  15. 15. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond Document Management Options 1. Folders 2. Metadata Columns 3. Content Types 4. Document Sets 5. Managed Metadata For more on this topic, check out this slide deck of mine http://www.slideshare.net/gzelfond/5-ways-to-manage-documents-in-sharepoint
  16. 16. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond Business Case Against Folders 1. Usability 2. URL length limitation 3. Moving File URL 4. Security 5. User experience 6. File duplication 7. 1 Lonely View 8. Can’t Sort & Filter 9. Change is hard 10. Lost documents 11. Navigation 12. Cost For more info and detailed description on above reasons, check out this blog post http://sharepointmaven.com/12-reasons-folders-sharepoint-bad-idea/
  17. 17. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond Metadata  Definition: Metadata is data that describes additional information about a file or a document  Data in Columns = Metadata To educate yourself on metadata, check out this blog post and slide deck http://sharepointmaven.com/document-management-in-sharepoint-without- folders-introduction-to-metadata/
  18. 18. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond Tasks Calendar & Announcements
  19. 19. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond Tasks Web Part  Out-of-the-box Task Management Module  Great for team collaboration and task management/tracking  Can be configured so that email goes out to user when task is assigned to him/her
  20. 20. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond Calendar  SharePoint based Calendar  Different views are available – Upcoming Events, Month, Week, Day  Custom views can be created (lists)  Great for Team & Project Sites, Vacation Calendar
  21. 21. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond Announcements  Allows to manage Announcements  User can set an expiration day for an announcement
  22. 22. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond Views
  23. 23. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond Views  Definition: Views allow user to control how information from a certain web-part is displayed  Views allow to group, filter, sort information You can find more on Views in this slide deck http://sharepointmaven.com/document- management-in-sharepoint-without-folders- introduction-to-metadata/
  24. 24. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond Views - Examples
  25. 25. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond Security
  26. 26. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond Security  Controls who sees certain information  Controlled via SharePoint groups  Security can be set at the following levels: – Site – Web Part – Page – Folder (don’t even think about this) – Document (don’t even think about this)
  27. 27. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond Security, cont’d  Default Security Options – Read - Can view pages and list items and download documents – Contribute - Can view, add, update, and delete list items and documents – Design - Can view, add, update, delete, approve, and customize – Full Control - Has full control  Custom Permission Levels option allows to create custom permissions (i.e. allow to add, but not delete a file)
  28. 28. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond Other Cool Features
  29. 29. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond Alerts  Definition: Notification feature that alerts user about changes to the item or list/library  Often underutilized feature in SharePoint  Notifies user of changes in the library/list  Can be set by user on any list, library or individual item (i.e. document)  Works great with document libraries, calendars
  30. 30. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond Versioning  Major/Minor Version Concept  10 versions = 10 copies of the same file  Database size might be an issue  Depends on business need/requirement
  31. 31. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond Check-in/Check-Out  Prevents user from overwriting someone else’s changes  Depends on business need/requirement
  32. 32. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond Workflow  Allows to automate certain business processes via assigned tasks  You don’t need a workflow for document approval (content approval feature in document library)  Depends on business need/requirement
  33. 33. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond Need help with SharePoint?  SharePoint Site Configuration and Customization  Document Migration to SharePoint  SharePoint Implementation Strategy  SharePoint Training  SharePoint User Adoption  SharePoint Governance  SharePoint Project Management
  34. 34. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond THANK YOU! Visit: sharepointmaven.com Email: greg@sharepointmaven.com Follow: @gregoryzelfond Connect: linkedin.com/company/sharepoint-maven View: www.slideshare.net/gzelfond Get in touch if you have questions

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