Outlook & SharePoint
Familiarity = Adoption
Bruce Norman Smith
SharePoint Consultant & Information Management Advisor
Forged in Winnipeg, honed in Ladysmith & Vancouv...
Learn to walk before you learn to run
About this presentation
 It’s a training & change management tool for business users
 There should be no big surprises, ...
The $ Money $ Slide
 What if I told you 5 hours of business user training could save you 235hrs/yr?
 1 Helpdesk staffer,...
‘We are what we repeatedly do.
Excellence, then, is not an act but a habit.’
~Aristotle
We <3 Outlook!
 If you were only allowed only one app at work…
 If you need to get approval from an executive fast…
 Wo...
The problem with email…
 There's a lot of it!
 The cc / reply all / reply / bcc / fwd game
 Staff leave & corporate inf...
Head-to-Head: Messages
Email Announcements
About this file
Driver License
Name: McLOVIN
Address: 892 MOMONA ST
City: HONOLULU
State: HI
ZIP: 96820
Number: 01-47-8744...
Head-to-Head: Meetings
Appointments Events
Head-to-Head: To Dos
Tasks Tasks
Head-to-Head: People
Contacts Contacts
Sync to Outlook
• Tasks
• Contacts
• Calendars
Head-to-Head: Shared Documents
Public Folders (ca. 2003) SharePoint Libraries
Head-to-Head: Post Its?
Notes There’s an app for that?
Head-to-Head: Journal?
Journal Entries Try OneNote or a Custom List
Head-to-Head: Browse
Views Views
Head-to-Head: Search
Search
SEARCH!
Turn your form into a Content Type
Meeting Agenda
 Description
 Date
 Invitees (names with presence)
 Status (draft, r...
If you can use Outlook,
then you already know how to use SharePoint.
Outlook SharePoint
Public Folders Libraries
Emails An...
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Adoption and Training – Outlook and SharePoint ~ Head to Head

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Every business user loves email and MS Outlook, but they’re often nervous about using an enterprise content management (ECM) tool like MS SharePoint. In this presentation Bruce will show the incredible parallels between Outlook and SharePoint. He’ll argue that SharePoint may have actually grown out of the success of Outlook!

By stealing this presentation and giving it to your business users, you will make the unfamiliar SharePoint more accessible. This should smooth out your business user adoption! It will also help you move your organization beyond a basic use of SharePoint for document storage to a more intermediate adoption of content types and web parts.

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  • Image credit: http://westbury-it.com/learn-to-walk-before-you-try-to-run/
  • Habits(shake your arms and cross your arms)Image credit http://www.computerhowtoguide.com/
  • Expectations
  • Motivation to Change
  • Email = more control/ power over “permissions” = Outlook win!
  • There’s no mystery to this, anybody can describe what’s important to know about a file/form/document![Superbad 2007]
  • Documents = SharePoint Win!http://technet.microsoft.com/en-us/library/cc164321(v=exchg.65).aspx Exchange Server 2003 includes two types of information databases:Mailbox stores, which hold personal mailbox informationPublic folder stores, which are a shared repositoryFor the latest in public folder technologies, explore SharePoint Products and Technologies. SharePoint Products and Technologies offer several enhancements and advantages over Exchange Server public folders:Document management. Get version control with check-in and check-out capabilities.Browser-based client support (public folder access is available in Office Outlook Web Access).Automatic notification of content changes.Creation of Meeting Workspace sites through Microsoft Office Outlook 2003.Integration with Office applications such as Microsoft Office Live Communications Server 2003 for instant messaging and presence information. Presence is the status, such as online, away, or busy, displayed by your instant messaging program when you pause on your contact&apos;s icon.Portal and site administration.Link a document library to a public folder in Exchange 2000 Server or later to a SharePoint site.Cross-site search capability. SharePoint Portal Server can be set up to search indexed public folders and other shared databases.
  • You think your company can do better than Microsoft? ;)
  • Notes = OneNote win!
  • Outlook search is excellent because it has strictly controlled metadata SharePoint search is actually more robust because it handles a lot of semi-structured data, but you may need to configure it to your needs or upgrade to SharePoint 2013
  • Adoption and Training – Outlook and SharePoint ~ Head to Head

    1. 1. Outlook & SharePoint Familiarity = Adoption
    2. 2. Bruce Norman Smith SharePoint Consultant & Information Management Advisor Forged in Winnipeg, honed in Ladysmith & Vancouver, and battle tested in Montreal & Gatineau - Bruce now calls Victoria his home. Bruce’s customer service, governance and logic skills came from working as a sales person in small family retail businesses & studying the History of World Religions at UBC & McGill University (BA’04). Bruce’s technical skills started at an early age during the Logo/Turtle boom of the early 1980s and quickly developed into a passion for videogames. A Master’s degree in Library and Information Studies (MLIS ‘08) refined these early skills with training in business process analysis, database design, xml metadata development, and records management / archival theory and methods. He’s worked in depth with MOSS2007 at Environment Canada and SP2010 Enterprise at Medical Council of Canada. Bruce’s Blog: http://seek.itgroove.net Bruce’s Website: http://ad-esse.net
    3. 3. Learn to walk before you learn to run
    4. 4. About this presentation  It’s a training & change management tool for business users  There should be no big surprises, you may feel like you already know this  If you’re a SysAdmin, Dev, BA, QA or IM professional, take this opportunity to imagine how you might deliver this presentation to your business users  Maybe we can even shake up the style of this user group a little bit & get some fresh faces in here!
    5. 5. The $ Money $ Slide  What if I told you 5 hours of business user training could save you 235hrs/yr?  1 Helpdesk staffer, responding to 2 hours of basic SharePoint questions a day?  480 hours/year!  $10,000/year in salary!  What could they do with 240 hours a year?  Professional Development? Learn to configure a new server?  Script/Automate a process?
    6. 6. ‘We are what we repeatedly do. Excellence, then, is not an act but a habit.’ ~Aristotle
    7. 7. We <3 Outlook!  If you were only allowed only one app at work…  If you need to get approval from an executive fast…  Work, collaboration, and social all in one…  A personalized interface with your name…  Somewhere you have the power to organize information in a way that makes sense to you…  An app to track your calendar and to do tasks  A place to see your contact information  Seriously, where can I get this magical app!?
    8. 8. The problem with email…  There's a lot of it!  The cc / reply all / reply / bcc / fwd game  Staff leave & corporate information is stuck in their personal inboxes
    9. 9. Head-to-Head: Messages Email Announcements
    10. 10. About this file Driver License Name: McLOVIN Address: 892 MOMONA ST City: HONOLULU State: HI ZIP: 96820 Number: 01-47-87441 Etc. There’s no mystery to this! Anybody can describe what’s important to know about a file/form/document.
    11. 11. Head-to-Head: Meetings Appointments Events
    12. 12. Head-to-Head: To Dos Tasks Tasks
    13. 13. Head-to-Head: People Contacts Contacts
    14. 14. Sync to Outlook • Tasks • Contacts • Calendars
    15. 15. Head-to-Head: Shared Documents Public Folders (ca. 2003) SharePoint Libraries
    16. 16. Head-to-Head: Post Its? Notes There’s an app for that?
    17. 17. Head-to-Head: Journal? Journal Entries Try OneNote or a Custom List
    18. 18. Head-to-Head: Browse Views Views
    19. 19. Head-to-Head: Search Search SEARCH!
    20. 20. Turn your form into a Content Type Meeting Agenda  Description  Date  Invitees (names with presence)  Status (draft, reviewed, approved)  Template (from MS Word)  Policies (e.g. Auditing, Barcode)  Workflow (e.g. Approval)  & more! Your 1st Content Type!
    21. 21. If you can use Outlook, then you already know how to use SharePoint. Outlook SharePoint Public Folders Libraries Emails Announcements / Yammer? Appointments Events Tasks Tasks Contacts Contacts Notes Lists Journal Entries OneNote / Lists Views Views Search Search …

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