Share point saturday nyc 072011

SharePoint 101 for End Users

SharePoint 2010

2 | SharePoint Saturday New York City 2011

Outline & Agenda

WELCOME

01

Advanced SharePoint

02

SharePoint 2010 Overview

03

In Detail

04

Tips

05


Speaker BioMatt RanlettSlalom Atlanta Practice Area LeadExperience: 6-Year SharePoint Server Microsoft MVP MCAD and MCTS (2007 & 2010) Certified Co-founder, Atlanta Dot Net Regular Guys Past Vice President of Technology, INETA Author and editor of books and magazines Virgo, expert coffee stirrer

@mranlett

facebook.com/mranlett

https://mvp.support.microsoft.com/profile/matt

Tell me about you

7.29.11

SharePoint 2010Advanced SharePoint


Outline & Agenda

WELCOME

01

Advanced SharePoint

02


03

In Detail

04

Tips

05

Award Winner: Best Portal – USOC: SP2010

Award Winner: Best BI solution AT&T Retail Portal: SP2010

Coca-Cola Enterprises: BPOS-D

Coke.net

Clearwire

7.29.11

SharePoint 2010SharePoint Overview


Outline & Agenda

WELCOME

01

Advanced SharePoint

02


03

In Detail

04

Tips

05


SharePoint 2010 – The Big Picture

• Microsoft is re-positioning SharePoint as “The Business Collaboration Platform for the Enterprise & the Web”

• Key messages:• Connect & Empower People• Cut Costs With a Unified Infrastructure• Rapidly Respond to Business Needs

• The “Pie Chart” Has Changed• Focus has been changed from the IT Solutions (SharePoint 2007) to End User

and Business Solutions (SharePoint 2010)


SharePoint 2010 - Parts of a SharePoint site Site• A site is a group of related Web pages where your team can

work on projects, conduct meetings, and share information. For example, your team might have its own site where it stores schedules, files, and procedural information. All SharePoint sites have common elements that you should know about to get started: lists, libraries, Web Parts, and views.


New Sites UI and Office Ribbon Interface


SharePoint 2010 - Parts of a SharePoint site Lists • A list is a Web site component where your organization can store, share, and manage

information. For example, you can create a task list to track work assignments or track team events on a calendar. You can also conduct a survey or host discussions on a discussion board.

Libraries • A library is a special type of list that stores files as well as information about files. You can

control how documents are viewed, tracked, managed, and created in libraries. Views • You can use views to see the items in a list or library that are most important to you or

that best fit a purpose. For example, you can create a view of all the items in a list that apply to a specific department, or to highlight particular documents in a library. You can create multiple views of a list or library that people can select from. You can also use a Web Part to display a view of a list or library on a separate page of your site.


SharePoint 2010 - Parts of a SharePoint siteWeb Parts • A Web Part is a modular unit of

information that forms a basic building block of most pages on a site. If you have permission to edit pages on your site, you can use Web Parts to customize your site to display pictures and charts, portions of other Web pages, lists of documents, customized views of business data, and more.


User ExperienceRibbon and Dialog Framework

Client Site Custom Actions in Ribbon

Context Sensitive Ribbon

Replaceable OOB forms

Open as Web Page or as Dialog

Status BarNotification Area

The Ribbon


User Experience (cont’d)Silverlight & SharePoint Media Player Web Part Organization Browser List and Site Creation Office Web Applications Silverlight Web Part


Web Dialog Framework to Reduce the Page Refresh


SharePoint 2010 - Communities• An ability to find and interact with other people within an organization quickly and easily while

leveraging both formal and informal networks.• SharePoint 2010 is a true Social Networking and Social Computing Platform for the Enterprise

by empowering employees to work together seamlessly. (Aka. MySpace, Facebook, and Twitter for the Enterprise)

• Improved My Sites – Social Networking Hub, Enhanced Profiles• Social Tagging using Tags, Tag Cloud, Ratings• Rating and Tagging Everywhere - Rate and Tag anything a person can see (People,

pages, sites, documents, videos, posts, wikis etc.)• Micro blogging using Note Board and Status Updates, Staying up to date with the

activity feeds• Knowledge Mining using Keywords and Social Bookmarking• Improved Individual and Team Blogs – Improved Navigation, Sort posts by category or

date• Improved Wikis –

• Improved authoring experience - Support for Wiki Syntax.• “Wikis Everywhere” approach - SharePoint Site is a collection of pages, not

collection of lists or libraries.• Silverlight based Organization Browser


Enhanced My Sites and User Profiles


Social Tagging – All Tags, My Tags, and Group Tags


Activity Feed


Silverlight Org Browser


Enterprise Wiki


SharePoint 2010 - Content• The facilities for the creation, review, publication, and disposal of content including conforming to

defined compliance rules for all supported types. Metadata Everywhere – Metadata managed by new Enterprise Managed Metadata

Service and Terms stored in the Term Store Taxonomies – Centrally Managed, Folksonomies – Decentralized and Unmanaged

Metadata Tagging Enterprise Content Types – Enables the content type syndication (allow site owners to

submit their content types) . SharePoint 2007 had Site Collection Level Content Types and SharePoint 2010 Expanded to the reuse across SharePoint Farm.

Document Sets – Group documents into single entity. Can be versioned, initiate workflows, and manage metadata on the set of documents. Improve document library performance.

Digital Asset Management – New Audio and Video Content Types, Video/Audio streaming from SharePoint using Silverlight Media Player, Ability to create training and learning sites.

Records Management – In place records management by activating the feature at the site level

Web Content Management – Improved Web Authoring using Ribbon UI and In place Editing

List Scalability – Supports for large lists SharePoint can now leverage the SQL Remote BLOB Storage (RBS), which allows

documents to be stored in remote storage location rather than a SQL table


Document Sets


WCM - Web Content Editing


SharePoint 2010 - Search• Locate relevant content across SharePoint lists, sites, and sources

such as file shares, Web sites, or line-of-business applications. Improved Search Experience – Refiners, Suggestions Query Suggestions are mined from the Search Logs People and Expertise Search Phonetic Search - Find Nick Names and phonetically

incorrectly spell names Standard search Hit highlighting in search results Refine content results by using tagging (document tagging or

social tagging) Improved Relevance – Improved search based on usage,

history, social behavior, and tagging FAST Integration – Advanced Search Experience, Previewers,

Deep Refinement with count Large list of Out of Box Search Web Parts


Improved Search Experience


Social Search & Search Web Parts


FAST Search with SharePoint


SharePoint 2010 - Insights• Business users need the ability to not only rapidly deliver and share

information but also to turn raw data into actionable results.• Allowing you to make better decisions faster and viewing data, people, and

systems effortlessly in order to make those decisions. PerformancePoint Services – First class citizen in SharePoint, Advanced

insights and analytics using scorecards, dashboards, visualizations, and KPIs.

New Chart Web Part – Supported data sources are web parts, SharePoint lists, BCS, and excel services.

Visio Services – New in SharePoint 2010, Render Visio diagrams and charts on the web.

Web Analytics – Reports on site traffic, inventory, and how search is being used

SQL Server Reporting Services Integration PowerPivot for SharePoint – A powerful data analysis tool in the SQL

Server 2008 R2, Process massive amounts of data in seconds, Load large data sets from virtually any source


Charting Web Parts & Visio Integration• Render Visio diagrams and charts on the web.• Apply filters on the Visio data within SharePoint.• SharePoint will index Visio contents for fully searchable content.• Leverage published excel spreadsheets, SQL Server databases cubes, and

SharePoint lists as data source for Visio Visualizations.


SharePoint 2010 - Composites• Empower business users to create compelling applications in an IT-supported

manner Enhanced end-user tools for automation and design – Tools for the end-

users and IT to write either no-code or minimal-code approach to integrate existing investments into SharePoint.

BCS for LOB data exchange - Business Connectivity Services is evolution of the SharePoint 2007 Business Data Catalog, Supports both read-write interaction with the LOB data

Integrate rich client side SharePoint web applications in SharePoint InfoPath Form Services and Custom Workflows – New in SharePoint 2010 is

Site Level workflows, Workflows execution plans can be monitored through Visio Workflow Visualizations, Integration of Visio 2010, SharePoint 2010, and Visual Studio 2010 to improve Workflow authoring lifecycle.

Access Services – New in SharePoint 2010, Publish Access based applications to the SharePoint.

SharePoint data can be accessed through Web Services, Client and Server APIs, and REST interface.

SharePoint Designer 2010 – Administrators can limit users to specific capabilities

Visual Studio 2010 – Developers are first class citizen in SharePoint 2010.


Microsoft Visio to Visualize Workflows


Recap – SharePoint 2010 Overview • SharePoint 2010 is an immense stack with new investments everywhere• Major features are

Wikis Everywhere Approach – Inline Editing and Office Ribbon Interface Improved Content Management – Document Sets, Improved Lists Storage, Record

Management at the Site level Metadata Everywhere Approach – Manage Metadata using formal and informal

methods, Taxonomies and Folksonomies Integration with Office 2010 - Office Web Applications (Word, Excel, PowerPoint,

and OneNote), Excel Services, InfoPath Form Services, Access Services, and Visio Services

Social Networking as first class citizen – Social tagging, noteboarding, ratings, and improved My Sites

Advanced Search Experience – Suggestions, Refiners, Previewers, Social, and Expertise Search

Gain Insights using large set of business intelligence tools – PerformancePoint Services, Excel Services, SQL Server Integration, Reporting Services Integration, and Visio Services.

Design Composite Enterprise Applications (Mash-ups) using the BCS, Web Services, and SharePoint APIs.

7.29.11

SharePoint 2010In Detail


Outline & Agenda

WELCOME

01

Advanced SharePoint

02


03

In Detail

04

Tips

05


Navigation OverviewEnter the Portal via your My SiteEncourage users to enter the Portal through their My Site as the most convenient method of accessing content specific to their needs and interests.

Main TabsContains everything you need on the portal. Search the Portal

Search the current site, the whole portal, people or communities. Search has improved in SharePoint 2010. Most searches allow your to filter your results by different metadata like Type, Modified Date and Author

Site ActionsEdit, create, and site settings.

Page TabsBrowse the portal or see a Office 2010 like ribbon with options for the specific page, list or library.

Quick LinksA handful of useful links.

Tags and NotesYou can “Like” this site, or you can apply unique tags and notes. Tags and notes are public and you can apply them to pages, lists, libraries, and individual list items or documents. You can view all your tags and notes on your My Site.


Site Actions

• Similar to “Site Actions” menu on the top right of SharePoint 2007 Sites

• If you have appropriate permissions you can:

• View all site content

• Create lists, libraries, and sites

• Edit the page

• Manager permissions

• Other site settings


Page Tabs and Ribbon• Browse Tab shows you the Navigation

• Other tabs show you a ribbon very similar to Office 2010. These tabs include:

• List Tools – Items and List Tabs

• Library Tools – Documents and Library Tabs

• Page Tab

• Some buttons will only be active if you have the appropriate permissions


Knowledge Center: Overview

Most Recent Uploads SectionHow to Upload a Document:1. From Knowledge Center Home Page

click “Upload a Document”2. Fill out as much information as

possibleOR 3. Go to a community page, 4. Go to a document library5. Click the item dropdown6. Click Send To > Knowledge Center

Modified By Me SectionHow to Modify a Document:1. Click on Document2.A Click Edit in Browser (limited editing options) and Save when completeOR2.B Click on Open in Microsoft Word and “Check In” when complete

Highest Rated ContentHow to Rate a Document:1. Click on a document

library2. Click the appropriate

amount of stars(1-5)You can also tags and notes on documents – this will give consultants more information about the document

Search BarBetter search capabilities available in SharePoint 2010

This is a High Level Overview – Details are Found on the Following Slides


Uploading a Document

Option 1 – Upload through the Knowledge Center1. Click Knowledge Center Tab

2. Click Upload a Document

3. Browse for Document and Click OK

1. Click Knowledge Center

2. Click Upload Document



4. Enter in Metadata about the document

a. Select the Content Type first – this defines your metadata criteria

b. Fill in as many fields as you can

c. You may put multiple data per field

d. Most fields will autocomplete as you type you can also use the lookup function to search for the tag

e. Click Submit

Lookup Function Allows You to Search through Available Options


Uploading a DocumentOption 2 – Upload from a Community Page1. Click the document library where the document is stored2. Hover over the document, click the dropdown arrow, click Send To >

Knowledge Center (This makes a COPY of the document, so the original document remains here

too)

2. Send To > Knowledge Center

1. Select Appropriate Document Library



3. On the next popup click the document name to finish the upload procedure

4. Fill out the information as previously described

3. Click Document Link

4. Fill Out as Much Information as Possible


Editing a Document

2.B Edit the Document in Browser• Other Microsoft Office programs are

available online (Excel, Visio, PowerPoint)• This means you do not need the Office

program installed on your computer• Has limited editing capabilities

2.A Edit the Document in Microsoft Word• Can open any type of document as long as you

have the program installed on your computer (Excel, Visio etc.)

• Saving the document will save the changes to the document in the Knowledge Center

• Go to File > Check In when you are done editing

How to Edit

1. Click on the document to open itYou have two options for editing


Rating a Document

Rating documents is easy and it ensures that the best in class documents are filtered to the top of the list when users search or browse. You should rate a document every time you view one.1. From the Knowledge Center, click on a document library2. Find the Document that you would like to rate and click the appropriate amount of

stars (You can change your rating at any time)

2. Select Rating

1. Select the Appropriate Document

Library

NOTE: You can also add tags and notes about the document. This is highly encouraged because it gives other users more information about the document. You can even add tags and notes after you have clicked on the document and have it open in the browser.


Tagging a Document

In addition to adding metadata to your documents at the time you upload them to the Knowledge Center, you can also add/change tags directly from your document.1. Open your content in the KC (open in Edit mode, or click Edit button)2. Go to File Tab on the right side see More properties3. Update tags & metadata as appropriate


Search

From anywhere on the portal you can search:• The current list or library (if you are

currently viewing a list or library)• The current site• The entire portal• For people (results will bring you to

their My Site profile)

Note: If you search All Sites be sure to look for People on the far right side of your search results!

Search Results Page

On the search results page you can filter by document type, author, modified date, or other metadata associated with the search results


My Site OverviewWhat is My Site?Your My Site is a page containing all information relevant and specific to you. It provides you with a single area to view all recent news and activities, or quickly gain access to areas of the portal you have chosen to follow.

Below is a list of capabilities available from your My Site page: View all recent activities for areas you’re following via your Newsfeed Post a message or ask a question to your colleagues Filter or search newsfeeds by

Your newsfeeds Notifications (responses to your posts/activities) Your colleague’s newsfeeds Microblogs (twitter-style updates for SharePoint) Questions Popular newsfeeds

Jump to communities you are following, view/follow recommended communities Tag interesting news postings


My Site Overview (cont.)Click on the My Site areas you’re want to learn about.

Notifications

Filtering activity streams

‘I like it’ and Tagging

Edit Settings

My Content My Profile Access to: Organization Content Tags & Notes Colleagues Memberships

Tags


My Newsfeed - Filtering activity streams

A Newsfeed is a collection of activity streams.

The My Newsfeed dropdown box allows you to filter the overall newsfeed to activity streams of interest to you. Below are the different types of filters

My Activities – filter to only activities streams you started All Public Microblogs – everyone’s Microblog entries Popular – activity streams with the most responses Questions – all posted questions Colleagues – activities posted by ‘Your colleagues’ (see

the Colleagues / Friends slide to learn how to update your colleague list)

Communities – activity streams for communities you’ve joined.

Newsfeed filters


My ContentMy Content is your personal working area, to be used for posting documents, personal blogs, etc.

1. Shared documents – Documents shared here will be visible on your public homepage

2. Personal documents – Documents stored here will only be visible to you and administrators

3. Share Pictures folder – Pictures you’ve shared on SharePoint

4. Recent Blog Posts – Your most recent blog posts


My Profile

The My Profile page allows you to edit your profile and access to following SharePoint activities:

Edit My Profile – Access to edit person profile information (picture, phone numbers, current client, title, department), privacy, Newsfeed, email, and general notification settings,

Libraries – All document libraries associated to your profile. Overview – Displays your recent activities. It was allows you update your

‘Ask Me About’ questions. Organization – displays an interactive org chart (based on the current Active

Directory structure) Content – quick access to your document or blog posts Tags and Notes – Search through your tags and notes Colleagues – area to configure colleagues (see the Colleagues / Friends

slide) Memberships – quick access to communities you’ve created


My Profile (cont.)

The My Profile page also contains information like:• Skills• Interests• Past Projects• “Ask Me About” section

From someone else’s My Site you can click on one of their “Ask Me About” items and you will be prompted to leave a question on their Note Board. This is a great way to network with your colleagues in a social setting or to ask a technical question to someone who is a SME. All these fields appear in searches so you can search for a certain keyword to find people who have it in their profile

By default, receive emails when someone posts on their Note Board; does not update their Newsfeed.All Note Board posts are public.

Colleagues / Friends

Colleagues – Adding a person as colleague allows you to easily follow their SharePoint activities via your Newsfeed. Colleagues will appear on your My Site quick filter list.

Where are colleagues relationships stored? On the top navigation bar, click on My Site/My profile. On the my profile page, click on the Colleagues tab. On the My Site page, click on the ‘Manage Colleagues’ link on the right-hand side.


Colleagues / Friends

Why do I already have colleagues associated to my profile? In order to get things started, your team is already listed as colleagues on your profile. Add/remove colleagues based on your interests.

How can add/remove colleagues? On the Colleagues tab, select ‘Add colleagues and select the colleague. To remove people from your colleagues, select the target colleague and click on the ‘Remove Colleagues’ button


Edit Settings

You can change your notification settings by navigating to ProfileEdit ProfileEdit Settings. Below are the activities you can choose to follow. All activity notification items are defaulted to yes:

Ideas Moderation Notification Wikis Microblog Questions Community Membership System Notification Contacts Bookmark Discussions Tasks

Documents Blog Posts Pictures

Announcements Events Microblogging Tagging with my

interests Rating Status Message Job title change Manager change New blog post

New membership Sharing Interests Tagging by my colleague Note Board post Profile update Upcoming birthday Birthday Upcoming workplace

anniversary Workplace anniversary New colleague


‘I Like It’ and ‘Notes & Tags’

I Like It - You can use tags to classify and remember pages, documents, or even external sites. The tags you create will appear under

your profile for easy access back to the tagged site/activity.

Notes & Tags - You can use notes to comment on a page, document, or external site. When you create notes they will appear here and under your profile for easy retrieval. Other people can also view the notes you post. Notes are public comments.


Tags

Tags - You can use tags to classify and remember pages and documents. The tags you create appear here and under your profile for easy retrieval.

Hash tags - A hash tag is simply a way for people to search for activities that have a common topic. Putting a hash in front of a key word will make searching for like hash tagged activities easier. See the #SharePoint Hashtag example below. A #Quarterly hashtag could be created to search all relevant Quarterly meeting activities.

Tag Icon

7.29.11

SharePoint 2010Tips


Outline & Agenda

WELCOME

01

Advanced SharePoint

02


03

In Detail

04

Tips

05


Document Management Tips Keep everything together

All documents in the same folder. Use content types, site columns, and tags to navigate

Spread to different folders for security purposes only

Spread to different libraries for management purposes only (versioning, workflows, etc)

Consider versioning approaches Multiple files vs. edit in place


Site Management Tips Document workspaces are disposable but

cool Security should never go to the item level Left navigation can be tall, but don’t make

top nav wide


Documents & Content Tips Use Content Types whenever possible

Great for sorting and filtering Great for rolling up content regardless of

storage location Great for attaching specific metadata

(columns) Great for attaching specific behavior

(workflows) Use tags and ratings any time you can

Provides context to other portal users Adds depth and richness to the portal


Setting Expectations SharePoint is not a magic bullet

Know the problems you are trying to solve

Don’t expect the application of a new technology to solve problems BY ITSELF Change Management!

7.29.11

SharePoint 2010Resources


Resources

Microsoft’s Productivity Hub Office.Microsoft.Com

SharePoint Training – video based self training organized into lessons

Dozens of articles and videos

http://www.microsoft.com/downloads/en/details.aspx?familyid=4AAA9862-E420-4331-8BC3-469D7BAE0FF1&displaylang=en

http://office.microsoft.com/en-us/sharepoint-foundation-help/

http://office.microsoft.com/en-us/sharepoint-foundation-help/CH010372743.aspx


Housekeeping Please remember to visit the ATE & Open

Spaces for a chance to win an XBOX/Kinect. You can also enter into a raffle for an SPC Pass if you visit the sponsor booths to get your bingo card signed. All other prizes are related to ending session evaluations.

Follow SharePoint Saturday New York City on Twitter @spsnyc and hashtag #spsnyc

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