Share Point 2007 Introduction

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Sharepoint 2007

Getting started Course

Audience: entry level

Sep 2009By : Van Mol G.



Agenda

1. Vision & Mission

2. Platform ± Sharepoint technologies

3. Connecting

4. Sites

5. List concepts

6. Lists

7. Libraries

8. Workflow

9. Advanced office integration

10. Personalisation features

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Visionby microsoft

SharePoint Portal Server 2007 enables

enterprises to develop an intelligent portal

that seamlessly connects users, teams and

knowledge so that people can leverage

relevant information across business

processes to help them work more

efficiently.

Information at your fingertips

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Mission

Turn data into information

± It¶s all about sharing information & knowledge

Facilitate (temporary)business processes

± By using blogs ± discussion threads

Maximise SharePoint User adoption on all levels in the company

± Tool for the business by the business

± Users take ownership

Build bridges between Business Users & Information Technology

± Users never get what they want when they want it.

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Why Using SharePoint

Increase User productivity

± Reduce time spent searching for info & people by providing easy

retrieval of documents, via navigation & search

± Minimize number of calls to the help desk

Increase opportunities for Knowledge transfer

Minimize communication barriers between departments

Work more efficiently

± Single source of information

± Cross departmental

± Reduce e-mail attachments (pull instead of push) & local file copies

± Design & Security is done by site-admin (=business user)

± Saving resources: disk space & bandwith

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Accomplisch vision by providing

Single platform of information for:

± Office documents, drawings, pictures, ...

± Tasks & Issue lists

± Processes & workflow

± Applications

± Reporting

± E-mails

± Links to other sites, internet url¶s

± Shared Calendars

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Agenda

1. Introduction ... What is it


3. Connecting

4. Sites

5. List concepts

6. Lists

7. Libraries8. Workflow





Connect & Login

Startup Internet explorer open the url: http://portal.eu.gates.com

Single sign-on on Microsoft platform. ± Takes userid & password from Windows (= Active directory)

go to the main page on the European Sharepoint portal You can make any page your startup page: click tools > Internet options

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Agenda



3. Connecting

4. Sites

5. List concepts

6. Lists




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Sites: Overview

WSS : Windows Shared Services

WSS Site provide: ± Core document management

± Information management capabilities

± Collaboration services ± Application platform

that make the foundation of a SharePoint environment.

Prebuild types:

± Team sites

± Document workspaces

± Meeting Workspaces

± Blog Sites

± Wiki sites

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13 of 6This document is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS DOCUMENT.© 2006 Microsoft Corporation. All rights reserved.

Robert Brown

Robert Brown

Robert Brown

SharePoint Server 2007 Team Sitesare Web sites created from a

template and designed for team

collaboration. They are hosted on thecorporate network. Team Sites are agreat way to coordinate team

activities with document collaborationand storage.

Site ContentGain quick access to all

content on the site.

Recycle BinRestore or permanently remove deleted items.

Site ActionsGain quick access to Team Site

actions, including Create Content,Edit Page, and Site Settings.

Create a Team Site Add Content

Upload Documents Edit Documents Create a New Document Library

Allow Access to Your Site

Topics in this guide include:

WelcomeShows who is currently

logged in

Quick LaunchList key site pages on

this navigation menu.




Use Web Parts as building blocks for your site.

Sample Team Site Home PageThis sample site was built from a Team Si te template.

CalendarDisplay important dates

and events.

AnnouncementsPost messages on the

home page of the site.

Site ActionsShow common

commands for the site.

Document Library

Contain and display

team documents.

LinksPost links of interest to

site members.

TabsDisplay subsites and link

to them.

ListsStore team documents and

collaborate on them.

Document LibrariesStore team documents and

collaborate on them.

Discussion

Survey

People and GroupsControl who can access your

site and what content they

can view and edit.






Sites: Navigation

BreadcrumbsDisplay s hierarchy within

the site / portal.

Menu / SubmenuDisplay s hierarchy within

the site / portal.

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Agenda



3. Connecting

4. Sites

5. List concepts

6. Lists

7. Libraries

8. Workflow



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List concepts

Sharepoint basic means of information storage is accomplished

using the concept of a list.

Much of the data that you create or consume within SharePoint is

contained in a list.

Creating

Working ± Add , edit delete items

Filtering & sorting

Using views Datasheet

Folders

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List concept:Folder vs View

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What You Really Need

You need a new method to organize and group files without

using folders, something that will be easy to change, or will even

change automatically for each user looking at these files.

For example, a project manager might want to see project

documents presented in one way, but each project member may

need to organize this information in another way, maybe even

hiding everything but the files the project member works with.

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what you need are features like these

A way to organize, sort, and group files, based on file properties.

A file structure that is easy for the user to directly modify at any time.

A way to describe the files other than using the filename.

A way to force all users to follow this new naming standard.

An automatic version history that keeps track of every modification made

to the file.

A way to monitor individual files and folders that notifies you when

something happens.

A way to lock the editing of a shared file to a specific user, regardless of

whether that user is working with the file.

A way to handle the situation where more than one user will edit a shared

document during a period. When all of these editorial users are done, this

file should be published so that everyone can see it in this shared location.

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What views can do for you.

How do you want to see your information

Make your life a lot easier &

« bring information at your fingertips

« by efficient filtering / sorting / grouping documents

« resulting in seeing docs you are really interested in. ± Show only µlatest version¶ for all documents

± Show only µmy docu ments¶ (created by or assigned to me )

± Show me documents µcreated/ modified in the last X day s¶

± Show me the documents with a status µ not completed¶

± «.

After a while y ou¶ll wish more and more You had views and

metadata instead of folders on y our local computer.

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List concepts:change the way of working

Mentality change & organise information storage

± Work organic (= object oriented)

± Working with document properties in stead of folder structure

± Filter & search Document properties.

± E-mail

± Alerts

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Lists

Communications ± Announcements

± Contacts

± Discussion boards

Tracking ± Links

± Calendar

± Tasks

± Project tasks

± Issue tracking

± Survey ± Agenda

Custom lists ± Decisions

± Objectives

± Text box

± Things to bring

Advanced office integration

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Lists

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Using Lists

Default view / select a view

Update listitem

Add listitem

Assignto field

Attach documents

Export to Excel (view dependent)

Workflow

Alert

History

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Agenda

1. Vision & Mission


3. Connecting

4. Sites

5. List concepts

6. Lists




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Library: Types

± Document library

± Picture library

± Slide library (2007)

± Wiki page library

± Form library

± Report library

± Data connection library

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Using document library

Open document via Link (in E-mail)

Open document via Navigation

Open document for editing

Document management features ± Check in / check out document

± Publish documents ± Content approval

± Versioning Major / Minor

± Load (existing) document Single

Multiple

± Document properties (check out when not completed)

± Load new document

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Library: actions

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Library: Filtering

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Library: filtering (2)

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Library: Views

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Agenda

1. Vision & Mission


3. Connecting

4. Sites

5. List concepts

6. Lists

7. Libraries

8. Workflow

9. Advanced office integration10. Personalisation features

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Advanced office (2007) integration

Outlook & Sharepoint ± Contacts

± Team / project calendar

± Take documents off line

± Document workspace

Excel ± Export lists to Excel

± Edit in excel & synchronise

± Excel services

Slide libaries ± Publish from Powerpoint to a slide lib

Visio ± Link Sharepoint list data to Shapes

Project

Word ± Use word as an editor to make wiki sites

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Outlook & sharepointShedule a meeting in an (existing) workspace from outlook

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Agenda

1. Vision & Mission


3. Connecting

4. Sites

5. List concepts

6. Lists

7. Libraries

8. Workflow


10.Personalisation features

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Personalization features

Alerts

My Site

My Links

Persononalisation sites

Logon management

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Alerts

Level ± Site

Library ± Document

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Alerts (continued)

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My Site: Home

Personal &

Shared

documents

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My Site: My profile

Public Part

Here you can

share info with

others users.

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Search: simple

Every employee spends 2.5hrs per week searching for info.

Principle: works like google

Type in one / more keywords

Search works hierarchical

Means that results will depend on the which level in the structure you are

Search works on full text within office documents

Indexes are rebuild over night.

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Search: advanced

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Reporting services

Reporting tool that allows to produce reports (data & graphs in

multiple output type¶s such as : PDF, XML, Excel, Html

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Infopath

Form generator that is

bundled with microsoft

office

Allows people to enter

structured data (offline).

Typical example is visit &

sales reports.

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Infopath

Form generator that is

bundled with microsoft

office

Allows people to enter

structured data (offline).

Typical example is visit &

sales reports.

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