10 SharePoint 2013 OOTB Solutions Every Power User Should Know
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Reston SPUGPresents…19 May 2014Reston, VA
Administrative… 1st Monday of the Month
Except for May… and September… And other Special Events on other Mondays…
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Coming Soon… 19 May 2014 - Adam Levithan 2 June 2014 – Matthew J. Bailey 7 July 2014 – Tim Ferro 4 August 2014 - Working on it… 8 September 2014 - Working on it…
10 SharePoint 2013 OOTB Solutions Every Power
User Should KnowMaking Collaboration Stick
@collabadam
Adam LevithanSenior ConsultantPortal [email protected]@portalsolutions@collabadam
Who Am I?
MottoWhy Code when you can Click?
InterestsSocial ComputingEnabling Power UsersInformation Architecture
BlogsPortal Solutions http://blog.portalsolutions.net/
AIIM Expert Blogger http://www.aiim.org/Community/Blogs
ViewDo Labs Guest Blogger http://blog.viewdolabs.com/
Who I work for
3
times selected in Office Early Adopter Program
45Full-time employees, consultants, developers, business analysts, SME
10
10 years in business
250+
SharePoint and Office365 Implementation
We deliver Digital Workplace Products and Solutions that help organizations share what they know and find what they need by connecting people, data, and content.
@collabadam
Agenda
› Typical SharePoint
› 5 OOTB Features that work across versions
› 5 New OOTB 2013 Features
› Questions
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A Mess
Let’s Try Collaboration
Rampant growth of sites
Lack for engaged stakeholders
No clear business needs
Bad Experience
?
@collabadam
@collabadam
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Success
Business Needs Driven
Consistency• Standards• Branding• Usage Policies• Training &
Support
Communication• Strategy• Benefits• Features
Sponsored by Leadership
Governance Teams
@collabadam
@collabadam
5 OOTB Features that work
QUESTION:What version of SharePoint are you using?
2007 2010 2013 O365
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Let’s Build a Virtual Meeting• Reduce document sprawl and
creation of low use documentation• Accountability and tracking of
assigned activities
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5. Create a page
@collabadam
Business Need• Find meeting
content
2007• Save web part
page in a document library
• Publishing pages
2010 - 2013• Site Pages
Library• Wiki Library• Publishing Pages
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@collabadam
Add a Page
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4. Add a Custom Column
Business Need• Reuse a single
item (row) for multiple purposes
• Rely less on naming conventions
• consistency
2007• Column in a
Library• Site Column
2010 - 2013• Column in a
library• Site Column• Managed
Metadata
@collabadam
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Adding a column
@collabadam
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Creating a view
@collabadam
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3. Connect the Lists on a Page
Function• Reduce the need
for navigation• Virtualize
meeting minutes
2007-2013• Connect web
parts within page
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Connecting Lists On a Page
@collabadam
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2. Edit Display View Form
Function• Single point to
access all information
2007• Edit List/Library
Page
2010 - 2013• In Ribbon – Edit
Display View Form
2. Display View Forms
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1. Document Templates
@collabadam
Function• Consistency of
documentation• Printing• Automatic
Tagging
2007 - 2013• Create
document in library with custom columns
• Save and upload as a template
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1. Document Templates
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@collabadam
0. Process automation
• Business NeedsReduce rework performed by Human ResourcesForm approval status and approval trackingAccountabilityGreen computing
• SolutionOne-click built-in automationCustom forms & process workflowsPaperless
0. Process automation
@collabadam
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2013 Loops
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NOTE TO THE OBSERVERAll Pieces of a content type
Template
Metadata
Workflow
Information Management
@collabadam
5 OOTB Features that work across versions
• Pages• Custom Column• Connecting Lists• Document Templates• Display View Forms(Process automation too)
BUT WAIT, THERE’S MORE! 5 New OOTB 2013 Features
System users are trained by consumer apps and expect enterprise apps to act
the same way.
2013 starts to takes technology out of collaboration
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All Inclusive Search (FAST)
@collabadam
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Document Sync (the feature currently called OneDrive for Business)
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Document Sync – Personal Site
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Centralized Tasks
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Share
@collabadam
Quick Edit/Browser Independence
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PROMOTED LINKS LIST
QUESTIONS
Other 2013 Features
Organize: Drag and Drop
Organize: Focus On Content
Organize: Task Timeline
AudioCamerasComputersHome appliancesPhonesTV and video
TERM STORE NAVIGATION TAXONOMY
Search
Product Catalog
Filter query byCATEGORY: COMPUTERS
Friendly URLhttp://contoso.com/computers
Use pagemaincategory.aspx
CONTENT SEARCH WEB PART
Managed navigation, search and topic pages
Refiners and faceted navigation
• Define refiners for catalog content drill down in catalog drive scenarios
• Provides easy filtering capabilities for catalog information
• Content editors can define which managed properties are available as refinements
• UI rending can be customized for each refiner
• Different data types have different rendering options
Unified Discovery across Exchange, SharePoint and Lync
• Find it all in one place (unified console)• Find more (in-place discovery returns the richest data)• Find it without impacting the user (Give legal team discovery, leave IWs
alone)
Discovery Center in SharePoint
Unified Preserve, Search and Export
Exchange Web Services Connect to Exchange to get mailbox data
Lync Archiving to Exchange
Exchange is the compliance store for Lync
Search Infrastructure Exchange and SharePoint use the same search platform
Liking
• Offers a way to keep track of specific posts across all the microblogging activity• Likes: is a personal view to see things you liked*
Other people don't have access to the list of everything you liked, but they can see what you liked if they look at your profile feed (About me).
• Useful to track Social activities The popularity of an item Tracking a specific post – thread
• It shows in the main consolidated feeds web part
@Me (aka: Mentions)
• Mentions give the ability to refer to a person in a microblogging post• it works independently from following
if a person gets mentioned that post will show in his or her mentions feed.
• People can mention People who are in the “Followed People” list People in the Profile DB
• User who gets mentioned receives a notification email • Newsfeed page also provides a visual notification of number of mentions
SkyDrive Pro/My Documents
• Provides a single place for users to create, share, collaborate and follow important documents• In 15 my sites have a single document library that can be user for private document as well as documents
shared with others• So it is “the” document library of your personal site and a set of views that give access to content people want
to be connected with: All: provides an overall view of documents in the My Documents Shared with me: provides the ability to show all documents that have been shared with you across people’s My
Documents
SkyDrive Pro: Folder Sync
• Provides quick and easy access to Document Libraries in the familiar Windows Explorer experience. Works for My Documents as well as other SharePoint 15 Document Libraries.
• Makes your documents accessible online, offline or in-between and your changes are automatically synced Syncs libraries across multiple devices
• Overlays on files and folders so you can easily tell if your content is in sync.• Enables quick access to useful options in the System Tray area.
New 2013 Architecture
• In general model has stayed same as in previous version• Numerous platform level improvements and new capabilities
Shredded Storage SQL Improvements Cache Service Request Management Themes Sharing
Build workflow apps integration
Manage security information rights eDiscovery
Discover
searchbusiness intelligence
Organize
documentstasksprojects
Share
socialcollaboratecommunity
• Centralize project information and communications
• Store and sync your documentation
• Create Site templates with tasks, workflows, calendars and custom libraries.
• Deep Integration with Office applications
• Availability of information inside and outside of the organization
• Capture ideas, discover answers and follow colleagues activities
• Connect with people across your organization
• Discover Interests, projects and documents they’ve worked on, tagged or rated
• Customize search to deliver more relevant results, recommending people and documents
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Things to consider…
• Technology Security System/
Computer Variations
Who owns SharePoint? (Users, Business, Network, Database)
• Culture Is this
required Who’s in my
organization
• In Government Policy Compliance