Work smarter using sharepoint 2010 misa version2
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Transcript of Work smarter using sharepoint 2010 misa version2
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r• 1. Introduction to Information Management
• How inefficient today’s methods are - why there is a need for SharePoint to manage information in the workplace
• 2. Introduction to SharePoint 2010• various tasks that address the management of
information through SharePoint
• 3. Plan of Action • How to get your team on board and productive
• 4. Follow up recommendation • of training courses to match training needs
WHAT WILL WE COVER?
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Introduction to Information Management
Most companies are swimming in a sea of documents. In the eighties, one large computer company predicted the eventual elimination of paper in the workplace!
Today, there is still a lot of paper to be filed, organized and retrieved. But there is an enormous amount of information stored electronically, meaning documents stored on hard drives.
Managing this stored information is the focus of products like SharePoint and through the mechanisms built-in, we can better manage and organize our information!
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Value of Information!
What is the value of Information in your organization? Because balance sheets for most companies don't track the soft costs of developing information, they often don't really know what their information is worth.
If you were to ask most individuals how valuable information is to their organization, most would swiftly tell you that it is highly valuable. Yet, getting them to agree to manage that information better is often difficult.
Managing information can form a competitive advantage.
Bill English – Tech Publisher and Trainer
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Manage Information!In addition, the following statistics indicate that our need to manage information better is strong:
• Over 30 billion original documents are created and consumed each year
• Cost of documents is estimated to be as much as 15% of annual revenues
• 85% of documents are never retrieved • 50% of documents are duplicate in some way • 60% of stored documents are obsolete
For every $1 spent to create the document, $10 are spent to manage it
It's obvious that we're great at creating documents, but not so good at managing them.
“It's obvious that we're great at creating documents, but not so good at managing them.”
-Bill English, Mindsharp
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Manage Information!While the information on cost studies is not robust, the information that is available suggests that organizations are hemorrhaging money on this problem. A good study on this suggests the following:
3.5 hours spent trying to find information but not finding it.
Another 3.0 hours recreating information that they know exists, but they cannot find.
So, what keeps us from finding information? The AIIM survey found the following:
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Finding Information!What keeps us from finding information?
The AIIM survey found the following: Poor search functionality: 71% Inconsistency in how we tag/describe data: 59% Lack of adequate tags/descriptors: 55% Information not available electronically: 49% Poor navigation: 48% Don't know where to look: 48% Constant information change: 37% Can't access the system that hosts the info: 30% Don't know what I'm looking for: 22% Lack the skills to find the information: 22%
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Tagging Information!When asked who is responsible for tagging information, Authors: 40%
Records Managers: 29% SME's: 25%
Anyone: 23% Don't know: 12% No one: 16%
This means that in many organizations, users simply don't know who is responsible for tagging information or are not directly assigned the tagging task to make that information more findable.
In the absence of a governance rule that details who is responsible for tagging documents, the result is that anyone (and yet no one) will be able to apply metadata to a document. This is not a recipe for success.
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Let’s Ask the Questions!
Where does all this information come from?
Where is all this information stored?
How is this stored information classified?
Who is responsible for classifying and storing?
How do we get at this information?
Are we following regulatory requirements in our industry for our information?
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SharePoint 2007Design Objectives
What is SharePoint?How did it evolve?
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−Meetings−Documents−Discussions−Surveys−Blogs−Wikis
Collaboration Features of SharePoint
All through Office Apps and web browsers!
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OverviewCollaboration using Meetings
• A meeting workspace is a centralized location for all the details of a meeting.
• A meeting workspace can be made using a template or created for a calendar event.
• You can use meeting workspaces to:• Add objectives• Add an agenda• Add meeting documents • Add an attendee• Add a “Things to Bring” list.
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OverviewCollaboration using Meetings
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OverviewDocument Workspace Collaboration
• A document workspace is a focused area on one document that can be checked out and checked back in for multiple people access and true versioning and collaboration.
• Document workspaces are temporary. When the document is finished, it is placed back in one of the libraries and the workspace is deleted.
• Create a document workspace from an Office 2007 application or from the SharePoint Web Interface.
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Overview
Document Workspace Collaboration
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Overview
Document Workspace Collaboration
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OverviewSurveys in SharePoint
• A special kind of list that asks questions and allows views of the results.
• Your survey can be anonymous or you can have user names attached to the results.
• You can also configure the format of the users feedback.
• All surveys involve the creation of the survey “container” followed by the creation and administration of questions.
• There are multiple ways in which a user can be asked to respond.
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OverviewSurveys in SharePoint
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OverviewSurveys in SharePoint
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OverviewCollaboration using Discussions
• Discussion boards provide a forum on which visitors to your site can converse about topics of interest.
• In corporations, discussions are used to converse about projects and documents.
• SharePoint sites created with Team, Document Workspace, or Social Meeting templates include a discussion board.
• One key feature is to configure alerts to notify you of changes to the discussion board.
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Overview
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Overview
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Overview
• Wikis and Blogs are methods that enable anyone to write web pages and publish them for everyone to see.
• Blogs are personal journals, whereas anyone can contribute content to a wiki web site.
• Most Wikis and Blogs can use RSS feeds to notify users when site content changes.
Wikis & Blogs in SharePoint Sites
RSS = Really Simple Syndication
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OverviewWikis & Blogs
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Overview• You can keep a local copy of team calendars,
Outlook 2007 & SharePoint
• Viewing a SharePoint calendar side by side with your personal calendar can be very productive and enlightening.
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Wor
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rIntroducing SharePoint 2010
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A fresh, new look, built upon the success of SharePoint 2007
SHAREPOINT 2010
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Ribbon Toolbar Examples(Click Image)
Fuel adoption with a contextual, seamless look and feel from the rich
client applications to the browser
Outlook®
SharePoint Workspace
Project
Visio
1
Welcome Morgan Skinner | My Site | MyLinks |
Field Reports
http://contosoweb/business%20development/customer%20research/juniper/field%20reports/Forms/A
Contoso> Marketing > Business Development > Customer Research > Juniper > Field Reports > All Documents
Juniper>Field Reports
• Lahuan
• Juniper
• Cypress
View All Site Content
Recycle Bin
Documents
• Focus Groups
• Field Reports
• Presentations
Project Info
• Milestones
• Announcements
My Workspaces
• Coho Vineyards
• FabrikamProposal
• City Power
• Ontario Hydro
All Workspaces
Read InsertDocuments
Track
Export
Contribute
Upload
View Properties
Edit PropertiesNew
Delete
Clipboard
Paste
Manage
Workflow
Check-in
Publish Major Version
Version History
Permissions
ManageAccess
Quick Views
All Documents
Sort & Filter
Save as View
Type Name Modified Modified By
Widget Compete 1/22/2009 6:06 pm Junmin Hao
Cog Thinking 2/9/2009 8:32 pm Mike Phillips
Rough Take on New Materials 12/13/2008 6:49 pm James Alvord
Customers Complaints 12/13/2008 2:42 pm BjarneRiis
Rollup Meeting Materials 2/2/2009 7:01 pm Daniel Roman
Market Plan Specifications 1/15/2009 3:05 pm Matt Berg
SharePoint Actions
Customer Research
SharePoint®
New Commands Make Everyone More Productive
And Everyone Finds Them with the Ribbon Toolbar, Now in All Applications
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1
Welcome Morgan Skinner | My Site | MyLinks |
Field Reports
http://contosoweb/business%20development/customer%20research/juniper/field%20reports/Forms/A
Contoso> Marketing > Business Development > Customer Research > Juniper > Field Reports > All Documents
Juniper>Field Reports
• Lahuan
• Juniper
• Cypress
View All Site Content
Recycle Bin
Documents
• Focus Groups
• Field Reports
• Presentations
Project Info
• Milestones
• Announcements
My Workspaces
• Coho Vineyards
• FabrikamProposal
• City Power
• Ontario Hydro
All Workspaces
Read InsertDocuments
Track
Export
Contribute
Upload
View Properties
Edit PropertiesNew
Delete
Clipboard
Paste
Manage
Workflow
Check-in
Publish Major Version
Version History
Permissions
ManageAccess
Quick Views
All Documents
Sort & Filter
Save as View
Type Name Modified Modified By
Widget Compete 1/22/2009 6:06 pm Junmin Hao
Cog Thinking 2/9/2009 8:32 pm Mike Phillips
Rough Take on New Materials 12/13/2008 6:49 pm James Alvord
Customers Complaints 12/13/2008 2:42 pm BjarneRiis
Rollup Meeting Materials 2/2/2009 7:01 pm Daniel Roman
Market Plan Specifications 1/15/2009 3:05 pm Matt Berg
SharePoint Actions
Customer Research
SharePoint 2010 New UI
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Multiple Selection Check In/Out
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Chage Font Size Live Preview
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Edit Page More Intuitive
The old look
The new look
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New Site Templates Interface
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SharePoint Workspace(formerly “Groove”)
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Change Images from PC or URL
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Live Preview Same as Office
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Upload PowerPoint Theme
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SharePoint Designer
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Help People Accomplish MorePut the Power of the 2010 Servers into Their Hands with Office 2010 and SharePoint 2010
Business Intelligence
Collaboration
Unified Communications
Enterprise Content Management
SharePoint 2010
SharePoint 2010
SharePoint 2010
Word 2010PowerPoint 2010
SharePoint Workspace 2010
(formerly Groove)
PowerPoint 2010
SharePoint 2010
SharePoint 2010
Word 2010
Office 2010
Client Server
OCS 2010SharePoint 2010
OCS 2010
Communicator 2010
Word 2010Communicator
2010
SharePoint 2010Excel 2010 with Project Gemini
add-in
Exchange 2010Outlook 2010
Exchange 2010Outlook 2010
Share an Office application with others in one click
See presence and contact others from within your shared document with IM, voice or video
See voice mail transcripts and faxes right in your inbox
Consolidate & quickly analyze and vast amounts of data. Share & Refresh powerful BI models in SharePoint
Edit the same document at the same time
Use & update SharePoint documents and lists when you’re not connected
Quickly broadcast a slideshow right from within PowerPoint
Avoid sending sensitive mail to the wrong people with help from Mail Tips and keep security a priority with Retention Policy and Automated Policy Application
Enhance content management with smart templates that populate document metadata
Easily access rich client/server capabilities with the Backstage view in Office 2010
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Edit content on the go, saving changes back to the source
View charts, graphs and images as you see them on your main computer
Seamlessly copy and paste across programs
Stay Up to the Minute with Office Mobile*
Applications that are Much More than Viewers
Zooming options
Create & edit
comments
Access your content offline
Mobile Companions for Excel, Word, PowerPoint, OneNote, SharePointUse on Windows Mobile 7
*Office Mobile 2010 is not included in the Office 2010 applications or suites.
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SharePoint 2010 from Anywhere
Office Apps
Any Browser
Mobile
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• Thoughts?• Q & A
SharePoint 2010W
ork-
Smar
ter
Should We Jump In Now?
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rSharepoint Training
• Users• Administrators• Developers
Three main skill-sets:
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r• Start a SharePoint pilot project
• Invite a representative of each department to participate
• They can access the SharePoint server from a browser
• Train the pilot project group
• Build a few SharePoint sites• Use the built-in templates• Give them a variety to explore
How to get your team on board and productive!
PLAN OF ACTION!
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r Sharepoint Training
• Users (participate in projects)
• Content Admins (manage projects)
• Administrators (Build servers and sites)
• Developers (customize sites)
Four main skill-sets:
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SharePoint Training
http://www.microsoft.com/learning/
Course 6438: Implementing SharePoint Services 3.0Course 5061: Implementing Office SharePoint Server 2007Course 6438: Implementing SharePoint Services 3.0Course 5061: Implementing Office SharePoint Server 2007
Course 50227: SharePoint 2010 End UserCourse 50352: SharePoint 2010 IT ProCourse 10173/6 What’s New for IT in SharePoint 2010
Course 50227: SharePoint 2010 End UserCourse 50352: SharePoint 2010 IT ProCourse 10173/6 What’s New for IT in SharePoint 2010
http://www.ctcTraincanada.com
Half Day and One Day End User Training(various custom courses for your organization)Half Day and One Day End User Training(various custom courses for your organization)
• MCITP• The casual administrator
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Wor
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r SharePoint Training• MCITP• The casual administrator
http://www.microsoft.com/learning/
Course 6438: Implementing SharePoint Services 3.0Course 5061: Implementing Office SharePoint Server 2007
Course 6438: Implementing SharePoint Services 3.0Course 5061: Implementing Office SharePoint Server 2007
Course 50352: SharePoint 2010 – Various levelsCourse 50352: SharePoint 2010 – Various levels
http://www.ctctraincanada.com
Half Day and One Day End User TrainingHalf Day and One Day End User Training
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© 2009 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries.
The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after
the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.
http://www.TrainCanada.com
Howard [email protected]
Chat with your TrainCanada courseware specialist to assess your training needs.