Falling in Love with SharePointPRESENTED BY: JENNIFER MARTINEZ

SENIOR CONSULTANT, SHAREPOINT

ALLEGIENT (INDIANAPOLIS, IN) jmartinez@allegient.comTwitter: IndySPJen

Linkedin: http://www.Linkedin.com/in/jenniferjmartinez

The Story of SharePoint and You

In the Beginning….

So You Made the Commitment…

But Soon…

It Was Time For Therapy

But with today’s information, soon…

…You’ll be falling in love with SP (again)

What Can Been Done???

Take a Break

Stop Using SharePoint

Change Your Ways

You would……create a new file and save a copy to your local drive in order to navigate to the SharePoint library, find the folder and click Upload, browse to location, complete the metadata, click OK (and then try to keep the two versions straight and remember which you should update and wonder if you sent the right version to your customer)

You could…….save the file (and update SharePoint

properties!) directly from the application• Add Network Location• Add to Favorites (in Windows Explorer)• Copy/paste URL from SP Library• Use Recent Locations

Change Your Ways

• Add Network Location

• Add to Favorites (in Windows Explorer)

Update SHAREPOINT Properties from within Office (Word, Excel, PPT)

Change Your Ways

Let’s See(View the library from SharePoint in the browser)

Create new Word document and save to the library

Edit the properties of this presentation

*Create a blog entry from Word

Stop Checkin’ It Out

Involve Others

Co-author documents

You would……load a file in a shared library, Check Out the file, make changes, email coworker and tell them it is ready, they open the file, Check Out the file, make changes, save back, notify you, you open and review, you make another minor edit…

You could…….open the file at the same time and work

together on edits to see changes in real time

It’s about your Outlook

Take it Outside

You would……not use tasks and calendars in SharePoint at all because who is going to navigate to multiple sites just to see if someone assigned you a task or see what is happening OR be assigned to tasks you don’t know about or can’t find again, miss training and event opportunities because you didn’t know what was happening.

You could…….view, create, and update items from Outlook

without opening the browser.• Connect to Outlook

1. Connect to Outlook

2. SharePoint Tasks are in the same place as your Outlook To-Do’s SharePoint Calendars are available like Shared Exchange calendars

3. Edit, Add Items from Outlook into Shared Calendar

Take it Outside

Let’s SeeConnect Events Calendar

Connect Task List

Excel at what you do

Right Tool, Right Time

Analysis from an Expert

You would……fight and compete with coworkers for access to the Excel Spreadsheet where you have to enter your metrics, find the file locked for edits, call Dale, he is in a meeting and left the file open, make a copy, save it with a new name, notify the metrics coordinator and ask them to merge your changes in with Dale’s later. View lots of good data in lists, but nothing is visual so it doesn’t mean much without visuals.

You could…….allow multiple users enter data at the same

time in a SharePoint list, open an Excel spreadsheet with calculations and charts and view up to the minute data from SharePoint.

• Export to Excel

1. Export to Excel

2. Add calculations, charts, formatting, page layouts to Excel

3. Share File◦ Save to local drive◦ Save to SharePoint library◦ Email to anyone

Analysis from an Expert

Let’s SeeOpen Metrics

Edit Data in SharePoint

Refresh Excel

2.5 3 3.5 4 4.5 5 5.5 6 6.5 7 7.5 $-

$10,000.00

$20,000.00

$30,000.00

$40,000.00

$50,000.00

$60,000.00

Revenue per number of visits

Alan AldaChris ChristieBob BarkerDale Donald

Number of Visits

Reve

nue

Stop the Noise

Targeted Alerts

Make it Meaningful

You would……set up alerts on various libraries and lists to be notified daily or weekly of all changes made and soon realized you were being notified about information and changes that weren’t relevant to you, you already had too many emails , started to ignore the alerts, and eventually ignored them completely as they come into the inbox.

You could…….receive useful alerts for only items relating to

a particular area of interest from a library with 100’s of documents and multiple editors.

• Create FILTERED view and set alert for that view (e.g. Location = Indianapolis)

• Consider RSS Feeds instead

1. Create a view with any FILTER

2. Create an alert (for you or others) for items in that view

3. Add a meaningful Alert Title (i.e. subject line)

Make it Meaningful

• Consider RSS Feeds instead

• Alternative: Some list templates email upon reassignment (tasks, issue tracking)

Make It Meaningful

Let’s SeeShared Documents; Indianapolis view

Outlook Alerts

Update Your Look

Go Metro

Capture Their Attention

You would……use the default home page, fill the page with lots and lots of lists and libraries, have more text than images, avoid the home page and rush for the left nav, try forever to find what you need, get lost in the site trying to figure out what is most important, not be able to tell the difference between one site and the next

You could…….give the site a metro look by adding ‘buttons’

using only PowerPoint tools and give the users a clean, easy to use interface.

• Create ‘buttons’ in PowerPoint as images• Save to Site Assets• Update Home Page, insert images• Add Links to Images

Let’s See(PowerPoint button making)

Edit Wiki Page and add image

Set Hyperlink on image

FavoritesRecently Modified Events

Links

Tasks

Making Buttons in PowerPoint

Lookup then Hookup

Work Your Relationships

You would……have lists and libraries with information related to each other, but would view information one list and library at a time. Click back and forth between screens. Possibly overlook important content.

You could…….view related information in a single screen.

Open an item and see related documents, tasks, and more in the same screen

• Create a Lookup Column• Edit the Default Forms (New, Edit, Display)• Insert Related List

Also leave additional instructions and even non-related lists

* DISCLAIMER: This is one example of where my relationship analogy breaks down. I am not advocating actual ‘open relationships’, plural marriages, or any bad behavior. Don’t say “but she said I should!”

Two (or more*) become one

1

2

3

1. Add a Lookup Column to a Library

2. Edit the Default (New, Edit, or Display) Form

Two (or more*) become one

* DISCLAIMER: This is one example of where my relationship analogy breaks down. I am not advocating actual ‘open relationships’, plural marriages, or any bad behavior. Don’t say “but she said I should!”

3. Insert Related List

4. Insert Content Editor, Insert Existing List

Two (or more*) become one

* DISCLAIMER: This is one example of where my relationship analogy breaks down. I am not advocating actual ‘open relationships’, plural marriages, or any bad behavior. Don’t say “but she said I should!”

Let’s See

• Add SharePoint sites as a Network Place / Favorite

• Co-author content

• Connect to Outlook

• Export to Excel

• Match Filtered Views with Alerts

• Consider RSS Feeds

• Buttons from PowerPoint to your site

• Show Information in Related Lists on one screen

Recap

Questions, Feedback?

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