sharepoint overview
DESCRIPTION
Presentation given at the HEAT center on 1/19/2011; an Overview of SharePoint. For questions contact Amy at [email protected].TRANSCRIPT
INTRODUCING MICROSOFT OFFICE
SHAREPOINT SERVER
Amy Phillips
http://amydphillips.com
Objectives What is Sharepoint? Key capabilities Why use Sharepoint? Differences between Sharepoint and WSS Sharepoint versions (WSS, Standard, Enterprise) Administration Deployment models How to buy Sharepoint
Trivia
How busy are you?
Trivia # 1
How much data does a typical worker produce in a year?
1. 100 megabytes
2. 500 megabytes
3. 1 gigabyte
4. 3 gigabytes
Answer
How much data does a typical worker produce in a year?
1. 100 megabytes
2. 500 megabytes
3. 1 gigabyte
4. 3 gigabytes
Source: “The Enterprise Workplace,” IDC, 2005
Trivia #2
What percentage of a typical workers day is spent searching for information?
1. 1 percent
2. 10 percent
3. 30 percent
4. 60 percent
Answer
What percentage of a typical workers day is spent searching for information?
1. 1 percent
2. 10 percent
3. 30 percent
4. 60 percent
Source: IDC, 2003
Trivia # 3
How much does lost productivity cost per year for 1,000 employees?
1. $100,000
2. $1 million
3. $5 million
4. $10 million
Answer
How much does that lost productivity cost a 1,000 employee company in a year?
1. $100,000
2. $1 million
3. $5 million
4. $10 million
Source: “Hidden Costs of Information Work,” IDC, 2006
What is Sharepoint? Server side application structure that binds client
side output into manageable, searchable, and accessible information.
Microsoft branded software that enables a web site to provide document and information sharing
Provides templates so that workgroups can share documents, calendars, announcements and postings
Allows the building of internet, intranet and extranet portal environments
Runs on Windows server operating systems
What is Sharepoint? Microsoft’s definition
integrated suite of server capabilities that can help improve organizational effectiveness by providing comprehensive content management and enterprise search, accelerating shared business processes, and facilitating information-sharing across boundaries for better business insight
Office SharePoint Server 2007 supports all intranet, extranet, and Web applications across an enterprise within one integrated platform, instead of relying on separate fragmented systems.
Additionally, this collaboration and content management server provides IT professionals and developers with the platform and tools they need for server administration, application extensibility, and interoperability
One platform for you, your team, and the company
Individual
Team
Division
Enterprise
Extranet
Internet
Team
Division
Enterprise
Extranet
Internet
Individual
Collaboration &
Communications
BusinessIntelligence
Project &Portfolio
BusinessProcess
Integration
Search
EnterpriseContent
Management
Portal
Document Creation
Collaboration
Search
Processes
ERPCRM
Ad Hoc WorkflowsAnd Tasks
StructuredData
Hard Drivesand File Shares
EnterpriseApps
RelationalDatabase
Traditional ITInvestments
Traditional ITInvestments
UnstructuredWork
UnstructuredWorkCoordinate
teams & share knowledge
Simplify access to business applications
Find and use information
Manage content with security &
compliance
Automate business process
Use data to drive business
decisions
Search
People as Middleware
SharePoint Server 2007
• Publish documents, task lists, wikis, blogs
• Outlook sync• Gantt charts
SharePoint Server 2007
• Enterprise Portal
• MySites
SharePoint Server 2007
• Search for content, people, expertise
SharePoint Server 2007
• Create and manage documents, records and Web content
• Slide libraries
SharePoint Server 2007
• Create workflows• Application
templates• InfoPath forms
SharePoint Server 2007
• Excel services• KPIs/dashboards• Role-based MySites
Enterprise Content ManagementMake it simple to author and manage
content and documents
CollaborationKeep co-workers, partners
and customers in sync
How it all works together
Knowledge Discovery and Insight
Make the right informationavailable to more people
Personal ProductivityIncrease employee self-sufficiency and
effectiveness
Fundamentals Make it more secure,
manageable and reliable
InformationWorker Solutions
Build client and web-basedapplications with workflow and line-of-business interoperability
How it helps
Capture business dataand automate processes
Make informed decisions through better insights into business data
Make collaboration easy and intuitive
Provide in-context and
role-based information
Manage the full
content life cycle
Connect people with the information and
people
Provide an extensible foundation for customers and partnersProvide a single intranet, extranet and Internet architectureProvide an extensible foundation for customers and partnersProvide a single intranet, extranet and Internet architecture
PortalSolutions
CollaborativeSolutions
Business Intelligence Solutions
Content Management Solutions
SearchForms Solutions
Microsoft Office SharePoint Server 2007 Enterprise Features
Why Office SharePoint Server?
Great web content management Complete design control All of the ASP.NET functionality Rich stack of platform investments Built in Collaboration features Internet performance and scale
Key Features Collaboration Community Interactivity Enterprise Content Management Forms Business Intelligence Search
Collaboration
Scenarios Collaborate on documents Share Information Manage virtual teams
Key Features Presence integration Versioning, Check-in/Check Out Shared calendars, discussions… Office Integration
Documents
Discussions
Tasks Contacts
Surveys
MembersCalendar
Team
…
Windows Sharepoint Services
Collaboration Team Collaboration
WorkspacesWorker toolsBlogsWikisKeeping track with notificationsSending email to sharepointWorking offline with Outlook
Key Features Collaboration Community Interactivity Enterprise Content Management Forms Business Intelligence Search
Community Interactivity
Close the loop with your customers Build a community Support for collaboration features
RSS on everythingBlogsWikisDiscussion Boards
Key Features Collaboration Community Interactivity Enterprise Content Management Forms Business Intelligence Search
ECM Information workers need
tools to manage the entire lifecycle of content from the time it is created to when it is published and finally disposed or stored for long term archival
DisposeArchivePublishManageReview/ ApproveAuthor
Integrated solution to manage the complete content lifecycle
Enable authoring /information capture with review/approval capabilitiesCentrally managed repositories with retention/auditing policies, metadata and security Integrated intranet, extranet and internet publishing capabilities
Content Type = Metadata + Behavior
ECM - Document Management Storage and retrieval of electronic data files
Reuse and protect knowledge assets Facilitate structured document authoring and collaboration Integrated content and business processes
• Check in / Checkout• Versioning (major/minor)• Metadata• Content approval• Workflow• Role based security• Auditing
Document Repository
Sales
Asia Pacific Region
Employment Claims
• Contracts
FormsScanner or Multi-function device
OfficeTeam Sites Web
Workflow /Business Processes
ECM - Records Management Information created, received, and maintained as evidence in
pursuance of legal obligations or in the transaction of business Reduce risk of non-compliance and legal liability Retain vital records for business continuity Reduce costs of retrieving information for legal discovery
• Configure repository as per file plan
• Capture and categorize business records
• Auditing, expiration and retention policies (defined by regulations or business policies)
• Hold capabilities in case of litigation
Records Repository
FormsScanner or Multi-function device
OfficeTeam Sites Web
Records Manager
Contracts
Asia Pacific Region
Financials Mortgage
ECM - Web Content Management Authoring and publishing system to empower non-technical content
authors to manage a web site Give business users the power to author and publish web content in a
timely manner Utilize brand assets more effectively Lower the cost of managing multiple site and multilingual delivery
• Separation of content and presentation
• Authoring: (HTML Editor / Office)
• Built in review/approval workflow
• Site variations• Personalised content• Deployment system
Web Content Repository
HTML Web Pages
ContentAuthors
Site DevelopersTemplate designersGraphics Designers
Templates
Content
Web Content Management Features
Branding Separating content from
presentation Page Authoring
Web based Client: Word
Site Navigation Governance
Publishing schedules Approval workflow Formatting restrictions
Site management tools
Performance Internet scale Caching
Content Deployment Security
Forms authentication Anonymous access
Multi-lingual sites Search integration
Key Features Collaboration Community Interactivity Enterprise Content Management Forms Business Intelligence Search
Business Process Integration Organizations need tools to define a collection of related structural
activities that produce something of value and/or ensure compliance Information workers need tools to enable them to easily undertake these
activities providing appropriate inputs and handling the outputs.
FormsOrchestration Integrati
on
Workflow
Workflow5 Out of the box workflowsReporting for Enterprise Content ManagementWindows Workflow FoundationCreate and maintain workflow with
○ Sharepoint designer○ Visual Studio
Workflow – approvals example
Key Features Collaboration Community Interactivity Enterprise Content Management Forms Business Intelligence Search
Business Intelligence Information workers need tools to make well informed business decisions
and enable competitive advantage.
Business Insight
Drive Business Performance
Microsoft
Office PerformancePointServer 2007
Performance management process through personalized Web-based scorecardsAdvanced analytic and data visualization capabilitiesPlanning, budgeting and forecasting
Dashboards, KPI web partsBrowser based access to spreadsheet functionalityConnect to OLAP cubes / SQL 2005 Analysis Services
Key Features Collaboration Community Interactivity Enterprise Content Management Forms Business Intelligence Search
Search Information workers need tools to quickly locate relevant information
from diverse data sources. Organizations need to protect sensitive information.
Enterprise Search
Desktop Search
Internet Search
WindowsDesktop Search
People
Use
Share
Find
Find information across the desktop, intranet and Internet
Use information via intuitive, familiar interfaces
Share information among teams and connect people in real-time
Free download Built-in
Search Summary Search
Business DataExtensibleCustomizableSearch enterprise contentSearch people across enterpriseText search for team sitesBest bets, key words, etc
WSS vs MOSS WSS 3.0 Standard Enterprise Internet Search
BusinessIntelligence
Windows SharePoint Services version 3
Collaboration
Search
PortalBusinessForms
PlatformServices Workspaces, Mgmt,Security, Storage,Topology, Site Model
ContentManagement
Server-based Excel spreadsheets and data visualization, Report Center, BI Web Parts, KPIs/Dashboards
Integrated document management, records management, and Web content management with policies and workflow
Rich and Web forms based front-ends, LOB actions, enterprise SSO
Docs/tasks/calendars, blogs, wikis, e-mail integration, project management “lite”, Outlook integration, offline docs/lists
Enterprise scalability,contextual relevance, rich people and business data search
Enterprise Portal template, Site Directory, My Sites, social networking, privacy control
BusinessIntelligence
Sharepoint Server 2007 - Standard
Collaboration
Search
PortalBusinessForms
PlatformServices Workspaces, Mgmt,Security, Storage,Topology, Site Model
ContentManagement
Server-based Excel spreadsheets and data visualization, Report Center, BI Web Parts, KPIs/Dashboards
Integrated document management, records management, and Web content management with policies and workflow
Rich and Web forms based front-ends, LOB actions, enterprise SSO
Docs/tasks/calendars, blogs, wikis, e-mail integration, project management “lite”, Outlook integration, offline docs/lists
Enterprise scalability,contextual relevance, rich people and business data search
Enterprise Portal template, Site Directory, My Sites, social networking, privacy control
BusinessIntelligence
Sharepoint Server 2007 – Enterprise
Collaboration
Search
PortalBusinessForms
PlatformServices Workspaces, Mgmt,Security, Storage,Topology, Site Model
ContentManagement
Server-based Excel spreadsheets and data visualization, Report Center, BI Web Parts, KPIs/Dashboards
Integrated document management, records management, and Web content management with policies and workflow
Rich and Web forms based front-ends, LOB actions, enterprise SSO
Docs/tasks/calendars, blogs, wikis, e-mail integration, project management “lite”, Outlook integration, offline docs/lists
Enterprise scalability,contextual relevance, rich people and business data search
Enterprise Portal template, Site Directory, My Sites, social networking, privacy control
BusinessIntelligence
Sharepoint Server 2007 – For Internet Sites
Collaboration
Search
PortalBusinessForms
PlatformServices Workspaces, Mgmt,Security, Storage,Topology, Site Model
ContentManagement
Server-based Excel spreadsheets and data visualization, Report Center, BI Web Parts, KPIs/Dashboards
Integrated document management, records management, and Web content management with policies and workflow
Rich and Web forms based front-ends, LOB actions, enterprise SSO
Docs/tasks/calendars, blogs, wikis, e-mail integration, project management “lite”, Outlook integration, offline docs/lists
Enterprise scalability,contextual relevance, rich people and business data search
Enterprise Portal template, Site Directory, My Sites, social networking, privacy control
Feature Areas by Product
Sharepoint feature areasLibrariesListsPagesPortalsSitesWorkflow
Feature Areas by Product
Document LibForm LibWiki Page LibPicture Lib
Report LibTranslation Management LibData Connection LibSlide Lib
WSS vs. MOSS
Libraries
Feature Areas by Product
AnnouncementsContactsDiscussionCalendarLinksProject TasksIssue TrackingSurveysCustomImport from Spreadsheet
KPI
WSS vs. MOSS
Lists
Feature Areas by Product
Basic PageWeb part page
Publishing PageDashboard Page
WSS vs. MOSS
Pages
Feature Areas by Product
CollaborationPublishingMy SitesInternet
WSS vs. MOSS
Portals
Feature Areas by Product
Team SiteDocument workspaceMeeting workspaceWikiBlog
Document CenterReport centerRecords centerSearch CenterPublishing SiteSite DirectoryPersonalization site
WSS vs. MOSS
Sites
Feature Areas by Product
3 state ApprovalCollect feedbackCollect signatureDisposition Approval3 state
WSS vs. MOSS
Workflows
Accessing SharepointClient Integration
Word 2003/2007Excel 2003/2007Outlook 2003/2007Access 2003/3007PowerPoint 2007InfoPath 2007
Accessing SharepointURL access http://server
Browsers (IE, Firefox, Safari)Office 2007 ClientsOffice 2003 ClientsOther windows applicationsMy Network Places
SharePoint 2010 is an evolution of SharePoint 2007 Interface improvements More AJAX for quicker page rendering The Ribbon from Office makes an
appearance Online editing via Office Web Apps Improved search and integration with
FAST 64-bit only! But will run on Windows
Server 2008 AND Windows 7 (maybe Vista)
60
So what’s new in SharePoint 2010?
61
Microsoft’s six major capabilities areas in SharePoint 2010
62
Communities
Search
Sites
Composites
ContentInsights
Microsoft's has bet big with Social Computing My Sites are greatly improved – much
more like Facebook Social Search Search suggestions (Google/Bing-like
drop down) Social tagging and the Managed
Metadata Service (taxonomy vs. folksonomy)
63
My Sites contain a lot more content
64
Search results can be much more relevant Click through improves relevance Pre and post query suggestions
People search has phonetic spell checking
65
Tagging and Ratings can help users find information Anyone can tag Enterprise terms (taxonomy) User defined terms (folksonomy) Ratings can help search results by
improving relevance
66
Owners and Consumers Define the Taxonomy & Folksonomy
Social TagsTags input by any userMultiple terms can be storedEntered into tag cloud available to other users
Managed KeywordsTags input by ContributorsSingle term stored in a single list
Managed TermsCreated by those with appropriate permissionsUsed for metadata navigation
67
Content Organizer
Set up rules for content routing based on metadata send to different destinationsLibrariesOther SitesRecords Center
68
The MOSS Document Center is Expanded from 2007 Manage larger quantities of documents (~500k) Content Queries to show:
Newest Documents Highest Rated ‘Modified by Me’
Quick upload and routing of documents through the repository
Unique, SEARCHABLE Document IDs Provisioned at Site Collection Level Customizable with a prefix Follow a document even if it has moved
Ratings and Tags Filter / sort libraries by rating Quick tag a document “I Like It”
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New Document Sets Quickly Provision Groups of Documents
Set of documents that should be treated as a single entityDoc Set gets unique IDEach doc get a unique ID
Each document can still be managed individually Launched with .aspx landing page to allow for
management of content Increased functionality for documents
Automated creation of repetitive content WorkflowsShared metadata
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Records Management that Actually Works! Can define multiple Records Centers In Place Declaration!
Mark items as records in their current locationCopy to archive / repository and leave a link
in current location Retention Scheduling
Set up different policies on a folder-by-folder basis
Review, delete, hold in place, archive
71
Office 2010 Integration and Business Intelligence Word Excel InfoPath Visio SharePoint Designer Access Mobile Support Performance Point
72
Office 2010 Integration – Word Editing and
publishing straight to web
Ability for multiple users to edit simultaneously
Editing without client-side application
Office 2010 Integration – Excel Services
Powerful Excel integration
Live color-coded updates from multiple users simultaneously
Full pivot capabilities Show/hide what you
want
Office 2010 Integration – InfoPath 2010
Create forms in InfoPath. View in email or browser or desktop
InfoPath is the new preferred list input UI
Attach Visio diagram, attach designer workflow, deploy
Office 2010 Integration – Visio Services
Publish Visio
documents directly
to SharePoint
Rich graphical
workflows highlight
BPR processes
Create workflows
and export to
SharePoint
Designer
New SharePoint
templates
SharePoint Designer 2010
Powerful and Reusable workflows
Attach workflows to content types
Connecting to external content types
Export to Visio
Office 2010 Integration – Access Services Publishing of
legacy Access applications directly to SharePoint
Full SQL relationship support
New server side web forms
Local and server copies
Office 2010 Integration – Mobile Support Full mobile editing
with formatting preserved
Only document changes download; supports users with slow connections
Performance Point 2010
Central Administration has been revamped
81
Service Applications replace the Shared Service Provider
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So what didn’t we talk about? Development improvements
SharePoint DesignerVisual Studio 2010
Composites AKA mash ups
Web Content Management (WCM) Claims Based Authentication More…
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References
SharePoint Conference 2009 site:http://www.mssharepointconference.com/
SharePoint 2010 Product site:http://sharepoint2010.microsoft.com/
Featured Resources:http://sharepoint2010.microsoft.com/product/Benefits/Overview/
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How to Purchase Sharepoint
Sharepoint is only offered through Microsoft Volume licensing
Requires the purchase of a server license and Client Access Licenses (CALs)
Server license is for running in client / server mode
Client CALs can be acquired through Select Licensing, Open Licensing, and Enterprise Agreements
Questions?