sharepoint out of the box

sharepointmaven.com @gregoryzelfond

SHAREPOINTOUT OF THE BOX

GREGORY ZELFOND

sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond

About Me

Gregory Zelfond 10+ years of experience with SharePoint SharePoint advocate, blogger Love to solve business problems using code-free, out of

the box SharePoint configurations Owner of SharePoint Maven (sharepointmaven.com)

http://www.sharepointmaven.com/


About SharePoint Maven

I HELP ORGANIZATIONS TO UNLOCK THE POWER OF SHAREPOINT

MIGRATION CONSULTING TRAINING


The SharePoint “Onion”

Out of the Box

SharePoint Designer

3rd Party Apps

Custom Coding

Each additional layer adds cost and complexity but offers more functionality

This image is courtesy of my colleague and SharePoint expert , Haniel Croitoruhttp://www.slideshare.net/hanielc

http://www.slideshare.net/hanielc


Out of the Box

You don’t need

expensive coding or

customizations to

start ripping benefits

of SharePoint


Let’s look at SharePoint Building Blocks

Sites– Organize content by function or purpose (i.e. department site)

Pages– Displays content on a site. Different layouts

Web Parts (Apps)– Components that displays certain content (i.e. document

library, calendar, etc.)

Views– Control how information is displayed

Security– Controls who sees the information displayed


Sites & Pages


Sites & Pages Concept

SharePoint SiteoCan be built from scratch or template

SharePoint PageoMultiple pages per site to separate content


Sample Sites/Pages Hierarchy

Pages

Department Sub-sites

Intranet Homepage

Intranet Home

Marketing Dept.

Internal Content

External Content

Finance

Internal Content


Template Concept

Any site, list or library can be saved as a template for future re-use

Saves time, enforces consistency across the enterprise

Can be saved with or without content


Web Parts


Web Parts

Definition: Web Part is a modular and reusable component that can be placed into SharePoint Page to display certain content

Think of “Apps” for SharePoint


Most Common Web Parts

Document Library

Calendar

Contact List

Issues Tracking

Task List

Announcements


Document Management


Document Management Options

1. Folders

2. Metadata Columns

3. Content Types

4. Document Sets

5. Managed Metadata

For more on this topic, check out this slide deck of minehttp://www.slideshare.net/gzelfond/5-ways-to-manage-documents-in-sharepoint

http://www.slideshare.net/gzelfond/5-ways-to-manage-documents-in-sharepoint


Business Case Against Folders

1. Usability

2. URL length limitation

3. Moving File URL

4. Security

5. User experience

6. File duplication

7. 1 Lonely View

8. Can’t Sort & Filter

9. Change is hard

10. Lost documents

11. Navigation

12. Cost

For more info and detailed description on above reasons, check out this blog post

http://sharepointmaven.com/12-reasons-folders-sharepoint-bad-idea/

http://sharepointmaven.com/12-reasons-folders-sharepoint-bad-idea/


Metadata

Definition: Metadata is data that describes additional information about a file or a document

Data in Columns = Metadata

To educate yourself on metadata, check out this blog post and slide deck

http://sharepointmaven.com/document-management-in-sharepoint-without-folders-introduction-to-metadata/



Tasks

Calendar & Announcements


Tasks Web Part

Out-of-the-box Task Management Module

Great for team collaboration and task management/tracking

Can be configured so that email goes out to user when task is assigned to him/her


Calendar

SharePoint based Calendar Different views are available

– Upcoming Events, Month, Week, Day

Custom views can be created (lists) Great for Team & Project Sites, Vacation Calendar


Announcements

Allows to manage Announcements

User can set an expiration day for an announcement


Views


Views

Definition: Views allow user to control how information from a certain web-part is displayed

Views allow to group, filter, sort information

You can find more on Views in this slide deck




Views - Examples


Security


Security

Controls who sees certain information

Controlled via SharePoint groups

Security can be set at the following levels:– Site

– Web Part

– Page

– Folder (don’t even think about this)

– Document (don’t even think about this)


Security, cont’d

Default Security Options– Read - Can view pages and list items and download

documents– Contribute - Can view, add, update, and delete list items

and documents– Design - Can view, add, update, delete, approve, and

customize– Full Control - Has full control

Custom Permission Levels option allows to create custom permissions (i.e. allow to add, but not delete a file)


Other Cool

Features


Alerts

Definition: Notification feature that alerts user about changes to the item or list/library

Often underutilized feature in SharePoint

Notifies user of changes in the library/list

Can be set by user on any list, library or individual item (i.e. document)

Works great with document libraries, calendars


Versioning

Major/Minor Version Concept

10 versions = 10 copies of the same file

Database size might be an issue

Depends on business need/requirement


Check-in/Check-Out

Prevents user from overwriting someone else’s changes



Workflow

Allows to automate certain business processes via assigned tasks

You don’t need a workflow for document approval (content approval feature in document library)



Need help with SharePoint?

SharePoint Site Configuration and Customization

Document Migration to SharePoint

SharePoint Implementation Strategy

SharePoint Training

SharePoint User Adoption

SharePoint Governance

SharePoint Project Management


THANK YOU!

Visit: sharepointmaven.com

Email: [email protected]

Follow: @gregoryzelfond

Connect: linkedin.com/company/sharepoint-maven

View: www.slideshare.net/gzelfond

Get in touch if you have questions

http://sharepointmaven.com/

mailto:[email protected]

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http://www.slideshare.net/gzelfond

sharepoint out of the box

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department site pages

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task list

document sets5

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