Date post: | 10-Jun-2015 |
Category: |
Technology |
Upload: | jennifer-martinez |
View: | 1,738 times |
Download: | 0 times |
Falling in Love with SharePointPRESENTED BY: JENNIFER MARTINEZ
SENIOR CONSULTANT, SHAREPOINT
ALLEGIENT (INDIANAPOLIS, IN) [email protected]: 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?
Please Thank Our Sponsors
Produced by: Supported by:
April 10-12, 2013Atlanta Marriott Marquis
Come see me SPEAK on: Falling in Love with SharePoint – A Case Study
REGISTER TODAYGET $300 OFF your registration until Jan. 17, 2013USE CODE: PUBLIC2013
www.shareconference.com/us
#share4biz