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Discovering SharePointDiscovering SharePoint

• What is SharePoint?What is SharePoint?

• How does it do that?How does it do that?

• How do we use it?How do we use it?

• What shape will we take?What shape will we take?

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What is SharePoint and why do What is SharePoint and why do I care?I care?

• It is a social toolIt is a social tool– Allows us to keep important documents, Allows us to keep important documents,

ideas, and information where everyone ideas, and information where everyone can easily find themcan easily find them

– Allows us to work collaboratively on Allows us to work collaboratively on projects projects off a web siteoff a web site..

– Allows us to build our “Intranet”Allows us to build our “Intranet”

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How does SharePoint do How does SharePoint do that?that?

• Quickly builds interactive “work” Quickly builds interactive “work” sites that we can access through our sites that we can access through our web browsers.web browsers.

• Integrates with Microsoft Office Integrates with Microsoft Office Products such as Excel, Word, and Products such as Excel, Word, and OutlookOutlook

• Provides an overall way to organize Provides an overall way to organize and search our intranet.and search our intranet.

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Quickly Builds “Work” SitesQuickly Builds “Work” Sites

• Comes with “prefabricated” parts so you Comes with “prefabricated” parts so you don’t have to start from scratchdon’t have to start from scratch– Web Page LayoutsWeb Page Layouts– Document librariesDocument libraries– Lists (task, event, contact, links, Lists (task, event, contact, links,

announcements, custom)announcements, custom)– Message boardsMessage boards– SurveysSurveys

• Allows almost complete customization of Allows almost complete customization of everything.everything.

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If you think about a If you think about a prefabricated house,prefabricated house,

• instead of building it from the ground instead of building it from the ground up, you assemble it from very up, you assemble it from very specialized prefabricated parts. specialized prefabricated parts.

• But you also have some control and But you also have some control and some choice on colors, functionality, some choice on colors, functionality, and style. and style.

• It allows the house to be built faster It allows the house to be built faster and “easier.”and “easier.”

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Integrates with Office and Integrates with Office and OutlookOutlook

• Adds menu items Adds menu items to these products to these products so you can set up so you can set up “shared “shared workspaces.”workspaces.”

Microsoft Word Document

Microsoft Office Excel Worksheet

Outlook Item

Word Excel

Outlook

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Provides an overall way to Provides an overall way to organize and search our organize and search our intranet intranet • Build your siteBuild your site• Register your work site with Microsoft Register your work site with Microsoft

SharePoint Portal ServerSharePoint Portal Server

The very top level is a special organizational site that lets us The very top level is a special organizational site that lets us organize everything we create at all locations. organize everything we create at all locations.

Sort of a cross between a top level menu and a Google type Sort of a cross between a top level menu and a Google type search engine that only searches our intranet. search engine that only searches our intranet.

(At this point we’ve done the first, but we really have very little (At this point we’ve done the first, but we really have very little clue how that second part works)clue how that second part works)

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So how do we use it?So how do we use it?

• First we embark on a discovery journey …First we embark on a discovery journey …

– We’ll see how easy it is to build a work siteWe’ll see how easy it is to build a work site

http://portalhttp://portal

– We’ll take a quick look at the report sitesWe’ll take a quick look at the report sites

http://portal/intranet/grantreporthttp://portal/intranet/grantreport

– Then maybe you’ll be inspired to build your own siteThen maybe you’ll be inspired to build your own site

http://portal/MySite/http://portal/MySite/

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Building a Work SiteBuilding a Work Site

• http://portalhttp://portal

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We’ll go to http://portal and click on the Sites Button

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We’ll click on Create Site under Actions (on the side bar)

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Next we’ll fill in the Create Site Form

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We’ll choose a Team Site Template – noice the description under the picture lets you know what each of these templates to.

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Voila. SharePoint has built you a team worksite and already added some functionality to it – An Announcements, an Events, and a Links List on the main page, and a Document Library, a Contacts List, a Tasks List, and a Message Board and Survey area on the side bar.

It’s that easy.

Each of these pieces can be fully customized.Each of these pieces opens up on its own page.If you get somewhere off the main page while clicking around, use the Home button. It will always take you back to your main page.

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Now let’s take a closer look at some of these specialized pieces. We’ll go to the Shared Documents (a Documents Library) page. And upload a Document.

Notice on the side bar under actions there is an Alert me. If you click on this, you can get email alerts whenever someone makes a change to something in this library, which can be useful if you’re taking turns co-writing a report or a grant.

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When you mouse over a document in the document library, notice that the name “highlights” and a little drop-down arrow appears to the right. From the drop down menu you can do things like edit the document or check out the document – that’s sort of like reserving it so that no one else can make changes to it while you are working in it. SharePoint will remind you to check it back in when you close Word.

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Taking a Look at the Report Taking a Look at the Report SitesSites

• http://portal/grantreporthttp://portal/grantreport

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Now let’s examine a site that’s already been built – one of our report sites. The Funder’s Reporting Schedule, the Our Compliance Strategy, and the Reports Procedures pieces are actually all Task Lists. The Negotiation Table is a Message Board, and the Blank Forms and Previous Reports is a Document Library. Remember how I said SharePoint is extensively customizable?

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Let’s go in to Our Compliance Strategy. You can edit these entries individually or in Datasheet Table view, sort of like in Excel or Access where each entry is a row in a table.

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Here’s the Datasheet ViewHere’s the Datasheet ViewHere’s the Datasheet ViewHere’s the Datasheet View

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Building Your Personal SiteBuilding Your Personal Site

• http://tccapps/MySite/default.aspxhttp://tccapps/MySite/default.aspx

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There is absolutely loads more to learn but one of the best ways to get started is to build your own profile page. Everyone who has access to the Portal – and eventually, that will be everyone – gets their own personal site. We need many minds working on this project, so if you want access, let me know!

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But what about security?But what about security?

• Although we use our browsers to Although we use our browsers to access these pages, they are not access these pages, they are not actually “out there” on the web. actually “out there” on the web.

• Only the CFRC sites can access them.Only the CFRC sites can access them.

• Even within CFRC, people can only Even within CFRC, people can only access pages that you give them access pages that you give them access to.access to.

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What shape will we take?What shape will we take?

• We’ll build on what we knowWe’ll build on what we know• We’ll commence a group We’ll commence a group

developmental processdevelopmental process

Email me for access:Email me for access:

jwinstead@nfp.orgjwinstead@nfp.org