807H SharePoint: You Share, I Share, We All Share

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807H SharePointYou Share, I Share, We All Share

• Part 1
• VeHU 2007 Orlando
• James Breeling, MD

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Knowledge Workers

• Spend most of their day creating documents and
  sending e-mail
  
• Retrieve information from various sources and
  synthesize it for decisions and business
  processes
  
• Coordinate efforts with other Knowledge Workers
  (especially virtually)
  
• Challenged in coordination of information, people
  and processes across large organization

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What is our Current Information Management
Strategy?

• Plan information is required after an emergency
  occurs
  
• Deploy information is cobbled together from any
  available source validity not tested
  
• Use information is distributed by Office
  Application (Word or Excel) via Outlook to some
  people
  
• Maintain information kept in disparate
  locations on hard drives updating information is
  afterthought
  
• Transition no time or effort devoted to
  improvement in information or gathering process
  
• Archive no planning of archive of critical
  corporate data

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Administrative Information Storage Location
Choices available to Knowledge Workers
Availability
GBGigabytes 1000MB TBTerabytes 1000GB PBP
etabytes 1000TB
Does not include VISTA/CPRS, Vista Imaging, and
other
Clinical data sets
Amount of Storage in Petabytes
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What is SharePoint?

• SharePoint is a Microsoft technology
• It is part of the VA Enterprise agreement and
  free to all VA users
  
• It is an application for creation of
  team-oriented web sites to share information and
  foster collaboration
  
• SharePoint is a collaboration tool hybrid between
  a shared drive and a web site

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Information Locations Where does SharePoint
fit in?
Move Information Out of C\ And Outlook locatio
ns
As part of Knowledge Management Strategy
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What SharePoint is NOT

• SharePoint IS NOT going to completely replace the
  VA Intranet.
  
• SharePoint IS NOT going to completely replace
  Shared Drives.
  
• SharePoint IS NOT intended to be a place for
  storing e-mail. However, using SharePoint can
  reduce our reliance on e-mail as a long-term
  information storage system.

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Information Lifecycle mustbe part of corporate
planning
Plan Purpose Goal Data Source Collection meth
od
Collect Analyze
Archive
Need for retention of key corporate information
Need for fast searching indexing of information
Use Deploy
Transition
Need for succession planning for knowledge workers
Maintain Update Validate
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Which Tool to Use?

• Shared Drive best used for long term archive
• Intranet best used for publication of
  finished projects for Network-wide audience
  
• SharePoint best used for document sharing,
  collaboration and works in progress especially
  when dealing with virtual teams. SharePoint Team
  Sites are PRIVATE areas where committees, groups,
  and teams share common information.

Each has its placed in the Lifecycle of
Information
as an Information Management Tool
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Comments Information Manager Roles

• SharePoint Administrator
• Role of site administrators and team members
• Web Content Manager
• Role of webmaster and content managers
• Shared Drive Administrator
• Role of system administrators

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Divertimenti Metadata orData about Data

• Date Created
• Brief Description/purpose
• Owner of repository or POC
• Permissions
• Directory Tree
• Document Archive
• Status of archive last update

• Used to facilitate the understanding, use and
  management of data
  
• Used to speed up and enrich searches
• Increasingly important for electronic discovery

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File Metadata in MS Office Applications
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Simple View of Metadata summary information
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Advanced Summary InformationDescription Origin
data
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Divertimenti File Names

• Consistency in file naming enhances knowledge
  management
  
• SharePoint does not like many special characters
  and spaces
  
• Filenames in URLs may be very garbled
• Avoid Spaces ThisIsMyFile.doc
• This avoids the dreaded 20 string in your URL
• Use consistency when including dates in file
  names
  
• I prefer the YYMMDD format and frequently append
  a _070823 character string if I want to tag a
  file as being from August 23, 2007.

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807H SharePoint

• Part 2
• James Breeling, MD

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After this Section You Should be Able to

• Find your SharePoint site
• Navigate around your SharePoint site
• Open, save, and print documents from your
  SharePoint site
  
• Create an Alert (to be notified of new documents
  or information on your SharePoint site)
  
• Understand basic Permissions

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How do I find my SharePoint Site?

• Site must be created by IRM
• Link to URL from an Intranet page
• Add to Favorites in Internet Explorer
• Save as a Desktop Shortcut
• From Site Home page, right-click anywhere on
  screen
  
• Choose Create Shortcut
• Click OK
• Shortcut is added to your Desktop

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SharePoint Terminology

• Sites three main types
• Team sites
• Document workspaces
• Meeting workspaces
• Web Parts
• Reusable and configurable components
• Site Layout
• Left, Right and Middle panes
• Site toolbar across the top
• Search tools

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How to Navigate the Site

• Top menu links
• Quick Launch links on left side
• Home page content
• Easiest way to get back to where you were, is to
  go Home.
  
• Planning and understanding your entire site
  collection helps to minimize navigation problems.

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SharePoint Terminology Web Parts

• Library area within site that contains uploaded
  files. Site can have more than one library.
  Each library can be divided into sub-folders,
  much like a shared drive. Three main types of
  libraries
• Document library
• Form library tightly integrated with Microsoft
  InfoPath
  
• Picture library
• List area within site that contains information
  (data). Each list may have different columns and
  be displayed in different ways (such as a
  calendar view of events). Examples include Tasks,
  Issues, Links, but custom lists can be created
  and are highly flexible. Lists can be exported to
  Microsoft Excel.

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SharePoint Team Site - 1

• Announcements share the latest news with your
  team
  
• Calendar Keep track of your committee
  meetings, even view it in Outlook!
  
• Documents Distribute documents. Collaborate
  Sharepoint will save your previous versions.
  
• Links Add links to web sites of common
  interest to your group
  
• More

Left hand pane has Quick Launch
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SharePoint Team Site - 2

• Tasks Create a task list. Assign tasks to
  members of your group. Use the list to track
  progress.
  
• Contacts Create a contacts list of members and
  partners. Import/export to and from Outlook.
  
• Discussions Reduce your e-mail! Use an online
  discussion forum.
  
• Surveys Create a survey to get quick feedback
  from group members.

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Administrators only - Site Pages and Web Parts
can be Modified
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Administrators Only Web Part Modification

• Web Parts can be modified by
• Creating different views
• Changing appearance
• Changing layout
• More advanced options

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Documents

• How to open a document from the site
• Open and view
• Open and save
• Open and print
• Save without opening documents
• Right-click on Link, choose Save Target As

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Views

• Each area can have several different views of the
  information.
  
• Document Library All Documents (not in folders)
• Events Calendar Month/Week/Day, or Event List
• Tasks All Tasks, or Filtered in various ways
• New views can be created

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Sharepoint Using Alerts

• Alerts are automatic e-mail notifications of new
  or changed content on the Team Workspace.
  
• Each member can create an alert for any document
  library, document, list, or list item.
  
• Alerts can be received immediately, as a daily
  summary, or a weekly summary. We recommend daily
  or weekly summaries.
  
• Alerts can be managed in Outlook! Tools Rules
  and Alerts

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To Create an Alert

• Go to Site Settings and click My Alerts on
  this Site (under the heading Manage My
  Information)
  
• From here you can add, delete, or change alerts
  on your SharePoint site.
  
• Click Add Alert. Choose list or library for
  which you want to create an alert. Verify e-mail
  address and choose options. Daily or weekly
  alerts are encouraged.
• Click OK.
• Alerts can also be created directly from an
  individual library or list using the Alert Me
  link along the left hand bar

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Alerts Received via E-Mail
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Permissions

• Different levels of permissions on the site
• Reader Can only view information
• Contributor Can add information to existing
  libraries and lists (can add documents, events,
  tasks, etc.)
  
• Web Designer Can create new lists and document
  libraries and customize pages
  
• Administrator Has full control can add new
  users to the SharePoint site, and sub-sites to
  their main site.
  
• Most committee members will be set up as
  Contributors

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Administrators only Adding Users

• Click Site Settings on Top Menu Bar
• Click Manage Users
• Click Add Users

Also use to remove users or edit their permission
levels
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Ways to Add Users

• Enter e-mail address
• Can add more than one at a time separated by a
  semi-colon
  
• Enter User Name
• Such as vha01/vhabrkbreelj
• Use the Address Book Button
• Select members from the Outlook Global Address
  Book. Handy when you want to add members of a
  distribution list

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Choose the Permission Level
Click next and send optional e-mail to new user
announcing their membership in the site and
giving them the URL to connect to the site
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Building a Site Hierarchy and Setting Permissions

• Have a plan
• Create a top level site
• Create a template for the entire site collection
• brand the site collection with logo
• Use Links to aid navigation
• Assign Administrators to each sub site and TRAIN
  THEM
  
• Predetermine who are Contributors and who might
  be Readers on every site. They will also need
  training.

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Northeast Region Site Collection
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What is Needed A SharePoint Strategy

• for build out of Site Collections
• for approval of creation of sub site
• for minimum content of sub sites
• for assigning user permissions
• for oversight of workgroups
• for communication between groups
• for archiving of key corporate data

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SharePoint Planning Site
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Advanced Features for collaboration at Distance

• Use of Task List in basic Project management
• Milestones
• Progress toward goal
• Use of Calendar for team organization, travel and
  leave. InfoPath forms for virtual supervision
  
• Use of Communication Log to foster customer
  focus
  
• Use of Alerts to keep workgroup members up to
  date
  
• Action Tracker and Information Only Custom Lists

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SharePoint Support

• http//vaww.teamshare.visn1.med.va.gov/sites/Share
  pointsupport/default.aspx
  

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807H SharePoint

• Part 3
• James Breeling, MD

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After this Section You Should be Able to

• Link a SharePoint calendar to Outlook
• Manage your Alerts
• Work in Explorer View
• Be Familiar with Datasheet View

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SharePoint/Outlook Calendar Integration

• By linking a SharePoint calendar to Outlook, you
  can view your SharePoint calendar side-by-side
  with your personal calendar.
  

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How to Link Calendar to Outlook

• Open Outlook and click on your Calendar.
• From your SharePoint home page, click on
  Calendar.
  
• Click Link to Outlook.

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Calendar Linking - 2

• You will receive a prompt asking if you want to
  add the folder to Outlook. Click Yes.
  (Sometimes Outlook will flash in the taskbar at
  the bottom of your screen).
• You should now have a display of your personal
  Calendar on the left, and the SharePoint Calendar
  on the right. If not, put checkmarks next to the
  calendar you wish to view side-by-side.
• As changes are made to the Calendar in
  SharePoint, you will see them next time you open
  Outlook

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Calendar Linking - 3

• You can drag and drop an event from the
  SharePoint calendar to your own HOWEVER, beware!
  This is now a copy of the event, and will not
  receive any further updates (i.e. the event copy
  is no longer synchronized to the SharePoint
  calendar)
• To delete the SharePoint calendar from Outlook,
  select it, right-click, then Delete. You are
  only removing it from your Outlook, you are not
  deleting it entirely from SharePoint!

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Add a Calendar Event
Travel and Leave Calendar for Governance Board
Members available from Quick Launch Bar
Meetings, teleconferences and other standing
events with Telephone Bridge information in a
List Web Part View on the Home page of the site
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Travel and Leave Calendar
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Click New Item Complete Form
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Management of Alerts

• You can manage all your alerts for one SharePoint
  site from Site Settings My alerts on this
  site (under the heading Manage My
  Information). From here you can add, delete, or
  change your alerts on one SharePoint site.

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Manage Your Alerts

• You can also manage alerts directly from Outlook.
  This is handy when you are a member of several
  SharePoint sites.
  
• In Outlook, click on Tools Rules and Alerts.
  Click on the Manage Alerts tab.

From here, you can add new alerts, modify
existing alerts, or delete alerts.
You can also create rules in Outlook that will
route your alerts to a specific folder in your
mailbox, much like an e-mail rule.
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Management of Alerts
Daily summary sent to Outlook E-Mail
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Working in Explorer View

• Each library or list in SharePoint can have more
  than one view of the information.
  
• In the document library, there is a view called
  Explorer View. If you have Office 2003, you
  can work in Explorer view.
  
• In Explorer view, the document library looks like
  a shared drive, or folder of documents.

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Document Management in Explorer View

• Lets say you want to copy several documents from
  SharePoint to your computer for future viewing.
  
• From a Document Library, click Explorer View.
  
  
• Ctrl-Click on the docs you want to copy.
• Right-click on any of them (if you get a warning,
  click Yes)
  
• Select Copy.
• Go to your Desktop (or other location where you
  routinely save documents). Right-click and
  choose Paste

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Explorer View - More

• You now have copies of the documents on your own
  computer.
  
• However, beware! Keep in mind that these copies
  are in no way linked to the original document on
  SharePoint. If the document is updated in
  SharePoint, you will not automatically receive
  the update to your local copy.

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Working in Datasheet View

• Each list and library in SharePoint has something
  called Datasheet view.
  
• Datasheet view gives you an Excel-like view into
  the data of a given list. It is handy to use
  Datasheet view when you want to change data in
  several rows.
• You can also use Datasheet view to import/export
  data into Excel.

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Datasheet View

• Click Edit in Datasheet and then click Task
  Pane to reveal some of the options you can use
  in Datasheet view.

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SharePoint Support

• http//vaww.teamshare.visn1.med.va.gov/sites/Share
  pointsupport/default.aspx
  
• http//office.microsoft.com/en-us/sharepointtechno
  logy/FX100503841033.aspx

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807H SharePoint

• Part 4
• James Breeling, MD

60
After this training you should be able to

• Add Links, Add Calendar Events, Add Tasks, Add
  Announcements (and edit/delete them)
  
• Upload Documents (one multiple explorer view
  folders)
  
• Use the Document Check-In and Check-Out process
  (to collaborate and keep document version
  history)
  
• Add Site to My Places Bar
• Upload Directly from Office applications

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Adding to lists

• Links, Tasks, Calendar, and Announcements are
  all Lists in SharePoint
  
• The process of adding content (or an item) to
  a list is essentially the same for all types of
  lists.
  
• This can be done from the site home page or from
  the page for the list.
  
• Each list will have different properties (or
  fields) to fill out for each new item. Some of
  these properties are displayed in columns, and
  some are seen when you click on an item.

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Adding to lists working with lists

• Demonstrate adding an announcement, calendar
  event, link, and a task.
  
• Click item to view its properties (or details)
• Use edit menu to edit an item
• Use datasheet view to edit multiple items at one
  time
  
• Calendar events recurring events edit series
  or edit item
  
• In SharePoint, there is usually more than one
  way to do things.

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Advanced Custom List
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Adding new item to Custom List
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Documents

• Add one document to existing library
• Add sub-folder to existing library
• Upload multiple documents
• Upload multiple documents using Explorer View
  (drag and drop)
  
• Document Properties

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Documents

• Keep version history of documents using Document
  Check-in/Check-out process
  
• Make sure that the setting is enabled for the
  document library. Default Shared Documents
  library has versioning enabled by default. Other
  document libraries may not.

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Upload Directly from Office Apps

• Documents can be uploaded to SharePoint directly
  from Office applications such as Word, Excel, and
  PowerPoint.
  
• Before doing so, it is handy to add your
  SharePoint site to the My Places bar, which is
  new in Office 2003.
  
• Demonstrate adding SharePoint site to My
  Places. This is one-time process (per computer)

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In any Office Application Click save-as
My Places Bar
In the File name field, enter the URL for your
SharePoint site. (if copied from browser, dont
include the default.aspx at the end of the
URL) Hit Enter. The Save As box will change and
you will see the top-level of your site, listing
all available Document Libraries.
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Click TOOLS ? Add To My Places
Then Cancel the "Save As" and close the program
(such as Word or Excel). Next time, when you wan
t to save something to your SharePoint site
Document Library, you can choose it from "My
Places".
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Upload Directly from Office Apps

• Now that you have the site in My Places the
  rest is easy.
  
• Open a file from your computer. Click File
  Save As. Click on the SharePoint site that you
  put in My Places. Navigate to the document
  library. Click Save.
• Thats It!

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Training by Permission Level
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807H SharePoint

• Part 5
• James Breeling, MD

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After this training you should be able to

• Create a Meeting Workspace from a main site
• Modify the web parts on that workspace
• Link the workspace to your main page
• Generate an agenda as a custom list

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Create new Recurring Meeting

• Open Calendar
• Create a recurring meeting occurring weekly on
  Wednesdays from 100 until 300
  
• Check the box for meeting workspace

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Customize the Meeting Workspace
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QUESTIONS?