Falling Back in Love with SharePoint
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This document discusses how to improve a user's relationship with SharePoint by changing how they work with it. It recommends adding SharePoint sites as network locations, co-authoring content, connecting to Outlook, exporting data to Excel, using filtered views and alerts, and inserting related lists in default forms. The goal is to make SharePoint more useful, usable and integrated with a user's existing workflow.
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Falling Back in Love with SharePoint
- 1. Falling In Love with SharePoint Jennifer Martinez Allegient Produced by: Supported by:
- 2. Jennifer Martinez Senior Consultant in Collaboration (SharePoint) Allegient Indianapolis, IN • End User Training 1999 • Business Analyst, Information Architecture • Power User Groups (Community of Practice) jmartinez@allegient.com Twitter: IndySPJen Linkedin: http://www.Linkedin.com/in/jenniferjmartinez SlideShare: http://www.slideshare.net/jenmartinez SHARE The SharePoint Conference for Business Users
- 3. The Story of SharePoint and You
- 4. In the Beginning…. SHARE The SharePoint Conference for Business Users Slide 4
- 5. So You Made the Commitment… SHARE The SharePoint Conference for Business Users Slide 5
- 6. But Soon… SHARE The SharePoint Conference for Business Users Slide 6
- 7. It Was Time For Therapy But with today’s information, soon… SHARE The SharePoint Conference for Business Users Slide 7
- 8. …You’ll be falling in love with SP (again) SHARE The SharePoint Conference for Business Users Slide 8
- 9. What Can Be Done??? SHARE The SharePoint Conference for Business Users
- 10. Relationship Rules 1. Change Your Ways 2. Stop Checkin’ It Out 3. Take it Outside 4. Analysis from an Expert 5. Make Your Communication Meaningful 6. Capture Their Attention 7. *Two or more become one* SHARE The SharePoint Conference for Business Users
- 11. 1. Change Your Ways You would… Take a Break …createanew file and savea copyto yourlocal drivein order tonavigatetothe SharePointlibrary, find the folder andclick Upload,browse tolocation, complete the metadata,click OK(and then trytokeep thetwo versionsstraightand rememberwhich youshouldupdate and wonder ifyou senttheright versiontoyour customer) You could… ….save the file (and update SharePoint properties!) directly from the application • Add Network Location Stop Using SharePoint • Add to Favorites (in Windows Explorer) • Copy/paste URL from SP Library • Use Recent Locations SHARE The SharePoint Conference for Business Users Slide 11
- 12. 1. Change Your Ways Saving • Add Network Location Opening • Add to Favorites Attaching (in Windows Explorer) Printing • Copy / Paste URL Moving https://projects.allegient.com/samples/Shared%20Documents/Forms/AllItems.aspx SHARE The SharePoint Conference for Business Users
- 13. 1. Change Your Ways • Update SHAREPOINT Properties from within Office (Word, Excel, PPT) SHARE The SharePoint Conference for Business Users
- 14. NEVER Use Folders!!!!! …unless they are SMART Folders = SHARE The SharePoint Conference for Business Users
- 15. Let’s See • Edit the properties of this presentation • Save to folder https://projects.allegient.com/samples/Shared%20Documents/Forms/AllItems.aspx SHARE The SharePoint Conference for Business Users
- 16. 2. Stop Checkin’ It Out You would… …loadafile in ashared library,Check Out thefile, makechanges,emailcoworker Involve Others andtell themit isready,they openthe file,Check Out the file,makechanges,save back,notify you, hope thattheyremembered tocheck it back in!,you open and review, you makeanotherminor edit… You could… ….open the file at the same time and work together on edits to see changes in real time Co-author documents SHARE The SharePoint Conference for Business Users Slide 16
- 17. 3. Take it Outside It’s about your Outlook You would… …notusetasksand calendars in SharePointatallbecausewho isgoing tonavigatetomultiple sites justtoseeif someoneassignedyou ataskorseewhat ishappening ORbeassignedtotasksyou don’tknow about or can’t find again,misstraining andeventopportunities because youdidn’t know whatwas happening. You could… ….view, create, and update items from Outlook without opening the browser. View upcoming department meetings and events against your personal calendar. Track your tasks in one place. • Connect to Outlook • Calendar • Tasks • Contacts • Discussion Boards • Libraries, Folders* SHARE The SharePoint Conference for Business Users Slide 17
- 18. 3. Take it Outside • Connect to Outlook • View SharePoint items alongside Outlook items • Edit, Add Items from Outlook into SharePoint Calendar and vice versa SHARE The SharePoint Conference for Business Users
- 19. Let’s See • Connect Events Calendar • Connect Task List SHARE The SharePoint Conference for Business Users
- 20. 4. Analysis from an Expert You would… Excel at what you do …fightand compete with coworkers foraccesstothe ExcelSpreadsheetwhere you havetoenter yourmetrics, find thefile locked foredits,callDale, he isin ameeting andleftthe file open,makea copy, saveit with anew name, notifythe metrics coordinator andaskthemtomergeyour changesin withDale’s later View lotsof gooddatain lists,but nothing isvisualsoit doesn’t meanmuch 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. • Use SharePoint list for data entry • Export to Excel • Save spreadsheet into SharePoint library Right Tool, Right Time SHARE The SharePoint Conference for Business Users Slide 20
- 21. 4. Analysis from an Expert • Export to Excel • Add calculations, charts, formatting to Excel • Share File – Save to local drive – Save to SharePoint library – Email to anyone SHARE The SharePoint Conference for Business Users
- 22. Let’s See • Open Metrics Revenue per number of visits $60,000.00 • Edit Data in SharePoint $50,000.00 $40,000.00 • Refresh Excel Revenue Alan Alda $30,000.00 Chris Christie $20,000.00 Bob Barker Dale Donald $10,000.00 $- 0 2 4 6 8 10 Number of Visits SHARE The SharePoint Conference for Business Users
- 23. 5. Make it Meaningful Stop the Noise You would… …setup alertsonvariouslibraries and liststobe notified daily or weeklyofallchanges made andsoonrealized you were being notified about information andchangesthatweren’t relevanttoyou, youalready hadtoo manyemails,startedtoignore thealerts,andeventually ignoredthem completely astheycome intothe inbox. You could… ….receive useful alerts for only relevant items even 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 • Consider email when Assigned To changes Targeted Alerts SHARE The SharePoint Conference for Business Users Slide 23
- 24. 5. Make it Meaningful • Create a view with any FILTER • Create an alert (for you or others) for items in that view • Add a meaningful Alert Title (i.e. subject line) SHARE The SharePoint Conference for Business Users
- 25. 5. Make It Meaningful • Consider RSS Feeds instead • Alternative: Some list templates email upon reassignment (tasks, issue tracking) SHARE The SharePoint Conference for Business Users
- 26. 6. Capture Their Attention You would… Update Your Look …usethe defaulthome page,fillthe pagewith lotsand lotsof listsandlibraries, havemoretext than images,avoidthehome pageandrushfor theleftnav,tryforevertofind whatyou need,getlost in thesitetryingtofigure out whatismostimportant, notbe able totellthe difference between onesite andthenext You could… ….give the site a metro look by adding ‘buttons’ Go Metro 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 SHARE The SharePoint Conference for Business Users Slide 27
- 27. Making Icons and Buttons USING NOTHING BUT POWERPOINT This document and the information contained herein is confidential and proprietary to Allegient LLC and shall not be duplicated, used or disclosed in whole or in part for any purpose other than to evaluate the proposal. If a contract is awarded to Allegient as a result of or in connection with the submission of this proposal, all information not marked as confidential and proprietary of Allegient may be duplicated, used, or disclosed to the extent provided by the agreement governing such services. All trademarks and/or service marks contained within this document are the property of their respective owners. Allegient does not in any way warrant the use of their products and/or services offerings. SHARE The SharePoint Conference for Business Users
- 28. * Making Buttons in PowerPoint Events Recently Modified Favorites Tasks Links SHARE The SharePoint Conference for Business Users Slide 30
- 29. • Delete extra content Think Creatively 1. Look for elements you can remove or • Recolor the phone combine. * Items should be ON TOP * Be wary of colors or lines that go throughout the whole picture • Make the pen wood grain • A+ becomes KIMS SHARE The SharePoint Conference for Business Users
- 30. Remove Background SHARE The SharePoint Conference for Business Users
- 31. 7. Two (or more*) become one You would… …have lists and libraries with information related to Lookup then Hookup 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 Work Your Relationships • Create a Lookup Column • Edit the Default Forms (New, Edit, Display) • Insert Related List • Insert CEWP for instructions * DISCLAIMER: This is one example of where my relationship analogy breaks down. I am not advocating SHARE The SharePoint Conference for Business Users actual ‘open relationships’, plural33 Slide marriages, or any bad behavior. Don’t say “but she said I should!”
- 32. 7. Two (or more*) become one • 1. Add a Lookup Column to a Library • 2. Edit the Default (New, Edit, or Display) Form * DISCLAIMER: This is one example of where my relationship analogy breaks down. I am not advocating SHARE The SharePoint Conference for Business Users actual ‘open relationships’, plural marriages, or any bad behavior. Don’t say “but she said I should!”
- 33. 7. Two (or more*) become one • 3. Insert Related List • 4. Insert Content Editor, Insert Existing List * DISCLAIMER: This is one example of where my relationship analogy breaks down. I am not advocating SHARE The SharePoint Conference for Business Users actual ‘open relationships’, plural marriages, or any bad behavior. Don’t say “but she said I should!”
- 34. Let’s See SHARE The SharePoint Conference for Business Users
- 35. Recap • Add SharePoint sites as a Network Place / Favorite • Co-author content • Connect to Outlook • Export to Excel • Filtered Views & Alerts • RSS Feeds • Buttons from PowerPoint to your site • Insert Related Lists and more in Default Forms SHARE The SharePoint Conference for Business Users
- 36. Questions SHARE The SharePoint Conference for Business Users
- 37. Falling In Love with SharePoint Jennifer Martinez Allegient jmartinez@allegient.com Twitter: IndySPJen Linkedin: http://www.Linkedin.com/in/jenniferjmartinez SlideShare: http://www.slideshare.net/jenmartinez Produced by: Supported by:
Hinweis der Redaktion
- It all sounded so good, just use SharePoint and life will be easy and wonderful and beautiful and perfect and easy and…
- You are still the one carrying the heavy load. That ‘picture perfect’ future didn’t happen. You just use SharePoint to post the work you do somewhere else for someone else’s benefit. It is an afterthought or an obligation.
- (Sorry for the creepy picture, it was the best I could find)
- Add Network LocationRight click on “Computer”Add a Network LocationClick Next, NextPaste the URL from the SharePoint LibraryRemove “/forms/….aspx”By deleting the “Shared%20Documents” you can connect to a whole site which allows you to access all of the Libraries in the site.Provide a useful name meaningful to youWindows Explorer FavoritesDrag and drop the Network Location into the Favorites for the timeframe you need themCopy/PasteThe hardest part of copy/paste is to know to remove “/Forms and after”.Useful if you can’t or don’t want to make a network locationWhen to useSaving directly from Office appsOpen multiple filesAttach SharePoint files to an email without downloading a copy firstPrint multiple files without opening each firstDrag/drop between librariesSimilar to Actions > Open with Windows Explorer
- Works with managed metadata, etc. Shows which fields are required. Saving directly from Word, Excel, PowerPoint is NOT a backdoor to avoid metadata.
- The library on the left HAS folders, but you can’t see them because the VIEW in SP is set to Folders > Show all items without folders (available in all views!). BUT when I open or save directly from an Office app I really could use the folders to help find the content. Then use folders!But there will be no metadata on the files, right? There will be if you use Default Metadata. In SP 2010, Library > Settings > Column default value settingsPer folder, click on the folder and set the few metadata values that are standard. For example: HR Library has Department = HR as default. The folder “Benefits” has Topic = “Benefits” as the default.Now in Word I can find the Benefits content by using folders. When I use SP views I will have the metadata populated and have that benefit within search, etc.
- SharePoint 2010, Office 2010 and up.
- * Libraries and Folders – this is most relevant for SMALL amounts of files. For example, a sales dept connects the SharePoint folder “Presentations” to Outlook so they can show the UP TO DATE presentation to clients even when they are offline.
- Updates are BI-DIRECTIONAL!
- Make the list in SharePoint represented as columns A:E in the spreadsheetNote: Columns F:G are needed to keep the data connection working so hide these if you like.Create a VIEW in SharePoint that has the columns you want to use in Excel in the order you want to use them.Choose “Export to Excel” – bad name because this is CONNECT to Excel. It isn’t a one time data dump or .csv file exported. It is a query file that keeps a data connection as seen on the ribbon. It is a data connection that can optionally be refreshed Add all additional columns, formatting, caluculations, charts graphs, etc into Excel as usual, but using the SharePoint list(s) as the data sourceThen take that file and save it wherever it makes sense. Locally so you can do your own magic; to a SP library to share with your team (add a button or a quick launch bar link directly to the Excel spreadsheet); Email the excel file to anyone even outside your company. They won’t be able to refresh the data because they don’t have access to the SP list.NOTES:Combine multiple lists into one spreadsheet for maximum potentialUsing the full Microsoft BI stack with elements like Performance Point is the next step. This is a good-enough solution for many business needs.You can use this feature to export once and remove the data connection to preserve the data in Excel. Good for snapshots or comparing data over time.If you have an existing Excel list you can use the Create List > Import from Spreadsheet option and SharePoint will do its best job trying to determine the data type of each of your columns (date vs. single line of text vs. number, etc).
- What was just a list of minimal value becomes a meaningful view
- Have a SOURCE list (e.g. Locations) and add that as a Lookup column in other lists like Shared Documents, Tasks, CalendarHERE YOU ARE PLAYING WITH FIRE! You must be careful not to remove the center area on the form. Best practice says DON’T TOUCH DEFAULTS, but this is an oob feature available through the ribbon that is amazingly powerful in the right hands. Do not turn this over to novice users with no respect for the power they posses in their hands.
- SP 2010 uses a Related Lists button that tells you what lists are available. This would have been done with filter web parts, etc in SP 2007. It is MUCH easier now.Also, using a standard CEWP to add helpful guidance is key. In this example we provide a link to another SP calendar where we want them to add different content. Don’t just tell them ‘go there’, give them the link to get there quickly.Add a non-related list to a form such as “for questions, ask” and insert a Contacts List where you can easily manage the contact people for this project without ever editing the New Form again.