9. Change Your Ways
Take a Break 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
Stop Using SharePoint
properties!) directly from the application
• Add Network Location
• Add to Favorites (in Windows Explorer)
• Copy/paste URL from SP Library
• Use Recent Locations
10. Change Your Ways
• Add Network Location
• Add to Favorites (in Windows Explorer)
12. 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
13. Stop Checkin’ It Out
Involve Others 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…
Co-author documents You could…
….open the file at the same time and work
together on edits to see changes in real time
14. Take it Outside
It’s about your Outlook 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
15. Take it Outside
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
17. Analysis from an Expert
Excel at what you do 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.
Right Tool, Right Time
• Export to Excel
18. Analysis from an Expert
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
19. Let’s See
Open Metrics
Revenue per number of visits
Edit Data in SharePoint $60,000.00
$50,000.00
Refresh Excel $40,000.00
Revenue
Alan Alda
$30,000.00
Chris Christie
$20,000.00
Bob Barker
$10,000.00
Dale Donald
$-
0 2 4 6 8 10
Number of Visits
20. Make it Meaningful
Stop the Noise 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
Targeted Alerts 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
21. Make it Meaningful
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)
22. Make It Meaningful
• Consider RSS Feeds instead
• Alternative: Some list templates email upon reassignment
(tasks, issue tracking)
24. Capture Their Attention
Update Your Look 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
Go Metro 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
27. Two (or more*) become
one
Lookup then Hookup You would…
1 …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.
2
Work Your Relationships 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
3
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!”
28. 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
actual ‘open relationships’, plural marriages, or any bad behavior. Don’t say “but she said I should!”
29. 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
actual ‘open relationships’, plural marriages, or any bad behavior. Don’t say “but she said I should!”
31. Recap
• 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
34. April 10-12, 2013
Atlanta Marriott Marquis
Come see me SPEAK on:
Falling in Love with SharePoint – A Case Study
REGISTER TODAY
GET $300 OFF your registration until Jan. 17, 2013
USE CODE: PUBLIC2013
www.shareconference.com/us
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