# Presentation: 522972

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

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

## 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

## 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

## Administrative Information Storage Location Choices available to Knowledge Workers

- Availability

- Amount of Storage in Petabytes

**GB=Gigabytes = 1000MB**
**TB=Terabytes = 1000GB**
**PB=Petabytes = 1000TB**

**Does not include**
**VISTA/CPRS, Vista**
**Imaging, and other **
**Clinical data sets**

## 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***_

## Information Locations – Where does SharePoint fit in?

| Storage | Enterprise Plan | Enterprise Secure | Enterprise Search | Enterprise Backup |
| --- | --- | --- | --- | --- |
| Internet | YES | N/A | YES | YES |
| Intranet | YES | YES | YES | YES |
| SharePoint | YES | YES | YES | YES |
| Shared Drive | NO | YES | NO | YES |
| Outlook &
PST Folders | NO | +/- | +/- | YES |
| C:\ | NO | NO | +/- | NO |

**Move Information**
**Out of C:\**
**And Outlook**
**locations **
**As part of **
**Knowledge**
**Management**
**Strategy**

## 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._

## Information Lifecycle mustbe part of corporate planning

**Plan**
**Purpose & Goal**
**Data Source**
**Collection method**

**Collect**
**Analyze**

**Use**
**Deploy**

**Maintain**
**Update**
**Validate**

**Transition**

**Archive**

***Need for retention of key corporate information***

***Need for fast searching & indexing of information***

***Need for succession planning for knowledge workers***

## 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***

## 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

## Divertimenti: Metadata orData 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

## File Metadata in MS Office Applications

## Simple View of Metadata summary information 

- Simple View of Metadata summary information

## Advanced Summary InformationDescription & Origin data

## 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.

## 807H SharePoint 

- Part 2
- James Breeling, MD

## 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

## 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

## 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

## 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.

## 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.

## 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”

## 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.

## Administrators only - Site Pages and Web Parts can be Modified

## Administrators Only – Web Part Modification

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

## 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”

## 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

## 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

## 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

## Alerts Received via E-Mail

## 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

## 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

## 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

## 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**

## 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.

## Northeast Region Site Collection

## 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

## SharePoint Planning Site

## 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

## SharePoint Support

- http://vaww.teamshare.visn1.med.va.gov/sites/Sharepointsupport/default.aspx

## 807H SharePoint

- Part 3
- James Breeling, MD

## 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

## SharePoint/Outlook Calendar Integration

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

## 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”.

## 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

## 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!

## Add a Calendar Event

- Meetings, teleconferences and other standing events with Telephone Bridge information in a List Web Part View on the Home page of the site

- Travel and Leave Calendar for Governance Board Members available from Quick Launch Bar

## Travel and Leave Calendar

## Click New Item – Complete Form

## 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.

## 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.

## Management of Alerts

**Daily summary sent to Outlook E-Mail**

## 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.

## Document Management in Explorer View

- Let’s 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”

## 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.

## 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.

## Datasheet View

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

## SharePoint Support

- http://vaww.teamshare.visn1.med.va.gov/sites/Sharepointsupport/default.aspx
- _[http://office.microsoft.com/en-us/sharepointtechnology/FX100503841033.aspx](http://office.microsoft.com/en-us/sharepointtechnology/FX100503841033.aspx)_

## 807H SharePoint

- Part 4
- James Breeling, MD

## 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**

## 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.

## 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.

## Advanced – Custom List

## Adding new item to Custom List

## 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

## 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.

## 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)

## 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, don’t 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. **

## Click TOOLS  Add To My Places

- Then Cancel the "Save As" and close the program (such as Word or Excel).
- Next time, when you want to save something to your SharePoint site Document Library, you can choose it from "My Places".

## 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.
-  That’s It!

## Training by Permission Level

## 807H SharePoint

- Part 5
- James Breeling, MD

## 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**

## Create new Recurring Meeting 

- Open Calendar
- Create a recurring meeting occurring weekly on Wednesdays from 1:00 until 3:00
- Check the box for meeting workspace

## Customize the Meeting Workspace

## Slide 76

## Slide 77

## 	QUESTIONS?