1 Discovering 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?

2 What is SharePoint and why do I care? It is a social tool It is a social tool –Allows us to keep important documents, ideas, and information where everyone can easily find them –Allows us to work collaboratively on projects off a web site. –Allows us to build our Intranet

3 How does SharePoint do that? Quickly builds interactive work sites that we can access through our web browsers. Quickly builds interactive work sites that we can access through our web browsers. Integrates with Microsoft Office Products such as Excel, Word, and Outlook Integrates with Microsoft Office Products such as Excel, Word, and Outlook Provides an overall way to organize and search our intranet. Provides an overall way to organize and search our intranet.

4 Quickly Builds Work Sites Comes with prefabricated parts so you dont have to start from scratch Comes with prefabricated parts so you dont have to start from scratch –Web Page Layouts –Document libraries –Lists (task, event, contact, links, announcements, custom) –Message boards –Surveys Allows almost complete customization of everything. Allows almost complete customization of everything.

5 If you think about a prefabricated house, instead of building it from the ground up, you assemble it from very specialized prefabricated parts. instead of building it from the ground up, you assemble it from very specialized prefabricated parts. But you also have some control and some choice on colors, functionality, and style. But you also have some control and some choice on colors, functionality, and style. It allows the house to be built faster and easier. It allows the house to be built faster and easier.

6 Integrates with Office and Outlook Adds menu items to these products so you can set up shared workspaces. Adds menu items to these products so you can set up shared workspaces. Word Excel Outlook

7 Provides an overall way to organize and search our intranet Build your site Build your site Register your work site with Microsoft SharePoint Portal Server The very top level is a special organizational site that lets us organize everything we create at all locations. Sort of a cross between a top level menu and a Google type search engine that only searches our intranet. (At this point weve done the first, but we really have very little clue how that second part works) Register your work site with Microsoft SharePoint Portal Server The very top level is a special organizational site that lets us organize everything we create at all locations. Sort of a cross between a top level menu and a Google type search engine that only searches our intranet. (At this point weve done the first, but we really have very little clue how that second part works)

8 So how do we use it? First we embark on a discovery journey … First we embark on a discovery journey … –Well see how easy it is to build a work site –Well take a quick look at the report sites –Then maybe youll be inspired to build your own site

9 Building a Work Site

10 Well go to and click on the Sites Buttonhttp://portal

11 Well click on Create Site under Actions (on the side bar)

12 Next well fill in the Create Site Form

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

14 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. Its 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.

15 Now lets take a closer look at some of these specialized pieces. Well 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 alerts whenever someone makes a change to something in this library, which can be useful if youre taking turns co-writing a report or a grant.

16 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 – thats 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.

17 Taking a Look at the Report Sites

18 Now lets examine a site thats already been built – one of our report sites. The Funders 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?

19 Lets 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.

20 Heres the Datasheet View

21 Building Your Personal Site

22 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!

23 But what about security? Although we use our browsers to access these pages, they are not actually out there on the web. Although we use our browsers to access these pages, they are not 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 access pages that you give them access to. Even within CFRC, people can only access pages that you give them access to.

24 What shape will we take? Well build on what we know Well build on what we know Well commence a group developmental process Well commence a group developmental process me for access: