807 H Share Point You Share I Share

807 H Share. Point: You Share, I Share, We All Share Part 1 Ve. HU 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 2

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 3

Administrative Information Storage Location Choices available to Knowledge Workers Internet => ? PB GB=Gigabytes = 1000 MB TB=Terabytes = 1000 GB PB=Petabytes = 1000 TB Intranet => ? PB Availability Outlook Folders & PST Folders => 150 x 20 TB = 3 PB Does not include VISTA/CPRS, Vista Imaging, and other Clinical data sets Shared Drive => 1000 units x 10 TB = 10 PB C: / Drive => 200, 000 PCs x 100 GB = 20 PB Amount of Storage in Petabytes 4

What is Share. Point? • Share. Point 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 teamoriented web sites to share information and foster collaboration • Share. Point is a collaboration tool hybrid between a shared drive and a web site 5

Information Locations – Where does Share. Point fit in? Move Information Out of C: And Outlook locations As part of Knowledge Management Strategy Storage Enterprise Plan Enterprise Secure Enterprise Search Enterprise Backup Internet YES N/A YES Intranet YES YES Share. Point YES YES Shared Drive NO YES Outlook & PST Folders NO +/- YES C: NO NO +/- NO 6

What Share. Point is NOT • Share. Point IS NOT going to completely replace the VA Intranet. • Share. Point IS NOT going to completely replace Shared Drives. • Share. Point IS NOT intended to be a place for storing e-mail. However, using Share. Point can reduce our reliance on email as a long-term information storage system. 7

Information Lifecycle must be part of corporate planning Plan Purpose & Goal Data Source Collection method Archive Transition Need for retention of key corporate information Need for fast searching & indexing of information Collect Analyze Use Deploy Need for succession planning for knowledge workers Maintain Update Validate 8

Which Tool to Use? • Shared Drive – best used for long term archive • Intranet – best used for “publication” of finished projects for Network-wide audience • Share. Point – best used for document sharing, collaboration and “works in progress” especially when dealing with virtual teams. Share. Point 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 9

Comments: Information Manager Roles • Share. Point Administrator – Role of site administrators and team members • Web Content Manager – Role of webmaster and content managers • Shared Drive Administrator – Role of system administrators 10

Divertimenti: Metadata or Data about Data • Used to facilitate the understanding, use and management of data • Used to speed up and enrich searches • Increasingly important for electronic discovery • Date Created • Brief Description/purpose • Owner of repository or POC • Permissions • Directory Tree • Document Archive – Status of archive – last update 11

File Metadata in MS Office Applications Right Click on File to obtain this menu Go to Summary Tab Select Properties 12

Simple View of Metadata summary information Fill out information on Subject Author Category Keywords Comments Or select the Advanced Button for a more detailed view 13

Advanced Summary Information Description & Origin data 14

Divertimenti: File Names • Consistency in file naming enhances knowledge management • Share. Point does not like many special characters and spaces – Filenames in URLs may be very garbled • Avoid Spaces – This. Is. My. File. 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. 15

807 H Share. Point Part 2 James Breeling, MD

After this Section You Should be Able to: • Find your Share. Point site • Navigate around your Share. Point site • Open, save, and print documents from your Share. Point site • Create an Alert (to be notified of new documents or information on your Share. Point site) • Understand basic Permissions 17

How do I find my Share. Point 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 18

Share. Point 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 19

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. 20

Share. Point 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 Info. Path – 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. 21

Share. Point 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” 22

Share. Point 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. 23

Administrators only - Site Pages and Web Parts can be Modified Add Web Parts Modify Page Layout and/or modify shared web parts Create Personal View or Modify Shared View 24

Administrators Only – Web Part Modification Web Parts can be modified by • Creating different views • Changing appearance • Changing layout • More advanced options 25

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” 26

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 27

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 28

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 Share. Point 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 29

Alerts Received via E-Mail 30

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 Share. Point site, and sub-sites to their main site. • Most committee members will be set up as Contributors 31

Administrators only – Adding Users • Click Site Settings on Top Menu Bar • Click “Manage Users” Also use to remove users or edit their permission levels • Click “Add Users” 32

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 [vha 01/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 33

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 34

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. 35

Northeast Region Site Collection VA Northeast Region Field Operations Regional Governance Board Site Collection Regional Technical Advisory Council (RTAC) Site Collection Strategic Planning Finance Vist. A Working Group Systems Engineering Project Management Business Analysis Executive Partnership Council Network Working Group NOS Working Group VA Vist. A Standards ISO Working Group Communications App Support Working Group Human Resources Help Desk Working Group Logistics & Procurement Web Working Group Performance Dashboard RISW 36

What is Needed – A Share. Point 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 37

Share. Point Planning Site 38

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. Info. Path 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 39

Share. Point Support • http: //vaww. teamshare. visn 1. med. va. gov/sites /Sharepointsupport/default. aspx 40

807 H Share. Point Part 3 James Breeling, MD

After this Section You Should be Able to: • • Link a Share. Point calendar to Outlook Manage your Alerts Work in Explorer View Be Familiar with Datasheet View 42

Share. Point/Outlook Calendar Integration • By linking a Share. Point calendar to Outlook, you can view your Share. Point calendar sideby-side with your personal calendar. 43

How to Link Calendar to Outlook • Open Outlook and click on your Calendar. • From your Share. Point home page, click on Calendar. • Click “Link to Outlook”. 44

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 Share. Point Calendar on the right. If not, put checkmarks next to the calendar you wish to view side-byside. • As changes are made to the Calendar in Share. Point, you will see them next time you open Outlook 45

Calendar Linking - 3 • You can drag and drop an event from the Share. Point 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 Share. Point calendar) • To delete the Share. Point calendar from Outlook, select it, right-click, then Delete. You are only removing it from your Outlook, you are not deleting it entirely from Share. Point! 46

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 47

Travel and Leave Calendar 48

Click New Item – Complete Form Required Fields Attach Document to List entry Meeting Recurrence Meeting Workspace creation for this event 49

Management of Alerts You can manage all your alerts for one Share. Point 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 Share. Point site. 50

Manage Your Alerts • You can also manage alerts directly from Outlook. This is handy when you are a member of several Share. Point sites. • In Outlook, click on “Tools – Rules and Alerts”. Click on the “Manage From here, you can add new alerts, modify existing alerts, Alerts” tab. 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 51 mail rule.

Management of Alerts Daily summary sent to Outlook E-Mail 52

Working in Explorer View • Each library or list in Share. Point 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. 53

Document Management in Explorer View • Let’s say you want to copy several documents from Share. Point 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” 54

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 Share. Point. If the document is updated in Share. Point, you will not automatically receive the update to your local copy. 55

Working in Datasheet View • Each list and library in Share. Point 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. 56

Datasheet View Click “Edit in Datasheet” and then click “Task Pane” to reveal some of the options you can use in Datasheet view. 57

Share. Point Support • http: //vaww. teamshare. visn 1. med. va. gov/sites /Sharepointsupport/default. aspx • http: //office. microsoft. com/enus/sharepointtechnology/FX 100503841033. as px 58

807 H Share. Point 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 60

Adding to lists • Links, Tasks, Calendar, and Announcements are all “Lists” in Share. Point • 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. 61

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 Share. Point, there is usually more than one way to do things. 62

Advanced – Custom List 63

Adding new item to Custom List Form View of Custom List for data entry All information in Share. Point can be thought of as a Database with an SQL back end Text Box for comments with format capability Drop down lists with defined data elements Hyperlinks to folders with background information 64

Documents • Add one document to existing library • Add sub-folder to existing library • Upload multiple documents using Explorer View (drag and drop) • Document Properties 65

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. 66

Upload Directly from Office Apps • Documents can be uploaded to Share. Point directly from Office applications such as Word, Excel, and Power. Point. • Before doing so, it is handy to add your Share. Point site to the “My Places” bar, which is new in Office 2003. • Demonstrate adding Share. Point site to “My Places”. This is one-time process (per computer) 67

In any Office Application Click “save-as” My Places Bar In the “File name” field, enter the URL for your Share. Point 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, 68 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 Share. Point site Document Library, you can choose it from "My Places". 69

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 Share. Point site that you put in “My Places”. Navigate to the document library. Click Save. • That’s It! 70

Training by Permission Level 71

807 H Share. Point 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 73

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 74

Customize the Meeting Workspace 75

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QUESTIONS? 78