SharePoint Out of the Box

sharepointmaven.com @gregoryzelfond
SHAREPOINT
OUT OF THE BOX
GREGORY ZELFOND

sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
About Me
 Gregory Zelfond
 10+ years of experience with SharePoint
 SharePoint advocate, blogger
 Love to solve business problems using code-free, out of
the box SharePoint configurations
 Owner of SharePoint Maven (sharepointmaven.com)

About SharePoint Maven
I HELP ORGANIZATIONS TO UNLOCK
THE POWER OF SHAREPOINT
MIGRATION CONSULTING TRAINING

The SharePoint “Onion”
Out of the Box
SharePoint Designer
3rd Party Apps
Custom Coding
Each additional layer adds
cost and complexity but
offers more functionality
This image is courtesy of my colleague and SharePoint expert , Haniel Croitoru
http://www.slideshare.net/hanielc

Out of the Box
You don’t need
expensive coding or
customizations to
start ripping benefits
of SharePoint

Let’s look at SharePoint Building Blocks
 Sites
– Organize content by function or purpose (i.e. department site)
 Pages
– Displays content on a site. Different layouts
 Web Parts (Apps)
– Components that displays certain content (i.e. document
library, calendar, etc.)
 Views
– Control how information is displayed
 Security
– Controls who sees the information displayed

Sites & Pages

Sites & Pages Concept
 SharePoint Site
oCan be built from scratch or template
 SharePoint Page
oMultiple pages per site to separate content

Sample Sites/Pages Hierarchy
Pages
Department
Sub-sites
Intranet
Homepage
Intranet
Home
Marketing
Dept.
Internal
Content
External
Content
Finance
Internal
Content

Template Concept
 Any site, list or library can be saved as a
template for future re-use
 Saves time, enforces consistency across the
enterprise
 Can be saved with or without content

Web Parts

Web Parts
 Definition: Web Part is a
modular and reusable
component that can be
placed into SharePoint Page
to display certain content
 Think of “Apps” for
SharePoint

Most Common Web Parts
 Document Library
 Calendar
 Contact List
 Issues Tracking
 Task List
 Announcements

Document
Management

Document Management Options
1. Folders
2. Metadata Columns
3. Content Types
4. Document Sets
5. Managed Metadata
For more on this topic, check out this slide deck of mine
http://www.slideshare.net/gzelfond/5-ways-to-manage-documents-in-sharepoint

Business Case Against Folders
1. Usability
2. URL length limitation
3. Moving File URL
4. Security
5. User experience
6. File duplication
7. 1 Lonely View
8. Can’t Sort & Filter
9. Change is hard
10. Lost documents
11. Navigation
12. Cost
For more info and detailed description on above reasons, check out this blog post
http://sharepointmaven.com/12-reasons-folders-sharepoint-bad-idea/

Metadata
 Definition: Metadata is data that describes
additional information about a file or a document
 Data in Columns = Metadata
To educate yourself on metadata, check out this blog post and slide deck
http://sharepointmaven.com/document-management-in-sharepoint-without-
folders-introduction-to-metadata/

Tasks
Calendar &
Announcements

Tasks Web Part
 Out-of-the-box Task Management Module
 Great for team collaboration and task
management/tracking
 Can be configured so that email goes out to
user when task is assigned to him/her

Calendar
 SharePoint based Calendar
 Different views are available
– Upcoming Events, Month, Week, Day
 Custom views can be created (lists)
 Great for Team & Project Sites, Vacation Calendar

Announcements
 Allows to manage Announcements
 User can set an expiration day for an
announcement

Views

Views
 Definition: Views allow user to
control how information from
a certain web-part is displayed
 Views allow to group, filter,
sort information
You can find more on Views in this slide deck
http://sharepointmaven.com/document-
management-in-sharepoint-without-folders-
introduction-to-metadata/

Views - Examples

Security

Security
 Controls who sees certain information
 Controlled via SharePoint groups
 Security can be set at the following levels:
– Site
– Web Part
– Page
– Folder (don’t even think about this)
– Document (don’t even think about this)

Security, cont’d
 Default Security Options
– Read - Can view pages and list items and download
documents
– Contribute - Can view, add, update, and delete list items
and documents
– Design - Can view, add, update, delete, approve, and
customize
– Full Control - Has full control
 Custom Permission Levels option allows to create
custom permissions (i.e. allow to add, but not
delete a file)

Other Cool
Features

Alerts
 Definition: Notification feature that alerts
user about changes to the item or list/library
 Often underutilized feature in SharePoint
 Notifies user of changes in the library/list
 Can be set by user on any list, library or
individual item (i.e. document)
 Works great with document libraries,
calendars

Versioning
 Major/Minor Version Concept
 10 versions = 10 copies of the same file
 Database size might be an issue
 Depends on business need/requirement

Check-in/Check-Out
 Prevents user from overwriting someone
else’s changes

Workflow
 Allows to automate certain business processes
via assigned tasks
 You don’t need a workflow for document
approval (content approval feature in
document library)

Need help with SharePoint?
 SharePoint Site Configuration and Customization
 Document Migration to SharePoint
 SharePoint Implementation Strategy
 SharePoint Training
 SharePoint User Adoption
 SharePoint Governance
 SharePoint Project Management

THANK YOU!
Visit: sharepointmaven.com
Email: greg@sharepointmaven.com
Follow: @gregoryzelfond
Connect: linkedin.com/company/sharepoint-maven
View: www.slideshare.net/gzelfond
Get in touch if you have questions

SharePoint Out of the Box

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