Sharepoint Basics
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SharePoint is Microsoft's browser-based content management system that allows centralized document sharing and collaboration. It comes in different editions like SharePoint server and SharePoint Online. SharePoint can be used for enterprise content management, intranet sites, collaborative work, and custom web applications. It provides features like social networking, content management, site administration, and mobile device support. Some advantages include powerful search and scalability, while disadvantages include complexity, resource-intensive setup and maintenance, and limited mobile functionality.
Sharepoint Basics
- 2. Contents ● What is SharePoint? ● Editions of SharePoint ● Where do we use SharePoint? ● Online vs On-premise ● Important terms ● Key Features ● Special Features ● Advantages of SharePoint ● Disadvantages of Sharepoint
- 3. What is SharePoint? ● SharePoint is Microsoft’s browser-based content management system that allows a centralized, protected space for document sharing and collaboration. ● SharePoint is used to build intranets and store, organize and share information from across the business in one central location.
- 4. Editions of SharePoint SharePoint comes as two different forms, ● Microsoft SharePoint server ○ Microsoft SharePoint foundation ○ Microsoft SharePoint Standard ○ Microsoft SharePoint Enterprise ● SharePoint Online Although the basic functionalities remain the same, there are a number of significant feature differences between SharePoint server and Sharepoint online.
- 5. Where do we use SharePoint? Enterprise Content and Document Management Intranet and Social network Collaborative software File Hosting service (Personal cloud) Custom web Applications
- 6. Online vs On-Premise Server Farm within the Corporate networkSites reside in the MDC *MDC - Microsoft data centre Support team maintains the data farm and applies patches Microsoft applies patches On-Premise active directory is used for authenticationMicrosoft’s global network of data centers provides reduced latency and high network bandwidth. Expensive storage cost Cheap storage cost Availability of Enterprise level services such as BCS, Performance Point, etc.
- 7. Important Terms 1. Site - A SharePoint site is a collection of pages, lists, libraries and related settings. SP sites can be team sites, blog sites, wiki sites and others. 2. Site collection - Site collection is more than just a collection of sites, it contains a number of configuration settings that apply to all the sites in it. 3. Farm - Installation of one or more load-balanced Web servers, and back-end servers, with a configuration database. 4. Library – Container for holding documents, pictures, lists, discussions.
- 8. Key Features Key features in SharePoint can be divided into the following 1. Social Networking 2. Content Management 3. Site administration 4. Mobile device support
- 9. Social Networking 1. My Site profile - Each SharePoint site user gets their own My Site profile page which is similar to facebook with, ○ The content they have created and sharing ○ interests and competencies. Users can also search for other employees in his organisation and view their profiles, if the site serves as an intranet. 2. Newsfeed - Like the Facebook newsfeed, user can see the updates from other employees in the organisation. 3. Suggestions - In addition to finding people with specific skills or interests, it’s also possible for one person to suggest another co worker giving the user an opportunity to connect with him/her and get updates.
- 10. Social Networking 4. People Search - All of the people in a SharePoint site are indexed and searchable including their profiles and content. 5. Noteboard - Noteboard is a microblogging like Twitter or Facebook, users can post status updates(microblogs) so that those will appear on the News feeds of his colleagues. 6. Site feeds - Users can follow other sites to track updates for the sites they follow. 7. Sharing - Sharing is a feature that let Users Share a SiteLibraryItemFile with people in their Company. 8. Access Request Management
- 11. Content Management 1. Drag and Drop - On any document library you can now Drag and Drop document(s) and it will be upload with a quick progress bar. 2. Call up menu - Drop-down ECB menu is replaced with “Call up menu”. Call up menu displays what’s it called Callout Popup which displays Preview of an Item. 3. Download - With “Download a copy” end users can download a copy of this document to their local. C 4. Embed code - With “Embed Information” users can get the embed code for a document and then paste it in a Script editor or Content Editor webpart to embed this documents in a SharePoint page. 5. Document Library SYNC (Work with Documents Offline) - Users can have any Document Library SYNCed to their Local Including the SkyDrive PRO Library.
- 12. Content Management 6. Image renditions - Image renditions let you display different sized versions of an image on different pages. 7. Most popular items - Most Popular Items is a feature in document library that lets user see the Popularity and Visits of a document in a document library. 8. People in video - As a part of a Video Content type a Column “People in videos” is a feature where a user can specify people in your company who are a part of the Video to be included as Video Metadata. 9. TimeLine & Project Summary Web Parts - TimeLine & Project Summary are the WebParts in which are added by default to the Project Site Template.TimeLine as shown in any Tasks list represents the Tasks and Subtasks with dates as a timeline.
- 13. Site Administration 1. Information rights management system(IRM) - Admins can set access rights, including rights to print, run scripts to enable screen readers, or enable writing on a copy of the document. IRM is implemented as per the new additions in the Microsoft office software. 2. Project sites - SharePoint has several Project Sites Template that provides Out of-box webparts and pages that facilitate Project Managers and Teams work efficiently. 3. Design manager - Design Manager is a feature in SharePoint that makes it easier to create a fully customized, pixel-perfect design using HTML with tools like Front end, Dreamweaver etc. Design Manager is a publishing feature that is available in publishing sites in both SharePoint Server 2013 and Office 365.
- 14. Mobile device support 1. Mobile Browser experience - Sharepoint offers three kinds of mobile browser experience a. Contemporary view - view renders using HTML5 b. Classic view - view renders using HTML c. Full-screen UI - full desktop view of a SharePoint site in a mobile device 2. Office web apps - Office Mobile web apps enables users to access the documents in the SharePoint library using a mobile browser. 3. Location - SharePoint has a geolocation field type that can be used in a list. Lists can be made location aware by displaying the latitude and longitude via Bing maps. 4. Push Notifications - SharePoint Server supports applications on mobile devices that should receive notifications from a SharePoint site. Notifications can include events that occur in the site, such as when a user adds an item to a list or updates an item. For mobile devices to receive such notifications, device applications must register with a SharePoint site.
- 15. Advantages of SharePoint 1. Powerful, reliable server platform - designed to perform for a great number of applications and services while suffering minimal downtime. 2. Powerful, fast search engine – search for docs and via metadata 3. Flexible web server – serves up documents for different types of end user devices 4. Scalable infrastructure – build and add apps and services 5. Managing corporate risk by managing corporate documents and records
- 16. Disadvantages of SharePoint 1. Endpoint users will find it very difficult to use, as it is very complicated and very hard to find relevant information. 2. SharePoint server takes huge amounts of resources from IT to set up and maintain. 3. Release cycles are slow and upgrades are painful. 4. Most of the features won’t work on phone. 5. Search options require a lot of internal customization. 6. Social networking is separated from the rest of the intranet. 7. It cannot be deployed in a small environment.
- 17. The End