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Whitepaper: Essential SharePoint 2016 Walkthrough

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SharePoint with its robust features acts as an information-sharing platform, document management platform, workflow platform, business process management framework all at once. Are you new to SharePoint, and feeling like completely lost? Don't worry yet. In this whitepaper, let us walk you through the essential SharePoint navigation and discuss Admin features & HubFly powered business productivity apps. – PowerPoint PPT presentation

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Title: Whitepaper: Essential SharePoint 2016 Walkthrough


1
W H I T E P A P E R
ESSENTIAL SHAREPOINT 2016 WALKTHROUGH
A G U I D E
F O R B E G I N N E R S
Powered by
2
DISCLAIMER The information contained in this
document is for informational purpose only.
HubFly cannot guarantee the accuracy of
any information presented after the date of
publication. This white paper is for
informational purposes only. HUBFLY MAKES NO
WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO
THE INFORMATION IN THIS DOCUMENT. Complying with
all applicable copyright laws is the
responsibility of the user. Without limiting the
rights under copyright, no part of this document
may be reproduced, stored in or introduced into a
retrieval system, or transmitted in any form or
by any means (electronic, mechanical,
photocopying, recording, or otherwise), or for
any purpose, without the express written
permission of HubFly Technologies.
2010 Microsoft Corporation. All rights reserved.
3
INSIDE
Introduction 1. SharePoint Administration Managing
Sites Managing Users
4 4 5 5
Setting up User Identities User
Management External Users
6 6 6
2. SharePoint Business Solutions Apps Blogs
Wikis
7 7 7
Discussion Boards Calendars Content Tagging
Visio Services
7 7 8 8
Microsoft Access Services Microsoft Excel
Services Performances Point Services
8 8 8
3. SharePoint Navigation Global SharePoint
Navigation Local SharePoint Navigation
9 9 9
List Navigation Metadata Navigation 4. HubFly
powered SharePoint Service Requests
10 10 11 12
Quick Books Ideation Management Timesheet Modules
12 12 12
Induction HR Policies/Procedures Conclusion
12 12 13
4
INTRODUCTION So, now you have SharePoint
Intranet deployed in your oflce? If you have
implemented SharePoint through us, you have an
'enriched' SharePoint experience. Yes, with our
HubFly powered business produc- tivity apps,
SharePoint should now be even better. SharePoint
with its robust features acts as an
information-sharing platform, document
management platform, workflow platform, business
process management framework all at once.
Congratulations on your decision to put
SharePoint Intranet in place. You will soon see
the benefits of it. Whatever the case is, you
are all new to SharePoint, and feeling like
completely lost? Don't worry yet. In this
whitepaper, let us walk you through the essential
SharePoint navigation. In this whitepaper, we
will discuss,

SharePoint Administration SharePoint Business
Solutions Apps

SharePoint Navigation HubFly powered SharePoint
Without much ado, let us dive straight into it to
get our feet wet. 1. SharePoint
Administration Let us focus only on key
administrative tasks, like Managing Sites,
Managing Users, and getting users into
SharePoint Online.
5
Managing Sites - SharePoint allows you to create
even thousands of sites. So, it is best advisable
to create subsites depending on how big (or
small) your organization is. You can organize
sites and subsites either by departments, teams,
customer-wise, project-wise or even by security
levels. The administration console is the
central place from where you can manage all of
the websites and pages created in your
SharePoint online. Administrators can configure
not only top-level sites and subsites, but also
can create separate 'site collec- tions'.
Administrators can assign individuals as owners
for site collection. This level of hierarchial
site creation enables delegation eVective.
Specific tasks can be delegated to the right
teams or individuals easily. SharePoint Online
also allows employees to create their own sites,
'My Sites'. Individuals can now have a look at
their colleagues' activities via newsfeeds, keep
track of the tagged content and share status
updates of their projects or tasks. The creator
of My Sites will have admin privileges to their
site. However, Share- Point Online
admininstrators will still hold global control of
all My Site collections. They will be able to
perform certain actions on individual My Sites.
What if an employee leaves the organization and
his My Site to be deleted? The SharePoint
administrator will be able to take care of
that. Managing Users - SharePoint comes with a
rich set of administration tools that enable easy
eVective means to manage users. Creating user
identities, establishing permissions, importing
user identities and managing the user base is
made simple.
6
Setting up User Identities - Before deploying
SharePoint, it is important to determine the
level of access required for each users.
SharePoint has something called user profile
properties where such informa- tion will be
stored. They not only hold access privilege
information, but the information can be used to
find users, create audiences while targeting
content, and to establish relationships between
workgroups. But, yet as an administrator you need
not do everything from scratch. SharePoint Online
provides a set of default user profile
properties. You should just review these
properties and the policies that apply to your
users.
User Management - Managing users via Share-
Point is pretty straight forward. The admin
console has options to grant / deny access to
specific services to selected users. Also, the
admin has rights to grant admin rights to other
users, designate selected users as site
collection owners etc. External Users -
SharePoint comes with an option, 'Manage Share
by Email' feature in the admin console. This
should be enabled to let you collabo- rate with
users outside of the organization
Intranet. Admin can choose to give access
to documents, resources on the corporate
Intranet. This is a feature Microsoft
incorporated to enable docu- ment and
information sharing simple.
7
2. SharePoint Business Solutions Apps SharePoint
has powerful set of business tools that allow
organizations to enhance communication work
collaboration among its workforce. Let us briefly
walk through the vital SharePoint tools that
helps run your business more eVectively. Blogs -
A blog is a platform to quickly share your ideas.
SharePoint blogs enables you do that within your
organization. They contain posts that are listed
in reverse chronological order so that you always
have the latest posts on the top. SharePoint
comes with a blog template that makes creating a
blog easy. A blog is a kind of site that
contains lists and libraries. It may include a
list of blog posts, a list of other blogs, and a
library for photos. To eVectively organize the
contents in your blog, you can setup categories,
and then customize the blog settings. Wikis -
Like blogs, wiki is also for better content
sharing and management. Wikis diVers from blogs
in the sense that, unlike blog where a person
writes content, wikis allow multiple users to
edit and enhance the content. According to
Microsoft, "A wiki is a Web site that enables
users to collect team knowledge, plan events, or
work on projects togeth- er. People can easily
add new content or edit existing
content." Discussion Boards - This is again
another means to share information. But getting
more interac- tive with options for people to
discuss topics with other people on board. The
dashboard shows the most recent discussion on the
top with the number of replies received. By
default, SharePoint site has a discussion board
named Team Discussion. However you can change the
name and other settings with admin
privileges. Calendars - The SharePoint calendars
feature provides a rich calendar view. It
supports for all features of a normal calendar
including recurring and all-day events. It is
even better that you will be able to synchro-
nize your SharePoint Online calendar including
contacts tasks with your Microsoft Outlook
application. You can even view them ofline with
MS Outlook.
8
Content Tagging - This is a cool feature where
users can tag their content with related
keywords. Search- ing and tracking information
via tags is now easy. Comments user-driven
ratings can be applied individual pieces of
content. If you tag your content with the 'I like
it" social bookmark, you increase the visibility
of the content. Visio Services - This is a
component of Microsoft SharePoint Server 2010
(and upwards). This service enables sharing and
viewing Visio drawings easy. The service allows
data-connected Visio 2010 web draw- ings to be
refreshed and updated from data sources such as
Microsoft SQL Server databases, Microsoft Excel
workbooks, OLE databases, and custom data
providers implemented as .NET Framework
assemblies.
Microsoft Access Services - This feature allows
users to create, edit, save, and publish
Microsoft
Access databases to SharePoint Online. You
could also share them with others, everything
working intact within a web browser. Users can
publish and share information across teams, and
create and modify data- bases where Access
client is not available or required. Microsoft
Excel Services - This service enables teams to
view and share Excel workbooks in their Share-
Point site. With this service users can make
analysis all in a browser as much as they would
do using Excel client. A great feature for quick
analytics.
Performances Point Services - This service oVers
support for business intelligence
applications.
Using this you can create dashboards that will
outlay key performance indicators (KPI's) in a
very interactive form like scorecards, reports
etc. Presenting data visually makes it easy for a
better understanding of statis- tics.
9
  • SharePoint Navigation
  • Since SharePoint comes up with whole lot of
    features, you may find it hard (atleast
    initially) until you get a hang of the system.
    Navigation in SharePoint can be either
  • Global Navigation (Across sites)
  • Local Navigation ( Within sites)
  • List Navigation (Segregated links)
  • Metadata Navigation.

Global SharePoint Navigation This is the usual
horizontal menu that appears on the top of your
SharePoint site. This remains the same across
diVerent SharePoint sites you may create. It
hosts the commonly used menus like
'Departments', 'Documents', 'Projects', 'Sites'
etc. This is meant as a top level
navigation. Local SharePoint Navigation This is
displayed on the left side of your SharePoint
dashboard. This section hosts the menus with
links to web parts of the current (local) site.
It may also hold links to the sub-sites that you
probably designed during implementation. This
is sometimes referred to as 'Quick Launch' in
SharePoint terminology.
10
List Navigation The whole purpose of SharePoint
is to give an eVective and easy means of managing
your workflow. If you have a lot of SharePoint
sites or Documents that you need to link to your
dashboard, will that not make SharePoint clumsy?
List Navigation comes to rescue. Even if you
have 100's of links to be placed, it would be a
challenge to place it in the Global Naviga- tion
pane or even the Local Navigation quick launch.
The solution is to create a separate sub-sites
with all the links inside a 'master' site. Now,
just place your master site link in the Global
Navigation pane. You can access all those 100's
of links by opening up this master site. Now, you
have both a clutter free SharePoint dashboard,
and also a friendly navigation to all your links
via lists. Metadata Navigation If you have a
massive content in your documents library,
navigation becomes hectic. You can use a sepa-
rate list and store content segregatted
category-wise. But, metadata gives you a more
consolidated view. Here is how to enable
'Metadata' based navigation. Step 1 Decide which
library you would like to have metadata
navigation enabled Step 2 Copy the URL of that
SharePoint site Step 3 Go to 'Site Settings' and
enable 'Metadata Navigation and Filtering'
option Step 4 Go back tot the library you
finalized in Step 1. Goto Library Settings
-gtLibrary Columns -gt Add a New Column Step 5
Name the column appropriately, as it will act as
a filter while fetching data Step 6 Scroll
down to Metadata Term set and create new terms
that closely relate the document Step 7 Click
OK and goto Metadata Navigation Settings menu and
select the document type to the name of the
metadata column you have just created. Voila! you
are done. Have atleast a few documents tagged
with metadata like this. You can now easily
filter the required files using the navigation
filters available.
Page 10
11
4. HubFly powered SharePoint "SharePoint is
indeed great. But we have made it even
better." This is what we can say about our
in-house Business Productivity Tools. Using these
tools in align with SharePoint gives you far
better experience. SharePoint enriched! HubFly
has a rich experience implementing Intranets for
multiple clients for over a decade. We have
handled clients of diVerent sizes and the
interactions we had with each of them gave us lot
of inputs. Their requirements sparked in us a
new concept. Developing custom apps for
SharePoint that will make their worklife much
easy. That is how HubFly business productivity
apps are born.
Every single app we developed with our customers
in mind. We in fact, had a lot of inputs straight
from them. Now, when we see our customers enjoy
and benefit using our Apps, we are immensely
happy. Not one or two. We have a dozen of
them. In this whitepaper let us discuss 6 of the
HubFly productivity apps.
12
Service Requests Making requests for
stationary, workplace facilities are not simple
with this produc- tivity app sitting right there
in your SharePoint dashboard. You could also keep
track of the status of your requests and make
follow-ups all with this neatly designed
intuitive app. Quick Books You might have your
accounts tracked in Quick. You would like to have
a look at your accounts statements including
profit loss statement, expense report and
everything from your Quick dashboard? No worries
logging in again to catch hold of your accounts.
Our Quick Books app gets every- thing displayed
all in your SharePoint dashboard. How easy is
having access to your accounts now? Ideation
Management It is a place for nurturing and
developing ideas. It is said that the best way to
get a good idea is to have a lots of them, and
choose the best ones from it. But how do you
collect lots of them? Our Ideation Management
app comes in handy. Now, you can capture your
ideas whenever it strikes. Since you have easy
access to Ideation Management in your SharePoint
dashboard (which is the only mandatory thing
that will be kept open always in your workplace),
capturing ideas is now easier than ever. You
never have to worry about missing a
point. Timesheet Modules Might be your
organization has a separate timesheet tool that
captures your in-time and out-time. But with our
Timesheet modules app, you need not worry about
logging in to your tool to know the current
status. We pull in data from your timesheet and
neatly present you with a concise overview in
your dashboard. Induction It is how you welcome
your new employees, make them accustomed to the
new environ- ment, outline them with your
organization goals and prepare them for their
role. If you could have it all delivered within
their SharePoint dashboard, will that not be
good? You could still have a real-time induc-
tion. That is how they can interact directly with
their peers. But this app could be a follow-up
to your induction program, further clarifying
and taking them forward and make them work
towards your goals. HR Policies/Procedures
This is often the most misunderstood process,
even by senior employees. They often get lots
of policy related questions whenever they face a
new situation. Think about the to-and-fro mails
to their help desk, the time involved in
resolving, the manpower etc. You could
drastically reduce all the mess by eVectively
showcasing your HR policies and procedures in an
interactive way. A list of FAQ and a clean
navigation of policies, all within their
SharePoint dashboard would make your employ- ees
informed about the company policies.
13
Conclusion SharePoint Online provides Intranet
solutions for small companies to big enterprises.
The cost of imple- menting an Intranet from
scratch could take months to complete. With
Microsoft SharePoint setting up a cloud based
intranet can be done in no time. (although, you
need an expert solutions provider like HubFly to
support with the entire setup). We hope this
whitepaper would serve as a basic document for
you to understand SharePoint, its adminin-
stration console, navigation and the business
solutions apps that it provides. In addition to
that, we have also gone through a few of our
business productivity apps. With SharePoint
Online deployed in your organization, you will
now have a low-risk, low-cost cloud service that
significantly enhances your busi- ness.
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