An introduction to SharePoint Online of Office 365 with a focus on project management.
In this presentation, I demonstrate SharePoint basics, creating a site, managing projects using SharePoint and misc. features. It is dedicated to my teacher, Mr. Leung, who encouraged me to present SharePoint to inspire fellow classmates on how to better manage their projects.
Main introduced features:
- SharePoint basics
- Creating sites (under OneDrive for Business)*
- Managing projects
*Note: Sites created this way are traditional Sites instead of the new style of Sites created by Office 365 Groups
Other introduced features:
- Co-Authoring
- Checking Out/In
- Version History
- Alerting
- Syncing with OneDrive for Business
- Site Mailbox (Discontinued. Available in Office 365 Groups at the time of writing)
- OneNote
- Modern UI and Classic UI
- Mobile Access
- Customizing Site Design
- User Management
- Sharing a SharePoint Site
- Wiki Page
- All Site Contents
3. Teaser – Traditional Scenario
Image source: SharePoint Comics - Microsoft TechNet Blogs
https://blogs.technet.microsoft.com/sharepointcomic/2009/03/19/sharepoint-comics-comics-on-sharepoint/
Q: Which 2 features of
SharePoint solve this?
A:
• Document Library
• Get a link / Share
4. Walkthrough (live demo) of SharePoint basics & project management
• Introduction – Why SharePoint? What are Sites, Lists, Libraries?
• Implementing Sites– Access, Creation, Customization & Sharing
• Tasks for Project Management– Integration with Microsoft Project
• More Features – File Versioning, Co-Authoring, Alerting & Syncing
• Q&A
This session will be recorded and slides will be shared on the
SharePoint site to be built as part of live demo
Agenda
6. • Email for collaboration
- Hard to find the latest information or file version in a sea of emails
• File server for document collaboration and management
- Does not have document version control. Recovering every single save may not be possible with traditional
backup, and may need to go through I.T.
- Cannot collaborate on the same file concurrently
- No sharing or access over HTTP/HTTPS
• Calendar and task management
- Each member manage their own calendar and task list without centralization
• Searching for content within files and/or organization
- Without a powerful search engine to locate content. Only file names may be searched
• Checking for updates
- Cannot be alerted automatically when there is an update. Need to check manually
• Editing Office documents with third-party web apps
- Office documents not displayed or formatted properly
Limitations of Existing Approaches
SharePoint is the answer
7. Introducing SharePoint
A customizable platform of sites accessible by web browsers (and
native mobile apps) providing a variety of tools which facilitates
collaboration, file sharing, project management, and more.
8. Meet Monique, who is in trouble of project coordination…
“SharePoint in Simple English” – http://youtu.be/s12Jb5Z2xaE from the SharePoint End User Content Team at Microsoft
Why Manage Projects with SharePoint? (Video)
9. • Growing strong since its launch in 2001
• Available as a part of Office 365 suite, Azure-hosted & on-premises
• Integration with Microsoft products
• Export lists to Excel, Open calendars/tasks in Outlook/Project, etc.
• Commercially, SharePoint is leveraged broadly
• Lots of enterprises already using SharePoint
• >160 million users across 75,000 customer organizations (until Nov, 2015)
• Strong SharePoint community, e.g. SharePoint Saturday HK
• MCSE and MCSD – SharePoint certification available
SharePoint is Everywhere
25. Take note of your unique address
bit.ly tinyurl.com
http://.../SiteName
ShortURL
Creating a Site
26. Introducing Wiki Page
• A wiki page is any page with a top-right ‘Edit’ button
• Home Page of Team Site template set during site creation
• For other site templates, this can be manually added as an app (Wiki Page) or enabled as
home page under Manage Site Features
• Similar to Wikipedia: Create a new wiki site page, link (or crosslink) existing
pages using [[…]] wiki syntax
• WYSIWYG (What You See Is What You Get) editing experience
39. • Create a new project site. Take note of its address. Shorten it
• Add an app and its web part to site homepage. Adjust properties
• Share the site with more members with different groups/permissions
• Try modifying existing group members and/or permissions
• Try creating a new document by clicking ‘new…’ and/or uploading
• Search the created document with wildcard ‘*’
• Get a URL for the document and share it with others within SharePoint
• Create an event on a calendar. Drag it to another date
• Create a task with an expired due date. Observe it on Project Summary in the site homepage
Exercise 1
64. Co-Authoring
Checking Out/In
Version History
Alerting
OneDrive for Business
Mobile Apps
And more…
More SharePoint Features
65. Co-Authoring
Multiple
without
conflicting
Difference in behavior among Office versions
Office Online/2016: Edits can be seen in real time in each other’s applications
Office 2013/2010: Paragraphs edited by others are unavailable until document is saved by
the other end Image credit: https://blogs.office.com/2015/10/30/word-real-time-co-authoring-a-closer-look/
66. Check Out
A checked out document cannot be
edited by others
Checking Out/In
Prevent others from editing a file
66
Check In
Check in a document you currently have
checked out
Optional: Input comments about
changes made and log into version
history
Discard Check Out
Check in a document you/others
currently have checked out,
discarding any changes made
74. • Add a task to timeline, display it as a callout and
change its colors
• Open Tasks app in Microsoft Project Professional,
observe the timeline. Make edits there and save
(sync bi-directionally)
• Create multiple site pages using wiki [[…]] syntax and
link back and forth
• Create alerts on a document library and a discussion
board. Ask member to post. Set them to alert at
once when anything changes
• In the document library, try editing a Word
document concurrently with a member using Word
Online. Make a few edits. Do the same again with
Word 2010/13 application. Notice the difference in
user experience
• Try restoring the Word document to the earliest
revision
• Try deleting a document and restore it from Recycle
Bin
• Check your personal mailbox (many alert emails
should be received)
• Edit site using SharePoint Designer 2013 (optional
free download)
• https://www.microsoft.com/en-
us/download/details.aspx?id=35491
Exercise 2
Editor's Notes
Get a link (URL)
(Office Web Apps, integration with Microsoft Project Pro, OneDrive for Business, etc.)
Have you heard of the Wikipedia? Every page on SharePoint is a wiki page that supports wiki syntax. Powerful yet easy to use, thanks to a What You See Is What You Get editor.
SharePoint has a lot of features. If you ever get lost, just click “All Site Contents”, located at the bottom left corner where you can see everything in one place.
Shorten URL - http://bit.ly/prosp or p2bsp
Thanks Ben. So far we’ve shown you the high-level details. Now let’s move on to dig deeper on the lower-level GOODNESS of SharePoint.
Version History, Co-Authoring…. Let’s go through each of them now
Instead of creating a Project Site directly, create a Team Site first, then manually add the Project Summary web part under ‘Categories: Content Rollup > Project Summary