Location via proxy:   [ UP ]  
[Report a bug]   [Manage cookies]                
SlideShare a Scribd company logo

SharePoint for Project Management (2016)

•Download as PPTX, PDF•
•

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

1 of 77
for Project Management (2016) @wandersick
SharePoint for Project Management (2016)
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
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
Why SharePoint? Implementing Sites Tasks for Project Management More Features Q&A SharePoint Introduction Agenda
• 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
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.
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)
• 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
SharePoint Community Local SharePoint events Image source: SharePoint Saturday Hong Kong https://niftit.com/sharepoint-saturday-hong-kong-recap/
What is a SharePoint Site?
SharePoint Site O365 Menu Ribbon Search Top-Link Bar Quick- Launch Bar (Access Apps) Web Parts of Apps (Lists & Libraries) Notifications & Settings
Sites, Lists & Libraries (Apps) http://youtu.be/SMPRW7YJ98g
Document Library (as a web part) Document Library Apps (Lists & Libraries) & Their Parts
Document Library Announcement & Discussion Project Summary (Timeline-view) Lists & Libraries (Apps) on a Sample Site Project Summary (Task-view)
Document Library (Another) Calendar Lists & Libraries (Apps) on a Sample Site
‘Gantt view’ of Tasks app Lists & Libraries (Apps) on a Sample Site
‘My Tasks’ view of Tasks app Lists & Libraries (Apps) on a Sample Site
SharePoint for Project Management (2016)
SharePoint Introduction Implementing Sites Tasks for Project Management More Features Q&A Implementing Sites Agenda
Logging In to SharePoint Online http://portal.office.com/
Creating a Site
Creating a Site
Creating a Site
 Take note of your unique address bit.ly tinyurl.com http://.../SiteName ShortURL Creating a Site
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
Manually Activate ‘Wiki Page Home Page’
Manually Activate ‘Project Functionality’
Customizing a SharePoint Site
Customizing a SharePoint Site
Customizing a SharePoint Site
Customizing a SharePoint Site
Customizing a SharePoint Site
Customizing a SharePoint Site
inviting Sharing a SharePoint Site
Advanced User Management • Permission levels • Members: Contribute • Owner: Full Control • Visitors: Read • Manage users and groups
 Manage Contents (e.g. Apps & Sites)  Access Recycle Bin “All Site Contents” – Manage All Things Here
All Site Contents – App Settings / Removal
• 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
SharePoint for Project Management (2016)
SharePoint Introduction Implementing Sites Tasks for Project Management More Features Q&A Tasks for Project Management Agenda
https://myignite.microsoft.com/sessions/20582
1. Creating a Task a. Under Tasks app, click ‘new task’ to create a task
1. Creating a Task b. Fill in the remaining columns, e.g. select a due date, then click ‘Save’
1. Creating a Task c. The new task has been created
1. Creating a Task d. Viewing properties of the created task
2. Creating a Sub-Task a. Click ‘…’ on a parent task, and click ‘create subtask’
2. Creating a Sub-Task b. Fill in the remaining columns, e.g. select a due date, then click ‘Save’
2. Creating a Sub-Task c. The new sub-task has been created
3. Adding a Task to Timeline a. The parent task has been added on the timeline. The sub-task will be added next
3. Adding a Task to Timeline b. On the sub-task, click ‘…’, and click ‘add to timeline’
3. Adding a Task to Timeline c. The sub-task has been added on the timeline. Notice the extended time range
4. Displaying a Task as Callout a. Select a task on the timeline. Under ‘Timeline’ tab of ribbon, click ‘display as callout’
4. Displaying a Task as Callout b. The task is now displayed as a callout. Try dragging it to move its position
a. Try modifying the visual properties of tasks on timeline, e.g. changing colors 5. Changing Visual Properties of Timeline
b. The color of the task on the timeline has been changed from blue to purple 5. Changing Visual Properties of Timeline
6. Friendly Dates  For readability, friendly dates (e.g. Yesterday, Monday) are on for days close to today
a. Under Tasks app, click ‘Lists’ on the ribbon, and click ‘Open with Project’ 7. Opening Tasks List in Microsoft Project
b. Tasks on SharePoint can be edited in Microsoft Project 7. Opening Tasks List in Microsoft Project
a. Click Save to sync. Optionally map fields which needs to be synced 8. Sync between Project and SharePoint
b. Optionally sync by specifying a site and task list 8. Sync between Project and SharePoint
SharePoint for Project Management (2016)
SharePoint Introduction Implementing Sites Tasks for Project Management More Features Q&A More Features Agenda
 Co-Authoring  Checking Out/In  Version History  Alerting  OneDrive for Business  Mobile Apps  And more… More SharePoint Features
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/
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
Version History  Enabling recovery every previous version 67 Indicates who made the change
Alerting Proactively receive updates on things modified by others
Syncing with OneDrive for Business
Site Mailbox SiteName
OneNote
Modern UI Classic UI
Mobile Access – via Web or Apps
• 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
SharePoint for Project Management (2016)
SharePoint for Project Management (2016)
SharePoint for Project Management (2016)

More Related Content

SharePoint for Project Management (2016)

  • 1. for Project Management (2016) @wandersick
  • 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
  • 5. Why SharePoint? Implementing Sites Tasks for Project Management More Features Q&A SharePoint Introduction 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
  • 10. SharePoint Community Local SharePoint events Image source: SharePoint Saturday Hong Kong https://niftit.com/sharepoint-saturday-hong-kong-recap/
  • 11. What is a SharePoint Site?
  • 12. SharePoint Site O365 Menu Ribbon Search Top-Link Bar Quick- Launch Bar (Access Apps) Web Parts of Apps (Lists & Libraries) Notifications & Settings
  • 13. Sites, Lists & Libraries (Apps) http://youtu.be/SMPRW7YJ98g
  • 14. Document Library (as a web part) Document Library Apps (Lists & Libraries) & Their Parts
  • 15. Document Library Announcement & Discussion Project Summary (Timeline-view) Lists & Libraries (Apps) on a Sample Site Project Summary (Task-view)
  • 17. ‘Gantt view’ of Tasks app Lists & Libraries (Apps) on a Sample Site
  • 18. ‘My Tasks’ view of Tasks app Lists & Libraries (Apps) on a Sample Site
  • 20. SharePoint Introduction Implementing Sites Tasks for Project Management More Features Q&A Implementing Sites Agenda
  • 21. Logging In to SharePoint Online http://portal.office.com/
  • 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
  • 27. Manually Activate ‘Wiki Page Home Page’
  • 28. Manually Activate ‘Project Functionality’
  • 36. Advanced User Management • Permission levels • Members: Contribute • Owner: Full Control • Visitors: Read • Manage users and groups
  • 37.  Manage Contents (e.g. Apps & Sites)  Access Recycle Bin “All Site Contents” – Manage All Things Here
  • 38. All Site Contents – App Settings / Removal
  • 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
  • 41. SharePoint Introduction Implementing Sites Tasks for Project Management More Features Q&A Tasks for Project Management Agenda
  • 43. 1. Creating a Task a. Under Tasks app, click ‘new task’ to create a task
  • 44. 1. Creating a Task b. Fill in the remaining columns, e.g. select a due date, then click ‘Save’
  • 45. 1. Creating a Task c. The new task has been created
  • 46. 1. Creating a Task d. Viewing properties of the created task
  • 47. 2. Creating a Sub-Task a. Click ‘…’ on a parent task, and click ‘create subtask’
  • 48. 2. Creating a Sub-Task b. Fill in the remaining columns, e.g. select a due date, then click ‘Save’
  • 49. 2. Creating a Sub-Task c. The new sub-task has been created
  • 50. 3. Adding a Task to Timeline a. The parent task has been added on the timeline. The sub-task will be added next
  • 51. 3. Adding a Task to Timeline b. On the sub-task, click ‘…’, and click ‘add to timeline’
  • 52. 3. Adding a Task to Timeline c. The sub-task has been added on the timeline. Notice the extended time range
  • 53. 4. Displaying a Task as Callout a. Select a task on the timeline. Under ‘Timeline’ tab of ribbon, click ‘display as callout’
  • 54. 4. Displaying a Task as Callout b. The task is now displayed as a callout. Try dragging it to move its position
  • 55. a. Try modifying the visual properties of tasks on timeline, e.g. changing colors 5. Changing Visual Properties of Timeline
  • 56. b. The color of the task on the timeline has been changed from blue to purple 5. Changing Visual Properties of Timeline
  • 57. 6. Friendly Dates  For readability, friendly dates (e.g. Yesterday, Monday) are on for days close to today
  • 58. a. Under Tasks app, click ‘Lists’ on the ribbon, and click ‘Open with Project’ 7. Opening Tasks List in Microsoft Project
  • 59. b. Tasks on SharePoint can be edited in Microsoft Project 7. Opening Tasks List in Microsoft Project
  • 60. a. Click Save to sync. Optionally map fields which needs to be synced 8. Sync between Project and SharePoint
  • 61. b. Optionally sync by specifying a site and task list 8. Sync between Project and SharePoint
  • 63. SharePoint Introduction Implementing Sites Tasks for Project Management More Features Q&A More Features Agenda
  • 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
  • 67. Version History  Enabling recovery every previous version 67 Indicates who made the change
  • 68. Alerting Proactively receive updates on things modified by others
  • 69. Syncing with OneDrive for Business
  • 73. Mobile Access – via Web or Apps
  • 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

  1. Get a link (URL)
  2. (Office Web Apps, integration with Microsoft Project Pro, OneDrive for Business, etc.)
  3. 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.
  4. 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.
  5. Shorten URL - http://bit.ly/prosp or p2bsp
  6. 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
  7. 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