SharePoint for Oxford: Briefing Session Ian Senior OUCS Nexus Team

Today’s talk Overview of SharePoint Overview of early adopters brief ‘Committee’ site example Useful features and integration with MS Office components Demo Questions

What is SharePoint? Microsoft Office SharePoint Server 2007 is a platform for sharing information and working together in teams and communities: it helps manage people-driven processes It provides comprehensive content management and university-wide search, which will help accelerate shared business processes, and facilitate information-sharing It provides an infrastructure which gives users the tools to easily create their own workspaces and share information across teams SharePoint does not replace public-facing web sites

SharePoint Roles

What benefits will SharePoint provide? Document management: Versioning on documents Check-in/out Single authoritive document Removes email and versioning issues Can create and use templates Provides document metadata Search feature available Group collaboration Many people can interact, discuss and work all within SharePoint Privacy of information but 24/7 web access Owners determine who can see and use a site External collaborators will be able to see and use sites if site owner allows access Group communication RSS Alerts Discussion areas Nexus email integration Shared calendars and Nexus calendar integration

Early Adopters Call 1,500 discrete SharePoint sites, are available across the collegiate University, in the following areas: Committee work, including meeting scheduling and document sharing (300 sites); Collaborative research (500 sites); Student/University clubs and societies, especially their internal management (100 clubs); Personal intranet sites ("MySites") to enable sharing of documents and other forms of collaboration (500 My Sites).

Early Adopter Call OUCS seeks to maximise the impact of the pilot service; Any section of the University can apply for sites; Ensure appropriate representation of activities and constituent parts of the University; Be assured of demonstrable support from participating units; Early adopters chosen by OUCS management committee; Early adopters expected to participate in the evaluation process.

Expressions of interest You should provide the following information: Summary of the specific activities to be supported by SharePoint, whether research, committee, society work, or individual user profiles(via “MySites”); An indication of the sites life-span; The names of individuals who will be: Service Contact, responsible for provisioning sites Site Sponsor, responsible for overseeing the development of one or more sites within a unit; ITSS member responsible for providing local support and bespoke training within a unit.

Do I…? Can I…? Need to be using Nexus E-mail in order to use Nexus SharePoint? No you do not, but you do need your SSO account to be activated first. Can Colleges use SharePoint? Yes, its open to Colleges to use. If I'm already using Weblearn for a research project / committee will I have to move to SharePoint? No, we won’t make you move to SharePoint. Can we request other site types? We are only building 4 site types in the pilot project. Can I use it for my public web site? No, SharePoint does not replace public web sites.

What will be provided? SharePoint site comprises of: A site collection with 5GB quota of space including recycle bins (x2) Oxford styled template for your site type Owner access to the site – edit and design roles Standard SharePoint features e.g. document library etc. Nexus e-mail integration Calendars

What’s in a basic SharePoint site? Shared document library Calendar Tasks Discussion Lists Announcements Group/people management

Site additions Self created sub-sites such as ‘Meeting Work Space’ and ‘Document Work Space’. These are transient sites created by site owner Other possible sub-sites include Wiki and Blog sites.

Generic Oxford Committee Site Intro section Remit Announcements Calendar Contact Details (– chair, secretary or admin) Committee Members Related Links Site Users (– see who can access the site)

Basic SharePoint Committee Site

Document Library Use ‘Views’ to see content Allows grouping of documents for a given meeting Allows permissions to be set Use Audiences as means of displaying content Check-in and out available Versioning available (affects your quota) Can setup templates for users e.g. agenda/minutes etc. Alerts available RSS feeds available

Document Library

Meetings View

What else is available? Calendars – Can sync with Outlook calendars

Calendar

What else is available? Calendars – Can sync with Outlook calendars Announcements – Available on the site or via RSS feeds and email alerts when items change.

Announcements

Alerts and RSS Feeds

Email Notification

What else is available? Calendars – Can sync with Outlook calendars Announcements – Available on the site or via RSS feeds and email alerts when items change. Synchronize document library to work offline

Synchronize with Outlook

Outlook Synchronized

What else is available? Calendars – Can sync with Outlook calendars Announcements – Available on the site or via RSS feeds and email alerts when items change. Synchronize document library to work offline Set Permissions on lists and even documents

What else is available? Calendars – Can sync with Outlook calendars Announcements – View using RSS feeds or receive email alerts when things change. Synchronize document library to work offline Set Permissions on lists and even documents Conduct Discussions with committee colleagues

What else is available? Calendars – Can sync with Outlook calendars Announcements – View using RSS feeds or receive email alerts when things change. Synchronize document library to work offline Set Permissions on lists and even documents Conduct Discussions with committee colleagues Meeting and Document Workspaces

Meeting Workspace Provides area for organising the next meeting: Agenda Meeting documents Can hide some documents from junior members Lists attendees Meeting discussion area Provides secure area for working and discussions Task list Links to sites/documents relevant to meeting

Creation of Meeting Workspaces Site owner creates meeting workspace site: Usually through SharePoint site: Through the calendar By normal site creation methods Can be created within Outlook if you have the right permissions

Meeting Workspace

Document Workspace Similar to Meeting Workspace Space to collaborate on one or few documents Has discussion and calendar functionality Control over who can see the workspace Can create from SharePoint document library Use for finalizing agenda/minutes/reports before wider publication.

Creating Document Workspace

Document Workspace

What about Mac or Linux users? System is built by Microsoft so Windows centric Browsers fully supported by SP2007 limited to Internet Explorer for site owners. However will mostly work with e.g. FireFox OUCS version will support IE7 & IE8, Other browsers will work at member level Own tests indicate Linux/Mac users can interact reasonably with SP2007 OUCS will upgrade to version 2010 as soon as possible – which works properly with more browsers and platforms

Thank you! Questions? groupware-pt@oucs.ox.ac.uk You can contact me via: groupware-pt@oucs.ox.ac.uk OUCS 13 Banbury Road Tel: 273220