1. SharePoint for Oxford: Briefing Session
Ian Senior
OUCS Nexus Team

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

3. 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

4. SharePoint Roles

5. What benefits will SharePoint provide?
Document management:
Versioning on documents
Check-in/out
Single authoritive document
Removes 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 integration
Shared calendars and Nexus calendar integration

6. 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).

7. 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.

8. 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.

9. Do I…? Can I…?
Need to be using Nexus 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.

10. 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 integration
Calendars

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

12. 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.

13. 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)

14. Basic SharePoint Committee Site

15. 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

16. Document Library

17. Meetings View

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

19. Calendar

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

21. Announcements

22. Alerts and RSS Feeds

23. Notification

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

25. Synchronize with Outlook

26. Outlook Synchronized

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

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

29. What else is available? Calendars – Can sync with Outlook calendars
Announcements – View using RSS feeds or receive 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

30. 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

31. 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

32. Meeting Workspace

33. 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.

34. Creating Document Workspace

35. Document Workspace

36. 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

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