SharePoint for Oxford:
Briefing Session
Ian Senior
OUCS Nexus Team
Today’s talk
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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:
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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
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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
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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?
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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
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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
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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?
You can contact me via:
groupware-pt@oucs.ox.ac.uk
OUCS 13 Banbury Road
Tel: 273220