You donât plan to share them.
Documents you place in OneDrive for Business are private until you share them. This makes OneDrive for Business your best option for draft documents or personal documents that no one else needs to see. Itâs tempting to save all your documents to OneDrive for Business. The link to your OneDrive for Business library is always sitting there at the top of the page, ready for you to upload or create a document from OneDrive for Business. However you need to think about who can and canât access the documents you save to OneDrive for Business. If a document is a collaborative effort related to a project, then saving to a team site might be a better choice. What's the difference between OneDrive for Business and a SharePoint team siteOneDrive for Business is a place where you can store files from your computer into the cloud, and access them from any device, or share them with others. As part of Office 365 or SharePoint Server, OneDrive for Business lets you update and share your files from anywhere and work on Office documents with others at the same time. A SharePoint team site is a place that users can collaborate on files, documents, and ideas. It is set up to facilitate two way communication between team members. SharePoint offers a full range of document libraries, task lists, calendars, workflows, wikis, and other features to help a team communicate and collaborate. With both OneDrive for Business and a SharePoint team site, your files are stored in the cloud. You can sync either OneDrive for Business or SharePoint to your computer. See Sync files with the OneDrive sync client in Windows or sync SharePoint files for more info. When to save documents to OneDrive for Business
When to save documents to a team site library
If you have a small business, it's ideal to set up your file storage and sharing so you use OneDrive for Business and your Office 365 team site together. Check out this tutorial on customizing your team site. The tutorial includes steps for how you can promote your team site so your team members can quickly navigate back and forth between their OneDrive for Business folder and your Office 365 team site. Move documents from OneDrive for Business to team sitesSometimes individual documents grow in importance and become relevant to a project. When that happens, it may make sense to copy files from OneDrive for Business to a team site. Troubleshoot moving documents from OneDrive for BusinessThere are a few issues to keep in mind when moving documents from OneDrive for Business to a team site library:
In this SharePoint tutorial, we will discuss what is SharePoint? What are the advantages of using SharePoint in an organization? Different features of SharePoint? What are different ways we can access SharePoint?
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We will also see various SharePoint Products.
SharePoint Online tutorial contents:
What is SharePoint?
This question comes first comes to our mind, What is SharePoint? There is no particular definition of SharePoint, People define SharePoint in different ways according to its features and functionalities.
SharePoint is a browser-based collaboration and document management platform from Microsoft. Itâs content management feature allows organization or users to securely store, share and collaborate with each other. It is one of the award-winning product from Microsoft which helps millions of organizations to improve productivity.
Some say SharePoint is an enterprise information portal from Microsoft that can be configured to run Intranet, Extranet and Internet sites.
SharePoint is a web application from Microsoft that enables organizations to work more efficiently by letting users share documents, data, and information. It provides document management, collaboration feature which increased the productivity of an organization.
We say SharePoint Products and Technologies because SharePoint is a web-based platform which contains various products and technologies to develop various corporate portals. By using SharePoint organizations can easily create and manage their own collaborative websites.
SharePoint is one of the popular portal technologies, lots of small to large scale organizations are using SharePoint to develop their portal. It is a scalable, extensible, and customizable portal solution for various organizations.
It helps you better store, share, and manage digital information within your organization. In no time you can create team sites to collaborate with each other, by using SharePoint lists and libraries you can store information, documents, etc.
According to Microsoft official site, More than 200,000 organizations and 190 million people have SharePoint for intranets, team sites and content management.
Various SharePoint ProductsWhat is SharePoint Online?
SharePoint Online is a cloud-based service from Microsoft. Organizations can access SharePoint without installing anything on their premises. So rather installing anything, you can take a subscription of Office 365 or SharePoint Online standalone subscription.
Users can create sites, store and share documents with colleagues, partners, and customers.
SharePoint Server:
Here, Organizations can deploy and manage SharePoint On their premises. The latest versions of SharePoint is SharePoint server 2019. This has all the modern features like Modern team site, pages, list, and libraries, etc.
SharePoint Foundation:
SharePoint foundation version was last available for SharePoint 2013. This is the free SharePoint on-premises version. By using SharePoint foundation version, users can create sites, pages, documents, lists, etc.
SharePoint Designer 2013:
SharePoint designer 2013 is a free tool to customize sites as well as to build powerful, workflow-enabled solutions.
OneDrive for Business sync:
A desktop program that you can use to sync documents from a SharePoint team site or OneDrive for Business to your computer for offline use.
SharePoint Features and Benefits
SharePoint has various useful features and benefits which helps organizations to improve team collaboration and productivity.
Team Collaboration and Sharing:
Using SharePoint, organizations can create and use SharePoint sites to increase team collaboration and productivity. Organizations can create intranet portals for your internal employees, can create public facing sites for your users etc.
Organizations can create team sites for various teams which can have lists and document libraries to store information or documents and share with other users securely. You can also create various subsites under a site for various departments and store related documents or information in the respective sites.
To make it easy for teams to work, SharePoint various templates to store information like tasks lists to create and maintain teamâs task, contacts list to store contact information, calendar list to create events, etc.
SharePoint is very easy to use and you can share documents and information with your team members, with your business users easily in a secure way which ultimately increases team collaboration.
What is SharePoint?
Create Project Sites:
SharePoint provides project site templates, in an organization, you can create project sites by using project site template in SharePoint to manage small to large complex projects.
A project site will have:
Automate your Business Process using Workflows
You can automate your business process by using SharePoint workflows or Microsoft Flow. This saves time, effort and money. Whether it leaves request, timesheet management, material management, laptop request, etc. SharePoint provides various out of box workflow templates to use, either you can use out of box workflows or you can create custom workflows using SharePoint designer 2013 or visual studio.
Search:
SharePoint has a very powerful Search which organization can benefit from. Users should get relevant documents or information whenever they search for something.
Sharepoint And The Benefits It Provides For A Buisness School
SharePoint Search results can contain links to documents, list items, web pages, libraries, and sites etc. Also, SharePoint search results are security trimmed, means if you do not have access to the content, the document or list items will not appear in the search result.
Build:
SharePoint provides lots of out of box features which you can use inside your organization without much customization. But SharePoint also allows you to build using various market standard technologies like JavaScript, jQuery, AngularJS, Rest API, C#.Net etc. You can build custom solutions and deploy to SharePoint.
How Can Organizations Access SharePoint?
An organization can access SharePoint in two different ways: by setting up everything on their premises or they can access and use SharePoint on a subscription model.
SharePoint On-premise
In SharePoint on-premise, the Organization will be fully responsible for builds, configures, and manages its own SharePoint environment. As an organization, you need to buy the hardware and software required for SharePoint and you need to install and maintain your environment. You can read an article on SharePoint 2016 and SharePoint 2013 hardware and software installation requirements.
Organizations will be having full control of the environment and organizations can deploy custom solutions without any restrictions.
SharePoint Online (Office 365 Cloud)
On the other hand, organizations can use SharePoint as a service from Microsoft cloud service popularly known as Office 365.
Office 365 is the cloud platform from Microsoft. In this case, SharePoint will be hosted and maintained by Microsoft in its own data centers. The organization will never worried about configuring or maintaining the environment, Microsoft takes care of all. The organizations need to subscribe based on their requirement and use it without worrying about maintaining servers. Organization pay for what they use.
Read a detailed article on SharePoint Online
So to choose from the two, you need to think about the current as well as future planned needs of your organization.
Remember SharePoint is a browser-based platform, so your employees can access SharePoint from a browser itself. Locally they do not need to install any extra hardware or software to use SharePoint. Most updated browsers are supported by SharePoint. Read an article on Browsers supported in SharePoint
Different Versions of SharePoint?
Below are on-premise versions of SharePoint.
Microsoft is adding new features in SharePoint online and you will get notified for this.
Get started with SharePoint today!
If you want to start SharePoint implementation on your Organizations, contact us today. TSInfo Technologies is one of the leading SharePoint development company India. We provide SharePoint consulting, development, migration and SharePoint training services. We also provide Nintex development and training services.
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APPLIES TO: 2013 2016 2019 SharePoint Online
This article provides an overview of My Sites end-user functionality and benefits for consideration by enterprise business decision makers or SharePoint administrators. It does not discuss the architecture of My Sites or information about planning and configuring My Sites.
If you are a SharePoint administrator who is responsible for configuring My Sites in your organization, use this article together with Plan for My Sites in SharePoint Server to understand and plan for My Sites. You can then use Configure My Sites in SharePoint Server to configure My Sites and Plan user profiles in SharePoint Server to see how user profile setup can influence the information that is displayed in My Sites.
Uses and benefits of My Sites
In SharePoint Server, a My Site is a personal site for individual users in an organization. Although an organization can customize My Sites, by default users will be able to click on the app launcher at the top of every page to display tiles for:
The default links on the left navigation bar that are visible to the owner of the My Site are as follows:
When a user views another user's profile, the links on the left navigation bar are similar, but also include a link to Documents and People. The Documents link lets other users view the My Site owner's public documents stored on the owner's OneDrive for Business, and the People link displays the people whom the My Site owner is following.
My Sites give users rich social networking and collaboration features, which enable users to explore and share interests, projects, business relationships, content, and other data with people in the organization.
Because My Sites enable users to easily share information about themselves and their work, this sharing of information encourages collaboration, builds and promotes information about expertise, and targets relevant content to the people who want to see it. Once My Sites are deployed, a user can access his or her My Site by clicking his or her user name in the top-right corner of a SharePoint Server page and then clicking About me. A user can also click any photo or a name in a newsfeed to be directed to that user's My Site profile.
Newsfeed
Newsfeed is the user's social hub where he or she can see updates from the people, documents, sites, and tags that the user is following. Newsfeed is the default page that displays when a user accesses his or her My Site. This page displays the feed of recent activities related to a user's specified colleagues and interests. Users can customize their newsfeeds by adding or removing colleagues they are interested in, specifying interests, and configuring the kind of activities they want to follow, such as when a colleague tags a shared interest.
When the system generates an activity related to a user's action, such as when the user follows a site or changes a document, the activity includes the URL of the related item and an activity is created with a link to the affected content. These activities are security trimmed , which means that users can only see activities with links to which they have permission. This differs from user-generated posts with URLs to site or content, which are not security trimmed.
The Newsfeed page contains the information shown in the following table.
OneDrive
The OneDrive tab or tile links to the user's OneDrive for Business. OneDrive for Business is the user's personal file storage and synchronization service for business use.
The user's OneDrive for Business usually includes a private folder and a folder that is shared with everyone, or with specific people. For more information, see Overview of OneDrive for Business in SharePoint Server.
Sites
The Sites tab lists the sites that the user is following and suggested sites that the user might find interesting. The user can use this to easily keep track of the sites he or she is most interested in.
About me
The About me is the default page that displays when a user accesses another user's My Site. This page displays the user's profile page to other people in the organization. The About me is also the default page that displays when a user accesses another user's My Site by clicking the user's name or profile picture.
SharePoint Server provides user profile policies that specify how profile information is displayed and how it can be used. Although there are recommended default policies for features and properties exposed in user profiles and personal sites, you can configure custom policies to meet specific needs of the organization. For example, you can configure a property to be more or less visible by default, and allow a user to override default settings for properties that you want to give them control over. You configure these policies for the User Profile service in the SharePoint Central Administration website. For more information, see Plan user profiles in SharePoint Server.
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The About me page includes a title that is typically 'About < user's name>' and it displays the user's profile data, such as the user's picture, title, group and telephone number.
The About me page contains the information shown in the following table.
Blog
Blog is a Web Part page that the My Site owner can use to publish a blog. By default, the Blog page displays a left navigation pane with links to the user's blog categories and archives that can be edited.
The user can also customize the Blog page by editing the page, by adding apps to the page, or by changing the look of the page.
Apps
Displays the lists, libraries, and other apps for the user.
Tasks
Displays tasks assigned to the user. This is only visible to the owner of the My Site page.
The tasks can be viewed based on importance, status (active), whether they are completed, recently added, or personal.
See alsoConcepts
So your business or nonprofit has acquired Office 365 / SharePoint Online. You made it to the homepage of SharePoint. What is your next step? Well, many just start uploading documents into the default library that appears on the homepage. I know, it is tempting. But as I stated on previous posts â SharePoint is not DropBox. The reality is â unless you want to turn your SharePoint into âWild Westâ of documents, you need to first have a plan of what you want your future SharePoint environment to look like. Before the builder builds the house, they put together an architectural drawing which gives you an idea (even before the first shovel of dirt is moved) of what the house will look like, location of all rooms, how big each room will be and how you would navigate around the house. Same applies to SharePoint. You need to have an idea of types of sites you plan to have, who will have access to what site, what you plan to store on those sites, will you share documents externally, etc.
What is SharePoint Information Architecture?
Since we are not architecting houses, but rather are architecting information (documents, data, etc.), in SharePoint we use the term SharePoint Information Architecture. The official definition of SharePoint Information Architecture can be found below:
âSharePoint Information Architecture is the art and science of organizing and labeling the content (documents, data, sites) to support findability and usabilityâ
So how do we even approach the whole SharePoint Information Architecture?
In reality, SharePoint Information Architecture is made up of a lot of different components. However, in my opinion, and to keep it simple, SharePoint Information Architecture consists of the following 4 major building blocks:
I have prepared a slide deck to visually capture and summarize each of the items above, you can check it out at the end of this blog post. What I would like to do now is expand on each of the building blocks and provide more context of what each one means and why it is an important aspect of SharePoint Information Architecture.
SharePoint Information Architecture Building Block # 1: Site Hierarchy
This is the first, but the most challenging step. You kind of need to layout an overall vision/strategy for your SharePoint environment. You really need to have a general idea of how SharePoint will be used by an organization. Some of the questions you need to ask yourself are:
1. Are you looking to migrate all your documents from file shares to SharePoint and make it THE single source/repository for all of companyâs documents?
2. Are you planning to share any content with external users (users who are not part of your organization)? 3. What are the types of sites you plan to have in your SharePoint? For example, project sites, department sites, portals to store policies & procedures?
Depending on how you answer questions above will depend on what the Site Hierarchy will look like. SharePoint structures the sites in so-called Site Collections. By default, with SharePoint online, you get a single site collection, which has an address in the following format: http://your_company_name.sharepoint.com In SharePoint we call it a site collection. Essentially, like the name suggests, it is a collection of sites that has 1 site (top level) and sub-sites underneath)
If you are a small organization you can typically get away with just 1 site collection and host all your organizational sites and content on just 1 site collection.
Many organizations just stay within a single (default) site collection and build hierarchies of sites under the Homepage. This is fine if you only plan to have few sites. However, if you are building a true Intranet with a mix of Project sites, Department Sites, sites for external sharing, business portals with workflows â the best practice is to separate those site into several different site collections. There are many reasons for doing so. But the main ones being: Administration, Security and Performance. One clear example is external sharing. Say you want to setup sites that will be externally shared. You are better off sticking them into a separate site collection altogether. This way you can control (enable/disable) external sharing at the site collection level and avoid a situation where your users accidentally share sites outside which were not meant to be shared (i.e. Internal Department sites).
Once you segregate your sites into separate site collections, you need to decide the hierarchy for each site collection. For example, all of the project sites need to sit under a single PMO / Project Dashboard Homepage. This way all new project sites created wonât be lost in the site collection jungle and will all be organized neatly under 1 parent site. Same applies to other types of sites â you want to keep them organized and together. You also need to try and keep the overall site hierarchy as flat as possible (do not build sub-sites under sub-sites under sub-sites!)
Information Architecture Building Block # 2: Navigation & Search
The whole reason you probably migrated to SharePoint was to simplify for your users the process of searching and finding information in your repository. Now that you figured out how you will structure the sites and tag your content, it is time to think about how your users will find it.
This has to deal with how your users will navigate and search for information. One important thing to understand is that the navigation structure might be different from the site structure (site hierarchy) we covered in # 1 above. Site hierarchy / structure we covered above has to deal with physical (behind the scenes) structure of the sites. However, the navigation structure deals with how SharePoint will look and feel to the end user. For example, you might have setup a special project site for external sharing with vendors. So from Site Hierarchy standpoint, you stuck that external site into totally separate site collection. However, from the end user (navigation) standpoint â it is accessible from the same menu as rest of the project sites. Does it make sense?
There is another way to look at this:
Once your users navigate to the right site, they need to be able to find information they are looking for quickly and easily. So proper search configuration is a major aspect here as well. The successful search largely depends on taxonomy which I will cover in next paragraph. If you did a good job with taxonomy (metadata) â you can create various views to sort, filter and group documents so that end users can find them quicker and easier. For advanced users, you can also customize Keyword Search screens and queries so that the search results are presented certain way on a screen.
Information Architecture Building Block # 3: TaxonomyWhat is SharePoint Taxonomy?
âThe classification of organisms in an ordered system that indicates natural relationships. Division into ordered groups, categories, or hierarchiesâ
From some of my previous blog posts and presentations, you probably know by now that I am a big advocate for using SharePoint Metadata in place of folders to organize content. This building block does not really apply if you are a hardcore folder user, but if you are willing to entertain the modern ways to organize content â read on.
This is somewhat of an abstract exercise â however, say you are rolling out a mix of project sites, department sites and other sites to store some sort of content (documents).
With folders, you would just create a site, add folders and you are done. Each site is independent of each other and has no common nomenclature or common structure in terms of document management.
This leads to document duplication, inconsistencies with naming conventions, etc.
With metadata that is unique to your organization, you can standardize on âglobalâ (enterprise-wide) terms. For example, if you are planning to roll out department sites â metadata property called âDepartmentâ with choices like Marketing, Engineering, Finance, etc. is a good candidate. âDocument Typeâ is another common one (i.e. Project charter, Budget, Schedule). You can also create metadata based on Client Names or Project Names. Of course, this depends on your business. Once you determine you metadata (taxonomy), you will need to organize all the global parameters in such a way that they are available across the whole SharePoint application (not just sites, but all site collection). You can either utilize Managed Metadata (Term Store) or Content Type Hub. Please reference this blog post which describes all the different options available.
Information Architecture Building Block # 4: Security
Last but not least is SharePoint Security. This is where you essentially decide who will have access to what site. This step goes hand-in-hand with Step 1 (Site Structure). You can control security by site, document library or a list, folder (if you are into folders) and even an individual item or a document. The best practice is to stay at the site level in terms of security hierarchy. It is hard enough to manage security for multiple sites, so if you break it down to individual lists, libraries, folders and documents â it will quickly become an unmanageable mess. Another best practice is to organizers users into groups. This way you just add users to respective groups, rather than individual sites. For example, if you have Finance Department Sites and 20 people who are part of it â create a security group called: Department â Finance and add your users in there.
External Sharing is another aspect of security you need to worry about. As given in an example in Step 2, you might have a business need to share documents externally. There are multiple ways to share content externally. You can share whole site or an individual library or an individual document. You can also share documents with or without authentication. There are lots of choices to make, so make sure you make appropriate decisions before the first document is shared externally!
I hope you found this blog post helpful. SharePoint is a complicated application and like an above mentioned example with houses â requires constant attention and maintenance. For those of you who are more visual, I prepared a quick slide deck which summarizes everything we covered above.
Enjoy!
Moving to the Office 365 cloud comes with some key features and benefits. Namely, your organization gets to continue to use the software you have been using for years, but you now get to shift the burden onto Microsoft. In addition to shifting the burden to Microsoft, there are some other key benefits.
Generate greater productivity with Office 365
Productivity is a great word that management-consultant types love to use. In the real world though, productivity can be summed up in a simple question: Can you do my job easier or not? Microsoft has invested heavily and spent a tremendous amount of time trying to make the user and administrator experiences of Office 365 as easy and simple as possible.
The idea is that increasing simplicity yields greater productivity. Whether it is an administrator setting up a new employee or a business analyst writing policy and procedure documents in Word. When the technology gets out of the way and you can focus on your job, you become more productive. Try using a typewriter instead of a Word processor. Whoever thought copy and paste would be such a game changer?
Access from anywhere with Office 365
Accessing your enterprise software over the Internet has some big advantages. For one, all you need is your computer â desktop, laptop, tablet, or phone â and an Internet connection or phone coverage. Because the software is running in a Microsoft data center, you simply connect to the Internet to access the software.
Another benefit of accessing centrally located data is that you always have a single source of the truth. If you make a change to a document from your tablet at home and then your colleague views the file from their phone, she will see the most up-to-date document. Gone are the days of e-mailing Excel documents between machines with long file names.
With SharePoint Online (part of the Office 365 package) a single file, say Forecast_Q1_2011.xlsx, lives out in the cloud (meaning in Microsoftâs globally distributed billion dollar data centers). Because the document lives in the cloud, the security permissions can be set up to allow anyone in the organization, regardless of geographic location, to view the document.
Security can be as strict or as lenient as desired. For example, you may want everyone in the organization to be able to see a company policy document but only want a select group of individuals to edit the document. In addition, SharePoint takes care of all the versioning and even lets you check out a document to edit so that nobody else can edit it at the same time.
Need to collaborate on the document in real time? No problem. You can do that by using nothing more than your web browser.
Work with what you know with Office 365
Microsoft does not always come out with the best software. Remember Windows Vista? Shiver! Instead of running far away and never looking back at Windows again, users simply held their collective breath until Windows 7. And thank you for hurrying Microsoft!
One thing Microsoft did incredibly right is recognize that users donât want to give up the things that make them comfortable. Office 365 hasnât changed your favorites one bit. The only difference is that now they are seamlessly connected to the enterprise software living out in the cloud. In other words, your favorite applications are cloudified.
One of the coolest features about SharePoint 2010 and Office 2010 is that you can work with SharePoint without ever having to leave the Office applications. For example, you can fire up Word, check out a document stored in SharePoint, make some changes, check it back in, review versions, and even leave some notes for your colleagues.
All without even having to know that SharePoint is handling the content management functionality behind the scenes.
Robust security and reliability comes with Office 365
With Microsoft taking on all the responsibility for security and reliability, your IT team can rest on their laurels. Letting Microsoft do the heavy lifting frees up the IT team to do more important things such as helping users get the most out of enterprise software.
Microsoft understands if you arenât fully comfortable about letting them do the heavy lifting. To address some of the questions, however, Microsoft has extensive service level agreements to help put your mind at ease.
Office 365 provides IT control and efficiency
IT personnel like to know exactly what everyone is doing with their systems at all times. If something goes wrong, then it is probably due to user error. Your systems do what they are supposed to do. Microsoft has gone out of its way to create an unprecedented level of control for administrators. But that is not all. Not only do administrators have control over the environment, but it is also actually designed to be simple in nature and intuitive.
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