Working collaboratively is an essential part of any business and Microsoft has made it easier with the release of SharePoint 2010. Imagine having your own secure, online portal in the cloud to share calendars, documents, assets, and engage in discussion. Atomic Data has the experience and expertise on staff to custom build these private sites that fit the needs of individual businesses. So what exactly do you get with a SharePoint site?
A site is a group of related Web pages where your organization can work on projects, conduct meetings, and share information. For example, your team might have its own site where it stores schedules, files, and procedural information. Your team site might be part of a large organizational portal site where departments such as Human Resources write and publish information and resources for the rest of the organization.
All SharePoint sites have common elements that you should know about to get started: lists, libraries, Web Parts, and views.
Lists A list is a Web site component where your organization can store, share, and manage information. For example, you can create a task list to track work assignments or track team events on a calendar. You can also conduct a survey or host discussions on a discussion board.
Libraries A library is a special type of list that stores files as well as information about files. You can control how files are viewed, tracked, managed, and created in libraries.
Views You can use views to see the items in a list or library that are most important to you or that best fit a purpose. For example, you can create a view of all the items in a list that apply to a specific department, or to highlight particular documents in a library. You can create multiple views of a list or library that people can select from. You can also use a Web Part to display a view of a list or library on a separate page of your site.
Web Parts A Web Part is a modular unit of information that forms a basic building block of most pages on a site. If you have permission to edit pages on your site, you can use Web Parts to customize your site to display pictures and charts, portions of other Web pages, lists of documents, customized views of business data, and more.
You can add items to lists and files to libraries by using a Web browser. The buttons you use to perform the most common actions are on the ribbon, which is near the top of the page on most pages of a site.
You can also save files to a library from some client programs that are compatible with SharePoint Server. For example, you can save a Microsoft Word document to a library on a SharePoint site while you work in Word.
When you add the item or file, other people who have permission to read the list can view the item or file, unless it requires approval. If the item or file requires approval, then it is stored in a pending state in the list or library, until someone with the appropriate permissions approves it. If you are already viewing the list or library when an item or file is added, you may need to refresh your browser to see the new item or file.
Lists and libraries can also take advantage of e-mail features, if incoming or outgoing mail is enabled on your site. Some lists, such as calendars, announcements, blogs, and discussion boards, can be set up so that people can add content to them by sending e-mail. Other lists, such as tasks and issue-tracking lists, can be set up to send e-mail to people when items are assigned to them.
In addition to adding content to existing lists and libraries, you may have permission to create new lists and libraries. The list and library templates give you a head start. Depending on your permission level, you can also create and customize new pages and sites.
A library is a location on a site where you can create, collect, update, and manage files with team members. Each library displays a list of files and key information about the files, which helps people to use the files to work together.
You can add a file to a library by uploading it from your Web browser. After you add the file to the library, other people with the appropriate permission can see the file. If you are already viewing the library when a file is added, you may need to refresh your browser to see the new file.
If you are using a program that is compatible with SharePoint Server, you can create a new file based on a template while you are working in the library. You can also save a file to the library from another program such as SharePoint Workspace or Microsoft Word.
Using and building a collaborative work experience on SharePoint is simple. Let Atomic Data help your business do more in a fast, secure, and mobile environment. Give us a call at 612-466-2000.