Join Mark Abdelnour for an in-depth discussion in this video Understanding SharePoint, part of Managing Documents with SharePoint 2013.
What is SharePoint? SharePoint is a browser-based web platform that streamlines the management of access to data and information. If you look at a typical organization, there are lots of different roles people play. Like the accountant, the HR specialist, marketing and sales people. Each of these roles produce different things. Like Excel files for financials, Word documents for HR reports, and PowerPoint and PDF files for marketing presentations.
SharePoint allows you to store and find all of this information in one location, or one SharePoint. Where users can share these files and collaborate, using powerful built-in tools. This is the focus of this course, sharing files and collaborating with others using SharePoint 2013's document management tools. In many organizations, when SharePoint gets implemented, it typically means employees have to use SharePoint to save and store their files.
Instead of saving their files on local hard drives or shared network drives, for example, your G drive or your L drive, they have to save their files on the SharePoint site. Now what's wrong with shared network drives and local drives? And why is SharePoint so much better? Let's take a look. First, poor file findability. Network drives can get very disorganized, and saving files to your desktop means others can't access them. With SharePoint's powerful document management features, saving files to SharePoint makes it much easier to find documents.
Lack of version control. Have you ever named a file test underscore final, and then had to revise it? When you revise it, you end up renaming it to test underscore final underscore final, or worse, test underscore final version two. In SharePoint, the system takes care of versioning automatically and almost completely eliminates file duplication. Lack of security and privacy. On network drives and local drives, there is sometimes a complete lack of security and privacy, especially in the case of USB sticks or theft.
On SharePoint group permissions are set for all users, ensuring that people see only what they are meant to see, right down to the folder library and file level. Last but not least, potential compliance issues with public record legislation. If your organization has retention and disposition rules that need to be applied to all their documents and records, then local and shared drives will most likely not be good enough. SharePoint has built-in automated tools for record management, driving compliance with public record legislation.
I like to think of SharePoint as shared drives on steroids. Or better yet, intelligent shared drives. We're now ready to take a look at SharePoint 2013's powerful document management features.
- Name three advantages of using SharePoint instead of shared network drives.
- List three navigation tools used in SharePoint.
- Arrange files in a document library.
- Modify documents using check-out and check-in processes.
- Identify changes to files with SharePoint's version history feature.
- Summarize the different views in SharePoint.
- Describe the purposes of the five main apps available in SharePoint.