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April 22, 2017

SharePoint for Project Management (2016)—Presentation Video & Slides for Download

Microsoft SharePoint, the widely leveraged document management and collaboration web application, is a stabilized product with millions of users that has been growing strong since 2001, from on-premises to cloud as part of Office 365. Using SharePoint with Microsoft Office is a seamless experience. 

I had the opportunity to present SharePoint publicly four times in 2016. Two of them were for work and two of them for school (one being in English). As posted below, you may find the slides (in PowerPoint format) on SlideShare and partial video of the English presentation on YouTube.

Academic Presentation 1 - Available on SlideShare



An introduction to SharePoint Online of Office 365 with a focus on project management. 

It demonstrates SharePoint basics, creating sites, managing projects using SharePoint and misc. features. It is dedicated to my teacher, Mr. Leung, who encouraged me to present SharePoint to inspire fellow classmates on how to better manage their projects. 

Main introduced features
  • SharePoint Basics
  • Creating a site (under OneDrive for Business)
  • Managing projects
Other introduced features
  • Co-Authoring 
  • Checking Out/In 
  • Version History 
  • Alerting 
  • Syncing with OneDrive for Business 
  • Site Mailbox (Discontinued) 
  • OneNote 
  • Modern UI and Classic UI 
  • Mobile Access 
  • Customizing Site Design 
  • User Management 
  • Sharing a SharePoint Site 
  • Wiki Page 
  • All Site Contents 

Academic Presentation 2 - Available on YouTube

Tip: Turn on YouTube subtitles. (Pardon me for the way I talk due to English being my second language.)



A quick overview of misc. features offered by SharePoint. This video is an excerpt from my academic presentation in November 2016. Original audience: English teacher without an IT background and fellow classmates. 

Introduced features
  • Version History
  • Co-Authoring
  • Checking Out/In
  • Alerting
  • Customizing Site Design
  • User Management
  • Sharing a SharePoint Site
  • Wiki Page
  • All Site Contents

Captions

We've talked a lot about the high-level details of SharePoint. Let me dig deeper to show you a little more about the underlying workings of SharePoint.

Let's take a look at the SharePoint features one by one — Version History, Co-Authoring, Check Out, Alerting, Mobile Apps, User Management, and more. Let's go through each of them.

For Version History, as our teammate, Kin, just said, the existing approach of using a file server would cause a burden to the IT team because users cannot restore files on their own. But they can, with this feature of SharePoint—Version History enables recovery of every previous version. That's very cool. Now the IT team can often go to take a rest and play some games.

Next, we have Co-Authoring. As you can see from this animation, many users are editing the same document at the same time. You cannot achieve this with a file server. You can only do this on SharePoint.

And, in contrast, we have a feature called "Check Out". This is to prevent others from editing the same document, because sometimes you just want yourself to edit something; you don't want others to disturb you. So, you can try to "check out" your document. When you're done editing the document, you can "check in", so that others can use the document again.

When you "check in", you can input some comments. The comments will be displayed in the last feature called Version History I just talked about. That would be very useful.

Alerting. If you love updates you would love this feature, because you can set updates on any file you want to check, so that you can proactively receive updates whenever there is some change by your teammates. You don't need to go to SharePoint every time when you want to look for an update. That'd be very troublesome and you'll be very nervous. You don't have to do that; you just wait for an email. That's all you need to do when you set an alert on something you want to check.

And, with SharePoint, you don't need to be a great designer. You can just use the built-in templates, and your SharePoint site will look great.

These are the mobile apps for SharePoint. There are a lot. Some from Microsoft; some from third-parties, for Android and iOS.

User Management is very flexible on SharePoint. As you can see, there are a lot of permission levels. We have users and groups where we can assign permissions. However, that would be very troublesome. So, there's a simpler way. You just share your SharePoint site, and when you share, permissions will be granted automatically, so that you don't need to handle all the advanced stuff. Keep it simple.

For "Wiki Page", have you heard of Wikipedia? That's famous, Wikipedia. If you've heard of it, you would love this feature because SharePoint is a "Wikipedia"—every single page—you can edit it using Wiki syntax. Yeah, I know some of you might not like the wiki syntax. That is so hard to learn, so there is a What-You-See-Is-What-You-Get experience on SharePoint. If you use Microsoft Word, you will know how to use this wiki editor. It is the same experience. Very cool.

Ah, so we have an "(All) Site Content" button as well. Sometimes SharePoint has a lot of features and you might get lost. When you are lost, just click this "(All) Site Content" button on the left-hand side and you will find everything right there.
Note: Screenshots are from SharePoint Online of Office 365 (end of 2016)

I hope the shared PPT slides and video are informative to you! Feel free to leave comments if you have any suggestions.

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