Tag Archives: Collaboration

SharePoint – Part 3: Secure Document Sharing

You can learn how to decide WHO can do WHAT with the documents (or other content) which you have shared. If you are using OneDrive for Business, by default, all documents can only be viewed and edited by YOU – and nobody else.

This video contains SPS 2010 screenshots. However, the concepts are still the same as of Feb 2015.

SharePoint – Part 1: Sharing documents with others

Sharing documents is easy. You must UNLEARN the habit of storing everything in the local My Documents folder and store things in SharePoint.

If you use Office 365, this should be done using OneDrive. (What is OneDrive?)

These videos were created three years back. That is why they use older logos and screenshots. The concepts, however, are unchanged and still valid as of now (Feb 2015).

DO NOT create intranet with SharePoint at first

image “At first” is the key issue here.Often intranet is the first project undertaken by IT. This is not the best choice.

Find out what is the best way to ensure maximum benefits from SharePoint.

 

Estimated reading time 4 min

Continue reading DO NOT create intranet with SharePoint at first

OneDrive for Business – how to know what others are doing to your documents?

ODB allows you to keep your documents securely on internet.
You share the document only if required.
Alerts inform you when someone else changes a shared document.
ODB How to know who changed documents shared by you

Estimated reading time 8 min

Continue reading OneDrive for Business – how to know what others are doing to your documents?

SharePoint integration with Word, Excel, PowerPoint … – a new approach

For day-to-day work Word, Excel and PowerPoint are implicitly used by most of us.

However, SharePoint has not reached that position in spite of being around for a decade.

Here is a new approach of how to promote SharePoint integration into your everyday work process.

The benefits are enormous and unbelievable.

SharePoint integration
Estimated reading time 10 min

Continue reading SharePoint integration with Word, Excel, PowerPoint … – a new approach

Marketing: How to interact with external agencies efficiently

As a marketing professional, you need to work with multiple agencies – Direct Marketing, Lead generation, Event management, Advertising, Social Media, PR and so on. You are typically managing multiple brands, campaigns and complex set of KPIs.

Do you really handle all this using email? Is it not chaotic? Don’t you get lost in the confusing deluge of conversations, artworks, revisions, interactions, pending decisions?
If yes, here is a better way… read on to find out.

Even if you are not a marketing professional you will find this article useful if you need iterative interaction with external parties.

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Continue reading Marketing: How to interact with external agencies efficiently

Show Off Demo: OneNote and Outlook

This is a new type of article. Impress your colleagues, boss, spouses, partners, soul mates, children by showing this impressive demo! I show you the steps and tell you what to speak Smile

Before you start this demo, check the requirements

Office 2010 or Office 2013

OneNote and Outlook installed.

Outlook must have at least one mailbox configured.

Demo: Meeting notes

What you have to do is in black color. What you have to say is in blue color.

  • Open Outlook calendar
  • Click on any meeting
  • How will you take notes for this meeting? Open a blank Word document and type meeting details all over again? Obviously not!
  • Right click on the meeting, choose Meeting Notes
  • If it asks what type of notes, Choose

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  • Now Outlook will ask you to choose the notebook in OneNote. Choose any one.

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  • A new page will be created with meeting name.

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  • Unlike Word, all the meeting details are automatically added. Did you expect that?
  • Now type some random notes. One sentence should be “Action Point Demo”
  • Let us say this is an action point which must be completed by tomorrow.
  • Right click in that sentence and choose Outlook tasks – Tomorrow

    OneNote Task demo

  • Now go to Outlook and open Tasks folder. Select Tasks. Not Follow up.
  • Point to the task which was automatically created by OneNote.

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  • See – even before I finish the meeting, I already know my tasks.
  • Pause for people to appreciate the integration
  • Now when I mark this task as complete (mark the task as complete in Outlook) what do you expect?
  • Your audience will say something like, the OneNote task should be updated
  • DO NOT go to OneNote yet.
  • This is an amazing example of how these OneNote and Outlook integrate with each other. Usually we would have received the Minutes of Meetings a day later and I would have forgotten to execute my action point on time. What happens then? Delays and fire fighting! Sounds familiar?
  • One more thing – this was my own task. But what if I wanted to delegate task to someone? No problem, we could have chosen Custom task and Assigned it to someone else. That way I can still monitor the task and check for delays.
  • Wait for some response from the audience
  • Basically you have to spend at least 20 seconds before you return to OneNote
  • Now go to OneNote and notice that the Task is already marked as complete

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  • That is OneNote for you. Use it next time you are in a meeting. 

    Practice this few times to perfect the demo.

    Cheat sheet

    Mark as task in OneNote – it reflects IMMEDIATELY in Outlook task folder.

    The catch is – when you mark it as complete in Outlook, it takes around 20 seconds to refresh the OneNote task status. That is why you have to mark it as complete in Outlook and kill some time by talking some relevant stuff before you return to OneNote.

    If you return to OneNote too soon, the task will not be shown as complete and the demo will fall flat Sad smile

     

    Enjoy.