Instead of sending an email attachment to people on your team, imagine placing it in one centralized location so that only one copy exists. The Document Library is a place to upload and collaborate on various files (e.g., Word Documents, PowerPoints, pdfs, etc.). Versioning, or the ability to see and/or revert to various versions of a document, is a powerful feature available in the document library.
SharePoint's calendar feature is similar to Microsoft Outlook calendars. In fact, you can sync this calendar with your Outlook calendar.
Most projects include specific tasks for various members of your team. SharePoint offers a Task list that enables you to keep track of various task components (task name, the person responsible, due date, predecessor tasks, etc.)
Discussion forums are a great tool to use if you want to have a documented, online conversation. This feature makes it easy to post an idea and then have an online discussion so that each member of your team has the opportunity to voice his/her opinion.
Although custom lists are a bit more advanced than the other features mentioned above, they can really come in handy if you are working with a lot of data. Imagine having a Microsoft Excel document that includes every piece of information that you want to collect. In Excel, you may use various spreadsheets to keep it all organized. In SharePoint, you can use "views." A view enables you to see exactly what you want at any given time, all from the same dataset. For example, let's say that you are leading a project that involves various teams. You may want to have a master spreadsheet (which in this case, would be a list) that contains all the information needed for each team. But TeamA may not really care about TeamB information. No problem, with a view, you can create custom data views for each team. So TeamA may see information about X, Y, and Z and TeamB may see information about L, X, and Z. The beauty is that you are keeping the information all in one place, but you don't have to worry about overwhelming everyone with all the data at once.
If you are interested in using Microsoft SharePoint to meet your group collaboration needs, please email the Technology Service Desk (firstname.lastname@example.org ) with some details of your request.
SharePoint is a feature-rich platform; meaning that it has a plethora of options to meet your collaboration needs. That being said, it's such a large platform that it's good to chat with someone who can guide you in the right direction before getting started.
In many cases, Web Technologies will want to meet with you to discuss your collaboration needs before creating your site. Here are two great ways to prepare:
Familiarize yourself with Microsoft SharePoint:
Check out some of the SharePoint tutorials . The more you know, the better you can understand how SharePoint may be able to meet your needs. Elon's Lynda.com subscription includes a great SharePoint tutorial.
Determine your business need:
In SharePoint, there always seems to be 20+ ways to do everything! SharePoint is flexible and customizable, but sometimes it's hard to know where to start. If you start with your business need (e.g., I need a place where a team of people can collaborate on a grant proposal), we can help you create a SharePoint site that meets that need.