Today I'm going to try to give you an
overview like some kind of an introduction.
Are you going to be the one in charge of
migrating to SharePoint? OK OK Oh no.
OK user as a user
just for for you for yourself.
OK, you're not gonna have to talk
to people to help them or whatever.
No, I don't think so.
Perfect. So it's literally just for you.
Perfect. Yeah. So far,
what do you know about SharePoint?
If you had to tell me,
you know a few things,
what is it for you?
Uh, it would be like things to
share all our files and everything.
So to work in teams basically
OK so mostly a tool that you would use
to store your files and work on them.
Yeah yeah, OK OK Well let's see what
I can bring to that you're right,
by the way, you're right,
but it's not just that you know. Thank you.
So my my plan today is basically I'm,
I'm gonna talk about the architecture
of SharePoint and I'm going to briefly
mention what is called a hub site.
It's something that it's it's gonna be good
if you know the term and what it stands for,
but it's not the most important.
We're gonna do a an overview of what is this?
What, what it is. You know,
what can you actually do with SharePoint?
Why would you use it?
We're going to talk about
We're going to talk about using
it on the computer.
And using it on the computer is gonna be
like what you used to do with SharePoint.
You know, using them via the File Explorer.
OK, but on the old SharePoint you use.
They were already available on
the File Explorer.
I'm going to show you why it was available.
What's the process behind it?
Simple as that. OK, OK,
so SharePoint is an extremely huge tool,
We are going to find in.
3 double w.office.com.
Have you ever been on that website?
Office you mean, yeah, office.com?
Yeah yeah, sure sure perfect so
you're familiar you know top left
and you can find your SharePoint.
SharePoint is a tool that will allow
me to create websites pretty much OK,
OK, it's going to allow me to
create websites for my services.
The companies, the branches.
The teams, projects etc.
On SharePoint this is the home page.
And what's interesting is
that you can create a website,
a literal website you know, like this
one is the one we're going to use later.
It's the one for a sales team.
It's an actual website with a URL,
because sometimes people ask
me where is the site saved.
No, it's not a file,
it's an actual website,
but the the good news is you're not going
to need to know any coding whatsoever.
On the home page here,
what am I going to find?
So I'm going to find the site that I follow,
so the sites with which
I work most regularly.
The ones on which I worked recently
and pretty much you know every site
that I have frequented recently also.
Something to look for is
this button right here?
Create site if you do not have it.
when SharePoint is available for you guys,
it's just that your company decided
not to allow users to create websites.
OK, because sometimes it can happen.
Companies basically have
two ways of handling it.
They can either let the button show and.
Everyone can do it,
but sometimes what happens that
people create too many websites.
But sometimes what they do is that they.
They disabled the button and they
set up some kind of a process.
contact the IT team if you want
to create a website or whatever.
And on SharePoint on this website as well.
Why would I create one?
Basically I have two different
options I can create what is called
A-Team site or a communication site.
The team site is going to be to collaborate.
Basically it's a side.
Do you work with a team or by yourself,
Uh, move I. I worked with several teams
and, uh, I am myself a department so
OK. Well, imagine you
have your team number one.
You can create a site on for your team
number one, on which we'll put every
document that you guys are going to need.
You can also create and I will
approach this notion in this session.
Today you can create content.
Every site has a home page.
You know, like when you go on Wikipedia,
there is the home page and this home page.
Can be customized. OK, which would allow me.
Let's say I'm part of the number one team.
When I go on the website on the home page,
well, you just put a link saying ohh guys,
well done for this.
This is the new link for the new file.
Recent news that I should
know as a member of Team #1?
The idea of a team site is
everyone is at the same level.
What do I mean by that?
We do this to collaborate?
OK, it's we have to work together.
Uh, it's not just you doing the
work and me reading stuff. Hey.
And then you have the communication site.
This one is a bit different.
The communication site.
This one is not going to collaborate.
It would for example be
used to promote an event.
Or the company you.
You could have a communication
site for your whole company.
So for I'm guessing you still work for
the court or something else maybe?
Oh no, no, I mean something else. No.
OK, well, you would have a
website for the whole company.
On which, well, a few few people you know,
if you look at this few content
office and many site visitors.
On the communication side,
this would be where,
let's say this CEO tells us,
uh, from now on due to COVID-19
we will have to wear a mask.
OK, here is the new COVID chart.
Stuff like that.
OK, so the team select everyone works
alongside together the communication side.
It's mostly a few people creating
stuff and the others can read one.
I insist on this look.
Engage dozens of thousands of viewers.
OK, this is very important.
Imagine a company like like Microsoft
where you could have a communication
site for Microsoft friends.
On which every single employee of
Microsoft in the country can access
information regarding the whole company.
OK, and is this possible
for several countries?
Yes, yes. You can create look if I do
communication site. I'm gonna do this.
Yeah, what I mean is like I'm I'm
not obliged to create different
side for every uh country or
every territory we are in right?
That could be like for a good
global even if we are not in
the same entities like even if
we are in different branches.
So this yes this can be, but you're gonna
have to be careful with the language.
Yeah, are we gonna choose English or are we
going to choose something else and also?
And that is not something we're going
to be able to talk about today.
But on SharePoint basically you
can you know on Microsoft Teams.
Have you been working with teams
for a long time now? Yeah, OK.
So if you are part of a team you
can see everything. If you're not,
you can't see anything correct? Well,
on SharePoint it's not as binary as that.
It's not black or white on SharePoint.
Let's say you have 3 colleagues.
You can. In one folder have three files.
And say that I can only see my file.
Daniel can only see his file.
Dinner can only see her file.
like a location, right? So differently,
exactly if you take the if you
get this picture, it's on teams.
It's really black or white.
You either do or don't on SharePoint.
It's with a scalpel pretty much OK, OK?
I'm not going to create a slide
cause I've got so many already
and up there already furnished,
so that's perfect.
Let's go on this one.
The. Wait, sorry, let's go with this one,
yeah? O the notion of.
Inside our communication site,
no matter which one you choose,
the things I'm going to show you from now
on are the same whether it's on a team
site or a communication site, all right.
OK. As you can see this one.
Sales team it has this logo on it
because it's actually a team site.
Did you know that when you create a
team on teams that that's a mouthful?
You actually create a SharePoint
site at the same time.
OK, well let me let me use this for you.
Because this is something
that you're gonna need to.
Up you know it didn't go. Yes,
I know. Fairpoint perfect so.
Basically what happens?
I'm gonna do this, sorry.
There we go when you create a teams,
let's say uh team. Alpha.
Many people, as I always say,
Microsoft Office is like a spider web.
You rarely do one thing,
even if you don't know it, you know.
Well, what if I told you that
when you create the team alpha?
You actually create one.
2. 3. Four other things.
Do you know which ones?
When it's an entity in terms,
I mean the canal maybe and. Yeah, good,
good idea. But no, no, no, no.
Because the the channels,
you know on the teams,
they are things that you have to
create here the the four things
that will appear automatically.
Yeah, well so uh teams, uh,
team on the same team on
SharePoint and SharePoint is,
uh, I understood it was linked.
And an outlook as well I guess.
No, let me a good guess, but Nope.
So we would have this SharePoint
site team alpha you also get.
A OneNote. For your team,
you also get a planner.
Do you know this app?
No, it's to handle all your daily tasks of
you and your team. Write the weather by.
No, it's vice something else again, it's, uh.
This one planner.
OK yes yes. Yeah I got it. Yeah OK,
so that that's gonna be a
planner for your team alpha.
And also. A power BI workspace,
but this one it's another story.
But you know, just to just to
say you really do one thing.
So. What you have to know.
So when you create your
team alpha you create.
Your SharePoint site, but what if?
I go to SharePoint.
SharePoint, my apologies.
There we go. I create a site.
I create a team site.
Then I called him alpha.
Do you think that it's going
to create a teams team alpha?
No, in this way no.
And while you're right, it works only.
One way. Because sometimes people ask me.
So if I do it one way, it works.
If I do it the other way,
it's gonna work. No, no, it's not.
You can make it happen,
but it's a process that you have to start OK.
It's not automatic. OK. End.
As we said on. SharePoint.
We have team sites. And.
And when you do this this process,
it's always going to be.
Eight team site. It is never going to
be a communication site. OK alright?
Yeah, so if I understand correctly
everything I will modify on
SharePoint, every document will
not be updated in the teams.
On this one, if I go on Team Alpha, yeah.
What, so if I'm on Team
Alpha that comes from this?
Hmm, well whether I use SharePoint or tips,
it's the same thing.
If you modify a document from Team Alpha
and I modify from SharePoint Team Alpha,
it's the same thing.
It's the same place,
it's it's another window.
Dates, uh, any document. Anything
I publish any UM contents actually
yes, because and that that's
something else actually.
Because you told me you've
never used SharePoint well,
only in your other job, right?
Well, what if I told you you
have been using SharePoint for
a long time without knowing it?
Good news, yeah,
that's the good news.
To work with teams right here.
Oh yeah, yeah, sometimes
I have it on my computer.
It's easier with that.
That's, uh, yeah yeah,
use it online sometimes.
Perfect. Well take a look at this so
you have the channels and you have
files correct yeah. This the files.
It's SharePoint actually. OK yeah,
look at this three dots open in SharePoint.
OK teams is basically.
A storage section of SharePoint.
Mm-hmm wrapped with chats.
Hmm, web conference etc.
But you have been and if in your
company you have people saying
Oh my God SharePoint is new,
I'm scared it's so complicated you
can tell them you've been using it.
Without knowing it, OK?
What's sorry, I haven't question
what is the legal duration of her
archiving and documents on SharePoint.
Is this something we can modify?
For example, if I put,
I want to to let it 10 years
or 15 years instead of five.
so it's not something that you?
Personally, we'll be able to modify,
but it's something that can
be changed by the company.
Yes, yeah, OK like.
On here look the team will expire.
Hmm, it's something that can be done.
Because I get tired of having too
many things. So I created, uh,
some experience expiration policies.
Yes, OK, really useful.
OK, so and and do you know by default how?
How long? Uh, archives, uh,
documents and things remain,
so I honestly I'm not sure,
but I'm pretty sure that if
you do not change anything,
it's just going to stay there.
OK, OK, full stop, OK,
but I could be wrong on this one.
Is all I know it's it's like a lot of,
uh, theory to start. No, no it's OK.
It's alright everything OK yeah perfect
perfect so let's go back to my sales team.
How could you realize if you are on a?
Team site or a communication site?
Well, first of all I have the teams logo.
I'm on a team site,
a communication site.
Is going to look.
Like this so you have no teams
logo and the tabs are horizontal.
OK, OK on the team side.
They are vertical. Hmm, OK the.
The principles behind all of that
are exactly the same on each website.
If you take a look, you have home.
We have home. It's a home page.
This home page can be personalized if
we take a look at my website Yosemite.
Look what I did here.
Logo, buttons, weather.
Timer. Pictures, videos, maps.
You can do a lot of things.
The idea behind this is basically.
So that people who are part of my
Yosemite projects when they log on
this website they have here all the
info they need. OK, you can have list.
Have you ever seen SharePoint lists? Uh, no.
It's to handle basically, uh, element.
It's a bit like accent,
you know, like this.
There's some kind of a list where we
put every problem we've faced so far.
I I see it's in French, if you
prefer to do this in French iterator,
so for me and don't worry.
Oh, thank you very much.
Yes indeed. This one is in French.
Unfortunately not unfortunately,
because I don't mind,
but I have to do this one in English,
especially because I'm recording.
It's alright for you. OK,
no, no worries. I actually enjoy
speaking English, trust me.
We we really do have English session,
so it's a it's always a always
a pleasure. You see video?
Yes, Sir. No, Sir. Go ahead.
As this list you were speaking about,
then, uh, it's uh on SharePoint,
something that I can create.
For example, uh, distribute and
describe task problems and and like
do as yes kind of text task planner
Microsoft. Well, I I wouldn't
use it to plan the task because
you have something like planner
for that it was made for that.
Yeah but 100% basically.
I'm on my home page in here new list.
Libraries. OK. With my folders,
my files. I can create new ones.
Have you? I'm guessing because you
already work on teams you've been
for a long time now that you are
used to working at the same time
on the same document with others.
Yeah, yeah, perfect.
Do you know how to use the
version history of files?
Perfect. What is the same thing here?
Basically three dots.
Yeah, version history.
OK, OK or you can do.
They directly from the yeah,
yeah, fine info, version history.
You cannot. Like restore a document
to a previous version if someone else
is on the document. Yeah OK, OK.
In your libraries because.
By default you will have so
a home page and a library.
If I go on my sales team,
what do I have a home page and a library?
No problem on which you can
create folders to create some to
basically have things tidied up.
So that everyone can find their way out.
If you want to make life easier,
easier for your colleagues with us.
Pinned to the top. OK.
And then your file is at
the top for everyone to see.
But be careful because if
you start doing this.
The aim is not to have 50 documents here.
Yeah, of course, yeah.
So three dots edit bin and bin.
When you're done with it.
You can also filter the documents from here.
Should you need to.
Just so you know, again,
this is not something I believe you're
going to use to need to use at the
beginning of your SharePoint adventure,
but you have a library and look,
you can create other libraries.
SharePoint is a. Really deep. Deep too.
Basically, and the idea is that before.
I don't know if you'll be, uh,
if you're in touch with the people
who are going to open SharePoint,
but the idea is to create an
architecture for your company.
Like? I told you I was going to
mention what's called a hub site.
A hub site is this bar right here?
OK, this bar allows me.
Basically we have this one,
your semi colon.
Which would be the website of my company,
the general website?
And from this general website
I can access the topics,
the English version,
the thematic or the information.
To make it simple, I like to tell people
to think about the flower because.
Up we have right here.
The hub. OK so the hub would be.
Most often. Communication site.
OK. I'm going to redo it.
There we go. Oh that's ugly.
Oops, hmm, I can do better.
I can do better than that.
So white flower, yes.
In my defense, I don't have a mouse.
Right now it's charging using the trackpad.
And the so the idea you know so far
is to allow people to come from me.
And from here you have the petals.
Yeah, up up, let's finish my
flower one here one here 1 here.
And you would have.
Marketing website. HR.
UH-222 what do we have, uh?
Now, indeed, etcetera.
A hub. Is the notion of telling
SharePoint that this website?
Is the central fault telling
SharePoint it's the central part?
Is going to have as an effect to put.
This site. 1st on the line.
OK. The notion something
I must insist on is you.
Do not look if I go on
SharePoint create site.
There is no hub right here.
Yeah, yeah, only the company can do it right
exactly. Only the company which
is really good news for you.
That's something less
to do for you, you know.
So that's important to know,
and the hub can be a team site.
It can be a communication site.
It does not matter.
OK, and let's say your company says OK,
this website is going to be the
hub and then they have to tell
SharePoint that marketing is a pattern
of the hub that HR is with it.
That R&amp;D is with it.
That way you and your colleagues.
You have. One link.
To your general.
Come on there we go sorry no problem.
To your general company website and from
this one you can enter the website.
For your team, which also means you know,
I told you that on SharePoint
it's basically a scape,
the the rights of access have to be.
Well thought out.
Yeah, because it means that
you have to make sure that.
If you are not part of the Yosemite project,
if you click here you can't
access the Yosemite project.
I don't SharePoint.
Not only do you have. On pages.
You can also create content like.
Let's say I'm going to
start the project B56.
Well take a look.
You can create. This.
A whole page dedicated to the topic.
It's really the idea of
creating content basically. OK,
OK, Umm I do have questions.
Since, uh, for example,
imagine that the next week I will have,
uh, a new assistant, uh, how can I,
uh, allocate rights and myself?
Or should I have to tell it to,
uh, the teams that will implement
SharePoint for us to the migration?
Or how? How can I do
well? You have two ways of doing that,
and it depends on your company.
It depends on what they
choose in some companies.
They're going to say, well, Sophie,
the Yosemite project. It's yours.
You are the owner of the website Mm-hmm.
OK if if so well you will
have to say Saa's up.
Let me welcome you to the Yosemite projects.
You will have to go.
Top right side permissions OK.
OK but and we have a whole session
the this is #1 on SharePoint
the number 3 is about right,
OK perfect yeah. So this will
be covered. That's a good
yeah. But just so you know sometimes
in companies because I've been
working with a lot of companies,
especially regarding SharePoint.
Sometimes what they say is OK.
Sophie, this is your.
Project you are the owner,
but in order to add or erase people you're
going to have to go through this team,
the IT or whatever.
OK, here is the process so
I can't tell you it's really
going to depend on your company.
OK, OK, and another question,
if I do it myself for example,
but imagine like in one year I
quit the company or something.
Just modify this after my departure.
I mean they have to connect my
account or would they be able to
do it by the team or something?
Well, the. I don't have every access I could,
so I can't guarantee that the IT team
could do that, but that that's a good.
Question because basically whether it's
SharePoint or teams and actually I I
would invite you when we're done to check
your teams and you know you can see if
you are the owner of a team on teams.
Always have two owners.
OK always yes 100%.
OK, because otherwise let's say Yosemite.
I'm not the owner.
What am I on this one with
Stephen Watson? Uh.
I think I put myself as a.
Because, you know, as as a trainer,
I use several profiles. Ohh yeah,
I put myself as an owner right here.
OK, OK. Big, because basically at
first I created Yosemite with him.
But if I wanted to truly show you what
you could do on SharePoint with Steven,
I have to, you know, put myself as not
OK. OK, so you can have several profile
and I saw that and I come back of what
you were saying earlier so that we can do.
Actually it's very library
meaning like for example.
For finance team, when we have to take
care of finance of several Philia,
uh, several branches?
Uh, for example, I can create a library for.
I don't know China and other library
for India and there's only a library.
It's like it's on the same server or
it's like it's different servers kind
of so. You this is another excuse
for me to show my drawing skills.
No problem. Thank you.
I I love SharePoint because you know,
it's one of the sign.
This is a question that requires thinking.
You have two ways, two options.
So. Uh, I'm not going to do that.
Let's go here, yeah?
Option 2. You could have.
1SP4 SharePoint OK. It's, besides,
uh, what branch would it be?
Would it be uh finance uh yeah
finance finance OK perfect finance.
And on this finance SharePoint have.
Three different libraries,
one for French, one English.
One Chinese OK Ohh you
could have. Finance, ESP.
Friends. Finance SharePoint English.
Finance SharePoint. Chinese.
Have three different entities.
OK, each containing the difference.
Where is it well?
It's a matter of how much you know the tool,
because doing. Option one.
Would mean because you have fewer
places where to put your documents
that you have to create more roles.
OK, with the access it's more complicated.
OK. Yeah, it's that means in
the first option. Uh, sorry,
uh, just to be sure that's, uh.
For example, France can see that
English exist and can see that
Chinese exist, and maybe you can.
Actually, this would mean that you have
to go on the site for finance and say,
OK, let me create a new group
for French people so that they,
if you are in the French people group,
you can only see French library.
Same for English and for Chinese.
Yeah, so I have to create different group
and inside group different rights exactly
yes. So you have fewer places to
manage but the rights are more
complicated whether for option two
it's you have three different places,
but all you have to do is put the
French people on the French side.
English, English, Chinese,
Chinese pretty much
and I can put people in my group in
option 2 having access to all of them.
Yes, you you you could.
OK or people having access to only some of
them or some parts inside some of them.
Yeah, we could say that, uh, you and I.
Basically we are, uh,
the managers and we can give ourselves
complete access to absolutely everything.
OK, yes, actually this would be
required because otherwise if.
Suddenly the Chinese market tells us, OK,
the library doesn't work where one of us.
Has to be able to go there and sort it out.
OK, that's good to know.
And the final thing Sophie.
Very easy because you've worked with
it so far in the library sometimes.
What you can do?
Let me go on, uh, budget.
You can sync synchronize.
The idea of synchronizing what is it?
It's basically you are going to put.
See, I have one drive. Well.
If I synchronize this. OK, open.
Oh no, I'm not. I'm not gonna.
I forgot the password.
You can synchronize with one. Yeah,
can you synchronize with anything else,
like for example with the hard
the server or or anything else?
No, all all it's going to do is right here.
It's going to create a new tab for
SharePoint and instead of having to go to.
Office.com SharePoint sales team budget.
You will have. Budget right here. OK OK.
Be careful because when you do that,
the idea is not to synchronize everything.
The idea is to synchronize the
folders the projects on which
you are currently working. OK.
And, uh, let's imagine that I still
have people working on the server,
like on on the the hard physical server.
This won't be saved
automatically in SharePoint.
No, absolutely not.
Indeed, if you have a team of five people,
four of you are working on SharePoint and
I'll show up telling you ohh yeah Sophie,
I finished everything.
I put it on the server well and
by myself on the server.
These are two different entities.
They are not synchronized.
OK OK, hence the importance of
really communicating in the company.
When you do such things and
say and tell people when you.
Get access to office SharePoint etcetera.
Start working with it right now.
Because if you keep working on the servers,
you're by yourself, yeah?
Mm-hmm. And this for me.
Sophie is introduction to SharePoint.
OK, thank you very much.
It was a very interesting session.