From the KnowledgeBase

Title:
SharePoint: Overview and description of service
Synopsis:
SharePoint is a collaborative tool available to Princeton faculty and staff. SharePoint is a web-based tool for sharing information and documents with others.


Solution:

What is SharePoint?
A SharePoint site is a website that provides a central storage and collaboration space for documents, information, and ideas.

What University system does SharePoint replace?
None. SharePoint is one option for collaboration that is offered by OIT. For more information, see Online Collaboration Tools at Princeton: Answers to Frequently Asked Questions (FAQ). Upon request, OIT can assist your department in identifying the most appropriate tool(s) and services to meet your specific needs.

Who can participate in SharePoint sites?

  • Any member of the Princeton community can participate in a SharePoint site by authenticating with a Princeton netID and password.
  • Any non-Princeton person can be assigned permissions to a SharePoint site using a guest account.
  • A person cannot access SharePoint content unless granted access by the web site owner.
  • The site owner can assign different permissions: reader, contributor, owner. These permissions can be changed for specific libraries, lists, or documents and items with those libraries and lists.

How does OIT charge for SharePoint use?
OIT offers SharePoint sites at no fee to University departments. Storage charges may apply if a department needs more space than the default quota. OIT is working on the specific charging policy and information will be posted here.

How may I use SharePoint?

  • As a site member - if you identify a site you want to be a member of, submit a request to the owner of the site.
  • As a site owner - you can request a site by calling the OIT Help Desk, or by contacting SharePoint Support at: sharepoint@princeton.edu.
  • You can attend regular scheduled classes provided by OIT Training.

What type of information can I share?

  • Libraries: a library is a container for files you want to share. You can create folders inside a library, but it is not necessary. Windows users can access a library via Windows Explorer.
    • Documents: all kinds, except those that pose a security threat.
    • Pictures: .jpg, .gif, .png formats.
    • Forms: created with MS InfoPath.
    • Slides: created with MS PowerPoint 2007.
    • Wiki Pages: you can use this to create content collectively such as in Wikipedia.
  • Lists: row-based (tabular) storage of information.
    • Announcements: good for one-way communication.
    • Events: tabular and calendar views available. Can be integrated into MS Outlook, but it is not necessary.
    • Contacts: Can be integrated into MS Outlook, but it is not necessary.
    • Tasks: Can be integrated into MS Outlook, but it is not necessary.
    • Project tasks: tabular and Gantt chart views available.
    • Links.
    • Issues.
    • Custom: You can create your own.
  • Surveys: results presented in graphical summary and can be exported to MS Excel in tabular format.
  • Discussion boards: for quick discussion items.
  • Blogs: for more "polished" discussion items.

What other features does SharePoint provide?

  • RSS Feeds: you can choose to subscribe to receive updates from SharePoint libraries and lists to your RSS feed reader (news reader). Just like you can subscribe to receive the Princetonian updates.
  • Alerts: You can choose to be notified instantly, daily, or weekly via email of SharePoint content updates.
  • Document management
    • Check in/Check out.
    • Version history: good for those "Oops!" moments.
    • Content approval: a designated individual or a member of a designated group needs to approve before content is published.
  • Workflow: a mechanism to automate a work process that involves SharePoint content.
    • Collect Feedback: routes a document for review. Reviewers can provide feedback, which is compiled and sent to the document owner.
    • Approval: routes a document for approval by a chain of individuals.
    • Custom: You can create your own without programming using MS SharePoint Designer (formerly known as MS FrontPage). Example: faculty search process.
  • Web Services technology: SharePoint data can be exposed as XML for integration into other tools.

How do I build a sub-site?
Please see this demo page for a tutorial on how to build SharePoint sub-sites: http://oitdas.princeton.edu/forms/sharepoint_subsite_creation


Related Links:

Last Updated:
January 15, 2014

Solution ID:
9901