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Raju...................................
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Sharepoint Nuggets

Sharepoint Startup:

One of the primary functions of a network is file sharing, but these days, simply sharing files isn’t enough: Workers need the ability to collaborate and become more efficient. To meet this need, Microsoft created SharePoint, which extends Windows 2000’s basic file-serving power to a new level. SharePoint helps you create a powerful, easy-to-use portal that lets users share, collaborate on, and search for documents and other data files and links. In this Daily Drill Down, I’ll introduce you to some of SharePoint Portal Server’s capabilities and how they work.

A tale of two SharePoints :

When Microsoft first started talking about "Tahoe" (SharePoint Portal Server's name during development), there was intense interest among beta testers and reviewers, many of whom had already faced the challenge of managing large document collections. Tahoe promised to solve document management needs with integrated access to Microsoft's Office suite of products.SharePoint came out in two different versions, each with a different perspective on how to solve the document management problem. SharePoint Team Services, available with FrontPage 2002, is designed to manage tasks. It provides a storage area for documents, but doesn't handle document version control or have any features that could be legitimately considered advanced.SharePoint Portal Server (SPS), on the other hand, is a very different animal. Despite the similarity in name, there is very little else that SPS has in common with SharePoint Team Services.

While SharePoint Team Services handles basic tasks and rudimentary document management, SPS does more.

It has three main benefits:

1. Portal generation
2. Document management
3. Searching

You can use SharePoint Portal Server to build a portal on your network. Let's look at SharePoint Portal Server’s main benefits one-by-one.

Portal generationSimply put, a portal is a home page for Web-based information that is important to your users. Internet portals like MSN.com and Yahoo.com provide a convenient, centralized place to access the Internet, with collections of links to interesting or pertinent pages.

SPS can do the same thing for your organization. SPS lets you define workspaces, which are essentially root folders that will contain information. A workspace can be made up of a single portal with a few dozen documents, or it can contain many different portals connecting to an array of options. The portal's main page, or home page, allows you to navigate to the content contained in the workspace and other areas of the Internet or your intranet.

Document management

The second key advantage of SPS is its ability to manage documents. Document management systems have been around for years. Historically, however, they’ve been very expensive programs that didn't integrate well with Microsoft Office or other applications. SPS doesn't offer all of the advanced features of high-end document management systems, such as document routing, but it does have the basic functionality that most organizations need. It also integrates well with Microsoft's Office suite of products, giving it capabilities that most document management systems struggle with.

There are essentially two levels to document management. At the first level is a tool that lets you perform check-in and check-out operations. This is a simple way to control the number of people working on the same document at the time. SPS expands this slightly to encompass the idea that documents should not be available to the users at large until they’ve been approved, or “published” in the terminology of SPS.


Search;

SPS also provides a powerful, timesaving search feature. It has the ability to read and index documents of several types, including Word documents, Excel worksheets, and PDF files. The indexing process reads all of the words in the document and places them in a search database that you can query. The architecture is also extensible, allowing vendors to provide the ability to index other kinds of files, such as AutoCAD files.

SPS can index Public Folders on an Exchange Server, a file share, Lotus Notes databases, and other kinds of storage. By indexing all of the text in the documents on your network in all of the places where they might be stored, you create a central place to look for a document, and you don't have to know the document title or where it's filed on the network to find it. This can be particularly helpful for large organizations that have no centralized knowledge repository.

For example, let's say that you work for a company that sells flooring. You're getting ready to quote a job for a new mall opening in your area. You've heard that one of your colleagues did a really spectacular job in another region, but you don't remember the name of the mall so you can't look up the job by the client’s name. Your colleague is on vacation for a week and is unreachable. You really want to look at that proposal, but you don't have enough information to find it.

SharePoint can help you organize your networkSPS doesn't solve every problem, but its mix of solutions and its cost-effective price make it a great tool for an organization that needs a single, easy-to-manage portal for employees, a basic document management system, or a searching tool.

Thanks
Raju.
Be Happy