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Dear IT Expert,
I just had a Microsoft Small
Business Server 2003 installed in my office. What can this thing
really do for me, and how can I ensure that I’m getting the most
out of my technology investment?
Sincerely,
Worried in Worthington
If your company has ever wondered
if there was an easier way to communicate and streamline access
to important data then perhaps Windows Sharepoint Services is
the answer. Sharepoint Services, now up to version 3.0, allows a
business to build a web interface using tools that are built
into Small Business Server 2003 – at no additional cost! Your
company can create team workspaces, coordinate calendars,
organize documents, and receive important notifications and
updates through communication features including announcements
and alerts.
Normally when you think of sharing documents, you envision a
server that contains documents and spreadsheets concerning
various items/projects/accounting information, etc. Sharepoint
brings together data that is shared by process, department or
however you define its use. Instead of using a hierarchical
approach to searching for documents you need, Sharepoint can
provide the central point for your collaboration needs. For
example, say you have several users committed to project
management and the company has various employees or contractors
providing the labor. Utilizing Sharepoint Services provides
these users access to post and edit documents, and view and
update calendars on SharePoint sites. Each user is allowed to
“check-out” the document. While this document is in use the
other users can view a read-only copy and if edited, the
document will have its version number updated so users can track
changes.
Just simply storing data for Sharepoint use doesn’t bring out
the full capability of Sharepoint Services. Customization,
searching and coordination are some of the features that can
improve efficiency. Metadata is defined as “data about data.”
This metadata helps reduce redundant data across the network and
improves searching through detailing more about the data than
just its name. An example of metadata: the library catalog
describes its publications. Sharepoint Services allows data to
be tagged the way you choose best; does a document need to be
described by year, model number or customer name? You decide.
Collaboration requires communication and Outlook 2003 provides
calendar coordination. Sharepoint Services allows the team
members to view and edit calendars in Outlook without ever
having to visit the Sharepoint website. Another feature
demonstrating the capabilities of collaboration in Sharepoint is
the discussion boards. This provides employees a forum to post
discussions and ideas all in a central location.
In the end, Sharepoint Services are what is happening in today’s
workplace. Rarely do sole employees create in solitude. People
work together to create documents, spreadsheets, events,
appointments, presentations and meetings. Sharepoint is designed
to be a seamless integration into your network because it uses
Microsoft Office 2003, a program most employees already know.
There are numerous other features included in Small Business
Server 2003 that give it the most “bang for your buck.” Be sure
to have your IT consultant give you all the details.
Sincerely,
Your IT Expert
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