BEGINNING SHAREPOINT COMMUNICATION SITES : understanding and managing modern sharepoint... online

Understand SharePoint communication sites and create one on your own using SharePoint Home, available in Microsoft 365. This revised edition covers the new features in SharePoint communication sites and demonstrate how to effectively use them. You will also learn how to create a digital experience using SharePoint communication sites. This updated edition includes a new chapter on information management and governance, along with new topics such as seamless integration between Teams, using Power Automate and SharePoint Communication sites in tandem, and performing project and operations management activities with communication sites. Author Charles Waghmare starts by walking you through SharePoint communication sites and how to create them. Next, you’ll explore various use cases to understand the benefits of communicating through SharePoint communication sites. Further, you will learn collaborative applications like Teams and its integration with SharePoint, followed by details of compliance and governance . You will then integrate communication sites with Microsoft 365 products for better end user collaboration. Finally, you will discover how to perform your day-to-day operations tasks using communication sites. After reading this book, you will be able to create and manage SharePoint communication sites and improve ways to communicate and collaborate within your organization. What You Will Learn Create an information and communication strategy for your organization Explore digital ways of working Easily collaborate with shared information Create visually appealing communication sites to manage your day-to-day project work Efficiently manage organizational information with compliance Create centralized departmental repositories with SharePoint communication sites Learn to automate internal processes using SharePoint communication and M365 services Who This Book Is For IT workers who use SharePoint and who are involved in internal communication management, evangelism, digital transformation, social media, and intranet design. Table of Contents 5 About the Author 12 About the Technical Reviewer 13 Acknowledgments 14 Introduction 15 What Is In this Book 15 The Audience 16 Chapter 1: An Introduction: SharePoint Online Communication Sites 17 Introducing SharePoint Online Modern Experience 17 SharePoint Online Features 22 Differences Among Communications, Teams, and Hub Sites 26 Exploring SharePoint Hub Sites 26 Differences Among the Hub, Communication, and Team Sites 28 Examples of Hub Sites 28 IT Department 28 Human Resources (HR) Department 31 Exploring Communication Sites 32 Creating SharePoint Communication Sites 33 What Do Communication Sites Include? 35 Exploring Communications Sites 39 Creating SharePoint Online Communication Sites 42 Summary 44 Chapter 2: Effectively Communicating and Collaborating Using SharePoint Communication Sites 45 Create User Awareness for Effective Communication and Collaboration Using Communication Sites 46 Beta Testing 47 Communication Sites to the Super User or Champions Community 48 Leadership Announcement 54 The Critic Community 58 Success Stories 59 Microsoft Communication Sites Campaign Overview: Strategy and Approach 60 Data Literacy Campaign Overview 60 Campaign Definition and Goals for Leadership Communication 61 What Does a Digitally Literate Staff Look Like? 62 Measuring the Success of Adoption 63 Good communication site literacy: 63 Bad communication site literacy: 64 Appearance of Good Communication Sites Literacy 65 Appearance of Bad Communication Sites Literacy 67 The Literacy Awareness Campaign Scope 69 Phase 1. Let’s Get Started 69 Phase 2. Let’s Do It 70 Phase 3. Embed It 70 Pain points in a Microsoft Communication Literacy Campaign 71 Challenges Overcome by Literacy Campaigns 72 Summary 74 Chapter 3: Building Collaborative Experiences for End Users 75 An introduction to MS Teams 76 Team’s End User Features 77 Teams Connect 78 Federation with Slack or Webex 79 Teams Tab: Static and Configurable 81 Immersive reader 82 Filter Content Using @mention 82 Bookmarking 83 Slash Commands 84 Meeting Whiteboards 85 Private Channels 86 Meeting Recording 86 Integration with PSTN 87 Teams Bot 88 Hard Audio Mute 88 Team Live Events 89 Recording with Automatic Transcripts 89 How to Make the Most of Teams 90 Simplicity 91 Use the Teams Mobile App 91 Maintain and Optimize Lists of Teams 91 Regularly Update Channels 91 Make Use of Team Apps 92 Manage Content 92 Highlight Important Resources 92 Forward Email Conversations 92 Keep Channels Active 93 Have Fun 93 Where Should You Store Files? In Teams or on a SharePoint Communication Site? 93 Seamless Integration Between SharePoint Communication Sites and Teams 95 Files and Chats 96 Document Management System, SharePoint Communication Sites and Teams 97 Work with Attachments in Teams 99 Seamless Integration Between SharePoint Communication Sites and Power BI 100 Summary 106 Chapter 4: Creating Digital Intranets 107 An Intranet Is Necessary for Digital Workplaces 109 Differences Between a Digital Workplace and an Intranet 110 The Purpose of an Intranet 111 Conclusion 115 End User Experiences with SharePoint Communication Sites 116 Creating Intranets Using SharePoint Communication Sites 120 Summary 128 Chapter 5: Information Management Compliance and Governance Using SharePoint Communication Sites 129 What Is Information Management and Why Is Governance Necessary? 130 The Information Governance Program 131 The Steering Committee 134 One or More Centers of Excellence (CoE) 134 One or More Communities of Practice (CoP) 135 Coordinators 136 Information Lifecycle Management 138 Overview of Information Management Lifecyle 139 Information Lifecycle Management Process 140 Information Lifecycle Management Strategy 141 Phases of Information Lifecycle Management 142 Data Collection 142 Data Creation 142 Data Classification 142 Data Archiving 143 Data Security 143 Data Disposal 143 Data Assignment 143 Records Management in SharePoint Communication Sites 144 Applying Labels in SharePoint Online 145 Decommissioning and Deactivating SharePoint Communication Sites 150 Benefits of Information Lifecycle Management 152 Managing Metadata for Effective IM 153 Information in Context 154 The Benefits of Metadata 154 Perspectives on Metadata 155 The Business Value of Metadata 155 The Metadata Strategy 157 Guidelines to Determining Metadata 157 Tasks for Determining Metadata 158 Mandatory vs. Optional Metadata 159 The Metadata Model 159 Metadata Standards 160 Metadata Automation 160 Introduction to Managed Metadata in SharePoint Communication Sites 160 Using the Term Store Management Tool 162 Setting Up a New Term Set 163 Summary 163 Chapter 6: Using SharePoint Communication Sites for Project Management 165 Introduction to Project Management 166 Project Management 166 Project Management Methodology 167 Initiating a Project 167 Project Implementation 168 Project Manager 169 Project Lifecyle 170 Conceptualization 170 Planning 171 Execution 171 Termination 171 Project Management Roles and Responsibilities 171 Project Management Using SharePoint Communication Sites 173 Project Management Best Practices Using SharePoint Communication Sites 174 SharePoint Online Communication Sites Use Case for Project Management 177 Creating a New Site for a Project 178 Creating a List to Management Project-Related Items 179 Tracking Different Ongoing Projects 179 Creating Automated Workflows to Trigger Notifications 180 Allocating Work Using SharePoint List 181 Managing Resources 182 Using the Status Update and Project Dashboard 183 Sharing a SharePoint Site Externally 184 Enabling External Sharing in SharePoint 185 SharePoint Experience for External Users 189 Summary 191 Chapter 7: Integrating SharePoint Communication Sites with Microsoft 365 Products 192 Seamless Integration Between SharePoint Communication Sites and Microsoft Forms 192 Creating a New Form in Communication Site 193 Seamless Integration Between SharePoint Communication Sites and Power Apps 200 Seamless Integration Between SharePoint Communication Sites and Power Automate 207 Seamless Integration Between SharePoint Communication Sites and Microsoft Teams 211 Summary 214 Chapter 8: Creating New Horizons of Digital Communication 215 Contextualizing Emotions and Intent 220 Emoticons 221 Digital Communication Using SharePoint Communication Sites and Power Automate 224 Using Teams and SharePoint Communications for User Collaboration 231 Effectively Using SharePoint Communication Sites Webparts 234 The Text Webpart 234 The Yammer Conversations Webpart 236 The Spacer Webpart 237 The Saved for Later Webpart 238 The Recent Documents Webpart 239 The Quick Chart Webpart 239 The Microsoft PowerApps Webpart 241 The Page Properties Webpart 242 The Markdown Webpart 242 The Countdown Timer Webpart 244 Summary 245 Index 246