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What you need to know! SharePoint puts a focus on all things modern and interactive with several new features that allow for flexible, easy and efficient use across devices. Designed to cater to a diverse set of needs regardless of the organisation, SharePoint offers users a unified platform to create, store, manage and share data.
Most importantly it allows you to facilitate collaboration among teams, supporting business processes. Redesigning popular features and adding brand new ones, the key emphasis is on the customisation of the service through an offer of a hybrid approach which facilitates both on-premises and cloud-based services.
This means that the user is able to choose between traditional on-premise deployment, a hosted service with Office with SharePoint Online sites, Microsoft Azure Infrastructure service IaaS and a hybrid service allowing for the mixed use of on-premises and cloud-based services.
Suitable to any modern device SharePoint allows for secure, on-demand communication and collaboration when or wherever needed. With several new and updated features, here are the main ones to look out for. The SharePoint home page has undergone many changes transforming the overall look and functionality of the page.
It now includes additions such as relevant team news, modern lists and libraries as well as the newly added modern search experience which are now all accessible from the home page.
The creation of team and communication sites has been made quick and easy with direct access and manageability from the home page. While an updated feature, the redesigned team and communication sites allow for not only easy creation and customization of sites but also the efficient shareability of content, news and communication among team members.
Major differences to the previous version are: Whether creating a communication site, a team page or simply downloading assets for team work, SharePoint has put a focus on the shareability of all possible documents and assets required for collaboration.
The Modern sharing experience functions with a simplified sharing user interface UI which allows team members to easily access and share content among their team or organisation.
Everything is shareable: The modern lists and libraries are also new to SharePoint , allowing for easier collaboration among teams across devices.
Working around an updated interface, SharePoint is combined with OneDrive usability to support easier and more intuitive uploading of documents and files. Additionally, document libraries now support files as large as 15GB and the file path length has been increased to characters allowing most special characters in file and folder names.
In short, users are now allowed to create their own lists and libraries of all the possible content and files needed for more collaborative and efficient team work without constraining boundaries.
As was briefly mentioned in the introduction, SharePoint allows organisations to choose when to take advantage of the cloud feature, allowing for data to be stored and shared both locally on-premises and in the cloud. This means that no downloading is required when assets are migrated to the cloud, allowing for timely and on-demand collaboration. While possessing many of the same features, there are significant differences which organisations should consider and compare against their individual needs.
Here is a brief explanation of the available options. SharePoint is a platform for content and website creation, bringing all documents and assets onto a single platform.
Described as a collaboration system, SharePoint facilitates several Microsoft applications such as Excel, Word and PowerPoint to enhance collaboration and automation of business processes. SharePoint provides companies with a centralised platform for both the creation of content and the storage of company data. Almost identical in features to the newest version of SharePoint , SharePoint Online operates as a cloud-based service which organisations can acquire as either a standalone product or with Office Office however is a cloud-based services platform which offers the same Microsoft products with the addition of OneDrive.
Similar in much of their features, such as site, content and search features, SharePoint Online and SharePoint differ mostly in their insight features.
SharePoint offers a business intelligence centre, business data webparts, custom site definitions, custom site provisioning, a SharePoint store and a client object model while SharePoint Online only shares the latter three. However due to organisational differences and possible hesitation of migrating large quantities of data to the cloud, SharePoint offers a traditional on-premises deployment allowing for the organisation to choose when to utilise cloud-based services.
This type of a hybrid approach can therefore be considered as a benefit over SharePoint Online, which assumes for the transformation of all utilised data to the cloud. Key Benefits While it is important to choose what best suits the needs and requirements of every organisation, there are many benefits in switching or upgrading to SharePoint User experience enhancement: The upgraded and redesigned version of SharePoint offers many user experience improvements such as the easy creation, management and shareability of sites and documents.
Allowing unified access to all available documents and assets, SharePoint enables interactive, intuitive and flexible collaboration among the organisation across all devices.
Deployment options: Regardless of the form and nature of previous storage methods SharePoint allows for a customised approach to choosing your own form of deployment with options from on-premises, online and a mix of the two in a hybrid model. Integration of services: SharePoint supports PowerApps and Microsoft Flow capabilities allowing for the integration of business process automation.
Therefore, bringing all services to one platform — you can create, share and most importantly automate your business processes all in one place. What is PowerApps? A platform were users can create their own mobile app suitable for Android, iOS, web browsers and Windows. What is Microsoft Flow? A software where organisations can create and automate tasks across different applications.
Users can create specified actions with a time and place that contributes to an overall workflow which is easy to track and manage. On Premise Capabilities Cost-effective and flexible, SharePoint modernises business processes by facilitating on-premises productivity. This is supported by easy access to all shared documents and sites which in turn can be shared and collaborated on-demand.
Therefore, allowing for the full use of both cloud and on-premise services, every organisation can customise their use of SharePoint according to their needs and concerns. Specifically designed to improve administration and company infrastructure, SharePoint also introduces a new and improved version of the Workflow Manager and provides direct links to SharePoint documents. Additionally, integrating apps such as PowerApps helps in bringing all company collaboration and assets to one platform, enhancing performance under fewer restrictions.
Key things for Upgrades If you are looking to upgrade to SharePoint from any of the earlier versions, there are a few key things to keep in mind to avoid possible complications.
Therefore, it is recommended that all upgrades should be done in the right order, advancing from to , to and finally to Use the opportunity for a full review, make the most out of everything you do Databases with a lower version than SharePoint will not be able to facilitate the upgrade, leading to a lockdown of the current version installed. To maximise the success of your installation of SharePoint , it is advisable to develop a comprehensive understanding of the environment that you are looking to perform an upgrade.
This means developing a plan that takes into consideration the time required for the installation and possible malfunctions or loss of data. Therefore, it is recommended that you secure all existing assets before updating to avoid losing any valuable data already in the system. Remember to also consider the requirements set out for the newest upgrade specifically taking note of the software and hardware requirements to map out your chances of undergoing a successful upgrade. Make sure to also conduct tests before upgrading — this helps you to identify possible problems that need fixing to avoid malfunction, downtime or loss of data.
Once you have secured your data, mapped out the environment and the time needed for the upgrade and repaired any possible faults, you can feel secure in commencing your upgrade.
Here is a step-by-step summary of the key things to remember before upgrading to SharePoint Make sure you already have SharePoint to facilitate an upgrade to the newest version. Check all software and hardware requirements for SharePoint to ensure a successful upgrade.
Study your work environment to match requirements and to develop an idea of possible complications or problems. Consider the time an upgrade will take to maximise efficiency. Secure your data to avoid possible losses in case of malfunction. Test your environment to develop confidence and to spot any possible faults that need fixing before the upgrade. To start upgrading from SharePoint to SharePoint ensure the server farm administrator is familiar with the process to avoid mistakes along the way.
Once prepared for the process create your SharePoint server farm by installing SharePoint to a new farm. It is important to set the old farm to read-only to ensure access while progressing with the new upgrade.
The server farm administrator will now back up the service application databases and the content alongside it from the SQL Server to the new SharePoint farm. Restoring a copy of the databases to the SQL Server tool the server farm administrator should set the databases to read-write on the new farm to ensure access. After this the server farm administrator configures the service applications for the new farm to ensure upgrade of service applications such as Business Data Connectivity, Managed Metadata service application, PerformancePoint Services, Search service, Secure Store service and User Profile application.
The administrator then needs to create a web application on the SharePoint server farm for each of the above-mentioned applications on the SharePoint farm. Moving on to upgrading content databases and site collection the administrator then upgrades the My Site host allowing individual users to upgrade their My Sites. Here is a checklist to summarise the upgrade process: Create your server farm by installing SharePoint to a new farm.
Set the old farm to read-only. Restore a copy of the databases to the SQL Server tool. Set the databases to read-write. Configure the service applications for the new farm to upgrade them. Create a web application on the SharePoint farm for each application Features With several new features SharePoint focuses on delivering a modern working experience that enables users to collaborate, share and store assets more efficiently and on-demand.
Below are the key features and developments that SharePoint has to offer: Modern sites and pages. Creation of sites and pages has become quicker and easier with a modern layout and functional web parts that support shareability of all possible sites and content.
They can also integrate apps that support business processes and create original content, news and pages to publish and share among the organisation or selected teams. SharePoint has focused on the creation of new and improved communication sites that are easy to design and access on any device.
Ideal for correspondence among a team, the communication sites offer a dynamic platform with simple layouts and modern web parts that help in connecting team members in collaborative work. Now also supporting large files with less character restrictions on file and folder names, SharePoint has also added new and improved modern libraries and lists to its service to introduce a more efficient way of uploading, organising and managing files.
Supporting collaboration among teams and individuals the modern document. Libraries combine SharePoint with OneDrive, making the uploading and sharing of documents easy and straightforward. SharePoint and the additional OneDrive for Business put a focus on the on-demand mobile access to all information regardless of the device.
Therefore introducing the SharePoint app, mobile access to all shared content without restrictions enables teams and individuals to collaborate whenever needed. Additionally, many features such as the Content Search web part and the Hybrid Search have seen a redesign in layout and function to improve user experiences.
One example of such a development can be seen in the case of the modern search tool that provides users with type-contextual results in a modern layout. Requirements It is important to consider all the possible requirements needed to install or upgrade to SharePoint Specific hardware and software requirements which will be explained in some detail below are essential to meet to avoid possible mistakes and malfunction.
Additionally, the bandwidth speed must be at least 1 gigabit per second.