Go Green Paperless Office” [16-20]

Hi Friends,


Today, I am writing this Post while travelling to my office at Hammersmith in Tube and viewing the green natural resources across the way. This gave me a strong belief, about my thought process of “Go Green Paperless Office”.

The majority of the paper is used during office works; if we are able to automate the office in quick, easy and innovative manner then I am sure we will achieve “Paperless Office” very soon.
As, I have mentioned in my previous posts regarding various ways to search information, this post revolves around the “Creation & Storage of Documents”.

16.Document Library: Office users store official documents on their desktop in various folders and when required they keeps on searching .SharePoint provides feature of document library creation, create a Folder on server to store the documents of various formats like .doc,.xls,.pdf,.ppt etc. For e.g. a folder “Organizational Policies” is created.
17. User Access: The documents stored in the document libraries, can be provided access rights on the basis of user access type. The folder “Organizational Policies” can be viewed by all the employees but can be modified by HR team only.
18. Version Maintenance: Whenever there is change in the documents and version of documents needs to be maintained, SharePoint provides feature called major and minor version .User can define policy to provide major and minor version.
19. Metatags: Now days there are times when user wish to store specific set of properties to the document at the time of creation of the document, user can associate Meta tags to the documents. The documents in “Organizational Policies are created by HR Team and reviewed by HR Manager, so the metatag HR Manager can be set to store the name of HR Manager automatically and get associated with the document.
20. Size Limit: Aministrator can define the size limit for e.g. 5 Mb in this scenario any user who wish to uploads the document more than 5Mb cannot do so.


Document Library enables to create Files/Documents and even Folders, which is the key element in any office day to day activity.


In case of any queries, feel free to post me at vguptadelhi@gmail.com.


I am sure till now all my friends got convinced about the way to use SharePoint as a tool in their offices and take a pledge to save at least “ONE PAPER” daily.

“Go Green Paperless Office” [11-15]

Hi ALL,

While sleeping today a dream comes to me, and “ god” asked “Vishal” I want to give you a “Wish” today, what you want?

I said “god” you have given us all the good natural resources but as human beings we have not utilized them properly and hence feeling the pain. But now my wish is to “Go Green Paperless Office”, kindly enable us to do so. god said I am with you all.

In continuation to series of Paperless office, the most critical thing everybody faces is “very difficult to find the information”. So this post is revolves around Search:

11. Query Formation: Think in an organization, project manager want to see all the documents being created by Ram and Tony. Project manager can easily search for this. Project manager can use any operators like “AND, OR, NOT”. These operators can be used to find the desired result in combination.[Ram AND Tony, Ram Or Tony, Ram not Tony]
12. Wild Card [*,?]: Lots of time its being required to search all the documents starting with letter “A” etc. In SharePoint 2010 jut type A* it will provide all the documents having A as stat letter with any characters in end. Wild card only works at the end of the string. [*A will not fetch useful result, but A* will displays all documents starting with letter A].
13. Suggestion while Typing: Now days in fast life, our expectations from this gadget are increasing many folds, we want everything to be done automatically; hence Microsoft provided a feature of “providing suggestions “while you start typing in search box the suggestion related to words are provided. You start typing “Sh” it will give you suggestions “Share, Shine” etc. So that you can just select and “GO”.
14.DID you mean Suggestion : It not only provide the suggestions at the time you are writing the key words , but once you pressed “GO”, then also it say “Did you mean SharePoint” or any keyword which is best suitable for the keyword you initiated the search for.
15. Federated Result: To provide a search from remote location servers when data is huge the feature called federated result can be used.
The user will initiate a query and result will be displayed from SharePoint index server as well as remote index server associated.
For e.g. remote index server “Bing.com” is associated the search query or “India” will search all the result from bing.com as well as local search server.

So friends, SharePoint search provides features [tag cloud, faceted search, search on properties, search using operators, Federated result, Search suggestions etc.].Starts using all these features and enable organization to provide fast easy and quick information.

In case of any queries, feel free to post me at vguptadelhi@gmail.com.

Please provide you support in genuine cause of saving environment and making paperless office as now “ god is also with us “.

100 Ways to Go Green Paperless Office

“Go Green Paperless Office”[6-10]

Hi Friends,

In continuation to series of Paperless office, the most critical thing everybody faces is “very difficult to find the information”. So this post is revolves around Search:

6. Colleague Tracker : In wide spreader geographical environment it becomes difficult to find who is present in office , lots of offices gave access to messengers[which puts IT Policy on Toss, but no choice].SharePoint provide Colleague search web part to easily find who is online and to message them in close environment.

7. Tag Cloud: The same information is available at various places, but it takes lots of time to find it and retrieve it. Now a day’s people wants to see only valuable information or such information which lots of other people are searching and viewing.[Tag Cloud- highlights these valuable key words and makes them bold so that user can click them and go straight to information].

8. Faceted Search: This is the interesting feature it allows to aggregate the contents on basis of categories and also displays the number of the contents available for those contents.

9. Best Bet: In an office varied people tends to seek same information but search with different name, for e.g.: to seek Leave policy few employees will search for “Leave Policy”, few will search for “Employee Leave Policy”, few might search with some other name but as a manager you wish to show all the same result which is easily possible thru Best Bet.

10. Search on properties (document, content, picture): It becomes so easy to search like enter the name of the person who created document, when is document going to expire, on the size of the document etc. etc anything you think of just create the property and you can get the desired result.

The best part is it does the search in seconds and also displays how much time is taken to do so. Most of the features till now described in the post are Sahrepoint builtin features.

In case of any queries, feel free to post me at vguptadelhi@gmail.com.

Please provide you support in genuine cause of saving environment and making paperless office.

100 Ways to Go Green Paperless Office

“Go Green Paperless Office”

I am starting this post as social responsibility toward making environment clean and green using Paperless Office. During coming 20 posts I will briefly describe 5 ways in every post to make your office green and paperless.

In the era of technology, when all the brains are working towards saving natural resources then also trees are being cut and land is being made barren.

 Today let’s take a Pledge to save the natural resources, and it starts from Our Offices where we spend most time of the day.

Now days, through technology [Microsoft “SharePoint 2010"] it is possible to create paperless office in few clicks and also to become contributor to our social responsibility "Save Environment".

A Few features of SharePoint 2010 which can be implemented in Organization easily are:

1. Meeting Room Booking - Booking a meeting room is the daily activity in an organization, instead of using paper pen one can go to intranet portal [created in SharePoint 2010] and do it in a few clicks.

2. Business Card Printing Request - Every day new employees join an organization, they send a request to get business card printed which can easily be achieved in just a few clicks [SharePoint 2010].

3. Taxi Booking Request - Whenever employee has to go outside office for official purpose, taxi needs to be booked and approved by the manager. On the Intranet Portal [SharePoint 2010] employee can easily logs in even from home and do this in seconds.

4. Stationary Request - Employees need stationary on and off, but administration department say enter here sign here (paper used).Intranet Portal [SharePoint 2010] enable to do this without using any paper.

5. Leave Approval - Employees take leave, either employee send an email to manager or sometime does on phone or sms or on paper which all becomes unable to track. [SharePoint 2010] enables to do so in hassle free click ticks.

Ultimate aim is to save paper & to create paperless office.

In case of any queries feel free to send email at [vguptadelhi@gmail.com]