Sharepoint 2010 : Putting Your Site on the Web - Web Content Management (part 1)

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1. Why SharePoint for Internet-facing Web Sites?

Before we dive into some of the functionality associated with WCM, let’s look at some of the key reasons why organizations use SharePoint for their Internet sites:

  • Ease of use. Part of the appeal of SharePoint has always been its low threshold for entry. Users can be trained very quickly to use specific functionality and require very little training for uploading and managing content.

  • You already own it (business users). For those organizations that have already invested in SharePoint as part of an internal collaboration or communication initiative, they can leverage that very same software for allowing designated employees to manage Internet content with no additional training.

  • You already own it (IT). Again, for those organizations already familiar with SharePoint, it is much easier to quantify IT support for an Internet-facing site. IT knows how to manage and maintain a SharePoint environment because they already do that for internal usage.

  • Leverage list data. Web sites do not have to be a collection of static HTML content. SharePoint allows you to easily leverage list data for content presentation. This makes it easier to deploy and maintain dynamic content presentation without having to manage the underlying HTML.

  • Search. SharePoint has a native search engine that will support the discovery experience associated with looking for keyword matches on your Web site. There is no need to purchase third-party search products to integrate into your WCM solution.

  • Content repurposing. The life cycle of a document can span the boundary of the corporate firewall. What was once created through employee collaboration can ultimately serve high value to partners, clients, or customers. By leveraging SharePoint for intranet, extranet, and even Internet use, content can be shared naturally, via workflow, from system to another.

And those are just a few reasons! Because of these and many others, SharePoint has gained tremendous momentum in the Internet-facing WCM space. SharePoint 2010 takes advantage of that momentum and raises the bar associated with what companies can do with their Web sites. It is now easier to leverage native capabilities in SharePoint to create a highly dynamic, rich, aesthetically pleasing corporate Web site.

2. Web Content Management: The Basics

SharePoint 2010 offers the capability to manage Web content (pages, images, and HTML) in an easy way. This allows business users to author and publish Web content quickly and easily without having to involve IT or a webmaster for each and every new page or update to a page. This enables your Internet site to take on any look and feel (unlike the default SharePoint UI that most people think of) and scale to the requirements of the world’s most popular Web sites. For example, take a look at Figure 1. This is a default SharePoint Web page. For a business user to make a change to the page, it’s as simple as clicking the Edit icon (paper with a pencil over it) in the toolbar or by clicking the Page toolbar item and selecting Edit from the ribbon. The result is that the page can be modified in Edit mode (see Figure 2), eliminating the need for the user to ask IT to make a Web page modification on his or her behalf. Finally, the page can be run through an approval process (see Figure 3), ensuring that changes are reviewed before going live to the Internet.

Figure 1. SharePoint 2010 can be used for highly branded, content-based pages that are accessed anonymously over the Internet

Figure 2. Making edits to a Web page is easy with SharePoint 2010. Simply edit content inline on the page.

Figure 3. Initiating a workflow on a page or pushing out changes for publishing is done with the ribbon functions at the top of the page

There are entire books dedicated to creating, managing, and hosting Web content-managed sites, so we won’t try to re-create those here in a few pages. Instead, we provide the basics of how SharePoint provides Web content management features.

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