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SharePoint 2013 Web Portal Module 1 (SB)
Instructor-Led
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Course Outline• Section I Formalities
Training Delivery Course Overview
Learning Objectives
• Section II Best Practices/Terms Features Support
• Section III Course Evaluation
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• Training Attendance Sheet• Cell Phones• Breaks• Restrooms• Parking Lot
Section I: Formalities
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Section I: Training Delivery• “Tell Me”
– Instructor will discuss the process, responsibilities, and describe the functions.
• “Together”– Instructor / student will step through the process together.
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Section I: Course Overview
Internet (Public Facing) VS
• Anonymous • Placeholder Pages• Document Libraries• Lists• Recycle Bin• Options
– Still reviewing
Intranet (Internal)
• Authorize Users• Department sites• Mysites
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Section I: Learning Objectives• At the completion of this course, you will be able to:
• Access to the School Site• Create Page• Multiple Contributors to a page (features)• Change Page Layout• Cut & Paste Content• Insert Hyperlink• Insert a Table• Insert an Image• Modify Navigation• Grant Permissions• Publish pages • Support
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Section II: Best PracticesStandards• As a site administrator of your school site you will need Internet Explorer
9 to edit and update your site.• Refer to the Web Governance and Guidelines documents located on the
“SharePoint Central” site, for the latest SharePoint 2013 updates • There are two hidden district custom web parts which provides the
district office to communicate a consistent message immediately and simultaneously to all SharePoint school sites . – District News – Emergency
• Upload approved content (i.e., documents, images, media, internal and external links)
• Acquire the appropriate permissions for usage of any third-party content
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Section II: Best Practices Questions you should ask yourself
• What service or information does your department/school provide to website visitors of Fulton County Schools?
• Is the content current and valid?• 3rd Party Applications or Links (Interstitial page)
• Organized Content• Department or School
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Section II: Best PracticesStandards (continued)• The foundation of a sound web site is concise, well organized
page content.
– Think about the audience.– Who is going to read/use the content?– What do they want to know?– What issues are they looking to solve?– What resources should be provided?
• Use as many existing district links as possible.
Parents, Students, & Community
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Section II: Best Practices – Text Tips
• Fulton County Schools (FCS)• When placing a link in your content, avoid using
“Click here”. Highlight the part of the text that refers to the action being expressed and make that the link.
For example, “Download the Balanced Scorecard”.
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Section II: Best Practices - Images
Sample
To crop images use Microsoft Picture Manager or Adobe PhotoshopNote: Do Not resize manually image will displayed blurry
Use photos from school events that show parents, students, employees and the community- Authorized photos
No Clip Art
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Section II: Best Practices - Documents
Remember to Reduce File SizeClick radio button minimize size
Microsoft Word
.PDF .PDF
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Section II: Key Terms – User TypesContributors – Support Staff• The primary roles and responsibilities are:
Web Governance & Guidelines
Pages, images, links, lists and apps
Approve content optional
Publishing Contributor
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Section II: Key Terms – User TypesAdministrator– Owner• The primary roles and responsibilities are:
Web Governance & Guidelines
Pages, images, links, lists and apps
Approve content
Quality Control
Permissions
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Section II: Terms – SharePointPlatform
ManageBuild
Discover
OrganizeSHARE
ShareShare Knowledg
e
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Section II: TermsWhat is Content Management System?
• A database driven web based software tool used to deploy content into large, scalable websites. A CMS places a divide between design/development and content production.
• This division allows web professionals to create and develop the programmatic architecture; while the subject matter experts produce and edit page content consisting of text, images, and web/file links in an easy-to-use WYSIWYG (What You See Is What You Get) page editing environment.
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http://portal.fultonschools.org
Content for Parents, Students, and the Community
Cross Site Publishing Important Messages District News
Video & Embedding Image RenditionsClean Urls
Forms & Documents Repository
Public Facing Internet (Anonymous)
http://employees.fultonschools.org
Content for employees
Sites Departments Projects Team My sites Communities
Video & Embedding Image Renditions
Clean Urls
Forms & Documents Repository
Intranet (Employees)
Higher Visibility
Tighter GovernanceLighter Governance
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Electronic DevicesMobile
Automatic Mobile Browser RedirectionTarget different designs based on user agent string
Office Mobile Web Apps Excel PowerPoint Word
Push notifications
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Section II: TermsWhy this Content Management System?
Editing Tools Streamline Communicate Consistent
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Section II: FeaturesAccess to Base SiteTo access the designated SharePoint training sites.
1. Double-click on the Internet browser icon to open.
2. Type the site address of the training environment to which you want to use in the url field or use your school site. School site: http://sptapp02.fcstest.org/schools/es/SharePointAcad
3. Click Sign In.
4. Type the user name and password provided by the SharePoint Administrator.
Example: doej and $sP13T_~
5. Click OK.Send an email to [email protected] for an authorize account to access training site.
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Section II: FeaturesHome PageThe illustration highlights the standard frame used on all SharePoint sites throughout the district. Please take a moment to review this page. Hover over the titles on the Navigation Menu to view the sub-titles. The menu titles are linked to a corresponding placeholder page. You can create a page to hold specific information, if required. Note: Do not modify or delete the site placeholder pages, however they can be hidden until later use. Use the modify navigation option to hide those pages until ready for use.
9 - District News and Emergency Web Parts
8 - Search
7 - FCS Logo re-directs to district site
Sign In
10 - Footer
1 - URL Address
4 - Bread crumbs
5 - Department/Workspace
2 - Branding Banner
3 – Navigation Menu has Placeholder Pages
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Section II: Features - Create Page
1. Starting from the School site home page.2. Click gear icon, will display an online menu. 3. Click Site Contents, will display lists, libraries, and
other apps.4. Click Pages, will display all pages within the folder.
Do not delete the “default” page for this is your school site home page.
5. Click gear icon, will display an online menu.6. Click Add a Page.7. In Give it a name field. Type the Page Title using
proper text, this will be used for the URL address. Example: wbss
Placeholder pages are available to display additional content or to help streamline the process of transferring content to the newly created site. In some cases, the content to be displayed need its own designated placeholder page. It is easy to create a specific placeholder page.
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Section II: Features- Create Page con.
8. You will advance to editable page. Click, click here to add new content.9. Populate the following fields with text. Example: Title – Student Spotlight Example: Content Area I – Adam Ant our school prized pupil received several honors in a three month period. Also, Adam are members of the chess, club, lacrosse, reader’s rally and peer leadership.10. Using the tool bar, click Spelling to run check spelling for the page, will display count of spelling errors where applicable.11. Click OK.
Placeholder pages are available to display additional content or to help streamline the process of transferring content to the newly created site. In some cases, the content to be displayed need its own designated placeholder page. It is easy to create a specific placeholder page.
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Section II: Features - Create Page con.
12. Click Save icon, will display “only you can see recent changes. “Check it In”13. Click Check it in, will display a Check In
Comments box. Example: Create Student Spotlight page per Mr. Moore’s request.
14. Click Continue, will display Visitors can’t see this page. Publish it.
15. Click Publish it, will display for others to view.
Placeholder pages are available to display additional content or to help streamline the process of transferring content to the newly created site. In some cases, the content to be displayed need its own designated placeholder page. It is easy to create a specific placeholder page.
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Section II: Features – Edit a Page (Multiple contributors)1. Will display your name on the top right of
screen, click wheel icon, will display an online menu.
2. Click Site Settings.3. Click Site Contents, will display lists, libraries
and other apps.4. Click Pages, will display all pages associated
with this site.
Page labeled Default.aspx is your site landing page.Do not Delete
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Section II: Features – Edit a Page con.(Multiple Contributors)5. Scroll to locate the desire page to which you need to apply changes. 6. Click desire page, will display. Example: Chief_Human_Resources
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Section II: Features – Edit a Page con.(Multiple Contributors)
Desire page, will display. Example: Chief_Human_Resources
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Section II: Features – Edit a Page con.(Multiple Contributors)7. Will display the spelling error count.8. The errors will display an underline under the
miss spelled word. Where applicable, apply changes.
9. Using the toolbar click Save icon.
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Section II: Features – Edit a Page con.(Multiple Contributors)10. Will display a Check In Comments box. Here you can
record your reason to why edits were applied. Example: QA check, your initials
11. Click Continue.
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Section II: Features – Change Page Layout1. Navigation to the desire page to which you
want to change the page layout. Example: About
2. Click gear icon, will display an online menu.
3. Click edit page.4. Using the tool bar, click Page. 5. Click the black down arrow under Page
Layout option, will display a menu
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Section II: Features – Change Page Layout con.
6. The current page layout will be lined with yellow.7. Click the desire page layout.8. The content on the page will re-stencil. In some cases, you may need to make some slight changes.9. Click Save icon.10. Click Check It In.
11. Click Publish, if permission has been
granted.
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Section II: Features - Cut & Paste ContentThe steps below will guide you on transferring text from a document to the SharePoint site. While there are several ways to transfer text from screen to screen, the process below is recommended.
1. Open the document to which you want to retrieve text. Example: School Plan Verbiage2. Click About Us navigation heading, will display available
pages to view.3. Click School Plan page, will display page.4. Click gear icon, will display an online menu.5. Click Edit page.6. While in the School Plan document, click Select All, click copy.7. Click in Page Content box within the School Plan page
and click ctrl V to paste text.8. Click Save.9. Click Check In.10. Click Publish tab, click black down arrow to view options.
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Section II: Features - Cut & Paste Content con.
8. Click Submit, if not authorized the publish, this will be routed to the site owner for approval.
9. Click Publish to publish page, if authorized.
Note: Repeat this process to populate the placeholder pages
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Section II: Features – Insert a Hyperlink
1. Navigate to the desire page to which you want to add a hyperlink. Example: Chief Human_Resources
2. Click Edit, will display page in edit mode with tool bar.
3. Using the tool bar, click Insert tab, will display available options.
4. Click Hyperlink icon, will display available link options: From SharePoint
From Address Example: From SharePoint
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Section II: Features – Insert a Hyperlink con.
5. Double-click on Pages Folder, will display content.
6. Use scroll bar to locate the desire page, click page. Example: Default.aspx (Do not delete)
7. Click Insert.8. Click Format Text.
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Section II: Features – Insert a Hyperlink con.
5. Click Spelling, will display an online menu. 6. Click desire language from menu.
Example: English7. Will display a Spell Check Message, click OK.8. Apply corrections, where applicable.9. Click Save. Only you will see the changes applied.
10. Click Check It In, will display a comments box.11. In the comments box, type reason for changes.
Example: QA workshop and your initials12. Click Continue.
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Section II: Features – Insert a Hyperlink con.
13. Click Publish this draft, for visitors to see your changes applied.14. Using the tool bar, click Publish.15. Click Publish, will display an online menu.16. Click Publish, if you have authorization.17. Click Submit, if you do not have publishing authorization. When authorize personnel logs into the designate area, this page will display “Waiting for approval”.18. The Site Administrator can click Approve it or Publish, will display an online menu.19. click Approve or Reject.
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Section II: Features - Insert Table1. Continue the edits from within the desired page, click Edit.2. Click desired editable content area. Example: Content Area 13. Using the tool bar, click Insert Tab.4. Click Table (arrow) will display option.5. Click Insert table, will prompt you to enter Number of columns and Number of Rows. Example: No. of Columns 3 & No. of Rows 36. Click OK.7. Click into the editable cell of the table and type text. Example: Row 1, type Student Council Goes Green Row 2, type Mentoring Teachers Row 3, type Principal goes One on One8. Click Save Icon.9. Click Check In.10. Type comments. Example: Update page per Mr. Miles 11. Click Ok.12. Click Publish tab.13. Click Publish, if authorized, for others to view.
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Section II: Features – Insert an Image 1. Navigate to the desire page to which you want
to add an image. Example: Chief Human_Resources
2. Click Edit, will display page in edit mode with tool bar.
3. Using the tool bar, click Insert tab, will display available options.
4. Click black down arrow under the Picture icon, will display location options.
5. Click From SharePoint, will display document library contents.
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Section II: Features – Insert an Image con.
5. Use the scroll bar to locate the desire image.6. click desire image, will auto-populate the
Location (URL) address. Example: world in hand.png
7. Click Insert, will display image on screen.
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Section II: Features – Insert an Image con.
8. Use the tool bar to locate the desire image, under Image tab, click Change Picture, will display an online menu. Example: From Computer From Address From SharePoint9. In the Upload Image box, click Browse button to
locate the desire image.10. Click image, will auto-populate the file name field.11. Click Open, will auto-populate. Choose a file.12. Destination Library will display the best choice
library for the item. Example: Image13. Version Comments: Where applicable, type a
message in comments box to share with team members. Example: QA in workshop and your initials
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Section II: Features – Insert an Image con.
14. In Title field: type desire title. Example: Talent Management15 Click Save icon, to apply updates.
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Section II: Features - Modify Navigation
1. From the Home page, click gear icon, will display an on-line menu.
2. Under Look and Feel, Click Navigation, will display an on-line menu.
3. Click Modify Navigation.4. Under Global Navigation headings: Select appropriate
options. Example: Leave default settings for Structural Navigation. Example: Leave default settings for Structural Navigation5. Sorting: Sort automatically or Sort manually. Example: Sort manually6. Under Structural Navigation: Editing and Sorting, click
Navigation heading to which you want to place the page.7. Click Add Link.
As you create specific pages you will need to change the placement order within the navigation categories menu. The steps below will guide you in adding a page to the navigation menu.
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Section II: Features- Modify Navigation con.
8. Type Title to which you want to display for users.9. Click Browse, to navigate to the page.10. Use the scroll bar to locate the Page folder, click
Pages folder, will display contents.11. Use the scroll bar to locate the newly created
page. Click desired page. Example: Student Spotlight
12. Click Insert, will auto-populate the URL Address.13. Leave Description and Audience field blank.14. Click OK, will display under desired navigation
heading.15. Click OK.
As you create specific pages you will need to change the placement order within the navigation categories menu. The steps below will guide you in adding a page to the navigation menu.
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Section II: Features - Grant Permissions1. To share editing rights with a contributor on
the site. Click Share, will display a dialogue box.
2. Share with lots of people, will display those to which you have communicated in the pass.
3. Invite people to “contribute”, type the name(s), or email address of the person(s) to which you want to grant contribute permissions. Example: davisg1
4. Include a person message with the invitation (optional). Example: You have been granted permission level “Contribute” for you to edit this page.
5. Click Show Options, will display the permission level and the group to which they are a member.
6. Click Share.
Active Directory displays FCS employees, parents and students accounts
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Section II: Features Learning Objectives Review
Access to the School Site Create Page Multiple Contributors to a page (features) Change Page Layout Cut & Paste Content Insert Hyperlink Insert a Table Insert an Image Permissions
Person Modify Navigation Publish page Support
The learning objectives performed in this course guided you with uploading content unto a SharePoint site. To help ensure the content placed on the website is accurate and valid, we recommend you have others review before you publish.
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Questions
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Section II: Features Log Out
1. Click the Down Arrow to the right
of your name.
2. Select Sign Out.
3. The Internet browser will close.
You have successfully completed the SharePoint Web Portal Module I (SB) training.
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Section II: Support• Web Portal Courses
– SharePoint 2013 Web Portal Module I (SB)
• Web Governance and Guidelines
• SharePoint Central
• As of Monday, August 19, 2013 route all SharePoint related support questions through the technology helpdesk. This will help us better support your needs and build a knowledge base.
• Open a HEAT call-logging ticket and select category “SharePoint” or send an email to [email protected]
• Support Team– Chris Edwards, SharePoint Administrator– Ann Coala, School Technology Specialist – Tiana Conner, Contractor
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The End
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Section III: Course Evaluation• We continually strive to improve our courses to
best meet the needs of our employees. Your feedback is extremely useful in helping us train and communicate. Thank you in advance for completing this brief course evaluation.
• Click link to access course evaluation
Check Inbox for link to course evaluation
