Introduction to Microsoft SharePoint 2010 55016AC

Introduction to Microsoft SharePoint 2010

55016AC

SharePoint Module 1

• SharePoint is typically used for:

– Team collaboration– Document storage, management and search– Web pages– Social networking– Search– Internet Sites– A platform for building custom applications

SharePoint Team CollaborationModule 1

• Teams use SharePoint to collaborate

– Share documents– Publish announcements– Create and manage tasks– Share calendars– Create knowledgebases using Wikis– Publish links to internal and external resources– Create discussions

SharePoint Document Management Module 1

• SharePoint document management features not available with local and network file storage– Metadata – Check in/out– Alerts – automatic emails about library changes– Versioning– Content approval– Views (reports)

• Additional Library Options– Folders– Windows Explorer views– Recycle Bin

• Search

SharePoint Security Module 1

• User access can be controlled by Site Owners at these levels:– Sites– Document Libraries and lists– Folders within libraries– Individual documents

– There may be content in a site that you will not be able to see!

– Search will not find items that you do not have permissions to see

Accessing SharePoint Module 2

• Logging on to SharePoint:– If you are logging on from your local

network you will usually have immediate access to SharePoint

– If you are logging in remotely you will be asked for a username and password:


• The SharePoint screen:“Navigate Up” link to parent sites

Site name and page Search box

User settings link(Welcome menu)

Tabs to this site and subsites

The Ribbon and ribbon tabs


• Navigation – the Title Area crumb trailSite name

Library nameView name and dropdown

Contents of the “Videos” folder

Folder name


• Navigation – the “Navigate Up” buttonSite name

Library name

Contents of the “Videos” folder

Folder name


• Navigation – the Ribbon


Quick Launch - generally links to content within this site

Recycle Bin(undelete!)

Link to a list of all content in this site

Web Parts , text areas and images added by the Site Owner


• Home Page Web Parts:– The owner of the site can add and remove web

parts to provide quick access to commonly accessed site content

Click the web part title to open the full list

Click an item to view the document or details

If you have appropriate rights then you can add content from here


– Calendars and task lists display dates and times using your choice of time zone

– To edit: Welcome -> My Settings -> My Regional Settings

SharePoint Document LibrariesModule 3

• Document libraries:– Used to store documents such as Word,

Excel, PowerPoint and PDF– Can be searched on title, metadata and in

many cases every word in the document– Can support tracking multiple versions,

manage document release (approval) and control concurrent access (check out/in)


• Document libraries can be displayed:– As a web part on

a page– As a library


• Each document has a dropdown menu and Ribbon options– The choices available depend on the

type of document and your permissions– Additional choices may appear

depending on options turned on or off for the library


• Accessing documents:– To open a document for reading, click it’s

name - this will not check it out!– To open a document for editing, click the

dropdown for the file and click the Edit link:


• Office Web Apps:– Provides browser based viewing and

editing of Word, Excel, PowerPoint and OneNote files

– A local install of Office is not required to view and edit the files

– Co-authoring - Multiple users can edit Excel and OneNote files concurrently with real-time updates


• Checking out documents:– To ensure that other users

cannot change a document while you are editing it you should use Check Out

– The document will remained locked from edits and deletes by other users until you check it in.

– If the library has been setup to require checkout then the document will be checked out when you click the “Edit in …” link


• Deleting documents:– Select Delete from the

document’s dropdown menu or the ribbon

– Deleted documents will be moved to the Recycle bin and will be recoverable for 30* days

* The server administrator can change the number of days.


• Alerts: SharePoint can email or text you when documents are added, deleted or changed

• Alerts can be requested for any changes to the list/library or a single file


• Uploading documents – three options:– Upload a single document– Upload multiple documents– Drag and drop documents using Windows

Explorer view


• Uploading a single file– Display the document library and click “Add

document”, click the Upload button, or click the Upload dropdown menu and select Upload Document


• Uploading Multiple Files– Browse, or drag and drop files

The "Upload Multiple Documents" option is only available if you have Microsoft Office installed and are using Internet Explorer. Not all browsers support this feature.


• Uploading Multiple Files – drag and drop from Windows Explorer


• Uploading with the Windows Explorer View– Open a SharePoint Explorer view then open a

Windows Explorer and drag and drop files


• Blocked File Types– Not all files types can be uploaded to SharePoint– For example, Microsoft Access database files and

executables like EXE and BAT are blocked

ade, adp, app, asa, ashx, asmx, asp, bas, bat, cdx, cer, chm, class, cmd, com, config, cpl, crt, csh, der, dll, exe, fxp, hlp, hta, htr, htw, ida, idc, idq, ins, isp, its, jse, ksh, lnk, mad, maf, mag, mam, maq, mar, mas, mat, mau, mav, maw, mda, mdb, mde, mdt, mdw, mdz, msc, msh, msh1, msh1xml, msh2, msh2xml, mshxml, msi, msp, mst, ops, pcd, pif, prf, prg, printer, pst, reg, rem, scf, scr, sct, shb, shs, shtm, shtml, soap, stm, url, vb, vbe, vbs, ws, wsc, wsf, wsh


• Creating Folders– Microsoft does not recommend displaying more

than 5000 documents at a time. One solution is to group files into folders.

– To create a folder click the dropdown next to the New button and click New Folder.


• Creating New Documents– Documents can be created in Word, Excel

or other applications and then saved directly to the SharePoint library

– Documents can be created locally and then uploaded to a library

– Documents can also be created by clicking the New button in the library’s toolbar to launch an application such as Word or Excel using a Site Owner supplied template


• Creating New Documents in Office– Click File, Save As

(or the Save As icon)– Select your library from

your Favorites

– You can add libraries to your Favorites by usingConnect to Office in theribbon


• Creating New Documents in Office– Enter the URL to the library

http://yourserver.com/sites/training/Shared Documents/Sample document.doc

– Or enter the base URL and drill down to the library


• Creating New Documents with the New Button– A library can have a document template

assigned to it. Clicking New will open the appropriate application (Word, Excel, etc.) and open the template.

– The default template for a document library is a blank Word document.


• Versioning– A history of document changes– The ability to revert to a previous version– The ability to view previous versions– Libraries and Lists can track major versions while

libraries can also track minor versions– Versions are created:

– When a file is first created or uploaded– When a file is uploaded with the same name as an

existing file– When the properties are changed– When a file is opened, edited, and saved – When a file is checked out, edited, and then checked in


• List and Library Views– SharePoint lists and libraries can have alternate

views that limit or filter displayed columns and/or rows

– By default a document library has these views:– All Documents– My Submissions (if Content Approval is

enabled)– Views can be thought of as reports

Picture and Asset Libraries Module 3

• Asset Libraries– Stores videos and provides in-browser

streaming of .WMV files– Thumbnails are automatically created

as pictures are uploaded

• Picture Libraries– Thumbnails are automatically created

as pictures are uploaded– Includes Thumbnail, Filmstrip and

list views

Slide Libraries Module 3

• PowerPoint Slide Libraries– When a PowerPoint file is uploaded to a document library it

is uploaded as a single file. When the same file is uploaded to a Slide Library it is split into separate files, one for each slide.

– Once slides have been added to the library, users can select individual slides and insert them into other PowerPoint files by check marking the desired slides and then clicking Copy Slide to Presentation.

SharePoint Search Module 4

• SharePoint Foundation can:– search all content within a single list– search all content within a single site

• SharePoint Server can also:– search all sites– search content external to SharePoint including web sites,

network shares and external data sources such as SQL Server

– search for people – search using an Advanced Search page which includes

language and document property selection options

Search Module 4

• Basic Search:– Search focused on a single site and sites below it

Search Module 4

• Basic Search Scopes:

– The Search Scope dropdown filters the search– This List – only searches the content of the

currently displayed library or list– This Site – searches this site including all

libraries, lists and sub sites

Search Module 4

• Advanced Search Scopes:

– Search all SharePoint sites and content you have access to: All Sites

– Search just this site and Sub Sites: This Site

– Search the currently displayed list: This List

– Search for SharePoint users by name: People

Search Module 4

• Basic Search:

– Type a series of words to find documents that contain all of those words: sharepoint security

– Type a phrase in quotes to find that exact phrase: "sharepoint security“

– Add wildcards to the end of words: sharepoint work*

– Use a minus sign to exclude a word: sharepoint -security (must include sharepoint and exclude security)

Advanced Search Module 4

No need to type quotes, minus signs or other codes!

Search for document meta data such as “author”

Using SharePoint Task Lists Module 5

• Task lists are used to assign work to team members– Task lists can send

email notices when tasks are assigned

– Files can be attached

– A web part can be added to the siteto remind the logged on user of their tasks


• To add a task– Display the task list and click the ribbon’s New

Item button or click the “Add new item” link

– Note: The site owner may havecustomizedthe list by adding or modifying fields


• To complete a task– Set “% Complete” to 100%

• Stay up to date with tasks by setting alerts!

• Manage large lists of tasks by using Views


• Task List Views• All Tasks - all task in the list• My Tasks – displays only the tasks for the current logged in user• Due Today – displays tasks with a Due Date of today• Active Tasks – displays all tasks where the status is not

“Completed”• By Assigned To – displays all tasks

sorted by the assigned to user• By My Groups – displays all tasks

grouped by the assigned to user

• Your site owner may have created additional views for the list


• Synchronizing with Outlook• You can synchronize SharePoint task lists with your Outlook so

you can see, edit and create tasks in both SharePoint and Outlook.

• Click Connect to Outlook to link the task list to Outlook• New tasks created in SharePoint will be displayed the linked

Outlook task list• New tasks created in the linked task list will appear in

SharePoint, if you have permissions to create tasks in that list

Using SharePoint Calendars Module 6

• SharePoint Calendars– do not represent the activities of a single

user, but contains events of interest to the entire team

– can show single events, multi-day events, reoccurring events and all day events

– can be synchronized with Microsoft Outlook

– can be exported to Excel


• Calendar Navigation– Select a month or

– Select a display format:

– To add a new event, click New Event:


• Calendar Views


• To add a new event click New

Tip: Select “All day event” and / or “Recurrence “ before entering dates and times.


• Dealing with long lists of events– Individual dates can

be expanded or contracted with “moreitems” and “collapse”

– The entire calendar can be expanded with“Expand All” and “Collapse All”


• Synchronizing with Outlook• You can synchronize SharePoint calendar lists with your Outlook

so you can see, edit and create calendar events in both SharePoint and Outlook.

• Click Connect to Outlook to link Calendar to Outlook• New events created in SharePoint will be displayed the linked

Outlook calendar• New events created in the linked calendar will appear in

SharePoint, if you have permissions to create events in that calendar

Using SharePoint Wikis Module 7

• A Wiki is:– A knowledgebase where team members can

quickly add hyperlinked content with no knowledge of HTML, hyperlinks or web page creation

• Examples:– A corporate acronym database– A helpdesk knowledgebase– A team brainstorming tool


• Editing a Wiki:– Click the Ribbon’s Page tab and click Edit– To add a link to a wiki article (new or existing):

• Type double square brackets around the linking word:

• Click Save & Close to save your changes

• Click on the linking word (now with a dashed underline) and write the article about the word


Article Version History


– Incoming Links• a list of all articles that link to this article


– Two views of a wiki

Click “View All Pages” to display the wiki as a list

Click the wiki’s name in Quick Launch to display the wiki’s Home page

Using SharePoint Discussion Boards Module 8

• Discussion Boards– Online sharing of information– Q&A discussions– Discussions are listed with most recently

updated topics displayed first– A good replacement for group e-mail

discussions

Using SharePoint Discussion Boards Module 8

• To start a new discussion– Display the discussion list and click New Item in

the ribbon, or the “Add new discussion link:

• To read a discussion– Display the discussion list and click the title of the

discussion

• To reply to a discussion– Click Reply!

• Two views: Flat and Threaded

SharePoint Social Features Module 9

• SharePoint social features include– My Sites– User Profiles– Social communications: Blogs and micro-blogging– Content tagging: Ratings, Tags and Notes– Profile and expertise sharing– “Staying in touch” with colleagues


• My Site– My Newsfeed– My Profile– Colleagues– Organization

chart– Content you

have created– Tags and Notes– Memberships


• Micro-blogging– Short single line of text messages to share with

your colleagues


• Tagging Content– Owners of content “tag” their content by adding

data to list and library columns– Users informally tag content using:

• I Like It• Tags and Notes• Rating stars

– You can also tag external content

Using SharePoint Blogs Module 9

• Blogs…– Originally “web logs”, blogs are web pages

built around a series of articles, usually displayed in reverse chronological order

– Blog articles are assigned to categories– Most blogs accept comments from readers– A SharePoint blog is a SharePoint site with

lists and libraries to support blog features


Click categories to filter the blog Admin links for users with edit rights

Most recent blog article. Scroll down for more…


• Manage your blog…– First edit the list of categories:

• Click the Categories link at the topof the Quick Launch area

• Edit or delete the existing categories and add your categories

• A category is used to quickly group articles by a broad topic and is usually one or two words


• Manage your blog…– Create articles:

• Click “Create a post” orClick “Manage posts” and workfrom a list view

• Write the article, assign to a category and enter a publish date (this will control display order)

• Get the article approved (the Content Approval option is turned on by default)


• Reader Comments– Click “Comments”

at the bottom of an article to view or add comments