Sharepoint Guide

Draft 0.
9 - Jan 2011
This Edition Not for Sale
Copyright Steven Knight Training Pty Ltd 2011
www.train-a-scope.com
Draft 0.9 - Jan 2011

Guide for SharePoint Site Members
Overview .......................................................................................................................................................................................................................................... 1 What is SharePoint....................................................................................................................................................................................................................... 1 Role of permissions ...................................................................................................................................................................................................................... 2 To Start Adding and Updating ...................................................................................................................................................................................................... 3 Prac - Try This Yourself ............................................................................................................................................................................................................. 3 Announcements ........................................................................................................................................................................................................................... 4 Prac - Try This Yourself ............................................................................................................................................................................................................. 8 Calendar ....................................................................................................................................................................................................................................... 9 Add/edit events in Calendar .................................................................................................................................................................................................... 9 Editing an Event ..................................................................................................................................................................................................................... 10 Open calendar in Outlook ...................................................................................................................................................................................................... 11 Prac - Try This Yourself ........................................................................................................................................................................................................... 14 Document Library ...................................................................................................................................................................................................................... 15 Use documents ...................................................................................................................................................................................................................... 17 Prac - Try This Yourself ........................................................................................................................................................................................................... 19 Links ........................................................................................................................................................................................................................................... 20 Create/ edit links .................................................................................................................................................................................................................... 20 Prac - Try This Yourself ........................................................................................................................................................................................................... 20 Picture library ............................................................................................................................................................................................................................. 21 Prac - Try This Yourself ........................................................................................................................................................................................................... 25 Contacts ..................................................................................................................................................................................................................................... 26
Prac - Try This Yourself ........................................................................................................................................................................................................... 28
About this Guide Version 0.9 This is a draft please use my contact form at www.train-a-scope.com to report any errors No liability is accepted for any loss or damage arising from using this guide This edition is not for sale This edition intended for private individual use only Original content is copyright of Steven Knight Training Pty Ltd All trademarks, brands remain the property of their owners
Overview
What is SharePoint
SharePoint is a content management system where every aspect of the site is driven by lists. These lists are stored in an SQL server database. There are lists for Tasks Events (Calendar) Documents (libraries) Contacts Announcements Pages Images Links to useful resources
These lists can be customised to add extra columns that allow you to store additional information e.g. a review date or a category. These columns can then be used to create a custom view of the list for example a list of coming events organised by a particular section. A view can then be added to the content of a page by using customisable components called web parts. The appearance of the site is governed by the sites Theme settings (which use style sheets - CSS Cascading Style sheets) which allow the appearance of aspects of sites to be varied. Master Pages, Navigation and other options can also be used to change page layout. While the appearance may vary, the basics of SharePoint will remain consistent from site to site. Your site in SharePoint will include Lists, libraries of documents and pages and views Sub sites containing their own lists, libraries and views
Figure 1 Lists, Sites and Workspaces
If you need to update content for example add an announcement or update a page in your area you first need to locate the list or library that contains the content. You also need to carefully observe the fields (columns) available to you when you add or edit an item as this will influence in which views the item will appear.
Role of permissions
You will be a member of the Members Group who contributes content to an existing SharePoint site This role in SharePoint allows you work with the sites existing lists and libraries For new lists and views that you wish to be seen by your site audience you will need to liaise with a user with Design permissions
To Start Adding and Updating

The simplest way to start is to: Click the Site Actions button on the top right of the page From the menu choose View all Site Content Document Libraries, Lists and sites can then be easily found and accessed To access a list or library click on the name To view the content of a site use click on the site name and then Choose Site Actions, View all Site Content Use the Breadcrumbs to navigate away from this view back to a higher level
Prac - Try This Yourself From the home page over your area View All Site Content
Lists
Note the key lists, libraries and other features such as sub sites for your site.
. Libraries . Sub sites .
Announcements
Add and Announcement Three ways to start Choose Settings, View all site Content Open the Announcement List Click New Choose New item Or Locate the web part on the page displaying the announcement Click Add New Announcement
Draft 0.9 - Jan 2011 Or Click on the web part title to open the Announcement List Click New Choose New item Complete the Announcement form Click OK You may have extra fields to complete if your designer has added them to suit your organisation
Figure 2 Complete the Appointment form
Figure 3 The Announcement you added should appear on the relevant page
Edit an Announcement Click on the web part title to open the Announcement List Or Choose Settings, View all site Content Open the Announcement List
Draft 0.9 - Jan 2011 Once the list is open Click Edit Item Note when editing the formatting tools that become available, which can be used, for example to add a table.
Draft 0.9 - Jan 2011 When Adding a table you need to specify the number of rows and columns
Given that SharePoint is all about communication, we want to be sure spelling errors do not interfere in the communication process. Note the Spelling button, found just above the form.
Draft 0.9 - Jan 2011 Click OK to save your changes You will returned to the Announcement List On the right note the different views that are available. You may have additional views to suit organisational requirements.
Prac - Try This Yourself 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. Locate and open the Announcement list for your site or sub site Create a New Announcement Include a table Include a spelling error Check your Spelling Set the Expiry date to a future date Do you have extra fields to complete? Note them here... Complete your announcement In the Announcement list, note and use any additional views available to you. View the Announcement via the page in which it is displayed. Locate and open the Announcement list for your site or sub site Edit the announcement Set the Expiry Date to a date in the paste Complete your changes Which views no longer show the announcement?. Is the amended announcement visible on the page which shows announcements to site visitors
Getting Ahead 17. Delete the Announcement you created 18. Locate the Recycle Bin and Recover your Announcement
Calendar
Add/edit events in Calendar Choose Site Actions, View all site Content Locate your Event Calendar Click on your Calendar to open it Choose New, New Item Complete the Event Details using a Title , Location and Description of your own creation Set the Start and End Date to tomorrows date Set the Start Time to 10 am Set the Finish Time to 12 noon Note any additional fields in your form Click OK to Save
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Viewing Check that the event shows in the Calendar Navigate to the site home page or another page which lists events and check that the event is listed
Editing an Event Return to the Event Calendar On the right, from the View Menu, choose Calendar, All Events In All Events View, Click on the event you added earlier, from the menu choose edit
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Draft 0.9 - Jan 2011 Amend the meeting Description to include key agenda items for the event Check your Spelling Use the Attach file tool to attach Word Document with supporting information Click OK when you have finished your changes
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Open calendar in Outlook Return to the Event Calendar From the Actions menu Select Connect to Outlook If prompted Click Allow Click Yes to connect The SharePoint to Outlook
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Note that you should now see your Outlook Calendar and the SharePoint Calendar
To Move an Event to your Outlook Calendar from SharePoint Double click on the event in the SharePoint Calendar IN the Appointment tab on the Ribbon, choose Copy to My Calendar
Note that the event is now visible in your Outlook Calendar
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Draft 0.9 - Jan 2011 To move an Event from your Outlook Calendar to SharePoint Select the appointment in Outlook Copy the Appointment (CTRL C) Select the time slot in the SharePoint Calendar Paste (CTRL V) Click Yes
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Draft 0.9 - Jan 2011 Note that you can control the display of the SharePoint calendar via the use of checkboxes (as with any shared calendar)
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Prac - Try This Yourself 1. Using a Calendar in your area 2. Add an Event using the details shown opposite or add a real event if you have one 3. Note additional options you may have to classify the event 4. Check the event appears In the list 5. Try the different views and note how the information you have entered influences whether or not your event appears 6. Check that the event appears on the page showing events in your area 7. Edit the Event 8. Change the event details to past dates 9. Try the different views and note how the information you have entered influences whether or not your event appears 10. Check that the event no longer appears on the page showing events in your area if it does appear, you will need to liaise with your site designer to ensure the web part uses a view showing current events only. 11. If it is a real event, please edit the dates to show correct information. 12. Open SharePoint calendar in Outlook 13. Identify the checkbox in Outlook that allows you to switch on or off the display of your SharePoint Calendar. 14. Move the event you recently added from SharePoint to Outlook 15. Check the event shows in your Outlook calendar
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Draft 0.9 - Jan 2011 16. 17. 18. 19. 20.
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Create an appointment in your own Outlook Calendar Copy and paste the appointment from your Outlook to Calendar Exit Outlook and return to SharePoint Does the item you just transferred show in the SharePoint Calendar and in the relevant page? .. What does a red asterisk next to a field in a form indicate?..
Getting Ahead 21. Delete the Event you created 22. Locate the Recycle Bin and Recover your Event
Document Library
Import single documents Choose Site Actions, View all site Content Click on the Document Library to open it Choose Upload Document
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Import multiple documents Choose Site Actions, View all site Content Click on the Document Library to open it Choose Upload Multiple Documents Navigate to the location of the required files Select the files to be uploaded using the checkboxes Click OK
Click Yes
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Click Yes
Use documents Choose Site Actions, View all site Content Click on the Document Library to open it Hover your mouse pointer over a document Click to open the drop down list (tip: dont click the file name unless you want to view the document in Word) Choose Edit Properties Complete the metadata note any additional fields used in your site. Click OK
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Other Options Edit in Microsoft Word Send to Email a Link Check Out - Other users will not see your changes until you check in Check in to enable others to see your changes activates form shown opposite
Other Options Version History Selecting Version History leads to view shown opposite Note the option to restore an earlier version
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Draft 0.9 - Jan 2011 Workflows Workflows allow a document to be routed for approval or to collect feedback Additional and customised workflows can be defined by a site designer. Alert Me Use this feature to create an email alert that will send you an email when a link is updated. Prac - Try This Yourself Using the exercise files (or some actual documents): 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11.
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Locate and open a Document library in your site Upload a single document into a document library Upload a batch of documents into a document library Edit the properties of a document note any additional fields . Send a link to a document to another person in the group Check out a Document Edit the Document Check the document back in Observe the versioning information Restore to the previous version Open the document and ensure your changes have been reverted.
Getting Ahead 12. Create an alert on a document, where you will be alerted immediately anything changes 13. Make a change to the document 14. Check your email for the alert
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Links
Create/ edit links New Link Choose Site Actions, View all site Content Open the Link List Choose New, New Item Complete the New Link form using a link to a site which is a useful resource for your team Note any additional fields used for links in your site Use the Click here to Test link to ensure you have the link entered correctly Click OK to record the link
Prac - Try This Yourself 1. From the home page of your site, local your link list 2. Add a link of interest to your team
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Draft 0.9 - Jan 2011 3. 4. 5. 6.
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Note any additional fields Test the link before completing it Find the page in the site which displays the link list Test the link again
Getting Ahead 7. Create an alert on the link list, where you will be immediately alerted new items are added 8. Make a change to the list by adding a new link 9. Check your email for the alert
Picture library
Add/upload single/multiple images Choose Site Actions, View all site Content Open the Link Library
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Draft 0.9 - Jan 2011 From the Upload Menu Choose Upload Document
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Click Browse
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Draft 0.9 - Jan 2011 Select the Image
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Click OK
Add Version Information Click OK
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Upload Multiple Documents From the Image Library Click Upload
Choose Upload Multiple Documents Select the Images you wish to Upload Click OK
Click Yes
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Draft 0.9 - Jan 2011 Note From the Image Library you can edit an image or its properties You also have the same version, send to, workflow and alert options as in a document library.
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Prac - Try This Yourself 1. Create and Save a simple image using Paint 2. Locate your Image library 3. Import an Image 4. Check Out the Image 5. Edit the Image Getting Ahead 6. View the Version History 7. Send a link to the image to someone else in the group 8. Delete the Image you uploaded 9. Recover it from the Recycle Bin
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Contacts
Create/edit
Choose Site Actions, View all site Content Open the Contact List Choose New, New Item Complete the Contact form Note any additional fields which you site may use for Contacts Click OK
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Draft 0.9 - Jan 2011 To access your SharePoint contacts in Outlook Return to the Contact list From the Actions menu, choose Connect to Outlook Click Allow
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You will then see the SharePoint contacts displayed within Outlook To transfer a contact from the SharePoint list to your Outlook contacts, open the SharePoint contact. Click Copy to My Contacts Observe the Contact is now in your Outlook Contacts
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Draft 0.9 - Jan 2011 Transfer a Contact to SharePoint Select the Contact in your Outlook Contacts From the Edit menu, choose copy Select the SharePoint Contacts From the Edit menu, choose Paste
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Click Yes
Prac - Try This Yourself 1. Locate the contact list for your site 2. Add a new contact 3. Note any additional fields .. 4. Which pages is this information displayed on .. 5. Copy a contact from SharePoint into Outlook
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Copyright Steven Knight Training Pty Ltd 2011

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Copyright Steven Knight Training Pty Ltd 2011

Draft 0.9 - Jan 2011

This Edition Not for Sale

Prac - Try This Yourself ........................................................................................................................................................................................................... 28

Copyright Steven Knight Training Pty Ltd 2011

Draft 0.9 - Jan 2011

This Edition Not for Sale

Copyright Steven Knight Training Pty Ltd 2011

Draft 0.9 - Jan 2011

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Figure 1 Lists, Sites and Workspaces

Copyright Steven Knight Training Pty Ltd 2011

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To Start Adding and Updating

Copyright Steven Knight Training Pty Ltd 2011

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. Libraries . Sub sites .

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Figure 2 Complete the Appointment form

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Copyright Steven Knight Training Pty Ltd 2011

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Copyright Steven Knight Training Pty Ltd 2011

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Copyright Steven Knight Training Pty Ltd 2011

Draft 0.9 - Jan 2011

This Edition Not for Sale

Copyright Steven Knight Training Pty Ltd 2011

Draft 0.9 - Jan 2011

This Edition Not for Sale

Copyright Steven Knight Training Pty Ltd 2011

This Edition Not for Sale

Copyright Steven Knight Training Pty Ltd 2011

Draft 0.9 - Jan 2011

This Edition Not for Sale

Note that the event is now visible in your Outlook Calendar

Copyright Steven Knight Training Pty Ltd 2011

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Copyright Steven Knight Training Pty Ltd 2011

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Copyright Steven Knight Training Pty Ltd 2011

Draft 0.9 - Jan 2011 16. 17. 18. 19. 20.

This Edition Not for Sale

Copyright Steven Knight Training Pty Ltd 2011

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This Edition Not for Sale

Copyright Steven Knight Training Pty Ltd 2011

Draft 0.9 - Jan 2011

This Edition Not for Sale

Copyright Steven Knight Training Pty Ltd 2011

Draft 0.9 - Jan 2011

This Edition Not for Sale

Copyright Steven Knight Training Pty Ltd 2011

This Edition Not for Sale