sharepoint guide
TRANSCRIPT
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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 ........................................................................................................................................................................................................... 20Picture library ............................................................................................................................................................................................................................. 21
Prac - Try This Yourself ........................................................................................................................................................................................................... 25
Contacts ..................................................................................................................................................................................................................................... 26
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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 o r 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
http://www.train-a-scope.com/http://www.train-a-scope.com/http://www.train-a-scope.com/http://www.train-a-scope.com/ -
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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 thenbe added to the content of a page by using customisable components called web parts.
The appearance of the site is governed by the site s 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
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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 thecontent.
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 willappear.
Role of permissionsYou 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
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Note the key lists, libraries and other fea turessuch as sub sites for your site.
. Libraries
. Sub sites
.
Announcements Add and Announcement
Three ways to start
Choose Settings, View all site ContentOpen the Announcement ListClick NewChoose New item
Or
Locate the web part on the page displaying theannouncementClick Add New Announcement
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Or
Click on the web part title to open theAnnouncement ListClick New
Choose New item
Complete the Announcement formClick OKYou may have extra fields to complete if yourdesigner has added them to suit yourorganisation
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 ListOr
Choose Settings, View all site ContentOpen the Announcement List
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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 atable.
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When Adding a table you need to specify thenumber of rows and columns
Given that SharePoint is all about
communication, we want to be sure spellingerrors do not interfere in the communicationprocess.
Note the Spelling button, found just above theform.
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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 suitorganisational requirements.
Prac - Try This Yourself
1. Locate and open the Announcement list for your site or sub site2. Create a New Announcement3. Include a table4. Include a spelling error5. Check your Spelling6. Set the Expiry date to a future date7. Do you have extra fields to complete? Note them here ... 8. Complete your announcement9. In the Announcement list, note and use any additional views available to you. 10. View the Announcement via the page in which it is displayed.11. Locate and open the Announcement list for your site or sub site12. Edit the announcement13. Set the Expiry Date to a date in the paste14. Complete your changes15. Which views no longer show the announcement?. 16. Is the amended announcement visible on the page which shows announcements to site visitors
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Getting Ahead
17. Delete the Announcement you created18. 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 amSet 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 pagewhich 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 addedearlier, from the menu choose edit
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Amend the meeting Description to include keyagenda items for the event
Check your Spelling
Use the Attach file tool to attach Word Documentwith supporting information
Click OK when you have finished your changes
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 OutlookCalendar 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 Copyto My Calendar
Note that the event is now visible in your OutlookCalendar
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To move an Event from your Outlook Calendarto 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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Note that you can control the display of theSharePoint calendar via the use of checkboxes(as with any shared calendar)
Prac - Try This Yourself 1. Using a Calendar in your area2. Add an Event using the details shown opposite or add a real event if you have one3. Note additional options you may have to classify the event4. Check the event appears In the list5. Try the different views and note how the information you have entered influences whether or not your event appears6. Check that the event appears on the page showing events in your area7. Edit the Event8. Change the event details to past dates9. Try the different views and note how the information you have entered influences whether or not your event appears10. 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 Outlook13. 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 Outlook15. Check the event shows in your Outlook calendar
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16. Create an appointment in your own Outlook Calendar17. Copy and paste the appointment from your Outlook to Calendar18. Exit Outlook and return to SharePoint19. Does the item you just transferred show in the SharePoint Calendar and in the relevant page? .. 20. What does a red asterisk next to a field in a form indicate?..
Getting Ahead
21. Delete the Event you created22. 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 thecheckboxes
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 clickthe file name unless you want to view thedocument 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 changesuntil 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 viewshown opposite
Note the option to restore an earlier version
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Workflows
Workflows allow a document to be routed forapproval or to collect feedback
Additional and customised workflows can bedefined by a site designer.
Alert Me
Use this feature to create an email alert that willsend you an email when a link is updated.
Prac - Try This Yourself Using the exercise files (or some actual documents):
1. Locate and open a Document library in your site2. Upload a single document into a document library3. Upload a batch of documents into a document library4. Edit the properties of a document note any additional fields . 5. Send a link to a document to another person in the group6. Check out a Document7. Edit the Document8. Check the document back in9. Observe the versioning information10. Restore to the previous version11. 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 changes13. Make a change to the document14. 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 sitewhich 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 havethe link entered correctly
Click OK to record the link
Prac - Try This Yourself 1. From the home page of your site, local your link list2. Add a link of interest to your team
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3. Note any additional fields 4. Test the link before completing it5. Find the page in the site which displays the link list6. Test the link again
Getting Ahead 7. Create an alert on the link list, where you will be immediately alerted new items are added8. Make a change to the list by adding a new link9. Check your email for the alert
Picture library
Add/upload single/multiple imagesChoose Site Actions, View all site Content
Open the Link Library
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From the Upload Menu Choose Upload Document
Click Browse
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Select the Image
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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Note
From the Image Library you can edit an image or itsproperties
You also have the same version, send to, workflowand alert options as in a document library.
Prac - Try This Yourself 1. Create and Save a simple image using Paint2. Locate your Image library3. Import an Image4. Check Out the Image5. Edit the Image
Getting Ahead 6. View the Version History7. Send a link to the image to someone else in the group8. Delete the Image you uploaded9. 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 forContacts
Click OK
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To access your SharePoint contacts in Outlook
Return to the Contact list
From the Actions menu, choose Connect to Outlook
Click Allow
You will then see the SharePoint contacts displayedwithin Outlook
To transfer a contact from the SharePoint list to yourOutlook contacts, open the SharePoint contact.
Click Copy to My Contacts
Observe the Contact is now in your Outlook Contacts
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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
Click Yes
Prac - Try This Yourself 1. Locate the contact list for your site2. Add a new contact3. Note any additional fields .. 4. Which pages is this information displayed on .. 5. Copy a contact from SharePoint into Outlook