Exercise 1 Accessing the Nexus SharePoint Training Accounts

Logging on to SharePoint

Accessing your “Training Account”

Task 1

Open SharePoint

If you do not choose ‘This is a private computer’ SharePoint will keep timing out during your session today and you will have to keep logging back in with the password and user name.

To gain access to Nexus SharePoint Training Accounts you need to type the following URL into the Internet Explorer web browser;

https://sharepoint.nexus.ox.ac.uk/sites/training

When you log in make sure you choose the option ‘This is a private computer’;

To access your site please use the Login details given to you by the teacher.

You will be given a sheet which will contain your user name and password for today’s use with the Nexus SharePoint Training accounts.

You must make sure that when you log in you select the correct login number to access your training SharePoint area, i.e. training01, training02 etc.

Ensure you click on the correct Training account number on the right hand side which matches your login details.

Your training account number will be the SPtrainingXX given to you by the teacher.

Exercise 2 Creating two Sub-Sites

Create a sub site called Team Site with the same permissions as the parent site

Create navigation for the Team Site on the Top Link Bar

Create a second sub site called Projects with unique permissions

Create navigation for the Project site on the Top Link Bar

Add other members of your class to the Project site as Visitors

Task 1

Create a sub site called Team Site which will inherit permissions from the parent site.

Give the subsite a URL

Setting permissions for the subsite.

Setting Navigation

You are going to create a sub site called Team Site.

From your parent site (Top level training site) click on the Settings Button and choose Site Contents.

Click on New Subsite.

On the new SharePoint site page, enter a title and a description for the new site.

Enter a URL for the site – remember to ensure that you don’t use any spaces when choosing your URL name (best advice is to name the URL the same as the site).

On the Collaboration tab, choose the Team Site template.

Choose the permissions required for the site – in this case you will inherit the same permissions as the parent site.

Select the navigation option to ensure that this Team Site has a navigation link on the Top link Bar on the parent site – this will ensure that wherever you are in your SharePoint site you are able to navigate back to your parent site as well as other sites.

Then click Cr eate .

Task 2

Navigating back to the parent site

Using the navigation on the Top Link Bar click on SPTrainingXX to navigate back to your top level training site.

Task 3

Create a subsite called Project Site using unique premissions

Once you are back on your parent site you need to select the Settings Button and then choose Site Contents.

Click on New Subsite.

On the new SharePoint site page, enter a title and a description for the new site.

Enter a URL for the site – remember to ensure that you don’t use any spaces when choosing your URL name (best advice is to name the URL the same as the site).

On the Collaboration tab, choose the Team Site template.

Choose the permissions required for the site – in this case you will use Unique Permissions.

Select the navigation option to ensure that this Project Site has a navigation link on the Top link Bar on the parent site – this will ensure that wherever you are in your SharePoint site you are able to navigate back to your parent site as well as other sites.

Then click Cr eate .

Task 4

Setting Unqiue Permissions

Because you have chosen to have Unique Permissions for this sub site you will now see a new set of options called; ‘People and Groups Set up Groups for this Site’

You will notice that you will be on all of the options available on this site – remember not to remove your name from these otherwise you will not be able to access your own site!

On Visitors to this site select Create a new group – remember visitors can read the content of the sub site, they cannot contribute.

You will need to type in their email addresses in the box.

Those staff members that you want to be able to contribute will need to be added to the ‘Members of this Site’. Members can contribute to the site.

If you require more than just you as an ‘Owner of this Site’, you will need to add them in here, remember Owners have full control over the site.

Once you have completed this section click OK .

Task 5

Customising the sites interface

Before you begin this task make sure that you are in the Team Site.

Click on the Site Settings Button then click Site Settings.

Under Look and Feel select Change the look.

You now have the choice of a range of different types of templates

You also at this point have the option to change the colours and the font of the template.

Choose a template and play around with the colours and the fonts until you find one that is suitable for your site.

Task 6

Add content to your Team Site

On your Team Site click on the Page icon then select Edit.

You will now see place holders appear on the page where the data and images are stored.

Give the site the heading Team Site, using the ribbon centre the new heading then add the following text (first remove the default text already in place).

This site has been created for all team members to be able to have access to all the documents for our Team, if you find anything wrong with the site or if you find that nay of the documents are not correct please contact Toni McDonald on toni.mcdonald@it.ox.ac.uk or telephone 01865 569521.

Task 7

Changing/Adding an image on your Team Site

In Edit Mode (if not in Edit mode click on the Page icon then select Edit).

Click on the image so that the handles are showing, you will then notice that another tab appears on the ribbons called Picture Tools, click on this tab.

On the ribbon click on the icon Change Picture in the left hand corner.

Choose “from Computer”.

Use the Browse button to locate the image Team.png from the “H”

drive, then click OK .

You then will be given the option by SharePoint to give the image a Title

– this is not compulsory, then click Save .

You will then notice that the image has been changed.

Task 8

Change the content of your Project Site.

Following the same instructions above – make changes to the Title, Image and Content of your Project site.

Choose a template as a background, use one of the images in the “H” to replace the original image.

Exercise 3 Creating a SharePoint List (Apps)

Create a custom list in Team Site

Add columns to your list

Column ordering

Create a view for your list

See using Apps (Lists) – section 6, page 15

Task 1

Navigate to your newly created Team Site using the navigation menu on the Top Link Bar and create a Custom List.

Make sure that you are in Team Site before you begin this task.

Select the Settings Button in the right and corner.

Choose Add an App then select Custom List.

Give the list the name of Loanable Equipment.

Then click Cr eate .

Your list will now appear on the Quick Launch Panel of your Team Site.

Change the default column name Title.

Click on the Loanable Equipment list you have just created from the Quick Launch Bar.

Select Edit this list

Then click on the down arrow next to the word Title and choose Rename Column.

Rename the column Equipment, then select Stop editing this list, you will now notice that the editing window closes, you will now see the first column name is called Equipment and not Title.

Create columns for your newly created list

To add new columns to you list you need to click on List on the ribbon then choose List Settings.

Scroll down to you reach Columns.

Select Create Column.

Give the column the name of Specification with a single line of text, click Yes to “Require that this column contains information”.

Then click OK .

Now create the following 5 columns to your list;

Description of Item – Single line of text, Yes to “Require that this

column contains information”, then click OK .

Model Number - Single line of text, Yes to “Require that this column

contains information”, then click OK .

Serial Number - Single line of text, Yes to “Require that this column

contains information”, then click OK .

Date of Loan – Date field, Yes to “Require that this column contains

information”, then click OK .

Cost of replacement – Currency field, Yes to “Require that this column

contains information”, then click OK .

Change the order of the list.

If you want to change the order of the list once your list is created you need to select List on the ribbon then choose List Settings.

Then scroll down to Columns and choose Column ordering, you now

have the option to change the order of the columns, click OK .

Share a list

(You can only share a list if you created them)

Once you are on the correct list for sharing (Loanable Equipment).

Select List on the ribbon and then select Shared With.

Then click on Invite People.

Add the names/emails of the people that you want to share the list with.

Include a message (telling them that they now have access to the Loanable Equipment List).

Click Share – an email will then be sent to them.

Email a link to a list

Select List from the ribbon and choose Email a link.

Click Allow in the warning dialog that pops up.

When the new email messenger box opens add the people that you wish to be emailed a link to the list, give the email a message and click send.

All recipients will now receive an email with a link to the list that you have just created.

Set up Alerts on your list

Click List | Alert Me | Set an alert on this list

When the Alert dialog box opens give the Alert then name of IT Equipment Loans.

In Send Alerts To – type in your name/email address.

For Delivery Method, send me alerts by choose Email.

For the Change Type select All Changes.

Send Alerts for These Changes select Anything changes

When to Send Alerts select send a daily summary.

For Time choose the time of the day that you would want to receive the Alerts.

Then click OK .

Deleting items in a list

To delete items from your list you need to click on the ellipses (…) next to the list entry, then click on Delete Item.

Your entry will now be deleted from the list.

Task 2

Creating a view for your custom list.

Step 1

To create a view for your list you need to select List from the ribbon then select Create View.

Select Standard View.

Give the View a name – Equipment View.

Tick “Make this the default view”

For Audience choose Create a Public View.

If you want to change the order of your columns for this view this is where you would alter the numbering of each of the columns.

You next have the option to Sort/Group and Filter your data if you wish to – we are not going to at this stage.

Then we click OK .

Task 3

Adding data/information to your newly created list

Step 2

To add new data or items to your list you need to click on the + new item above your list.

A dialog box will then appear for you to add the data.

Then click Save .

The item just entered will then appear in your list.

Exercise 4 Creating a Document Library

Adding a new library to Team Site

Creating new columns for the library

Adding documents to Team Site 2

Adding documents to Team Site 2

See Using Lists and Libraries – section 7, page 22

Task 1

Navigate to Team Site using the navigation menu on the Top Link Bar

Make sure that you are in Team Site before you begin – if you are not then use the bread crumb trail to navigate your way back to the correct sub site.

Task 2

Create a document library

Once on Team Site click on the Settings Button on the right hand side and select Add an App.

Choose Document Library.

Give the library the name of Team Documents and click Create .

A link to your library now appears on the Quick Launch Bar.

Change the default column name

By default SharePoint will give you a column called Title – this column cannot be deleted but it can be changed to represent something more useful to your library.

Select the Library tab on the ribbon

Then choose Library Settings

Scroll down until you reach columns – find Title and click on it.

Change the name from Title to Document.

You then have the option to give this column a description – this is optional.

Click OK .

You will then notice that the name of the column has changed on your library.

Add new columns to your library

Select the newly created library called Team Documents

Select the Library tab on the ribbon

Then choose Library Settings

Scroll down and click on Create column and create the following column;

Give the column a name – Document Name

Single Line of Text

Yes – Require that this column contains information, then click OK.

Now create another column called Category.

Choice (menu to choose from) and add the following choices;

Other

Agenda

Minutes

Expenses

Reports

PO

With the default value set as Other.

Then click OK .

Create another new column called Academic Year.

Choice (menu to choose from) and add the following choices;

2014-15

2015-16

With the default value set as Other.

Then click OK .

Task 3

Creating a view for your library

There are several ways in which to create a View for your library the first is to select Library from the ribbon then select Create View.

Or you can click on the ellipses (…) and select Create View.

Select Standard View.

As with everything in SharePoint you will have to give this view a name – call it Team Documents View.

Tick Make this the default view

For View Audience select Create a Public View.

SharePoint then gives you the option to Sort / Filter and Group your columns – we will not be doing this in this today.

Then click OK .

Task 4

Change the column ordering

SharePoint allows you to change the order of your columns.

In Library Settings scroll down to the columns section and choose Column Ordering.

Change the ordering so that you are displaying Name, Document Name, and Category, Modified and Modified by (in that order). – check this in case you decided to change the names of the columns for this library.

Click OK .

Task 5

Changing the current view on your library

To ensure that you display the view you have just created you need to change the current view.

Select the Library tab on the ribbon

Click on the arrow under Current View and choose Team Document

View (the view you have just created).

Once you have selected this view SharePoint will automatically apply the view to your library – if once the view is in place you are not happy with its ordering you can by using Library settings change the order to suit your requirements.

Task 6

Adding documents to your Team Document Library

Step 1

There are two ways in which you can add documents to your library.

The quick and simple way is to literally just drag and drop your files into the library view. SharePoint will then upload these files to your library.

You can also upload documents by selecting Files on the ribbon and then selecting Upload Documents and then use the Browse button to locate the file(s) you wish to upload.

Task 7

Creating folders to store documents

An alternative way to store documents in a library is to use Folders.

To create folders in your library click on Files on the ribbon.

Then select New Folder

Give the folder the name of Agenda and click Save .

Repeat the above process and create the following folders;

Minutes

Expenses

Reports

PO

You will now notice that you have several folders created to enable you to store documents.

Uploading documents to a folder in a library.

To add documents to your folder you firstly need to click on your folder – in this instance we will click on Agenda.

Once you have clicked on the folder you can drag and drop your files from Windows Explorer to the library and SharePoint will upload these documents for you.

Or you can click on Files on the ribbon and then select Upload Document, use the Browse button and locate the files to upload.

Exercise 5 Consolidation tasks

Creating a new sub site

Creating a suitable list for your sub site

Create a library for your sub site

Change the permissions for the newly created list

Create a custom group

Task 1

Now you have had time to practice and play with SharePoint – it’s time for you to play around and create your own sub site to include lists, libraries and unique permissions.

Step 1

Navigate back to your parent site.

Create a new sub site with a name of your choice.

Change the layout of the site by using the ribbon.

Add a new title to the page and change the image.

Then add some content to your site.

Task 2

Creating a list

Step 1

Create a suitable list for your site.

Create new columns for your list as required.

Create a view for your list

Add your list to your sub site page by using Web Parts.

Now add content to your list.

Task 3

Changing list permissions

Step 1

Select your newly created list, use the ribbon and select List Settings.

Once on List Settings page use the Permissions and Management section to allow you stop its inheritance.

Add a Custom Group for this list and give the group whichever permission level you would feel is suitable for their use of your list.

Task 3

Create a library

Create a library for your site.

Create columns for your library.

Create a view for your library.

Use the grouping facility to group your documents in your library by at least one of your new columns.

Add documents to your library

Using the files in the “H” drive upload documents to your newly created library.

Use Versioning Control

Use Versioning control and set up Major and Minor versions for the new library that you have created.

Open up a document and make changes to it and check that the Versioning Control is working correctly.

Set Alerts on your library / or document

Use the Alerts feature in SharePoint to set Alerts on either a whole library or just a document.

Exercise 6 Deleting a Sub-Site

Delete a Sub-Site

See Deleting Sub Sites – section 7 page 22

Task 1

Use this procedure to delete a sub site – once the site is deleted all document libraries, lists, web parts and site settings will be deleted at the same time.

Choose either to delete the Team Site or Project Site that you created.

Navigate to the site that you want to delete.

Choose Site Actions | Site Settings

Under the heading Site Actions click on Delete this site

Click on the Delete button.

This sub site and all its contents including navigation will then be deleted.