sharepoint guide

7/30/2019 sharepoint guide

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Draft 0.9 - Jan 2011 This Edition Not for Sale 1

Copyright Steven Knight Training Pty Ltd 2011 www.train-a-scope.com 1

A


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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


Links ........................................................................................................................................................................................................................................... 20

Create/ edit links .................................................................................................................................................................................................................... 20

Prac - Try This Yourself ........................................................................................................................................................................................................... 20Picture library ............................................................................................................................................................................................................................. 21


Contacts ..................................................................................................................................................................................................................................... 26


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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


Click on the Document Library to open it

Choose Upload Document


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Import multiple documents



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



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


Open the Link List


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


Open the Contact List


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

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