Microsoft SharePoint 2010 End User Quick Reference Card

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1 Microsoft SharePoint 2010 End User Quick Reference Card Microsoft SharePoint 2010 brings together the people, documents, information, and ideas of the University into a customizable workspace where everyone can collaborate. With new features like calendar syncing, better blogging ability, and an improved interface; everyone can stay on top of their projects. Setting automatic announcements and customized wikis, the most current information is always at your reach. With a new improved mobile functionality; SharePoint 2010 can now be taken on the go. Site Actions Button: Create new content, lists, libraries, sites, and more. Contains shortcuts to create and edit items. The Ribbon: The Ribbon and contextual tabs are new to the SharePoint interface. Groups of commands under each tab will help to organize what you need to find it faster. Quick Launch: Jump to libraries, lists, and other components with a simple click. Customize: SharePoint can be customized to show the only the information and types of content you want to display. Manage Items: Perform actions on several items at once rather than one at a time. SharePoint Server is a highly customizable application, your views and features may be different than the Home page that is displayed above.

2 Documents Opening and Editing a Document 2. Click the name of the Office document you want to open. 3. In the dialog box that appears, do one of the following: To edit the document, select Edit. To open the document, select Read Only. 4. Click OK. 5. When you are finished, click the Save on the Quick Access toolbar. 6. Click Close to close the document. Creating a New Document 3. Click New Folder in the New group. 4. Click the OK. 5. Enter and format information in the Word document. 6. When you are finished, click the Save button on the Quick Access toolbar. 7. Enter a name for the file in the File name box. 8. Click Save. 9. Click Close to close the Word document. Creating a New Folder 1. Click the Documents shortcut on the Quick Launch bar. 3. Click New Folder in the New group. 4. Enter a name for the folder in the Name box. 5. Click Save. document you want to upload, and click Open. Click OK To upload multiple documents, select Upload Multiple Documents. Select the location that contains the documents you want to upload. Check the box next to the document name for each document you want to upload. Continue until you have checked all of the documents you want to upload. Click OK. Checking Out a Document 3. Select the document you want to check out. 4. Click Check Out in the Open & Check Out group. 5. Click OK. (A check out icon will appear next to the document to show that it is checked out.) Checking In a Document 3. Select the document you want to check in. 4. Click Check In in the Open & Check Out group. 5. Select Yes or No in the Retain your check out after checking in section. 6. Click OK. Note: To check in a file and discard any changes that were made, select the document you want to check in. Click the Discard Check Out button in the Open & Check Out group. Uploading a Document 2. Click on the Documents tab on the Tab bar. 3. Click the arrow on the Upload Document button in the New group. 4. Do one of the following: To upload one document, select Upload Document from the resulting menu. Click Browse, locate and select the

3 Viewing Document Properties 3. Select the document you want to view properties for. 4. Click View Properties in the Manage group. 5. Click Close when you are finished. Editing Document Properties 3. Select the document you want to edit properties for. 4. Click Edit Properties in the Manage group. 5. Enter new information in the Name and Title boxes. 6. Click Save. Downloading a Document to Your Computer 2. Click on the Documents tab on the Tab bar. 3. Select the document you want to download. 4. Click Download a Copy in the Copies group. 5. Click Save. 6. Select a location to save the file. 7. Click Save. ing a Link to a Document 3. Select the document you want to a link to. 4. Click a Link in the Share & Track group. 5. Enter recipient information in the To box. 6. Enter a subject in the Subject box. 7. Click Send when you are finished Calendars To Add a New Calendar Entry Directly From The Calendar: 1. Open the calendar and select a time frame on your calendar. 2. Click the Add Link that appears. 3. Enter your information. 4. Click Save. To Overlay Another SharePoint Calendar: 1. Open your SharePoint calendar. 2. On the Ribbon, in the Calendar Tools contextual tab, click Calendar > Calendar Overlays. 3. Click New Calendar. 4. Enter the calendar name and select the SharePoint option. 5. Enter a description for your calendar. 6. Select the color theme for your calendar items so different calendar items to differentiate them. 7. Enter the URL where the calendar is stored, and click Resolve. 8. Click the List and List View list arrows to select the calendar and view you want to use. 9. Select Always Show to show your calendar in the group calendar. 10. Click OK > OK.

4 To Overlay Another Microsoft Exchange Calendar: 1. Open your SharePoint calendar. 2. On the Ribbon, in the Calendar Tools contextual tab, click Calendar > Calendar Overlays. 3. Click New Calendar. 4. Enter the calendar name and click the Exchange option. 5. Enter a description for your calendar. 6. Select the color theme for your calendar items to differentiate them. 7. Enter the Web Access URL and Exchange Web Service URL. 8. Select Always Show if you want your calendar to show in the group calendar. 9. Click OK > OK. To Connect Your Share Point Calendar to Outlook: 1. Open the SharePoint calendar you want to be able to view in Outlook. 2. On the Ribbon on the Calendar Tools contextual tab, click Calendar > Connect to Outlook. 3. Click Allow to confirm that you want to open the program. 4. In Outlook, in the Calendar view, you can add the SharePoint calendar under Other Calendars. To Turn Your Calendar Into a Group Calendar: 1. Open the SharePoint calendar that you want to convert to a group calendar. 2. On the Ribbon, in the Calendar Tools tab, click Calendar > List Settings. 3. Under General Settings, click the Title, description, and navigation link. 4. In the Group Calendar Options section, under Use this calendar to share members' schedules, click Yes. 5. Click Save. To Add New Team Members to the Group Calendar: 1. Open the SharePoint group calendar that you created for your team. 2. On the Ribbon, in the Calendar Tools tab, click Calendar > Day Group or Week Group. 3. At the bottom of your group calendar name list, in the Add Person section, type the name of the person you want to add to the group calendar, separating multiple names with semicolons, OR use the directory to browse for the team member in the address book. 4. Repeat the process to add as many team members as needed to the group calendar. Lists To Create a New List Item: 1. In the Quick Launch, click the list where you want to add the new list item. 2. Click the link to add a new item. 3. Fill out the fields, as needed. (Note: Fields change depending on the type of list you're using.) 4. Click Save. To Update a List Item: 1. Open the list, and then open the list item that requires updating. 2. Select the check box next to the list item. 3. On the Ribbon, click List Tools > Items > Edit Item. 4. Make your updates or revisions and click Save.

5 Tasks To Create a Project Tasks List: 1. In the Quick Launch, click Lists. select List. 4. Click Project Tasks. 5. Name your project tasks list. To Add Tasks to Your Project Tasks List: 1. Open your Project Tasks List. 2. On the Ribbon, in the list Tools contextual tab, click Items > New Item > New Task. 3. Title your task. 4. Select any predecessors, as needed, and click Add. 5. Assign a priority. 6. Assign a task status. 7. Enter the percentage complete. 8. Add team members to whom the task is assigned. 9. Describe your task. 10. Enter a start date and due date. 11. Click Save. Contacts To Create a Contacts List: 1. In the Quick Launch, click Lists. select Lists. 4. Click Contacts. 5. Name your contacts list. To Add Team Members to Your Contacts List: 1. Open your Contacts List. 2. From the Ribbon, on the List Tools tab, click Items > New Item > New Item. 3. Fill out contact information in the provided fields. 4. Click Save. Metadata To Add Metadata Columns to a Document Library: 1. Open your document library. 2. On the Library Tools tab, click Library > Library Settings > Metadata navigation settings. 3. Under Configuration Navigation Hierarchy, move Available Hierarchy Fields (the fields by which you can sort your data) to the Selected Hierarchy Fields section by selecting the field and clicking Add. This will set the hierarchies you want to use in your filter. 4. Under Configure Key Filters, move Available Key Filter Fields to the Selected Key Filter Fields section by clicking Add. For example, adding the Modified By filter allows you quickly see who last modified a document. 5. Select Automatically manage column indices on this list. 6. Click OK.

6 Wikis To Create a Wiki Page: 1. Navigate to the location where you want your wiki page to reside. 2. Click Site Actions > New Page. 3. Name the new page and click Create. To Edit a Wiki Page: 1. Select the wiki page you want to edit. 2. Above the Ribbon, click the Edit button. 3. If you just created a wiki page, the Edit page to add content you want to include in your wiki. Blue borders surround your editable fields on the page, and the Editing Tools contextual tab is displayed. 4. Edit the page as needed. 5. Click Save & Close. Photos To Create a Picture Library: 1. In the Quick Launch, click Libraries. select Library. 4. Select Picture Library. 5. Name your library in the field on the right of your window. 2. Click Site Actions > New Site. 3. In the Create window, select Blog. 4. Enter a title for your blog. 5. Enter the last part of the URL address for your blog site. Slides To Create a Slide Library: 1. In the Quick Launch, click Libraries. select Library. 4. Select Slide Library. 5. Enter a name for your library. To Bring a Slide From Share Point Into Your Presentation: 1. Open your SharePoint slide library. 2. Click Copy Slide to Presentation. 3. Select the option to copy the slide into your open presentation. 4. Leave Keep the source presentation format deselected if you want the slide to match the format of your open presentation. 5. Select Tell me when this slide changes so if the original slide in Share Point is modified, you will be notified. 6. Click OK. Blogs To Creating a Blog: 1. Navigate to the location where you want your blog to reside.

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