IT Academy Lesson Plan

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1 10 IT Academy Lesson Plan Microsoft Sharepoint Turn potential into success

2 Microsoft Office SharePoint 2010: Lesson Plans Introduction Preparing to teach courses on Microsoft SharePoint 2010 for the first time can be a challenge requiring careful planning and organization. The Microsoft IT Academy provides these lesson plans to help you save time, skillfully manage the teaching environment and successfully communicate the intended lesson. The lesson plans are flexible and have been created in a concise format of small teachable units to allow you to use them with any textbook. To support a textbook independent teaching style, each lesson plan contains suggested demonstrations and explanations. The lesson plans have been developed to be independent of a predefined lesson schedule. Whether the course is taught in either a semester or quarter term format, we suggest the following class format: a 60 minute lesson lecture followed by a 120 minute lab (hands-on performance) session. This model is recommended in order to increase student performance and enhance the knowledge and skills gained through active participation in the course. Each Lesson Plan Includes: Learning Goals for each lesson. Learning Objectives that may be observed throughout the lesson. Lecture Outline that detail what to present in each class. Highlighted Cautions strategically placed throughout the lesson plan that alert you to common issues students may experience. Discussion Questions that encourage class participation. Tech Tips to remind you of items that may require explanation. Discussion questions at the conclusion of each teachable unit engage students and promote critical thinking. Quick Quiz of multiple choice and true/false type questions. Lesson Projects are provided that directly connect the student with the materials that were provided in the lesson. The projects may be used independent of a textbook or as an assessment to determine skill mastery. To simplify the scoring process, an annotated answer key for each project is included to adequately determine if the learning objective was accomplished through process of lecture and activity. Multimedia resources at the end of each unit pull together a wide variety of online demos, videos, tutorials, quizzes, and E-Learning resources all available for classroom use at no charge through your IT Academy membership. These resources can be used in class or by students as self paced instruction and lesson reinforcement outside of class.

3 Lesson 1: Navigating and Managing Microsoft SharePoint 2010 Lists Learning Objectives Lesson Introduction What is Microsoft SharePoint? Learning Goals // The goal of this lesson is to help students successfully understand, explore and navigate the Microsoft SharePoint 2020 window. Students will learn to create, delete and manage lists. On completion of this lesson, students will be able to do the following: Answer What is Microsoft SharePoint? Navigate the SharePoint hierarchy Answer What are SharePoint lists? Create and Delete Lists Managing List Settings Students will learn the about the components in SharePoint and common terminology used throughout the software. At the conclusion of the lesson, students will be able to describe the purpose of SharePoint, navigate the hierarchy and identify terminology. Explain that Microsoft SharePoint 2010 is a platform for building a website. Point out that Microsoft SharePoint 2010 is the fourth version of SharePoint. Explain that a common use for SharePoint is to build a website that hosts team collaboration. Explain that a SharePoint site is a container that holds lists and libraries and may be customized to meet organization needs. Share with students the fact that many companies use SharePoint for their central document storage and replaces network storage locations. Explain that SharePoint is known as an electronic document management system. Discussion Question: Discuss how SharePoint can be used as a web content management system. To expand on the conversation, discuss the use of a SharePoint web site to share company information about products, services, and events with global visitors. Navigate the SharePoint Hierarchy Point out that a SharePoint site uses the navigation ribbon or browse ribbon to display the controls at the top of the page. Explain that the controls include the top navigation bar and the breadcrumbs. Explain that the SharePoint site manager can change the navigation bars to show different links to different locations on the site. Demonstrate how a site that is configured to display pages which results in flyout menus. Demonstrate how to click on a subsite in the navigation bar to visit the subsite. Point out that the left navigation bar is also called the Current Navigation and typically displays the content of the current subsite. Explain that the left navigation bar is meant to be used as a quick launch navigation bar. Point out that the top navigation bar is also called Global Navigation and shows the links to the sites that are at the top level of the

4 navigation hierarchy. Explain that the top navigation bar may be customized to display many levels of sites as well as other links. Explain that the breadcrumbs are a common web site mechanism that is used to display where the user is located in a web site. Demonstrate how to use the site breadcrumbs. Discussion Question: Discuss with students that using the breadcrumbs to navigate back to the parent folder is a productivity feature of SharePoint. What are Lists? Explain that a SharePoint list is a container for information. Point out that lists are typically used to manage information in a SharePoint site. Explain that data gathered in a row is referred to as a list item. Explain that multiple columns are present in a list and are referred to as properties or fields. Explain that all information in a list can be displayed on a page in a Share- Point site. Demonstrate how to use the All Site Content link in the left navigation bar to see all lists available. Demonstrate how to view lists using the View All Site Content from the Site Actions dropdown menu at the top of the page. Discussion question: Discuss examples of how SharePoint lists can be used to manage links, tasks, discussions, announcements or events. Creating and Deleting Lists Explain that a List View is a view for displaying SharePoint list data. Demonstrate how to create a new list view by choosing custom view from the ribbon and selecting the command to Create a New View. Demonstrate how to use the Create link at the top of the All Site Content page to create a new list from available content on the SharePoint Server. Demonstrate how to delete a list by dragging a drop a list to the Recycle Bin in the left navigation bar. Demonstrate how to create a list view by choosing Create New Lists command in the List ribbon. Point out that an enabled list allows the user to upload a document directly to the SharePoint Web User Interface. Demonstrate how to set a list to be enabled in the list properties. Demonstrate how to modify a list view using the Modify this view link in the Breadcrumbs menu. Demonstrate how to delete a list view from the view modification page. Point out that a mobile list view enables information to be visible in a compact manner for a mobile device. Demonstrate how to create a mobile view using the mobile section on the view modification page. Explain that custom views may be created to add columns to a list. Demonstrate how to add a column to a list using the Edit View dialog box in the Modify View area. Tech Tip Point out that a list view may be bookmarked in browser to have immediate web access to the list. Managing List Settings Explain that alerts may be created to notify users when SharePoint lists are modified. Demonstrate how to create an alert for a document or item in a list, click the Alert Me button on the Document or Item Ribbon.

5 Explain the Ratings will allow users to provide feedback regarding a list and its usefulness. Demonstrate how to enable list rating using the Rating Setting on the General Settings tab in List Settings. Explain that validation will prevent users from entering conflicting information in two different fields. Demonstrate how to configure validation on the list settings page by modifying the Validation settings option. Explain that a workflow is a series of steps that are performed as a part of a business process. Demonstrate how to manually start a workflow on a list by switching to the items list view and choosing the workflow button available on the ribbon. Discussion Question: Compare a SharePoint list to a simple database or spreadsheet and discuss how SharePoint manages information. Lesson Quiz True/False 1. A blank SharePoint 2010 site is one that the administrator can customize based on specific requirements. 2. Like other Microsoft Office 2010 software programs, SharePoint 2010 uses a concept called the menu bar to display different buttons and menus to access commands. 3. A list may be described by some users as being similar to a very simple database or spreadsheet. 4. There are two methods to add an item to a list: add using a form or add an item directly to the list page. 5. The ability to add an item to a list via is a default option for all Share- Point lists. Multiple Choice 1. Each on a SharePoint Ribbon is a collection of groups, and each group contains related items. a. Area b. Unit c. Tab d. Dialog box 2. Microsoft SharePoint 2010 is commonly known as. a. An Electronic Messaging System b. An Electronic Document Management System c. An Electronic Database System d. A Web-based Spreadsheet System 3. The SharePoint includes the top navigation bar and the breadcrumbs. a. Shortcut menu b. Start menu c. Controls d. Quick Access Toolbar 4. In the event that a list is accidentally deleted in SharePoint 2010, where would the user go to recover the list files? a. Delete Bucket b. Deleted files cannot be recovered c. List Recovery Agent d. Recycle Bin 5. Which tool is used to prevent users from entering conflicting information in two different fields in SharePoint? a. Referential Integrity b. Checkpoint

6 c. Data Security d. Validation Quiz Answers: True/False 1. True 2. False, a Ribbon 3. True 4. True 5. False, the list properties must be modified to enable receiving content by e- mail. Multiple Choice 1. C (Tab) 2. B (Electronic Document Management System) 3. C (Controls) 4. D (Recycle Bin) 5. D ( Validation) Class Projects Hands-On Projects Lesson 1 Exercise 1 As a SharePoint assistant, you are required to review the SharePoint system with new employees. To prepare for an upcoming New Employee SharePoint Orientation, review the SharePoint Navigation techniques that you will share with others. Navigate to the SharePoint Site Homepage through the link provided in the Internet browser. Locate the Quick Launch Navigation Area and review all items that are available to users. Identify the four navigational aids in SharePoint: the Navigate Up button, the Breadcrumbs, the top navigation bar, and the left navigation bar. Use the Top Navigation bar to identify the sites that are available at the top level hierarchy. Use the control at the top of the page that allows you to switch between ribbons. Review the various tabs on each ribbon and the command that are on those tabs. Use the Breadcrumb Trail to navigation back to a previous location. Display All Site Content for the current SharePoint Site. Identify Lists that are available on the current site. Properly sign out of that SharePoint site. Video and Training Resource Links Microsoft Office Online provides online training, demonstrations, and quizzes that include detailed explanations, preferred methods, and lesson tutorials for each Microsoft Office program. These resources are suggested to engage students in hands-on experience, self-paced lesson participation, and lesson reinforcement. E-Learning Courses from Microsoft Learning Make the switch to the SharePoint 2010 user interface Show the class the information for this course and explain that the course will show you what to expect in terms of what s changed from previous versions, and how to quickly get up to speed doing the tasks you re used to doing.

7 SharePoint lists I: An introduction Show the class the information for this course and explain that the course will show you how teams can gather, track, and share information by using a Web browser. Video Basics Video: Ribbon highlights In SharePoint 2010 Show the class the information for this video and explain that the video will show you some of the highlights of how to get things done using the ribbon as compared to how you used to accomplish tasks in SharePoint 2007.

8 Lesson 2: Navigating and Managing Microsoft SharePoint 2010 Libraries Learning Objectives Lesson Introduction What are Libraries? Learning Goals // The goal of this lesson is to help students successfully understand and manage libraries in Microsoft SharePoint The student will learn to understand, create and manage libraries in Microsoft SharePoint On completion of this lesson, students will be able to do the following: Answer: What are Microsoft SharePoint 2010 libraries? Create and delete libraries Manage library settings Manage libraries Students will learn the about SharePoint libraries, as well as how to create, delete, and manage libraries. Explain that a SharePoint library is an example of a list in which each list item is a file. Remind students to think of libraries as lists with attachments. Point out that document types allowed in a library are determined by the system administrator. Explain that when creating a new item in a document library, the user will either upload a file or create a file. Explain that each row contains only one file. Demonstrate how to use the All Site Content link in the left navigation bar to see all lists available. Demonstrate how to view libraries using the View All Site Content from the Site Actions dropdown menu at the top of the page. Discussion question: Discuss examples of how SharePoint libraries can be organized to manage files or documents in an office environment. Creating and Deleting Libraries Manage Library Settings Explain that the most commonly used central storage area for documents is a library. Demonstrate how to use the create link at the top of the All Site Content page to create a new library from available content on the SharePoint Server. Demonstrate how to delete a library by dragging and dropping a list into the Recycle Bin in the left navigation bar. Remind students that individual documents will be visible after deleting the library. Demonstrate how to recover a document from the Recycle Bin. Demonstrate how to configure a library by choosing Library on the Site Ribbon to review the configuration options that are available. Point out that an enabled library allows the user to upload a document directly to the SharePoint Web User Interface. Demonstrate how to set a library to be enabled in the properties. Demonstrate how to modify a library view using the Modify this view link in the breadcrumbs menu. Demonstrate how to delete a library list view from the view modifi-

9 cation page. Point out that a mobile library view enables information to be visible in a compact manner for a mobile device. Demonstrate how to create a mobile view using the mobile section on the view modification page. Explain that custom views may be created to add columns to a library. Demonstrate how to add a column to a list using the Modify this View dialog box in the Modify View area. Managing a Library Lesson Quiz Explain that alerts may be created to notify users when SharePoint libraries are modified. Demonstrate how to create an alert for a document or item in a library, click the Alert Me button on the Document or Item Ribbon. Explain that Ratings allow users to provide feedback regarding a document and its usefulness. Demonstrate how to enable list rating using the Rating Setting on the General Settings tab in List Settings. Explain that validation prevents users from entering conflicting information in two different fields. Demonstrate how to configure validation on the library settings page by modifying the Validation settings option. Explain that a workflow is a series of steps performed as a part of a business process. Demonstrate how to manually start a workflow on a library by switching to the library ribbon and choosing the workflow button available on the ribbon. True/False 1. A document library is considered to be a very special instance of a site, where every item in the library is file. 2. A library is a location on a site where you can create, collect, update, and manage files with all users. 3. SharePoint enables workflows to be created for document libraries. 4. Two ways to add files to a library include uploading a file or sending a file via multimedia text message. 5. File properties can include basic information about a file, such as its description or keywords to help people search for it, or properties can include information that is specific to your organization, such as a department name or a project number. Multiple Choice 1. Which tool is used to prevent users from entering conflicting information in two different fields in SharePoint? a. Referential Integrity b. Checkpoint c. Data Security d. Validation 2. A library may require the content to be before the information is visible to users. a. Checked-in b. Approved c. Spell checked d. Changed 3. You can add a new file to a library or replace an existing file with a revised of a file. a. Version b. Type c. Description

10 d. Title 4. When you a library, you remove document, version history, library settings and permission levels associated with that library. a. Create b. Modify c. Add content to d. Delete 5. What type of library should be created when you have many files types that need to be stored? a. Form library b. Picture library c. Document library d. Asset library Quiz Answers: True/False 1. True 2. False, only team members or members with permission can access the library. 3. True 4. False, files may be sent via or uploaded from a storage device. 5. True Multiple Choice 1. D (Validation) 2. B (Approved) 3. A (Version) 4. D (Delete) 5. C ( Document library) Class Projects Hands-On Projects Lesson 2 Exercise 1 As a SharePoint assistant, you are occasionally required to fill in as the SharePoint administrator when your supervisor is absent. To prepare yourself for this role, complete the following tasks: Log into the SharePoint site. Identify Libraries that are available on the current site. Review the content of the libraries and identify the types of libraries that are on the current site. Create a new document library on the current site. Modify the properties of the library to enable files to be send via to the library. Upload a file to the document library. Create an alert of the uploaded file to receive an alert regarding any changes. Enable a rating system on the newly created document library. Properly sign out of that SharePoint site. Video and Training Resource Links Microsoft Office Online provides online training, demonstrations, and quizzes that include detailed explanations, preferred methods, and lesson tutorials for each Microsoft Office program. These resources are suggested to engage students in hands-on experience, self-paced lesson participation, and lesson reinforcement.

11 Video Basics Video: Ribbon highlights In SharePoint 2010 Show the class the information for this video and explain that the video will show you some of the highlights of how to get things done using the ribbon as compared to how you used to accomplish tasks in SharePoint 2007.

12 Lesson 3: Managing Microsoft SharePoint 2010 Items and Documents Learning Objectives Lesson Introduction Adding and Deleting List Items Managing List Items Learning Goals // The goal of this lesson is to help students successfully understand and modify items and documents in Microsoft SharePoint The student will learn to understand, create and manage item and document sets. On completion of this lesson, students will be able to do the following: Add and delete list items Manage list items Manage document sets Students will learn the about list items and document sets in SharePoint. Student will experience adding and deleting a list item as well as the management techniques used for list items and document sets. Explain that new list items may be added to a list to keep the list current with user needs. Demonstrate how to create a new list item using the new item button on the items ribbon. Explain that individual list items may be deleted from list using the items ribbon. Demonstrate how to delete an item from a list by selecting the checkmark pertaining to the item and choosing the delete document button on the items ribbon. Point out that SharePoint s Recycle Bin allows list items to be recovered in the event they are accidentally deleted. Demonstrate how to restore a list item by navigating to the recycle bin and selecting the appropriate checkmark to indicate the item to restore. The user will then click the restore selection button on the toolbar. Explain that list items may be updated by editing the list item properties. Demonstrate how to edit the list item properties by first selecting the list item to edit and then explaining that the user will see the edit properties button on the documents ribbon only if the user has edit permissions. Explain that some list items in SharePoint must be checked out and checked in before modifications can be made. Explain that Checking-out a file prevents multiple users from attempting to modify items at the same time. Demonstrate how to Check-out or Check-in a list item using the buttons on the Items ribbon. Explain that list items may need to be published in SharePoint before users can see the item. Demonstrate how to publish a list item using the Publish button on the items ribbon in the workflows section. Explain that earlier versions of list items may be restored in the event of a problem with the current version. Demonstrate how to restore a previous version of a list item by selecting the appropriate version to restore and then choosing restore from the version history dialog box. Explain that lists and libraries may be assigned an approver. Point out that list items must be approved before being included in the list. Demonstrate how to approve or reject a list item using the buttons

13 in the workflow section of the Items ribbon. Explain that approvers are assigned to lists and libraries. SharePoint offers a status area for the approver to review any items with a pending status. Demonstrate how to review an item with a pending status using the Approve/Reject option on the All Documents drop-down area. Discussion question: Discuss how approve and reject can be used to eliminate redundancy in document updates. Managing Document Sets Lesson Quiz Explain that document sets are similar to folders and enable users to collaborate on related documents without creating a new document library. Demonstrate how to activate the Document Sets feature in the Manage Site Collection Features page. Point out that single or multiple documents may be added to the document set. Demonstrate how to add a document to a document set by navigating to Library Tools Documents link. True/False 1. Sometimes list items need to be published to Microsoft SharePoint 2010 before they are accessible by the user. 2. In some cases, a document set is the end result of a project and may serve as a deliverable. 3. Document sets do not allow for the content type of the documents included to be specified. 4. There are certain file types that cannot be uploaded to Microsoft SharePoint 2010 therefore, certain file types are blocked. 5. If a list item requires approval, it will automatically receive the declined status once uploaded and then be changed once the approver has reviewed the file. Multiple Choice 1. The approver must mark the area of the Approve/Reject dialog box in order to upgrade a file s pending status. a. Rejection b. Approval Status c. Pending Status d. Acceptance 2. Prior to adding an item to a list, the user must have permissions. a. Add b. Include c. Contribute d. Administrator 3. Instead of deleting an item from a list, users should consider or archiving the item. a. Moving b. Collecting c. Modifying d. Changing 4. A document set is a based content type that organizes multiple related documents into a single view. a. Disk b. File c. Folder d. Bin

14 5. A customized for a document set displays each instance of a work product created from a document set content type. a. Site b. Homepage c. Web site d. Welcome page Quiz Answers: True/False 1. True 2. True 3. False, content types that are allowable should be defined in the properties. 4. True 5. False, it received the pending status once uploaded. Multiple Choice 1. B (Approval Status) 2. C (Contribute) 3. A (Moving) 4. C (Folder) 5. D ( Welcome page) Class Projects Hands-On Projects Lesson 3 Exercise 1 As a SharePoint assistant, you are working to learn more about items and documents on the SharePoint system. Complete the following to broaden your knowledge base of items and documents: Log into the SharePoint 2010 Site Homepage through the link provided in the Internet browser. Navigate to the specified list on the SharePoint Site. Upload a new list item. Publish the list item to the list so that it is visible to users. Delete the uploaded list item. Navigate to the Recycle Bin and restore the list item to the list. Create a new document set for this course in the current site. Upload a document to the newly created document set. Properly sign out of that SharePoint site. Video and Training Resource Links Microsoft Office Online provides online training, demonstrations, and quizzes that include detailed explanations, preferred methods, and lesson tutorials for each Microsoft Office program. These resources are suggested to engage students in hands-on experience, self-paced lesson participation, and lesson reinforcement. E-Learning Courses from Microsoft Learning SharePoint lists I: An introduction Show the class the information for this course and explain that the course will show you how teams can gather, track, and share information by using a Web browser.

15 Lesson 4: Manage SharePoint Sites Learning Objectives Lesson Introduction Manage Pages Administer a Site Learning Goals // The goal of this lesson is to help students successfully manage Microsoft SharePoint 2010 sites. The student will learn to manage and administer a site, manage web parts and create a Share- Point Workspace. On completion of this lesson, students will be able to do the following: Manage pages Administer a site Manage web parts on a page Manage content types Manage user and groups Create SharePoint workspace sites Analyze site activity Explain that Microsoft SharePoint 2010 pages include the home page along with other pages that can be added to various libraries or lists in the site. Describe how web part building blocks are used to enhance pages and how content types identify the types of content collected on a page. Point out that the SharePoint Administrator will manage users and groups to provide adequate security measures for the site and also analyze the activity taking place by users on the site. Explain that SharePoint pages include the site homepage and other pages that can be added to the site s document libraries. Explain that a SharePoint site by default has one page that can be edited, the homepage. Explain that the site administrator may add a new page to the site to display information that may not be displayed on the homepage. Explain the differences in the different types of SharePoint pages: Wiki page, Web Part page and a Publishing page. Demonstrate how to add a new page to the SharePoint site using the new page command on the Site Action menu. Explain that the page properties may be altered to offer a different page layout option. Demonstrate how to edit the page properties of a publishing page using the edit properties button on the Page ribbon. Demonstrate how to edit the web part page properties using the Page ribbon. Demonstrate how to edit the Publishing page properties using the edit properties button on the page ribbon. Explain that the site manager can change what is displayed on a page using the page editing mode. Demonstrate how to edit a page using the edit page command on the Site Actions menu. Point out that the creation of SharePoint sites should be carefully planned and that this is a task to be handled by the SharePoint Administrator. Demonstrate how to create a new site using the Site Actions Button to access the Actions Menu. Point out that the new site will be configured using the Managing Content and Structure command from the Site Actions menu. Demonstrate how to access the Managing Content and Structure dialog box and configure the site s structure.

16 Demonstrate how to access a copy of all site alerts by navigating to the site, and choose the [user name] button at the top of the page. The user will next select the My Settings option to review the user information. Explain that the site administrator can modify the site page to customize the site s look and feel. Demonstrate how to customize a SharePoint site using the Site Setting page on the Site Actions menu. Explain that lists, libraries, documents and list items may be recovered using SharePoint s Recycle Bin feature. Demonstrate how to recover an item from SharePoint s Recycle Bin. Discussion question: Discuss the importance of customizing a SharePoint site to make the site user friendly and meet the needs of various levels of user. Managing Web Parts on a Page Manage Content Types Point out that a web part is a building block of pages in SharePoint. Explain that web parts enable users to include various types of content into different sections of a page. Demonstrate how to add a web part to a page using the Insert tab of the Editing Tools ribbon. Explain that each web part consists of settings that may be modified to meet the needs of the page. Demonstrate how to modify a web part in edit mode. Point out that each section of a web part should be modified individually. Point out that web parts may be exported and imported into other pages to be more productive. Demonstrate how to export a web part by navigating to the page that has the web part to be exported. Explain that the user should place the page in edit mode in order to access the web part s shortcut menu. Demonstrate how to import a web part to a page that is in edit mode by selecting the zone to place the web part and selecting the web part from the list in the Upload Web Part area. Point out that a content type refers to the type of content that is stored in a list or document library. Explain that a content type is a collection of site columns and additional settings that can be created for a site. Explain that site managers can create and manage the content types for a site. Demonstrate how to create a content type from the Site Settings page and then how to navigate to the Galleries section to view the content types that are available. Explain that content types may be modified for name changes, adding or removing a column setting. Demonstrate how to modify a content type from the Site Settings page and then how to navigate to the Galleries section. Discussion question: Discuss how modifying a content type will affect all content types that inherit their properties from that content type. Manage Users and Groups Point out that managing site security is important in restricting or allowing different users to do different tasks. Explain how to get to the a site s permission management page using the Site Settings option in the menu and then choose Site Permissions link under the Users and Permissions heading. Demonstrate how to review users current permissions using the permissions management page and then click the check permissions button. Demonstrate how to assign users permissions by adding a user to a security group on the site. This task is completed using the Permission Tools ribbon.

17 Demonstrate how to assign users permissions directly using the Permission Tools ribbon in the site s security page. Demonstrate how to change user or group permissions on the site s permission management page. Explain that groups may be created to apply SharePoint security to all users within the group. Demonstrate how to create a SharePoint Group for a site on the Site Permissions Setting page and then choose the Create Group button on the Grant Section ribbon. Demonstrate how to edit a SharePoint Group s settings on the site s People and Group Settings page. Discussion question: Discuss how creating various permission levels for users will provide security for a SharePoint site. Create SharePoint Workspace Sites Explain that SharePoint Workspace sites provide bi-directional synchronization of library and list content between the SharePoint site and a workspace on an individual client computer. Explain to students that previous versions of SharePoint Workspace were known as Microsoft Groove. Point out that a Meeting Workspace can be useful to a team that needs to meet and collaborate on a regular basis. Demonstrate how to create a meeting workspace by choosing the link to create a meeting workspace on the site actions menu. Point out that Document Workspaces are designed for a group of individuals that wants to collaborate on a specific document. Demonstrate how to create a Document Workspace in Microsoft Word 2010 using the Publish command on the File tab. Discussion Questions: Discuss productivity and the use of Workspaces for collaboration. Analyze Site Activity Lesson Quiz Explain that SharePoint offers several web parts that may be added to a page to analyze data and present data in a variety of ways. Point out that the Web Analytics Web Part displays the most viewed content and most frequent search queries from a site. Demonstrate how to include the Web Analytics Web Part in a page by selecting the site page changing to edit mode on the page. The web part may be inserted using the Insert tab on the ribbon. Explain the three types of reports available as a part of the Web Analytics Web Part: Traffic Reports, Search Reports and Inventory Reports. Demonstrate how to view Web Analytic reports from the Central Administration area by selecting the Monitoring option from the Home Page. True/False 1. Web parts are used in lists and act as building blocks. 2. The site manager or administrator is responsible for creating and managing the content types permitted on a site. 3. SharePoint Workspace was formerly known as Microsoft Groove. 4. A Workspace links to the SharePoint Server and provides quick access to enable the users to navigate the various content types available. 5. SharePoint users are provided with permissions to control what they can see and what they can do in SharePoint. Multiple Choice 1. is useful to a team that needs to meet and collaborate on various items. a. Chat room

18 b. Blog c. Discussion board d. Workspace 2. Web Analytics Web Part displays the most frequently searched from a site. a. Statistics b. Queries c. Documents d. Users 3. are created to apply the same SharePoint security to the users. a. Teams b. Targets c. Collections d. Groups 4. is a collection of site columns and additional settings that can be created for a site. a. Gallery b. Group c. Content Type d. Query 5. Who can modify the site page to customize the site s look and feel? a. General Users b. Site Administrator c. All Groups d. Site Guests Quiz Answers: True/False 1. False, they are used on pages. 2. True 3. True 4. False, quick access to enable the users to navigate the various lists and libraries available on the site. 5. True Multiple Choice 1. D (Workspace) 2. B (Queries) 3. D (Groups) 4. C (Content Type) 5. B ( Site Administrator) Class Projects Hands-On Projects Lesson 4 Exercise 1 As a SharePoint assistant, you need to cross train to assist the administrator with the SharePoint system. The following tasks will be part of the cross-training requirement to assist the administrator. Log into the SharePoint Administrator Site. Add a new page to the designated SharePoint Site from the Site Actions menu. Edit the properties of the page to change the page layout and the title of the page.

19 Edit the properties of the page to change the content on the page. Create a new site on the SharePoint Server and configure the site using the Managing Content and Structure command from the Site Actions menu. Create a new page on the site and add a web part to the page. Define the content type that will be allowed on the site. Manage users that have access to the site and set up a user group to manage user permission. Create a meeting workspace for users that were added to the previous group. Sign out of SharePoint. Video and Training Resource Links Microsoft Office Online provides online training, demonstrations, and quizzes that include detailed explanations, preferred methods, and lesson tutorials for each Microsoft Office program. These resources are suggested to engage students in hands-on experience, self-paced lesson participation, and lesson reinforcement. E-Learning Courses from Microsoft Learning Share information in a central place Show the class the information for this course and explain that the course will show you how you can use SharePoint sites as a central place to store and share information with team members. SharePoint pages I: An introduction Show the class the information for this course and explain that the course will show you what types of pages are changeable, and, using the home page as an example, how to get started editing content. Collaborate on documents and projects more efficiently Show the class the information for this course and explain that the course will show you how to make the most out of SharePoint calendars, how to allow multiple people to author a document simultaneously, take your documents offline and then reconnect by using SharePoint Workspace, and how to manage a project in SharePoint and by using Project Task lists.

20 Lesson 5: User Communities Learning Objectives Lesson Introduction Configure My Site Learning Goals // The goal of this lesson is to help students successfully configure and collaborate through My Site. Students will also tag and note content. On completion of this lesson, students will be able to do the following: Configure My Site Collaborate through My Site Tag and Note Content Describe how to configure My Site by adding keywords, colleagues, selecting a theme and other web parts. Explain that student will learn to collaborate through My Site as well as tag and note content on the site. Explain that keywords are part of a single, non-hierarchical term set called the keyword set. Explain that keywords may be added using the edit properties on an item. Point out to students that keywords must be enabled in the document library before they can be added to an item. Demonstrate how to enable keywords in a document library by altering the Enterprise Metadata and Keywords settings under library settings on the Library tab. Demonstrate how to add a keyword to a document s properties using the edit document properties dialog box. Explain that the social networking options offered by SharePoint 2010 allow employees of a company to stay connected and update each other. Point out that SharePoint s social features may be used to manage colleagues, set a status, and see the organization s hierarchy. Demonstrate how to open the social networking home page by clicking the (user name) button on the SharePoint site s page. Explain that specifying colleagues in SharePoint helps SharePoint track what the colleagues are doing and allows sharing information. Demonstrate how to specify your colleagues on the Colleagues tab in the My Profile page. Explain that a site theme allows the user to specify how the site looks by applying different styles to it. Demonstrate how to apply a different theme to a site by opening the Site Settings page and choosing the Site Theme link. Explain that the Colleague Tracker displays a list of your colleagues and their recent changes. Demonstrate how to add the Colleague Tracker web part by selecting the page to add the web part and then selecting the Add web part option. Explain that the Colleague Tracker may be configured to access your Microsoft Outlook address book in order to generate the list automatically. Explain that RSS Feeds are available in SharePoint 2010 and point out that RSS Feeds are used to publish frequently updated items like blogs or new pages. Explain that lists and libraries in SharePoint 2010 are RSS enabled. Demonstrate how to add an RSS Feed viewer web part to a page by selecting the Add Web Part Option on the page. Explain that each user has a SharePoint profile that provides other users with information about you. Demonstrate how to edit a SharePoint profile by navigating to the Basic Information section and then select to edit profile.

21 Collaborate through My Site Tag and Note Content Lesson Quiz Explain that one s profile status is used to allow others in SharePoint know what you are doing. Demonstrate how to set your status by editing the My Profile page. Point out that a user may upload a photograph to their My Profile page making the information more personal. Demonstrate how to upload a photograph to the My Profile page by editing the page using the command under the Basic Information section. Explain that users may add personal documents to the My Site area to have personal content easily accessible. Demonstrate how to add documents to the My Site area by clicking on the My Content tab and select the command to upload a document. Explain that Shared Documents may be uploaded using the same procedure for the My Site area. Explain that the organization hierarchy allows users to view the order of authority in an organization. Demonstrate how to view the organization s hierarchy using the Organization tab on the My Profile page. Explain that notes may be added to items to assist the owner in managing the item and that tags are also used to help a user find an item or remember something specific about the item. Demonstrate how to review items with notes by opening the My Profile page and choosing the Tags and Notes tab. Point out that clicking the link of the item with the note, will open the item for further review. Demonstrate how to add a tag or note to an item by opening the My Profile page and reviewing the Notes Board under the Overview tab. This location provides a textbox where new notes or tags may be added or deleted. Demonstrate how to edit a tag or note to an item by opening the My Profile page and reviewing the Notes Board under the Overview tab. Notes that are present may be modified by clicking the edit button next to the note. Explain that a tag cloud will display the most important subjects being tagged in an organization. Explain that adding the tag cloud web part is a quick way to highlight popular subjects in the organization. Demonstrate how to add the tag cloud web part to a page using the Add Web Part Link in the Edit Page area. True/False 1. Setting up colleagues in Microsoft SharePoint 2010 helps SharePoint track what colleagues are doing and allows you to share information. 2. The social networking options offered by Microsoft SharePoint 2010 allow employees of the company to connect to external social networking sites. 3. The site theme allows a user to specify how the site looks by applying different styles to the site. 4. RSS Feeds are used to publish frequently updated items like social networking sites or personal updates on the Internet. 5. Users may update their profile to add personal documents to the My Site area in order to have personal content easily accessible. Multiple Choice 1. are part of a single, non-hierarchical term set. a. Lingo b. Keywords c. Expressions d. Jargon 2. may be configured to access your Microsoft Outlook address book in

22 order to generate the list automatically. a. User Profile b. Colleague Profile c. Colleague Tracker d. Employee Tracker 3. SharePoint user provides other users with information about you. a. Profile b. Account c. Information Page d. Outline 4. are used to help a user find an item or remember something specific about the item. a. Text tools b. Labels c. Hints d. Tags 5. Tag web part is a quick way to highlight popular subjects in the organization. a. Cloud b. Highlight c. Focus d. Emphasis Quiz Answers: True/False 1. True 2. False, allows employees of the company to stay connected and update each other. 3. True 4. False, RSS Feeds are used to publish frequently updated items like blogs or new pages. 5. True Multiple Choice 1. B (Keywords) 2. C (Colleague Tracker) 3. A (Profile) 4. D (Tags) 5. A ( Cloud) Class Projects Hands-On Projects Lesson 5 Exercise 1 As a SharePoint assistant, you are continuing to cross train to assist the administrator with the SharePoint system. The following tasks will be part of the crosstraining requirement to assist the administrator. Log into the SharePoint Administrator Site. Use the new site and page that you created in the last lesson. Add keywords to the site to enable site searching. Add colleagues to the site and select an appropriate theme for the site. Configure the Colleague Tracker Web Part on the page that you added to your site. Open your profile and update your profile status as well as apply a photo of yourself to the site.

23 Upload documents to the My Site area and enable sharing on the documents. Create a new list for your My Site area. Add tags to the list so that the information may be easily identified at a later time. Sign out of SharePoint. Video and Training Resource Links Microsoft Office Online provides online training, demonstrations, and quizzes that include detailed explanations, preferred methods, and lesson tutorials for each Microsoft Office program. These resources are suggested to engage students in hands-on experience, self-paced lesson participation, and lesson reinforcement. E-Learning Courses from Microsoft Learning My Sites: Connecting to people and information Show the class the information for this course and explain that the course will show you how to be more productive by using your My Site, social tagging, and related features. Share information in a central place Show the class the information for this course and explain that the course will show you how to create, edit, and find your way around SharePoint sites. SharePoint pages II: Work with wiki pages Show the class the information for this course and explain that the course will learn how to create wiki pages on a team site, and work with editing tools to format text and layout, and insert links, media, and Web Parts. Video Basics Video: Create a blog Show the class the information for this video and explain that the video will show you how quickly create a SharePoint 2010 blog site that you can use to share your knowledge with team members. Video: Create personal views Show the class the information for this video and explain that the video will show you how to use views to organize and display the information in lists and libraries. Video: Share knowledge in a blog Show the class the information for this video and explain that the video will show you how you can share your knowledge with team members in a SharePoint 2010 blog.

24 Lesson 6: Configure Site Search Results Learning Objectives Lesson Introduction Administer a Search at the Site Level Search SharePoint for Content View Search Results Learning Goals // The goal of this lesson is to help students successfully learn to configure Microsoft SharePoint 2010 searches. The student will also learn to view searches and perform advanced searches. On completion of this lesson, students will be able to do the following: Administer a Search at the Site level Search SharePoint for Content View Search Results Perform Advanced Searches Search for People Describe the importance of being able to search the SharePoint site for list and libraries. Explain that students will learn to conduct a basic search, conduct an advanced search, and search for people in the organization, as well as view the search results. Discuss SharePoint s built in search feature that enables users to find content in SharePoint. Point out that the SharePoint Server also allows the user to search all SharePoint sites on that server. Demonstrate how to search a SharePoint site for documents or lists using the search box. Explain that the search may contain one or more key words and that the search results will include everything containing those key words. Explain that SharePoint includes many options to search for different types of search queries. Point out that the All Sites scope is a default that searches on everything excluding people. Explain that the site administrator can configure the Scopes of Search feature and determine what scopes to add to the default scope list. Point out that all default scopes will search for anything on the SharePoint server site excluding people. Explain that Federated Searching enables search results that are displayed for more than just what is indexed using SharePoint. Point out that federated searching is an optional feature that must be configured by the SharePoint administrator. Demonstrate how to conduct a Federated Search using the Search Center and how to review the results to determine search items obtained from the Internet or from SharePoint. Explain that some operating systems support federated searching from the desktop. Demonstrate how to conduct a Federated Search from the desktop by selecting the command to get search results from the SharePoint site. Demonstrate how to conduct a search from the Search Center and demonstrate how to choose to allow the search to be conducted with Windows Explorer. Explain that when browsing search results the user may find that results can be displayed as a document, list item, web page, or list view. Point out that the search result will vary based upon SharePoint

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