Introduction to SharePoint For Team Site Owner/Administrators. Instructional Guide

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1 Instructional Guide Class Goals: 1. Understanding & Navigating the SP Team Site Structure 2. Using SP to create & maintain a collaborative site for your team: Planning & Design, Lists, Libraries, Web Parts (Look & Feel), View All Site Content Menu & Site Actions Menu 3. Permissions and Versioning: decisions and implementation Technology Training Center page 1

2 Contents Information Storing and Collaborating on a Team Site...4 Anatomy of a SharePoint Team Site...5 Team Site Design - Identify the Plan and Purpose of the Team Site...6 Team Site Template...7 Ribbon Toolbar Overview...7 Ribbon Tab Descriptions and Options...8 Members & Permissions...9 Working in the Shared Documents Library Co-Authoring in a Document Library Columns & Views Calendar Features Edit Web Part Pages / Team Site Dashboard Helpful Hints Additional Training Resources Technology Training Center page 2

3 What is SharePoint? SharePoint is an information sharing and collaboration platform, which is accessed through a Web Browser. Inside Loyola, the Portal is a SharePoint product. Department and Team Sites are established to improve communication and support collaboration among colleagues. Only Loyola University Maryland Community members with AD accounts are able to become members of a SharePoint Team or Department Site. Technology Training Center page 3

4 Information Storing and Collaborating on a Team Site All Information (or data) on a team site is stored in Lists or Libraries. A list stores data like a spreadsheet that you view in rows & columns. A Library is a specialpurpose List that contains a file in one of the cells for a given item. This screenshot shows the Detail page for the Shared Documents Library on a team site. Lists are displayed using a feature called Views. Multiple Views can be set up for a given list to display the data in many different ways. More details about how to use & create views are provided later in the course. It is important to note that Views often display only some of the Columns & Items stored, so just because you do not see the data on the screen does not mean that it does not exist. Lists Microsoft provides several standard list types. The most common are: Announcements, Calendar, Discussion, Links and Tasks. Libraries Standard default libraries are the Shared Documents and the Picture libraries. These standard list types come with default columns and setting which can be customize by the Team Site Owner. Loyola has a template for Team Sites which has these lists and libraries included on newly created team sites with the most commonly used lists displayed on the front Dashboard Page. As team site owner, you can customize our Team Site by creating, editing or deleting the list structure and settings. Technology Training Center page 4

5 Anatomy of a SharePoint Team Site There are three types of Team Sites: Department, Organization and Other. The team site structure and functionality are the same for all three. Only membership management varies somewhat. Department Team Site for collaboration of members of an academic or administrative Department, e.g. Technology Services. Members added and deleted automatically through Ellucian (formerly Datatel) Colleague. Organization Team Site for collaboration of members of an official university organization, e.g. Accessibility Task Force and Board of Trustees. Members added and deleted automatically through Ellucian (formerly Datatel) Colleague. Other These are team site created for purposes other than official Loyola University groups or functions: student clubs, projects, committees where the membership is not managed and tracked in Colleague but by the Team Site Owner/Administrator. Only members who have been given permission to a team site can view it. You can see which team sites you can access by expanding the Team Site type titles in the My Team Sites block on the Portal landing page. Technology Training Center page 5

6 Demo Dashboard, Detail pages for lists & Shared Documents Library, Views Activity 1- Navigate the Tech Training Team Site as a Member 1. Navigate to the Tech Training for SharePoint Team Site: Or, from Inside Loyola, My Team Sites block, click on the team site Tech Training for SharePoint in Other. 2. Once in the Team Site, follow the directions given by the instructor. Team Site Design - Identify the Plan and Purpose of the Team Site What information will be stored on this site? Calendar, Announcements, Documents, etc. What type of documents Word, Excel, PDF,? What How Who Where When How will each be accessed? Will multiple users edit documents or will documents be posted only for sharing with readers? Should all members be able to add and/or delete list content? Will you need version control of documents and/or an approval process before documents are published? Who will access the site? Who will be the admin/owners? Who will need to edit items and which items? Who needs read-only access? Permission settings are very versatile and powerful but can become a huge burden to manage if not carefully implemented. We highly recommend creating user groups and providing access to users by including them in the appropriate groups. Where will the information be displayed? Which information do you need front and center on the dashboard page and which will be accessed through the Quick Launch Menu? When will the information be used? Is there an end date when most data will be irrelevant and only final products will need to be stored? Technology Training Center page 6

7 Team Site Template For this training class, you ll be assigned a new Team Sub-Site of Tech Training to build a practice site using standard SP Lists and Libraries, managing User Permissions. There is a LOT of detail in each menu & settings page so we will only cover the key options and save the others for an advanced class at a later date. Demo Differences between older and newer team sites Activity 2 Access your SharePoint Student Site 1. On the Quick Launch menu under Sites, select the SP Student Site with your name. This opens the site you will work in as a team site owner during this class. 2. In the lower right corner of the Announcements web part, click Add new Announcement. 3. Fill out the displayed form with a title, Welcome!, and a brief welcome message to this site. Click Save. 4. This message should now appear in the Announcements block on the Dashboard page. Select Announcements on the Quick Launch menu to view the Announcements Detail Page. 5. Use the breadcrumb to navigate back to the Dashboard Page. Ribbon Toolbar Overview The normal view of the team site dashboard page (home) or any Web Part Page is in Browse mode. No ribbon menu is displayed while you are in Browse mode. There are several Ribbon Tabs which display based on your selection on the Web Part Page or a List or Library detail page. The Ribbon Taskbar may not show until you click on a tab, so it will look like there is no ribbon until you select either an item, web part or Ribbon tab. Technology Training Center page 7

8 Ribbon Tab Descriptions and Options Tab Page Sub-Tabs Purpose Example Table Terms: Dashboard Page Team Site Homepage WPP Web Part Page Detail Page Page for a single List or Library Browse Dashboard/ WPP No functionality Browsing site only Detail Page Page Dashboard/ WPP Edit WPP, manage alerts Click Edit to make changes to Web Part Page Page Tools Dashboard/ WPP while in Insert Insert / edit Web Parts Insert a Web Part Edit mode & clicked in Web Part Zone Web Part Tools Dashboard/ WPP while in Options Edit Web Part properties Edit Web Part View Edit mode & with Web Part selected List Tools Dashboard with List Web List Edit properties of list Create a View Part selected structure List Detail Page Items Edit properties & content Edit the selected item of selected list item(s) Library Tools Dashboard with Library Web Part selected Library Edit properties of library structure Edit permissions for member access to this library List Detail Page Items Edit properties & content Check out the selected document of selected library items Calendar Tools Calendar Detail Page Calendar Change display day/week/month, Add this team site calendar to my Outlook calendar properties, connect to other calendars Events Add, edit selected Event Add an Alert Technology Training Center page 8

9 Members & Permissions A new team site is set up with a basic membership structure. Individual members are added to groups to simplify the management of user permissions for accessing the site. By default, three member groups are created for each site: Team Site Owners: Can edit the structure of the site by modifying site settings, create, edit and delete lists, settings, the Dashboard page, web parts and membership. Team Site Members: Can view, add, edit and delete items in Lists. They cannot edit the structure or settings of lists or the site. Team Site Visitors: Can only view the Dashboard Page and list items. Activity 3 Add Members to your Team Site Add a User to an Existing Group (use contributing member) 1. Choose a partner from the class participants. You will give each other access to your training team sites, and complete some of the activities together. 2. Make sure that you are in your SP Student Site because that is the training Site of which you have been given administrator access. Click the toolbar option, Site Actions Menu->Site Permissions. 3. Click Grant Permissions from the Permissions Tools- Edit tab Ribbon menu to open the form to enter the user information. 4. In the Select Users section, enter the usernames or full names of Loyola Users separated by semicolons in the User/Groups box. In this case, enter your partner s name. Use Check Names to get the user names correct. 5. In the Grant Permission section, select the <Team Site Name> Members [Contribute] group from the drop down menu. 6. In the Send section, keep the box checked and enter a personal welcome message to the new user(s) to have a notification sent to them. For general use, you can uncheck the box if you do not want the sent. Click OK. Technology Training Center page 9

10 More Membership Tasks Delete a User from a Group 1. To access the page to edit membership of a group, either click the toolbar option Site Actions Menu->Site Permissions, then the group name, or select Members from the Quick Launch menu, then the group name from the list on the left. 2. You should see a screen listing users in the selected group. Click the checkbox to the left of the users to be deleted then click Actions->Remove Users from the menu above the names. Click OK from the dialog box that pops up to confirm the action. Add a New Group 1. Click the toolbar option, Site Actions Menu->Site Permissions. 2. Click Create Group from the Permissions Tools-Edit ribbon menu tab to open the form to enter necessary information. 3. Click Create to save the group and its settings. Edit Permissions of a Group 1. Click the toolbar option, Site Actions Menu->Site Permissions. 2. Select the group you want to edit by clicking the checkbox next to its name. 3. Click Edit User Permissions from the Permissions Tools-Edit ribbon menu tab. 4. Choose the new permissions and click OK. Working in the Shared Documents Library Plan Ahead: You have choices to make with regard to Document Libraries. If all of your documents are related in some way, i.e. all part of the same project, you should store them all in a single Library. If you need to maintain a very large number of documents and have multiple unrelated categories of documents, you can create multiple Document Libraries to store them. Keep in mind that just because you have unrelated documents does not mean you should use multiple libraries. You can easily organize the documents in a single Library using Views and Folders. Another consideration in setting up your Library structure is whether you need to set unique permissions for a set of document. It s easier for maintenance of the site to place those documents in a folder and set the permissions for a specific group on the folder. Those permissions then apply to the documents inside the folder as well. Technology Training Center page 10

11 For the most part, Shared Document Libraries are structurally and functionally the same as before. For existing libraries, there is no change except for the addition of the Ribbon menu for performing tasks. A brief summary of the Ribbon Menu Library Tools, both the Document and Library tabs, is below. In order to edit the preferences on any given document, you must first select it by clicking the checkbox that appears at the left of the item as your cursor hovers over the document in the list. Single-click the document s name to open it for viewing or editing. View Format Group Switch between Standard and Datasheet View Datasheet Group Additional functions such as total # items Manage Views Group Displays the Current View Click the down arrow to show the dropdown to switch Views Create or edit a View, create columns (metadata for organizing documents in Views) Share & Track Group a link opens Outlook to send a message to a user Use Alert Me-Set Alerts on this Library to set alerts for yourself only or any other members RSS Add an RSS Feed for frequent updates Connect & Export Group Sync to SharePoint Workspace is a new feature that allows you to download Shared Library documents to your computer so you can edit offline. The documents sync when you are back online. Connect to Outlook is another way to edit documents while offline Export to Excel to save the list to an Excel document Open with Explorer allows you to view the library list in Windows Explorer Settings Library Settings opens the Settings screen to manage setting such as permissions, columns, views & policy, which has not changed from the previous version. Library Permissions Add, remove, change permissions for the library Create and manage workflows to enable automation in the library Customize Library Group contains advanced operations that are not available to Team Site Owners Technology Training Center page 11

12 Activity 4 Upload a Document Upload a Single Documents Introduction to SharePoint 1. Navigate to the Shared Documents Library detail page by clicking on Shared Documents from the Quick Launch menu. 2. In the lower right of the list area, click Add document button or use the Library Tools-Documents ribbon button, Upload Document. 3. A window pops up with a prompt to choose a document to upload. Click Browse to browse for the document that you intend to upload. 4. To navigate to your files on the G: or H:, click Computer in the left pane then select the applicable drive name & your username. Navigate the folders and files to choose a Word Document that you do not mind copying to the team site and sharing with another person. It can be deleted from the team site at the end of this class. You may instead use a training center document from Computer/Lanschool Files. 5. Select a document, click Open and then in the lower right of the Upload Document window, click OK. 6. If there are custom columns for Metadata, another window will display and you should fill out the form appropriately. The file will now be listed on the Shared Documents Detail Page. Upload Multiple Documents 7. From the Documents Library Detail Page s Library Tools-Documents ribbon, select the Upload Document down arrow to show the drop down menu. Click Upload Multiple Documents. 8. In the dialog box, follow the instructions to either drag & drop files from your Windows 7 File Explorer to the box displayed or browse for the files as you did for uploading a single document. Upload 3 additional documents. We will use these documents for other activities. Create a New Document 1. From the Shared Documents Detail Page, click the Library Tools-Documents ribbon button, New Document. 2. This open MS Word with a new blank document. Edit the document as you would normally. 3. To save the document to the Shared Documents library on the team site, click the File tab, then click Save to open a dialog box. Note the path to the team site library is filled in for you. 4. Type a filename in the box at the bottom of the window & click Save. Be patient, it can take a little longer than usual to save to the SharePoint Team Site. 5. Refresh the browser screen displaying the Shared Documents library to see this document added to the list. Technology Training Center page 12

13 Co-Authoring in a Document Library Shared Documents Libraries in existing Team Sites (created before June 2012) do not have the new Co- Authoring feature but typically have the Check-out Required feature enabled. Check-out Required was the default setting for libraries in the earlier version of SharePoint (2007) which required members to Checkout a document in order to edit it. In the new version, newly created libraries will have Check-out Required disabled which automatically enables Co-Authoring. With this setting, while members do not have to Check-out a document to edit it, they may still do so. All Team Sites created after this date will have Check-out optional set for the Shared Documents Library, so therefore, Co-Authoring is enabled. Team Site Owners can change the library settings to enable Co-Authoring for older libraries. Instructions for converting your library are below the explanation of how Co-Authoring works. Demo- check-in/check-out to compare to co-authoring Activity 5- Edit a Document with Co-Authoring 1. You and your partner (determined in Activity 3) will need to choose one of your training team sites to work in together for this activity. Both partners then should navigate to the chosen Shared Documents library Detail Page. 2. You should both open a document (it must be the same document). 3. Note the yellow read only banner at the top of the Word Window and click it to edit the document. 4. Edit the document simultaneously and practice by clicking save to sync and merge each of your edits to the document. 5. Close the document when you are finished. Technology Training Center page 13

14 Columns & Views One of the most powerful features of SharePoint is the ability to display lists in a variety of ways using Column data to sort, filter and group the items. You can create custom Views to save the criteria for repeated access by you and your site members. Demo Standard Columns & View in Shared Documents using Library Settings. Activity 6 Create a Custom Column and View Let s create a Column to track the type of information in the document so that we can use this information to sort, filter & group the documents. Create a Custom Column & Edit Existing Items 1. In the Shared Documents Detail Page, select the Library Tools- Library ribbon tab, then Create Column to open the Create Column form. 2. Name the Column Information Type. 3. Try selecting various types of information for the column in the next section and notice how the bottom of the form changes depending on the type selected. Select Choice for the type of information in this Column. Technology Training Center page 14

15 4. Skip the Description. Select Yes for Require that this column contains information. Because we will be sorting and filtering on this column, we want to be sure that contains a value for every item in the list. 5. Skip Enforce unique values to keep the default No. 6. Type the choices in the box titled :Type each choice on a separate line as instructed on the screen. Use these values: Training Materials, Planning Documents, Presentations, Other. 7. Make sure that a. Drop-Down Menu is selected for Display choices using b. Allow fill in choices is set to No c. The default value is Other d. And the Add to default view box is checked. 8. Click OK to save the new column. Verify it displays on the screen. 9. Now Upload a Document to see how the process has changed now that you have added a custom column. 10. Any documents that were uploaded or created before the column was created have no values in the column. 11. Select the checkbox for one document and click Library Tools-Document ribbon tab button, Edit Properties to fill in the missing values in the Properties form. 12. This can be time consuming if you have many items to edit, so another way to edit these properties is in Datasheet View. Select the Library Tools- Library ribbon tab, then Datasheet View. This displays the list in a spreadsheet format. Click in a cell to edit its contents. Choice-type columns have drop down menus. Edit the Information Types for the remaining items, making sure that only 3 items (documents) have the value Training Materials. 13. Select Standard View from the ribbon menu, and click OK in the dialog box to save your changes. Create a Custom View 14. To create a new View, select the Library Tools- Library ribbon tab, then Create View to open the Create View form. 15. Select Standard View. In the form, name the View Training and check the box to Make this the default view so that this View of the Shared Documents Library displays for all members, by default. Keep the Create a Public View radio button selected so this view is available to all members of the site. 16. Check the boxes to select these columns to display for this View: Type, Name (linked to document with edit), Modified, Checked Out To. 17. Sort by Column Name in Descending order. 18. Filter out all but Training Materials by selecting Show items only when the following is true and from the drop down menu, select Information Type. In the next box, choose is equal to, then in the next box type Training Materials. It must be an exact match to the spelling when you entered the option for the Information Type column. 19. Scroll down to the bottom to click OK to save this View. 20. Verify that the Column Titles are correct and that the list of documents has been filtered correctly. 21. In the Library Tools- Library ribbon tab, use the Current View dropdown to switch back to the All Documents View to view the full list in the library. Create another View that contains all documents but groups them by Information Type. Sort by date created, most recent first. Technology Training Center page 15

16 Calendar Features The most significant new features in the SharePoint 2010 Calendar are: To add a new event, click +add or double click the date on the calendar, or select New Event from the Ribbon tab Calendar Tools- Events. Edit an event by double clicking it, or selecting it (single click) and selecting Edit Event from the Ribbon tab Calendar Tools- Events. Connect to Outlook on the Calendar Tools-Calendar Tab allows you to add this SharePoint calendar to your Outlook Shared Calendars (under the heading Other Calendars). It s best to perform this operation on your own computer where you typically use Outlook, otherwise, it will take much longer to execute this step. Technology Training Center page 16

17 Activity 7- Managing Calendar Events Introduction to SharePoint 1. Navigate to the Calendar Detail Page by selecting Calendar in the Quick Launch Menu. 2. Add an event called Test 1 for today at 4pm by clicking on + Add on today s date on the calendar. 3. Add another event by selecting the Calendar Tools-Events tab button, New Event. 4. Name this one Test 2, occurring every Friday at 3pm for 5 weeks. 5. Using the Calendar Tools- Calendar tab, view the calendar by day, week and month. The Calendar Overlay feature gives the ability to combine several calendars into one master calendar (with color coding). You can include SharePoint calendars, as well as Microsoft Exchange calendars. Details about this feature are on the next page. To add a SharePoint calendar from another team site, you will need to enter the URL (copy it from the browser address bar) of the team site home where the calendar is stored. Team site members must have permission to read the added calendars in order to see the events overlayed. Clicking on the name of an overlayed calendar item name will navigate you away from the current team site calendar and to the edit screen for that item on its own team site. Check the breadcrumb to be sure you know which site you are working in. Technology Training Center page 17

18 Edit Web Part Pages / Team Site Dashboard Activity 8 Edit a Web Part Page Edit the Dashboard Page of the Team Site 1. To edit a web part page, select the Page tab from the Ribbon then click Edit on the far left as shown in the Ribbon Overview section of this document. This image displays the page in edit mode. 2. You can now edit the text on the page which is in a Content Editor Web Part called Team Site General Content in the web part box. Click in the content area of the Web Part box Team Site General Content and type a short welcome message. The Editing Tools Ribbon taskbar is a scaled down version of the Word 2010 Ribbon. You can insert links, images and tables as well. Note that the text format options have changed so some text created in 2007 version may now display differently in Technology Training Center page 18

19 3. To save these text edits, select Page ribbon tab button Stop Editing. 4. Move the Calendar Web Part to the right column by clicking the title in the green banner of the web part and drag and drop the block just below the Links web part. 5. Add a Web Part. To add a second web part of Shared Documents, either click Add a Web Part in the Content Area of the page or click Page Tools-Insert ribbon tab button Web Part. a. In Categories, select Lists and Libraries, then in Web Parts select Shared Documents. In About the Web Part, Add web part to Right. Click Add. 6. Edit the Shared Documents Web part View by selecting Web Part Tools-Options ribbon tab button Web Part Properties. a. In the Tool Pane on the right under Select View, choose the Training View that you created earlier. Click OK. 7. Click Stop Editing on the Page ribbon tab to save changes. 8. Note the differences between the two Shared Documents Web Parts. 9. Be sure to Log Out, in the upper right corner of the screen when you are finished. Upload and Insert an Image into a Content Editor Web Part 1. Enter edit mode of the Content Editor Web Part as in Activity From the Editing Tools-Insert ribbon menu tab select Picture, then from computer in the drop down menu. In the dialog box that appears, Browse for an image on your computer, G: or H: and select it. Next, for Upload to, select Team Pictures from the dropdown menu. 3. The image displays in another form. Be sure to scroll down and give the image a title. You may also rename the image at this point. When finished, click Save. 4. Note that while you can resize the image in the web part editor, it is best to resize the image before uploading it. Generally, a good size for web posts is about 350 pixels wide. Technology Training Center page 19

20 Helpful Hints Introduction to SharePoint When using Internet Explorer, be sure to have Microsoft Silverlight installed for the best user experience (Internet Explorer will prompt to install it if isn t already). Internet Explorer is still the preferred browser for SharePoint, however support for other browsers (such as Firefox, Chrome, Safari, etc) is MUCH better than it was in the 2007 version. The information shown in the Ribbon adjusts according to the width of your browser window: wider windows display icons and descriptive text; a narrower window may hide or display icons only for lesser used buttons. The default web part View for Announcements has changed in this version. Announcements with expiration dates displayed on the dashboard page will still list announcements after they have expired. You can edit the View in Web Part Properties so that expired announcements are not displayed. 1. On the Dashboard (home) Page Ribbon Page Tab, click Edit. 2. Select the Announcements Web part and then from the Web Part Tools Tab, click Web Part Properties. In the Web Part Tool Pane that appears on the right of the page, under Selected View, use the drop down menu to change the current setting ( <Current View> ) to <Summary View>. 3. Click OK at the bottom of the Pane to save the changes. Enable Co-Authoring in an existing Shared Documents Library. 1. From the Shared Documents Library Detail Page Ribbon, select the Library Tools-Library tab. You can also access this tab from the Dashboard page. On the far right of the ribbon, select Library Settings. This page is essentially unchanged from the previous version of SharePoint. 2. Under General Settings, select Versioning Settings. Under Document Version History, select Create Major Versions. Under Require Check-out, select No. Click OK. Additional Training Resources Lynda.com has excellent online video courses on SharePoint 2010 for the beginner through advanced user. You can watch an entire course or just select the video tutorials on one specific topic. Login to the Loyola Portal and click Online Learning with Lynda.com under Applications in the lower right column. The SharePoint 2010 Training Resources Page provides links to online training resources and will be updated as new resources become available. The Technology Training Center home page provides links to online resources and the training calendar so you can view the list of upcoming in-person classes, online documentation and register for classes. You can post a question or search for previously answered questions on Loyola Technology Answers 24 hours a day. Technology Training Center page 20

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