SharePoint Training. Web Content Management System Introduction. Please click to advance slides

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1 SharePoint Training Web Content Management System Introduction Please click to advance slides

2 What is SharePoint CMS? Online Web Content Management System Gives users control of their pages Store documents & images in libraries Easily edit pages familiar MS toolbars Maintain uniform, branded site Allows faster updating of pages

3 Webpage Editing Process 1 Decide on changes 1 Decide on changes 2 Submit Helpdesk request for changes 2 Edit page yourself Submit for approval 3 Wait up to 4 days for Web Team to make changes 3 New page active within ½ hour after approval

4 How Does it Work? Only members of your group with permissions can edit your pages. Content Providers can edit, Approvers can edit and approve changes. While editing, a page is Checked Out. No one else can edit it until it s Checked In. A page can be Checked Out and In many times until you re happy with the editing.

5 Getting Started From your office PC or via Citrix, launch Internet Explorer. Go to the page you want to edit. Replace the www with edit. edit.jjc.edu/yourpage

6 Log In to SharePoint Your login and password are the same as your JJC , with Joliet\ in front of the username. Joliet\username

7 Click the Site Actions button, then click Edit Page. Note: you may need to scroll right to see the Site Actions button.

8 When the Edit Bar appears, you now have a copy not your live page Checked Out. Until you Check In, you are the only one who can edit this page.

9 Page Menu Save save and keep working Save and Stop Editing preview your work, not Checked In Check In - allow other users to see your draft; use either the button or the menu Discard Check Out oops, quit without saving Page Settings preset by the JJC web team Delete Page not a good idea!

10 Workflow Menu Submit for Approval - you re done and ready for the page to go live. Use the button or the menu. View Workflow Status check if it s been approved Start a Workflow same as Submit for Approval Note: some pages have a Publish button instead of Submit for Approval no approval needed to go live

11 Tools Menu Spelling spell check Version History how the page has evolved Compare Text Changes what s different? Preview how s it look? Check for Unpublished Items what else do you have checked out? Page Status where is page in the workflow process?

12 Four Editing Sections Reusable Content contact the web team for changes. Page Title best to not change it. Page Content the information you want users to have. Page Image upload your own pictures to showcase your activities!

13 Editing Text Just like in Office Select the text Welcome to your SharePoint Training Click the tool

14 Editing Toolbar Hyperlink Tool Insert Image Red text only for emergencies! Paragraph where the Header styles are hiding No Underlining! Normal MS editing tools Font is pre-set for site consistency

15 Four Kinds of Hyperlinks 1. Jump to a place on the same page 2. Jump to another JJC page 3. Jump to an outside site 4. Link to a document

16 Jump on the same page 1. Create a bookmark: Select the text, click the hyperlink tool, name the bookmark. Note: top is a default bookmark, no need to create it. mytarget

17 2. Create the hyperlink: Select the launching text, click the hyperlink tool, type # and the bookmark name. #mytarget

18 Jump within JJC Capture the URL: Open a new window, copy the URL. Paste URL, remove /admissions/pages/default.aspx This is a relative link if the page moves, SharePoint will fix the link for you!

19 Jump outside JJC Capture the URL: Open a new window, copy the URL. Paste the entire URL. Tip: Don t open links in a new window less confusing for users.

20 Link to a Document Make the link relevant: View the XYZ form. Click the hyperlink tool and Browse for the document:

21 Select from the list or click Upload:

22 Click Browse to find the file on your computer, select and Open the file:

23 Click OK to upload the document: XYZ Form.PDF Tip: files with the same name will overwrite existing files when Add a New Version box is checked. Tip: use Upload Multiple Files when you have several files to upload.

24 XYZ Form.PDF SharePoint opens a new window showing your Documents Library. Make sure your file is there, then close this window.

25 XYZ Form.PDF Click the Refresh button to see the new file on the Select window. Select the file and click OK. The file path pops into the Edit Hyperlink window. Click OK to complete the link.

26 Images are uploaded the same way. XYZ Form.PDF Remember to edit and resize images to 250 x 192 before uploading. free online editor

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