1. SharePoint Introduction Business Value and Usage Navigation Configuration with Internet Explorer

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1 Computer Training Solutions

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3 Course Outline 1. SharePoint Introduction Business Value and Usage Navigation Configuration with Internet Explorer 2. Content Management Adding (Uploading) Viewing Editing Saving Moving Deleting Recovering Alert Me 3. Document Management Check Out Check In Version Controls Workflows 4. Metadata, Searching and Wikis Overview of Metadata Using SharePoint Search Wikis SharePoint Site Listings WRHA - RHA - Manitoba Health - Programs - Manitoba ehealth - Computer Training Solutions 1 of 9

4 EZ Start Card SharePoint Portal Navigation Buttons The Back button will bring you ba the last SharePoint page you were o The Forward button will bring y the previous page after you have c the back button at least once. The Refresh button will reload SharePoint site. This is what you w use to view any changes made t site. The Stop button will stop SharePoint page from loading if taking too much time. The Home brings you to the page first loads when you open Int Explorer you can customize this b to make your SharePoint page Home. Terminology *SharePoint Web Parts SharePoint Navigation Interface The Site Actions button is reserved for those users who are designated as owners or librarians of a SharePoint site. Common features include creating new document libraries, new pages and the changing of colour schemes or look and feel of the site. The Quick Launch bar appears on left hand side of each SharePoint page. This navigation by default includes: o All Site Content o Document Libraries o Lists o Discussion Boards o Calendar o Recycle Bin Items can be added and removed to the Quick Launch bar, located on the immediate left, with appropriate permissions. The Top Link Bar is a folder tab style navigation tool. Tabs to other SharePoint pages and files can be added here. Adding (Uploading) / Deleting Content To Upload Content: Click the Upload button to add files from your computer or network drive. To Delete Content: Click the button to see a drop down menu then Click. o SharePoint A server application that allows for the easy collaboration of documentation and streamlines seamlessly with all Microsoft Products. o SharePoint Site A site designed for a business unit for the purpose of documentation, policy, research and collaboration management. o Web Part A predefined functional module that can be added to SharePoint at various locations within a page. Common Web Parts include Site Membership, Announcements, Links and Image Holders. o Check Out A function that allows a user/group to reserve a document so that changes can be made without the worry of creating multiple documents. Documents can still be viewed in a Read Only Mode. o Check In A function that allows users to demonstrate work has been completed and is available for further editing if needed. o Versioning SharePoint allows for the creation of Major and Minor versions of Documents to ensure all changes can be recorded and tracked. This function also allows for a Site Owner to restore any version necessary in the event a mistake is made to a document or file or collection. Permissions o Full Control (Site Requestor) - Assigned to the Owners SharePoint group, by default. This permission level cannot be customized or deleted. o Design (Site Librarian) - Can create lists and document libraries, edit pages and choose a colour scheme. o Contribute (Site Member) - Can add, edit, and delete items in existing lists and document libraries. Assigned to the Site name Members SharePoint group, by default. o Read - Users and SharePoint groups with this permission level can view items in Read Only mode. Computer Training Solutions 2 of 11

5 SharePoint SharePoint is a browser-based tool that provides an environment for document and information sharing. SharePoint Collaboration Services include documents, calendars, announcement and postings. SharePoint is used to build intranet portals and share documents. SharePoint Business Value and Usage Unlock Data And Expertise Office SharePoint Server 2007 provides out-of-the-box search for common enterprise repositories and file types as well as for people and experts. Integrated User Experience Enterprise search functionality is integrated with the collaboration, portals, content management, forms and business intelligence features of SharePoint Server 2007 and can be integrated with other 2007 Office system products to help users easily find, use, and share information and increase productivity. Connect Your People To Role-Specific Resources Personalized information delivery increases the relevance and value of information. Content Management Manage Diverse Content Consolidate diverse content from multiple file shares and personal drives into a centrally managed repository with consistent categorization. Collaboration Empower Teams Through Collaborative Workspaces A collaborative infrastructure that gives end users the tools to easily create their own workspaces and share assets across teams, departments, and organizations while maintaining IT control. Connect Organizations Through Portals Bring data of the organization to the right people at the right time by making it easy to connect people with line-of-business data, experts, and business processes across the organization. Enable Communities With Social Computing Tools Gives the tools to deliver a broad set of social computing capabilities within their existing workspace and portal infrastructure, so end users can more easily harness the collective intelligence of the organization. Reduce Cost And Complexity For IT The infrastructure leverages existing investments, is extensible, and interoperates with other systems, so organizations can maintain a lower cost of ownership and more easily meet business demands by building a single infrastructure. Portal Connect People to Information and Expertise Quick, easy access to critical information and expertise means better decisions and more rigorous execution. Connect People to Key Business Applications Consolidated access to existing business applications drives consistent performance of common business tasks. Streamlined development of new composite applications can lead to order of magnitude improvements in important business processes. Search Built For The Enterprise In Office SharePoint Server 2007, search results are delivered quickly and relevance is tuned for enterprise and line-of-business data. Satisfy Compliance And Legal Requirements Includes integrated records management capabilities that give organizations the capability to store and protect business records in their final state. Efficiently Manage Multiple Web Sites Integrated Web content management capabilities enable people to publish Web content with an easy-to-use content authoring tool and a built-in approval process. Streamline Business Processes The Microsoft ECM solution enables businesses to streamline content-driven, collaborative business processes by providing the tools and platform for automating the tasks of these processes. The Microsoft ECM solution provides capabilities to manage the entire lifecycle of unstructured content from creation to expiration on a single unified platform. These capabilities include: Document management. Records management. Web content management. Forms solutions. Business Processes Browser-Based Forms With Infopath Forms Services InfoPath Forms Services, which is part of Office SharePoint Server 2007, extends your reach to organizations that do not use Microsoft Office InfoPath 2007 by allowing you to fill out forms in a common browser or even a HTML-enabled mobile device. Integrated Workflow And Document Information Panel From Within Microsoft Office Client Applications With Office SharePoint Server 2007, you can initiate and interact with workflows right from within your Microsoft Office application. You can also collect and validate important document metadata via the document information panel. Computer Training Solutions 3 of 11

6 Business Intelligence Microsoft Office Excel-Based Business Intelligence Excel Services, part of Office SharePoint Server 2007, extend the capabilities of Microsoft Office Excel 2007 by allowing broad sharing of spreadsheets, improved manageability and security and the ability to re-use spreadsheet models using a scalable server-based calculation service and interactive Web-based user interface. Dashboards And Report Center Create interactive business intelligence (BI) dashboards that assemble and display business information from disparate sources by using built in Web Parts. These Web Parts include dynamic key performance indicators (KPI), Office Excel 2007 spreadsheets, Microsoft SQL Server 2005 Reporting Services reports and a collection of business data connectivity Web Parts that can visualize information residing in back-end line-of-business applications. 3. Add SharePoint to your trusted sites to circumvent any pop-up blockers you have installed: a) Click Tools. b) Click Internet Options. c) Click the Security Tab. d) Click the Sites Button. e) Type the Site Name. f) Click Add. g) Click Close. Accessing And Discovering Business Data Seamlessly connect external data into your applications using the Business Data Catalog (BDC) to create a foundation for business intelligence search. Part of Office SharePoint Server 2007, the BDC simplifies the process of discovering and accessing data residing within backend line of business applications. -- Microsoft Configuration with Internet Explorer 1. The main SharePoint for Manitoba ehealth is: for other site listings see page 1 2. When you access SharePoint you will be prompted at various points with a pop-up that looks like this: Note: SharePoint can only be accessed from computers within the ntdwrha domain or using a Remote Access Connection. Content Management As a member of a SharePoint site, you have the ability to add (upload) all sorts of files including Word, Excel, PowerPoint and more. You can add files individually, or you can add groups of files at once. Note: Database files and executable files cannot be uploaded. There are certain things to keep in mind with SharePoint: Enter your username and password with ntdwrha\ before your username. o o o There is a 50 MB limit. That means if you have a single file that is over that limit, it will not upload. Also, if you try to upload multiple files at once that total more than 50MB, that will also fail. Try uploading the documents in batches of less than 50MB. Each site is allocated 1GB total. Computer Training Solutions 4 of 11

7 Adding (Uploading) When you are in a Document library or list that you have access to, you will have the option to Upload a document. Editing To Edit the document: 1. Click the beside the file name. 2. Click the dropdown of the file and Click the Edit In option. You can choose a single file or multiples files. Single view: Multiple View: The associated program will open up. Saving To Save the Document: Remember, this file now physically exists within SharePoint, so when you click save, the file will be saved to the location you opened it from within SharePoint. By using Save As you can see where the file will be saved within SharePoint to show where the file is actually going to be saved. Viewing To View the document, Click the document title. This will open up the file in the associated program. Now there is no longer a need to save to the local computer or network drive and other members of your SharePoint site will be able to see the files you have uploaded and visa versa. Computer Training Solutions 5 of 11

8 Moving There may be a time where you need to move a file to a new folder or document library, but you can t see it on the edit menu. The solution is Explorer View. With every Document Library in SharePoint the default view is All Documents, you can change the column view to an explorer view where you can drag and drop files like you would using Windows. Deleting Deleting files in SharePoint is very much like deleting a file in Windows. That is when you delete a file it is not actually gone, it moves to the To Delete a file: 1. Click the beside the file name. 2. Then Click 1. Click the on the button. 2. Click Explorer View (You may be prompted for a username/password) Explorer View 3. The file has now been sent to the Recycle Bin. Recovering 1. Click. 2. Click the Checkbox for the file(s) you want to restore and then Click Restore Selection. The file has now been restored to its original location within SharePoint. Alert Me 3. Cut, Copy, Paste and Move as needed. 4. Click the dropdown button to switch back to the All Documents view when finished. Alert Me is a function in SharePoint that works with many different Web Parts. If you need to know when something has been added, edited, or deleted, this option sets up reminders that can send you s to you or a group. times include immediately, daily, weekly and even a specific time. 1. Click Actions > Alert Me Computer Training Solutions 6 of 11

9 Document Management Adding and removing files takes practice, and is best used when combined with good documentation practices. With a collaborative environment like SharePoint you can ensure there are not multiple copies, and old copies floating around. Check Out 2.Select the desired options. An example is shown below: Check Out allows a user to reserve a file so that it can be worked on without the worry that someone else is in the file at the same time. They can still view the file, but they cannot make any changes to it. To Check Out: 1. Click the next to the file name. 2. Click Checkout. Note: This icon now appears beside the document name letting you know that is has been checked out. Check In After Editing the document you can now Check the document back into SharePoint. To Check In: 1. Click the beside the file name. 2. Click Check In. 3. Type a Check In comment Computer Training Solutions 7 of 11

10 Version Controls Note: To use Versioning controls the Document Library must be setup up with the appropriate permissions ahead of time. Speak with your SharePoint Librarian to ensure this feature has been enabled. It is also highly recommended to enable the Require Check Out function. Workflows Versioning has not been enabled if you do not see Click on the file name. when you With versioning enabled, you can store all of your changes and track all of your comments. This is useful for working on documentation that needs to be updated, but have a history of changes go along with it. Example can include policies, manuals, contact lists etc. By default every time your Check Out/Check In a document with versioning enabled, it will create a minor version. Minor: A minor version is a X.1 increment change to a document. Examples include spelling, grammar and punctuation. Major: Eventually, there will be enough minor changes or enough content change to warrant a Major version. Major versions are 1.X increments. These are not enabled by default. To Publish a Major Version: A workflow allows you to attach a business process to items in SharePoint. This process can control almost any aspect of an item including the life cycle of that item. For example, you could create a simple workflow that routes a document to a series of users for approval. Workflows can be as simple or complex as your business processes require. By default there are two types of workflows available in SharePoint, Approval and Collect Feedback. Note: Only one workflow can be processed on an item at a time. Approval Workflow 1. Click the on the file name. 2. Click Publish a Major Version. Computer Training Solutions 8 of 11

11 Collect Feedback Where The left dropdown menu specifies search abilities like This site, This Library, and even other list and libraries from other sites you might have access to. What The right field is where you type in the topic you would like to search for (remember, searches will be more relevant if everyone is using Metadata). Wikis What is a wiki library? Wikiwiki means quick in Hawaiian. A wiki library is a document library in which users can easily edit any page. The library grows organically by linking existing pages together or by creating links to new pages. If a user finds a link to an uncreated page, he or she can follow the link and create the page. In business environments, a wiki library provides a low-maintenance way to record knowledge. Information that is usually traded in messages, gleaned from hallway conversations, or written on paper can instead be recorded in a wiki library, in context with similar knowledge. Metadata and Searching Metadata enhances the search functions of SharePoint by indexing keywords and attributes. Overview of Metadata What is Metadata? Metadata simply means, fill in a description for something as accurately as you can so when you, or anyone else needs to find a file they can do so based on relevancy, like a search engine. Essentially, when you upload files, your librarian will have to set up some fields for you to fill in that must be completed before files can be uploaded. Some fields will have a * indicating that you cannot upload a file unless you fill this in. These fields, once completed are called Metadata because this information attaches itself to the file you upload so that the SharePoint search function can find these files more readily. Take a look at the following example: Searching Other example uses of wiki libraries include brainstorming ideas, collaborating on designs, creating an instruction guide, gathering data from the field, tracking call center knowledge, and building an encyclopedia of knowledge. Your SharePoint Librarian can enable the Wiki Web part for you. Editing wiki pages This wiki library provides what-you-see-is-what-you-get (WYSIWYG) editing. To edit a page, click Edit at the top of the page. You can insert tables and pictures with the click of a button. When you are happy with your changes you can click OK to update the page. Creating links to pages You can link to another page in this wiki library by enclosing the name of the page in double brackets on the edit form. For example, type [[Home]] to create a link to the page named Home and [[How To Use This Wiki Library]] to create a link to this page. To create a link to a page and have the link display different text than the page name, type a pipe character ( ) after the page name, and then type the display text. For example, type [[Home Home Page]] to create the link labeled Home Page that points to the page named Home. SharePoint Searching can be performed using the search bar in the top right of the window. It is divided into two main components: Computer Training Solutions 9 of 11

12 To display double opening or closing brackets without making a link, type a backslash before the two brackets. For example, \[[ or \]]. Creating pages There are two main ways to create a new page in your wiki library: Create a forward link to another page and then click on it to create the page: This is the recommended way to create a page because it is easier for people to find the page when another page links to it. Forward links to pages that do not exist have a dashed underline. Start by adding the link (follow the Creating links to pages process earlier on this page). Click the link to go to the Create Page form where you can start typing your content. Create a page that is not linked to any other: In the Recent Changes section, click View All Pages. Then, on the New menu, click New Wiki Page. This takes you to the Create Page form where you can start typing your content. Managing your wiki library You can manage the pages in your wiki library by clicking View All Pages in the Recent Changes section. Restoring a page If you need to restore a previous version of a page, click History at the top of the page. You can then click on any of the dates to view the page as it existed on that date. When you find the version that you want to restore, click Restore this version on the toolbar. Viewing incoming links You can see which pages link to the current page by clicking Incoming Links at the top of the page. Computer Training Solutions 10 of 11

13 Exercises Exercise 1 - Adding and Editing Content 1. Upload the files that have been provided to you in the Document Library, which the instructor has created for you with your name. 2. Edit one file of your choosing in the associated program. 3. Using Save As rename this file and save into your Document Library. Exercise 2 - Check out and Check in 1. Check out a file and Edit the file in the associated program. 2. Save the file. 3. Check in the file and make a comment. Exercise 3 - Delete and Restore 1. Delete a file. 2. Restore it from the Recycle Bin. Exercise 4 - Versioning 1. Check out a file and Edit the file in the associated program. 2. Save the file. 3. Check in the file and make a comment, make this a Minor Version. 4. Publish a Major Version and make another comment. Computer Training Solutions 11 of 11