Microsoft SharePoint SCCOE Website Maintenance The Basics Delma Davis, Technology Trainer Technology Services
Training Agenda 1. Introduction to SharePoint 2. User Access, Permissions, Responsibilities for shared environment a. Work Flow b. Editors/Approvers 3. Logging into SharePoint a. Windows Authentication 4. General Layout 5. Lists and Links 6. Document Library 7. Content Editor 8. Support 2
What is SharePoint? Microsoft SharePoint is a Web application platform from Microsoft. SharePoint comprises a set of Web technologies backed by a common technical infrastructure. SharePoint has a Microsoft Office-like interface, and it is closely integrated with the Office suite. Web tools are designed to be usable by nontechnical users. SharePoint can be used for intranet portals, document & file management, collaboration, social networks, extranets, websites, enterprise search, and business intelligence. The SCCOE Website is hosted on our implementation of SharePoint 2010 and we have enabled tools to help you update your pages on the SCCOE Website. Over time more tools will become available and we will update you on those in the future. 3
Logging into the SharePoint Website 1. Launch INTERNET EXPLORER. 2. For this training class, navigate to: training.sccoe.org 3. On the SCCOE Home Page, click on the SCCOE Branches page. 4. Scroll to the bottom of the page. 5. Click on SIGN IN on the bottom right of the page. CREDENTIALS Validation and WINDOWS SECURITY (light blue screens) 1. You may be presented with a Sign In page asking you to Select the credentials you want to use to login to the SharePoint site:. Select WINDOWS AUTHENTICATION from the pull-down box. 2. Enter your login credentials (the same as your Windows login generally first initial, last name) and the same password. SCCOE Sign In Page (red): 1. Click on the gold-colored hyperlink: SCCOE employees sign in here. 2. Enter your login credentials (the same as your Windows login generally first initial, last name) and the same password. e.g. JDoe 3. NOTE: When access the website from outside of the SCCOE building, you may need to indicate the domain before your user name: User name: SCCOE\userid e.g. SCCOE\JDoe You will know that you are successfully logged into the SharePoint site by: Your User Name at the bottom of the page (in place of the Sign In link). o Note: this is also where you will come to log out of SharePoint. Click on your name and choose SIGN OUT from the drop-down menu. 4
EDITING Web Pages 1. Navigate to your sub-site in the COE hierarchy, e.g. Educational Services Branch 2. Depending on your individual or group permissions, you will now be able to see the Site Actions menu displayed at the top left of the page. a. If you do not see the Site Actions menu, you have not been granted permission to edit that page. GENERAL LAYOUT The SCCOE web pages are generally laid out with: A. A red SCCOE banner at the top (not editable) B. A blue navigation column on the left (not editable) C. A top web part across the top part of the editable area. D. Branch, department, or group; generally has a picture and the name of the group. E. A left column web part with Services, Announcements, Documents, etc. F. A right column web part with Contact, Featured Links, etc. 5
General Editing Guidelines 1. Text can be copy/pasted into the SharePoint content areas. 2. Content text should be formatted using Markup Styles in the Editing Tools ribbon. 3. Recommended maximum document size: 10MB 4. Name your documents that you are going to post with names that explain their content, as the name of the file is what will be displayed for the user to select. 5. Reserved Characters When working with document libraries, the following characters are not allowed in filenames: \ / : *? " < > # { } % ~ & Example invalid names: Curriculum&Instruction.pdf, My Life: A Story?.doc Example valid names: CurriculumAndInstruction.pdf, My Life - A Story.doc 6. HELP can be obtained by creating an AccessPoint Service Request. The TSB Help Desk is your first line of support and they will forward your service request to the Web Programming staff if needed. http://accesspoint.sccoe.org 6
LISTS and LINKS Lists are web parts that can contain Links (hyperlinked destinations (URLs)) as well as documents. Maintaining Lists of LINKS To edit a link: 1. Click on the paper/pencil icon: 2. Update the web address and/or description. 3. Click on SAVE. To add a new link: 1. Click on ADD NEW LINK 2. Enter the web address and description 3. Click on SAVE. Note: The list will automatically sort alphabetically. 7
DOCUMENT LIBRARY A document library is a list of documents. The documents can be in PDF, Word, Excel, or PowerPoint. It is recommended that documents that will not be edited after being downloaded are saved as PDF files. These files are usually smaller in size and require only Adobe Reader to view them. Documents posted in other applications will require the user to have the appropriate application in order to view them. Maintaining Lists of DOCUMENTS Navigate to a page that contains a document library. It is distinguished by a title bar. Like documents would be stored in each library, according to subject matter. ADD a DOCUMENT: 1. At the bottom of a library, click the Add document icon. 2. The Upload Document window appears. Click on Browse to navigate through your computer s file system to select the desired document. 3. Double-click on the document or click once, then click OPEN. 4. The new document will appear in the document library, automatically sorted alphabetically. SPECIAL NOTES: A green new icon will appear by the document for 2 days after it has been added. Characters that may NOT be included in document names include: \ / : *? " < > # { } % ~ & o Rename your document before attempting to download it (or make a second copy). 8
ADD MULTIPLE DOCUMENTS 1. At the bottom of a library, click the Add document icon. The Upload Document window appears. 2. Click on Upload Multiple Files 3. You now have the option to browse for files or drag and drop files from your system to select the desired documents. a. Selection Options: Select a contiguous set of documents by clicking on the first document, and, holding down the SHIFT key, select the last document in the series. Select non-contiguous documents by clicking on the first document, then, while holding down the CTRL key, click on the additional documents. 4. BROWSE FOR FILES Technique a. Click on Browse for files instead and select the desired documents from your computer s file system. 5. DRAG AND DROP Technique a. You will need to have a minimized (vs full) screen view of your Windows Explorer window. b. Click on the set of files you have selected and drag them over to the Upload Multiple Documents window, releasing your cursor when you hit the bluish box with Drag Files and Folders Here. 6. Click OK to add to the Document Library. 9
DELETE DOCUMENTS 1. Click on the title in the title bar of the document library in which the document resides. 2. You are now behind the scenes in the Administrative View. 3. Click on the checkbox corresponding to the desired document you wish to delete. 4. Click on Delete Document in the Manage group in the Documents toolbar. 5. To return to your web page, use the BACK arrow or click on the name of the webpage. 10
EDIT A DOCUMENT Note about EDITING: Once a document has been added to the Document Library, changes to the document will not be saved to the uploaded document. It must be opened, edited, saved, and reloaded into the library, selecting OVERWRITE to replace the previous content/old document. 1. To change the name or title (ONLY) of the document, click on the title in the title bar of the document library in which the document resides to go into the Administrative View. 2. Click on the paper and pencil icon corresponding to the document whose title or name you wish to update. 3. Type in the updated information and click SAVE. 4. Return to your webpage by clicking the name of the page on the top right. 11
EDITING A SHAREPOINT WEBPAGE: CONTENT EDITOR WEBPART 1. Navigate to your sub-site in the COE hierarchy, e.g. Educational Services Branch 2. Depending on your individual or group permissions, you will now be able to see the Site Actions menu displayed at the top left of the page. a. If you do not see the Site Actions menu, you have not been granted permission to edit that page. 3. Select Edit Page from the Site Actions pull-down menu. NOTE: Edit Page is comparable to checking out the page. You may edit the web parts, save them (PUBLISH), and then check-in the page. When a page is checked out, no one else can edit those web parts. 4. The page view has now changed to EDIT mode. a. The ribbon is displayed across the top. b. A yellow status bar displays Checked out and editable. c. The Top, Left Column and Right Column web part layout zones appear. 12
MODIFYING A WEBPART DELETE TEXT from Content Editor Webpart 1. Highlight the text and press ENTER or DELETE 2. Click the SAVE icon (the blue floppy disk) in the ribbon. MODIFY TEXT in Content Editor Webpart 1. Type directly in the box to modify or add the text 2. You can also COPY/PASTE from Word, Outlook, etc directly into the webpart. 3. Apply an appropriate formatting style to the new text by selecting from the MARKUP STYLES selections in the Editing Tools/Format Text toolbar. 4. SAVE your changes by clicking the SAVE icon in the ribbon. 13
PUBLISHING and CHECKING-IN THE WEBPART Although you have SAVED your changes as you revised the various webparts, the changes will not yet appear on the public site until you PUBLISH the changes and no one else can edit this page until you CHECK IN the webpart document (2 steps). PUBLISH the Page 1. Click on the PUBLISH tab in the ribbon. 2. Select PUBLISH in the PUBLISH pull-down menu. 3. Enter any comments in the box and click CONTINUE. a. Note: comments can be invaluable for historical reference and version history. 4. When the page is published, the ribbon and the yellow status bar disappear. The changes are now PUBLIC. 5. TEST your changes: a. Log out of SharePoint or launch another browser (Firefox, Chrome) and navigate to the page that you just changed. You re not quite finished. 14
FINAL STEP: CHECK-IN 1. ARE YOU HAPPY WITH THE CHANGE? a. YES Log back into SharePoint (if you were logged out). b. Navigate to the page that you have checked-out. c. Click on the PAGE tab in the ribbon. d. Click on Check In pull-down menu and select CHECK IN. e. Type in any appropriate comments in the Check In box and click Continue. f. The yellow status bar now indicates that the page has been checked in as is viewable by other editors. 2. ARE YOU NOT HAPPY WITH THE CHANGE? a. Log back into SharePoint (if you were logged out). b. Navigate to the page that you have checked-out. c. Click on the PAGE tab in the ribbon. d. Click on DISCARD CHECK OUT. This allows you to dump all of those saved items and go back to the version as it was before you started this series of edits the last PUBLISHED version. e. Respond to the prompt. The page reverts back to the last published version. 15