SHAREPOINT 2010 FOUNDATION FOR END USERS

SHAREPOINT 2010 FOUNDATION FOR END USERS WWP Training Limited Page i

SharePoint Foundation 2010 for End Users Fundamentals of SharePoint... 6 Accessing SharePoint Foundation 2010... 6 Logging in to your SharePoint Site... 6 The SharePoint Environment... 7 Navigating a SharePoint Site... 9 Quick Launch Bar... 9 Navigate Up button... 10 Top Link Bar... 10 Content Breadcrumb Navigation Bar... 10 Tree View... 11 Browser Buttons... 12 Site Permissions... 13 Viewing Site Permissions... 14 SharePoint Sites and Sub-Sites... 15 Creating a SharePoint Site... 17 Deleting Sites... 18 Working with the Recycle Bin... 19 Restoring from Recycle Bin... 19 Restoring from Site Collection Recycle Bin... 19 Creating Lists... 20 Accessing Lists... 20 Accessing a Web Part List... 20 Accessing a List via Quick Launch bar... 21 Creating a Custom List... 22 Creating Columns... 23 Modifying Column Settings... 24 Ordering Columns... 24 List types and templates... 25 Modifying List Permissions... 26 Deleting a List... 26 Using Lists... 27 Adding / Modifying List Content... 27 Toggling between Standard & Datasheet Views... 27 WWP Training Limited Page ii

SharePoint Foundation 2010 for End Users Adding a Record... 28 Modifying a List Item... 29 Deleting a Record... 30 Sorting List Content... 30 Filtering List Content... 30 Using List Views... 31 Changing the List View... 31 Creating a Custom List View... 32 Setting an Alert... 33 Working with Documents... 34 Creating a Document Library... 34 Creating a Document Folder... 35 Uploading Existing Documents... 36 Creating New Documents... 36 Checking Out a Document... 37 Updating a Document... 38 Checking a Document In... 38 Document Versions... 39 Activating Document Versions... 39 Checking In Document Versions... 40 Viewing a Document s Version History... 40 Viewing Version Numbers... 41 Content Approval... 42 Turning on Content Approval... 42 Submitting a Document for Approval... 43 Approving / Rejecting a Document... 43 Viewing Approval Status... 44 Modifying Document Library Permissions... 45 Deleting a Document Library... 45 Setting an Alert... 46 Managing Pictures... 47 Creating a Picture Library... 47 Creating Folders within a Picture Library... 48 WWP Training Limited Page iii

SharePoint Foundation 2010 for End Users Uploading Pictures to a Picture Library... 48 Picture Library Views... 49 Editing Picture Information... 49 Editing a Picture... 50 Running Folder Slideshows... 50 Deleting Picture(s)... 51 Deleting a Picture Library... 51 Workflows... 52 Three-State Workflow... 52 Activating Three-State Workflow... 54 Adding a Workflow to a List / Library... 55 Changing a Workflow... 56 Removing a Workflow... 57 Manually Start a Workflow on An item... 57 Completing Workflow Tasks... 58 Tracking the Status of Workflows... 59 Surveys... 60 Creating a New Survey... 60 Creating Survey Questions... 61 Survey Answer Types... 61 Question Examples... 62 Modifying Survey Questions... 62 Branching Questions... 63 Adding Questions... 63 Deleting Questions... 63 Modifying Question and Answer text... 64 Changing Question Order... 64 Responding to a Survey... 65 Editing your response... 65 Viewing survey results... 66 Exporting Survey Responses to Excel... 67 Deleting a Survey... 67 Saving A Survey as a Template... 68 WWP Training Limited Page iv

SharePoint Foundation 2010 for End Users Collaborating with Lists... 69 Announcements... 69 Calendar... 70 Contacts... 71 Discussion boards... 72 Links... 73 Tasks... 74 Tasks list... 74 Project Tasks list... 75 Issue Tracking list... 75 WWP Training Limited Page v

1 FUNDAMENTALS OF SHAREPOINT Microsoft SharePoint is a web application that enables users within an organisation to work together more efficiently. Although collaboration is at the heart of SharePoint, it includes many other core features to help in the following business needs: Document Management Web Content Management Business Process Management (Workflows) Enterprise Search Business Intelligence (Dashboards, Reports) Electronic Forms (InfoPath) Social Networking Enter the following URL into the Address bar of a web browser http://wwpsharepointhoster.com In this lesson you will learn how to: Access SharePoint Work with the SharePoint Environment Navigate SharePoint Create and Delete Sites and Sub-sites Work with the Recycle Bin And that s just out-of-the-box features. Not only can all these features be customised to fit any organisation but SharePoint can also serve as a platform to build solutions (custom applications) for any type of organisation or need. SharePoint comes in a few different versions. SharePoint Foundation 2010 is the free base platform that offers features for collaboration, document management and business process management. ACCESSING SHAREPOINT FOUNDATION 2010 SharePoint can either be part of your company s Intranet or hosted by an external company. Either way it is accessed via a web browser such as Internet Explorer. LOGGING IN TO YOUR SHAREPOINT SITE Example: Username: Password: SP\student104 password If SharePoint is being hosted by an external company then you may have to provide additional Logon information. WWP Training Limited Page 6

1 THE SHAREPOINT ENVIRONMENT SharePoint sites are web sites that are created to store documents, information and data about a particular topic or project. For example a site can be created for a department in an organisation like human resources. A sub-site can be created for a project or a site can even be created for a meeting. The point is that everything for the department, project, meeting or anything else is stored in its own site. This makes it easy for people to work and share and it makes the information contained within the site easier to secure. A SharePoint screen consists of a number of panes. The top pane contains: At the top left: At the top right: Site Actions, Navigate Up button & Ribbons SharePoint Site name & Breadcrumb Navigation Bar Top Link Bar User Name Site Search & Help WWP Training Limited Page 7

1 The left pane contains the Quick Launch bar. The right pane contains your content such as your team site home page, a Document Library or a List. WWP Training Limited Page 8

1 NAVIGATING A SHAREPOINT SITE A SharePoint Site consists of sub-sites, pages and content such as Document Libraries and Lists. A SharePoint site can be navigated around by using: Quick Launch Bar Navigate Up button Top Link Bar Breadcrumb Navigation Bar Tree View Browser Navigation buttons The Quick Launch Bar and the Top Link Bar are both configurable by SharePoint users. Quick Launch Bar The Quick Launch Bar is used to display section headings and links to different areas of the SharePoint site. When a new site, list or Library is created, the site owner can choose whether to list the content on the Quick Launch Bar. The Quick Launch Bar is customisable on a site-by-site basis. Sub sites do not inherit the settings that you choose for the Quick Launch bar from their parent site. Because the Quick Launch Bar is customisable, not all of the content of a site will appear in the Quick Launch Bar. The Quick Launch bar also contains links to site objects such as List or Libraries and clicking on these links will bring up a page containing all the elements of the is object. For example, clicking on Lists will bring up a page that details all the Lists contained in the site. Or clicking on the View All Site Content link details all the content of a site. WWP Training Limited Page 9

1 Using the Quick Launch Bar: Click required link Viewing site content: Either Click Object link Or Click View All Site Content link Navigate Up button The Navigate Up button provides hyperlinks to different sites within the SharePoint site. The Navigate Up button is always visible and appears in the top corner of the page above the name of the SharePoint site. The last link is a link to the top-level site and is preceded by links to the sites above the site that is currently displayed. A sub-site will either appear in the Navigate Up button drop-down or it will appear in the Top Link Bar. Using the Navigate Up button: Top Link Bar Click button Click required link The Top Link Bar contains one or more hyperlinked tabs across the top of all pages on a site. Site owners can choose to display the Top Link Bar of the parent site or display a unique Top Link Bar for their sub-site. Using the Top Link Bar: Click required link Content Breadcrumb Navigation Bar The Content Breadcrumb Navigation Bar is a set of hyperlinks that provides a quick navigation up the hierarchy of sites. When you navigate down the site hierarchy, content breadcrumb navigation appears on the page to which you have navigated. You can click any of the links in the breadcrumb navigation to go to that part of the site. Using the Content breadcrumb Navigation Bar: Click required link WWP Training Limited Page 10

1 Tree View The optional Tree View displays the content of a SharePoint site in a physical rather than logical manner. It can be displayed along with the Quick Launch bar or instead of it. Tree View is similar to Windows Explorer in that the hierarchy of items can be expanded and collapsed. Activating Tree View: Click Site Actions button Click Site Settings option In Look and Feel group, click Tree View Click Tree View Click OK button Navigate back to site Once Tree View has been activated a Site Content will appear below the Quick Launch Bar. The Tree View enables you to link straight to content on a sub-site without first navigating to the sub-site. Using Tree View: Click required link Use Expand & Collapse buttons as required WWP Training Limited Page 11

1 Browser Buttons SharePoint is Browser-based software so the standard Browser navigation buttons and keyboard shortcuts will also navigate between site pages. Required Result Go to Previous Page Action [Alt] + [ ] [Backspace] Back button Go to Next Page [Alt] + [ ] Forward button Go to a Recent Page Recent pages button WWP Training Limited Page 12

1 SITE PERMISSIONS Site permissions determine the actions that can be performed on a site. For a typical SharePoint site, you probably want everyone who comes to the site to be able to view your content, but you don't want them to be able to change that content. For a company intranet site, you may want a few people controlling the structure of the site, but many more people who can add new content, or participate in group calendars or surveys. For an extranet, you want to carefully control which people can view the site at all. Generally, access to SharePoint sites is controlled by combining user accounts with a permissions structure that controls the specific actions users can perform. SharePoint provides the ability to control site access through the following means: Site groups. Site groups let you specify which of your users can perform specific actions in your site. Per-list permissions. You can manage permissions more finely by setting unique permissions on a per-list basis. Per-list permissions override site-wide permissions for the lists. Sub-site permissions. Sub-sites can either use the same permissions as the parent SharePoint site (inheriting both the site groups and users available on the parent SharePoint site), or use unique permissions. Site Permissions are set up when the site / sub-site is initially created. These permission levels can be modified at any time by any User with the Full Control level of permission. SharePoint Foundation 2010 has 5 levels of permission, as detailed below. Permission Full Control Design Contribute Read Limited Access Description This permission level contains all permissions. Can create lists and document libraries, edit pages and apply themes, borders, and style sheets in the Web site and approve documents. Can add, edit, and delete items in existing lists and document libraries. Read-only access to the site. Users and SharePoint groups with this permission level can view items and pages, open items, and documents. Can view specific lists, document libraries, list items, folders, or documents when given permissions. It is also possible to set up your own Permission Levels but is not part of this course. WWP Training Limited Page 13

1 Viewing Site Permissions The Permissions page details all the people / groups that have access to the site along with their level of permission. Viewing Site Permissions: Click Site Actions button Click Site Permissions option WWP Training Limited Page 14

1 SHAREPOINT SITES AND SUB-SITES SharePoint sites consist of a number of top-level sites and their related sub-sites. Top-level SharePoint sites can have multiple sub-sites, and sub-sites themselves can have multiple sub-sites. The entire structure of a top-level SharePoint site and all of its sub-sites is called a Site Collection. This hierarchy enables users to have a main working site for the entire team, plus individual working sites or shared sites for side projects. It is possible to have different levels of control over the features and settings for top-level sites and sub-sites. The administrator of the SharePoint site controls the ability to create, access, and contribute content to a SharePoint site. A site is created using a Site Template. A site template determines what lists and features will be available on your new site. Many aspects of a site can be customised after creation. However, the site template cannot be changed once the site is created. SharePoint 2010 Foundation has the following inbuilt collaboration Site / Sub-Site Templates: Collaboration Template Team Site Blank Site Document Workspace Blog Group Work Site Description This template creates a site for teams to quickly organise, author, and share information. It provides a document library, and lists for managing announcements, calendar items, tasks, and discussions. This template creates a site with a blank home page that you can customise with a browser or a SharePoint Designer by adding interactive lists and other features. This template creates a site for colleagues to work together on a document. It provides a document library for storing the primary document and supporting files, a tasks list for assigning to-do items, and a links list for resources related to the document. This template creates a site for a person or team to post ideas, observations, and expertise that site visitors can comment on. This template provides a groupware solution that enables teams to create, organise, and share information quickly and easily. It includes Group Calendar, Circulation, Phone-Call Memo, the Document Library and the other basic lists. In addition to Collaboration templates, SharePoint 2010 Foundation provides templates for Meetings. WWP Training Limited Page 15

1 SharePoint 2010 Foundation has the following inbuilt Meeting Templates: Meeting Template Basic Meeting Workspace Blank Meeting Workspace Decision Meeting Workspace Social Meeting Workspace Multipage Meeting Workspace Description This template creates a site to plan, organise, and capture the results of a meeting. It provides lists for managing the agenda, meeting attendees, and documents. This template creates a blank Meeting Workspace site that you can customise based on your requirements. This template provides a site for meetings that track status or make decisions. It provides lists for creating tasks, storing documents, and recording decisions. This template creates a site to plan social occasions. It provides lists for tracking attendees, providing directions, and storing pictures of the event. This template creates a site to plan, organise, and capture the results of a meeting. It provides lists for managing the agenda and meeting attendees in addition to two blank pages for you to customise based on your requirements. A SharePoint site can also have extra Web pages added. A Web page in a site can display lists of information, enabling team members to organise the information any way they want, such as by subject, due date, or author. For example, you can do the following: Filter the content to see only the set of information that applies to you Hide information that doesn't interest you Change the order in which the information is listed Set up customized views to make it easy for your team members to focus quickly on pertinent information WWP Training Limited Page 16

1 Creating a SharePoint Site Before a SharePoint site or sub-site is created the following requirements need to be determined. Creating a Site or Sub-site: Name and URL of site? Each site or sub-site requires a URL for the links to operate. During the Site creation process you have to provide name which will form together with the sites hierarchy will form the URL. For Example: http://wwp.sharepointhoster.com/training/sitename Type of site? Navigation options? Site permissions? Click Site Actions button Complete fields as required Click Create button Only users who are members of the Site owners group or have Full Control level permission on the originating SharePoint site will be able to create additional SharePoint sites and workspaces. WWP Training Limited Page 17

1 Deleting Sites When a SharePoint site is now longer needed then it can be deleted. A site can only be deleted once all of its related sub-sites have been deleted. When you delete a site, you permanently destroy all content and user information, including the following: Deleting a Site: Documents and Document Libraries Lists and list data, including surveys, discussions, announcements, and the calendar Web site settings and configurations Permission levels and security information related to the site Groups created with the site Click Site Actions button Click Site Settings option In Site Actions group, click Delete this Site Confirm Deletion Navigate back to parent Site If sub-sites still exist then an error message will be displayed. WWP Training Limited Page 18

1 WORKING WITH THE RECYCLE BIN The SharePoint Recycle Bin is a 2-stage operation where the user can delete content and get it back for a configurable amount of time which is usually set to 30 days and then a Site Administrator can get it back for a configurable frame after that, again usually set at 30 days. The first stage puts the deleted item into Site Level Recycle Bin. After its retention expiration date, this deleted item is then moved to the Site Collection Recycle Bin. Restoring from Recycle Bin The Recycle Bin is accessed via Quick Launch bar. The Recycle Bin page allows for restoration of the item and for deletion of the item. Deleting the item from the Recycle Bin will move it to the Site Collection Recycle Bin. Restoring from Recycle Bin: In Quick Launch bar, click Recycle Bin Select item(s) to restore Click Restore Selection button Restoring from Site Collection Recycle Bin If your item is not in the Recycle Bin, then a Site Administrator may be able to restore the deleted item from the Site Collection Recycle Bin. Restoring from Site Collection Recycle Bin: Click Site Actions button Click Site Settings option In Site Collection Administration group, click Recycle Bin option Select item(s) to restore Click Restore Selection button WWP Training Limited Page 19

2 CREATING LISTS A list is a collection of information where your organisation can store, share, and manage information. For example, you can create a sign-up sheet for an event or track team events on a calendar. You can also host discussions on a discussion board. When you create a SharePoint site, several types of lists are created for you. These default lists range from a discussion board to a calendar list. In this lesson you will learn how to: Access Lists Create a Custom List Add / Remove Columns Modify Column Settings Order Columns You can customise and add items to these lists, create additional lists from the List Templates that are already available, and create custom lists with just the settings and columns that you choose. ACCESSING LISTS Lists can be accessed using a number of different methods. The method of access depends on the site settings for the List. A List is only available on the Site that it was created on. Accessing a Web Part List A Web Part List will display its contents in a section of the site page. If it is required to view the contents in full screen then clicking on the List Title will display the List s SharePoint page. The List Title is displayed above the List s contents. Accessing a Web Part List: Click List Title WWP Training Limited Page 20

2 Accessing a List via Quick Launch bar All Lists created within a Site are available from the Quick Launch bar. A List can be displayed as an option on the Quick Launch bar or it may be accessed via the Lists link. Accessing via Quick Launch bar: Locate Lists section Either Click List Title Or Click Lists Or Click View all Site Content When you click the Lists or View All Site Content links; a page listing all the Lists available within the SharePoint site is displayed and then you need to click the required List. Or WWP Training Limited Page 21

2 CREATING A CUSTOM LIST Although you can customise a list created from a List template, you can start with a custom list and then customise just the settings that you require. You can also create a list that is based on a spread sheet. For example, you can import a list from Microsoft Office Excel that you created to store and manage contracts with vendors. Creating a Custom List: Click Site Actions button Click More Options option In Custom Lists group, select Custom List Enter List name Optionally enter List Description Select Quick launch option, as required Click Create button Your List is displayed with a default column named Title Custom in List in Datasheet View option will display the newly created list in a spreadsheet-like view ready for bulkediting. Import Spreadsheet option will prompt for details of pre-existing Microsoft Excel workbook to be provided. WWP Training Limited Page 22

2 CREATING COLUMNS A newly created custom list consists of 3 columns Title, Created By and Modified By although only the Title column is displayed in the default View. It is likely that more columns will need to be added. Columns can contain different content and this is determined by the Column Type. The available Column Types are: For each new Column: Single Line of text Multiple Lines of text Choice (menu to choose from) Number (1, 1.0, 100) Currency Date and Time Lookup (information already available on this site) Yes / No (check box) Person or Group Hyperlink or Picture Calculated (calculation based on other columns) External Data ( allows data to be included from an external source such as a n Access database) Each Column Types gives Additional Column Settings to choose from. As each new column is created SharePoint adjusts the visible column width in order to display all the columns on the page. Once a column has been created then it may not be possible to change its column type. Open the List Display List Tools > List ribbon In Manage Views group, click Create Column button In Create Column dialog box: Enter Column Name Select Column Type Complete further options The 3 default Click OK columns button Title, Created By and Modified By cannot be deleted There is a wide range of functionality available with the Calculated column type. For more information refer to the SharePoint online documentation. (For example, http://office.microsoft.com/en-us/sharepointtechnology/ha011609471033.aspx) WWP Training Limited Page 23

2 MODIFYING COLUMN SETTINGS Existing columns can be modified; for example new options can be added to a drop-down list. There are limitations on the extent of modification dependent on the original column type. Modifying a Column Setting: Open the List Display List Tools > List ribbon In Settings group, click List Settings button In the Columns section, Click required column name Amend Column Click OK button ORDERING COLUMNS When adding new items or editing an existing item in Standard View; it may be more convenient to view the columns in a different order to which the columns were added to the List. Modifying the Column order: Open the List Display List Tools > List ribbon In Settings group, click List Settings button Click Column Ordering option Change Column Ordering Click OK button WWP Training Limited Page 24

2 LIST TYPES AND TEMPLATES The type of list that you use depends on the kind of information that you are sharing. A Collaboration Team Site comes with a number of List types and templates. List Name Type Content Description Announcements Contacts Discussion Board Communication Used to post team messages on the home page of your site Communication Used to manage information about people that your team works with Communication Used to provide for newsgroup-style discussions Links Tracking Used for links to Web pages that your team will find interesting or useful Calendar Tracking Used to keep your team informed of upcoming meetings, deadlines, and other important events Tasks Tracking Used to keep track of work that you or your team needs to complete Project Tasks Tracking Used to display a graphical view (a Gantt Chart) of a group of work items that you or your team needs to complete Issue Tracking Tracking Used to assign, prioritise and follow the progress of team issues from start to finish Survey Tracking Used to poll site users Other types of SharePoint sites come with their own set of default List templates. An existing Excel Spreadsheet can be used to create a SharePoint List. However an existing Excel spreadsheet cannot be used to import data into an already existing SharePoint List. WWP Training Limited Page 25

2 MODIFYING LIST PERMISSIONS By default, a List will inherit its permissions from its parent site. It is also possible to set permissions on a List-by-List basis. Changing List permissions: Deleting a List: Open the List Display List Tools > List ribbon In Settings group, click List Permissions button On Permission Tools > Edit ribbon, click Stop Inheriting Permissions button Confirm action Select Group / User to edit permission Select new permission level Click OK button Click Browse button to return to List DELETING A LIST A complete List can be deleted from a SharePoint site. Once a List is deleted it is placed into the Recycle Bin from where it could be restored. Open the List Display List Tools > List ribbon In Settings group, click List Settings button In Permissions and Management group, click Delete this list Confirm deletion WWP Training Limited Page 26

3 USING LISTS A List can only be created by Users with Design or Full Control levels of permission. Users, who have Contributor permission or above will be able to add, edit or delete content from a List. ADDING / MODIFYING LIST CONTENT In this lesson you will learn how to: Add / Modify List Content Sort List Contents Filter List Content Use List Views Once a List has been created then data needs to be added / modified or deleted. These actions take place in either the Standard or Datasheet View. There is no need to actively save the changes; SharePoint automatically saves the changes when the [Enter] key is pressed. It is important to note that there is not an undo facility when adding or modifying list content. Toggling between Standard & Datasheet Views The Standard View of a List allows for selection / modification of single records only. In Standard View, a complete record can be viewed as a Form. Click on the column linked to edit menu (it will display a drop-down arrow when the cursor moves over its content) and select View Item. The Datasheet View of a list enables multiple records to be viewed and modified. WWP Training Limited Page 27

3 Toggling Standard & Datasheet Views: Open the List Display List Tools > List ribbon In View Format group, click: Either Datasheet View button Or Standard View button Adding a Record New records can be added in both the Datasheet and Standard Views. Adding a record In Datasheet View: Open the List Either o Scroll to last record o Click in New Row Or o Display List Tools > List ribbon o In Datasheet group, click New Row button Enter new data Adding a record In Standard View: Open the List Scroll to bottom of the list Click Add New Item button A dialog box appears containing all the user-entry columns of the list Complete the fields as required On Edit ribbon, click Save button WWP Training Limited Page 28

3 Modifying a List Item When a List is displayed in the Datasheet view then an item can be changed by clicking into the appropriate cell and making the change. Modifying data In Datasheet View: Open the List Display List in Datasheet View Click on cell to be modified Enter new data Press [Enter] key In Standard view you have to identify the column that has the Edit process associated with it. This column will either be the Edit column or it can be identified by a drop-down arrow appearing when the cursor is rested on the data. Selecting the Edit item option from the drop-down menu allows you to edit the item. Modifying data In Standard View: Open the List Display List in Standard View Either o Click on Edit icon Or o Click on column linked to Edit o Select Edit Item option Click on field to be modified Enter new data On Edit ribbon, click Save button WWP Training Limited Page 29

3 Deleting a Record In Datasheet View a row is deleted whereas in Standard View an item is deleted. Deleting Content: Open the List Right-click row / item to delete Select Delete Rows / Delete item as view dictates Confirm deletion SORTING LIST CONTENT When a List is displayed it will be in ascending order of the first column. This is easily changed to ascending / descending order of any displayed column. Sorting List Content: Open the List Right-click column heading Select required order FILTERING LIST CONTENT A List can be filtered thus reducing the items on display Filtering List Content: Open the List Right-click column heading Select required filter WWP Training Limited Page 30

3 USING LIST VIEWS A List can be displayed in different formats by changing: the columns displayed the order of the displayed columns the sort order the filter options between standard and datasheet views SharePoint enables users to create and save their own Views in addition to the Views that will have been automatically created with the List. List Views are either private to you or are public for all users of the site to use. The List is created with one or more default Public Views. The current view is shown in the Manage Views group on the List Tools > List ribbon. Changing the List View The type of List will determine the selection of pre-defined List Views that are available. The menu of views is divided into Default, Public and Private Views and includes both predefined and custom views. Private Views are customised views that you have set up just for your use. Changing List View: Open the List Display List Tools > List ribbon In Manage Views group, select required View from Current View drop down menu WWP Training Limited Page 31

3 Creating a Custom List View Custom List Views can either be created from scratch or created by modifying an existing List View. Creating a List View: Open the List Display List Tools > List ribbon In Manage Views group, click Create View button Select View Format Complete as required Click OK button WWP Training Limited Page 32

3 SETTING AN ALERT If you need to keep track of entries being added, deleted or modified in a List then setting an Alert will keep you informed by sending you emails. Setting an Alert: Open the List Display List Tools > List ribbon In Share & Track group, click Alert Me button Click Set Alert on this List Complete as required Click OK button WWP Training Limited Page 33

4 WORKING WITH DOCUMENTS Document libraries are collections of documents or files that you can share with team members. By default, your team site comes with a built-in document library named Shared Documents, which is listed on the Quick Launch bar as well as on the Documents and Lists page. Any type of Microsoft Office document can be stored in a Document Library. Documents contained in a Document Library can be stored in separate folders, checked out and in, have versioning applied or even a workflow associated with them. CREATING A DOCUMENT LIBRARY In this lesson you will learn how to: Create a Document Library Create a Document Folder Upload Existing Documents Create New Documents Check Out / In a Document Update a Document Maintain Document Versions A Document Library is created in a similar manner to Lists and Picture Libraries. When a Document Library is created you can specify the Microsoft Office template to be used for new documents that are created within the Document Library. The template options are: Word or Word 97 2003 Excel or Excel 97 2003 PowerPoint or PowerPoint 97 2003 OneNote 2010 Notebook SharePoint Designer Web Page Basic Page Web part page none Creating a Document Library: Click Site Actions button Click New Document Library option Enter Document Library name Optionally enter Document Library Description Select Quick launch option, as required Select Versioning, if required Select New document template Click Create button WWP Training Limited Page 34

4 A newly created Document Library will display Type, Name, Modified, Modified By columns by default and will also contain the columns Title, Created By and Checked Out To columns. CREATING A DOCUMENT FOLDER Document Folders can be created in order to organise your documents. Document folder names cannot: Contain any of the characters ~ # % & * : < >? { } Start or end with a dot Contain consecutive dots Creating a Document Library folder: Open a Document Library Display Library Tools > Document ribbon In New group, click New Folder button Enter Folder name On Edit ribbon, click Save button WWP Training Limited Page 35

UPLOADING EXISTING DOCUMENTS Any existing document can be uploaded into a Document Library. 4 Uploading a document: Open a Document Library Display Library Tools > Document ribbon In New group, click Upload Document button Browse for required document Click OK button A filename cannot contain any of the following characters \ / : *? < > ~ { } % ~ & It is also possible to upload multiple documents at a time by selecting the other option available on the Upload Document button. CREATING NEW DOCUMENTS In addition to uploading existing documents, you can create new Office documents within SharePoint. When a Document Library is created, the Library creator will have specified the default Office application that will be used for new documents. The default Office application is indicated by the icon shown on the New Document option. Uploading a document: Open a Document Library Display Library Tools > Document ribbon In New group, click New Document button Confirm document open Create document & save WWP Training Limited Page 36

CHECKING OUT A DOCUMENT With Document Library items you should always check out a document before opening it and making changes. This prevents other users from opening the document and making changes while you have it checked it. If another user views the document while you have it checked out, he or she will see the last version that was checked out, not the version that you are working on. Once you check the document back in, other users can see the changes that you made. When working with a Document Library, if you click the name of the document it opens in read-only mode. If this occurs and you want to edit the document and save changes, simply close the document and then check out the document in order to edit it. Try not to use the Save As option from your Microsoft Office program to save the document back to the Document Library with a different name. This can cause confusion for your team when they try to find the correct document to view or update. After a document is checked out you may be asked whether you want to copy the document into your local Drafts folder. If you choose yes, then you will be able to disconnect from your network and work on the document offline. This folder will be created for you within My Documents folder if it does not already exist. Checking out a document: Open a Document Library Open Drop down menu for document Select Check Out option Confirm Check Out 4 Documents that are checked out are indicated in the Document Library by a change in icon. Details of the user who has the document checked out can be displayed by resting the cursor over the icon. WWP Training Limited Page 37

UPDATING A DOCUMENT Once a document has been checked out of a Document Library, you are ready to open it and make your changes. It is also possible to perform the check out at the same time as requesting to edit the document. Updating a document: Open a Document Library Open Drop down menu for document Select Edit In option Confirm document opening 4 CHECKING A DOCUMENT IN After you have finished working with a checked out document you should check it back in to the Document Library so that other users can work on the document. If you have been working on the document offline then SharePoint will retrieve the document from your Local Drafts folder. Checking in a file: Open a Document Library Open Drop down menu for document Select Check In option Complete Check In screen as required Click OK button If Document Versioning has been turned on, then an option of discarding the Check Out is also given WWP Training Limited Page 38

DOCUMENT VERSIONS Document Versioning gives the ability to create a new version of a document each time an edit is made. Versions can either be major versions, (1.0, 2.0) or minor versions (1.1, 2.3). Versioning is applied to all the documents stored in a Document Library not to individual documents within a Document Library. Activating Document Versions Document Versioning can be activated when a Document Library is set up. However it can be activated on an existing Document Library. Activating Document Versioning: Open a Document Library Display Library Tools > Library ribbon In Settings group, click Library Settings button Under General Setting, select Versioning Settings Complete as required Click OK button 4 It is recommended that if Document Versioning is turned on for a Document Library then you should activate the setting that insists that users check out a document before editing. WWP Training Limited Page 39

Checking In Document Versions When Versioning has been activated on a Document Library then the Check In procedure requires information about the document Version being checked in. 4 It is also possible from the document s drop down menu to: Viewing a Document s Version History: discard a Check In which will not increase the Version number of a Document publish a major version Viewing a Document s Version History All documents stored within a Document Library that has activated Versioning will have a Version History. From the History you are able to: View when a Version was loaded into the Document Library View any comments added when the Version was uploaded Restore old versions of a document Delete old versions of a document. Open a Document Library Open Drop down menu for document Select Version History option Close the dialog box when finished WWP Training Limited Page 40

Viewing Version Numbers When a Document Library has had Versioning turned on, then users will need to be able to view the Version number. The simplest method is to include the column Version into the Document Library views. However version numbers are also available to view in the Document properties dialog box. 4 Viewing a Document s properties: Open a Document Library Open Drop down menu for document Select View Properties option Close the dialog box when finished WWP Training Limited Page 41

CONTENT APPROVAL Content Approval is a simple out-of-the box workflow process for documents in a Document Library. Workflows for Libraries and Lists are covered in more detail later. It should be noted that Versioning can be turned on without Content Approval but turning on Content Approval will automatically turn on Versioning. Content Approval is turned on via the Document Library settings page. When Content Approval has been turned on then each document will have a status of Draft, Pending or Approved as shown in the Approval Status field. Any major version documents already loaded into the Document Library when Content Approval is turned on will be set as Approved; minor versions will be set as Draft. Users who have Design or Full permission to the site will be able to approve documents. Users who have Contribute permission will be able to submit documents. If any users have Read permission then you can restrict the ability of these users to view Draft documents. Draft Documents are submitted for Approval by publishing a Version and the status changes to Pending. This approval can be either approved or rejected. Content Approval does not inform users that Documents are waiting to be approved. Turning on Content Approval Activating Document Versioning: Open a Document Library Display Library Tools > Library ribbon In Settings group, click Library Settings button Under General Setting, select Versioning Settings Complete as required Click OK button 4 It is recommended that if Document Versioning is turned on for a Document Library then you should activate the setting that insists that users check out a document before editing. WWP Training Limited Page 42

Submitting a Document for Approval If Content Approval has been turned on, then publishing a Version will submit the document for Approval and set its Approval Status to Pending. Submitting a Document for Approval: Open a Document Library Click Drop down button for document to submit for Approval Select Publish Major Version option Add comment as required Click OK button 4 Approving / Rejecting a Document If Content Approval has been turned on and the user has Design level permission then they can approve or reject a Pending Document. Submitting a Document for Approval: Open a Document Library Click Drop down button next to document to approve Click Approve / Reject option Click required Approval Status Add comment as required Click OK button WWP Training Limited Page 43

Viewing Approval Status When a Document Library has had Content Approval turned on, then users will need to be able to view the Approval status. The simplest method is to include the column Approval Status into the Document Library views. However approval status is also available to view in the Document properties dialog box. 4 Viewing a Document s properties: Open a Document Library Open Drop down menu for document Select View Properties option Close the dialog box when finished WWP Training Limited Page 44

MODIFYING DOCUMENT LIBRARY PERMISSIONS By default, a Document Library will inherit its permissions from its parent site. It is also possible to set permissions on a Library-by-Library basis. 4 Changing Document Library permissions: Open the Document Library Display Library Tools > Library ribbon In Settings group, click Library Permissions button On Permission Tools > Edit ribbon, click Stop Inheriting Permissions button Confirm action Select Group / User to edit permission Select new permission level Click OK button Click Browse button to return to List DELETING A DOCUMENT LIBRARY A complete Document Library can be deleted from a SharePoint site. Once a Document Library is deleted it is placed into the Recycle Bin from where it could be restored. Deleting a Document Library: Open the Document Library Display Library Tools > Library ribbon In Settings group, click Library Settings button In Permissions and Management group, click Delete this document library option Confirm deletion WWP Training Limited Page 45

SETTING AN ALERT If you need to keep track of documents being added, deleted or modified in a Library then setting an Alert will keep you informed by sending you emails. Setting an Alert: Open a Document Library Display Library Tools > Library ribbon In Share & Track group, click Alert Me button Click Set Alert on this Library Complete as required Click OK button 4 WWP Training Limited Page 46

MANAGING PICTURES Picture Libraries provide a simple way to share and organise pictures as it provides a single location for team members to view, share, edit, and download corporate logos or other pictures. Pictures can be stored in a Document Library but there are advantages to using a Picture Library, such as viewing the pictures as a slide show, or directly sending the picture to a Microsoft Office document. CREATING A PICTURE LIBRARY A Picture Library is created in a similar manner to Lists and Document Libraries. 5 In this lesson you will learn how to: Create / Delete a Picture Library Create Folders Upload Pictures Use Picture Library Views Edit Picture Information Run Folder Slideshows Send Pictures to MS Office documents Creating a Picture Library: Click Site Actions button Click More options option Under Libraries section, select Picture Library Enter Picture Library name Optionally enter Picture Library Description Select Quick launch option, as required Click Create button A newly created Picture Library will display Type, Name, Picture Size, File Size columns by default and will also contain the columns Date Picture Taken, Description, Keywords, Created By, Modified By and Checked Out To columns. WWP Training Limited Page 47

CREATING FOLDERS WITHIN A PICTURE LIBRARY Folders can be used to organise the pictures within your Picture Library and are also useful for displaying a set of pictures as a Slide Show. Picture folder names cannot: Contain any of the characters ~ # % & * : < >? { } Creating a Picture Library folder: Start or end with a dot Contain consecutive dots Open a Picture Library On Toolbar, click New button Select New Folder option Enter Folder name On Edit ribbon, click Save button 5 UPLOADING PICTURES TO A PICTURE LIBRARY A single picture is uploaded to your SharePoint site using the Upload button. Uploading a single picture: Open a Picture Library If required, click on Picture Folder On Toolbar, click Upload button Select Upload Picture option Click Browse button Select Location and Picture Click OK button WWP Training Limited Page 48

PICTURE LIBRARY VIEWS You can use Picture Library views to filter and sort pictures just like views in any SharePoint list or library. The display style is Thumbnail, which displays a small preview of each picture. Changing Picture Library view: All Pictures Use this view when you want to see all of the pictures stored in a Picture Library. Selected Pictures Use this view when you need to filter the Picture Library to see only the pictures you have selected previously. Explorer View Use this view when you want to use the Microsoft Windows Explorer file management system to organize your picture library files. From this view, depending on your Microsoft Windows operating system, you can also print pictures, view a slide show, and connect to Web sites that will print your pictures online. By default, you see all pictures in the Library. To view only the pictures you use the View options button. On Toolbar, click View button Select required option 5 EDITING PICTURE INFORMATION Information about a picture, for example the date the picture was taken, is also stored with the picture in a Picture Library. Editing Picture Information: Click on Picture On View ribbon, click Edit Item button Complete required amendments On Edit ribbon, click Save button WWP Training Limited Page 49

EDITING A PICTURE SharePoint has some limited facility for editing pictures stored in a Picture Library and this requires the Microsoft Office Picture Manager to be installed. Editing a picture: Select picture to edit On Toolbar, click Actions button Select Edit option Microsoft Office Picture Manager opens in a new window Complete required edits Click Save and Close button Click link to return to Picture Library 5 RUNNING FOLDER SLIDESHOWS In addition to viewing pictures individually, SharePoint provides the facility to view a series of pictures as a slideshow. A slideshow works with the pictures contained within folders and opens in a new Browser window. Running Folder Slideshows: Open Picture Library folder On toolbar, click Actions button Select View Slide Show option Click Play button to start slideshow Click Next button to advance picture Click Previous button to view previous picture Click Pause button to pause the slide show at the current image Click Stop button to stop the slideshow WWP Training Limited Page 50

DELETING PICTURE(S) 5 Deleting picture(s): Open Picture Library folder Select one or more pictures to delete On Toolbar, click Actions button Select Delete option Confirm Deletion DELETING A PICTURE LIBRARY A whole Picture Library can be deleted from a SharePoint site. Once a Picture Library is deleted it is placed into the Recycle Bin from where it could be restored. Deleting a Picture Library: Open the Picture Library On Toolbar, click Settings button Select Picture Library Settings option In Permissions and Management group, click Delete this Picture Library option Confirm deletion WWP Training Limited Page 51

6 WORKFLOWS Workflows help organisations to adhere to consistent business processes, and they also improve organisational efficiency and productivity by managing the tasks and steps involved in specific business processes. This enables the people who perform these tasks to concentrate on performing the work rather than managing the Workflow. In the context of Microsoft SharePoint, a Workflow is defined as the automated movement of documents or items through a specific sequence of actions or tasks that are related to a business process. In this lesson you will learn how to: Add a 3-State Workflow to a List Add a 3-State Workflow to a Library Manually start a Workflow Complete a Workflow Task Track the status of a Workflow For example, an organisation can create and deploy a basic custom Workflow to manage the approval process for drafts of documents in a library. The Workflow can route a document to a specified person or a group of people for their review and approval. The Workflow can then take specific actions on the document based on the outcome of the Workflow. If the document is approved, its status can be updated from Draft to Final, and the document can be automatically copied to another Document Library. If a document is rejected, its status can remain as Draft and no further actions occur. When this approval Workflow starts, SharePoint can create document approval tasks, assign these tasks to the specified Workflow participants, and then send e-mail alerts to the participants with task instructions and a link to the document to be approved. While the Workflow is in progress, the Workflow owner (in this case, the document author) or the Workflow participants can check the Workflow Status page to see which participants have completed their Workflow tasks. When the Workflow participants complete their Workflow tasks by approving or rejecting the document, the Workflow ends. The Workflow automatically takes the appropriate actions on the document, and it alerts the Workflow owner about the outcome of the Workflow. THREE-STATE WORKFLOW A SharePoint 2010 Foundation site includes a predefined Three-state Workflow. The 3-state Workflow supports tracking a List item through three different states involving two transitions. With each transition between the states, the Workflow assigns a Task to a person and sends that person an e-mail alert about the Task. When this Task is completed, the Workflow updates the status of the item appropriately and progresses to the next state. The Three-state Workflow is designed to work with the Issue Tracking List template, but it can be used with any List that is set up to contain a Choice column with three or more values. The values in this choice column serve as the states that the Workflow tracks. WWP Training Limited Page 52

6 An issue-tracking list is used to store information about specific issues, such as support issues, and track their progress. You can assign issues, categorise them, and relate issues to each other. For example, you can create an issue-tracking list to manage customer service problems and solutions. You can also comment on issues each time you edit them, creating a history of comments without altering the original description of the issue. For example, a customer service representative can record each step taken to resolve a problem and the results. Workflow Starts Workflow Sets Initial Status level Assigns 1st task to designated Person 1st person Performs work as requested Marks task as Complete Workflow Updates Status of Workflow Assigns 2nd task to designated Person 2nd Person Performs work as requested Marks Task as Complete Workflow Updates Status of Workflow Ends Workflow WWP Training Limited Page 53

6 ACTIVATING THREE-STATE WORKFLOW Before a three-state Workflow can be added to a List or Library it must first be activated for the Site. This will only need to be done if your installation of SharePoint has had this default setting changed. You must have Site Administration permission before you can change the activation settings for Three-State Workflow. Activating Three-State Workflow: Click Site Actions button Click Site Settings option Under Site Collection Administration, select Site Collection features Activate Three-State Workflow WWP Training Limited Page 54

6 ADDING A WORKFLOW TO A LIST / LIBRARY You must have the Manage Lists permission to add a Workflow to a List or Library. In most cases, Site Administrators or individuals who manage specific Lists or Libraries perform this Task. If you add a Workflow directly to a List or Library, it is available only for items in that List or Library. The default Issue Tracking list is designed to work with Workflows as it already contains a column that has a choice of 3 Status levels. A Workflow can be applied to any List or Library which has a Choice column containing 3 choices. When you add a Workflow to a List or Library, you can customise the Workflow for its specific location by specifying various options: The name of the Workflow The Task list where Workflow-related Tasks are stored The History list that records all of the events related to the Workflow How you want the Workflow to be started Additional options that are specific to the individual Workflow (For example: how Tasks are routed to participants, what circumstances complete the Workflow, and what actions occur after the Workflow is successfully completed.) When you add a Workflow to a List or Library, you simply make it available for documents or items in a specific location. You do not start the actual Workflow. Before adding a Workflow to a List or Library, identify the column to be used as the three-state status column. If the List or Library does not have such a column, then add a suitable column to the List or Library before adding a Workflow. Adding a Workflow to a List or Library: Either Or Then Open a List Display List Tools > List ribbon Open a Library Display Library Tools > Library ribbon In Setting group, click Workflow settings button Click Add a Workflow link Complete both pages of the Add a Workflow screen Click OK button WWP Training Limited Page 55

6 If a Workflow already exists for this List then the initial Workflow screen will summarise the status of any current Workflows. CHANGING A WORKFLOW When a Workflow has been set up for a List then the Workflow page will enable you to change the Workflow settings. Changing Workflow settings: Open Workflow settings page Click Workflow name Amend Workflow settings Amend both pages of the Workflow screen as required Click OK button WWP Training Limited Page 56

6 REMOVING A WORKFLOW When a Workflow has been set up for a List then the Workflow page will enable you to remove a Workflow. When a Workflow is removed then all active Workflows will be cancelled and the Tasks removed. To allow active workflows to complete before removing the association, select No New Instances and allow the current instances to complete, and then return to this page and select Remove to remove the workflow association. Removing a Workflow: Open Workflow settings page Click Remove a Workflow link Click OK button MANUALLY START A WORKFLOW ON AN ITEM After a Workflow is added to a List or Library, it can be configured to start immediately when a new item is added or if configured to start manually then you can start this Workflow on a specific document or item. To start a Workflow, select the Workflow that you want from the list of Workflows available for the document or item. If necessary, you may also need to fill out a form with the information that the Workflow requires. Depending on how the Workflow was designed and configured, you may have the option to further customise the Workflow when you start it on a document or item by customising options, such as participants, due date, and Task instructions. Manually starting a Workflow: Open a List or Library Open drop down menu for item Select Workflows option Select required Workflow Wait for Workflow to be started WWP Training Limited Page 57

6 COMPLETING WORKFLOW TASKS Any Workflow event that requires human interaction is represented by a Workflow Task. When a Workflow assigns a Task to a Workflow participant, the Task recipient can either complete that Task or (depending upon the Workflow) request changes to the Workflow item itself by editing the Workflow Task form. When a Workflow participant completes a Workflow Task, this prompts SharePoint to move the Workflow to the next relevant step. If the default Tasks List has been used to store the Tasks generated by a Workflow then the Tasks List is automatically available on Quick Launch. However if a dedicated Workflow Task list has been used then access via Quick Launch will need to be set up. In addition to Completion, other levels of progress on the task can be set, including the % complete and start date. Marking a Task as Complete: Open the associated Task List Open Drop down menu for item Select Edit Item option Change Status field On Edit ribbon, click Save button Selecting My Tasks from the Tasks List views enables a User to see just their Assigned Tasks. WWP Training Limited Page 58

6 TRACKING THE STATUS OF WORKFLOWS Workflow owners and participants can follow the progress of a Workflow by checking the Status page that is associated with the Workflow. The Status page includes information about outstanding Workflow Tasks. It also includes history information that is relevant to the Workflow. The Workflow Status page provides the following information: Name of the person who started the Workflow Date the Workflow started Name and link to the document or item involved in the Workflow Current status of the Workflow List of tasks assigned to the Workflow participants Lists of all of the events that have occurred in the history of the Workflow thus far (for example, Workflow initiation, Task creation, Task completion) Tracking the Status of a Workflow: Open the List or Library Open drop down menu for item Select Workflows option Select running Workflow Review Workflow Status & History WWP Training Limited Page 59

7 SURVEYS Surveys are used to collect and compile feedback, such as an employee satisfaction survey or a quiz. Your questions and answers can be in a number of different formats, for example multiple-choice or free text and you can see an overview of your feedback. If you have a spread sheet or database program installed that is compatible with SharePoint 2010 you can export your results to further analyse them. CREATING A NEW SURVEY Creating a Survey: Click Site Actions button Select More Options option Under Tracking, select Survey Enter Survey name Select required Navigation & Survey options Click Next button In this lesson you will learn how to: Create a Survey Create Survey Questions Complete a Survey View Survey Results Saving a Survey Template A Survey is a member of the Tracking group of Lists and is created in the same manner as other Lists. When a new survey is created, you have the option of allowing users to complete the survey more than once and whether user names are displayed when analysing the results. WWP Training Limited Page 60

7 CREATING SURVEY QUESTIONS After the initial Survey page has been completed then you can enter the Survey questions. Creating Survey Questions: Enter Question Select Answer type Complete Additional Field Settings If more questions are required then: Click Next Question button else: Click Finish button Survey Answer Types The available Survey Answer Types are: Single Line of text Multiple Lines of text Choice (menu to choose from) Rating Scale (a matrix of choices or a Likert Scale) Number (1, 1.0, 100) Currency Date and Time Lookup (information already available on this site) Yes / No (check box) Person or Group Page Separator (used to display the remaining questions on another page) External Data Each Survey Field Types gives Additional Field Settings to choose from. Once a question has been created then it may not be possible to change its Survey Field type. A Likert scale is one that typically has a choice of 5 responses. WWP Training Limited Page 61

7 Question Examples The following diagrams show the setup page for a series of questions that require a rating type answer and the resulting survey question. The next diagrams show the setup page for a question with a multiple-choice answer. MODIFYING SURVEY QUESTIONS The questions contained within a survey can be modified by: Adding branching logic Adding new questions Deleting questions Modifying answer choices Changing the order of the questions WWP Training Limited Page 62

7 Branching Questions Branching logic can be applied so that one or more questions are missed out dependent on the answer to a question. This logic can only be set up once the relevant questions have been added to the Survey. When a Survey branches the remaining questions are automatically shown on a new page. Adding Branching Logic: Open the Survey On Toolbar, click Settings button Click Survey Settings option In Questions group, select question that causes the branch In Branching, specify the answer and associated branch question Click OK button Adding Questions Additional questions are easily added to an existing Survey by Settings button. Adding Questions: Open the Survey On Toolbar, click Settings button Click Add Questions option Complete as before Deleting Questions Questions can be deleted from a Survey. If a Survey already has had some responses then deleting a question will also remove all responses to this question. Deleting Questions: Open the Survey On Toolbar, click Settings button Click Survey Settings option In Questions group, click question to delete Click Delete button Confirm deletion of question and all responses WWP Training Limited Page 63

7 Modifying Question and Answer text Questions can be modified by editing the question text and by editing the answer choices. It is also possible to amend the choice of answer type; for example from a single line of text to multiple lines of text. However when a question is modified only a subset of the full list of answer types is displayed. Modifying Question and Answer text: Open the Survey On Toolbar, click Settings button Click Survey Settings option In Questions group, select question to modify Modify question and / or answer Click OK button Changing Question Order Questions are usually displayed in the order in which they are added to the Survey. You can change this order thus ensuring that your Survey takes the respondent through the questions in a sensible order. Changing Question Order: Open the Survey On Toolbar, click Settings button Click Survey Settings option Scroll down page Click Change order of the questions link Amend positions as required Click OK button WWP Training Limited Page 64

7 RESPONDING TO A SURVEY Once a Survey has been created then people can be asked to respond to the Survey. Normally a link to the Survey page is sent out via email. Responding to a Survey: Open the Survey On Toolbar, click Respond to this Survey button Complete Answers as required Click Next button to move to the next page of questions Click Save and Close button to save your current progress through the Survey Click Cancel button to clear your responses and exit the Survey Click Finish button to complete and exit the Survey Editing your response Once you have responded to a Survey you may want to amend your answers or if you had to suspend your response half way through a Survey and now want to complete the Survey then you can edit your response by viewing the full list of responses and selecting your response. Editing your response to a Survey: Open the Survey Click Show All responses link Click drop down for your Response Select Edit Response Complete / Amend responses Click Finish button to complete and exit the Survey WWP Training Limited Page 65

7 VIEWING SURVEY RESULTS When a Survey is opened, SharePoint provides three result views for the Survey. Overview this is the default view and summaries the number of responses to the Survey Graphical Summary of Responses this view gives % response figures for each question in the Survey All Responses this view provides a list of all the responses which can then be viewed by clicking on an individual response. WWP Training Limited Page 66

7 Exporting Survey Responses to Excel If further analysis of a Survey is required then the responses can be exported to Excel where further analysis / graphs can be produced. Editing your response to a Survey: Open the Survey in Overview On Toolbar, click Actions button Select Export to Spreadsheet option Confirm Open file In Excel, confirm Enable option in Security dialog box This spreadsheet is connected to the originating Survey. This means that any subsequent responses to the Survey can be included into this spreadsheet by clicking the Refresh button on the Table Tools > Design ribbon. DELETING A SURVEY When a Survey is deleted then all of the responses are deleted as well. Creating a Survey Template: Open the Survey On Toolbar, click Settings button Select Survey Settings option Under Permissions and Management, select Delete this survey option Confirm deletion WWP Training Limited Page 67

7 SAVING A SURVEY AS A TEMPLATE A Survey is often used several times. In SharePoint this can be achieved by saving the Survey as a template and then creating the next instance of the Survey from this template. Survey templates appear in the lists of List options on the Site Creation page. Survey Templates are stored in the List Template Gallery available from the top-level parent site. Creating a Survey Template: Open the Survey On Toolbar, click Settings button Select Survey Settings option Under Permissions and Management, select Save survey as template option Complete fields as required Click Ok button WWP Training Limited Page 68

8 COLLABORATING WITH LISTS SharePoint has several pre-defined Lists that will ease the burden of team collaboration. The next sections describe the Lists available when a Team site is created. In this course only a brief introduction to the functionality surrounding these Lists is given. ANNOUNCEMENTS If you have to tell everyone about a Press release then one way is to email everyone who is interested. However with SharePoint you can add news items to an Announcements list and tell everyone who is interested to set up an Alert for this Announcements list. The advantages to this method are: In this lesson you will learn how to: Use Announcements Use Calendar Use Contacts List Use Discussion Boards Use Links Use Tasks The email system is not overburdened with bulk email Current announcements can appear on the home page of your site. Adding an Announcement: Open Announcements List Scroll down list Click Add new announcement link Complete fields as required On Edit ribbon, click Save button WWP Training Limited Page 69

8 CALENDAR Calendar lists provide the functionality that you expect from a calendar. SharePoint Calendars can be connected to Microsoft Outlook so that you can share and overlay a SharePoint team calendar with your own. SharePoint calendar events can also be linked to a SharePoint meeting workspace where details such as agenda, participants and relevant documents can be stored. Adding a Calendar Event: Open Calendar List Navigate to relevant day Click Add link Complete fields as required On Edit ribbon, click Save button WWP Training Limited Page 70

8 CONTACTS A Contacts lists can be used to store Contacts that are relevant to the team or project. If your company uses Microsoft Outlook then the Contacts lists can be synchronised with your Outlook Contacts. The advantages of using a SharePoint Contacts list are: Contacts can be easily shared between the team External contacts need only be stored once instead of using individual Outlook Contacts Adding a Contact: Open Contacts List Scroll down list Click Add new item link Complete fields as required On Edit ribbon, click Save button WWP Training Limited Page 71

8 DISCUSSION BOARDS A Discussion Board allows the team members to hold newsgroup-style discussions i.e. a back and forth conversation. SharePoint Discussion boards make it easy to manage discussion threads and can be configured to require approval for all posts. Adding a Discussion Thread: Open Discussions List Scroll down list Click Add new discussion link Complete fields as required On Edit ribbon, click Save button Replying to a Discussion Thread: Open Discussions List Click on Discussion subject On toolbar, click Reply button Add a reply On Edit ribbon, click Save button WWP Training Limited Page 72

8 LINKS A SharePoint Links list can be used to store a list of web pages or other team resources along with any associated notes. The advantages of a Links list are: The extra information supplied with a link acts as an enhanced Favourites list The Links list is available to all Team members Can include external web sites as well as links to other SharePoint sites, lists, libraries or documents Adding a Link: Open Links list Scroll down list Click Add new link Complete fields as required Test link if required On Edit ribbon, click Save button WWP Training Limited Page 73

8 TASKS If you are using Workflow for any of your Lists or Libraries then a tasks list will have been used to store all the associated Tasks. The advantages of a SharePoint Tasks list are: The ability to track who owns each task The ability to view the current priority and status of each task The ability to specify that one or more tasks are predecessors of other tasks SharePoint 2010 Foundation has 3 list templates for storing Tasks. Tasks list This is the simplest form of a Tasks list. Adding a Task: Open Tasks list Scroll down list Click Add new item link Complete fields as required On Edit ribbon, click Save button WWP Training Limited Page 74