Introduction to Microsoft SharePoint 2010

1. Introduction to Microsoft SharePoint 2010 55016AC

2. SharePoint Module 1 • SharePoint is typically used for: • Team collaboration • Document storage, management and search • Web pages • Social networking • Search • Internet Sites • A platform for building custom applications

3. SharePoint Team Collaboration Module 1 • Teams use SharePoint to collaborate • Share documents • Publish announcements • Create and manage tasks • Share calendars • Create knowledgebases using Wikis • Publish links to internal and external resources • Create discussions

4. SharePoint Document Management Module 1 • SharePoint document management features not available with local and network file storage • Metadata • Check in/out • Alerts – automatic emails about library changes • Versioning • Content approval • Views (reports) • Additional Library Options • Folders • Windows Explorer views • Recycle Bin • Search

5. SharePoint Security Module 1 • User access can be controlled by Site Owners at these levels: • Sites • Document Libraries and lists • Folders within libraries • Individual documents • There may be content in a site that you will not be able to see! • Search will not find items that you do not have permissions to see

6. Accessing SharePoint Module 2 • Logging on to SharePoint: • If you are logging on from your local network you will usually have immediate access to SharePoint • If you are logging in remotely you will be asked for a username and password:

7. Accessing SharePoint Module 2 • The SharePoint screen: User settings link (Welcome menu) “Navigate Up” link to parent sites Site name and page Search box The Ribbon and ribbon tabs Tabs to this site and subsites

8. Accessing SharePoint Module 2 • Navigation – the Title Area crumb trail Site name View name and dropdown Library name Folder name Contents of the “Videos” folder

9. Accessing SharePoint Module 2 • Navigation – the “Navigate Up” button Site name Library name Folder name Contents of the “Videos” folder

10. Accessing SharePoint Module 2 • Navigation – the Ribbon

11. Accessing SharePoint Module 2 Quick Launch - generally links to content within this site Recycle Bin(undelete!) Web Parts , text areas and images added by the Site Owner Link to a list of all content in this site

12. Accessing SharePoint Module 2 • Home Page Web Parts: • The owner of the site can add and remove web parts to provide quick access to commonly accessed site content Click the web part title to open the full list Click an item to view the document or details If you have appropriate rights then you can add content from here

13. Accessing SharePoint Module 2 • Calendars and task lists display dates and times using your choice of time zone • To edit: Welcome -> My Settings -> My Regional Settings

14. SharePoint Document Libraries Module 3 • Document libraries: • Used to store documents such as Word, Excel, PowerPoint and PDF • Can be searched on title, metadata and in many cases every word in the document • Can support tracking multiple versions, manage document release (approval) and control concurrent access (check out/in)

15. SharePoint Document Libraries Module 3 • Document libraries can be displayed: • As a web part on a page • As a library

16. SharePoint Document Libraries Module 3 • Each document has a dropdown menu and Ribbon options • The choices available depend on the type of document and your permissions • Additional choices may appear depending on options turned on or off for the library

17. SharePoint Document Libraries Module 3 • Accessing documents: • To open a document for reading, click it’s name - this will not check it out! • To open a document for editing, click the dropdown for the file and click the Edit link:

18. SharePoint Document Libraries Module 3 • Office Web Apps: • Provides browser based viewing and editing of Word, Excel, PowerPoint and OneNote files • A local install of Office is not required to view and edit the files • Co-authoring - Multiple users can edit Excel and OneNote files concurrently with real-time updates

19. SharePoint Document Libraries Module 3 • Checking out documents: • To ensure that other users cannot change a document while you are editing it you should use Check Out • The document will remained locked from edits and deletes by other users until you check it in. • If the library has been setup to require checkout then the document will be checked out when you click the “Edit in …” link

20. SharePoint Document Libraries Module 3 • Deleting documents: • Select Delete from the document’s dropdown menu or the ribbon • Deleted documents will be moved to the Recycle bin and will be recoverable for 30* days • * The server administrator can change the number of days.

21. SharePoint Document Libraries Module 3 • Alerts: SharePoint can email or text you when documents are added, deleted or changed • Alerts can be requested for any changes to the list/library or a single file

22. SharePoint Document Libraries Module 3 • Uploading documents – three options: • Upload a single document • Upload multiple documents • Drag and drop documents using Windows Explorer view

23. SharePoint Document Libraries Module 3 • Uploading a single file • Display the document library and click “Add document”, click the Upload button, or click the Upload dropdown menu and select Upload Document

24. SharePoint Document Libraries Module 3 • Uploading Multiple Files • Browse, or drag and drop files The "Upload Multiple Documents" option is only available if you have Microsoft Office installed and are using Internet Explorer. Not all browsers support this feature.

25. SharePoint Document Libraries Module 3 • Uploading Multiple Files – drag and drop from Windows Explorer

26. SharePoint Document Libraries Module 3 • Uploading with the Windows Explorer View • Open a SharePoint Explorer view then open a Windows Explorer and drag and drop files

27. SharePoint Document Libraries Module 3 • Blocked File Types • Not all files types can be uploaded to SharePoint • For example, Microsoft Access database files and executables like EXE and BAT are blocked ade, adp, app, asa, ashx, asmx, asp, bas, bat, cdx, cer, chm, class, cmd, com, config, cpl, crt, csh, der, dll, exe, fxp, hlp, hta, htr, htw, ida, idc, idq, ins, isp, its, jse, ksh, lnk, mad, maf, mag, mam, maq, mar, mas, mat, mau, mav, maw, mda, mdb, mde, mdt, mdw, mdz, msc, msh, msh1, msh1xml, msh2, msh2xml, mshxml, msi, msp, mst, ops, pcd, pif, prf, prg, printer, pst, reg, rem, scf, scr, sct, shb, shs, shtm, shtml, soap, stm, url, vb, vbe, vbs, ws, wsc, wsf, wsh

28. SharePoint Document Libraries Module 3 • Creating Folders • Microsoft does not recommend displaying more than 5000 documents at a time. One solution is to group files into folders. • To create a folder click the dropdown next to the New button and click New Folder.

29. SharePoint Document Libraries Module 3 • Creating New Documents • Documents can be created in Word, Excel or other applications and then saved directly to the SharePoint library • Documents can be created locally and then uploaded to a library • Documents can also be created by clicking the New button in the library’s toolbar to launch an application such as Word or Excel using a Site Owner supplied template

30. SharePoint Document Libraries Module 3 • Creating New Documents in Office • Click File, Save As (or the Save As icon) • Select your library from your Favorites • You can add libraries to your Favorites by usingConnect to Office in theribbon

31. SharePoint Document Libraries Module 3 • Creating New Documents in Office • Enter the URL to the libraryhttp://yourserver.com/sites/training/Shared Documents/Sample document.doc • Or enter the base URL and drill down to the library

32. SharePoint Document Libraries Module 3 • Creating New Documents with the New Button • A library can have a document template assigned to it. Clicking New will open the appropriate application (Word, Excel, etc.) and open the template. • The default template for a document library is a blank Word document.

33. SharePoint Document Libraries Module 3 • Versioning • A history of document changes • The ability to revert to a previous version • The ability to view previous versions • Libraries and Lists can track major versions while libraries can also track minor versions • Versions are created: • When a file is first created or uploaded • When a file is uploaded with the same name as an existing file • When the properties are changed • When a file is opened, edited, and saved • When a file is checked out, edited, and then checked in

34. SharePoint Document Libraries Module 3 • List and Library Views • SharePoint lists and libraries can have alternate views that limit or filter displayed columns and/or rows • By default a document library has these views: • All Documents • My Submissions (if Content Approval is enabled) • Views can be thought of as reports

35. Picture and Asset Libraries Module 3 • Asset Libraries • Stores videos and provides in-browser streaming of .WMV files • Thumbnails are automatically created as pictures are uploaded • Picture Libraries • Thumbnails are automatically created as pictures are uploaded • Includes Thumbnail, Filmstrip andlist views

36. Slide Libraries Module 3 • PowerPoint Slide Libraries • When a PowerPoint file is uploaded to a document library it is uploaded as a single file. When the same file is uploaded to a Slide Library it is split into separate files, one for each slide. • Once slides have been added to the library, users can select individual slides and insert them into other PowerPoint files by check marking the desired slides and then clicking Copy Slide to Presentation.

37. SharePoint Search Module 4 • SharePoint Foundation can: • search all content within a single list • search all content within a single site • SharePoint Server can also: • search all sites • search content external to SharePoint including web sites, network shares and external data sources such as SQL Server • search for people • search using an Advanced Search page which includes language and document property selection options

38. Search Module 4 • Basic Search: • Search focused on a single site and sites below it

39. Search Module 4 • Basic Search Scopes: • The Search Scope dropdown filters the search • This List – only searches the content of the currently displayed library or list • This Site – searches this site including all libraries, lists and sub sites

40. Search Module 4 • Advanced Search Scopes: • Search all SharePoint sites and content you have access to:All Sites • Search just this site and Sub Sites:This Site • Search the currently displayed list:This List • Search for SharePoint users by name:People

41. Search Module 4 • Basic Search: • Type a series of words to find documents that contain all of those words: sharepoint security • Type a phrase in quotes to find that exact phrase: "sharepoint security“ • Add wildcards to the end of words:sharepoint work* • Use a minus sign to exclude a word: sharepoint -security (must include sharepoint and exclude security)

42. Advanced Search Module 4 No need to type quotes, minus signs or other codes! Search for document meta data such as “author”

43. Using SharePoint Task Lists Module 5 • Task lists are used to assign work to team members • Task lists can send email notices when tasks are assigned • Files can be attached • A web part can be added to the siteto remind the logged on user of their tasks

44. Using SharePoint Task Lists Module 5 • To add a task • Display the task list and click the ribbon’s New Item button or click the “Add new item” link • Note: The site owner may havecustomizedthe list by adding or modifying fields

45. Using SharePoint Task Lists Module 5 • To complete a task • Set “% Complete” to 100% • Stay up to date with tasks by setting alerts! • Manage large lists of tasks by using Views

46. Using SharePoint Task Lists Module 5 • Task List Views • All Tasks - all task in the list • My Tasks – displays only the tasks for the current logged in user • Due Today – displays tasks with a Due Date of today • Active Tasks – displays all tasks where the status is not “Completed” • By Assigned To – displays all tasks sorted by the assigned to user • By My Groups – displays all tasks grouped by the assigned to user • Your site owner may have created additional views for the list

47. Using SharePoint Task Lists Module 5 • Synchronizing with Outlook • You can synchronize SharePoint task lists with your Outlook so you can see, edit and create tasks in both SharePoint and Outlook. • Click Connect to Outlook to link the task list to Outlook • New tasks created in SharePoint will be displayed the linked Outlook task list • New tasks created in the linked task list will appear in SharePoint, if you have permissions to create tasks in that list

48. Using SharePoint Calendars Module 6 • SharePoint Calendars • do not represent the activities of a single user, but contains events of interest to the entire team • can show single events, multi-day events, reoccurring events and all day events • can be synchronized with Microsoft Outlook • can be exported to Excel

49. Using SharePoint Calendars Module 6 • Calendar Navigation • Select a month or • Select a display format: • To add a new event, click New Event:

50. Using SharePoint Calendars Module 6 • Calendar Views