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 CollaborationModule 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 ManagementModule 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 SecurityModule 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 SharePointModule 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 SharePointModule 2 The SharePoint screen: “Navigate Up” link to parent sites Site name and page Search box User settings link (Welcome menu) Tabs to this site and subsites The Ribbon and ribbon tabs

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

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

10. Accessing SharePointModule 2 Navigation – the Ribbon

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

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 SharePointModule 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 LibrariesModule 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 LibrariesModule 3 Document libraries can be displayed: –As a web part on a page –As a library

16. SharePoint Document LibrariesModule 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 LibrariesModule 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 LibrariesModule 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 LibrariesModule 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 LibrariesModule 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 LibrariesModule 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 LibrariesModule 3 Uploading documents – three options: –Upload a single document –Upload multiple documents –Drag and drop documents using Windows Explorer view

23. SharePoint Document LibrariesModule 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 LibrariesModule 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 LibrariesModule 3 Uploading Multiple Files – drag and drop from Windows Explorer

26. SharePoint Document LibrariesModule 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 LibrariesModule 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 LibrariesModule 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 LibrariesModule 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 LibrariesModule 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 using Connect to Office in the ribbon

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

32. SharePoint Document LibrariesModule 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 LibrariesModule 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 LibrariesModule 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 LibrariesModule 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 and list 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 SearchModule 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. SearchModule 4 Basic Search: –Search focused on a single site and sites below it

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

43. Using SharePoint Task ListsModule 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 site to remind the logged on user of their tasks

44. Using SharePoint Task ListsModule 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 have customized the list by adding or modifying fields

45. Using SharePoint Task ListsModule 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 ListsModule 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 ListsModule 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 CalendarsModule 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 CalendarsModule 6 Calendar Navigation –Select a month or –Select a display format: –To add a new event, click New Event:

50. Using SharePoint CalendarsModule 6 Calendar Views

51. Using SharePoint CalendarsModule 6 To add a new event click New Tip: Select “All day event” and / or “Recurrence “ before entering dates and times.

52. Using SharePoint CalendarsModule 6 Dealing with long lists of events –Individual dates can be expanded or contracted with “more items” and “collapse” –The entire calendar can be expanded with “Expand All” and “Collapse All”

53. Using SharePoint CalendarsModule 6 Synchronizing with Outlook You can synchronize SharePoint calendar lists with your Outlook so you can see, edit and create calendar events in both SharePoint and Outlook. Click Connect to Outlook to link Calendar to Outlook New events created in SharePoint will be displayed the linked Outlook calendar New events created in the linked calendar will appear in SharePoint, if you have permissions to create events in that calendar

54. Using SharePoint WikisModule 7 A Wiki is: –A knowledgebase where team members can quickly add hyperlinked content with no knowledge of HTML, hyperlinks or web page creation Examples: –A corporate acronym database –A helpdesk knowledgebase –A team brainstorming tool

55. Using SharePoint WikisModule 7 Editing a Wiki: –Click the Ribbon’s Page tab and click Edit –To add a link to a wiki article (new or existing): Type double square brackets around the linking word: Click Save & Close to save your changes Click on the linking word (now with a dashed underline) and write the article about the word

56. Using SharePoint WikisModule 7 Article Version History

57. Using SharePoint WikisModule 7 –Incoming Links a list of all articles that link to this article

58. Using SharePoint WikisModule 7 –Two views of a wiki Click “View All Pages” to display the wiki as a list Click the wiki’s name in Quick Launch to display the wiki’s Home page

59. Using SharePoint Discussion BoardsModule 8 Discussion Boards –Online sharing of information –Q&A discussions –Discussions are listed with most recently updated topics displayed first –A good replacement for group e-mail discussions

60. Using SharePoint Discussion BoardsModule 8 To start a new discussion –Display the discussion list and click New Item in the ribbon, or the “Add new discussion link: To read a discussion –Display the discussion list and click the title of the discussion To reply to a discussion –Click Reply! Two views: Flat and Threaded

61. SharePoint Social FeaturesModule 9 SharePoint social features include –My Sites –User Profiles –Social communications: Blogs and micro-blogging –Content tagging: Ratings, Tags and Notes –Profile and expertise sharing –“Staying in touch” with colleagues

62. SharePoint Social FeaturesModule 9 My Site –My Newsfeed –My Profile –Colleagues –Organization chart –Content you have created –Tags and Notes –Memberships

63. SharePoint Social FeaturesModule 9 Micro-blogging –Short single line of text messages to share with your colleagues

64. SharePoint Social FeaturesModule 9 Tagging Content –Owners of content “tag” their content by adding data to list and library columns –Users informally tag content using: I Like It Tags and Notes Rating stars –You can also tag external content

65. Using SharePoint BlogsModule 9 Blogs… –Originally “web logs”, blogs are web pages built around a series of articles, usually displayed in reverse chronological order –Blog articles are assigned to categories –Most blogs accept comments from readers –A SharePoint blog is a SharePoint site with lists and libraries to support blog features

66. Using SharePoint BlogsModule 9 Click categories to filter the blog Admin links for users with edit rights Most recent blog article. Scroll down for more…

67. Using SharePoint BlogsModule 9 Manage your blog… –First edit the list of categories: Click the Categories link at the top of the Quick Launch area Edit or delete the existing categories and add your categories A category is used to quickly group articles by a broad topic and is usually one or two words

68. Using SharePoint BlogsModule 9 Manage your blog… –Create articles: Click “Create a post” or Click “Manage posts” and work from a list view Write the article, assign to a category and enter a publish date (this will control display order) Get the article approved (the Content Approval option is turned on by default)

69. Using SharePoint BlogsModule 9 Reader Comments –Click “Comments” at the bottom of an article to view or add comments