1 BrainStorm Quick Start Card for Microsoft SharePoint 2010 Getting Started Microsoft SharePoint 2010 brings together your organization s people, documents, information, and ideas in a customizable space where all of your team members can collaborate. With intuitive calendar synching, increased blogging functionality, and an improved user interface, you and your team members can stay on top of projects and deadlines with ease. Thanks to automatic announcements and wiki linking, the most current information is always at your fingertips. And with improved mobile functionality in SharePoint, you can even get everything done on the go. The Ribbon: The Ribbon and context-sensitive tabs are new to the SharePoint interface. Groups of commands under each tab help keep things organized so you can find what you need faster. Site Actions: Create new content, lists, libraries, sites, and more. Manage site settings to make your SharePoint space what you want. Customize: Make SharePoint your own by selecting the information and types of content you want displayed on the homepage. Quick Launch: Jump to libraries, lists, and other components with a simple click. Manage Items: Perform actions on several items at once rather than one at a time. Calendars: Track appointments, schedule calls, and stay informed. View multiple calendars at once and access group calendars. Links: Provide links to other websites or SharePoint sites your team uses most. Understanding SharePoint Navigating SharePoint A SharePoint site collection consists of a top-level site (like an organization s site), and multiple subsites (like team s within an organization). Subsites include lists, libraries, and other Web Parts, with each site level fully customizable to include the tools and resources you need. Finding your way around SharePoint is easy with new navigation features that show where you are and where you can go. Company SharePoint site SharePoint Subsites Use Site Actions to create new libraries, edit permissions, and change site settings. Contextual tabs on the Ribbon appear according to what you are working on. Fresh Perspectives Marketing Documents, calendar, slide library, tasks, etc. Sales Training Tabs on the top link bar take you back to your homepage with a click of the mouse. Page title links show which page you re currently working on. Click a link to access that screen. Links to additional online content are indicated throughout this card by the symbol to the left. Visit BrainStormInc.com/cards/sharepoint2010.
2 Working with Lists Staying on Schedule with Calendars Don t waste time wondering where your information is stored. Group everything together using lists, which are repositories that store related information. Lists can be calendars, contacts, spreadsheets, and more, so you always have the right type of list for the job. Getting things done means managing your time effectively. SharePoint calendars help you not only stay on top of your schedule but also connect with Outlook and other calendars so you and your team always stay in sync. Announcements Import Spreadsheet Calendar Issue Tracking Contacts Links Custom List Project Tasks Custom List in Datasheet View Status List Discussion Board Survey External List Tasks Adding a List Projects require all sorts of materials, from tasks to spreadsheets to contacts. No matter what your project requires, adding the list you need is a snap. To add a list to your site: In the Quick Launch, click Lists. On the Create window, in the Filters section, select List. Select the type of list you want to create. 5. Name your list. As your organization or project changes and grows, so can your SharePoint list. Adding items to your list ensures that every member of your team has the most accurate and updated information. To create a new list item (e.g., an announcement): In the Quick Launch, click the list where you want to add the new list item. Click the link to add a new item. Fill out the fields, as needed. (Note: Fields change depending on the type of list you re using.) Click Save. Create as many calendar entries as you need to keep you and your team on schedule. Create a new calendar entry from the Ribbon, or create a new calendar entry directly from the calendar. To add a new calendar entry directly from the calendar: Open the calendar and select a time frame on your calendar. Click the Add link that appears. Enter your information. Click Save. Viewing All of Your Calendars at Once Your days of jumping back and forth between calendars are over! With SharePoint 2010, you can overlay all of your calendars on one simple SharePoint calendar that shows entries for every calendar you use. Open your SharePoint calendar. On the Ribbon, in the Calendar Tools contextual tab, click Calendar Calendar Overlays. Click Calendar. Enter the calendar name and select the SharePoint option. 5. Enter a description for your calendar. 6. Select the color theme for your calendar items so different calendar items to differentiate them. 7. Enter the URL where the calendar is stored, and click Resolve. 8. Click the List and List View list arrows to select the calendar and view you want to use. 9. Select Always Show to show your calendar in the group calendar. 10.Click OK OK. To overlay another Microsoft Exchange calendar: Updating List Items When Changes Occur If you discover a change or addition to a list item, you can quickly jump in and make updates as needed. To update a list item: Open the list, and then open the list item that requires updating. Select the check box next to the list item. On the Ribbon, click List Tools Items Edit Item. Make your updates or revisions and click Save. Creating a Calendar Entry To overlay another SharePoint calendar: Adding an Item to a List GET CONNECTED: Learn how new calendar features in SharePoint 2010 keep you in sync, on track, and informed. Open your SharePoint calendar. On the Ribbon, in the Calendar Tools contextual tab, click Calendar Calendar Overlays. Click Calendar. Enter the calendar name and click the Exchange option. 5. Enter a description for your calendar. 6. Select the color theme for your calendar items to differentiate them. 7. Enter the Web Access URL and Exchange Web Service URL. 8. Select Always Show if you want your calendar to show in the group calendar. 9. Click OK OK.
3 Synchronizing SharePoint Calendars with Your Outlook Calendar There s no need to enter important dates or events into two separate calendars. Now you can synch your Outlook calendar with a SharePoint calendar so your schedule is always up to date. Whether you overlay your Outlook calendar in SharePoint or add your SharePoint calendar to Outlook, entering an event in one place will automatically place it in another. Now that s convenience. To connect your SharePoint calendar to Outlook: Open the SharePoint calendar you want to be able to view in Outlook. On the Ribbon, on the Calendar Tools contextual tab, click Calendar Connect to Outlook. Click Allow to confirm that you want to open the program. In Outlook, in the Calendar view, you can add the SharePoint calendar under Other Calendars. Planning Made Simple with Calendar Groups Trying to find a time for everyone to meet during a busy week isn t always easy. Take the guesswork out of scheduling by using calendar groups, which let you to see when team members are available and when they re booked. You can even view the availability of rooms and resources, so you always know you ll have what you need. To turn your calendar into a group calendar: Open the SharePoint calendar that you want to convert to a group calendar. On the Ribbon, in the Calendar Tools tab, click Calendar List Settings. Under General Settings, click the Title, description, and navigation link. In the Group Calendar Options section, under Use this calendar to share members schedules, click Yes. 5. Click Save. Group members are listed here, making it easy to always know who is a part of the group. Adding Team Members to Calendar Groups Calendar items show when group members are unavailable. Getting new team members up to speed and included in your calendar group takes just a few clicks. To add new team members to the group calendar: Open the SharePoint group calendar that you created for your team. On the Ribbon, in the Calendar Tools tab, click Calendar Day Group or Week Group. At the bottom of your group calendar name list, in the Add Person section, type the name of the person you want to add to the group calendar, separating multiple names with semicolons, OR use the directory to browse for the team member in the address book. Repeat the process to add as many team members as needed to the group calendar. Staying on Top of Things with Tasks Use tasks to make sure nothing falls through the cracks. Create a personal or team checklist of projects that need to be accomplished, and track progress right within SharePoint. You can even sync tasks in Outlook. Creating a Project Tasks List Always keep the big picture in view. Whereas a Tasks List helps you keep track of individual tasks, a project tasks list tracks several related tasks needed to complete a project. To create a project tasks list: In the Quick Launch, click Lists. In the Create window, in the Filters section, select List. Click Project Tasks. 5. Name your project tasks list. Adding Tasks to a Project Tasks List To add tasks to your Project Tasks List: Open your Project Tasks List. On the Ribbon, in the List Tools contextual tab, click Items Item Task. Title your task. Select any predecessors, as needed, and click Add. 5. Assign a priority. 6. Assign a task status. 7. Enter the percentage complete. 8. Add team members to whom the task is assigned. 9. Describe your task. 10.Enter a start date and due date. 1Click Save. Staying Connected with Contacts When you re looking for contact information, you don t want to spend time hunting down phone numbers or addresses. Save yourself the headache by creating a contact list that syncs with Outlook and ensures you always know exactly where your contacts information is stored. To create a contacts list: In the Quick Launch, click Lists. In the Create window, in the Filters section, select Lists. Click Contacts. 5. Name your contacts list. Adding Team Members to Your Contacts List To add team members to your contacts list: Open your Contacts List. From the Ribbon, on the List Tools tab, click Items Item Item. Fill out contact information in the provided fields. Click Save. ww w.br ainst o r minc.c om
4 Storing Information in Libraries No card required: a SharePoint library serves as a repository where information like your team PowerPoint presentations, Word documents, or photographs can be stored, organized, and accessed by everyone in your organization. You can choose from several types of libraries: Asset Data Connection Document Creating Libraries Form Picture Report Understanding Document Libraries Slide Wiki In SharePoint, you re the architect. Create as many libraries as you need to ensure that every piece of information has a place to call home. To create a library: In the Quick Launch, click Libraries. In the Create window, in the Filters section, select Libraries. Select the type of library you want to create (for example, a document library). 5. Enter a name for your library in the field on the right of the window. The days of storing team documents on your hard disk drive are over. You and your team can upload documents to your SharePoint site for easy access by all of your team members. Need the most current version of a PowerPoint presentation, or maybe the new sales letter? The resources you need are available as long as you have an Internet connection. ALL TOGETHER: Find out how you can use document libraries to store files and access the content your team needs to succeed. Uploading Documents to a Document Library Whether you re adding one file or ten, you can upload several ways to upload documents to your team site in several ways. To upload documents one at a time: Open your document library. On the Library Tools contextual tab, click Document Upload Document list arrow Upload Document. Browse for and select the file to upload. Click OK. Getting Comfortable with Coauthoring Talk about team work. With coauthoring, you and other team members can all work on a document at once, avoiding the back-and-forth of collaboration and eliminating the need for multiple versions of your documents. Note: Talk to your SharePoint administrator about setting up coauthoring for your organization. Checking Out and Checking In Documents If multiple people are working on the same document, managing the most current version can get confusing. By checking documents in and out, you can ensure that the version you re working on remains untouched by anyone else until you finish. To check out a document: Open your document library. On the Library Tools tab, click Documents. Select the check box next to the file you want to check out. Click Check Out. 5. Click OK. 6. Your document opens so you can begin revising. To check in a document: Open your document library. Select the check box next to the file you want to check in. Click Check In. Click OK. Examining Your Data by Using Managed Metadata Say good-bye to scouring your SharePoint site. You can use managed metadata a statistical analysis of your data to learn more about documents, lists, or whatever else is on your site. You can use managed metadata to filter a task list for today s due date or to view only documents modified by a specific user. No matter your goal, managed metadata helps you find exactly what you re looking for. To add metadata columns to a document library: Open your document library. On the Library Tools tab, click Library Library Settings Metadata navigation settings. Under Configuration Navigation Hierarchy, move Available Hierarchy Fields (the fields by which you can sort your data) to the Selected Hierarchy Fields section by selecting the field and clicking Add. This will set the hierarchies you want to use in your filter. Under Configure Key Filters, move Available Key Filter Fields to the Selected Key Filter Fields section by clicking Add. For example, adding the Modified By filter allows you quickly see who last modified a document. 5. Select Automatically manage column indices on this list. 6. Click OK. To upload multiple documents: Open your document library. On the Library Tools tab, click Document Upload Document list arrow Upload Multiple Documents. From the Upload Multiple Documents window, you can drag files directly from Windows Explorer. Click OK. Note: On the Library Tools tab, you can click Library Open with Explorer to move and rename files. You can also access a SharePoint location from the Save As dialog box in any Microsoft Office 2010 program. Filter by hierarchy, such as displaying only documents. Filter by key filters, such as displaying only documents modified by a specific coworker. ww w.br ainst o r minc.c om
5 Working with Wikis Working with Blogs Make sure you always have the most current information. Wikis are like a digital encyclopedia, where you can create, edit, and compile information about a project or product. Your team members can even jump to a specific topic to find exactly what they need to know. Diaries are a thing of the past. Blogs are digital journals that chronicle a team project, report on company meetings, alert team members about updates, and more. Blog posts are arranged with the newest posts on top so users always know what s most recent. Creating Wiki Pages Note: Check with your site administrator to ensure you have permissions enabled to create a blog on your site. When it comes to creating pages for your site, you have the option to add Web Part pages or wiki pages. Wiki pages can even be customized and formatted according to your needs. Creating a Blog To create a wiki page: To create a blog: Navigate to the location where you want your wiki page to reside. Click Site Actions Page. Name the new page and click Create GO WITH THE CURRENT: Discover how you can find current information about a topic by opening your team wikis. Navigate to the location where you want your blog to reside. Click Site Actions Site. In the Create window, select Blog. Enter a title for your blog. Enter the last part of the URL address for your blog site. Click the Create button. Click Create a Post to add a new blog entry. Editing Wiki Pages Information changes, and you can easily edit the wiki page in a few clicks. To edit a wiki page: Select the wiki page you want to edit. Above the Ribbon, click the Edit button. If you just created a wiki page, the Edit page to add content you want to include in your wiki. Blue borders surround your editable fields on the page, and the Editing Tools contextual tab is displayed. Edit the page as needed. 5. Click Save & Close. Use the Format Text functionality on the Ribbon to format the look and feel of your wiki page content. Manage, edit, and change the look of your posts. Link to a post, it to a colleague, or leave comments. Note: You can use other blog publishing programs, like Microsoft Word, to create a blog post. On your homepage, click Launch blog program to post, and follow the steps for setting up publishing from Word. Keeping Slides Straight No need to hunt through your folders or looking for that PowerPoint presentation. Instead, create a slide library to store all of your slides in one central location, so when you need a particular slide, you always know right where to look. To create a slide library: to SharePoint is the ability to link directly to another wiki page without leaving the interface. Simply click Editing Tools Insert Link and complete the link. Storing Photos You may want to see the pictures from the company barbeque, but do you really want them taking up space on your computer? By storing pictures in a picture library, you not only free up your hard disk drive but also create a location where team members can share and view photos no matter where they are. To create a picture library: In the Quick Launch, click Libraries. In the Create window, in the Filters section, select Library. Select Picture Library. 5. Name your library in the field on the right of your window In the Quick Launch, click Libraries. Click Create. In the Create window, in the Filters section, select Library. Select Slide Library. Enter a name for your library. Click Create. Adding Slides in SharePoint to Your Presentation Adding slides to your presentation has never been easier. With SharePoint, insert any slide from the library right into your slide show. To bring a slide from SharePoint into your presentation: Open your SharePoint slide library. Click Copy Slide to Presentation. Select the option to copy the slide into your open presentation. Leave Keep the source presentation format deselected if you want the slide to match the format of your open presentation. 5. Select Tell me when this slide changes so if the original slide in SharePoint is modified, you will be notified. 6. Click OK.
6 Managing Information with Sites and Workspaces Seeing Everything at Once with Web Part Pages Product, marketing, and sales departments all need their own documents, calendars, and resources. Create your team s space with a SharePoint site by adding lists, libraries, and Web Parts so your team has all the tools they need to get the job done. A Web Part page displays information and data from several sources all on a single page for easy viewing. Rather than opening all your libraries and lists one by one, you can set up your Web Part pages to show a snapshot. To create a site: To create a Web Part page: Click Site Actions Site. Select the type of site or workspace you want to create (e.g., Team Site). Enter a title for your site. Enter the last part of the URL for your site. 5. Click More Options. 6. Set the permissions for the new site. 7. Set the navigation and whether you want the site to appear in the Quick Launch. 8. Set the navigation inheritance. 9. Click Create Click Site Actions More Options. In the Create window, in the Filters section, select Page. Select Web Part Page. Click Create. Name your Web Part Page. From the list, select the type of layout you want to use from. Select where you want to save the Web Part page. Click Create. Your Web Part page opens. Here you can begin adding Web Parts to the page according to your needs. YOUR SPACE: Learn how to create a site or workspace where team members can connect, collaborate, and access information. Use the Ribbon to manage the page. Making Changes to Your Webpage Give your webpage a face-lift any time you want. See something on your page that needs to be updated, or maybe new info you want to share? You can edit quickly and easily with SharePoint Click Add a Web Part to begin populating to the page. To edit a webpage: From the available categories, select the Web Part and click Add. Select the page you want to edit. On the Ribbon, click the Edit tab. Blue borders surround your editable fields on the page, and the Editing Tools contextual tab is displayed. Edit the page as needed. 5. Click Save & Close. More Assistance To Report a Repair Issue Going Mobile with SharePoint Take your work with you wherever you go. View documents while waiting in line, look up a contact during an important meeting, or check the company wiki before a sales call by viewing optimized SharePoint pages on your mobile phone or device. Peek at lists, libraries, wikis, and more. Find an address, phone number, and other contact information. Get SMS alerts sent directly to your phone, announcing changes to a document or slide show. Open Word, Excel, and PowerPoint. Edit your mobile pages any time you want. Contact your network administrator to set up the functionality. Locate the Computer Information: The Guilford County Schools Property Tag Number Name of the manufacturer (i.e. Dell, IBM, etc.) The model and serial number from the CPU A detailed description of the issue Inform your site s technology contact. A list can be found by the following link: If your site doesn t have a technology contact, you may call the Guilford County Helpdesk: To Add Software or Hardware Go to the technology section of the GCS website: Review to see if the product is already approved. If approved, contact the helpdesk to request installation. If the product is not on the approved list, you may download and submit forms to have the product reviewed for use in the GCS system: BrainStorm, Inc. All rights reserved. Reproduction or transmission of any kind is prohibited without written permission. BrainStorm, Inc. assumes no responsibility for errors or omissions or for any damages that result from the use of this card. Microsoft, SharePoint, Outlook and PowerPoint are registered trademarks of Microsoft Corporation in the United States and other countries. MSSP
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