SharePoint: Working with new or existing sites

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1 SharePoint: Working with new or existing sites

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4 Prerequisites Time in the classroom is precious it is an opportunity for you to interact with the workshop leader and other participants through questions and discussions and to share your experiences and concerns. To make the most of this time we sometimes ask you to carry out learning activities ahead of the workshop so that everyone comes into the class with the same basic knowledge. We keep this prior learning to a minimum and often make use of Lynda.com videos. Lynda.com videos can be accessed by University members anytime, anywhere, through a browser or app. The workshop description will tell you if any prior learning is required. If you don t have an environment where you can do this learning, you can come along to one of our Lynda Labs. These are scheduled every week, and are a quiet space where you can work through Lynda.com videos or other workshop resources. If you turn up to a workshop without having done the prior learning, the workshop leader may suggest that you come back on another session. It is important that you have a reasonably good understanding of SharePoint you must know how to navigate your way around the Site Settings button and be comfortable adding new sub sites or new pages and locating the navigation process. Copyright Traci Huggins makes this booklet and the accompanying slides available under a Creative Commons license (BY-NC-SA: Attribution-NonCommercial-ShareAlike). The Oxford University crest and logo and IT Services logo are copyright of the University of Oxford and may only be used by members of the University in accordance with the University s branding guidelines. About the workshop designer Traci Huggins has over a decade s experience in teaching, she has worked as a Computing Lecturer, Course Leader and Tutor in Further Education writing and delivering courses for Levels 1 to Level 5, she has also co-wrote a new Foundation Degree in Computing Science course in conjunction with Oxford Brookes University. Traci s teaching knowledge covers Excel, Business Computing, Information Systems, Web Design (HTML/CSS/WordPress) and SharePoint. She is a highly committed teacher who likes to ensure that everybody has the opportunity to learn to use technology in their study or workplace both effective and efficiently. Revision history Version Date Author Comments 1.0 September 2016 Traci Huggins

5 About this workshop This workshop will give you an insight into how to create and work with a SharePoint site. You will not be a fully pledged SharePoint designer by the end of the session, however it will put you in a good position with the right skills and knowledge to enable you to be creative and create a fully working and adaptable site. What you will learn At the end of this session you will have learned how to navigate your way around SharePoint Topics covered are: Creating/editing site pages and navigation Working with documents in document libraries Different ways you can view documents / Grouping Up and download documents Adding lists and libraries using WebParts Using Version Control and Alerts on Lists/Libraries and documents These notes deal with SharePoint using Windows. Having worked through these notes, you should also be able to adapt to other platforms. What you need to know You need to be comfortable with working your way around the SharePoint interface and it is advisable if you are not familiar with SharePoint 2013 that you attend the pre-requisite course; Getting Started with SharePoint at Oxford. The computer network in our teaching rooms may differ slightly from that which you are used to in your College or Department; if you are confused by the differences please ask for help form the teacher or demonstrator. The resources you need Sample Images and text files are available for you to use and experiment with, but you might like to bring along your own. Unless you have been told otherwise, there will be a computer available for you to use with the following tools installed: Internet Explorer Microsoft Office 2013 SharePoint 2013 Training Account You can bring along your own laptop if you want to just bear in mind that I am not an expert in every tool (although I am sure that between us we will be able to solve most issues!). Learning objectives This workshop covers the following learning objectives; Learning Objective One Create Pages and work with Site Navigation Learning Objective Two Create navigation using buttons Learning Objectives Three Add lists and libraries using Web Parts Learning Objective Four Change/Delete/Add Permissions Learning Objective Five Create and work with Groups Learning Objective Six Use Version Control and Alerts on documents and libraries

6 I will point you at a variety of resources that will help you in achieving these objectives. They can all be downloaded from the ITLC Portfolio at; SharePoint Training Accounts If you have attend a SharePoint course here at Banbury Road before you will be familiar with the use of the SharePoint 2013 Training Accounts. These accounts give you the opportunity to play around with the features and functions of SharePoint without interfering with a Live account. To access the SharePoint Training Accounts that you will be working with today you need to type the following into the URL, then type in the user name and password you have been given by the teacher. When you log in make sure you use the; This is a private computer option ; otherwise SharePoint will keep timing you out and you will have to continue to log back in. You then need to make sure that you choose the correct SPTraining00 number from the list and to allow you to access your training site for today s session. To Do:. Your first challenge today is to use the login details supplied to you by the teacher and access the training account you have been allocated for today s session..

7 Learning objective One Create pages and work Site Navigation Rather than create sub sites to store information in SharePoint you can create pages, these pages can either have links on either the Quick Launch Panel/Global Navigation or by either using buttons Let s look at how to create the pages; Make sure that you are on the site where you would like to create your page(s) then click on the settings button and choose Add a Page from the drop down list. You then need to give your page a name and click Create. To make life easier you may once this page has been created to right click and copy the URL for this page. Then navigate your way back to the main page/site. Click on Edit Links on the Quick Launch Panel, then click on + Link and copy and paste the URL into the Address and give the name of the page as the Text to display and then click OK. Your link will now appear on the Quick Launch Panel to enable easy access to the page you have just created. You can follow this to add more links to other pages within your site. At this point you can make changes to you page layout and add a title for your page, as well as content.

8 I will point you at a variety of resources that will help you in achieving these objectives. They can all be downloaded from the ITLC Portfolio at; SharePoint Training Accounts If you have attend a SharePoint course here at Banbury Road before you will be familiar with the use of the SharePoint 2013 Training Accounts. These accounts give you the opportunity to play around with the features and functions of SharePoint without interfering with a Live account. To access the SharePoint Training Accounts that you will be working with today you need to type the following into the URL, then type in the user name and password you have been given by the teacher. When you log in make sure you use the; This is a private computer option ; otherwise SharePoint will keep timing you out and you will have to continue to log back in. You then need to make sure that you choose the correct SPTraining00 number from the list and to allow you to access your training site for today s session. To Do:. Your first challenge today is to use the login details supplied to you by the teacher and access the training account you have been allocated for today s session..

9 Learning objective One Create pages and work Site Navigation Rather than create sub sites to store information in SharePoint you can create pages, these pages can either have links on either the Quick Launch Panel/Global Navigation or by either using buttons Let s look at how to create the pages; Make sure that you are on the site where you would like to create your page(s) then click on the settings button and choose Add a Page from the drop down list. You then need to give your page a name and click Create. To make life easier you may once this page has been created to right click and copy the URL for this page. Then navigate your way back to the main page/site. Click on Edit Links on the Quick Launch Panel, then click on + Link and copy and paste the URL into the Address and give the name of the page as the Text to display and then click OK. Your link will now appear on the Quick Launch Panel to enable easy access to the page you have just created. You can follow this to add more links to other pages within your site. At this point you can make changes to you page layout and add a title for your page, as well as content. Click on the Setting Button then select Site Settings and under Look and Feel choose Navigation scroll down the page until you come to Structural Navigation: Editing and Sorting Click on Add Link then click on Browse Find the name of the site or site pages that you have created earlier if there are not showing click on Site Pages this then will show you all the pages you have created on the right hand side. You then need to select (click on) whichever page you want as your navigation in the dialog box that appears you will notice that

10 SharePoint has entered the URL for that page, make sure that you give the page a title then click OK. You will then notice that the navigation link for this page has been added to the Quick Launch Bar. You would then repeat this process for any other pages that you have created for your subsite. To Do:. Firstly think of about at least 4 pages that you may require for your site (you are welcome to consider more if you wish) When you have decided on your pages you will then need to create them, make three of them inherit permissions from the parent site and at least one of them (if you have more than 4 pages) use unique permissions, you are welcome to put yourself down as a user if you wish. You should now notice that on the Quick Launch Panel that you have navigation links to each of your pages created, use these navigation links and check that they work.

11 Learning Objective Two Creating/using buttons as navigation links It is possible to use buttons as links on your SharePoint site without having to have an understanding or use any CSS coding. Before you can begin you firstly need to make your buttons these can be made using shapes, you can then change the colour and the style of your shape to resemble a button as shown below, you then need to save each button as an image ready to be used later in SharePoint; Back Home Once your buttons are ready and you have your pages/sub sites ready for linking together. For today there are some sample buttons on the folder on the Home Drive on the classroom computers for you to practise with. On the main page/site copy the URL then navigate you way to the page you want to put a button on. On the page where you want to add the button click on Page and the click on Edit so you can make changes to the page. Place the mouse pointer where you want the button to appear, click on Insert on the ribbon, then click on Picture, from Computer. Use the Browse button to locate where you have saved the buttons you have created, choose your button and click Insert then click OK. Use the handles around the image you have just inserted to make it the size you require for your page. While you still have the handles showing click on the ribbon and choose Insert, then choose Link. You will then have the option to choose; Add Link or From SharePoint choose from SharePoint, then using the same procedure you used to add navigation to the Quick Launch, locate the page and add the navigation link to the button. Save the page and then check that the button works, repeat this process for adding more buttons within your site. To Do:. You have already created at least four pages for your SharePoint site and the navigation for these will be on the QLP, however what I would like you to do now is to use buttons on your site as navigation rather than the QLP. There are a selection of readymade buttons in the file on the Home Drive for you to use during today s session. Before you begin adding buttons it is a good idea to make sure that you are back to the parent site before you begin, by using the Edit button on the Ribbon, create a table on your parent home page with one row and 4 columns (you might have to alter this table depending on how many pages you created). Use the Insert icon on the ribbon to insert each of the buttons into the sections on the table a table is a good way to insure that the buttons are all level when displayed on the page. Once all your buttons are in place you can then add the URL to enable each button to navigate to each of the pages. You could put buttons on each of the pages that say either Back or Home which will then take you to the Home Page or a particular landing page that you want to use as the Home Page.

12 Learning Objectives three add lists and libraries using Web Parts What are Web Parts? Web Parts are reusable components (or Apps) that display content on web pages in SharePoint 2013, Web Parts are a fundamental component in building SharePoint pages. Apps are the most common Web Parts used in SharePoint. Apps include lists, libraries, announcements, calendars etc. Each app instance that you have added to your site has an associated Web Part, the app Web parts enable you to add a view into the data in your app to your web pages. When you create Lists and Libraries in SharePoint they do not automatically appear on you page/site as you would expect SharePoint normally puts a link to these on the Quick Launch Panel to insert these into your content in SharePoint you would need to add these via Web Parts. To do this you need to Click on Page then click on Edit Put the mouse pointer where you want to add your Web Part then click Insert on the ribbon. The click on Web Part on the ribbon you will then see all the categories that are available for the Web Parts in your SharePoint site/page. You will notice that any libraries or lists you have created will show as they have below; Once you have decided which of the Web Parts you wish to add to your page/site you need to click on it and then click on Add, you will notice that the Web Part you have selected now appears on your page. It is very simple once you have placed a Web Part on your page/site to make changes to it. To Edit a Web Part once you have placed it in your site you need to click on the down arrow alongside the name of the Web Part and choose Edit Web Part. It also allows you to Delete this Web Part if it is not what you require.

13 Once you click Edit Web Part you will see the following options; If you have created views in SharePoint for your library and you would like this displayed in one of the views that you have created you will need to click on the down arrow next to Current View, you will then see a selection of views that you have created for this library, as shown below; You then select the view that you require and then click Apply, then OK once you return to your page/site you will notice that the library has changed to the view you require. Although there are lots of other options available when you edit a Web Part you will not normally need to use anything other than Appearance and possibly Layout. To Do:. You will first need to create a library (you can use the files in the Home Drive of the computer in the classroom) create a library to hold information on meetings, staff, departments, Create some custom columns use things like Dates / Years / Types / Categories (remember to use the different types of columns available make sure that at least one of those columns is a choice (drop down choices) Create a view for your library, making sure that you use grouping on at least one of the columns (preferably a column that has a choice call this view TEST VIEW Using one of the pages that you created you need to use the Edit Page on the ribbons and in a spaced on the page you need to Add the list/library by using Web Parts. Once your List/Library is on your page you will notice that they view you created does not appear, you will now have to Edit the Web Part on this List/Library in order for it to display the view you have created. Create another view for your List/Library and then add this to another one of your pages so it is showing the same List/Library but in a different way.

14 Learning objective four Change/Delete/Add permissions Changing Permissions / adding new Permissions Once you have created your site and set permissions you do have the opportunity to change the permission levels or add others to the site, to do this follow the instructions below; Once on the correct site, click on the Page tab on the ribbon and choose Page Permissions. You can only access SharePoint 2013 if a SharePoint Administrator or site owner grants you permission. You are able to grant permissions to groups of people or to individuals. It is normally recommended to add individuals to SharePoint Groups and then provide access to those groups, rather than give access directly to individual users View Site Permissions On the site that you wish to check permission levels click the Settings Button (the small gear icon next to the name of the logged on user) on the menu that appears click Site Settings. On the Site Settings page in the Users and Permissions section click Site Permissions. On this permissions page you are able to view the permission levels assigned to each group on the site. Breaking Permission Inheritance By default all sites, pages, lists and libraries inherit permissions form their parent site. Permissions for objects cascade from the parent site to the child site. For instance a subsite inherits the permissions of its parent site. A library inherits permissions of the site in which it is created, and a document inherits the permission of the library to which it is uploaded. If you want to stop this inheritance and customise permissions you will need to break inheritance. You may have a site with team information for everyone on your team, by default everyone who has access to a team library can see the documents in that library. Still you might want to restrict the Performance Reviews folder to only allow managers to access it. In this case you would break the inheritance from the parent library so that only the Mangers group can see that particular folder. To break the inheritance firstly select the list or library with which you want to change the permission for (for this example we will work with a library). On the ribbon click the Library tab then in the Settings Group click Library Settings. On the Library Settings page in the Permissions And Management section click Permissions For This Document Library. On the Permissions tab in the Inheritance group click Stop Inheriting Permissions, when the pop-up message box appears and asks you to confirm the change click OK. Group Permission Levels A new site can be created to use the same permissions as the parent site or to use unique permissions. Upon creation of a new site with unique permissions, SharePoint 2013 automatically creates three groups; Visitor, Members and Owner. New groups can be created and unused groups can be deleted. Permissions then need to be assigned to groups for them to actually be of use. SharePoint administrators can use permissions levels to control what groups or individuals can do within SharePoint.

15 Permission levels determine what type of activities that groups can perform on a site, page, list, item or document. Upon creation of a new team site, SharePoint automatically creates seven permission levels. Permission Level Full Control Design Edit Contribute Read Limited Access View Only Definition Users have full control of a site to add, delete, approve, move and create new sites. Users can view, add, delete, approve and customise a SharePoint site. Users can add, edit and delete lists. They can also view, add, update, and delete list items and documents. Users can view, add, update and delete list items and documents. Users can view pages and list items, they can also can download document copies. User can view specific lists, documents libraries, list items, folders or documents when given permission. Similar to the Read permission level, but users cannot download items.

16 Learning Objective Five Creating and Working with Groups Customising SharePoint groups makes it possible for your organisation to effectively grant access to only the users it specifies. When you create a group you can name it, assign it a permission level and add people to it. To create a group follow the following instructions; On the Site Settings page in the Users and Permissions section click Site Permissions. On the Permissions page, click the Permissions tab and then in the Grant Group click Create Group. On the Create Group page, in the name text box, enter a name for the group, then in the About Me text box enter a description for this group. By default SharePoint will assign you as the group owner, you can change this or add another group owner if you require. Group Settings allow you to choose who can view the membership of this group as well as how you want to deal with membership requests, see below;

17 In the Give Group Permission to This Site section, select a check box corresponding to the permission level that you want to assign to the group, then click Create. Your group is now created. To Add users to this group you need to select New, you will then see a dialog box which will allow you to add users to this group, once you have added the appropriate users click Share. You have now created a custom group which can be assigned to other pages, lists and libraries. Adding an Existing Custom Group to a Site To add people in an existing group that have already been created for a particular site/page you need to do the following; Click on Site Settings and in the Users and Permissions section click Site Permissions. Then on the Permissions page click the Permissions tab and then in the Grant group click Grant Permissions. In the Share dialog box, in the designated text box enter names, addresses or the word Everyone. Click the Show Options button. In the Select A Group Or Permission Level list box click on the drop down arrow and choose your required group name. Then click Share. Website address for creating and managing SharePoint Groups by Microsoft; SharePoint Groups and Permission. To Do:. It is important while you are working with the SharePoint training accounts to really play around with the permissions all of the pages that you created should all have inherited their permissions from the parent site, choose a couple of pages and break the inheritance so that they can have unique permissions. Now create a group and assign permissions to this group and assign this group to one of your pages use your own address to see if it give you access. Now take a look at the permissions for your lists and libraries and change the permission inheritance and see how it affects the library/list. Create another group and assign this group you have just created to a page to either a List / Library / Page / or even just a document in a library.

18 Learning objective Six Use Version Control and Alerts on documents and libraries SharePoint 2013 includes features that will help you control documents in a document library they include; Versioning this is the method by which successive iterations of a document are numbered and saved. Content Approval this is the method by which site members who have approver permissions control the publication of content. Check-out and Check-in these are methods by which users can better control when a new version of a document is created and also comment on changes that they made when they check a document in. Use major and minor versioning when you want to differentiate between published content that can be viewed by an audience and draft content that is not yet ready for publication. For example on a human resources Web site that describes organisational benefits use major and minor versioning to restrict employees access to benefits descriptions while the descriptions are being revised. Setting up Versioning Control To set up versioning control on your document library you firstly need to select the library that you wish to use version control. Click on the library to open it and then click on Library Library Settings From General Settings choose Versioning Settings Once you have chosen Versioning Settings you will then see the following options; If you require for the document contents to be approved you need to select Yes The next options are regarding the type of Document Version History you require (by default it will give you No versioning), here you choose first whether you want Major Versions or Major and Minor versions as well as how many copies you wish to keep The next option is Draft Item Security this is where you would choose who should see draft items in this document library. Last option is Require Check Out this options specifies that users must check out the documents before they are able to make changes to them. If you select Check in Check out then you will have the option to complete comments in the version control otherwise SharePoint will not let you add comments. Once you have completed the set up for Versioning Control you need to click OK. Once you have set up your Version Control you then need to go back and open your library to check that it is working correctly, one way of checking that you have set it up correctly is to click on the ellipses ( ) next to a file in your library, then select the ellipses ( ) again which will then show you a menus as shown below

19 You will notice from the menu that you Publish a Major Version and Version History if you click on Version History it will show you the Version No when and who modified by (if you had used the Check-Out option you would see any comments that had be made by the person who modified it). SharePoint only offers you the option to add comments if you use the Check-Out function. When you have finished modified and adapting the versions of your document you can then Publish Major Version and it will allow you to write some comments on the document or what you have done to the document this is viewable by everybody that has access to your library. If you want to make changes to the document once it s been published you can click on the document and choose to Unpublish this version. What are Alerts and how do you use them? Other ways of being able to keep track of what is happening with documents in SharePoint is to use Alerts, Alerts allow you to know when somebody has made changes to a document in your library or edited a document, Alerts are easy to set up and SharePoint lets you decide how and when you are notified of any changes. To enable Alerts you need to; Click List Alert Me Set an alert on this list. The new Alert Page will open up which then gives you the option to choose how you wish to be Alerted and what you are alerted for. In the Send Alerts To section, enter the user names or addresses of people you want alerts to be sent to, as this may not be you. You then have the option to decide how you would like your Alert sent to you, this can be done in several ways i.e. (most common) or a Text Message Set other options in the Change Type, When to Send Alerts and other sections and then click OK.

20 You then have the option to decide change on the Change Type which covers Items Added, Items Deleted (could be quite important), Modified and All Changes depending on the content of the data/information being held. You also have the option to Send Alerts for These Changes which cover the following; The last option you have is to decide when to send Alerts, these can be sent immediately any changes are made but be warned this could block up your inbox depending on how many people are working on documents. It does give you the option to have either a Daily or Weekly summary report of all the changes you can even choose the day and time you would like it to happen. Delete Items in a List To delete items from your List click to select the item in the list that you want to delete then select Items on the ribbon and choose Delete Item. This item will then be remove from your List. To Do:. Using the documents in one of the libraries you have created assign Version Control, then open up one of the documents and make some changes. Once the document is saved back into the SharePoint library check that Version Control has worked and that there are comments with reference to the changes made to the document if the comments are not showing up revisit the notes above and try the process again. Use Alerts for either documents or a Library, use your own address that way you can check the to see if it has alerted you to any changes that have happened to the documents.

21 Further information - Getting extra help Clinics The IT Learning Centre offers bookable clinics where you can get pre- or post-course advice. About Lynda.com Lynda.com is free to all members of the University. Visit courses.it.ox.ac.uk/lynda and sign in with your Single Sign-On (SSO) credentials. Some courses recommend pre- and/or post-course playlists of Lynda.com videos to support your learning. You can watch these anywhere, anytime, and even download them on to a tablet or smartphone for off-line viewing. If you need a quiet place to work through playlists away from distractions, the IT Learning Centre offers frequent Lynda Labs that you can book on to. About the ITLC Portfolio Many of the resources used on the IT Learning Centre courses and workshops are made available as Open Educational Resources (OER) via our Portfolio website at portfolio.it.ox.ac.uk. About the IT Learning Centre The IT Learning Centre delivers over 100 It-related classroom-based courses, and gives you access to thousands of on-line course through Lynda.com. Our team of teachers have backgrounds in academia, research, business and education and are supported by other experts from around the University and beyond. Our courses are open to all members of the University at a small charge. Where resources allow, we can deliver closed courses to departments and colleges, which can be more cost effective than signing up individually. We can also customize courses to suit your needs. Our fully equipped suite of seven teaching and training rooms are available for hire for your own events and courses. For more information contact us at courses@it.ox.ac.uk About Academic IT Services The IT Learning Centre is part of Academic IT Services (AcIT). AcIT engages with the University in all aspects of the use of IT for teaching, learning and outreach, including the development of the University s Virtual Learning Environment (WebLearn), research data management advice, technology enhanced learning, and digital media services including the Replay lecture capture service. If you think AcIT can help you, contact us at academicit@it.ox.ac.uk

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23 SharePoint: Working with new or existing sites Your comfort is important.. Traci Huggins The toilets are along the corridor outside the lecture rooms The rest area is where you registered The swivel seats are adjustable You can adjust the monitors for height, tilt and brightness The Course Handbook.. Course Outline.. Contains notes on each topic + slides Tasks for you to practice during today s course Work at your own pace Follow up work Continue with exercises after the session Course Clinics and Lynda Labs SharePoint Training Accounts SharePoint Security Creating Pages Locating Pages Setting Up Navigation Creating Groups Changing Permissions Creating Lists Creating Libraries Grouping / Sorting data in a document library Using Alerts Using Version Control Training Accounts.. SharePoint Permissions Full Control Design Edit Contribute Read View Only Approve Manage Hierarchy Restricted Read Restricted Interface for Translation 1

24 Creating Pages. Locating Pages.. Setting up Navigation.. Setting up Navigation.. There are commonly two different types of Navigation Quick Launch and Top Link Bar Top link bar is for global navigation and Quick Launch is for the site navigation Site Settings Look and Feel Navigation Structural Navigation Global Navigation: appears on the Top Link bar Use buttons as navigation OR Current Navigation: appears on the QLP (left hand side) Changing Permissions.. Granting Permissions and Sharing.. 2

25 Creating a custom list Libraries Library's can consist of Folders and Files that can be Shared with other site users Creating Libraries Creating Views and Sorting Documents Grouping Documents Adding People to Pages 3

26 Creating Custom Groups Versioning Control Setting Alerts Deleting Pages From the Site itself; Deleting Sub Sites This presentation is made available by Traci Huggins under a Creative Commons licence: Attribution-NonCommercial-ShareAlike CC BY-NC-SA Individual images may be subject to their own copyright conditions and where possible this is acknowledged in the presentation traci.huggins@it.ox.ac.uk Site Actions Site Settings Delete this site 4