SharePoint Task Lists. C&IT Services User Guide

Transcription

1 SharePoint 2007 Task Lists C&IT Services User Guide

2 SHAREPOINT 2007 TASK LISTS Copyright 2010 Melbourne by Watsonia Software Pty Ltd (ABN ) Published by Watsonia Publishing wp: Australia & New Zealand Watsonia Publishing 47 Greenaway Street Bulleen Victoria Australia 3105 T: +61 (3) F: +61 (3) Web site: UK & Ireland Watsonia Publishing Ltd Stanton House, 1 Castlefield Road, Reigate, Surrey, RH2 0SA T: +44 (0) F: +44 (0) Web site: Product Code HMSP008 First Published January Production Acknowledgments SharePoint 2007 Task Lists is produced with the assistance, hard work, advice, recommendations, and dedication of a number of people too numerous to mention. We thank you all. Trademark Acknowledgments All terms mentioned in this manual that are known to be trademarks or service marks have been appropriately acknowledged or capitalised. Watsonia Software cannot attest to the accuracy of this information. Use of a term in this manual should not be regarded as affecting the validity of any trademark or service mark. Screen Shots Microsoft. All rights reserved. Disclaimer Every effort has been made to provide accurate and complete information. However, Watsonia Software assumes no responsibility for any direct, indirect, incidental, or consequential damages arising from the use of information in this document. Data and case study examples are intended to be fictional. Any resemblance to real persons or companies is coincidental. Copyright Notice This publication is protected in accordance with the provisions of the Copyright Act. Apart from permissions expressed in the Copyright Act pertaining to copying for study, review, or research, no part of this publication may be reproduced in any form, or stored in a database or retrieval system, or transmitted or distributed in any form by any means, electronic, mechanical photocopying, recording, or otherwise without written permission from Watsonia Software Pty Ltd.

3 READ ME FIRST In case you're not familiar with the terminology, Read Me First is quite often the name given to a computer file that contains important information for people to know prior to using an application. This section contains some important information to help you use this book so we thought we'd start with a Read Me First section. Who this course is for... What skills and knowledge you will acquire... What you'll need to know before beginning this course... The objectives of this guide What you get in a Chapter... What you'll need to have before commencing this course... As you work through this guide Where to from here... SharePoint 2007 Task Lists is designed for users who are keen to extend their understanding and knowledge of the software. The skills and knowledge acquired in SharePoint 2007 Task Lists are sufficient to be able to use and operate the software at an efficient level. SharePoint 2007 Task Lists assumes little or no knowledge of the software. However, it would be beneficial to have a general understanding of personal computers and the Windows operating system environment. At the completion of SharePoint 2007 Task Lists you should be able to: work with the task list to create and monitor team tasks Each of the chapters is comprised of a summary page listing the topics covered in that chapter. The 1 chapter then consists of single-page topic sheets pertaining to the theme of the chapter. Many of the topics in SharePoint 2007 Task Lists require you to open an existing file with data in it. These files are available from your instructor or course co-ordinator. You will need the product code for this course which is HMSP It is strongly recommended that you close all open files, if any, prior to commencing each new chapter in this learning guide. Each chapter, where relevant, has its own set of course files and any from a previous chapter are no longer required. Have a look at the next page which explains how a topic page works, ensure that you have access to the exercise files (see above), and you're ready to make a start. Watsonia Publishing - i - Read Me Preface

4 WORKING WITH TOPIC SHEETS The majority of this book comprises single-page topic sheets. There are two types of topic sheets: task and reference. The layout of both is similar an overview at the top, detail in the centre and additional reference (optional) material at the bottom. Task sheets contain a Try This Yourself step-by-step exercise panel in the detail area as shown below Topic name General topic overview provides an introduction to the topic Try This Yourself (Task-based topic sheets) is a detailed step-by-step practice exercise for you to work through. In Reference topic sheets this is usually replaced by a box with reference information. In Task topic sheets screen shots and graphics provide a visual clue as to what will happen when you work through the Try This Yourself practice exercise. In Reference topic sheets the screen shots and graphics are used to visually represent information and concepts. The For Your Reference (optional) element provides a quick summary of the steps required to perform a task. These usually only appear in Task-based topic sheets. The Handy To Know (optional) element provides additional information such as alternate ways of accomplishing a task or further information providing handy tips. Watsonia Publishing - ii - How To Preface

5 CONTENTS Chapter 1: Task Lists 1 Add a New Task... 2 Manage Tasks... 3 Filtering Tasks... 4 Delete a Task... 5 Task List Views... 6 Concluding Remarks 7 Watsonia Publishing - iii - Contents

6 CONTENTS Notes: Watsonia Publishing - iv - Contents

7 In CHAPTER 1 TASK LISTS FOCUS WPL_S715 SharePoint task lists can be used to track items that need to be completed by the team. The task list is a central location where team tasks can be created and monitored. You can also assign users to the tasks so that you know who is working on them. In this session you will: learn how to add a task to a task list learn how to update task status and percent complete learn how to display certain tasks by using the filter feature learn how to delete tasks that are no longer required learn how to use the built in task list views. Watsonia Publishing Page 1 Chapter 1 - Task Lists

8 ADD A NEW TASK A task list can almost be considered to be a To Do list and the tasks themselves are reminders of what needs to be done. Try This Yourself: Open File Before starting this exercise you MUST open the SharePoint Team Site From the Quick Launch Bar click View All Site Content From the Lists section, click Tasks Click the New menu Enter the details of the task and then click [OK] For Your Reference To create a new task: 1. Click View All Site Content from the Quick Launch Bar 2. Click Tasks from the Lists section 3. Click New and then enter the task details 4. Click [OK] Handy to Know If there is a specific person or group of people who are performing the task, you can assign the task to them. Watsonia Publishing Page 2 Chapter 1 - Task Lists

9 MANAGE TASKS As work is completed on a task you will want to update the progress of the task. By editing the task you can enter the percentage complete and status of the task. Try This Yourself: Open File Before starting this exercise you MUST open the SharePoint Team Site Within the Task List click Edit on the appropriate task, then click Edit Item OR Click the Name of the task and then click Edit Item Select a Status and enter the % complete Click [OK] For Your Reference To enter task status and % complete: 1. Position the mouse on the task to be updated and then click Edit 2. Select a Status 3. Enter the percentage complete 4. Click [OK] Handy to Know For complex tasks there may be other documentation available. This documentation can be attached to the task by using the Attach File button Watsonia Publishing Page 3 Chapter 1 - Task Lists

10 FILTERING TASKS As the task list grows you may want to find specific tasks such as all tasks that are not yet 100% complete, or all tasks that are high priority or even tasks that are assigned to you. Using the filter option will allow you to display the tasks that you need to work with and temporarily hide the tasks you don t need to see. Try This Yourself: 3 Open File Before starting this exercise you MUST open the SharePoint Team Site Open the appropriate Task List Point to the column heading that you wish to filter by and a drop down arrow will appear to the right side Click the drop down arrow and then select the criteria. The files that are not required are temporarily hidden. 4 In this example the high priority tasks have been filtered out. For Your Reference To filter tasks: 1. Click the drop down arrow on the column heading that you want to use for the filter 2. Select the criteria Handy to Know You can filter multiple columns at the same time, e.g. you may want to filter all those high priority tasks which have not yet been started Watsonia Publishing Page 4 Chapter 1 - Task Lists

11 DELETE A TASK Once a Task has been completed it can then be deleted if a record of it is no longer required. Just like other SharePoint items that are deleted, Tasks are sent to the SharePoint Recycle bin. Try This Yourself: 1 Open File Before starting this exercise you MUST open the SharePoint Team Site From the Quick Launch Bar click View All Site Content Within the Lists section, click Tasks Click the Task Name to display the full task and then click Delete Item When prompted to send the item to the Recycle bin, click [OK] 3 4 For Your Reference To delete a task: 1. From the Quick Launch Bar click View All Site Content 2. Click Tasks in the Lists section 3. Click the Task Name to be deleted 4. Click Delete Item and then [OK] Handy to Know If a task is deleted by mistake it can be easily retrieved from the Recycle Bin. Simply open the Recycle Bin, select the item and click Restore Selection. The task will then be placed back in it s original location. Watsonia Publishing Page 5 Chapter 1 - Task Lists

12 TASK LIST VIEWS SharePoint provides various views in order to sort and filter particular tasks. It is possible to create new views for the way tasks are displayed, but the built in views are rather handy. If the task views don t show you the information you need you can always use the sorting and filtering tools and create your own temporary view. To use a Task List View: 1. Open the appropriate Task List 2. Select the required view from the top of the page Task Views The Task Views are quite self explanatory, but this is exactly what you will see when you use one of the list views:- All Tasks Displays very single task in the list and is also the default view for a Task List Active Tasks By Assigned To Due Today My Tasks Displays all tasks where the status is not completed. Note: The task is not complete until the status is changed to completed. Even if the % Complete is marked at 100%, you will still have to change the status to match. Displays all the tasks but sorts them in order by who the tasks have been assigned to. The first items in the list will be those tasks that have not been assigned to anyone. Displays all tasks which have a due date of today. This view displays a list of tasks which have been assigned to the user who is currently logged in. This view also includes tasks where there may be multiple users assigned to the task, but your name is one of them Example Task Views Active Tasks By Assigned To Watsonia Publishing Page 6 Chapter 1 - Task Lists

13 CONCLUDING REMARKS Congratulations! You have now completed SharePoint 2007 Task Lists. SharePoint 2007 Task Lists was designed to get you to the point where you can competently perform a variety of operations. We have tried to build up your skills and knowledge by having you work through specific tasks. The step by step approach will serve as a reference for you when you need to repeat a task. Where To From Here The following is a little advice about what to do next: Spend some time playing with what you have learnt. You should reinforce the skills that you have acquired and use some of the application's commands. This will test just how much of the concepts and features have stuck! Don't try a big task just yet if you can avoid it - small is a good way to start. Some aspects of the course may now be a little vague. Go over some of the points that you may be unclear about. Use the examples and exercises in these notes and have another go - these step-by-step notes were designed to help you in the classroom and in the work place! Here are a few techniques and strategies that we've found handy for learning more about technology: read computer magazines - there are often useful articles about specific techniques if you have the skills and facilities browse the Internet, specifically the technical pages of the application that you have just learnt take an interest in what your work colleagues have done and how they did it - we don't suggest that you plagiarise but you can certainly learn from the techniques of others if your software came with a manual (which is rare nowadays) spend a bit of time each day reading a few pages. Then try the techniques out straight away - over a period of time you'll learn a lot this way and of course, there are also more courses and books for you to work through. Watsonia Publishing Page 7 Concluding Remarks

14 INDEX F P S T filter tasks 4 percent complete 3 status 3 task list views 6 tasks, delete 5 tasks 2