SharePoint 2010 Tutorial

Transcription

1 SharePoint 2010 Tutorial

2 TABLE OF CONTENTS Introduction... 1 Basic Navigation... 2 Navigation Buttons & Bars... 3 Ribbon... 4 Library Ribbon... 6 Recycle Bin... 7 Permission Levels & Groups... 8 Create a Site Based on a Template... 9 Check Permissions Tool Edit Page List vs. Library Delete a List of Library Add or Upload Documents to a Library Creating Alerts Open and Edit Library Files Check Out a File Check In a File Discussion Boards Create a Custom View

3 INTRODUCTION Microsoft SharePoint 2010 is a Web-based platform that is used for collaboration among team members working on various projects. An important benefit to using SharePoint sites is the centralization of information. If you use a SharePoint site you have a central location where you can access, work with, and collaborate on different aspects of a project. You will no longer need to search through your for an important attachment, access file shares to locate different documents, or guess whether the information you have is the most current. SharePoint 2010 uses the ribbon interface found in Microsoft Office clients such as Word and Excel. Including the ribbon brings continuity to the Office products and also makes it easier and faster to find the functionality you are looking for. 2

4 Basic Navigation: You can access any SharePoint site by typing the URL into the address bar. Each site will have the same basic navigation buttons and bars. Site Actions menu Breadcrumb trail Ribbon tabs Site introduction User menu Help button URL Site logo Navigation bar Quick Launch bar Site image Recycle Bin All Site Content link Shared Document Web Part Getting Started menu 3

5 Navigation Buttons and Bars User menu: This menu provides you with the option to login as a different user and to logout of the site. Site Actions menu: Any action you need to perform on your site is listed here. It should be noted however, that the site action button is displayed depending upon the user s permission level. Breadcrumb Trail: This bar shows the path that the user has taken to arrive at a page. It provides links back to each previous page the user navigated through to get to the current page. 4

6 Ribbon Tabs: With the integration of the Ribbon bar in SharePoint 2010, Ribbon tabs have taken the place of drop down menus. Quick Launch: Lists links to site libraries, lists, discussions, sites and any new object that is created in SharePoint. NOTE: The People & Groups link has been removed from the Quick Launch. You can view site permissions from the site actions menu or by clicking on the Share this site theme link under Getting Started. Site Introduction: Add a new image, change the welcome text or add new lists to your page, click on Site Actions select Edit Page. Getting Started Menu: Contains 4 links to make it easy to make changes to your SharePoint site. Share this site link connects you to the permissions page. Change site theme link allows you to change the fonts and color scheme for your site. Set a site icon link gives you the capability to change the site logo. Customize the Quick Launch link allows you to change the links and headings in the Quick Launch. All Site Content: Displays all sites, lists, and libraries in this site. Ribbon The Ribbon is a toolbar that appears across the top of each page and displays many of the most commonly-used tools, controls and commands. The number and types of controls that appear on the ribbon vary according to context and depend in part on the type of page you are viewing, the level of control that your administrator has granted to users, and your permission level within the site. Tabs, groups, and commands on the ribbon are contextual. Therefore, the ribbon commands available to you change depending on where you are and what you are doing. For example, the Navigate Up command is only available when you navigate into a folder in a list or library. 5

7 Browse: Returns you to the Breadcrumb Trail. Page: Check out the page for editing, manage page permissions, library settings and library permissions. Editing Tools Format Text : Check out the page for editing, customize page. Editing Tools new lists. Insert : Add tables, images, links, upload files, add web parts, and create 6

8 Library Ribbon: The ribbon that appears when you select a library from the Libraries list differs from the site page ribbon illustrated in the previous section. To access the ribbon click on Shared Documents on the Quick Launch bar. Library Tools Documents: Create a new document, upload documents, manage document permissions. Use this tab to work on individual documents. Library Tools Library: Modify the view, create a new view, manage library setting and permissions. Use this tab to work on the library as a whole. Page Tools Insert: Click on Site Actions and select Edit Page to view Page Tools and Web Part Tools. From here you can insert text, images, and web parts Web Part Tools parts. Options: Modify web part properties, minimize and or delete web 7

9 Recycle Bin: The Site Collection Recycle Bin gives the administrator of a site collection greater control over deleted items by providing you with a second stage safety net before an item is permanently deleted from a site. When you delete an item from your Recycle Bin, the item is sent to a second stage Recycle Bin that the administrator of the site collection manages. NOTE : The second level Recycle Bin is only available to the site collection administrator. View items in the Recycle Bin: 1. On the top-level site, click the Site Actions menu. 2. Select Site Settings. 3. On the Site Settings page, in the Site Collection Administration section, click Recycle Bin. 4. On the Site collection Recycle Bin page, in the Select a View section, do one of the following: To view items that the user has sent to the Recycle Bin, click End user Recycle Bin items. To view items that the user has deleted from the Recycle Bin and has sent to the Site collection Recycle Bin, click Deleted from end user Recycle Bin. Delete items in the Recycle Bin: 1. On the Site Collection Recycle Bin page, in the Select a View section, do one of the following: To view items that the user has sent to the Recycle Bin, click End user Recycle Bin items. To view items that the user has deleted from the Recycle Bin and sent to the Site Collection Recycle Bin, click Deleted from the end user Recycle Bin. 2. Select the check box next to the items that you want to delete. To select all of the items at once, select the check box next to Type. 3. Click Delete Selection Note: When you view items in End user Recycle Bin Items, the items that you delete are sent to Deleted from end user Recycle Bin. Restore items in the Recycle Bin: 1. On the Site Collection Recycle Bin page, in the Select a View section, do one of the following: To view items that the user has sent to the Recycle Bin, click End user Recycle Bin items. To view items that the user has deleted from the Recycle Bin and sent to the Site Collection Recycle Bin, click Deleted from the end user Recycle Bin. 2. Select the check box next to the items that you want to restore. To select all of the items at once, select the check box next to Type. 3. Click Restore Selection. Note: If you restore an item that was originally located in a deleted folder, the folder is recreated in its original location, and then the item is restored in that folder. 8

10 Permission Levels and Groups: A SharePoint group is a set of users that can be managed together. A permission level is a set of permissions that can be assigned to a specific group for a specific securable object. Adding users to a SharePoint group is recommended, as this makes managing permissions easier across multiple sites. SharePoint groups and permission levels are defined at the site collection level and are inherited from the parent object by default. Permissions do not need to be inherited from the parent site, you can create unique permissions for your site. The following table lists the default SharePoint groups you will see when you create a site using the team site template. Group name Default permission level Description Visitors Read Use this group to grant people Read permissions to the SharePoint site. Members Contribute Use this group to grant people Contribute permissions to the SharePoint site. Owners Full Control Use this group to grant people Full Control permissions to the SharePoint site. If you use a site template other than the team site template, you will see a different list of default SharePoint groups. For example, the following table shows the additional groups provided by a publishing site template. Group name Default permission level Description Restricted Readers Style Resource Readers Restricted Read to the site, plus Limited Access to specific lists Read to the Master Page Gallery and Restricted Read to the Style Library. Members of this group can view pages and documents, but cannot view historical versions or review user rights information. Members of this group are given Read permission to the Master Page Gallery and Restricted Read permission to the Style Library. By default, all authenticated users are a member of this group. Note: Do not remove all authenticated users from this group. Because Master Page Gallery and Style Library are shared across all sites in the site collection and must be accessible to all users of all sites. If you remove all authenticated users from the group, anyone with this permission level on a subsite will not be able to render the site. SharePoint will not automatically add or remove users of subsites to or from this group as needed. Quick Deploy Users Approvers Contribute to the Quick Deploy Items library, plus Limited Access to the rest of the site Approve, plus Limited Access Members of this group can schedule Quick Deploy jobs. Members of this group can edit and approve pages, list items, and documents. Hierarchy Manage Hierarchy, Members of this group can create sites, lists, list items, and 9

11 Managers plus Limited Access documents. Note: The Limited Access permission level is used to give groups access to a specific list, library, folder, document, or item, without giving them access to the entire site. Do not remove this permission level from the groups listed above. If this permission level is removed, the groups might not be able to navigate through the site to get the specific items with which they need to interact. Make most users members of the Visitors or Members groups. By default, users in the Members group can contribute to the site by adding or removing items or documents, but cannot change the structure, site settings, or appearance of the site. The Visitors group has read-only access to the site, which means that they can see pages and items, and open items and documents, but cannot add or remove pages, items, or documents. Site Admins and Site Collection Admins are two DIFFERENT types of individuals. Site Collection admins have full access to all data in a site collection, despite what a site/list/list item indicates. Site Owners have full control over the site to which they are given ownership, but only to that site. Create a Site based on a Template: A team site comes with announcements lists, discussion boards, document libraries, a calendar, a links list, a wiki page library, and a task list already configured and ready for use. These components of the site allow you and your team to quickly set up and begin collaborating on your projects. 1. Click on the Site Actions menu and select New Site. 2. Click on any site icon and notice that on the right side of the window the creation attributes are dynamically displayed for each item. 3. Click on Team Site to select it then click on More Options. 10

12 4. Enter a title and description for the site. 5. Enter a URL for the site. NOTE: When entering the URL you only need to specify what the site name (last portion of the URL) will be. SharePoint will automatically generate the first portion of the URL. 6. If you do not want the site to inherit permissions from the parent site click User unique permissions. 7. Select whether or not you would like the site to appear on the Quick Launch of the parent site. 8. Click Create. By selecting Use unique permissions, the Set Up Groups for this Site window will appear. Use this page to specify who can access your site. You can create new SharePoint groups or re-use existing SharePoint groups. 11

13 1. Visitors to this Site: create a group of visitors or re-use an existing SharePoint group. To use an existing group click on the down arrow and select from the list. To see a complete list of groups click on More 2. Members of this Site: a new group is automatically created for this group. You can add members to this group by typing in the user s name or clicking on the address book icon. Separate each user s name with a semicolon. 3. Owners of this Site: a new group is automatically created for this group. You can add members to this group by typing in the user s name or clicking on the address book icon. Separate each user s name with a semicolon. Permissions are cumulative, therefore if you add someone to the Owners group there is no need to add them to the other groups. 4. Click Ok when all of the changes have been made. To check or make changes to group or individual permissions click on Site Actions and select Site Permissions. From this page you can grant permissions, create new groups, edit or remove user permissions. 12

14 1. Edit User Permissions: check the box next to the group or individual name that you would like to make the changes to and click on Edit User Permissions. Select the new permission level and click Ok. 2. Remove User Permissions: check the box next to the group or individual name that you would like to remove all permissions for. A warning window appears, click Ok to remove permissions. 3. Add or Remove Individuals from a Group: click on the group name, click the New drop down menu and select Add Users 13

15 4. Enter the user name. You can enter more than one user name, separate the names with a semicolon. Click Ok when finished. 5. To remove a user from a group check the box next to their name and click on the Actions pull down menu. Select Remove Users from Group, a warning window will appear, click Ok. 6. Grant Permissions: to add individual users or groups to a site click on Grant Permissions. Enter the user names or group names, remember to separate them with a semicolon. Select which sharepoint group the user should be added to or grant them permissions directly by selecting Grant users permission directly. Click Ok when finished. 14

16 7. Create Group: to create a new group click on Create Group, enter the group name, description and select a permission level. Click Create when finished. Check Permissions Tool New to SharePoint 2010 the Check Permission tool will evaluate what permission a particular user or group has. To view the permission levels: 1. Click on the Site Actions pull down menu and select site permissions. 2. Click on the Check Permissions icon on the Ribbon. 15

17 3. Enter the username or group name and click Check Now. A window will appear listing all the persmissions for that particular user of group. Edit Page: The Edit Page option is used to change the site image, the welcome text or add new lists to the page. To begin editing click the Edit button located to the right of the Site Actions drop down menu or click on Site Actions and select Edit Page. 1. Change the site image: click the Edit Button, click Insert on the ribbon, click Picture. 16

18 2. To insert a picture from your computer click on From Computer. To insert a picture from the web click on From Address. 3. If you select a picture stored on your computer it will upload to your Site Assets library or one of the other site libraries. Select which library to upload the picture to by clicking on the down arrow. Asset Library: An asset library is a document library that is specially designed to store digital assets such as images, audio files, and videos. This kind of library can be used as a repository for media files that will be used throughout the SharePoint environment, for example corporate logos, training videos, etc. 4. When you are finished making your changes click on the Save & Close icon. List vs. Library: In SharePoint most everything is organized or displayed in lists. A list stores like data in the same place. An example of a list is a Calendar, it stores dates and descriptions of what will happen on those dates. A library is a list, however the difference between a library and any other kind of list is that the main function of a library is to store files, whereas the main function of a list that is not a document library is to store data. Add an Existing List or New List to your page using the Ribbon. 1. To add an Existing List to your page click on Insert on the Editing Tools tab and select Existing List on the ribbon. A window opens listing the Web Parts that can be added. Select Announcements and click Add, and then click Save & Close. 17

19 2. Click on Add new announcement to post an announcement to your page. Fill in the title and add a description in the Body box. Select an expiration date, click Save. 3. To view more list options click on New List. Give the list a title, select the type of list you would like to create and click Ok. Create a new library or list from the Quick Launch bar. 1. Click on Libraries or Lists and click Create. 18

20 2. A window appears with all the different types of libraries, lists, etc. that can be created. Click on library or list under Filter By to display the choices. Click on an icon and notice that on the right side of the window the creation attributes are dynamically displayed for each item. 3. Click on Document Library and select More Options. Type a name and a description for the library. Specify whether a link to this document library appears on the Quick Launch. Specify whether a version is created each time you edit a file in this document library. When versioning is enabled, you can see when an item or file was changed and who changed it. If you make a mistake in a current version or you need to restore part of a document that you deleted you can easily replace your current version with a previous version. Click Create. 19

21 Delete a List or Library A site might have lists that your team does not require. For example libraries that contain outdated documents or lists with contacts who no longer work in your department. In order to customize the site to meet your team s requirements, you might want to delete any lists that you don t need. Remember, you need the proper persmission level to delete a list or library. 1. To delete a Library click on the library link in the Quick Launch. Click on the Library tab in the Library Tools group on the ribbon. 2. Click on Library Settings. 3. Under Permissions and Management click Delete this document library. Note: Only site owners can delete libraries and lists. A warning message appears, click Ok to delete the library. 4. To delete a list click on the list link in the Quick Launch. Click on the List tab in the List Tools group on the ribbon. 5. Click on List Settings. 6. Under Permissions and Management click Delete this list. A warning message appears, click Ok to delete the list. 7. You can also delete a list from Site Actions. Click on Site Actions drop down menu and select Site Settings. Under Site Administration click on Site Libraries and lists. This window shows all the libraries and lists associated with this page. 20

22 8. Click on the library or list you wish to delete. Under Permissions and Management click on Delete this library or list. List Settings: In addition to deleting document libraries and lists, list settings provides the following options (only a few are listed here): Hide or show the list name in the Quick Launch, select Title, description and navigation. Turn versioning off or on, select Versioning settings. Check permissions for the library, select Permissions for this document library. Add or edit columns. Add or Upload Documents to a Library: There is more that one way to upload a document to a library. You can add a document from inside the library or from the ribbon. 1. Open the document library. 2. Click on Add document. 3. An Upload Document window appears. Click on Browse and select the document to be uploaded. Click Ok. 21

23 4. Select Documents on the Library Tools tab on the ribbon. Click on Upload Document and select Upload Multiple Documents. 5. You can either Browse for files or drag and drop them into the window. Click Ok when you are finished. 6. You can also create a new document while working in SharePoint. Click on New Document to open Word. When you have completed the document click on File, Save As. Notice that the document will be saved to the document library. 22

24 Folders SharePoint provides the ability for you to create folders in libraries/lists. However, it is important to properly plan and implement your information management strategy so that you will be able to locate, manage and process the information that you have. 1. Select the library in which you would like to create a folder and click on Documents on the ribbon. 2. Click on New Folder. 3. Give the folder a name and click on Save. 4. To upload a document to the folder click on Upload Document, browse for the document. Click on Choose Folder, a dialog box opens. Expand the Test Library to see all of the available folders. 5. Select the folder and click OK. The name of the folder will appear in the box next to Choose Folder. 23

25 6. Click Ok on the Upload Document window. 7. It is possible to move documents from one folder to another. Click on the folder to open it. Click on the Library tab and select Open with Explorer. 8. From the explorer window drag the file to the library. 9. To move a file from one folder to another open each folder and click on Open with Explorer. Drag the file from one folder to the other. Creating Alerts SharePoint alerts send s when an item in a list or library changes. A user can subscribe at four different levels; a list, a library, a list item, or a document. You can choose to have immediate alerts or daily summaries sent to your inbox. Immediate alerts will appear in your 24

26 inbox each time a change is made to the item you requested alerts for. A daily summary organizes the changes in a single message. Keep in mind that if you choose immediate alerts your inbox may become inundated with messages. Creating an Alert from your profile: 1. Open your profile by clicking on the User menu and selecting my settings. 2. Click on My Alerts and select Add Alert. 3. A New Alert window opens. From here you can choose which list or library you would like to have an alert sent from. If you do not wish to have alerts sent for the entire list or library, only for individual items in the library, click on the View this list link. Select a list or library and click Next. 4. Since Test Library was selected it appears in the Alert Title box. If you are setting up an alert for a particular list item or document, then the name of that item or document will appear in the box. 25

27 5. Enter the username or addresses in the Send Alerts To box. Click on the address book located in the bottom right corner of the box and enter the last name of the person, select the name from the list that appears. This works just like the Global Address list in Outlook. Note: only site owners can add users other than themselves to the list. 6. Select the type of change to watch for. 7. Select when to have the Alert sent to you. If you would like to have two daily summaries sent then you will have to create 2 summaries, set the time for one in the morning and set the time for the other in the afternoon. 8. Click Ok when finished. You will receive an stating that you have successfully created an alert. 9. To manage your alerts, go to your profile and click on My Settings and select My Alerts. From this window you can delete multiple alerts or add an alert. 26

28 10. Click on an alert to open it. From this window you can make changes to, or delete the alert. Creating an Alert from within a list or library: 1. Click on a library from the Quick Launch and select the Library tab from the ribbon. 2. Click on the Alert Me icon to set an alert for the entire library or to manage your alerts. 27

29 3. To set an alert for a single item, mouse over the item and click on the down arrow. Select Alert Me. Open and Edit Library Files Files that are uploaded to the Shared Documents Library allows team members to read and make changes to these files. The file check out and check in system is used to edit files in which an orderly sequence of changes is created and each member can be assured that their changes are not lost or overwritten. Do not configure your site library to require checkout if people plan to co-author documents in the library. People cannot work simultaneously on documents when required check-out is in effect. Versions: are successive copies of a document that are created each time the file is modified. A version number is assigned to each copy. The version number, a description of the modification, and the date the file was modified are all visible in the document library. Using versions allows a file to be reverted back to an earlier copy or recovered if it is accidentally deleted. Versioning is not enabled in SharePoint by default, but it can be enabled by the site owner. Both lists and libraries are able to use versioning. Note: When you check out a file you can edit and save the changes as many times as you want without creating new versions. A new version is not created until you check the file back into the library. 28

30 Major vs. Minor Versions: Versions are classified as either major (e.g. adding, changing, or deleting large sections of text) or minor (e.g. updating a few figures in a spreadsheet or changing the wording of a sentence). Major versions are indicated by whole numbers (1.0, 2.0, 3.0, etc.), while minor versions are indicated by decimals (1.1, 1.2, 1.3, etc.) Open a Read-Only Copy of a Library File 1. Use the Quick Launch bar to navigate to the library that holds the file you want to open. 2. Click the name of the file. 3. If prompted, verify that Read Only is selected and click OK. Open a Library File for Editing 1. Use the Quick Launch bar to navigate to the library that holds the file you want to open. 2. Click the name of the file that you want to open. 3. Click Edit, and click OK. 4. When the application and file have opened, perform the necessary edits. 5. Save and close the file. Check Out a File 1. Navigate to the library that holds the document you need to check out. 2. From the document s drop-down menu, choose Check Out. 3. The following dialog box appears. Here you have the option to check out the document to a local drafts folder. A local drafts folder is used to store the file locally so that you can work with it offline. 29

31 Note: If the file is already checked out the Check Out option will not appear in the drop-down menu. The document Type icon will display an arrow pointing down and to the right when a document is checked out. To find out who has the file checked out hover the mouse over the file icon. The name of the person who has checked it out is displayed in a tooltip. 4. Click OK. 5. Open My Documents and double click SharePoint Drafts to display the checked out file. 6. To check out multiple documents hover the mouse over an item and click the check box next to one or more documents. 7. Click the Documents tab under Library Tools on the ribbon. 8. Click Check Out. 9. Click Ok. Cancel a File Check Out 1. Navigate to the library that holds the document that is checked out. 2. From the document s drop-down menu, choose Discard Check Out. 3. To confirm that you want to discard the checkout, click OK. Note: All changes made to the file while it was checked out will be lost. 30

32 Check in a File 1. After you have edited a checked out document, save and close the file. You will be prompted to check the document back into SharePoint. If your edits are complete, click Yes. If you have more edits to complete, click No. If you want to return to the document without closing it, click Cancel. 2. If you click Yes in the previous step, the Check In dialog box is displayed. Enter a comment in the Version Comments text box. 3. If necessary, check Keep The Document Checked Out After Checking In This Version. This option enables others to see your changes, but enables you to keep working in the file. 4. Click OK. 31

33 View the Version History of a File 1. Navigate to the library that holds the file. 2. From the file s drop-down menu, choose Version History. Discussion Boards A discussion board is a method of communication that allows individuals to read messages, post messages and reply to messages in an online forum. By using a SharePoint discussion board you can discuss a topic, capture a conversation and save valuable storage in your Inbox. Discussion boards are often moderated by an administrator who monitors message content and may also approve or reject messages before they are posted. The SharePoint team site contains a default Team Discussion board. Create a Discussion 1. Click the Team Discussion link located on the Quick Launch 2. Click Add new discussion. 3. Fill in the Subject and Body. 4. Click Save. New Discussion item Add a Reply 1. Open the Discussion link. 2. Click Reply. 3. Type the reply text. 4. Click Save. 32

34 Note: A Message Thread is a series of messages related to a single topic. The thread begins with the original message and contains any replies to that message. A message thread allows you to follow an entire online conversation as it progresses and appears most often in systems, discussion boards and newsgroups. Most message threads can be sorted in chronological or reverse chronological order. Thread You can change the view of the discussion to a Flat view. 1. Click on the List tab on the ribbon. 2. In the Manage Views group click the drop down arrow next to Flat and select Threaded. 33

35 3. Threaded view. Create a Custom View Views provide a flexible way to create custom display forms for users interactions with list data. Views provide the ability for you to control which fields are displayed, the order in which the fields appear in the list and advanced multicolumn sorts and multicolumn filtering. Two types of views that can be created are personal and public. Public views are displayed to all users who are viewing the list. Personal views are displayed only to the user who created them and allow users to create views that are specific to their needs. A personal view can be created from a public view, but a public view cannot be created from a personal view. Create a View 1. Click the list or library you want to create a view for by clicking the name on the Quick Launch bar or clicking on All Site Content on the Quick Launch bar, select the list or library you want to work with. 2. Click on the List or Library tab under Tools and select Create View. 3. Click Standard View. 4. Enter a view name, the name must be unique to the list. 5. In the Audience section, select one of the available options: Create A Personal View creates a view that is only displayed for you. Create A Public View creates a view that other users can select and use. Note: only Owners of a site can create public views. If you are not an owner the create a view page will look slightly different. 6. In the Columns section you can do the following: Click the check box under the Display column to show or hide a column in the view. Change the order in which columns are displayed in the view by selecting a postion value from the drop-down list under Position From Left. 34

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37 7. There are several other options that you can use to customize your view. Click on the + signs to explore these options. 8. Click Ok when you are finished creating your view. 9. After you create a view, you are taken back to the list and your newly created view will be in effect for the list. 10. To return to the public view click on the view drop down menu and select All Documents. Delete a View 1. To delete a view in a list or library open the list or library and click on List or Library under the Tools tab and select List or Library Settings. 2. Under the Views section click on the view you wish to delete. 3. The Edit View page opens. Scroll down to the bottom of the page and click Delete. 4. You can also delete the view from the Breadcrumb Trail. Click on the drop down arrow next to the view name and select Modify this view. 5. The Edit View page opens. Scroll down to the bottom of the page and click Delete. 36

38 Copyright 2012, Software Application Training Unit, West Chester University. A member of the Pennsylvania State System of Higher Education. No portion of this document may be reproduced without the written permission of the authors. For assistance, call x