SharePoint. How to Get Started With Microsoft

Transcription

1 How to Get Started With Microsoft SharePoint SkillPath a division of the Graceland College Center for Professional Development and Lifelong Learning, Inc. All rights reserved, including the right to reproduce this material or any part thereof in any manner.

2 HOW TO GET STARTED WITH MICROSOFT SHAREPOINT SharePoint Site Features Learning Objectives At the end of this module, you will be able to master: The purpose and features of SharePoint The SharePoint Web interface How to use document libraries Working with lists and list templates Implementing custom lists Exporting SharePoint lists to Excel V716_

3 PARTICIPANT NOTEBOOK The Purpose and Features of SharePoint SharePoint is a collaboration platform and provides many apps with which to share documents and items in lists. The apps you get with SharePoint include different preformatted lists and libraries. You can think of SharePoint as a collection of Web pages and lists. With SharePoint, a department can develop a collection of specialized departmental Web pages that display department lists. These lists can include: Lists of important dates (Calendars) Lists of important issues (Issues List) Lists of important documents (Policies and Procedures) Lists of important tasks (Project Tasks List) By placing these lists on Web pages, departments can make this information available to users via Web browsers. The only thing a co-worker needs is a network connection and a browser. 3 V716_110817

4 HOW TO GET STARTED WITH MICROSOFT SHAREPOINT Two Immediate Benefits With SharePoint Process Improvement With easy access to lists via SharePoint, users can reduce collaboration frustrations and redundancy because SharePoint provides: Ad-hoc meeting and project workspaces (specialized subsites) Procedures to minimize attachments and convenience copies (document links) Centralized storage to reduce multiple groups creating the same content (eliminating redundancy) Ease of uploading datasets to share existing data with other business units Improved Search Information is only useful if you can find it. By storing your data in SharePoint, it becomes easier to find. Search published content across multiple departments Search for expertise (people), not just documents Be alerted when new relevant documents are created A SharePoint site is a modern data vessel that contains all your pages, lists and document libraries. V716_

5 PARTICIPANT NOTEBOOK The Big Picture a Site Collection In effect, a site is a container. It contains other sites (subsites), and it contains its own content pages, lists, libraries. A parent site and its subsites (children) make up a site collection. Your company might have a single site collection, and your department site might be one of many subsites in the site collection. A site collection has a person in charge the site collection administrator. A site has its own person in charge the site owner. Sites can also have site members and site visitors with fewer permissions than site owners and site collection administrators. 5 V716_110817

6 HOW TO GET STARTED WITH MICROSOFT SHAREPOINT The Two Things You Need to Know About SharePoint 1. Who you are affects what you see and what you get Typically, site collection administrators have total rule over the site collection. Site owners have total control over their site. Site members can add and edit items on a site. Site visitors can only view items on a site. When you start exploring SharePoint sites, your role (owner, member or visitor) will affect features you see. (No editing for site visitors!) SkillTip: Permissions are a big deal in SharePoint. Permissions are typically set by site owners. 2. The button that gives you a clue about your permissions is the Settings button The Settings button looks like a gear and displays commands including: Site Contents Site Settings The longer this list, the more permissions you have. A SharePoint owner s Settings list would be long. A SharePoint visitor s Settings list would be short. The gear button is the doorway to Site Settings and All Site Contents. These two commands enable you to: Set or modify site settings Display a list of site contents and add or remove site contents Now that we ve established the fundamentals of SharePoint let s take a deeper look. V716_

7 PARTICIPANT NOTEBOOK What s Under the Hood? SkillSteps: To display a list of all the lists, libraries and other apps in your site: Click Site Contents in the Quick Launch bar or Click the settings gear > Site Contents When you display Site Contents, you will see all the apps that make up your site. These apps can include: Document libraries: A document library is a repository for documents. These documents include Microsoft Word, Excel and PowerPoint documents; however, you can store any data type, including images and non-microsoft documents. Lists: Lists are used to store data in much the same way as an Excel table. SharePoint lists can be very powerful and include several list subtypes: Tasks: These lists allow you to track tasks with their start dates, due dates, percent completed and descriptions Calendars: Calendar lists allow you to plan events and schedules. A single SharePoint team site can have multiple calendars. Announcements: A list used to provide site visitors with up-to-the-minute information about events and notifications Contacts: Listing of contacts for things such as site administrators and even internal company contacts 7 V716_110817

8 HOW TO GET STARTED WITH MICROSOFT SHAREPOINT Discussions: Used to create forums like those on Internet Web sites so that users may have online conversations Links: A list of Internet or intranet links Survey: A series of questions that users may answer, typically of the multiplechoice type Custom: A list created manually to meet a specific need in the organization Web Apps and Web Parts: Components that provide features or functionality to SharePoint pages without requiring the page creator to write software code Site pages: These are custom pages that can contain any information desired by the page creator. Site pages may or may not include Web Parts and Web Apps. Note: A library is effectively an ordinary list except list items are actual files. V716_

9 PARTICIPANT NOTEBOOK The SharePoint Web Interface The Microsoft SharePoint interface comprises the following major components: Quick Launch bar Top menu bar Ribbon Site Settings menu Action menus (ellipsis ) 9 V716_110817

10 HOW TO GET STARTED WITH MICROSOFT SHAREPOINT The New Experience vs. the Classic View Every SharePoint site will ultimately have differences but the standard navigational elements should be available in their standard location. Typically, pages are displayed using the New Experience a cleaner, simplified view of documents. You can opt to view some pages, including libraries, in Classic View by clicking Return to classic SharePoint. Once in Classic View, you can return to the New Experience by clicking Exit Classic Experience. The New Experience provides a cleaner view without FILES and LIBRARY tabs. The Classic Experience provides commands with FILES and LIBRARY tabs. You ll find the commands to switch experiences at the bottom of the page window. V716_

11 PARTICIPANT NOTEBOOK How to Use Document Libraries Document libraries are used to store data files. You can perform the following actions with document libraries: Upload files to the library Open files from the library Modify file properties Check out files Delete files SkillSteps: To add a file to the document library, follow these steps: Within a document library > New or Upload 11 V716_110817

12 HOW TO GET STARTED WITH MICROSOFT SHAREPOINT What Can You Name a File? Many characters that were once not allowed can now be used within a file name. Characters Name Allowed? & Ampersand ~ Tilde { } Curly brackets Leading Ellipsis GUIDS Globally Unique Identifiers > 128 Long filenames # Hashtag No % Percent No Check Out/Check In SharePoint document libraries enable co-editing. Multiple users can open the same file concurrently and edit different sections of it. If you want to edit a file exclusively, you need to ensure no one else can edit it. To ensure singular usage, you must check out the file first. SkillSteps: To check out a file from a document library, follow these steps: 1. Open the document library in the SharePoint site 2. Click the file or document you wish to check out 3. Click the Check Out button on the Ribbon Occasionally, you can run into a situation where somebody has forgotten to check in their file. To override a checkout, you can go to the document library properties and click Manage files which have no checked in version. V716_

13 PARTICIPANT NOTEBOOK Document Library Keyboard Shortcuts SkillTip: These keyboard shortcuts work in Classic View of a document library. Keyboard Combination Alt + N Alt + U Alt + Y Alt + M Alt + S Alt + E Right-click File Effect New Upload Synchronize Manage Share Edit Display context menu of commands 13 V716_110817

14 HOW TO GET STARTED WITH MICROSOFT SHAREPOINT Working With Lists and List Templates In addition to document libraries, you can work with lists and list templates to store your data. While each type of list is different, they share many common attributes enabling you to add, edit and delete items whether the items are issues, appointments, announcements or hyperlinks. SkillSteps: To add an item to a list in the Classic View: New Item > Save V716_

15 PARTICIPANT NOTEBOOK SharePoint provides many list apps: You can use lists to perform many functions: Storing or tracking data Working with calendars and events Working with project tasks Performing polls and surveys Offering tests and quizzes Providing information from external data sources While there are many useful built-in lists (which you can modify), you can also create your own custom lists. 15 V716_110817

16 HOW TO GET STARTED WITH MICROSOFT SHAREPOINT Implementing Custom Lists In addition to the existing lists, you can build custom lists to meet your specific needs. Just like standard SharePoint lists, custom lists are stored in the SharePoint database and are backed up under normal maintenance procedures. SkillSteps: To create a custom list: Site Settings > Add an app > Custom Lists > Create Once you ve created your list, it will have only one column, Title. SkillSteps: To add more columns to your list: 1. Click Edit 2. Click the + button to create additional columns V716_

17 PARTICIPANT NOTEBOOK SkillTip: If you are viewing your custom list in the Classic Experience, you can also use the List tab to create additional columns and customize your list. Additionally, within the list settings window, you can view a summary of your list s columns and create more columns. SkillSteps: To display list settings (from the Classic Experience): On the List tab > List Settings SkillTip: If you want to create a custom list faster than column-by-column, build your table in Excel first, and then import the table into SharePoint. 17 V716_110817

18 HOW TO GET STARTED WITH MICROSOFT SHAREPOINT Exporting to Excel You can also export SharePoint lists to Excel for advanced analysis and data manipulation. SkillSteps: To export a list to Excel : Open the list in SharePoint > List > Connect & Export > Export to Excel V716_

19 PARTICIPANT NOTEBOOK Personal Action Plan: SharePoint Site Features In this lesson, you ve just learned: The purpose and features of SharePoint The SharePoint Web interface How to use document libraries Working with lists and list templates Implementing custom lists Exporting SharePoint lists to Excel 19 V716_110817

20 HOW TO GET STARTED WITH MICROSOFT SHAREPOINT Bonus Material Appendix A: Creating SharePoint Sites Many users are given the ability to create their own sites. You can create a site from a template or start with a blank site. SkillSteps: To create a SharePoint site from a template: Settings gear > Site Contents > New Subsite If you later need to delete a site, do the following: SkillSteps: To delete a site: From the site you wish to delete > Settings gear > Site Settings > Site Actions > Delete this site SkillTip: If you delete a site, you cannot recover it. The administrator of the server may be able to recover the site, but you cannot do it directly. Be careful! V716_

21 PARTICIPANT NOTEBOOK Appendix B: Creating a Blank SharePoint Site You can also create a SharePoint site completely from scratch and customize it for your needs. This means you re using a site created as a blank site. SkillSteps: To create a blank site: Settings gear > Site Contents > New Subsite > Publishing > Publishing Site After creating the blank site, you ll need to edit the Home page which is named default.aspx SkillSteps: To customize the Home page in the blank site: Page > Edit > (Make Your Changes) > Save > Check it in > Publish it A single Web page for your site might suffice; however, a blank site will require you to add appropriate libraries and lists. 21 V716_110817

22 HOW TO GET STARTED WITH MICROSOFT SHAREPOINT Appendix C: Understanding My Sites If you are looking for My Site, you might be too late! In SharePoint 2013, a My Site was a personal site for individual users in an organization. In 2014, Microsoft released Delve as a replacement for My Site. Delve is a special section of SharePoint which you can further personalize. SkillSteps: To access Delve: Click your user name on the top of the screen > My Profile Delve enables you to do the following: Customize your personal profile Add projects you are working on Add your skills and expertise Create blog posts Access your recent documents and attachments Connect to your OneDrive V716_

23 PARTICIPANT NOTEBOOK Appendix D: Integrating Office With SharePoint Microsoft Office applications can save directly into SharePoint document libraries. The applications that can do this include Word, Excel and PowerPoint. You can also connect Access databases to SharePoint sites. Additionally, applications like Publisher, Project and Visio can store documents into the SharePoint libraries. SkillSteps: To save a document to SharePoint from an Office application: From within an Office application > File > Save As > Browse using the library URL (or select the SharePoint library from the Recent list) SkillTip: If you plan to save files frequently to SharePoint libraries, consider creating a Favorite from within the document library. SkillSteps: To create a document library shortcut: From within a library > Library > Connect to Office SkillTip: If Connect to Office is grayed out, try connecting to SharePoint via the 32-bit version of Internet Explorer. 23 V716_110817

24 HOW TO GET STARTED WITH MICROSOFT SHAREPOINT Appendix E: Understanding SharePoint Designer There is a limit to the amount of customization you can do to a site with the options in SharePoint. If you want to make additional changes to the site, you ll need SharePoint Designer. SharePoint Designer is a client-based application freely downloadable from Microsoft and is used to granularly edit SharePoint pages and objects. You can use SharePoint Designer to: Create custom workflows Create external data connections Design Master pages Customize themes Create custom page layouts SkillTip: There is no SharePoint Designer You can use SharePoint Designer 2013 to edit a SharePoint 2016 site. SharePoint Designer 2013 is available in a 32-bit and 64-bit version. You must use the version that matches your version of Microsoft Office (32-bit or 64-bit). V716_

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