BE Share Microsoft Office SharePoint Server 2010 Basic Training Guide
Site Contributor Table of Contents Table of Contents Connecting From Home... 2 Introduction to BE Share Sites... 3 Navigating SharePoint Sites... 4 Introduction to Security Trimming... 5 Permissions... 6 Setting Permissions... 6 Libraries... 8 Intro to Libraries... 8 Drag and Drop Documents Using Windows Explorer... 9 Upload a Single Document... 11 Upload Multiple Documents... 12 Upload a Document with the Same Name... 13 Edit Documents... 14 Document Library Send To Menu... 16 Sort and Filter Views... 17 Delete an item and Use Recycle Bin... 19 Alerts... 21 Intro to Alerts... 21 Create an Alert... 21 Set Alert for a Library... 22 Modify Your Site Alert Settings... 23 Deleting one or more existing Alerts... 24 Edit an existing Alert... 25 Lists... 26 Intro to Lists and Adding an item to a List... 26 To add an item to a List:... 27 List Views... 29 Edit List Item in Standard View... 32 Using Attachments in Lists... 33 Attaching a SharePoint document to an Outlook Email:... 37 1
Connecting From Home How to connect to Bob Evans from home: Open Internet Explorer and go to: access.bobevans.com Use the same username (employee ID) and password as you use for email. When the program launches it wants to run the Aventail agent. Allow this agent to run and install the program necessary for the connection. This will only run the first time, after that it will be automatic. Once logged in you will see a link at the very bottom: Click here to add BE Share to trusted sites. Click and run this program. You will only need to do this once, then going forward, you can launch BE Share after connecting to Bob Evans and you won t have to enter username and passwords a second time. 2
Introduction to BE Share Sites Your teams site is where you can access various information within SharePoint such as: Document Library where team documents are shared. Lists such as a team Calendar, SharePoint Tasks, Announcements, or other lists types Pages Pages can display anything from simple content from text to streaming media Discussions Board for team discussions Sub Sites created in association with your team site Links to access sites of interest 3
Navigating SharePoint Sites Navigation Image links across the top of the main window, in what is called the Top Link Bar, can also be used for navigation. The left navigation menu (Also called the Quick Launch Menu) is customizable, so its appearance may vary from site to site. However, in most cases, the pages on a site will be listed on its left navigation menu. A bread crumb trail is a series of links indicating your location on a site. In addition to showing location, bread crumbs offer links to locations between you and the parent site. Breadcrumb trail also known as location folder 4
Introduction to Security Trimming Since not all users in a SharePoint site have the same permissions, not all users will have the same options available when viewing a page. Users will not see actions, links, content, and search results, etc. that they don t have the proper permissions to view or access. Example In this first example below we are logged into a site where we are the site administrator and have full security capability on all of the site content and permissions. You can see the Site Actions menu which is available to site administrators along with three options on that menu including modifying Site Settings. All the areas highlighted are just some examples of areas you will notice security trimming Example 2 If we logon to the same site but as a different user, the options available to that user are different (i.e., security trimmed). For instance, the entire Site Actions menu is hidden, as this user doesn't have the permission level to make changes to the page. The New and Settings menu s are not displayed because this user has read-only access to the individual lists. Some announcements which were showing for the original user may also be hidden because this user doesn't have permissions on the specific announcements. Notice there is a lot less in this example than the previous; this is b/c I am signed in with lesser priviledged account than before 5
Choosing Sign Out will prompt you to close the current browser window. You can go back to the original page by choosing Go back to site if you change your mind (For security purposes it is highly recommended that you choose yes, you can always re-open a new browser). Permissions Setting Permissions Permissions are currently being controlled through the IT Department. To request permissions to be set up, create your libraries and folders first without putting any documents into the folders. Create a helpdesk ticket listing where the library and folders are located along with a list of who should have permission to view and who should have permission to contribute. 6
Search Function You can search for text or files on a Microsoft SharePoint Server sites much like google or Microsoft live by using the search box. When you perform a search on a SharePoint site, your query searches all content within a single site including all lists, libraries and pages of the current site and any subsites associated with it that. If you want to search across all sites you MUST be on the main page or it will only search the site you are currently at and its subsites as described above. Search for a key word 1. Type the keyword you wish to search for in the search box 2. Note: the keyword does not need to be in the heading or title of the item. SharePoint search will locate documents with the keyword contained inside them.click the Search button. (Below is an image of the results) Note: your results are Security Trimmed and will only include information and sites that you have the proper permission level to access. Search Syntax The Search service automatically includes variations of words that are based on the base stem of the word, such as plurals. For example, a search for the word page also returns results for pages. You cannot use wildcard characters, such as the asterisk (*). The search service does not support Boolean functions such as AND and OR. However, you can include or exclude keywords by using the plus (+) or minus (-) sign in front of the keyword. For example, the query art + Picasso would return a list of artwork only by Picasso. The search service automatically ignores common words such as the, it, and by, as well as single-digit numbers. The search service is not case-sensitive. Attachments to list items do not appear in search results. 7
Libraries Intro to Libraries The type of library that you use depends on the kinds of files that you are sharing: o o Document library For many file types, including documents and spreadsheets, use a document library. You can store other kinds of files in a document library, although some file types are blocked for security reasons. When you work with programs that are compatible with Microsoft SharePoint Server, you can create those files from the library. For example, your marketing team may have its own library for planning materials, news releases, and publications. Picture library To share a collection of digital pictures or graphics, use a picture library. Although pictures can be stored in other types of SharePoint libraries, picture libraries have several advantages. For example, from a picture library you can view pictures in a slide show, download pictures to your computer, and edit pictures with graphics programs that are compatible with Microsoft SharePoint Server. Consider creating a picture library if your team reuses lots of graphics, such as logos, or if you want to store pictures of team events. A library is a location on a site where you can create, collect, update, and manage files with team members. Each library displays a list of files and key information about the files, which helps people to use the files to work together. Libraries can be customized in several ways. How documents are managed can slightly vary in the particular library and changes can be made by your site administrator as to how documents are viewed, tracked, managed, and created. Versions can be tracked, including how many and which type of versions. Libraries can be set so the document must be approved prior to being posted on your site. There are several types of libraries, depending on the types of files that are to be stored and how they will be used. 8
Drag and Drop Documents Using Windows Explorer You can add documents to your document library by the Drag and Drop method using windows explorer. 1. Open the Document Library 3. On the ribbon under the Library tab select open with Windows Explorer icon. Your document library will then appear in the form of Windows Explorer 4. Open Windows Explorer from your desktop and navigate to the folder that contains the files you wish to transfer to your SharePoint site. OR if you want to move documents to another sharepoint library, go to that library and repeat #3 above. 5. Adjust the screen so that both folders are visible HELPFUL HINT: (Click into the first window, hold down the Windows icon key on your keyboard and hit the left arrow and it will put the first window to the left of your screen. Now go to the second window and hold the Windows icon and the right arrow and it will put the second window to the right of your screen. Now you will have two windows explorer windows side-by-side). 9
6. Select the files to be transferred and drag them to the SharePoint site window. 7. To return to the original view, close the Explorer view windows and click the refresh button on Internet Explorer. After refreshing you will see your changes reflected within sharepoint. 10
Upload a Single Document 1. Navigate to your document library. 2. On the ribbon under the Documents tab click on the Upload Document button. 4. Either type in the path or click Browse to navigate to the document location. 5. Select document and click OK. 11
Upload Multiple Documents 6. Navigate to your document library. 7. On the ribbon under the Documents tab click on the Upload Document button fly-out select Upload Multiple Documents from the fly-out menu. 8. Either drag the files into the blue box or click the Browse for files instead, then hold down your ctrl key and select multiple files as show then click open button. 12
Upload a Document with the Same Name When you upload a document with a document name that already exists in your Library and you want to overwrite the existing document, be sure the check mark is selected or you will get an error In some cases you may see a different check box that asks you to add as a new version this works just like the overwrite check box. 13
Edit Documents To edit a document from a document library, it is important to first check the file out. When you check out a file from a library on a Microsoft Windows SharePoint Server site, you ensure that others cannot make changes to the file while you edit it. While the file is checked out, you can edit and save the file, close it, and reopen it. Other users cannot change the file or see your changes until you check in the file. 1. Check out the document by clicking on the document link within the view. You will get the following message: Select Check Out and Edit if you plan to make changes, then click OK. 2. Once you have made your changes, click the save icon. Once finished, close the document and you will be asked if you want to check-in your document. Say yes. 14
3. Next you will be asked to enter comments. This is useful if a lot of people are editing one document you can update everyone as to the changes you made or any other information you would like them to be aware of. 4. When a document is checked out, note the document icon's green arrow. If you roll your cursor over the green arrow, it will tell you who has the document checked out. (this will only show up for you if refresh the page by clicking the refresh button on the i.e. browser but others who view the list after you have checked out the file will automatically see the green arrow). 15
Document Library Send To Menu Using the Send To Menu on a document library, you can easily: Send a link to a document via E-mail Download a copy of the document to a drive such as your H: drive. 1. E-mail a Link: will open an e-mail message with the link to this document automatically populated in the body of the e-mail. 2. Download a Copy i. Click Save on the dialog box asking if you want to open or save the document ii. Navigate to the desired location, rename document if desired, and click Save iii. The Download Complete box will appear; you may open the document from this location, open the folder the document was copied to in Explorer view, or you can close the dialog box. 16
Sort and Filter Views On any library or list you can sort or filter any information within a column. Columns can include the Title of the list item, the date the item was modified, the name of the individual who modified the item, and so forth. In a Task list the columns could be status, priority, due date, etc. To Sort or Filter a view within a column Navigate to the list or library and hover the mouse over the title of any column. Click on the down arrow that appears. You can choose to sort by Ascending or Descending alphabetical order or choose to filter by clicking on one of the choices shown. When a sort is turned on in a particular column the sort filter will show in that heading and when the filter is turned on the filter symbol will show in that heading. 17
3. The filter can be turned off by clicking on the Clear Filter from option within that column. 4. To clear all sorts and filters, click on the List tab in the ribbon bar of the list and select the view All option. 18
Delete an item and Use Recycle Bin When you delete a document from a library or an item from a list, including attachments to any item, the deleted item is moved to the recycle bin, where it can be recovered until it is permanently deleted. Within a Document Library, you can choose to delete a single version of a file for example, if you know that you made a mistake in that version which removes that version from the version history. However, if you delete the actual file, all of its versions are deleted with it. By default, when you delete a version, the version is sent to the Recycle Bin. Delete an Item 1. Within the list library or from the Version History, click on the down arrow beside the item to be deleted and choose Delete. 2. Click OK on the message asking if you are sure you want to delete the document. 19
Restore an Item 1. Click on the Recycle Bin in the Quick Launch 2. Place a check mark next to the item you wish to restore 3. Click Restore Selection 4. Click OK on the message asking if you are sure you wish to restore this item. 20
Alerts Intro to Alerts Alerts enable people to receive the right information at the right time, such as knowing when a critical document changes or when new items are added to a lists. Alerts can be set to notify you of any changes made to a list, library, or any one or more items within a list or library. The notification will be generated if any changes were made to the item and sent to you via e-mail. Create an Alert You can have a list or library item set to alert you via e-mail of any changes made to a specific item or document. To set an alert on a list item or document: 1. Within a list or library, click on the down arrow on a particular item and select Alert Me. 2. You can select the changes you wish to track, and when to send the alert. 3. Click OK 21
Set Alert for a Library You can set up a document library or list to send an e-mail notification if any changes are made to that library. 1. Within the library, click on Actions. 2. Choose Alert Me. 3. You can add the following information: Alert Title Enter the title for this alert. This is included in the subject of the e-mail notification sent for this alert. Send Alerts To You can enter user names or e-mail addresses, separate them with semicolons. Change Type You can specify the types of changes that you want to be alerted to. Send alerts for these changes Specify whether to filter alerts based on specific criteria. You may also restrict your alerts to only include items that show in a particular view. When to send alerts Specify how frequently you want to be alerted. 4. Click OK. 22
Modify Your Site Alert Settings You can also subscribe to lists and libraries across many different sites by using alerts, so that you know when content has been added or changed by other users. Over time, you may have alerts set that you wish to view or change the settings for. It is possible to see a consolidated view of your alerts across multiple sites from you my site. However, it is also possible to go to a specific site to view, add, edit, and delete the alerts you have set on that site. 1. On the site, click on the down arrow next to the Welcome User button in the upper right corner of the page. 2. Choose My Settings. 3. On the new window that has opened, select My Alerts. 4. This shows the current alerts that you have set on lists or libraries for this site, grouped by alert frequency (immediately, daily, or weekly). 23
Creating an Alert From the My Alerts on this Site page, you can select Add Alert. This will take you to a new page showing all the lists you have access to on the site. You should select the radio button next to the list you wish to add an alert for and select the NEXT button. In the figure below the user has chosen to add a new alert to the NoReqCheckOut document library. This opens up the same alert screen used to create list alerts described in Create an Alert for a List item. Deleting one or more existing Alerts From the My Alerts on this Site page, you can delete one or more alerts. 1. Select the empty check box next to one or more current. 2. Choose Delete Selected Alerts from the menu bar. 24
3. Choose OK to the confirmation prompt to delete the selected alerts. Edit an existing Alert From the My Alerts on this Site page, you can edit an existing alert. 1. Click on the hyperlinked alert name to open the edit alert page for that alert. 3. Make the desired changes to the alert (e.g., change alert frequency) and verify the changes by clicking the OK button. 25
Lists Intro to Lists and Adding an item to a List Lists On a Microsoft SharePoint Server site, several types of lists are possibly available. Some lists you may have available on your team site would be calendars, announcements, blogs, and discussion boards. Other lists, such as tasks and issue-tracking lists can be set up to send e-mail to people when items are assigned to them. Lists can include many types of data, ranging from dates or pictures to calculations based on other columns within a list. Types of lists The type of list that you use depends on the kind of information that you are sharing: Announcements Use an announcements list to share news and status and to provide reminders. Announcements support enhanced formatting with images, hyperlinks, and formatted text. Discussion boards Use a discussion board to provide a central place to record and store team discussions that is similar to the format of newsgroups. Links Use a links list as a central location for links to the Web, your company's intranet, and other resources. For example, you might create a list of links to your customers' Web sites. Calendar Use a calendar for all of your team's events or for specific situations, such as company holidays. A calendar provides visual views, similar to a desk or wall calendar, of your team events, including meetings, social events, and all-day events. You can also track team milestones, such as deadlines or product release dates that are not related to a specific time interval. Tasks Use a task list to track information about projects and other to-do events for your group. You can assign tasks to people, as well as track the status and percentage complete as the task moves toward completion. Survey To collect and compile feedback, such as an employee satisfaction survey or a quiz, use a survey. Custom Lists can be created that are completely customized. 26
To add an item to a List: 1. Select the list item by clicking on it in the Quick Launch or on Title of the list (if the list is not in either place you may try clicking view all content and look under the list subset) 27
Using the ribbon: The Dialog Box: Note: depending on the type of list you are adding an item to, you may have different types of entries. For instance, if you are adding a Task to a Task List, you will be able to complete items such as %Complete, Start Date, Due Date, etc. Whereas in an Announcement you would complete Expires field, for the expiration date of the announcement. 28
List Views You can use views to see the items in a list or library that are most important to you or that best fit a purpose. Within any list in Share Point you can use the View drop down menu on the List tab on the ribbon to quickly change the view on any list. For example, in a calendar list you can change the view from a monthly view to only the weekly view, or to the daily view. You can also create a personal view. 1. Click on the List or Library tab on the ribbon then the Create View button. Note, that the following options will be different depending on what type list or library you are creating a view for. However, the basic procedures are the same in all lists and libraries. 29
2. From the Create View page you can Choose a view format. a. Standard View - This view displays list items or files like a traditional list on a Web page. Standard view is the default for most types of lists and libraries, and you can customize it in several different ways. b. Datasheet View - This view provides data in a format that you can edit, such as a table in a database or spreadsheet. This view can be helpful if you need to perform large editing tasks or customization, or you can export your data to a spreadsheet or database program. c. Calendar View - This view displays your calendar items in a visual format that is similar to a desk or wall calendar. You can apply daily, weekly, or monthly views in this format. For example, you can create a calendar to track your team's deadlines for a project or holidays for your organization. d. Gantt View - This view provides a visual view of data, with bars that track progress, if your data is based on a time interval (i.e. you must have a start and end date). A Gantt view can help you manage projects and see a quick overview of your data. You can use this view, for example, to see which tasks overlap each other and to visualize overall progress. 3. Or you can start from an existing view and make any modifying changes to that view. Once you have selected the view, you can make any changes to modify that view. The options availablilities will vary depending on what view and list type you are modifying: Name the view something descriptive of what the view will show. Public or personal view. At the contribute permission level you will can only create a Personal View and the public view option is not available. Under Columns you can select or clear the check box next to each column you want to show or hide in this view. To specify the order of the columns that will display, select a number in the Position from left box. 30
Sort will allow you to select up to two columns to determine the order in which the items in the view are displayed. Filter can show all of the items in a view, or display a subset of the items by using filters. To filter on a column based on the current date or the current user of the site, type [Today] or [Me] as the column value. Use indexed columns in the first clause in order to speed up your view. You can click on Show More Columns to continue defining a filter. Group By allows you to select up to two columns to determine what type of group and subgroup the items in the view will be displayed in. Totals allow you to display one or more totals. You can change the Style of the view. Folders allow you to specify whether to navigate through folders to view items, or to view all items at once. With Item Limit you can use an item limit to limit the amount of data that is returned to users of this view. You can either make this an absolute limit, or allow users to view all the items in the list in batches of the specified size. Mobile allows you to adjust mobile settings for this view. 3. Once view setting changes are made, click OK. The view created will now appear in the drop down View list drop down box. You can now easily switch from the views already created and the personal views that you create by clicking on them in this menu. Note if this is a personal view only you will be able to see it when you are logged in to the SharePoint site and no one else. 31
Edit List Item in Standard View You may wish to make changes or view an item in a list. For instance you may want to change an announcement, update a task, or view individual responses to a survey. As stated previously, there are several different types of lists within SharePoint. However, there are common features in all lists and editing a list item is very simple. 1. If your list appears in a Web Part, you may see a link in the Web Part that you can point the mouse on the item and use the down arrow to choose Edit Item. 2. If the list is not in a web part, click its name on the Quick Launch or if you can t edit the item as described above, try clicking on the lists title (if the list is not in either place you may try clicking view all content and look under the list subset). 3. Do one of the following: a. Point to the item, click the arrow that appears, and then click Edit Item. 32
b. To edit an event in a graphical display of a calendar, click the item on the calendar, and then click Edit Item. To edit all instances of a recurring event, click Edit Series. c. You can also edit the list item by checking the check box to the left then on the ribbon on the items tab click the edit item button. d. To edit an item in a Gantt view, point to the item in the list under the graphical view, click the arrow that appears, and then click Edit. 4. Make the changes that you want. 5. Click OK Save Finish. Using Attachments in Lists You can attach a document or file to any list item. For instance, a task assigned could be in reference to a Word document outlining a process. That document can be attached directly to the task. In this example, we demonstrate how to add an attachment to a list, you can follow these instructions to add an attachment to any Calendar event, Task, or basically any other list item created on your site. 33
1. If your list appears in a Web Part, you can access it by clicking on the title. If the list is not in a web part, click its name on the Quick Launch. (if the list is not in either place you may try clicking view all content and look under the list subset) 2. On the ribbon, under the items tab Click the Attach File button. 4. Click Browse to navigate to the location of the file to be uploaded. 5. Navigate to the file and click Open on pop-up box then click OK button on page. 34
You will now see a paperclip symbol next to that list item indicating that there is an attachment. You can add multiple attachments to a list by adding them one at a time. Just repeat these steps until all desired documents are attached. 8. You can open the item and in the Attachments section a link to each attached document is listed individually, you can open the attached document by clicking the name. 35
The document will then open in Read Only format. Note, if you wish to copy an updated version of a file to this item, you would either have to rename the file or delete the existing file and upload the newer version. You will not be able to upload two documents with the same name as an attachment to a particular list item (you will get an error if you try). To Delete an attachment 1. Open the item in the view dialog box 2. Click on Edit Item 3. Under the Attachments section click Delete next to the file name to be deleted 4. Click Save to send the file to the Recycle Bin. 36
Attaching a SharePoint document to an Outlook Email: From your email, click the attachment icon. In the address at the top, type in share. This will take you to the BE Share file structure. Find the site where your files are located and select the file you want to attach. 37