Workshop OASE for lecturers

Education and Student Service Center Den Dolech 2, 5612 AZ Eindhoven P.O. Box 513, 5600 MB Eindhoven The Netherlands www.tue.nl Author Frank Vercoulen Date 26 August 2014 Workshop OASE for lecturers Advanced version Version 1.1

Table of contents Title Workshop OASE for lecturers 1 INTRODUCTION... 3 2 USING YOUR SUBJECT SITE... 4 2.1.1 The lists view in site parts... 4 2.1.2 Exercises... 6 2.2 CHANGING THE LAYOUT OF A SITE PAGE... 7 2.2.1 Presenting parts on the site... 7 2.2.2 Exercises... 9 2.3 CHANGE USER PERMISSIONS... 10 2.3.1 Permissions relating to site, site part and item... 10 2.3.2 Exercises... 10 2.4 ENABLE STUDENT GROUPS TO REVIEW EACH OTHERS WORK... 11 2.5 COPY CONTENT FROM ONE SITE TO ANOTHER... 13 3 MONITOR YOUR COURSE SITE IN OUTLOOK... 14 3.1.1 Linking a site part to Outlook... 14 3.1.2 Exercises... 14 3.2 ACCESSING THE CALENDAR OF A SITE VIA OUTLOOK... 15 3.2.1 Linking with the calendar... 15 3.2.2 Exercises... 16 4 COLLABORATE ON DOCUMENTS... 17 4.1 THE CHECK IN / CHECK OUT MECHANISM... 17 4.1.1 Exercises... 18 4.2 PLAN AND ORGANIZE APPOINTMENTS... 19 4.2.1 Creating meeting sites for appointments... 19 4.2.2 Exercises... 20 4.3 COLLECT FEEDBACK ON A DOCUMENT... 21 4.3.1 Workflows... 21 4.3.2 Exercises... 21 5 MEET AND COLLABORATE ONLINE WITH LYNC... 22 5.1 GETTING STARTED WITH LYNC... 23 5.2 SETUP AN ONLINE MEETING VIA LYNC... 23 5.3 SETUP AN ONLINE MEETING VIA OUTLOOK... 23 5.4 COLLABORATE ONLINE WITH EXTERNAL PARTICIPANTS... 24

1 Introduction This advanced workshop intends to introduce you to the more advanced OASE functions. Every chapter or section starts with a brief explanation, followed by exercises you can do by yourself. The idea is that you use your own subject site for the exercises. You are free to choose the topics that interest you from the table of contents. Note that there is also an Basic version of this workshop manual, structured in the same way, from which you can choose topics. If you do not manage to work your way through all topics, you can do the remaining exercises by yourself. For questions or help, you can contact me through the OASE Helpdesk (email: oase@tue.nl, phone: 4747) or through MS Lync (see chapter 5 in this workshop manual). 3 Workshop OASE for lecturers / Version 1.0

2 Using your subject site 2.1.1 The lists view in site parts You can adjust how items are viewed in site parts (e.g. a list of documents in a document part) to suit your personal wishes. There are a large number of options you can choose from when creating or changing a view: The columns that have to be displayed, including the sequence (Columns) Sorting, filtering and grouping items (Sort, Filter, Group By) Totaling the number of items which fulfill a certain criterion (Totals) The options for creating or changing a view in a site part Options for setting the view and defining extra columns for the view 4 Workshop OASE for lecturers / Version 1.0

Unfortunately, if you have changed the view in a site part, this is not automatically applied to the site parts displayed on the main site page. You therefore have to do this again separately. Processing the site page to change the view there as well Saving the changes to the view on the site page Stop by clicking Stop Editing 5 Workshop OASE for lecturers / Version 1.0

2.1.2 Exercises 1. Add the Created By column to the All Documents view: a. In the view in the part itself b. In the view of the part on the site page. 2. Make your own view of the documents with just three columns: (a) Name, (b) File size and (c) Modified. Save this view with its own name and set it as the default view. 6 Workshop OASE for lecturers / Version 1.0

2.2 Changing the layout of a site page This exercise is intended to give you an idea of the way in which the page layout of a site is organized and of how you can make changes. 2.2.1 Presenting parts on the site In Sharepoint creating parts for a site is partially separate from the presentation of the parts on that site. This takes some getting used to in the beginning. Lecturers can also set the presentation for everyone, but then each user can then also set their own presentation (which then also only applies for that user). The different variants of the same site are shown in the illustrations below. Changing the general view of the site (for everyone) Adding part of the site to the site page 7 Workshop OASE for lecturers / Version 1.0

Moving parts on the site page (in the illustration Documents is moved to a different position) Changing the view of a part on the site page Setting your personal view 8 Workshop OASE for lecturers / Version 1.0

Switching between personal view and standard view 2.2.2 Exercises 1. Move the Documents part to the right side of the page As general layout (applying to everyone) As a personal layout (applying only to yourself) 9 Workshop OASE for lecturers / Version 1.0

2.3 Change user permissions This exercise is intended to teach you how to change the permissions of groups of users on a site, a part or an item. 2.3.1 Permissions relating to site, site part and item Permissions can be allocated at each of the available levels: Site Part Item Folder (if present within part) Each time, three groups of users are coupled to a level: 1. Lecturers: the lecturers and managers of a subject, subject part or group. (the abbreviations IDOC, SDOC, or GDOC follow the name of the body, subject part and group respectively) 2. Students: the students registered for the subject, subject part or group (the abbreviations ISTU, SSTU, or GSTU follow the name of the body, subject part and group respectively) 3. Observers: the observers added to the subject, subject part or group (the abbreviations IOTH, SOTH, or GOTH follow the name of the body, subject part and group respectively) 5. 4. Each of the above-mentioned groups can be allocated one or more of the following roles: Designer: Add parts, change permissions, change layout page, change settings of parts. Contributor: Add items, change items, change personal settings. Add: Add items, read added items, but no editing of added items Read: Read and download items, change personal settings. Student Group: Identical to the Designer role, but without changing permissions. 2.3.2 Exercises 1. Change the permissions of the students at subject level from Read to Contributor. 2. Change the permissions of the students in relation to the Documents part from Read to Designer. 10 Workshop OASE for lecturers / Version 1.0

3. Change the permissions of the observers in relation to the study guide or another document from Read to Contributor. 2.4 Enable student groups to review each others work Sometimes, you may want student groups to be able to see each others work for review purposes. There is no automated way to do this at the moment, but it is not difficult to realize. You do this as follows: 1. Open your subject site, click Site Settings, then People and Groups 2. Click the student list in the left frame (SWB[..]ISTU 3. Copy the list name to your clipboard 4. Go to the 1 st group site, there click Site Permissions 5. Click Grant Permission. 6. Copy the list name from your clipboard to the box Users/groups. 7. Select Give users permissions directly, then select Read as permission level. 8. Deselect Send welcome e-mail to the new users!!!!!!!! 9. Click OK. 10. Repeat the procedure for the other groups. Select the student list Copy the student list to your clipboard 11 Workshop OASE for lecturers / Version 1.0

Go to the group site and click Site permissions Click New, Add users Copy the list name, assign Read permissions and do not forget to unselect the Send welcome e-mail option!!!!! Exercises 1. Create 2 groups for your subject and configure them such that each group can see the work of the other groups 12 Workshop OASE for lecturers / Version 1.0

2.5 Copy content from one site to another At this moment, there is no automated way to copy content from one site to another. However, you can use the Windows Explorer function in Internet Explorer (not available in Mozilla Firefox and Google Chrome) to copy content. This works as follows: 1. Open the library or list from which you wish to copy content 2. Click Actions, then Open with Windows Explorer 3. Copy the files you wish to copy to your clipboard 4. Open the library or list to which you wish to copy the files. There also click Actions, Open with Windows Explorer. Then copy the files from your clipboard to the Windows Explorer. 5. Close the Windows Explorer screens and refresh your subject site screen. Open the library with Windows Explorer Copy files to the clipboard Exercises 1. Copy a document from your subject site to another site (subject site or group site) 13 Workshop OASE for lecturers / Version 1.0

3 Monitor your course site in Outlook 3.1.1 Linking a site part to Outlook It is also possible to view Sharepoint sites or parts of them via Outlook (no changes can be made via Outlook). The main features of two examples are shown below. Linking a part to Outlook Part displayed in Outlook 3.1.2 Exercises 1. Go to a part of your choice. If it does not contain any documents or messages, generate some. 2. Then link the part to Outlook and view the result by starting Outlook and looking in the folder list under Sharepoint Folders and Sharepoint Lists. 14 Workshop OASE for lecturers / Version 1.0

3.2 Accessing the calendar of a site via Outlook 3.2.1 Linking with the calendar A link to a calendar can be created in the same way as with any other part, except that the link in Outlook offers the option of placing the various calendars alongside your own calendar. See the examples below. Linking a group calendar to Outlook Placing the Sharepoint group calendar in Outlook over your own calendar 15 Workshop OASE for lecturers / Version 1.0

3.2.2 Exercises 1. Go to the calendar part in which you made a number of appointments when doing the exercises of Section 11. Then go again to the Calendar on the group site and link this calendar to Outlook (make sure that Outlook has been started up). 2. Lay the group calendar and your own calendar on top of each other (using the Overlay mode). 16 Workshop OASE for lecturers / Version 1.0

4 Collaborate on documents 4.1 The check in / check out mechanism Version management has already been dealt with under posting a new version of a document. In this section we specifically look at how several people can work on a document together. For this, the check in / check out mechanism was devised. You use check out to block a document so that no-one else can change it. You use check in to save the changed version and indicate to the other users that someone else can now make changes. Activating the check in / check out mechanism Checking a document out and in again Allocating a version number and adding an explanation to the changed version 17 Workshop OASE for lecturers / Version 1.0

NOTE!! If you upload a document without checking it in, this newest version cannot be viewed by the other users with access to the library. If they click the document, they will see the last version that has been checked in. Moreover, if you upload a new document and do not check it in, you will be the only user who sees the document. Others users will not see that you have posted a document. 4.1.1 Exercises It is best to do these exercises with two people together and in a group site of one of your courses. Make sure that both of you have enough permissions on the document library you are practicing with (e.g. by registering both of you for the group). 1. Go to the group space and create a new document in Team documents. First, check this document out, otherwise you will get a read-only version that you cannot post back with the same name. 2. Create a new version of the document and save it. Do not forget to fill in the check in comment field. 3. Let the other person check out the document you just saved, change it, and save it. Do not let him check out the document and try to change and save it yourself (with your own account). 4. Let the other person then check in the document and make a new version of it yourself. Publish this version as version 1.0 (main version). 5. Change the settings for version management (via Settings, Document library settings, Versioning, Document Version History) and repeat the steps above. 6. Change the settings for Check in/check out (via Settings, Document library settings, Versioning, Require Check Out) and repeat the steps above. 18 Workshop OASE for lecturers / Version 1.0

4.2 Plan and organize appointments In this exercise you learn to plan appointments for a group and how to link a separate site to those appointments for a series of appointments (including documents, minutes and diary). 4.2.1 Creating meeting sites for appointments Making an appointment in a calendar part is a straightforward operation. An extra application is that you can create a meeting space for an appointment or a series of appointments in which you can accommodate diary, minutes, etc. You can also reuse certain parts of a meeting site like this for all appointments. Making an appointment Creating a meeting site 19 Workshop OASE for lecturers / Version 1.0

NB! To create a meeting site, you need Full Control permissions for the course or group site. As default you (as a lecturer) obtain Design permissions for a site, so you need to assign yourself more permissions first. See the chapter Changing user permissions above. Meeting site with all appointments together and reuse of parts by defining them as Series Item (in the picture the document library Notulen, i.e. Meeting Notes) 4.2.2 Exercises 1. Go to the group space and make an appointment in the Calendar. Create a meeting space for that appointment. 2. Draw up a short agenda for the meeting and then change the sequence of diary items using the Change Order option. 3. Create a Minutes part in the meeting space and use it to make a Series item (meaning that this part will be included in every subsequent appointment, incl. its contents). 4. Generate a document under Minutes. 5. Then make three other appointments in the same week. Make sure that you couple the same meeting space to those appointments. 20 Workshop OASE for lecturers / Version 1.0

4.3 Collect feedback on a document 4.3.1 Workflows In this exercise you learn about the workflow functions in Sharepoint. These enable you to get the computer to carry out the steps in a certain process (e.g. collecting feedback) without you having to monitor everything. In this exercise we use a very straightforward workflow to illustrate the idea. Starting up and arranging the settings of a workflow 4.3.2 Exercises It is best to do these exercises with two people together on a site of one of your courses. Make sure that both of you have enough permissions for the document library you are practicing with (e.g. by registering both for the course or a group). 1. Go to one of the documents which you made during the other exercises. Click the Workflows option and select the Collect Feedback workflow. 2. Request feedback from one or two other people (first make sure that they have sufficient permissions for this document library) and have them send a cc: to your account. 3. Check to see what has happened in your mailbox, on the course site and in the workflow status overview. 21 Workshop OASE for lecturers / Version 1.0

5 Meet and collaborate online with Lync Microsoft Lync is an application for online meetings (cf. Skype, Adobe Connect and alike). It is integrated with other applications you use at TU/e (e.g. Outlook and Sharepoint, including your subject sites) and can therefore be a powerful tool to simplify communication with your students or among your students (e.g. when they work together on an assignment). TU/e is migrating its telephony infrastructure to Lync, so in due time everybody will only have Lync available for telephony and online meetings. This means that when somebody calls you at your phone number, your computer will start to ring (or the USB phone that comes with Lync) and therefore that you can call anytime anywhere with your TU/e phone number. In addition, as said, you can setup online meetings, share your desktop and other features you may know from Skype, Adobe Connect and other such applications. All students have been Lync-enabled already, as well as some departments. Others will migrate at a later time. Example of integration of Lync with your subject site Traditional phone call with Lync Lync call with users that are Lync-enabled and have installed Lync 22 Workshop OASE for lecturers / Version 1.0

5.1 Getting started with Lync To become a Lync user at TU/e, you have two choices: 1. Use Lync only for PC-PC communication. In this case, you only need to be made Lync-enabled. For this, contact your local ICT helpdesk. 2. Replace your traditional phone for Lync. This means that your TU/e phone number will be associated with Lync and that you will only make Lync calls. Traditional phone numbers can be reached by dialling the phone number in Lync. For this, contact your local ICT helpdesk. Once Lync-enabled, you can install Lync from the following location: http://w3.tue.nl/nl/diensten/dienst_ict/services/services_wins/campussoftware/lync 5.2 Setup an online meeting via Lync Setting up an online meeting via Lync is done by searching for the person you want to reach and then click Meet Now, followed by inviting people by searching for their names or inviting them by email. Inviting participants to a online meeting Exercises 1. Set up an online meeting with a colleague that is Lync-enabled and has Lync installed 2. During the meeting with your colleague, share your desktop or a powerpoint presentation and see what happens. Give your colleague (temporary) control to point to items on your desktop or in the powerpoint presentation 5.3 Setup an online meeting via Outlook Instead of planning a regular meeting, you can also organize an Online meeting through Outlook if you are Lync-enabled and have Lync installed. This is done as follows: 1. In the Outlook appointment, click Online meeting 2. Under Meeting options, configure the meeting as you wish The URL in the appointment is the link to the meeting room. This meeting room will exist as long as you don t remove the appointment from your calendar. This means you can reuse this meeting room as often as you wish. 23 Workshop OASE for lecturers / Version 1.0

Plan an online meeting with Lync Configure the meeting options Exercises 1. Plan an online meeting with a colleague. He or she does not have to have Lync installed for this (see next section) 5.4 Collaborate online with external participants You can also meet with external people that do not have Lync installed. For this, they will need to install the so-called Lync Attendee Client. This is done by clicking First online meeting? in the appointment and then following the instructions. 24 Workshop OASE for lecturers / Version 1.0

Set up an online meeting with external participants Exercise 1. Set up an online meeting with someone from outside TU/e or with someone within TU/e that has not installed Lync yet 25 Workshop OASE for lecturers / Version 1.0