ACTIVE CAMPUS PORTAL ADVANCED (SHAREPOINT BASICS)

ACTIVE CAMPUS PORTAL ADVANCED (SHAREPOINT BASICS) Training for Points of Contacts How SharePoint fits into Active Campus Portal Introduction to SharePoint Services Working with Lists Working with Libraries Creating Discussion Boards and Surveys

Table of Contents Access the Active Campus Portal... 4 Introduction to Windows SharePoint Services... 5 Team Sites... 5 Navigation Tools... 5 Content Structures... 5 SharePoint Access Groups... 5 Working with Lists... 6 Types of Lists... 6 Create an Announcement List... 7 Create a Calendar List... 7 Create a New Calendar Item... 8 Display Calendar Items in Outlook... 9 Create a Link Item... 10 Alphabetize the Sites... 10 Create a Task List... 12 Add a Contacts List... 13 Add Information to Your Contacts List... 13 Export a Contact List Item to Outlook s Contacts List... 14 Copy a Contact from Your Personal Address List to SharePoint... 14 Working with Libraries... 15 Types of Libraries... 15 Ways to Populate Libraries... 15 Create a Folder in the Shared Documents Library... 16 Upload a File... 16 Create a New File Within Shared Documents... 16 Versions... 17 Turn Versioning On... 17 Check Out a Document... 19 Change the Location of your SharePoint Folder... 20 To Check the Document In from Within SharePoint... 20 Wikis... 21 Creating a Wiki Page... 22 Editing Wiki Pages... 23 Creating a New Wiki Page (Linked)... 23 Creating a Wiki Page Not Linked to Another... 25 Wiki Page History... 26 2

Discussion Boards and Surveys... 27 Create a Discussion Board... 27 Create a new Discussion Board item... 27 Participate in the Discussion Board... 28 Create a Survey... 29 Respond to a Survey... 30 View Survey Responses... 31 Remove/Edit Content from SharePoint... 32 Remove Content within SharePoint... 32 Edit Content within SharePoint... 32 Members Rights... 33 3

Active Campus Portal Advanced Training How SharePoint fits into Active Campus Portal Introduction to SharePoint Services Working with Lists Working with Libraries Creating Discussion Boards and Surveys Active Campus Portal information page (glossary, contest, schedule, training): www.kirkwood.edu/portal Access the Active Campus Portal 1. In a browser, open this URL: www.kirkwood.edu/acptraining 2. Enter this information: Username: acptest1\your k number Password: 3. The following screen appears. You are on your page of Active Campus Portal. 4. To select your team site, click on My Team Sites, then click on your department name. 5. If you want My Team Sites to open in a new tab in Internet Explorer 7, make this setting change: a. Click on Tools, Internet Options. b. On the General tab, under Tabs, click on Settings (not Settings under Search). c. Under When a pop-up is encountered, change to Always open pop-ups in a new tab. 4

Introduction to Windows SharePoint Services Collaboration Technology Collaboration technology is software that enables a group of individuals to achieve a common goal by facilitating information sharing and communication in one central location. Collaboration technology organizes and stores information for project teams or departments and makes the information available to team members in all locations. Windows SharePoint Services 3.0 Enables individuals working on a project or within a department to share information and communicate in one central location. WSS provides specialized websites that contain elements including a central calendar, task lists, discussion boards, wikis, blogs and libraries of documents, photos and forms. SharePoint sites can be taken offline to access information when an internet connection is not available. SharePoint also integrates seamlessly with Microsoft Office application in a single environment. Team Sites Team Site- A team site is the central location to access information and communicate between team members. Each team website contains the same basic elements title bar, logo, navigation tools, and content. Navigation Tools Breadcrumb trail provides sequential list of links back from current page Quick Launch bar Displays links to site content and sub-sites organized into groups by category Top Links bar Shows the name of each sub-site in a clickable tab across the top of the page View All Site Content Page Lists all the content and sub-site in a team site, even if they are not visible from the Quick Launch or Top links bar Content Structures List Stores individual items such as calendar, entries, tasks, contact information and announcements Library Contain files including documents, pictures, and forms Other discussion boards, wikis, blogs, sub-sites, and surveys SharePoint Access Groups Visitors Limited to viewing or reading content only Members Able to read, contribute, modify and delete site content Owners Same permission as member with additional rights to approve content, create new sites and content structures and modify the overall site. 5

Breadcrumb trail Quick launch bar Navigation Tools Working with Lists Types of Lists Announcements Short information items such as recent news or status updates Calendar - Keeps track of team meetings, events, and holidays in a familiar calendar view Links A list of links from the Internet or our Kirkwood Intranet Tasks Tracks action items for your department or project Contacts Contains information for individuals and groups Project tasks Tracks the tasks for a single project and provides summary info Issue Tracking Follows the progress of one or more items that are not project-related. 6

Create an Announcement List 1. Click Announcement from the Quick Launch bar. 2. Click New. The following screen appears: Shortcut Tip: You can also click on Add New Announcement from your department page. 3. Type the Title (required.) 4. Type Body information, if necessary. Use toolbar buttons for formatting. (Buttons are available for adding tables, images, hyperlinks, etc.) 5. In the Expires textbox, enter a date or use the Calendar icon to select a date. This is optional. (The most recent announcement will always be displayed, but if you enter an expiration date, the item will remain displayed until that date. After that, you can view the item on the Announcements page under All items.) 6. Click OK. Create a Calendar List You will first need to add Calendar to Quick Launch: 1. Click Site Actions (on upper right). 2. Choose Create. Shortcut Tip: You can also click on View All Site Content at the top of Quick Launch from your department page and then click on Create 7

3. Under Tracking, choose Calendar. 4. Name the calendar and type in a Description, if you wish. 5. Click on Create. Create a New Calendar Item Under Lists, choose Calendar. 1. Click on New (above calendar). 2. Click New Item. 3. On Calendar: New Item page, key in requested information. 8

5. Click OK to save the calendar item. To change a list view a list view is a format for displaying items in a list. Each list has at least one default view that shows all the items in the list. Other views are available. Actions you can perform with Calendar items are: Connect to Outlook Export to a spreadsheet Open with Access Have an alert emailed when items change Display Calendar Items in Outlook 1. Click Actions. 2. Click Connect to Outlook. 3. Notice your department calendar on Other Calendar. You can copy the department calendar items to your calendar by clicking and dragging the calendar item from your calendar to your personal calendar. You will also be able to click and drag a copy of your appointment from your calendar to the department calendar. 9

Create a Link Item Every member of your team will see all links added to Site Links. Site Links is located on the right side of your department home page. 1. Click on Add new link (on right side of screen). 2. On the Links: New Item page, key in requested information. NOTE: You must leave the http:// in the Address. The description is what will appear on your Site Links. Use the Click here to Test link to verify your URL link. 3. Click OK to save. Alphabetize the Sites 1. Click on Site Actions. 2. Click on Site Settings. 3. Click on Content and structure. 4. On the down arrow on Site Links, click on Open Link in New Window. 4. Click on Actions, then Change Order. 10

5. Type the number of the order that you would the website. In the example above, to list the EagleNet page first in the list, change the drop down arrow from a 1 to a 3 is. Look under the Name column to see that the EagleNet page is now listed first. You can create links that only you will see under My Links (upper right corner). 1. Click on My Links. 2. Click on Add to My Links. Key in requested information. NOTE: You must leave the http:// in the Address. 3. Click OK to save. 11

Create a Task List You will first need to add Task to Quick Launch. 1. Click Site Actions. 2. Click Create. 3. Under Tracking, click Tasks. Shortcut Tip: You can also click on View All Site Content at the top of Quick Launch from your department page and then click on Create 4. Under Lists in the Quick Launch bar, choose Tasks. 5. Click New. 6. Enter a Title (required). 7. Fill in additional information as needed. NOTE: You can assign only one person at a time to a task. 8. Click OK. 12

Add a Contacts List You will first need to add Contacts to Quick Launch. 1. Click Site Actions. 2. Click Create. 3. Under the Communications category, choose Contacts. 4. In the Name textbox, enter a name for your Contacts list. 5. Enter a Description, if you wish. 6. Click Create. Add Information to Your Contacts List 1. Click New. 2. Type the Last Name (required). 3. Enter all other information. 4. Click OK. 13

Export a Contact List Item to Outlook s Contacts List 1. Click the down arrow next to the Contacts list item 2. Choose Export Contact. 3. Click Open. Your Outlook program should open with the contact information automatically filled in from SharePoint. 4. From Outlook, choose Save & Close. Copy a Contact from Your Personal Address List to SharePoint 1. On your Contacts List, click on Actions. 2. Click on Connect to Outlook. 14

3. In Outlook, click on the folder in My Contacts list. 4. Left click on the contact, and drag the contact to your department contacts list under Other Contacts. Click Yes to the prompt below. The contact will copy to your SharePoint. NOTE: You cannot copy a distribution list from Outlook to your SharePoint. Working with Libraries Libraries A library is a content structure that contains files. It may contain a single type of file, such as a picture library or it may contain multiple types of files including documents, spreadsheets, and presentations. In SharePoint, a default library, Shared Documents is created automatically when a new team site is created. You can create folders in most libraries. This allows you to organize files in groups rather than show all the files in one long list. A site owner can create additional libraries as needed. Types of Libraries Document Usually contains files such as documents, spreadsheets and presentations. New files created in the library are limited. Note: You can upload these types of files: Office, Open Office, jpg, and pdf files. Picture Primarily contains pictures displayed as thumbnails. Pictures can be uploaded to the library but not created directly within the library. Form Stores XML (Extensible Markup Language) based forms such as invoices and expense reports. Wiki Contains linked wiki pages and supports text, pictures, tables and hyperlinks embedded in those pages. Ways to Populate Libraries Uploading from your computer, the network or other media. (This is how you will move documents from your H: or J: or Y: drives to SharePoint.) Creating them directly in the library within the SharePoint environment. Sending as an email attachment to the library. 15

Create a Folder in the Shared Documents Library 1. From the Quick Launch bar, choose Shared Documents. 2. Next to New, click the drop-down arrow. 3. Click New Folder. 4. Name the folder and click on OK. Upload a File 1. Make sure you are in the folder where you want the file to upload to. 2. Click Upload. 3. Use the Browse button and browse to the file. 4. Click OK. NOTE: You can upload multiple files at one time by clicking on Upload and then Upload Multiple Documents. Click in the boxes on the files that you want to upload. Click on OK and answer Yes to continue. Create a New File Within Shared Documents NOTE: You cannot create a new Word document when working on a Mac computer. You must create the file on your Mac, save it, then upload following the steps on the previous page. 1. Click on New. 2. Click on OK to bypass the warning message: 16

3. By default, Word will open. 4. The Save As window will display the location of the SharePoint server: With Document Libraries, you can perform these actions: Edit in datasheet view Open with Windows Explorer Connect to Outlook Export to a spreadsheet Versions 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 changed are all visible in the document library. Versions allow 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. Major vs. Minor Versions are classified as either major (adding, changing or deleting large sections of text) or minor (updating a few figures in a spreadsheet or changing the wording of a sentence). Major versions are indicated by whole number (1.0, 2.0 etc), minor versions by decimals (1.1, 1.2, 1.3, etc. Turn Versioning On 1. Click Site Actions. 2. Click Site Settings. 3. Under Site Administration, click Site Libraries and Lists. 4. Click Customize Shared Documents. 5. Versioning settings are under General Settings. Also, Require Check Out is another option on this page. By default versioning and check out documents is not required. 17

6. Select the radio dial to select major versions or major and minor (draft) versions. 7. Click OK. The Check in and Check out Process the check in/check out process prevents multiple users from editing the same file simultaneously. Each time a file is checked out, it is locked and other users can read the file, but they can t edit it. 1. A new file is either uploaded to the library or created in the library. 2. If versioning is enabled, a version number is created. 3. A team member checks out the file and it is locked. 4. The team member makes changes and saves the file. 5. The file is checked back in, and if versioning is enabled, a new version number is created. 6. The file is unlocked. 18

Process Map: A file is checked out The file is locked to prevent other changes. The file is edited and the changes are saved The file is checked back in The file is unlocked Check Out a Document 1. On the document that you want to check out, click the drop-down arrow next to the document name. 2. Choose Check Out. This screen appears: 3. Click OK. On the Shared Documents screen, notice the green arrow pointing to the right. This indicates that the document is checked out. 4. Open Word (or Office application). 5. On the Open window, click on My Documents. Then click on SharePoint Drafts to find the checked out file. This is the default storage location for a checked-out file. 19

6. Click the Save Disk icon. 7. When you close the file in Word, you will get a prompt to check in your document. Click Yes to check the document in. Change the Location of your SharePoint Folder 1. Click on the Office button. 2. Click on Word Options. 3. On the Save screen, on the Server drafts location line, browse to the location you would prefer for your checked-out files. For example, your flash drive or your H:\Data folder. To Check the Document In from Within SharePoint 1. Click the drop-down arrow after the document name. 2. Click on Check In. 3. Make sure that No is selected on the question Keep the document checked out after checking in this version? 20

4. Click on OK. 5. Click Yes to the prompt below, regarding uploading the file: Editing vs. Checking out If versioning is turned on, each time you edit and save a file, a version is created. In contrast, when you check out a file, you can edit and save the changes as many times as you want without creating a new version. A new version is not created until you check the file back into the library. Wikis A wiki is a collection of web pages that contain information created by an online community. It is a usercreated knowledge base in which the users add and modify content as they wish. Although there are various levels of administration by default a wiki can be updated by any user who has access. A wiki is a dynamic content repository since it is updated continually. In a business or education environment, wiki libraries include brainstorming ideas, collaborating on designs, creating an instruction guide, gathering data from the field, tracking call center knowledge, and building an encyclopedia of knowledge. 21

Creating a Wiki Page 1. Under Site Actions, click Create. 2. Under Libraries, click Wiki Page Library. 3. Enter the name, and description, and indicate if you want the page to appear in your Quick Launch bar. 4. Click Create. 22

Editing Wiki Pages 1. Click Edit in the upper-right corner of the page. Make formatting changes using the toolbar provided. You may insert tables, pictures, hyperlinks, etc., as well as making basic formatting changes. There is an Edit HTML Source button if you would like to make additional HTML changes. The Name textbox will display the name of the page. 2. OK to update the page and return to normal view. Creating a New Wiki Page (Linked) To create another page in a wiki library, type the name of the page enclosed in double brackets on the edit form. 1. Click the Edit button from your Wiki page. 2. Type the name of your new page in brackets. Ex.: [[Newsletter Suggestions]] 23

3. Click OK. 4. Notice that the name of your link has a dashed underline. Click on the link. 5. A new Create Page form appears. The name of your page is displayed in the Name box. 6. It is advisable to create a link back to the previous page, or your Home page. Type the name of this page in brackets. Ex.: [[Home]] 7. When finished adding content, click OK. This returns you to the normal view of your page, and you having a working link back to a previous page. NOTE: To create a link to a page and have the link display different text than the page name, type a pipe character ( ) after the page name, and then type the display text. For example, type [[Home Home Page]] to create the link labeled Home Page that points to the page named Home. 24

Creating a Wiki Page Not Linked to Another 1. From the bottom of your Quick Launch bar, in the Recent Changes section, click View All Pages. 2. From the New menu, click New Wiki Page. 3. Your Create Page form appears. 4. Enter in the Name of your page, and enter your content. 5. Click Create. 6. Your page will appear under Recent Changes. You can also click View All Pages to get back to your page. 25

Wiki Page History The Wiki page library will automatically track changes made to wiki pages. You can also see the version history of a wiki page. 1. From a wiki page, click the History link in the upper-right corner of the page. 2. Additions to the page will show in gold, deletions in gray. On the left, you will see Versions. Each version will show the date and time. Click to view a version. 3. Click on Version History from the menu at the top of the page. 4. The page that appears will display all the versions with pertinent data. Hover over the date of a version and a drop-down arrow appears. 5. To view a version, click View. On the screen that appears, click Close when finished viewing. If you want to restore this version, choose Restore. It will be given a new version number in the screen capture above, it would be Version No. 5. You may also move this version to the Recycle Bin by clicking Delete. 26

Discussion Boards and Surveys Create a Discussion Board 1. Under Site Actions, click Create. 2. Under Communication, click Discussion Board. 3. Enter the name, and description, and indicate if you want the page to appear in your Quick Launch bar. 4. Click Create. Create a new Discussion Board item 1. From your Discussion Board item, click New. 2. Enter the Subject and Body. 3. Click OK. 27

Participate in the Discussion Board 1. Click on the Discussion Topic. 2. Click on Reply on the right side. 3. Type your reply above the blue line and click OK. There are two default views, flat and threaded. Click View to change your view. Flat: 28

Threaded: Create a Survey 1. Click Site Actions, Create. 2. Under Tracking, click Survey. 3. Enter a Name and Description. 4. In the Navigation section, indicate whether or not the survey should be displayed in the Quick Launch bar. 29

5. In the Survey Options section, specify whether to show user names in the survey results and whether to allow users to respond more than once. 6. Click Next. 7. On the New Question page, enter a question. 8. Select the Question Type and complete the Additional Question Settings. 9. If you need to add more survey questions, click Next Question, otherwise click Finish. 10. Complete the New Question page as many times as it is needed to include all of your survey questions, then click Finish. Respond to a Survey 1. Navigate to the survey that you want to take. 2. Click on the survey. 3. Click on Respond To This Survey. 4. Answer the survey questions. 5. If necessary, click Save to save your responses without completing the survey. 6. If necessary, click Next, and answer the remaining questions. 7. Click Finish. 30

View Survey Responses 1. Navigate to the survey that contains the responses you want to view. 2. The Overview is displayed by default. You can display responses in a text-based format or a graphical format. 3. To display in the text-based format: a. Click Show All Responses, or from the View drop down, chose All Responses. b. Click on a response. You can create, edit, or delete responses, manage permissions, and create alerts from this page. 31

c. When you have finished working, click Close. Remove/Edit Content from SharePoint Remove Content within SharePoint 1. Click on Site Actions. 2. Click on Site Settings. 3. Choose Content and structure under Site Administration. 4. Check the boxes on what you want to remove. 5. Click on the down arrow by Actions and choose Delete. 6. Answer OK to confirm that you want to delete the selected items. Edit Content within SharePoint For example, if you want to change a URL or description in Site Links: 1. Double click on Site Links. The list of URLs that you added to the Department Site Links will display. 32

2. Click on the drop down arrow behind the listing that you wish to change. 3. Choose Edit Properties. 4. Make your changes and click OK. 5. To return to your home page, click on the Home Staff tab. You can click on the X to close the Site Content and Structure tab. Members Rights POCs, as owners of their department sites, will have more rights within a site than department members. However, all members within your department will have the following rights: 1. Ability to create announcements, calendar items, tasks, contacts. 2. Ability to create new folders/files and upload a single or multiple files. 3. Ability to create and add to a wiki. 4. Ability to add to Site links. 5. Ability to respond to a survey or discussion. 6. Ability to restore their own documents from the Recycle Bin. NOTE: Members cannot create a new survey or discussion board. 33