IT Training Services SharePoint 2013 Getting Started Version: 2015/2016 V1
Table of Contents ACCESSING SHAREPOINT SITE 1 IT Intranet SharePoint Site... 1 Create a SubSite... 1 DOCUMENT LIBRARIES 2 Create a New Document... 2 Upload Documents... 3 Upload Single Document... 3 Upload Multiple Documents... 3 Edit Documents... 3 Check In and Check Out Process... 4 Check Out... 4 Check In... 4 Document Versions... 5 Document Version History... 5 View Version History... 5 Library Settings... 6 Library Columns... 6 Library Views... 7 SITE CONTENTS 8 Add an App... 8 Add App to the Quick Launch Bar... 8 TASK LISTS 9 Add a New Item... 9 Add Items using Quick Edit Mode... 9 Create SubTasks in a list... 9 Add Items to the Timeline... 10 Connect to Outlook... 10 View the Task List in Outlook... 10 SITE PAGES 11 Create a Site Page... 11 Change Page Layout... 11 Insert a Link... 11 Insert an App Part... 12 Insert a Web Part... 12 Modify a Web Part or App Part... 12 Remove/Edit a Web Part or App Part... 13 Save a Page... 13 Edit a Page... 13 SHARING & PERMISSIONS 14 Securable Objects... 14 Users and Groups... 14 Permissions... 14 Share the Current Site... 15 Share a List or Library... 16 Share a Document or Item... 17 User and Permissions Settings... 17 Create a New Group... 18 Add Users to a Group... 18 Remove Users from a Group... 18 WORKFLOWS 19 Workflow Templates... 19 Create a Workflow... 19 Start a Workflow on a Document... 20 Check Workflow Progress... 20 SITES PAGE 21 Follow... 21 OneDrive for Business... 21 University of Leeds Table of Contents
Accessing SharePoint Site The main SharePoint site for the whole University is https://workspace.leeds.ac.uk and you can see a list of all the individual Team Sites by clicking on Site Directory at the top of the page. Whilst you are likely to be able to see the full list of sites you will only have access to the sites relevant to you and your role. IT Intranet SharePoint Site IT has a SharePoint Intranet site and each team/department has their own area within this main site. You will be able to see links for all the teams however you may not have access to all the sites. Enter the web address: https://workspace.leeds.ac.uk/sites/itintranet to access the IT Intranet Click Business Support from the Quick Launch Bar at the left of the screen Click your team site If you are using a computer on University campus you will be able to view the site immediately as the system will recognise you by your login credentials, however if you access the site externally you may be required to enter your username and password. Create a SubSite Each Team Area is set up as a Team SubSite and can contain libraries, lists, pages and other items Click on the Settings button at the top right of the screen Click Site Settings Note: Site Settings may also be available to choose from the Quick Launch Bar but this all depends on how the main site was set up. In SubSites portion of the page, click Enter a Title, Description and other relevant information for the site Select the Team Site template Choose to use the appropriate permission settings Choose to use the top link bar from the parent site or not University of Leeds Page 1
Document Libraries A SharePoint Team Site provides you with a default document library that can be used to store and share files with other users. The name of this default document library is simply Documents. Multiple document libraries can exist within a SharePoint site and they work in a similar manner to a directory on your computer s hard drive. You can create new files within a document library or you can upload existing files from your computer or network shared area. Either way, it means you have quick and easy access to shared files. Create a New Document Within your Team Site, click Documents from the Quick Launch Bar Click and then select the type of file you want to create e.g. Word document Enter a Document Name and click OK Type the information in the document Click and then close the file Using this method will open the Word Web App rather than your desktop version of Word which is useful if you are working on a computer which does not have the full version of office installed. If you want to use some of the more sophisticated tools within Word, you can click to edit the document in the full version. Alternatively: Click the FILES tab on the Ribbon Click which opens your desktop version of Word Type the information in the document Click and when prompted, choose the appropriate location to save the document Using this method Word will usually recognise that you have generated this Word document from a SharePoint library, so when you save, the SharePoint folder location will be listed under Current Folder in the backstage view of Word. University of Leeds Page 2
Upload Documents If you have existing documents that need to be stored in a document library, you can upload single items or it is possible to copy multiple documents into a document library. Upload Single Document Within the Document library, click the Files tab on the Ribbon Click the button and Browse to the file Enter Version Comments (where applicable) Click OK You may be required to check the document in if these settings are enabled in the library Upload Multiple Documents If you have many documents to upload you can use windows explorer to copy them across. Ensure that your Document Library is open Open Windows Explorer and navigate to the location that contains the files that you want to upload Select the files and then drag them across into the Document Library Release the files Edit Documents If you need to amend a document, this can be done from the document library. Locate the document in the document library and click the name of the file (this will open the document in the Word Web App) Click and choose whether to Edit in Word or Edit in Word Web App In order to combat the age old problem of multiple users updating the same file at the same time, SharePoint has included some extra safeguards. The check in and check out procedure will allow users to see if the document is currently being worked on. If it is, then SharePoint will display the name of the user who is using the file. Version control is another useful feature as it allows you to monitor the document history so you can see when changes were made to the file and by whom. The document library will need to have the check in/check out, and the versioning features switched on in order for SharePoint to track these changes. University of Leeds Page 3
Check In and Check Out Process A document library works a bit like a physical library. If you borrow a book, you are basically taking out the book so that you are the only person who can read it and you have exclusive control. Other users know the book exists, but it isn t currently available to them, as you have it. When a document is checked out of a library, the last saved version is available to other users. Check Out Checking out a document will let other users know that they will not be able to edit the original document and must wait for it to be checked back in. If you intend to work on a document for a while, it is recommended that you keep the document checked out, even if you don t have it open, keeping the document checked out will prevent other users from trying to edit it. Locate and select the document you wish to edit Click the Files tab on the Ribbon Click the Check Out button within the Open & Check Out group Open the document and make the necessary changes The document icon will appear with the Checked Out icon checked out, hover over the icon:, and to see who has the document Check In Once you have finished working with a document you should check the document back in. This means other users will not be able to view the changes and they will also be able to edit it themselves as you no longer have exclusive control. Click the Check In button within the Open & Check Out group Choose No to retain your check out Enter Comments if appropriate If a user has inadvertently kept a document checked out and another user needs to edit the document, an administrator can usually overwrite the check out and will be able to check the document back in again. University of Leeds Page 4
Document Versions Using document versions keeps a history of the changes and progress of a document. Each document library can have its own versioning settings which manage how the versions work. Document Version History This option allow you to specify whether version should be created every time the file is edited. New files are automatically allocated the number 1 as the first major version of the document. Creating versions for documents can easily spiral out of control and you may find that you have multiple useless and irrelevant versions of a document. Limiting the number of versions will combat this problem and if a new version is to be created, it will prompt users to delete the versions which are no longer required. View Version History Select the required document From the Files tab on the Ribbon, click to see the amendments made to the document Click the Date of the version in order to view this version University of Leeds Page 5
Library Settings You can change the way a Document Library behaves by changing the settings at any time. Navigate to the Document Library From the Library tab on the Ribbon, click E.G. You can change the name of the document library, ensure that versioning is switched on with check in/check out, change the permissions for a library and many more options. Library Columns Each library is complete with a standard set of columns however you can create your own columns. This is particularly useful if you want to keep all your documentation in one library and then categorise the documents to make them easier to find. With the Document Library, click the Library tab on the Ribbon Click Enter a Name for the column (ensure that you don t use a name that is already in use e.g. Date Created) Select the type of information the column will store Complete the remaining settings and click OK The example shown is a new column called category and this will allow users to choose one or more categories to assign to the document. University of Leeds Page 6
Library Views The default library View will usually display the document icon, name of the file, Modified, and Modified By columns. When creating a new view you can include other columns of information and also change the filter, sorting or grouping settings. This may be useful if you need to include the document library in another location which only displays the relevant files. Within the Document library, click the Library tab on the Ribbon Click Select the View Type (e.g. Standard View) Enter a View Name Select the required settings When working in this document library, users will be able to choose which view they would like to see by clicking the view name. The View can also be used when adding the document library web part to other pages. University of Leeds Page 7
Site Contents In addition to the default Document Library you will definitely want to take advantage of some of the other apps that you can include in your SharePoint site. There are many different types of apps such as task lists, announcements, discussion board, links list, issue tracking, calendars, but they all basically work in the same way in the fact that they contain lists of information which are displayed in various formats. Add an App From the Home Page of your site, click Site Contents from the Quick Launch Bar Click Select the App you want to add e.g. Tasks Enter a name for the list and click Create Add App to the Quick Launch Bar When you have added an app, it isn t automatically added to the navigation so you will have to do this yourself to ensure that your users can get to the app. From the Quick Launch Bar, click Drag the App from the app list and drop it in the required position within the Quick Launch Bar Click You can change the order of the items in the Quick Launch Bar by accessing the Site Settings and then click the Navigation option under the Look and Feel category. University of Leeds Page 8
Task Lists Add a New Item Regardless of which type of list you create adding items basically uses the same technique. SharePoint provides an online form for you to complete all the necessary details, but the form fields will differ depending on the type of list. The example used for this purpose is a Task List Display the appropriate list (e.g. Tasks) Click Enter the details of the item Click Save When creating a new item the Ribbon will display on-demand tabs which are used to format the information (FORMAT TEXT tab) or insert other items such as pictures, tables, links or files (INSERT tab). In the example shown in Figure 1 it is also possible to assign tasks to users and also link tasks with other tasks. Figure 1 Add Items using Quick Edit Mode If you need to add lots of items to a list it can be time consuming to create many individual items so you can speed up this process by using Quick Edit Mode. Within the SharePoint list, click (This will change the list to be displayed in a table format similar to Excel) Enter the Task Name in each cell and choose a Due Date Click to revert the list back to the default layout In the default layout you can open each task and add more information if required. Create SubTasks in a list Task items that you add to a list could involve many other subtasks, so you can add these items and define a task outline very similar to Microsoft Project. In Quick Edit Mode select the tasks which are to Subtasks From the Tasks tab on the Ribbon, click the button (notice how the first task has become bold and has a smaller indent that the other tasks) Click the symbol to collapse/expand the subtasks University of Leeds Page 9
Add Items to the Timeline Another default setting for a task list is the Timeline which usually appears above the list. Task items are not usually automatically added to the timeline, but you can choose which tasks to add yourself. Click the Open Menu button for the required task Click Connect to Outlook Microsoft Outlook has the facility to create task lists, but these lists are independent to the individual users, but you can view SharePoint task lists through your Outlook account. Within the SharePoint list, click the List tab on the Ribbon Click You may see a couple of messages appear on screen, examples show in Figure 2 and Figure 3 which you must accept before the list can be displayed in Outlook Figure 2 Figure 3 View the Task List in Outlook Click within the Outlook window Click the SharePoint Task list name to display the list Updating the progress of a task in Outlook will also update the task in SharePoint and vice versa (you may have to refresh the SharePoint window to see the changes occur) University of Leeds Page 10
Site Pages Just like any other website you may want to create pages that display information, or you can include other SharePoint elements on a page for easy navigation. Create a Site Page Click Site Contents from the Quick Launch Bar Click (this is a built in library that contains all the pages in a SharePoint site rather than storing them in a document library) Click Enter a Name for the Page and click Create Add page content Note: Pages can contain more than just static text and the example in Figure 4 includes text and an image. Figure 4 Change Page Layout By default, SharePoint creates a new page with one single column, but you can change this. From the Format Text tab on the Ribbon, click the button Choose the required layout Insert a Link From the Insert tab on the Ribbon, click the Link button Click From SharePoint to create a link to another part of SharePoint such as a document, calendar item, web page etc. Click from Address to insert the web address manually University of Leeds Page 11
Insert an App Part The App Parts that you create, such as task list, calendar, document library all exist within SharePoint and you can access them by creating links in the Quick Launch Bar (left of screen) or from the Global Navigation Bar (top of screen). However, you may want to include those elements as part of page which is just another way to get to the information. Click the area in the page where the App Part should be inserted From the Insert tab on the Ribbon, click Select the required App Part Click Add Insert a Web Part Web Parts are very similar to App Parts and in the fact that they are web objects and there are many to choose from. For example, you can add a Table of Contents web part to your pages which behave in a similar fashion to the quick launch bar and can help your users navigate the site easily. Click the location on the page where the web app should be placed From the Insert tab on the Ribbon, click Select the required web part (Figure 5 shows the Table of Contents web part) Click Add Figure 5 Modify a Web Part or App Part Once you have inserted the web part or app part you can change how it behaves on the page. Select the web part or app part From the Web Part tab on the Ribbon, click Change the settings as required Click OK This is a useful technique if you want to display certain document from a document library. If you create the view in the library and then add the web part, you can choose which view to display when users visit this page. This eliminates the need for multiple libraries with copies of the same document. University of Leeds Page 12
Remove/Edit a Web Part or App Part You can easily delete a web part or app part from a page if it no longer required. Click the Drop Down Arrow at the top right of the web part Click Delete to remove it from the page completely Click Edit Web Part to change the settings Save a Page Once you have made all the required changes, remember to click button is on more than one tab) from the Ribbon (The Save Edit a Page In order to make further changes to a page, you need to click to display the page in Edit mode. at the top right corner of the page University of Leeds Page 13
Sharing & Permissions The administrator of a SharePoint site will need to grant access to the users of the site. Individual users can be assigned their own permissions or they can belong to a group where the permissions are already allocated. In the more recent versions of SharePoint allocating permission can now be done using the Share options. The sharing of information structure is built on three site security elements. Securable Objects Users and Groups Permissions Securable Objects These objects contain the site content such as:- Sites (including Workspaces) Apps (Lists and libraries) Items (Documents and individual items Users and Groups Users can be added as individuals with their own unique permissions or users can be added to site groups and will inherit the default permissions. By default SharePoint provides the following core groups:- Permissions Group Name Site Owners Site Members Site Visitor Permission Level Full Control Contribute Read There are five permission levels which are provided by default but you do have the flexibility to create further levels if required. Permission Full Control Edit Contribute Read View Only Description This level has full control over the site settings, pages, lists, libraries, SharePoint objects and permission, user and group control This level allows users to create, edit and delete lists and libraries; view, add, update and delete list items and documents This level allows users to create and edit items in existing lists and libraries but cannot change the settings or add new apps This level allows users to view pages and list items and download documents The level allows users to view pages, items and documents but cannot download them locally Typically in your team you will have a few Site Owners, and the majority of the team would be Site Members and you would allocate the Site Visitor permission to people who are maybe part of another team that you collaborate with. University of Leeds Page 14
Share the Current Site When you Share the site you are giving access to all libraries, lists, pages and subsites. Click at the top right of the SharePoint window Enter the names of the users that you wish to share the site with (these cannot be external users) Include a personal message (if required) Click and select a group or permission level for the user Click (The user will receive a message similar to the one shown in Figure 7) Figure 6 Figure 7 University of Leeds Page 15
Share a List or Library Display the list or library (e.g. Documents) Click the Library tab on the Ribbon and then click in the Settings group Within the Shared With window, click Enter the names of the users that you wish to share the list or library with (these cannot be external users) Include a personal message (if required) Click and select a permission level for the user Click (the user will receive an email advising them that they have access to this object) University of Leeds Page 16
Share a Document or Item You can give permission on specific files or items if you need to. Display the list or library (e.g. Documents) Select the file that you want to share From the Files tab on the Ribbon, click within the Share & Track group Enter the names of the users that you wish to share the document or item with (these cannot be external users) Choose either Can view or Can edit from the drop down list Include a personal message (if required) Click (the user will receive an email advising them that they have access to this item) Note: it is recommended that you set up Groups in your SharePoint site, allocate those groups the appropriate permissions, and then add users to your groups. This method means that you can make global changes for multiple users by changing the group permissions rather than having to change individual permissions. User and Permissions Settings To access the Site Users and Permissions Click the Settings icon and click The Users and Permissions group is at the top left of the page University of Leeds Page 17
Create a New Group Whilst the standard site groups usually suffice, you may wish to create your own groups with specific permissions. Within Site Settings click Click to display a list of the existing groups Click and select Enter the details of the new group, paying particular attention to the permissions Click Create You can change the group settings Add Users to a Group Once you have created a group (or are using the built groups) you should add the users. Within Site Settings click Click the Group name to display a list of the existing group members Click Enter the details of the new users Click Share Remove Users from a Group Within Site Settings click Click the Group name to display a list of the existing group members Tick the checkboxes next to the names of the users that you want to remove Click Click Remove Users from Group Click OK when prompted University of Leeds Page 18
Workflows Workflows can be used to automate processes and procedures to help manage the progress of a document such as a training request, purchase order or staff review. SharePoint provides Workflow templates for simpler processes but you can create quite complex workflows using Microsoft SharePoint Designer (not covered in this document). Workflow Templates Approval Collect Feedback Collect signatures Disposition approval Three state Create a Workflow Routes a document for approval. Approvers can approve or reject the document, reassign the approval task, or request changes to the document. Routes a document for review. Reviewers can provide feedback, which is compiled and sent to the document owner when the workflow has completed Gathers signatures needed to complete an Office document. Manages document expiration and retention by allowing participants to decide whether to retain or delete expire documents Replaces the Issue Tracking workflow from previous versions of SharePoint. It is designed to track the status of a list item through three states (phases). A workflow needs to be set up in a library before you can add a workflow to a single document within the library. Display the appropriate list or library Click the List or Library tab on the Ribbon Click Click Add a workflow Select the required workflow template Complete the remaining details Click Next Enter the settings for the Workflow Click Save University of Leeds Page 19
Start a Workflow on a Document Display the Document library and select the required file From the Files tab on the Ribbon, click Click the name of the required workflow e.g. Document Approval by team Check the workflow settings and the click Check Workflow Progress You can check at what stage the workflow is at by viewing the progress. Display the Document Library If the Workflow column is displayed in the library View, click The Workflow History and the Tasks will be displayed Note: You can change the workflow from within the Workflow Status Page using the options in Figure 8 Figure 8 University of Leeds Page 20
Sites Page Within SharePoint you have your own private area that no one else has access to (formerly known as My Site in earlier SharePoint versions). When you access SharePoint the system recognises you by your log in credentials so that it is easy for you to navigate to the sites you often work with. Follow Navigate to the site you want to work on Click at the top right of the page Click to see a list of the sites that you are following Click the site you want to visit OneDrive for Business Your OneDrive area is a document library where you can store personal documents which are workrelated. You also have the ability to share them with other people if required, but no-one else has access to these files. Click at the top of the screen University of Leeds Page 21