Copyright © 2010 MAX Technical Training A class for the owner of a SharePoint site who needs to know how to create sites and lists, manage user access and customize lists and web part pages.

Copyright © 2010 MAX Technical Training  SharePoint Business Owner - The person who is responsible for "paying the bills" and has the business responsibility for the organizations use of SharePoint.  Site Owner / Power User - A SharePoint user with the additional skills and responsibilities to manage the day to day operations of a SharePoint site and subsites. Primary duties include controlling who has access to the site (security) and the design of the site (lists, libraries and navigation)  Site Collection Administrator - A SharePoint user with responsibility for the top level site in a site collection and all sites below that site. This user also has access to an additional set of features in Site Actions, Site Settings including search customization and access to the Site Collection Recycle Bin.  SharePoint System Administrators - The team responsible for the management and support of the SharePoint servers including the initial creation of new site collections, system backup, server maintenance and deployment of custom features.

Copyright © 2010 MAX Technical Training  Name  Company affiliation  Title/function  Job responsibility  SharePoint experience  A little bit about your SharePoint site  Expectations for this course

Copyright © 2010 MAX Technical Training  Module 1: The Role of the Site Owner  Module 2: SharePoint Review  Module 3: Using and Customizing Lists  Module 4: Creating Forms Libraries  Module 5: Creating Web Pages  Module 6: Sites and Workspaces  Module 7: Users and Groups  Module 8: Site Activity

Copyright © 2010 MAX Technical Training  Activities of the Site Owner  Adding, removing users and setting their permissions  Creating and customizing lists and document libraries  Changing the appearance of a site using themes and Master Pages and setting navigation options  Creating sub-sites and workspaces  Modifying pages by adding and configuring web parts  Creating web pages  Monitoring site usage

Copyright © 2010 MAX Technical Training  Site Actions -> Site Settings  Site Actions -> Edit Page  Site Actions -> Create  And for each list and library: Settings -> List or Library Settings

Copyright © 2010 MAX Technical Training  Site Actions  Site Actions -> Site Settings

Copyright © 2010 MAX Technical Training  Site Actions -> Create

Copyright © 2010 MAX Technical Training

 We will now take a quick hands-on exploration of SharePoint end-user features and explore any of these features you would like to learn more about.  Anything you have not seen before?  Anything you would like to know more about?

Copyright © 2010 MAX Technical Training  Libraries  Document, Form, Wiki, Picture  Lists  Tasks, Project Tasks, Links, Calendars, Surveys  Announcements, Contacts, Discussions  Uploading files  Folders  Alerts  RSS Feeds  Exporting lists  Outlook Synchronization  Recycle Bin options  Creating Sites from templates

Copyright © 2010 MAX Technical Training  Title, description and navigation  Content Approval  Setting Versioning options  Customizing columns  Creating Custom Lists  Views: Default, Datasheet, Custom  Content Types  Communications options – /RSS  Workflows

Copyright © 2010 MAX Technical Training  Settings -> List Settings (or Library Settings)  General Settings

Copyright © 2010 MAX Technical Training  Settings -> List Settings (or Library Settings)  General Settings -> Title, description and navigation

Copyright © 2010 MAX Technical Training  Settings -> List Settings (or Library Settings)  General Settings -> Versioning settings

Copyright © 2010 MAX Technical Training  Process:  New content created or uploaded  Item now in Pending status and can only be seen by the author and users with Approval permission (such as the Site Owner)  User with Approval permission reviews the item and then approves or rejects the item.  If rejected, only the author and approvers can see the item  If approved, all users with Read permissions can see the item

Copyright © 2010 MAX Technical Training  Lists can be divided into folders just like file folders in Windows Explorer.  Folders are available in most lists, but may not be enabled by default.  To change folder settings select Advanced Settings from the list’s Settings screen:

Copyright © 2010 MAX Technical Training  A folder structure is a rigid way of organizing content, and cannot be quickly changed.  Views can give you more ways to arrange content as long as you have added columns (metadata) to categorize the content.  You can use folders and views together if when you create the view you select "Show all items without folders" while designing the view.  You should generally not display more than 2000 items at a time. You can use either folders to break your lists into manageable subsets or use views (grouped or filtered) to limit the number of items displayed at a time.

Copyright © 2010 MAX Technical Training  Several list types let you use “Item-level Permissions” to control who can see and edit items without setting up custom security permissions.  Item-level Permissions are only available for Announcements, Calendar, Custom lists, Discussion Board, Links, Survey and Tasks.

Copyright © 2010 MAX Technical Training  Benefits of versioning include:  A history of document changes  The ability to revert to a previous version  The ability to view previous versions  To enable versioning  Settings -> List or library settings -> Versioning

Copyright © 2010 MAX Technical Training  Check in / out prevents multiple users from updating a file at the same time  While a document is checked out other users cannot:  Delete the document  Save / overwrite the document  Upload a new document with the same name  Checked out documents can be checked in by the person who checked it out, and by the site owner  Office 2003 and 2007 both support check in / out, but in slightly different ways  When checking out a document you will be asked if you want a copy saved to your “local drafts folder” (My Documents\SharePoint Drafts)

Copyright © 2010 MAX Technical Training  Columns can be added to every list and library  Columns can be added from:  The list’s Settings Menu: Settings -> Create Column  The list’s settings screen: Settings -> Document Library Settings (or list type Settings) -> Columns section -> Create Column  Predefined Site Columns can be added from:  The list’s settings screen: Settings -> Document Library Settings (or list type Settings) -> Columns section -> Add from existing site columns  Columns can be:  used in lists and web parts for sorting and filtering by clicking the column headings  used in views to Group, Filter and Sort the view  searched - all metadata is indexed for search

Copyright © 2010 MAX Technical Training  If everyone created their own column definitions you might end up with a customer IDs defined like these:  Customer ID, Cust ID, CustID, CID, CustomerID or just Customer  Site Columns:  Provide reuse and consistency  Are required to create Content Types  Site Columns are created in  Site Actions, Site Settings, Site Column

Copyright © 2010 MAX Technical Training  To add Site Columns to a list or library  Display the list and go to the settings page  Scroll down to Columns and click Add from existing site columns

Copyright © 2010 MAX Technical Training  What is this? A sales contract, a purchase contract, a contract template?  All we can say for sure is that it is a Word document…  We could add metadata columns, but would those columns be appropriate for every file in the library?  With Content Types you can  Identify the document with its business use (PO)  Collect metadata required for that use (PO number)  Define custom property panels for Office, set rules for auditing and expiration, specify a workflow and supply a template for the New button

Copyright © 2010 MAX Technical Training  Uploading a document to a library with Content Types

Copyright © 2010 MAX Technical Training  And by displaying the Content Type’s columns in the view we now know the business purpose of the document

Copyright © 2010 MAX Technical Training  New lists can be created by importing an Excel file  First row should be the column names  Additional rows should be consistent: all dates or all numbers, but not mixed  Site Actions, Create, Import Spreadsheet

Copyright © 2010 MAX Technical Training  Views are filtered and sorted representations of SharePoint lists and can be thought of as reports  A definition of a view includes:  Columns to display  Filters to select rows to display  Sorting  Grouping (two levels)  Totals  Item Limit (first 10, etc)

Copyright © 2010 MAX Technical Training  View formats  Standard view (works with all lists and libraries)  Datasheet view  Calendar View (works with all lists and libraries with at least one date column)  Gantt View (works with all lists and libraries with at least two dates and an optional “percent complete” column)

Copyright © 2010 MAX Technical Training  RSS is a quick way to see “what’s new” at a web site, or in a SharePoint list or library  Most web sites and browsers indicate an RSS feed with an orange icon  SharePoint RSS feeds can be customized:  To limit the number of items displayed by a count or number of days  To display selected fields  To display a welcome message or icon  RSS feeds can be “subscribed to” using a feed reader such as Outlook or a third party tool

Copyright © 2010 MAX Technical Training  Lists and libraries can be setup to allow content to be received via  Libraries can receive attached documents  Optionally the body of the can also be saved  Announcement, Calendar and Discussion board lists can receive items via  Other list types cannot  Incoming is disabled by default  Think about security if you enable  Also consider requiring Content Approval

Copyright © 2010 MAX Technical Training  Some lists and libraries contain only archive or rarely accessed content - for these you can disable search visibility  Note: Search visibility can also be disabled for the entire site from Site Actions, Site Settings

Copyright © 2010 MAX Technical Training  Workflows are used to automate activity around a document or list item  An example of a workflow is an approval process where three people in sequence must approve a document before it can be displayed to all users  Sample workflows  WSS includes one sample: Three State Workflow  MOSS includes four samples: Approval, Collect Feedback, Collect Signatures, Disposition Approval  Custom workflows can be created using SharePoint Designer or Visual Studio

Copyright © 2010 MAX Technical Training  A detailed study of workflows is beyond the scope of this class  The class handout has a complete step by step walkthrough of the Approval workflow

Copyright © 2010 MAX Technical Training  Creating a Microsoft Office InfoPath Forms Library  Creating a Form and Publishing  Filling out the form

Copyright © 2010 MAX Technical Training  Forms Libraries are SharePoint libraries based on an InfoPath form template  Clicking “New” will open a new InfoPath form. When saved it will be saved back to the library, optionally saving form data as library columns  Forms are designed using Microsoft Office InfoPath and then published to SharePoint  MOSS Enterprise includes InfoPath Forms Services and can deliver forms to users via a browser (InfoPath does not have to be installed on their PC)

Copyright © 2010 MAX Technical Training  Basic Web Pages are pages within a SharePoint site that do not need or use any SharePoint features such as web parts or lists  Advantages of a Basic Web Page  Simple HTML web content  Simple to edit online  Easy copy and paste from Word  Web Part pages are created from templates with one to many web part zones and can be used for reports, RSS feeds and custom web parts

Copyright © 2010 MAX Technical Training  From Site Settings menu select Create  From Web Pages click Basic Page  Enter a name for the new page  This name will be part of a URL to this page - if users will be typing or ing a link to this page you should avoid special characters including spaces  Select a document library for the page (Tip: add a library named “MySitePages” or similar)  Click Create – an editor window will open  Type or paste the text for the page

Copyright © 2010 MAX Technical Training  From Site Settings menu select Create  From Web Pages click Web Part Page  Enter a name for the new page  This name will be part of a URL to this page  Select a Layout Template  Select a document library for the page  Click Create  Add web parts  Optionally add a link from Quick Launch

Copyright © 2010 MAX Technical Training  Site Customization  Title, Description and Themes and Master Pages  Navigation options  Web Parts

Copyright © 2010 MAX Technical Training  Title  Typically short – do not leave blank as it is used in navigation and search  Description  Displayed below the Top Link Bar  Can be left blank (and then use a Content Editor Web Part for formatted text)  Icon  Typically stored in a library  Pre-size the image using a paint program before uploading  Best practice is to use a relative URL which excludes the server name

Copyright © 2010 MAX Technical Training  The site theme controls the fonts and colors used for all pages in the site.  Customization beyond the sample themes requires the use of SharePoint Designer

Copyright © 2010 MAX Technical Training  The Tree View page is used to turn on or off the display of both Quick Launch and the Tree View.  The Tree View displays lists, libraries, and subsites. Folders can be expanded to see sub folders and subsites can be expanded to see their lists and libraries.  The Tree View can be customized using SharePoint Designer.

Copyright © 2010 MAX Technical Training  Microsoft Office SharePoint Server provides two tools for editing the Top Link Bar and Quick Launch  If your site was created from a Publishing template or is a subsite of a Publishing site then you will have a single option in the Site Settings screen, “Navigation”, that is used to edit both the Top Link Bar and Quick Launch  If your site was created as a top level non-publishing site, or as a subsite of a non-publishing top level site then you will have two options, “Top Link Bar” and “Quick Launch”

Copyright © 2010 MAX Technical Training  Subsites are added to the Top Link bar by default  You can customize the Top Link bar by removing tabs (Links), or by adding new tabs (Links) that can link to any URL, inside or outside of SharePoint. Examples:  Subsites or other SharePoint sites  Other corporate or public web sites  Libraries or documents in libraries

Copyright © 2010 MAX Technical Training  The Quick Launch bar can be customized by:  Adding, removing or renaming the Headings  Adding links to any destination (URL), inside or outside of SharePoint

Copyright © 2010 MAX Technical Training  The Navigation page is used to customize both the Quick Launch panel and the Top Link Bar  Subsites and Pages sets whether subsites are displayed in navigation  Sorting (typically left as manual)  Global Navigation sets whether the Top Link Bar for the current site displays tabs defined from the parent site  Current Navigation sets similar options as Global Navigation, but controls what is inherited in the Quick Launch bar  Navigation Editing and Sorting is used to manage both the Top Link Bar (Global Navigation) and the Quick Launch Bar (Current Navigation)

Copyright © 2010 MAX Technical Training

“Top Link Bar” “Quick Launch”

Copyright © 2010 MAX Technical Training  New sites can be created from an existing site design by saving the site as a template  Saved templates can be selected from the “Custom” tab when creating new sites  Saved templates appear in the Site Templates Gallery in Site Settings and can be downloaded and shared with other site collections by uploading the template file to another Site Templates Gallery  Notes:  Publishing sites cannot be saved as a template  “Include Content” includes all list and library content and is limited to 10 MB by default

Copyright © 2010 MAX Technical Training  A page or site customized with SharePoint Designer can be restored to its original template based design

Copyright © 2010 MAX Technical Training  Some sites, and archive site for example, do not need to be included in search

Copyright © 2010 MAX Technical Training  According to Microsoft: “A Web Part is a modular unit of information that forms the basic building block of a Web Part Page.“  SharePoint automatically creates web parts for each list and library you create  Additional web parts can be used to:  Display images  Display any text  Display reminders for checked out documents  Display external RSS feeds  and much more...

Copyright © 2010 MAX Technical Training A list web part An image web part A list web part A web part for a custom list

Copyright © 2010 MAX Technical Training  To add a web part:  Click Site Actions and then Edit Page  Click Add a Web Part at the top of the zone for the new web part  Select the web part from the list. Web parts for existing lists are displayed first  To delete a web part:  Click Site Actions and then Edit Page  Click the edit dropdown and then click Delete to remove the web part and discard any current settings  Note: Close (and the “X” button) does not delete a web part. Use Close to hide the web part and retain the settings so you can later restore the web part  To move a web part:  Drag the title bar of the web part  Web parts can only be moved within predefined web part zones (A Team Site home page has two web part zones: Left and Right)

Copyright © 2010 MAX Technical Training  All web parts have the same three sets of properties:  Appearance – Title bar options, height and width  Layout – Used to position a web part in a web part zone (almost everything here can also be done by dragging the web part with the mouse)  Advanced – User interface, help and URL/link options  Most web parts have one or more custom properties sections

Copyright © 2010 MAX Technical Training  List and Library web parts include a “List Views” property panel  Selected View  The dropdown list contains a list of all views currently defined for the list or library  To add a new view to this list, go to the list’s page and create a new view  Click “Edit the current view” to customize the currently selected view (This customized view is a copy of the currently selected view and any customizations will not change any of the existing views in the dropdown list.)  Toolbar Type  Full toolbar includes buttons such as New, Upload and Actions  Summary toolbar displays the “Add” text: “Add new announcement”

Copyright © 2010 MAX Technical Training  This web part is useful for:  Images (unlike the image web part, this web part can display an image with a caption and can make the image clickable)  Contact information – contact name, , phone, etc  Introductory information – welcome message, site purpose, etc  Copyright and legal messages  Two Editors  Rich Text Editor – for typical word processing entry of text, images and hyperlinks  Source Editor – for entry of HTML, CSS and JavaScript  Use to add movies, flash, animations, Silverlight, etc.

Copyright © 2010 MAX Technical Training  This web part is useful for images  Note: the Content Editor offers more options for formatting images

Copyright © 2010 MAX Technical Training  Available in MOSS Enterprise Edition only  Used to filter the content displayed in other web parts.  The web part being filtered must support Connections  For list and library web parts, you can only filter on columns displayed in the current view  Filter web parts do not have a button to apply their changes so you will typically also add a Filter Actions web part  Filter web parts:  Choice, Current User, Date, Actions, Page Field, Query String, SharePoint List, Text

Copyright © 2010 MAX Technical Training Date Filter Filter Action (button) List (web part) being filtered

Copyright © 2010 MAX Technical Training  Useful for:  Displaying external web sites  Displaying internal reports (any report that can be displayed in a browser)  Lists of files in network shares (SharePoint user must have Read rights to the share)

Copyright © 2010 MAX Technical Training  Used to:  Roll up the content of libraries of other SharePoint sites  Display web pages. Similar to the Page Viewer Web Part, but includes tabs to link to multiple pages / sites. Click the Sites tab to add new sites

Copyright © 2010 MAX Technical Training  RSS = Really Simple Syndication  Used to display “What’s new” content from external web sites that support RSS feeds  The RSS Viewer cannot read SharePoint RSS feeds  User clicks article title to display a summary and a “More” link  Clicking More opens the linked site

Copyright © 2010 MAX Technical Training  Displays one image (last one uploaded) from an Image Library and links to a slide show where users can see all of the images in an Image Library  Should have been named “The Last Picture Uploaded Web Part!”  Defaults to a library named “This Week in Pictures”, but will work with any picture library

Copyright © 2010 MAX Technical Training  Displays documents relevant to the currently logged in user  Most useful option is “Include documents checked out to me”

Copyright © 2010 MAX Technical Training  Displays a list of users with access to the site  Show people and groups with direct permissions on this site  Show people in this site's Member group  Show people in the group  Clicking…  A person displays their profile  A group displays the group page

Copyright © 2010 MAX Technical Training  Rolls up all tasks from all task lists in the site for the currently logged in user

Copyright © 2010 MAX Technical Training  This web part is only available if your site has the Publishing features activated.  Rolls up data from lists and libraries in the current site collection.  Examples: All announcements from all subsites  Can select a single list type (Announcements), a single list (Announcements in the HR site), or a single content type  Displays a single column “Title”

Copyright © 2010 MAX Technical Training  This web part is only available if your site has the Publishing features activated  Similar to a links list, but with images and formatting options

Copyright © 2010 MAX Technical Training  Users  Groups  Permissions  Permissions by Site, List or Item  Custom permission levels  Audiences  User Alerts

Copyright © 2010 MAX Technical Training  SharePoint Users:  Users are individuals associated with  a Windows account (Fred Jones)  a Windows group (Sales)  or another SharePoint authentication method..  SharePoint Groups:  YourSiteName Owners – These users have full control of the site  YourSiteName Visitors – These users can read content, but cannot contribute content, create lists or customize the site  YourSiteName Members – These users can add items to lists and contribute other content

Copyright © 2010 MAX Technical Training  Users gain access to SharePoint by being assigned to Permission Levels or to groups with those permission levels  Default Permission Levels: (You can add more)  Limited Access – user has custom access to a list or library (you can’t directly assign this one)  Read (Visitor) – User can see, but not change content in lists, libraries and pages  Contribute (Member) – User can upload, edit and delete content but cannot customize lists, libraries or site settings  Design – Same as Full Control, but cannot grant/change user rights  Full Control (Owner) – Can do everything in the site

Copyright © 2010 MAX Technical Training  Permission Levels are created from up to 32 permissions.  Examples  Manage Lists  Add Items  Edit Items  Delete Items  Approve Items  Manage Permissions  Create subsite

Copyright © 2010 MAX Technical Training  Go to Site Actions, Site Settings and People and Groups  Click the New button  Enter:  User’s network name yourdomain\samc  or user’s address  or part of the user’s name conklin  Or click and search for a user  Confirm the name(s) using  Add the user to a group (recommended) or select permissions  Optionally send an to welcome the user to the site

Copyright © 2010 MAX Technical Training  Permissions can also be set at the list/library, folder or individual item  By default permissions are inherited from the parent site, list/library or folder  To set unique permissions you will need to “break” the inheritance  Click Settings  Click Permissions for this list  Click Actions  Click Edit Permissions (this breaks the inheritance)  Adding users and groups to lists is identical to site permissions

Copyright © 2010 MAX Technical Training  Example: Users should be able to add, uploaded, edit, but not delete content 1. Navigate to the top site of your site collection 2. From the Site Settings screen select Advanced Permissions from the Users and Permissions column 3. From the Settings dropdown on the Permissions list select Permission Levels 4. Click Add a Permission Level 5. Name the new level and select the permissions, only granting the minimal permissions needed

Copyright © 2010 MAX Technical Training  “Audiences” is a feature to filter (hide) content so only selected “audiences” will be able to see selected content  Example: Only members of the Golf League are interested in Golf League announcements  Two types of Audiences:  SharePoint groups (Members, Owners, Golf League members, …)  System administrator created Audiences – these are keyed to properties in user profiles. If a user adds “Golf” to their “Hobbies” profile field then that could be used to create a Golfers audience. As users update their profiles they will be automatically added to or removed from the Golfers audience.  Audiences can be used to filter (hide):  Entire web parts  Individual list items

Copyright © 2010 MAX Technical Training  As the user:  Select My Settings from the Welcome dropdown menu and then click My Alerts  Users can delete existing alerts, modify existing alerts and add new alerts  As the Site Owner:  Under Site Settings select User Alerts from the Site Administration column  Site Owners can only delete alerts.

Copyright © 2010 MAX Technical Training  Storage Space Allocation  Site Collection Usage Summary  Site Usage Reports  Dealing with Inactive Sites

Copyright © 2010 MAX Technical Training  Your site collection may have a Site Quota  When you exceed this quota you can no longer upload files or add new items to lists  Note: Files in the Recycle Bin count towards the quota limit  To view your quota and to explore space usage:  From the top level site in your site collection select Site Actions, Site Settings and Storage Space Allocation

Copyright © 2010 MAX Technical Training  Each night SharePoint creates activity reports for sites and site collections. These include:  Requests and queries in the last day and the last 30 days  Average number of requests per day over the last 30 days  A chart of requests per day over the last 30 days  A list of the top page requests over the last 30 days  A list of top users over the last 30 days  A chart of top referring hosts over the last 30 days  A chart of top referring pages over the last 30 days  A list of top destination pages over the last 30 days  Top queries for the last 30 days (if search usage reporting is enabled)  Search results top destination pages (if search usage reporting is enabled)

Copyright © 2010 MAX Technical Training

 At the Site Collection level you also have Search Reporting Queries Over Previous 30 Days Queries Over Previous 12 Months Top Queries Over Previous 30 Days Queries Per Scope Over Previous 30 Days Search Results Top Destination Pages Queries With Zero Results Most Clicked Best Bets Queries With Zero Best Bets Queries With Low Click through

Copyright © 2010 MAX Technical Training  As a site owner you should periodically review and clean up your site content, including no longer needed subsites  SharePoint includes tools for your system administrators to monitor for inactive sites  If they have enabled this feature, you will receive s warning you about your inactive sites  If you do not respond to the s they may automatically delete the inactive sites  Note: “inactive” refers to recent updates to content, not recent visitor activity

Copyright © 2010 MAX Technical Training  SharePoint can be customized using:  Microsoft Office SharePoint Designer 2007 (SPD 2007 only works with SP 2007, SPD2010 only works with SP 2010)  Microsoft Visual Studio (Either VS 2005 or VS 2008)  SharePoint Designer Demonstrations:  Creating a custom workflow  Modifying the Master Page  Modifying a site page