The SharePoint Shepherd’s Course for End Users Based on the book by Robert L. Bogue Copyright 2011 AvailTek LLC All Rights Reserved

Module II Working with SharePoint

Overview Lesson 1: Using Lists Lesson 2: Using Libraries Lesson 3: Creating Pages Lesson 4: Managing Meetings Lesson 5: Integrating with Office

Lesson 1: Lists What is a SharePoint list? Common lists in a Team site Announcements Contacts Discussions Tasks Calendars Issue Tracking Surveys

Announcements List Announcements is a list used to post news, status, and bits of information Created by default in new Team sites Should be concise

Contacts List Store information about people or groups Manage information about people or groups Share information about people or groups

Discussions Boards Newsgroup-style discussions Leave a message, get a response

Links List List of URLs for access to pages Easy way to organize and share useful links

Tasks List Assign and manage tasks

Calendar List Track meetings, events, and deadlines Share information between your calendar list and compatible events programs

Issue Tracking Store and manage information regarding issues or problems related to a particular project or item

Surveys Collect and compile feedback Enable survey branching to better gather information Public or private surveys

Adding and Editing Lists From the list From a Web part By sending an

Editing in Datasheet View Must have a compatible datasheet program installed (e.g., Office Professional) Similar to a spreadsheet Quicker than editing items individually

Creating Views Standard Datasheet Calendar Gantt Public or Personal views

Filtering/Sorting Target, process, and display specific pieces of information

Deleting and Restoring List Items Recycle Bin Restore or Delete

Creating Custom Lists Custom columns settings and views Capture additional information

Importing a Spreadsheet to Create a Custom List Use pre-captured data Link spreadsheet and list to keep data synced

Creating/Viewing Versions Check in/check out documents Revert to previous version of list item Implement change management policies

Lab Work: Lesson 1 Create an announcement Add a contact Participate in a discussion board Add items Add an attachment Edit items Work with views Delete and restore items

Lesson 2: Libraries What is a SharePoint Library? What can libraries contain? Working with libraries

What is a Document Library? Libraries contain documents Documents can be a wide variety of files Building a library is much like making a list

Creating a Folder Organize your data Folders work just like local PC folders

Creating Documents in a Library Add documents easily Document libraries have default document types Document types can be one of many file types

Adding Forms InfoPath forms vs. Word forms InfoPath forms support one-to-many data relationships InfoPath uses standard XML format InfoPath can validate and calculate data InfoPath can connect to external data

Adding Pictures Image libraries exclusively contain graphics files Special views display images more efficiently

Checking In/Checking Out Check in/out is used for change management Checking out documents prevent overwriting changes from multiple users

Uploading Documents Upload single documents directly to SharePoint With Internet Explorer, you can upload multiple documents at once.

Starting Workflows Documents may need to undergo a formal approval process This process, known as a workflow, can be set up easily in a library.

Connecting to Office Office 2007 and 2010 applications can connect directly to a SharePoint library Document workspaces enable discussion and collaboration of documents

Lab Work: Lesson 2 Create a document library Create a folder Add document items to a library Check a document out and in Upload single and multiple documents

Lesson 3: Pages Collaborative sites vs. publishing sites Publishing sites contain pages meant to be shared as is.

Creating a Publishing Page Publishing pages are content pages on a publishing site. Use your own style, or match to a site template

Editing a Wiki Page Wikis enable all authorized users to edit content on the fly. No workflows are needed for wiki pages.

Approving a Page Pages can be approved by other users, based on their roles. Approval processes ensure standardized editing and process-based content creation.

Lab Work: Lesson 3 Create a publishing page Edit a wiki page

Lesson 4: Meetings Collaboration doesn’t just happen online. Meetings have support items (tasks, documents, invitations), that SharePoint can manage. Meeting workspaces contain all the information

Create a Meeting Workspace Meeting workspaces can be created directly from Outlook Invitations and attendance management SharePoint items can be managed

Create a Things to Bring List Being prepared for a meeting is critical Less time is wasted if everyone’s ready A things to do list helps make that happen

Create a Decisions List Meeting’s over; what’s next? Action items can be defined and assigned with a decisions list.

Lab Work: Lesson 4 Create an Event (single or recurring) Build a Meeting Workspace Set Meeting Objectives Create a Meeting Agenda Invite Attendees Set up a Things to Bring List Create a Decisions List

Lesson 5: Integrating with Office SharePoint/Office integration enables direct file management Editing is done within Office applications Outlook can connect directly to SharePoint calendars

Opening/Saving/Editing in an Application Documents can be edited directly from Office Check out/in version control can also be used For non-Office files, direct downloading can be used.

Opening/Editing from Outlook SharePoint calendars can be opened within Outlook Changes are immediately reflected in SharePoint

SharePoint Workspaces Connect to document workspace with SharePoint Workspace Edit documents in SharePoint Workspace Connect to and manage a SharePoint library

Lab Work: Lesson 5 Create a Document Workspace in Office Open and Save Documents from Office Check Out Documents from Office (and back in again) Open and Save Documents from SharePoint Workspace Sync Documents in a SharePoint Workspace Edit SharePoint Workspace Synchronization Settings