1. Getting Started with SharePoint 2010 Gareth Johns IT Skills Development Advisor

2. Course Aims 2 To introduce SharePoint and explore its features and benefits. Enable you to store, manage and collaborate on documents effectively.

3. Session Objectives By the end of the session you should be able to: Identify the ways in which SharePoint is used at Cardiff Met. Recognise the benefits of using SharePoint to store documents. Navigate and search SharePoint efficiently. Use your My Site to store personal documents and provide profile information to other staff. Upload documents to SharePoint using a variety of methods. Utilise team sites to store shared documents and collaborate with colleagues. Make use of document library features to enhance the management of documents. 3

4. SharePoint is a web platform that provides a range of services including intranet content management, document storage and collaboration facilities, which enable staff to share documents, information, and ideas. web platform intranet document storage collaboration What is SharePoint? 4

5. Tour of the Staff Portal - TSR 5

6. SharePoint Structure 6 SharePoint The Staff Room (Portal) Team Sites My Site Content visible and relevant to all staff Each school and unit has a team site, visible only to their members. Personal Site, used to store private documents. Creative Services Graphic Design Student Recruitment Communications and Marketing

7. SharePoint Structure 7 SharePoint The Staff Room (Portal) Team Sites My Site Content visible and relevant to all staff Each school and unit has a team site, visible only to their members. Personal Site, used to store private documents.

8. Team Sites vs. Portal Sites (TSR) 8 The portal is a ‘shop window’, designed and managed by a few shopkeepers. The end product is visible to many visitors. Team Sites are ‘factories’ where all contribute but have no or few visitors.

9. Why SharePoint? 9 Accessible Secure Reliable Backed up Share & collaborate Document management features Storage space

10. Securing Personal Data 10 “Appropriate technical and organisational measures shall be taken against unauthorised or unlawful processing of personal data and against accidental loss or destruction of, or damage to, personal data.” Principle 7, Data Protection Act 1998 technicalorganisational

11. Searching & Navigating 11

12. Searching SharePoint Sort results at top of page Filter results on left of page. Search results only display documents and pages you have permission to view. 12

13. Navigating SharePoint - Portal Top level menus provide quick access to the main areas of SharePoint. Breadcrumb trails show your current location and allow you to navigate between pages. 13

14. My Site 14 A secure location to save your personal documents that is accessible from anywhere

15. 15 Through the browser Windows Explorer Save directly from Office Uploading Documents

16. 16 Team sites enable groups of staff to create and share content on a secure site. Team Sites

17. Team Site Layouts Most team sites have a similar layout. Left - document libraries and lists. Middle - team communications. Right – site navigation. 17

18. Navigating Team Sites Quick Launch (left nav) helps you navigate through the current site. Team Site navigator allows navigation between team sites. 18

19. Navigating Team Sites (2) The Navigate Up button displays a breadcrumb trail allowing you to hop between sites. 19

20. Document libraries are repositories for files. Documents are shared with team members in accordance with permission levels… Document Libraries 20

21. Permissions Permissions define the level of access a user or group has to a team site or library. Permissions are set by the Team Site Administrator. 21

22. Recycle Bin & Data backup Files deleted from a document library move to the Recycle Bin for that team site. Files reside here for 6 months before being permanently deleted. Backups are created nightly and are kept for 6 months. 22

23. Document Management 23 Document management features make working and collaborating on documents a little bit easier!

24. Version History Versioning creates multiple versions of the same file. A version of a file is created every time the file is saved and closed. Version history allows you to view and restore previous versions of a file. 24

25. Co-authoring The ability for multiple users to edit Word or PowerPoint files, simultaneously. SharePoint locks out parts of the document that are being edited. 25

26. Check Out Check Out locks a file so that only you can access it. Useful if you intend to modify a file and need to prevent others from doing so. Use judiciously. Don’t forget! 26

27. Alerts Alert you to changes made to documents or entire libraries. Cause of alert can be specified Frequency of alert can also be set. Alerts are sent to Cardiff Met email address. 27

28. Properties Document properties can be set via Edit Properties Benefits: Improve search results Gives details of document’s purpose and status Filter, group, sort 28

29. Send To Download a copy – useful for offline editing. Email a link – opens an email with a link to the document. No need to email attachments! 29

30. Recap You should now be able to: Identify the ways in which SharePoint is used at Cardiff Met. Recognise the benefits of using SharePoint to store documents. Navigate and search SharePoint efficiently. Use your My Site to store personal documents and provide profile information to other staff. Upload documents to SharePoint using a variety of methods. Utilise team sites to store shared documents and collaborate with colleagues. Make use of document library features to enhance the management of documents. 30

31. Feedback Your feedback is valuable to us. Please help us to improve the quality, content and delivery of our courses by completing our feedback questionnaire. http://tinyurl.com/USSCourses Thank you for attending 31

32. Contact Us 32 training@cardiffmet.ac.uk Visit an IT Advisor in the Learning Centres 029 2041 70007000