lcbo sharepoint team site training deck
DESCRIPTION
Training Deck used to train Team Site ManagersTRANSCRIPT
SharePoint 2010
Team Site Training
Presented by:
Lee Robson
Ivor Davies
2/8/2014 1
Introduction to SharePoint 2010 Team Sites
Working with Lists
Working with Libraries
Communicating using Discussion Boards
Creating your own team site or sub site
Basic Site Administration
SharePoint Workspaces
Agenda
Breaks
Morning 15 min
Lunch 1 hour
Afternoon 15 min
Duration is approximately from 9:00 AM to about 3:00 PM
There will be “Hands-on” exercises throughout the day
Let’s keep it interactive and fun! Ask questions anytime!
http://team.lcbo.com/sites/trainingtemplate/SitePages/Home.aspx
Course Logistics
Name
Any previous experience with SharePoint?
Any specific expectations?
Introductions…
Central place for team information
Documents
Calendars
Issues
Discussions
Views
And more!
Empowerment of collaborative teams
Reduce the need for paper documents
Introduction to
SharePoint Team Sites
Working with Lists
Everything in Team Sites are stored in Lists
A Document Library is just a special type of List that stores files
Rows of information separated into columns
Think a list of tasks, announcements, etc.
Lists
Accessing list items by clicking on them in the list to open
Edit from dialog, or check the box beside the item and click Edit Item in the ribbon
Delete list items similarly
Working with Lists
The List Ribbons
1. Locate the list
2. Click Add new item link below list, or use New Item
button in Items tab of Ribbon
3. Fill out Form
4. Click Save
Adding an Item to a List
Team calendar useful for tracking
Deadlines
Meetings
Upcoming events
Calendar
Hover over the date in the Calendar until the +Add link appears
Click the +Add link for that date
Fill out the New Item form
Click the Save button to save your new calendar item, or click the Cancel button to
discard your changes
Adding New Calendar Items
Time-based news items or headlines
Announcements
In the Announcements list,
click the Items tab in the
ribbon
Or click Add new announcement
below the list of Announcements
Click the New Item command
button
Fill out the New Item form
Click Save to save your new
announcement, or Cancel to
discard your changes
Adding a New Announcement
Tasks are assignable work items in SharePoint
Tasks
Click the New Item command
button in the Items tab in the
ribbon
Or click the Add new item link
below the list of Tasks
Fill out the New Item form
Click Save to save your new
task, or Cancel to discard your
changes
Adding New Tasks
Link URLs to important, relevant or handy sites (internal or external)
Links
Click Add New Link link below the list of links
Fill out form with URL, optional description (which will become the word(s)
clicked on), and Notes
Click Save
Adding Useful Links
Within the Team site:
Add a new announcement
Add a new team meeting to the calendar
Add your birthday to the calendar – make it recur every year!
Add a new task to the task list
Add a link to an interesting website
Your Turn - Exercise 1
Working with Libraries
The Library Ribbons
Lists of Files
Files uploaded into the Portal
Can be Office documents, .pdfs, images, videos, etc.
For Office documents, supports versioning and exclusive edit locks
Document Libraries
Uploading Documents
Uploading Multiple Documents
Allows you to essentially use Windows Explorer to drag-and-drop files into
a Document Library
Uploading Multiple Documents – Explorer View
Checking a File out allows you to lock the file to allow only you to edit it
Others can view a read-only copy of the file that was last checked-in
Check the file in to allow others to see the changes you have made or allow
them to edit it
Require Check Out may be enabled on a Library, which will force checkout
on a file when you edit it
File Checkout
Put check in box beside file in list
From ribbon Documents tab, select Check Out command button
File Check-Out
Manually by selecting the file and clicking the Check In command button in
the Documents tab of the ribbon
Automatically on when closing Word
Fill out dialog
File Check-In
When enabled, Document Libraries can keep track of file edits over time
Version History command button in Documents tab of ribbon
File Versioning
Check Out Edit Save
• Just Saves your Changes
• No one else can see those
changes yet
Check-In Draft/
Minor Version
• Everyone else can
now see your changes
Version History
From Version History Dialog can
View
Restore
Delete
Version History Actions
If you delete a document, the file goes to the Recycle Bin
Click Recycle Bin link below the Quick Launch
Select file
Restore Selection to move file back to source location
Delete Selection to move file to admin Recycle Bin
Files stay in Recycle Bin for 30 days before being automatically moved to
admin RB
Recycle Bin
Within the Team site:
Add a new document (Word Excel PPT – nothing confidential please….)
Once the document has been added, Check it out and edit it. Save it and check it back in.
Check the version history for the document.
Check out someone else’s document. Edit it Save it and check it back in.
Look at a previous version of your document.
Your Turn - Exercise 2
Newsgroup like discussion boards
Threaded topics useful for collaborative Q&A
Discussions
Click the New Item command
button in the Items tab in the
ribbon
Or click the Add new discussion
link below the list of Discussions
Fill out the New Item dialog
Click the Save button to save
your new discussion topic, or
click the Cancel button to
discard
Creating a New Discussion
After opening the discussion, locate the post you wish to reply to
Click the Reply button to the far right of the topic
Fill out your response in the Body of the New Item dialog
You can delete the included post you are replying to in your post body
Click the Save button in the New Item dialog to post your message, or click the
Cancel button to discard
Posting a Reply
Within the Team site:
Start a new discussion
Reply to someone else’s discussion.
Your Turn - Exercise 3
Creating your own Team Site (or sub site)
Site Settings
Site Actions …..View All Site Content
All Lists and Libraries that are currently part of your site are listed
Click on the Create link to see what else is available.
Adding Lists and Libraries
Create your own team site within Team Site
Apply a different site theme
Create some additional lists (Project Tasks, Discussion Board, Issue Tracking)
Turn on versioning in your Document Library
Add some documents to your Document Library
Populate your various lists
Add list items or documents to other team sites belonging to your classmates
Your Turn - Exercise 4
SharePoint Can notify you via email when changes are made to a library or a list or site
Alerts
Alternate appearances for Lists and Libraries
Can sort, group, do aggregates, change column appearance, etc.
Can switch views from Browse tab of ribbon or from List/Library tab in ribbon
Can create from Library or List tab in ribbon, or from Settings page
Views
Standard View
Default List-like appearance
Datasheet View (for Lists)
Microsoft Access Datasheet View for List; allows in-place editing
Open with Explorer (for Libraries)
Windows Explorer Format for working with a Library; allows for a more familiar
file system experience and promotes easy drag-and-drop file upload
Built-In Views
Within your own team site:
Create a new view for your document library using a Standard View
Make it a Personal View and add the fields “Checked Out To” and “File Size”
Invoke your new view and admire your work!
Set an alert on your document library so you will get an email whenever anything
changes in the library.
Test the alert by adding a new document to your library
Did you get a new email?
Your Turn - Exercise 5
Within sites, you can set up workspaces where team members
can collaborate on a document or a special meeting.
From All Site Content…Create
Workspaces
Within your own team site:
Create a new Workspace for the Annual General Meeting (AGM) using the
Basic Meeting Workspace
Edit the main page (Site Actions…Edit Page) to add another list, Decisions.
(Click on Add a Web Part in the right section, then select Decisions)
Populate the Workspace
Your Turn - Exercise 6
To share a Team Site Calendar so others can view it in Outlook,
click on the Connect to Outlook icon on the Calendar Ribbon and
follow the prompts.
Team Calendars and Outlook
Slide Library
Picture Library
Contacts
Other Goodies to try out
Resources available to you:
BrainStorm QuickHelp – http://officequickhelp
LCBO Content Manager Team Site – http://team.lcbo.com/sites/cms
Building a good SharePoint Team Site -
http://www.glynblogs.com/2010/10/building-a-good-sharepoint-team-site.html
SharePoint 2010 Team Sites - http://www.fpweb.net/sharepoint-
hosting/2010/features/end-user/sites/team-site/
LCBO Governance Site -
http://home.lcbo.com/governance/Pages/default.aspx
Thank You for your attending
today’s session!