mloz sharepoint 2010 for end users slides

C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y

SharePoint 2010 for End Users

GSP10-10


Introduction

Name

Company affiliation

Title/function

Job responsibility

SharePoint Experience

A little bit about your SharePoint site or project

Expectations for this course

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Topics

Introduction to SharePoint 2010

Navigating a SharePoint site

Working with lists

Working with Libraries

Working with List and Library Views

Finding Information in SharePoint

Using SharePoint 2010 with Outlook 2010

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Introduction to SharePoint 2010


Outline

What is SharePoint?

What SharePoint can do …

How to open a SharePoint site

SharePoint Foundation user permissions

Versions of SharePoint

Office integration in SharePoint

Demo

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What is SharePoint ?

SharePoint is the business collaboration platform for

the enterprise and the Internet

Enables organizations to improve team

productivity and efficiency of business processes

Facilitates team collaboration and sharing

Helps teams stay connected and productive

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The Business Collaboration Platform for the

Enterprise and the Web

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Next step in an evolution

From personal computing

To networked computing

… Working and collaborating together wherever

you are and whenever you want it … in the cloud.

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C O N N E C T I N G B U S I N E S S & T E C H N O L O G Y 20/12/2011 9


The core of a web strategy

Core Audiences Intranet

Internal employees

Extranet

Customers

Partners

Internet

External web users

Intranet

Extranet Internet


Communities

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Building communities

People Profiles

Photographs and

Presence

“Ask Me About”

Recent Activities

Note Board

Organization

Browser

Add Colleagues

Social Bookmarks


Communities

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Communities

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Communities

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Communities

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Participating in teams

My Network

Blogs

Wikis

Enterprise Wikis

Tags

Tag Clouds

Tag Profiles

Ratings

Colleague and

Keyword Suggestions


Communities

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Communities

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Communities

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Content

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Office integration

Word Automation Services

The Content Organizer

Metadata

Navigation

Compliance

Multi-stage disposition

Accessibility


Content

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Content

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Content

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Content

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Metadata

Finding content

Managed metadata services

Content Types

Rich media management

Document Sets


Content

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Content

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Finding the right content

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Previews

Thumbnail

Refinement

“Did You Mean”

and related queries

Social behavior

improves relevance



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Finding the right people

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People and expertise search

Phonetics and Nicknames

Recently authored content

Expertise identification



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Business Services

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PerformancePoint

Services

Visio Services

Excel Services


Business Services

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Business Services

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Business Services

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What is a composite?

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Rapidly create no-code collaborative solutions

Unlock business data

Regain control of end user solutions


Composite services

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Access Services

Business Communications Services

Forms Services

Workflow

Visio Services


Composite services

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Composite services

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Composite services

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How to open a SharePoint Site

Open Internet Explorer or other internet browser.

Enter the URL of the site http://demo/sites/mloz

IF needed enter username and password

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SharePoint Foundation user permissions

Read

Read Only on the Web Site

Contribute

Read + Create and edit items in lists and libaries

Design

Contribute + Create lists, libraries, approve items and edit

web pages

Full Control

You can do everything

Limited

Access only to a shared ressource: library, list or list item.

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Versions of SharePoint

2001: “SharePoint Team Services”

2003: “Windows SharePoint Services 2.0” and

“SharePoint Portal Server 2003”

2007: “Windows SharePoint Service 3.0” and

“Microsoft Office SharePoint Server 2007”

Very popular: 1.5$ billion revenue

Quadrant leader according to Gartner

2010: “Microsoft SharePoint Foundation 2010” and

“Microsoft SharePoint Server 2010”

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Office Integration in SharePoint

Office and SharePoint work together to provide you

with a set of seamlessly integrated capabilities.

Save/Publish to SharePoint

Document Check-in and Check-out

View and Manage Versions

View/Manage/Start Workflows

Outlook Integration

SharePoint Workspace 2010

Office Web Apps

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Demo

In this exercise, you will locate your SharePoint site

and familiarize yourself with its home page

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Navigating a SharePoint Site


Outline

Navigating the Home Page and the SharePoint Site

Navigating the Site Content Tree

Navigating the Ribbon Interface

Browsing Lists on a SharePoint Site

Browsing Document Libraries

Understanding Web Parts

Using the Recycle Bin

Labs

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Navigating the Home Page and the

SharePoint Site

Home page = main page of a SharePoint website

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Navigating the Home Page and the

SharePoint Site

All Site Content Page

Contains links to all major part of the site

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Typical SharePoint Site

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Typical SharePoint Site Collection

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Site content tree

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SharePoint maintains a global navigation path

From the top-level site to the current page

Use the navigate up icon

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Navigating the Ribbon Interface

Displayed at the top of a web page

Commands displayed depends on:

The context (where are you, what are you doing)

Your permission level

The configuration of your site

Ribbon is splitted into tabs

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Browsing Lists on a SharePoint Site

SharePoint lists

Web-based, editable tables

Provide the ability to work with structured data

The Team Site provide four default lists

(Announcements, Calendar, Links, Tasks)

You can create your own lists

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Browsing Document Libraries

SharePoint library

List of files

Provide a flexible collaboration environment

Provide a link and expose properties of each file

The Team site comes with a built-in document library

You can create your own libraries

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Independent component that can be reused, shared

and personalized

Basic building blocks of a page

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Web pages can contain several Web Parts

Web parts can be connected if necessary.

SharePoint Foundation provides built-in Web Parts

for all lists and libraries on the current site.

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Using the Recycle Bin

Provides two-stage protection against accidental

deletions

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Lists First stage recycle bin

Second stage recycle bin

User deletes the

item from the list

User deletes the

item from the

recycle bin


Working with Lists


Outline

What is a list

Discovering default lists in a site

Creating a new list

Adding and editing list items

Deleting and restoring a list item

Attaching files to list items

Adding, editing, and deleting list columns

Adding summary tasks to a Task list

Sorting and filter a list

Setting up alerts

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What are lists

Editable, web-based tables

Facilitate concurrent, multi-user interactions against a

common, centralized, extensible set of columns and

rows

List items behave like rows consisting of self-labeled

columns

All the web pages needed to create, review, update,

delete, and manage a list and its data are generated

automatically

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Discovering Default Lists in a Site

SharePoint comes with default list template

SharePoint will provision some of these lists when

you create a new site

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Creating a new list

What kind of information do you want to

gather/display?

Start with a list that is close to your goal and then

customize it

build it entirely from scratch

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Adding and editing list items

Creating a SharePoint list automatically generates the

pages needed to view/add/edit a list item

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Deleting and restoring a list item

When documents, list items, folders, or even entire

lists are deleted, they are simply flagged as removed

Deleted items will be displayed in the Recycle Bin

during 30 days (by default)

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Attaching files to list items

By default, all lists in SharePoint allow attachments

Reconsider the use of a list ?

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Adding, editing, and deleting list columns

SharePoint allows you to add, edit, and delete

columns

Many column types available (Text, Choice, Number,

Currency, Date and Time, Yes/No, Hyperlink…)

Some columns cannot be deleted (e.g. Title)

Some columns data cannot be changed (e.g. ID,

Created, …)

Special type of column, called site column, can also

be added to a list

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Adding summary tasks to a Task list

Tasks might fall under larger tasks

A project might be completed in phases, with

several tasks occurring within each phase.

You can represent these phases in your Project

Tasks list

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Sorting and filtering a list

SharePoint provides built-in sorting and filtering

capabilities

Any individual column headers can be used to sort

the entire list

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Setting up alerts

Sends an email notification or a text message

whenever changes are made to the content

Two kinds of alert

list-level alert

list item–level alert

You must specify when to send alerts

Immediately, daily summary, weekly summary

You must specify the type of change for which you

want an alert

Anything changes, A task is assigned to me, …

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Working with Libraries


Outline

What are libraries

Creating a document library

Creating a new document

Editing documents

Adding documents

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Outline

Creating a new folder in a library

Checking documents in and out

Working with version history

Using alerts

Deleting and restoring documents

Working offline with SharePoint Workspace

Working offline with Outlook

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What are libraries

Location on a site where you can create, collect,

update, and manage files

Documents, pictures, forms, web pages…

Libraries are used to store files, lists are used to store

other types of content.

Provide the same effective way to work as lists

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Creating a document library

When you create a new SharePoint site, a generic

document library called Shared Documents is created

You can create new libraries for a particular business

category or subject

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Creating a new document

Obviously, you can populate a library with documents

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Editing documents

SharePoint allows you to edit documents:

In Office client applications (Word, Excel, etc.)

In the browser using Office Web Apps (must be

installed)

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Adding documents

Several ways to add documents to a document

library:

Use the browser to upload documents to the

library via the SharePoint interface

Use Windows Explorer to copy or move

documents into the library

Use a SharePoint Workspace to upload the

documents stored offline

Send a mail with the document in attachment (not

enabled by default)

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Creating a new folder in a library

Using folders provides a common way to organize

documents

SharePoint 2010 allows you to create folders in a

library

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Checking documents in and out

Checking out and checking in a document allows you

to work on a document exclusively

When you check out a file, you lock the file for

editing

When you have finished editing the file, you check

the file back in, allowing other users to edit the file

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Working with version history

When versioning is enabled, a separate copy of the

document is created each time that it is edited

Easy to revert to an older version

This takes up extra space on the server

You can keep :

Major versions only (1, 2, 3)

Major and minor versions (1.1, 1.2, 1.3)

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Using alerts

As in lists, you can subscribe to an alert

When a document to which you subscribe

changes, you receive a message

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Deleting and restoring documents

Obviously, you can delete a document when you

don’t need it anymore

Remember, items are placed in the Recycle Bin

instead of immediately being deleted permanently.

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Working offline

SharePoint 2010 provides the ability to work with

documents offline

Two ways of taking your documents offline:

Synchronize your documents with a SharePoint

Workspace.

Copy the documents to your Outlook client

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Working offline with SharePoint Workspace

Allows mobile users to download SharePoint content

to their local machine to work offline

An entire SharePoint site or a subset of a site

You can synchronize various lists and libraries

from different sites to the same Workspace

Offline, you can view and modify the content.

When connected back to the network, you can

synchronize with SharePoint

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Working offline with Outlook

The documents are emailed to you as attachments

and placed into the SharePoint list in Outlook.

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Working with List and Library

Views


Outline

What is a view

Working with a Standard view

Filtering items using views

Sorting items using views

Grouping items using views

Working with a Datasheet view

Working with a Calendar view

Creating and using a list template

Relating List and Item Views

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What is a view

List and library views allow you to set up what and

how information is displayed

Easier for users to find and work with the information

At least one default view is created for each list and

library

There are different types of built-in views:

Standard view

Datasheet view

Calendar view

Gantt view

Access view

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Working with a Standard view

Displays the contents of the container as a list on a

web page

You can choose between a personal or a shared

view

A personal view will be visible only to you

A shared view will be visible to other users

You can enable inline editing

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Working with a Gantt view

A Gantt chart is a horizontal bar chart used to provide

a graphical illustration of a project timeline

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Working with a Gantt view

You can create a Gantt view for most SharePoint list

and library types

Some lists and libraries are not supported: Picture

Library, External List, Discussion Board, and

Survey

To create a Gantt view, you will need the following

columns:

Title : Description of the task

Start Date

Due Date

Percent complete (Optional)

Predecessors (Optional)

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You can create a Calendar view for the data in your

lists and libraries.

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The list will need to have at least one date field

External List, Discussion Board, and Survey are not

supported

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Sorting items using views

Views allow you to sort items based on information

contained in one or two columns

You can choose between ascending and

descending order

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Filtering items using views

You can also restrict items in the view based on the

metadata

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Grouping items using views

You can also group items based on the metadata

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Finding Information on the

SharePoint Site


Outline

Search Engine

Searching the SharePoint site

Searching for files across multiple document libraries

from within Microsoft Office 2010

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Search Engine

Searching is the process of entering a search query in

the search box that is executed against the search

index

A search query contains one or more words that

represent the content that you are trying to find.

When executing a query, SharePoint returns a set of

content items that form a result set.

Your queries are executed against a summary of the

content, known as an index

The index is updated periodically (By default, once

every hour)

When you create new data, it may not appear

immediately

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To find information, you may need to enter more than

one query term

The more query terms you enter, the more

discriminating your query becomes

SharePoint does an implicit AND when you search for

multiple words or multiple phrases

You can use the OR keyword

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You can use some metadata properties to help you

create powerful search queries (author, filename, …)

In the search box, use the syntax property:value

where value is a word or phrase

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Searching for files across multiple document

libraries from within Microsoft Office 2010

When you are using an Office application, you often

need to search for information to include in your

document

The Office Research pane can display information

from your SharePoint websites

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Using SharePoint Foundation

with Outlook 2010


Outline

Connecting a SharePoint Contacts list to Outlook

Moving an Outlook contact to a SharePoint Contacts

list

Copying SharePoint contacts into Outlook

Sending an email using a SharePoint Contacts list

Viewing SharePoint calendars and personal calendars

in Outlook

Taking SharePoint content offline

Managing SharePoint alerts in Outlook

Creating Meeting Workspaces from Outlook

Configuring an RSS feed

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Connecting a SharePoint Contacts list to

Outlook

You can connect most SharePoint lists/libraries to

Outlook

Once a list is connected to Outlook, you can modify that

list within Outlook (online or offline)

You can share the connection with others

SharePoint permissions carry over in Outlook

You should always check out your document before you

edit it into outlook

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Connecting a SharePoint Contacts list to

Outlook

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Moving an Outlook contact to a SharePoint

Contacts list

You can copy the contact information from your

Outlook Contacts folder into the SharePoint Contacts

list

The Contacts folder are added to the SharePoint

Contacts list the next time Outlook synchronizes

with SharePoint

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Copying SharePoint contacts into Outlook

You can copy any single contact or event item from a

SharePoint list to Outlook

Copied contacts are independents

You must ensure that your contact information does

not become out of date

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Sending an email using a SharePoint

Contacts list

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Viewing SharePoint calendars and

personal calendars in Outlook

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Taking SharePoint content offline

When you connect a SharePoint list or library to

Outlook, a local copy of the SharePoint content is

stored locally on your computer

SharePoint content can be used online or offline

It is important to understand the synchronization

process:

Online: Edits made in Outlook are synchronized

automatically

Offline: You can view and edit cached copies, but your

modifications are not synchronized

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Managing SharePoint alerts in Outlook

In an environment where many SharePoint sites exist,

managing your alerts could be a daunting task

using Outlook, you can manage the email alerts

received from SharePoint from one dialog box

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Creating Meeting Workspaces from

Outlook

It is also possible to create a Meeting Workspace

directly from Outlook

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Configuring an RSS feed

Outlook 2007/2010 support RSS

You can use Outlook to read RSS feeds coming from

SharePoint

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