MLOZ Sharepoint 2010 for end users slides

SharePoint 2010 for End Users
GSP10-10
CONNECTING BUSINESS & TECHNOLOGY

Introduction

Name
Company affiliation
Title/function
Job responsibility
SharePoint Experience
A little bit about your SharePoint site or project
Expectations for this course

2 CONNECTING BUSINESS & TECHNOLOGY

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


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


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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The core of a web strategy

Core Audiences
Intranet
Internal
employees
Intranet

Extranet
Customers
Partners

Internet
Internet Extranet External web
users


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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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Participating in teams
My Network
Blogs
Wikis
Enterprise Wikis
Tags
Tag Clouds
Tag Profiles
Ratings
Colleague and
Keyword Suggestions


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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Metadata
Finding content
Managed metadata services
Content Types
Rich media management
Document Sets


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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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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How to open a SharePoint Site
12/20/2011

Open Internet Explorer or other internet browser.
Enter the URL of the site http://demo/sites/mloz
IF needed enter username and password


SharePoint Foundation user permissions
12/20/2011

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.


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”


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


Demo

In this exercise, you will locate your SharePoint site
and familiarize yourself with its home page


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


Navigating the Home Page and the
SharePoint Site

Home page = main page of a SharePoint website


Navigating the Home Page and the
SharePoint Site

All Site Content Page
 Contains links to all major part of the site



Typical SharePoint Site



Typical SharePoint Site Collection



Site content tree



SharePoint maintains a global navigation path
 From the top-level site to the current page
 Use the navigate up icon


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


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


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



Independent component that can be reused, shared
and personalized
Basic building blocks of a page



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.


Using the Recycle Bin

Provides two-stage protection against accidental
deletions

First stage Second stage
Lists
recycle bin recycle bin
User deletes the User deletes the
item from the list 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


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


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


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


Adding and editing list items

Creating a SharePoint list automatically generates the
pages needed to view/add/edit a list item


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)


Attaching files to list items

By default, all lists in SharePoint allow attachments
 Reconsider the use of a list ?


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


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


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


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, …


Working with Libraries

Outline

What are libraries
Creating a document library
Creating a new document
Editing documents
Adding documents


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


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


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


Creating a new document

Obviously, you can populate a library with documents


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)


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)


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


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


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)


Using alerts

As in lists, you can subscribe to an alert
 When a document to which you subscribe
changes, you receive a message


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.


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


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


Working offline with Outlook

The documents are emailed to you as attachments
and placed into the SharePoint list in Outlook.


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


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


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


Working with a Gantt view

A Gantt chart is a horizontal bar chart used to provide
a graphical illustration of a project timeline


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)



You can create a Calendar view for the data in your
lists and libraries.



The list will need to have at least one date field
External List, Discussion Board, and Survey are not
supported


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


Filtering items using views

You can also restrict items in the view based on the
metadata


Grouping items using views

You can also group items based on the metadata


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


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


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



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


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


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


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


Connecting a SharePoint Contacts list to
Outlook


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


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


Sending an email using a SharePoint
Contacts list


Viewing SharePoint calendars and
personal calendars in Outlook


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


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


Creating Meeting Workspaces from
Outlook
It is also possible to create a Meeting Workspace
directly from Outlook


Configuring an RSS feed

Outlook 2007/2010 support RSS
You can use Outlook to read RSS feeds coming from
SharePoint


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