LCBO SharePoint Team Site Training Deck

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!