SharePoint 2010Website Content Management System User GuideBasic Requirements.............................................................................pg. 1

Logging in.............................................................................................pg. 1

Editing Pages........................................................................................pg. 2Changing the Page Layout.................................................................pg. 2Adding and Formatting Text..............................................................pg. 2Creating Hyperlinks...........................................................................pg. 3Inserting Tables.................................................................................pg. 3Inserting Images................................................................................pg. 4Inserting a Slide Show........................................................................pg. 5-6Inserting Video...................................................................................pg. 6-7

Save, Check-in Publish........................................................................pg. 7-8Discard Check-out..............................................................................pg. 8-9

Creating New Pages.............................................................................pg. 9

Modifying Navigation Links................................................................pg. 9-10

Managing Your Site Files....................................................................pg. 10View All Site Content..........................................................................pg. 10Adding/Uploading Files.......................................................................pg. 11-12Publishing Files..................................................................................pg. 12Deleting Files.....................................................................................pg. 12-13Manage Content and Structure View..................................................pg. 13Moving Files.......................................................................................pg. 14Creating Libraries/Lists......................................................................pg. 14Displaying Items on a Page................................................................pg. 14-15

Managing Calendars............................................................................pg. 15Adding Calendar Events.....................................................................pg. 15Creating New Calendars.....................................................................pg. 16Displaying a calendar on a page........................................................pg. 16-17Connecting with Outlook....................................................................pg. 17

Appendix A: Resizing Images.............................................................pg. 18Appendix B: Formatting .wmv video files........................................pg. 19

You can find this and other helpful user guides, handouts, videos, etc. by logging in with your Active Directory username/password at: http://auth.cherrycreekschools.org/InstructionalTech/Website_Training/Pages/default.aspx

Basic Requirements

Recommended Browser: Internet Explorer 8 on Windows XP, Vista, or 7, or Internet Explorer 9 on Windows 7. Others: Firefox 3.5 or later, Safari 4 or later for Windows, Google Chrome.On a Mac: You can also edit SharePoint pages with Safari or Firefox on a Mac, but with some functionality differing or missing from what is in this guide.

Office VersionSharePoint 2010 also features integration with Microsoft Office 2007 and 2010 for PCs, and Office 2011 for Mac. For example, once a document has been uploaded to a SharePoint site, it can be edited directly within SharePoint without the need to download a copy and re-upload it once your changes have been made. For optimal integration, use Office 2010 if available, or Office 2007. Office 2003 offers minimal integration, so a more recent version is recommended. To use Office integration with a Mac, Office 2011 must be used. There is no direct integration with Office 2008, although users can use Microsoft Document Connection (a separate download for Office 2008 but included with Office 2011) to improve the integration experience.

SilverlightSharePoint 2010 uses certain controls written in Silverlight to provide a richer experience when working with SharePoint. To install Silverlight on your computer visit www . microsoft . com / silverlight / resources and click Get Silverlight Now.

Logging in

1. Login to the website at: http://auth.cherrycreekschools.org 2. Enter your Active Directory username and password. If you have trouble logging in, you MAY need

to add “ccsd.d5\” before your username (i.e. “ccsd.d5\chinton3”). If you do not know your active directory username and password, please call the Help Desk (4-HELP).

Editing PagesAnytime you wish to modify a page, the page must be in Edit Mode. To put the page in Edit Mode, browse to the specific page you wish to modify then, you may:

1. Choose Site Actions > Edit Page.

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2. Or, click on the Edit Page icon in the Ribbon ( ).

Changing the Page Layout:1. You may change the Page Layout by choosing a format from the Page tab.

Adding/Formatting Text (Video)

To add text to your page: Type text directly into the page, or copy and paste text from another application. It is recommended that you copy/paste as plaintext.

To format the text on your page: 1. Use the Mark-up Styles button (in the ribbon) to select the appropriate heading or style.

To create a hyperlink: 1. Select the text you wish to create a link from.2. In the ribbon, click the Insert tab.

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3. Select the Link dropdown and choose...

a. Choose “From Address” if you wish to link to and external web site (i.e. http://www.cde.state.co.us/...)

b. Choose “From SharePoint” if you wish to link to another page or document within the SharePoint site.

c. Choose “From SharePoint” if you would like to link to a document on your computer.

i. In the “Select an Asset” dialog box, make sure you have the correct library selected in the left column (Documents/Images/Videos), then click the Upload button (shown below). Once the document finishes uploading, it will appear in the right column. Select the document by clicking on it and verify that you have selected the correct document from the “Location (URL):” field at the bottom of the window, then click OK.

To insert a table: 1. Place your curser where you would like to insert a table.

a. Copy/Paste a table from another application (i.e. Excel, Word)

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b. Choose Table from the Insert Tab.

i. Indicate the number of rows and columns either by dragging or entering the value into the dialog box.

2. Once your table is on the page, you can format it from the Table Tools tab of the ribbon.

Inserting an Image (video):1. RESIZE YOUR IMAGE FIRST! See Appendix A: Resizing Images.2. Position the cursor where you want your image to appear on the page3. In the Ribbon, click the Insert tab4. Select the Picture dropdown icon drop down in ribbon and choose...

a. From Computer (upload image to SharePoint Image Library from your computer)i. Be sure to select Upload To: Images from the Select Picture dialog box.

b. From SharePoint (if image has already been uploaded)c. From URL (This option is not recommened)

Inserting a Slide Show:

1. Create a New Picture Librarya. Choose Site Actions > More Options

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b. Select Picture Library, then click More Optionsc. Enter a Name and select No for both radio buttons, then click Create

2. Upload the desired images into the New Picture Library3. Position the cursor where you want the slide show to appear on your page.4. Choose Insert > Web Part from the ribbon5. Select Media and Content > Picture Library Slideshow Web Part, then click Add

6. Choose Edit Web Part from the Web Part title bar

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7. Configure the Web Part accordingly, then click OK.

Inserting a VideoSharePoint only supports wmv video formats. You may download Microsoft Expression Encoder for free to convert other video file formats to wmv. Expression Encoder is available at http://www.microsoft.com/download/en/details.aspx?id=24601

NOTE: If you see a “Media failed error”, follow the instructions in Appendix B: Using Expression Endcoder to format .wmv videos for the CCSD website. Then, upload the new video file and try again.

NOTE: If you have never uploaded a video to your site before, you may need to create a Video Assets Library.

i. Choose Site Actions > More Optionsii. Select Asset Library, the click More Optionsiii. Enter a Name and select No for both radio buttons, then click Create

1. Position the cursor where you want your video to appear on the page2. In the Ribbon, click the Insert tab3. Click on Video and Audio4. A Media Web Part (place holder) will appear within your site. Click the center of the Web

Part to configure.5. In the Ribbon, click the Change Media button drop-down and choose…

a. From Computer (upload a video to SharePoint Video Library from your computer)i. Be sure to select Upload To: Videos from the Upload Media dialog box.

b. From SharePoint (if the video has already been uploaded)6

i. Select your video and click OKc. From Address (This option is not recommended)

6. Once the video is added to your page, you can configure the default image, title and playback options from the Media > Options tab.

Embedding a YouTube Video (Video)1. In YouTube,

a. find desired videob. click the Share buttonc. click the Embed buttond. Copy the embedding code.

2. In your SharePoint website,a. Position the cursor where you want the video to appear on the page.b. In the ribbon, click Add a Web Partc. In the Categories menu (upper left), select Media and Content and then Content

Editor on the rightd. Click the Add button. This will add a Content Editor section to your SharePoint

page.e. Click to the left of where it says Click here to add new content.

f. Choose HTML > Edit HTML Source from the ribbong. Paste the embedding code from the YouTube Videoh. Click OK

3. To edit the Web Part Properties, choose Edit Web Part from the Web Part title bar.

Uploading a video to your website1. Choose Site Actions > View All Site Content2. Select a Video Library from Document Libraries

NOTE: If you have never uploaded a video to your site before, you many need to create a Video Assets Library. See page 6.

3. Click Add new item4. Click on the Choose File button to browse for video.

NOTE: SharePoint only supports wmv video formats. You may download Microsoft Expression Encoder for free to convert other video file formats to wmv. Expression Encoder is available at http://www.microsoft.com/download/en/details.aspx?id=24601

5. Under Content Type, change to Video and Save

6. Video is now uploaded to your video directory

Save, Check In, and Publish (Video)There are three stages of saving a SharePoint page:

1. Savea. As you edit your page, you can click the Save & Close icon in the tab area of the

Ribbon, or in the Ribbon itself on the Page tab, which will save your changes to the page and close editing mode, giving you a preview of what the page will look like to visitors. You can also choose Save & Keep Editing which will save your changes but leave the page in Edit Mode so you can continue working on the

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page.

b. Even after you have saved the page, only you can see your most recent changes. This is because the SharePoint site only allows you to see your changes until you check in the page to share it with others in your area with permission to edit the page.

2. Check InWhen you open a page in edit mode it is automatically checked out to you, which means only you can edit the page and make changes. In order for others to be able to see your page before it is published, you need to check it in first.

a. On the Page tab in the Ribbon, click Check In

b. Optionally type comments about what changed in the Comments box that appears

c. Click Continue

The page is checked in and other users with edit access can now see the new version of the page. Anonymous visitors to the site still see the previously published version of the page. If this page is brand new and hasn’t been previously published, anonymous visitors can’t see it.

3. PublishBefore a page can be viewed by anonymous visitors to the site, or by other site uses that don’t have edit access to your area of the site, a page must be published. Publishing a page automatically checks it in.

a. To publish a page, click the Publish tab in the Ribbon

Discarding Check OutIf you have made changes to a page but decide that you don’t want to save those changes, you can discard your check out, which will undo all the changes you’ve made since you checked the page out

1. On the Page tab in the Ribbon, click the Check In dropdown

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2. Choose Discard Check Out

3. Click OK to discard your Check Out on the page, which will remove all changes you’ve made to the page since it was first checked out to you, even if you have clicked Save & Close.

4. The page reverts back to the previously published version

Creating a New Page (Video)1. Click Site Actions > New Page2. Give your page a name then click Create.

3. Your new page will open checked out to you, in edit mode.

Modifying Navigation Links (Video)

Each site has its own navigation which appears on the right side of each page in the site.

To modify the navigation items:1. Choose Site Actions > Site Settings

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2. Under the “Look and Feel” heading, click Navigation

Modifying the Current Navigation and Navigation Editing and Sorting settings will allow you to edit the navigation links:

Managing Your Site Files (Video)View All Site ContentThe View All site Content screen shows you a “behind the scenes” look at your site. From this screen, you can access the various document libraries and lists that store the content in your area of the site. The screen is divided into sections, with the top section showing all the document libraries, followed by picture libraries, lists, discussion boards, surveys, and finally any sub-sites that exist within your site.

To access the View All Site Content page, click Site Actions > View All Site Content.

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Adding and Uploading FilesFiles for your site are stored in a library. By default, SharePoint comes with a library called “Documents.” You can upload just about any type of file to SharePoint, such as Word documents, Excel spreadsheets, PDF files and more.

Uploading a File1. Click Site Actions > View All Site Content.2. Click on the library to which you will upload a file.3. Click the Add link.

4. Click the Browse button to browse your computer for the file you wish to upload.5. When you have the file selected, click Open.6. Finally, click OK on the Upload document dialog.7. Click the Save button to save the file in the library.

Alternatively, you can use the Ribbon to initiate the upload process.1. In the library, click the Documents tab in the Ribbon.2. Click the Upload Document button.

3.4. Follow steps 4-7 above to complete the upload process.

Uploading Multiple FilesNOTE: Uploading multiple documents through the browser is only available with Windows; it will not work on a Mac.

1. In a library, click the Add link.2. In the Upload Document dialog, click the Upload Multiple Files... link.3. Your interface for uploading multiple documents will look slightly different depending

on the version of Office you have installed:a. If using Office 2007, you can use the folder tree view to browse your computer

and select multiple documents to uploadb. If using Office 2010, you can drag and drop folders from your computer to the

specified area on the upload window, or you can browse your computer and select multiple files.

4. When you have selected your files click the OK button to begin the upload process.

Alternatively, you can use the Ribbon to initiate the multiple file upload process:1. In the library, click the Documents tab in the Ribbon.

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2. Choose Upload Document > Upload Multiple Documents:

3. Repeat steps 3 and 4 above to complete the process.

PublishingSome libraries, depending on their settings, may require you to publish a file before other users can view it.

To Publish a File1. In a library, click the dropdown arrow that appears around a file’s name when you

hover the mouse over it.2. Click Publish a Major Version.

3. Fill in any comments (optional) and click OK.

Alternatively you can use the Ribbon to publish a file.1. In a library, check the box next to a file.2. Click the Publish button in the Ribbon.

3. Fill in any comments (optional) and click OK.

Deleting Files1. In the library, click the dropdown arrow that appears around a file’s name when you

hover the mouse over it.

2. Click Delete.3. Click OK on the confirmation dialog box.

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The file will be deleted from your library and moved to the recycle bin. You can retrieve the file from the recycle bin for up to 30 days.

To restore files from the recycle bin: 1. Choose Site Actions > View All Site Content2. Click on Recycle Bin at the bottom of the page.3. Click the checkbox next to the file you would like to restore, then click Restore Selection.

4. If you delete an item from the Recycle Bin, it will be permanently deleted.

Manage Content and StructureLike View All site Content, the Manage Content and Structure screen shows you a “behind the scenes” look at your site. However, the Manage Content and Structure view is more like a Windows Explorer view of your site files. From this page you can perform bulk operations on multiple documents, see a list of draft items, items checked out as well as add, delete and move files.

To access the Manage Content and Structure page, choose Site Actions > Manage Content and Structure.

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Moving Files1. From the Manage Content and Structure page, choose the items you wish to move by

marking the checkbox for each one.2. Choose Actions > Move.

3. Select the location you wish to move your items to from the dialog box, then click OK.

Creating Libraries/ListsYou’re not limited to the single library you get by default. You can create multiple libraries for your site if you want. Some users prefer to organize content with multiple document libraries while others prefer to use a single document. There are a few ways to create a new document library. The easiest is by using the Site Actions menu.

Create a New Document library using Site Actions1. Click Site Actions > More Options.2. Select the type of library/list you wish to create, then click More Options. 3. Type a Title for the library/list.4. Choose No to display on the quick launch (navigation).5. Choose whether to track version history for documents stored in your document

library. If you choose Yes, each time you upload a document with the same name as an existing document it will add a new version to the file. If you choose No, it will overwrite the file.

6. Choose the document template. This is what will be created when you create new documents within the library using the New Document button. Generally this can be left as the default.

7. Click Create.

Displaying Library Items on a Page (Video)1. Position the cursor on the page where you wish to display the files from a library in your

site.2. Choose Insert > Web Part.3. Select Cherry Creek > CCSD Content Query Web Part, then click Add.

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4. Select Edit Web Part from the Content Query Web Part title bar.

5. In the Query section, Select “Show items from the following list”, then click Browse.

6. Browse to the library you wish to display, then click OK.7. Configure any other settings as necessary (i.e. Grouping, Sorting, Title, Chrome type)8. Click OK.

Managing CalendarsAdding Calendar Events (Video, begins at 1:35)

1. Choose Site Actions > View All Site Content.2. Select the calendar you wish to add an event to from the Lists section (i.e. Department

Events). The calendar opens.3. Mouse over the day you wish to add an event for, click the Add link.

4. Enter the event data.

5. Click Save.

Creating New Calendars15

6. Choose Site Actions > More Options.7. Choose CCSD Calendar then click More Options.8. Enter a Name and select No for both radio buttons, then click Create.

9. The new calendar will be created and will open in your window.

Displaying a Calendar on a Page1. Position your cursor on the page you would like to insert the calendar.2. Choose Page Layout > CCSD Layout Header from the Page tab.

3. Click on Add a Web Part in the Header Zone of your page.

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4. Select Cherry Creek > CCSD Calendar View Web Part, then click Add.

5. Choose Edit Web Part from the CCSD Calendar View Web Part title bar.6. Select Chrome Type: None in the Appearance section.

7. Click OK.

Connecting a Calendar with Outlook (Video) 1. Choose Site Actions > View All Site Content.2. From the Lists section, select the Calendar you wish to connect to Outlook. (i.e. School

Events)

3. Click Connect to Outlook from the Calendar tab in your ribbon.

4. Click Allow and Outlook will open.5. Click Yes and your calendar will appear in Outlook.

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Appendix A: Resizing Images

1. Open a New Blank 8.5 x 11 Blank Microsoft Publisher document.2. Copy and Paste your image onto the document.3. Resize the image by dragging one of the corners.

NOTE: As you resize your image by dragging the corners, you can see the dimensions of your image change in the Status bar across the bottom of the Publisher window. To change the units from inches to pixels choose File > Options > Advanced and change the Measurement Units in the Display section.

4. Right-click on the image and choose ‘Save as image.’

5. Give your image a name. Choose JPEG for file type.6. Click on Change for Resolution and choose ‘Web (96 dpi)’

7. Save the image.8. Your image is now ready to upload to the SharePoint Images library.

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Appendix B: Using Expression Endcoder to format .wmv video files for the CCSD websiteSharePoint only supports wmv video formats. You may download Microsoft Expression Encoder

for free at http://www.microsoft.com/download/en/details.aspx?id=24601

1. Open Microsoft Expression Encoder.2. Choose Transcoding Project.3. From the File menu, click Import.4. Locate and open the video file that you want to convert.5. In the System Panel, choose Encoding Quality > Balanced. On the Encode tab, choose

Output Format: Windows Media; Video: VC-1 Advanced, Audio: WMA Professional:

6. Click Encode.7. After encoding is complete, click the Output tab. Under Job Output you’ll see a directory

section. Browse to the location of the job you're performing to find your .wmv file.8. For more information about Microsoft Expression Encoder:

a. Visit the following Microsoft website at http://expression.microsoft.com.b. Refer to this How to use Microsoft Expression Encoder 4 guide.

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