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SharePoint Team Sites Overview –

A High level introduction into Team SitesSeptember 09, 2015 @ 12pm-1pm EST

Ivor Davies

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About Me:

Accomplished SharePoint professional specializing in SharePoint Admin /

Training / Configuration & Process Automation.

LinkedIn has identified Ivor as one of the top consistently viewed LinkedIn

profiles with over 6,000 LinkedIn contacts and over 1,000 skill endorsements -

https://ca.linkedin.com/in/ivordavies

Classified as a SharePoint "Specialist", Ivor is a recognized speaker on the

SharePoint circuit. His past engagements include the Toronto SharePoint

Summit, SharePoint Saturday Toronto and SharePoint Saturday Ottawa.

I am also currently facilitating internal training sessions on SharePoint Content

Management and SharePoint Team Sites within my organization.

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What is SharePoint?

Introduction to Team Sites

Working with Lists

Working with Libraries

File Check-In & Check Out

Version History & Recycle Bin

Agenda:

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What is ..

Organizations use to create websites

Store, organize & share info

It is an enterprise information portal

All you need is a web browser

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Introduction to SharePoint Team Sites

Central place for ALL Team information

Empowerment of collaborative teams

Reduce the need for paper documents

Publishing IS NOT enabled!

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Team Site Example

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Team Site Roles..

Project Team Collaboration

Department Site

Function OR Purpose

Store Specific Content

A Customer Portal

Specific Level of Security

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Working with Lists

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Lists

Everything in SharePoint is stored in lists.

Document Library is a list that stores files.

Rows of information separated into columns

Think of a list of Tasks, Announcements, etc.

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Example of a SharePoint List

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The List Ribbons

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• 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

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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

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• Team calendar useful for tracking

– Deadlines

– Meetings

– Upcoming events

Calendar

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• 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

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• News items or headlines from your company.

• They can have an expiration date.

Announcements

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• 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

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Tasks

Task list to track small project tasks

All from within SharePoint

Does not require MS Project

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• 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

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• Link URLs to important, relevant or handy sites (internal or external)

• Think of a Links List as FAVORITES for your team.

Links

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• 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

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Working with Libraries

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Document Libraries

It is a list that contains files

Files uploaded into the intranet

Can be Office documents, PDF’s, images, videos

Office docs support versioning

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Example of a Document Library

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The Library Ribbons

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List of Document Libraries

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Important Document Libraries

Documents

Images

Pages

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Uploading Documents

• Types of files that cannot be added to a SharePoint list or library:

• https://support.office.com/en-us/article/Types-of-files-that-cannot-be-added-to-a-list-or-library-

871FE494-7AAB-43C7-A429-788508AF48C8

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Uploading Multiple Documents

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• Allows you to essentially use Windows Explorer to

drag-and-drop files into a Document Library

Uploading Multiple Documents – Explorer View

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• 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

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• Put check in box beside file in list

• From ribbon Documents tab, select Check Out

command button

File Check-Out

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• 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

SharePoint

Microsoft Word

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File Versioning

Check Out

Store, Track & Restore Items

Keep track of edits over time

Helpful during collaboration

Version History Command Button

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Version History

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Version History Actions

View

Restore

Delete

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Recycle Bin

Deleted files moved to Recycle Bin

Files stay for 30 days

After 30 days moved to Admin Bin

Files stay for 30 days in Admin Bin

No way to recover after 60 days

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Summary:

What is SharePoint?

Introduction to Team Sites

Working with Lists

Working with Libraries

File Check-In & Check Out

Version History & Recycle Bin

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Resources available to you:

• What Is A Team Site? - https://www.youtube.com/watch?v=lxpTk973VAY

• How to create a Team Site In SharePoint 2010 –

http://www.fpweb.net/sharepoint-2010/tutorials/sites/create-team-site/

• Building a good SharePoint Team Site -

http://www.glynblogs.com/2010/10/building-a-good-sharepoint-team-site.html

• Walkthrough of SharePoint 2013 Team Site – http://sharepoint-

videos.com/module-1/walkthrough-of-sharepoint-2013-team-site/

• Synchronizing SharePoint content with Outlook - https://support.office.com/en-

us/article/Synchronize-SharePoint-2010-content-with-Outlook-2010-5ea811ca-

8289-403b-902b-916572e203bf

Thank You for your attending today’s session!

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SharePoint Team Sites Overview –

A High level introduction into Team SitesSeptember 09, 2015 @ 12pm-1pm EST

Ivor Davies

Thank You!