MLOZ Sharepoint 2010 for end users slides


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MLOZ Sharepoint 2010 for end users slides

  1. 1. SharePoint 2010 for End Users GSP10-10 CONNECTING BUSINESS & TECHNOLOGY
  2. 2. Introduction Name Company affiliation Title/function Job responsibility SharePoint Experience A little bit about your SharePoint site or project Expectations for this course2 CONNECTING BUSINESS & TECHNOLOGY
  3. 3. 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 20103 CONNECTING BUSINESS & TECHNOLOGY
  4. 4. Introduction to SharePoint 2010 CONNECTING BUSINESS & TECHNOLOGY
  5. 5. 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 Demo5 CONNECTING BUSINESS & TECHNOLOGY
  6. 6. 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 productive6 CONNECTING BUSINESS & TECHNOLOGY
  7. 7. What SharePoint can do … 20/12/2011 The Business Collaboration Platform for the Enterprise and the Web7 CONNECTING BUSINESS & TECHNOLOGY
  8. 8. What SharePoint can do … 20/12/2011 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.8 CONNECTING BUSINESS & TECHNOLOGY
  10. 10. The core of a web strategy Core Audiences Intranet Internal employees Intranet Extranet Customers Partners InternetInternet Extranet External web users CONNECTING BUSINESS & TECHNOLOGY
  11. 11. 11 20/12/2011 CONNECTING BUSINESS & TECHNOLOGY
  12. 12. Communities 20/12/2011 Building communities People Profiles Photographs and Presence “Ask Me About” Recent Activities Note Board Organization Browser Add Colleagues Social Bookmarks12 CONNECTING BUSINESS & TECHNOLOGY
  13. 13. Communities 20/12/201113 CONNECTING BUSINESS & TECHNOLOGY
  14. 14. Communities 20/12/201114 CONNECTING BUSINESS & TECHNOLOGY
  15. 15. Communities 20/12/201115 CONNECTING BUSINESS & TECHNOLOGY
  16. 16. Communities 20/12/2011 Participating in teams My Network Blogs Wikis Enterprise Wikis Tags Tag Clouds Tag Profiles Ratings Colleague and Keyword Suggestions16 CONNECTING BUSINESS & TECHNOLOGY
  17. 17. Communities 20/12/201117 CONNECTING BUSINESS & TECHNOLOGY
  18. 18. Communities 20/12/201118 CONNECTING BUSINESS & TECHNOLOGY
  19. 19. Communities 20/12/201119 CONNECTING BUSINESS & TECHNOLOGY
  20. 20. 20 20/12/2011 CONNECTING BUSINESS & TECHNOLOGY
  21. 21. Content 20/12/2011 Office integration Word Automation Services The Content Organizer Metadata Navigation Compliance Multi-stage disposition Accessibility21 CONNECTING BUSINESS & TECHNOLOGY
  22. 22. Content 20/12/201122 CONNECTING BUSINESS & TECHNOLOGY
  23. 23. Content 20/12/201123 CONNECTING BUSINESS & TECHNOLOGY
  24. 24. Content 20/12/201124 CONNECTING BUSINESS & TECHNOLOGY
  25. 25. Content 20/12/2011 Metadata Finding content Managed metadata services Content Types Rich media management Document Sets25 CONNECTING BUSINESS & TECHNOLOGY
  26. 26. Content 20/12/201126 CONNECTING BUSINESS & TECHNOLOGY
  27. 27. Content 20/12/201127 CONNECTING BUSINESS & TECHNOLOGY
  28. 28. 28 20/12/2011 CONNECTING BUSINESS & TECHNOLOGY
  29. 29. Finding the right content 20/12/2011 Previews Thumbnail Refinement “Did You Mean” and related queries Social behavior improves relevance29 CONNECTING BUSINESS & TECHNOLOGY
  30. 30. Finding the right content 20/12/201130 CONNECTING BUSINESS & TECHNOLOGY
  31. 31. Finding the right content 20/12/201131 CONNECTING BUSINESS & TECHNOLOGY
  32. 32. Finding the right people 20/12/2011 People and expertise search Phonetics and Nicknames Recently authored content Expertise identification32 CONNECTING BUSINESS & TECHNOLOGY
  33. 33. Finding the right people 20/12/201133 CONNECTING BUSINESS & TECHNOLOGY
  34. 34. Finding the right people 20/12/201134 CONNECTING BUSINESS & TECHNOLOGY
  35. 35. 35 20/12/2011 CONNECTING BUSINESS & TECHNOLOGY
  36. 36. Business Services 20/12/2011 PerformancePoint Services Visio Services Excel Services36 CONNECTING BUSINESS & TECHNOLOGY
  37. 37. Business Services 20/12/201137 CONNECTING BUSINESS & TECHNOLOGY
  38. 38. Business Services 20/12/201138 CONNECTING BUSINESS & TECHNOLOGY
  39. 39. Business Services 20/12/201139 CONNECTING BUSINESS & TECHNOLOGY
  41. 41. What is a composite? 20/12/2011 Rapidly create no-code collaborative solutions Unlock business data Regain control of end user solutions41 CONNECTING BUSINESS & TECHNOLOGY
  42. 42. Composite services 20/12/2011 Access Services Business Communications Services Forms Services Workflow Visio Services42 CONNECTING BUSINESS & TECHNOLOGY
  43. 43. Composite services 20/12/201143 CONNECTING BUSINESS & TECHNOLOGY
  44. 44. Composite services 20/12/201144 CONNECTING BUSINESS & TECHNOLOGY
  45. 45. Composite services 20/12/201145 CONNECTING BUSINESS & TECHNOLOGY
  46. 46. 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 password46 CONNECTING BUSINESS & TECHNOLOGY
  47. 47. 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.47 CONNECTING BUSINESS & TECHNOLOGY
  48. 48. 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”48 CONNECTING BUSINESS & TECHNOLOGY
  49. 49. 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 Apps49 CONNECTING BUSINESS & TECHNOLOGY
  50. 50. Demo In this exercise, you will locate your SharePoint site and familiarize yourself with its home page50 CONNECTING BUSINESS & TECHNOLOGY
  51. 51. Navigating a SharePoint Site CONNECTING BUSINESS & TECHNOLOGY
  52. 52. 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 Labs52 CONNECTING BUSINESS & TECHNOLOGY
  53. 53. Navigating the Home Page and the SharePoint Site Home page = main page of a SharePoint website53 CONNECTING BUSINESS & TECHNOLOGY
  54. 54. Navigating the Home Page and the SharePoint Site All Site Content Page  Contains links to all major part of the site54 CONNECTING BUSINESS & TECHNOLOGY
  55. 55. Navigating the Site Content Tree Typical SharePoint Site55 CONNECTING BUSINESS & TECHNOLOGY
  56. 56. Navigating the Site Content Tree Typical SharePoint Site Collection56 CONNECTING BUSINESS & TECHNOLOGY
  57. 57. Navigating the Site Content Tree Site content tree57 CONNECTING BUSINESS & TECHNOLOGY
  58. 58. Navigating the Site Content Tree SharePoint maintains a global navigation path  From the top-level site to the current page  Use the navigate up icon58 CONNECTING BUSINESS & TECHNOLOGY
  59. 59. 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 tabs59 CONNECTING BUSINESS & TECHNOLOGY
  60. 60. 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 lists60 CONNECTING BUSINESS & TECHNOLOGY
  61. 61. 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 libraries61 CONNECTING BUSINESS & TECHNOLOGY
  62. 62. Understanding Web Parts Independent component that can be reused, shared and personalized Basic building blocks of a page62 CONNECTING BUSINESS & TECHNOLOGY
  63. 63. Understanding Web Parts 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.63 CONNECTING BUSINESS & TECHNOLOGY
  64. 64. 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 bin64 CONNECTING BUSINESS & TECHNOLOGY
  65. 65. Working with ListsCONNECTING BUSINESS & TECHNOLOGY
  66. 66. 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 alerts66 CONNECTING BUSINESS & TECHNOLOGY
  67. 67. 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 automatically67 CONNECTING BUSINESS & TECHNOLOGY
  68. 68. Discovering Default Lists in a Site SharePoint comes with default list template SharePoint will provision some of these lists when you create a new site68 CONNECTING BUSINESS & TECHNOLOGY
  69. 69. 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 scratch69 CONNECTING BUSINESS & TECHNOLOGY
  70. 70. Adding and editing list items Creating a SharePoint list automatically generates the pages needed to view/add/edit a list item70 CONNECTING BUSINESS & TECHNOLOGY
  71. 71. 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)71 CONNECTING BUSINESS & TECHNOLOGY
  72. 72. Attaching files to list items By default, all lists in SharePoint allow attachments  Reconsider the use of a list ?72 CONNECTING BUSINESS & TECHNOLOGY
  73. 73. 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 list73 CONNECTING BUSINESS & TECHNOLOGY
  74. 74. 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 list74 CONNECTING BUSINESS & TECHNOLOGY
  75. 75. Sorting and filtering a list SharePoint provides built-in sorting and filtering capabilities Any individual column headers can be used to sort the entire list75 CONNECTING BUSINESS & TECHNOLOGY
  76. 76. 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, …76 CONNECTING BUSINESS & TECHNOLOGY
  77. 77. Working with Libraries CONNECTING BUSINESS & TECHNOLOGY
  78. 78. Outline What are libraries Creating a document library Creating a new document Editing documents Adding documents78 CONNECTING BUSINESS & TECHNOLOGY
  79. 79. 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 Outlook79 CONNECTING BUSINESS & TECHNOLOGY
  80. 80. 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 lists80 CONNECTING BUSINESS & TECHNOLOGY
  81. 81. 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 subject81 CONNECTING BUSINESS & TECHNOLOGY
  82. 82. Creating a new document Obviously, you can populate a library with documents82 CONNECTING BUSINESS & TECHNOLOGY
  83. 83. 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)83 CONNECTING BUSINESS & TECHNOLOGY
  84. 84. 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)84 CONNECTING BUSINESS & TECHNOLOGY
  85. 85. 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 library85 CONNECTING BUSINESS & TECHNOLOGY
  86. 86. 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 file86 CONNECTING BUSINESS & TECHNOLOGY
  87. 87. 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)87 CONNECTING BUSINESS & TECHNOLOGY
  88. 88. Using alerts As in lists, you can subscribe to an alert  When a document to which you subscribe changes, you receive a message88 CONNECTING BUSINESS & TECHNOLOGY
  89. 89. 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.89 CONNECTING BUSINESS & TECHNOLOGY
  90. 90. 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 client90 CONNECTING BUSINESS & TECHNOLOGY
  91. 91. 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 SharePoint91 CONNECTING BUSINESS & TECHNOLOGY
  92. 92. Working offline with Outlook The documents are emailed to you as attachments and placed into the SharePoint list in Outlook.92 CONNECTING BUSINESS & TECHNOLOGY
  93. 93. Working with List and Library Views CONNECTING BUSINESS & TECHNOLOGY
  94. 94. 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 Views94 CONNECTING BUSINESS & TECHNOLOGY
  95. 95. 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 view95 CONNECTING BUSINESS & TECHNOLOGY
  96. 96. 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 editing96 CONNECTING BUSINESS & TECHNOLOGY
  97. 97. Working with a Gantt view A Gantt chart is a horizontal bar chart used to provide a graphical illustration of a project timeline97 CONNECTING BUSINESS & TECHNOLOGY
  98. 98. 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)98 CONNECTING BUSINESS & TECHNOLOGY
  99. 99. Working with a Calendar view You can create a Calendar view for the data in your lists and libraries.99 CONNECTING BUSINESS & TECHNOLOGY
  100. 100. Working with a Calendar view The list will need to have at least one date field External List, Discussion Board, and Survey are not supported100 CONNECTING BUSINESS & TECHNOLOGY
  101. 101. 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 order101 CONNECTING BUSINESS & TECHNOLOGY
  102. 102. Filtering items using views You can also restrict items in the view based on the metadata102 CONNECTING BUSINESS & TECHNOLOGY
  103. 103. Grouping items using views You can also group items based on the metadata103 CONNECTING BUSINESS & TECHNOLOGY
  104. 104. Finding Information on the SharePoint Site CONNECTING BUSINESS & TECHNOLOGY
  105. 105. Outline Search Engine Searching the SharePoint site Searching for files across multiple document libraries from within Microsoft Office 2010105 CONNECTING BUSINESS & TECHNOLOGY
  106. 106. 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 immediately106 CONNECTING BUSINESS & TECHNOLOGY
  107. 107. Searching the SharePoint site107 CONNECTING BUSINESS & TECHNOLOGY
  108. 108. Searching the SharePoint site 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 keyword108 CONNECTING BUSINESS & TECHNOLOGY
  109. 109. Searching the SharePoint site 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 phrase109 CONNECTING BUSINESS & TECHNOLOGY
  110. 110. 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 websites110 CONNECTING BUSINESS & TECHNOLOGY
  111. 111. Using SharePoint Foundation with Outlook 2010 CONNECTING BUSINESS & TECHNOLOGY
  112. 112. 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 feed112 CONNECTING BUSINESS & TECHNOLOGY
  113. 113. 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 outlook113 CONNECTING BUSINESS & TECHNOLOGY
  114. 114. Connecting a SharePoint Contacts list to Outlook114 CONNECTING BUSINESS & TECHNOLOGY
  115. 115. 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 SharePoint115 CONNECTING BUSINESS & TECHNOLOGY
  116. 116. 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 date116 CONNECTING BUSINESS & TECHNOLOGY
  117. 117. Sending an email using a SharePoint Contacts list117 CONNECTING BUSINESS & TECHNOLOGY
  118. 118. Viewing SharePoint calendars and personal calendars in Outlook118 CONNECTING BUSINESS & TECHNOLOGY
  119. 119. 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 synchronized119 CONNECTING BUSINESS & TECHNOLOGY
  120. 120. 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 box120 CONNECTING BUSINESS & TECHNOLOGY
  121. 121. Creating Meeting Workspaces from Outlook It is also possible to create a Meeting Workspace directly from Outlook121 CONNECTING BUSINESS & TECHNOLOGY
  122. 122. Configuring an RSS feed Outlook 2007/2010 support RSS You can use Outlook to read RSS feeds coming from SharePoint122 CONNECTING BUSINESS & TECHNOLOGY