This document provides an overview and agenda for a training session on using SharePoint 2010 for content managers at LCBO. The agenda includes introductions, an overview of SharePoint 2010 functionality and features, working with lists, libraries, and publishing content/pages. It describes the roles and responsibilities of content managers after the training. It also outlines various SharePoint concepts like lists, libraries, uploading and editing documents, versioning, and publishing pages. The training aims to enable content managers to publish content without IT involvement using basic SharePoint tools.
3. Course Logistics
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!
5. Project Background
Last year, IT looked at ways to improve Quality of the LCBO Portal
As the LCBO continues to grow as an organization, infrastructure and
communication must as well
Content Managers play a key role in this growth – the platform must be
efficient for them to use
SharePoint 2010 integrates well with current infrastructure and applications,
also:
Facilitates business collaboration
Strengthens Search
6. Role of Content Manager
After today’s training Content Managers will know the basics of publishing
content using the SharePoint tools, without requiring IT involvement
The Portal Migration from the current platform to SharePoint is currently
underway – completion of all Divisional content is targeted for August 2013
Content Managers will be involved in the pre-release review process: as
each Division’s content is migrated, the Portal Migration team will arrange a
review session
review for accuracy
techniques for improved search
review of Divisional/Departmental templates
7. Core Functionality and
Features of SharePoint 2010
Central place for global information
Driven
by content (news, alerts, points of interest,
etc.)
Central place for Department and Office
location information
Empowerment of content managers
Collaboration through the use of comments
and tags.
9. Landing Page
My Site Link
Search
Top Level /
Global
Navigation
Feature
Rotator
Alert
Messages
Point
Of Interest
Links
Corporate News
List
External Links
Featured
Articles
Help and
Guidance
14. Lists
Everything in the Intranet, Collaboration, Team Sites, and My 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.
16. Working with 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
17. Adding an Item to a List
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
19. Adding New Calendar Items
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
21. Adding a New Announcement
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
23. Adding New 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
25. Creating a New Discussion
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
26. Posting a Reply
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
28. Adding Useful 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
29. LCBO Lists
The lists we are most concerned with for content are related to Apps (later)
30. Important LCBO Lists
Alerts List
Feature Rotator List
Main articles on the page come from this list
News List
Rotator on main page loops through items in this list
Featured Item List
Highlights important articles
Corporate news articles are surfaced from here
Point of Interest List
Quick point of interest links come from here
31. Adding items to LCBO Lists
All work the same
Go to list
Click Add new item link
or New Item command button from ribbon
Fill out the form
Click Save
32. Form Fields
Title: Article title
Article Url: link to separate article page where detailed write-up resides
Link Summary: short abstract of the article
Article Date: date of article
Scheduling: start date to
begin showing article, and
end date to stop showing
article (and link from App)
Urgent (for Alerts list):
highlights article in red
Source (for News list): list
of resources
36. Document Libraries
Lists of Files
Files uploaded into the intranet
Can be Office documents, .pdfs, images, videos, etc.
Often linked to within the pages of the site
For Office documents, supports versioning and exclusive edit locks
37. List of Document Libraries
The ones we are most concerned with are Documents, Images and Pages
38. Important Document Libraries
Documents
Stores any type of file, but generally used for Office Documents and .pdfs
Supports collaborative document creation with versioning and exclusive edit
locks
Images
Meant to store pictures and videos
Pages
Stores any content pages for the site (e.g., the home page)
Also uses versioning and exclusive edit locks to allow for collaborative content
management
41. Uploading Multiple Documents – Explorer View
Allows you to essentially use Windows Explorer to drag-and-drop files
into a Document Library
42. File Checkout
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
43. File Check-Out
Put check in box beside file in list
From ribbon Documents tab, select Check Out command button
44. File Check-In
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
45. File Versioning
When enabled, Document Libraries can keep track of file edits over time
Check Out
Edit
•
•
Save
Just Saves your Changes
No one else can see those
changes yet
Version History command button in Documents tab of ribbon
Check-In Draft/
Minor Version
• Everyone else can
now see your changes
48. Recycle Bin
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
49. Views
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
50. Built-In Views
Standard View
Datasheet View (for Lists)
Default List-like appearance
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
54. Page Publishing Lifecycle
Content
Editor makes
Changes
and
Publishes
Approver
Approves
Page
Publishing
Engine
Lists Page
In Queue
Publisher
Uses
Publish Now
Button
55. Pages Library
The Pages Document Library is the list of all your site pages
Site Actions View All Site Content Pages
56. Adding New Pages
You can add new pages from the Site Actions menu directly
Here you don’t get a choice of page layout immediately, but you can
change it later
Supply the name of the page
(becomes filename AND
Title of page)
57. Adding Pages from the Pages Library
Pages can also be added from the Pages Library
using the New Document command button
Here you
supply:
Title
Optional Description
URL
Page Layout choice
58. Sample Page Layouts
(Insite Article Page) Content
Core page type to be used when creating new News sub-site pages
(Insite Article Page) Content with Side Navigation
Similar to Content page, but includes a left-side navigation menu
59. Editing a Page
Once a page has been created, it typically will be open in ‘edit mode’
However, at some point you will have to
edit a page explicitly:
Edit button between Navigate Up and Browse tab
in ribbon
Edit command button in Page tab of ribbon
Site Actions Edit Page
60. Changing Page Layouts
Use the Page Layout command button to switch the layout of the page
LCBO branded layouts have
a green edging to them
61. Content Areas
When you edit a page, Content
Areas are where you put your
text, lists, links, pictures, etc.
Title: Title label at the top of the
page
Article Date, Byline
Enable Commenting
Page Content
62. Editing Content Areas
Click the Content field to begin editing
Utilize the Editing Tools tab in the ribbon to manipulate the text and
content in the Content fields/areas
63. Editing Tools: Format Text
Save and
Close
Options
List Options,
Indentation,
Justification
Cut/Copy/Paste
Undo Options
Check In
Options
Appearance Formatting
Language
Indicator
Spell
Check
Optional
Styles
HTML
Styles
Nested
Markup
Selection
Use These!
HTML
View
64. Editing Tools: Insert
Insert an
Image
Insert a
Table
Create a
Link
Embed
Video or
Audio
Insert
Reusable
Content
Upload
a File
into
a Library
Insert
Existing
List
Insert a
Web Part
Create a
New List
and
Insert
66. Working with Images
You can insert images into your content area(s)
Origin of the image can be one of three locations:
From Computer
From Address
Upload into site and display
Just link to image
From SharePoint
Image already in site, just display
67. From Address
You need to already know the URL
No ‘browse’ option
Copy and paste / type
URL into Address field
Optional alt text
68. From SharePoint
Image already exists somewhere in your site
Select an Asset dialog allows you to navigate content to locate image
69. Images from Computer
Image resides on local machine or on network
Optional browse button can utilize Windows Explorer to locate image
Image will be uploaded to a Document Library, then embedded in page
content
70. Upload To
Uploading from Computer will show three Document Libraries:
Documents, Images, Pages
Upload Images, preferably to Images Document Library
71. Creating Links
Insert a hyperlink into your
page
Source URL
From SharePoint
Select an Asset dialog
appears to help you locate
the page/etc. you wish to link
to in your site
From Address
You need to know the URL
72. Working with Reusable Content
Reusable Content (if setup), allows for consistent text snippets to be
inserted into your content
Think of a common Copyright notice, terms of use or legal notice
May insert such that it is editable by you
May insert such that it is read-only and editable centrally only by IT
73. Web Parts
Web Parts, are functional pieces of content that are added to a Web Part
Zone or Content Area on a Page
Think: Media Player, etc.
For every List and Library there is a corresponding Web Part to display the
List/Library content on another page
Custom Web Parts can be created to display unique content as well (e.g., a
weather Web Part)
74. Adding a Web Part
Click Web Part command button, select Web Part, click Add
76. Web Parts and Lists
Mostly, Web Parts are populated from lists
77. Web Parts on the Landing Page
Feature
Rotator
Corporate
Alerts
Webpart
Corporate
POIs
Webpart
Corporate
FrontFeature
Webpart
Summary
Links
Webpart
Corporate News
Webpart
78. Web Parts on the Divisional/Departmental Page
Localized
Branding
Alert
Messages
Left Hand
Navigation
Divisional/
Departmental
Description
Points of
Interest
News
List
79. LCBO Web Parts and Lists
Alerts Webpart == Alerts List
FrontFeature Webpart == Featured Item List
News Webpart == News List
POIs Webpart == Point Of Interest List
Feature Rotator == Feature Rotator List
80. Creating a New Article (Page)
From Site Actions menu, click New Page
Name page and create content
81. Ribbon Page Tab
Save
Options
Edit
Page
Settings
Check In
Check Out
Options
Page
History
Delete
Page
Setup
E-mail
Notifications
on this
Page
Email
a Link
to this
Page
Change
the
Layout of
the Page
Preview
the Page
as a
Viewer
Might
See It
Go to
the Pages
Library
See What
Pages
Link to
this Page
82. Saving Changes
Saving just persists your changes
Others will not see your changes until you Check In
Save and Close saves changes and exits edit mode (still Checked Out)
Save and Keep Editing merely persists changes
Stop Editing discards your changes (still Checked Out)
83. Check In and Check Out
When choosing to Edit a page, or when creating a new page, the page
will be checked out to you
Gives you exclusive write access
Check In when complete so other contributors can see your changes
Discard Check Out to ignore your changes and Check In
Do an explicit Check Out to disallow others editing a page
84. Versioning – Page History
Page History shows the edits made to the
page over time
Older versions
can be deleted
or restored
85. Page Changes
As you click through the Page history on the left, the content appears in
the center with changes indicated
86. Version History at a Glance
The Version History link in Page History shows a more concise list of
changes over time
87. Changing the Page Layout
When you create a new page from the Pages library, you can
select the Page layout
Use the Page Layout command
button in the ribbon to switch the
layout after
89. Publishing a Page
The Publish command button allows the content
creator/page editor to promote the page to the next
stage
It indicates she/he is compete with the edits, and desires approval on the
work
It indicates the content is possibly ready for the public website
91. Approve / Reject
Once submitted for publishing, a page can
be Approved or Rejected
Those with Approver rights can do so
A dialog will offer option to leave comments in either case
92. Submit / Publish Button
Comments can be added
Approver must now
Approve / Reject the Page
If Publish was clicked, page is Published
AND Approved in one step
93. Approve / Reject
Those with Approval permissions can Approve / Reject
a page
In either case, the Approver can give comments
98. Thank You for your attending
today’s session!
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/sharepointhosting/2010/features/end-user/sites/team-site/
LCBO Governance Site http://home.lcbo.com/governance/Pages/default.aspx