2. Agenda
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
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!
http://team.lcbo.com/sites/trainingtemplate/SitePages/Home.aspx
5. Introduction to
SharePoint Team Sites
Central place for team information
Documents
Calendars
Issues
Discussions
Views
And
more!
Empowerment of collaborative teams
Reduce the need for paper documents
7. 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.
8. 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
10. 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
12. 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
14. 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
16. 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
18. 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
19. Your Turn - Exercise 1
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
22. Document Libraries
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
25. Uploading Multiple Documents – Explorer View
Allows you to essentially use Windows Explorer to drag-and-drop files into
a Document Library
26. 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
27. File Check-Out
Put check in box beside file in list
From ribbon Documents tab, select Check Out command button
28. 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
29. File Versioning
When enabled, Document Libraries can keep track of file edits over time
Check Out
Edit
•
•
Check-In Draft/
Minor Version
Save
Just Saves your Changes
No one else can see those
changes yet
•
Everyone else can
now see your changes
Version History command button in Documents tab of ribbon
32. 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
33. Your Turn - Exercise 2
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.
35. 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
36. 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
37. Your Turn - Exercise 3
Within the Team site:
Start a new discussion
Reply to someone else’s discussion.
40. Adding Lists and Libraries
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.
41. Your Turn - Exercise 4
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
43. 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
44. 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
45. Your Turn - Exercise 5
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?
46. Workspaces
Within sites, you can set up workspaces where team members
can collaborate on a document or a special meeting.
From All Site Content…Create
47. Your Turn - Exercise 6
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
48. Team Calendars and Outlook
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.
49. Other Goodies to try out
Slide Library
Picture Library
Contacts
50. 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