SharePoint Skills for Administrative Professionals Conference 5/16/2014

1. No Batteries (or IT help) Required!
introducing
SHAREPOINT SKILLS
FOR EVERYONE

2. About Me
• SharePoint Team Lead at Cambia
Health Solutions
• Speaker at SharePoint Conferences
• Former Administrative Professional
(Executive Secretary)
Sandra Mahan

3. What is SharePoint?
It’s a platform of tools
• More than just Word, Excel, or a File Share
Intranet with multiple sites
• Include announcements, links to external sites
And so much more
• Business intelligence, surveys, forms, etc.

4. What we will be covering
Collaborating every step of the way
Documents Photos Calendaring
4Permissions

5. Document Sharing
Use a document library to store, modify, and collaborate

6. Create a Document Library
• Site Actions
• More Options

7. Create a Document Library (continued)
• Filter By: Library
• Select Document Library
• Provide a name for the new document library
• Click Create

8. Add Documents
• Add Document
• Upload Document by Browsing for it
• Helpful to keep the file name the same

9. Email a Link
• Drop-down on the item
• Send To
• E-mail a Link

10. Categorize Documents
• Library Tools/Library
• Create Column
• Column Name: Category
• Type Each Choice
• Remove the Default Value
unless you want to set one

11. Assign a Category
• To update an existing item –
Select the item and then Edit
Properties
• Update the Category field

12. Modify the View

13. Modify the View – Column Order

14. Modify the View – Sort

15. Modify the View – Filter

16. Modify the View – Group By

17. Adding a OneNote Notebook

18. OneNote Notebook in Shared Documents

19. Photo Library and Slide Show
Use a photo library to store important images and share them with others.

20. Create an Image Library
• Site Actions
• More Options

21. Create an Image Library (continued)
• Filter By Library
• Choose Picture Library
• Name the library
• Create

22. Upload Images

23. Image File Types
What File Type to Choose:
• jpg for photos
• gif for color blocks
• png can be transparent and
versatile
• avoid bmp if possible due to
large file size
When saving:
• Avoid using spaces
Flower%20picture.jpg
• Use_underscore or CamelHumps

24. Insert a logo on the home page
• Edit the home page
• Insert Picture from the Ribbon Bar
• Select the picture to adjust the size and position
• Lock Aspect Ratio

25. Create a Slide Show
• Edit the page
• Insert a Web Part
• Categories: Media and Content
• Web Parts: Picture Library Slideshow Web
Part

26. Editing the Slideshow Web Part
• Edit the Web Part
• Decide on the duration between pictures
• Choose the picture library
• Change the Title of the Web Part

27. Calendaring
Everyone’s time off in one easy to use location

28. Create a Calendar
• Site Actions
• More Options

29. Create a Calendar (continued)
• Choose Calendar
• Name the Calendar
• Create

30. Team Calendar
• To add items: click New Event from the toolbar or the Add icon in
the date field
• Calendar appears in the left navigation menu

31. Connect to Outlook

32. View in Side-By-Side Mode

33. View in Overlay Mode

34. Add Calendar to Home Page
• On the Home Page
• Site Actions
• Edit Page

35. Add Team Calendar to Home Page
• Place your cursor where you want to insert the calendar
• In the ribbon bar, Editing Tools/Insert, choose Web Part
• Categories: Lists and Libraries
• Web Parts: Team Calendar

36. Add Team Calendar to Home Page
On the Page tab, select Save & Close

37. Permissions
Make sure it’s safe and secure
4

38. Permissions In SharePoint
• Permissions can inherit from the parent site
• Permissions can also be unique (breaking inheritance)
• You can customize your permission groups down to a specific
level of granularity
• For all permission options, see:
http://technet.microsoft.com/en-us/library/cc721640(v=office.14).aspx

39. Site Permissions
• Site Actions
• Site Permissions

40. Using SharePoint Groups For Permissions
The default groups are:
• Full Control (Site Owners)
• Contribute (Site Members)
• Read (Site Visitors)
• View Only (Viewers)

41. Why Groups Instead Of Individual People?
• Technically, you can add individual people to a permission list
• Using SharePoint groups makes it easier to administer
permission changes.

42. Adding People To A SharePoint Group
Select the group to change and click New > Add Users:

43. Inheriting and Breaking Permissions
• Access the permissions for your list or site
• In this example, we’ll choose List Permissions from the ribbon bar

44. Inheriting and Breaking Permissions
• Stop Inheriting Permissions
• Remove User Permissions

45. Breaking Inheritance
Takes a snapshot of the parent permissions which you can then
edit.
However, it doesn't take a snapshot of who is in the groups...
just the fact that the group is in the permission list.
Therefore, you can't update the group in that specific site,
thinking it will not affect anywhere else that group is used.

46. Who has permission?
• From the site ribbon bar, click Check Permission
• Enter the name of the user
• Check Now

47. ?
But wait…
There’s More!
SharePoint Help
Microsoft Office Support
Microsoft Training Courses for SharePoint 2010
SharePoint 2013 Power User Training
Lynda.com - $25/month
Training Resources

48. What if you don’t have SharePoint?

49. Questions?

50. Email: smahan14@gmail.com
Twitter: @smahan14
Presentation on www.slideshare.net
Search for “Sandra Mahan SharePoint” or “SharePointSandra”