SharePoint 2010 workbook

SharePoint 2010 workbook
Microsoft®
SharePoint
Foundation 2010
The Nature Conservancy
© 2011 by CustomGuide, Inc. 3387 Brownlow Avenue; St. Louis Park, MN 55426
This material is copyrighted and all rights are reserved by CustomGuide, Inc. No part of this publication may be reproduced,
transmitted, transcribed, stored in a retrieval system, or translated into any language or computer language, in any form or by
any means, electronic, mechanical, magnetic, optical, chemical, manual, or otherwise, without the prior written permission of
CustomGuide, Inc.
We make a sincere effort to ensure the accuracy of the material described herein; however, CustomGuide makes no warranty,
expressed or implied, with respect to the quality, correctness, reliability, accuracy, or freedom from error of this document or the
products it describes. Data used in examples and sample data files are intended to be fictional. Any resemblance to real
persons or companies is entirely coincidental.
The names of software products referred to in this manual are claimed as trademarks of their respective companies.
CustomGuide is a registered trademark of CustomGuide, Inc.
2
© 2011 CustomGuide, Inc.
Table of Contents
The Fundamentals................................................................................................................................................... 8
Introduction to SharePoint ...................................................................................................................................... 9
Accessing a SharePoint Site ................................................................................................................................ 10
Understanding the SharePoint Program Screen .................................................................................................. 11
Navigating in SharePoint ...................................................................................................................................... 12
Understanding the Ribbon .................................................................................................................................... 14
Understanding Permissions and Groups .............................................................................................................. 16
Using Views and Sorting ...................................................................................................................................... 17
Using Search ........................................................................................................................................................ 18
Using Help ............................................................................................................................................................ 19
Working with the Recycle Bin ............................................................................................................................... 20
Working with Alerts ............................................................................................................................................... 22
The Fundamentals Review .................................................................................................................................... 24
Managing Lists ...................................................................................................................................................... 26
Creating a List ...................................................................................................................................................... 27
Working with List Items......................................................................................................................................... 29
Customizing a List ................................................................................................................................................ 31
Deleting a List Item or a List ................................................................................................................................. 33
Managing Lists Review .......................................................................................................................................... 34
Working with Lists ................................................................................................................................................ 35
Adding an Announcement .................................................................................................................................... 36
Adding a Contact .................................................................................................................................................. 37
Adding Links ......................................................................................................................................................... 38
Viewing the Calendar ........................................................................................................................................... 39
Adding an Event to the Calendar ......................................................................................................................... 41
Adding a Recurring Event .................................................................................................................................... 42
Viewing a Tasks List and a Project Task List ........................................................................................................ 43
Adding Tasks and Milestones ............................................................................................................................... 44
Adding a Summary Task....................................................................................................................................... 46
Updating a Task .................................................................................................................................................... 47
Adding a Discussion Topic.................................................................................................................................... 48
Replying to a Discussion Topic ............................................................................................................................. 50
Working with Issues .............................................................................................................................................. 51
Working with Lists Review .................................................................................................................................... 53
Working with Libraries ......................................................................................................................................... 55
Creating a Library ................................................................................................................................................. 56
Creating a New Document in a Library ................................................................................................................ 58
Uploading a File or Document to a Library ........................................................................................................... 59
Opening and Editing a Document ........................................................................................................................ 61
Checking Out and Checking In a Document ........................................................................................................ 62
Enabling Versions History .................................................................................................................................... 64
Using Versioning History ...................................................................................................................................... 65
Working with Images ............................................................................................................................................ 67
Working with Libraries Review ............................................................................................................................. 68
Working with Blogs, Wikis, and Workspaces ..................................................................................................... 70
Creating a Wiki Site .............................................................................................................................................. 71
Working with a Wiki .............................................................................................................................................. 73
Creating a Blog ..................................................................................................................................................... 75
Writing a Blog Post ............................................................................................................................................... 77
Working with a Blog .............................................................................................................................................. 79
The Nature Conservancy
3
Creating a Document Workspace......................................................................................................................... 81
Creating a Meeting Workspace ............................................................................................................................ 83
Linking an Event to a Meeting Workspace ........................................................................................................... 85
Working with Blogs, Wikis, and Workspaces Review ........................................................................................ 86
Using SharePoint with Office ............................................................................................................................... 88
Synchronizing Lists and Libraries with Outlook .................................................................................................... 89
Creating a Meeting Workspace from Outlook ...................................................................................................... 91
Saving a File to a SharePoint Library ................................................................................................................... 93
Export Lists and Libraries to Excel ....................................................................................................................... 94
Using SharePoint with Office Review .................................................................................................................. 95
Managing Sites ...................................................................................................................................................... 96
Working with Site Settings .................................................................................................................................... 97
Customizing Site Appearance and Navigation ..................................................................................................... 99
Working with Groups .......................................................................................................................................... 101
Adding a User to a Group ................................................................................................................................... 103
Working with Web Parts ..................................................................................................................................... 105
Managing Sites Review ....................................................................................................................................... 107
4
© 2011 CustomGuide, Inc.
Introducing
CustomGuide
Courseware
Thank you for choosing CustomGuide courseware as the
solution to your training needs. A proven leader in the
computer training industry, CustomGuide has been the
key to successful training for thousands of students and
instructors across the globe.
This manual is designed for computer users of all
experience levels. Novice users can use it to learn skills
such as formatting text, while advanced users can use it to
create their own templates.
All this information is quickly accessible. Lessons are
broken down into basic step-by-step instructions that
answer “how-to” questions in minutes. You can print a
complete 300-page training manual or a single page of
instructions.
Here’s how a CustomGuide manual is organized:
Chapters
Each manual is divided into several chapters. Aren't sure
if you're ready for a chapter? Look at the table of contents
that appears at the beginning of each chapter. It will tell
you the name of each lesson and subtopic included in the
chapter.
Lessons
Each chapter contains lessons on related topics. Each
lesson explains a new skill or topic and contains an
exercise and exercise file to give you hands-onexperience. These skills can also be practiced using
CustomGuide Online Learning.
Review
A review is included at the end of the manual. Use these
quiz questions and answers to assess how much you've
learned.
What People Are Saying
“I have saved hundreds of hours of design
time by just picking and choosing what I want
from the courseware.”
— Stephanie Zimmerman
Lancaster County Library
“We have been able to customize our training
sessions on all Microsoft Office products, at
all levels. The ROI of these guides is great.”
— Dawn Calvin
Las Virgenes Municipal Water District
“All in all, the friendliest, most open and easy
to understand tutorial of its type that I’ve ever
seen.”
— W. Boudville
Amazon.com
“…curriculum that is of high quality, student
friendly, and adaptable to the audience.”
— Sherrill Wayland
St. Charles Community College
“…a nice training option for almost any need.
Their complete Microsoft Office package is
by far the best deal on the market.”
— Technical Assistance Program
Purdue University
“Any instructor teaching classes on Windows
or Microsoft Office will definitely want to
give serious consideration to this important
collection of titles that will definitely fit well
into their classroom learning.”
— Dale Farris
Golden Triangle PC Club
“The materials are exceptional – I am so
excited about using them! Thanks to you and
your team for doing this wonderful work!”
— Shannon Coleman
Learning Post Ltd.
The Nature Conservancy
5
How It Works
1. Open Microsoft Word
Our customizable courseware is provided as simple-touse, editable Microsoft Word documents—if you can use
Microsoft Word you can create your own training
materials in minutes!
2. Select Your Topics
Select the content you need from our award-winning
courseware library. You can even mix and match topics
between titles, such as Microsoft Outlook and Microsoft
Word.
3. Customize
Arrange topics in the order you want—the courseware
automatically updates to reflect your changes. Add your
organization’s name and logo for a professional “inhouse” look.
4. Print and Distribute
Print as many copies as you need at your site, without
paying any per-unit royalties or maintaining physical
inventories. You can print single-page handouts, a group
of related lessons, or a complete manual. It’s fast,
convenient, and very affordable.
5. Teach and Learn
You’ll love having your own customized training
materials, and your users will appreciate the colorful
illustrations, down-to-earth writing style, and the
convenience of having a reference guide that they can
use in or out of the classroom.
3rd Generation Courseware: What’s New?
CustomGuide is pleased to introduce 3rd generation courseware. Completely redesigned from years of customer feedback,
3rd generation courseware features a streamlined design that is easier to customize and use as a reference tool. Take a look at
the table below for more information regarding these features.
rd
Streamlined design
Featuring a professional-looking, easy-to-read design, 3 generation courseware appeals to
instructors, students and individual users alike.
Exercise Notes
A new Exercise Notes section appears at the top of each lesson. Rather than practicing the
nd
topic step by step through the lesson as in 2 generation courseware, the topic can be
practiced using the exercise file and exercise described here.
Table of Contents
In addition to the Table of Contents found at the beginning of each courseware title, 3
generation courseware includes a Table of Contents at the beginning of each chapter, making
it even easier to locate the lessons you need.
Smart Quizzes
The Quiz section, located at the back of the book, automatically updates itself when the
manual is customized. For example, if you remove a lesson regarding cutting and pasting text,
there will be no questions in the Quiz section that relate to cutting and pasting text.
Easier customization
The design of 3 generation is simplified, which makes it easier to customize. All you have to
do is click and drag or copy and paste, or press the <Delete> key to remove a lesson, and
voila; you’re done!
Use as a reference tool
3 generation courseware breaks tasks down into basic step-by-step instructions and can be
used as a virtual help desk, answering “how-to” questions in minutes.
6
rd
rd
rd
© 2011 CustomGuide, Inc.
Courseware Features
Working with Shapes and Pictures
Positioning Pictures
Whenever you insert a graphic into a document, it is
inserted inline with text by default. This means that the
text in the document moves in order to accommodate the
graphic. This lesson will show you how to adjust text
wrapping and how to use the grid to position objects.
Tips
 Exercise

Exercise File: AmericanHistory7-3.docx

Exercise: Select the header row containing
the month labels, the Income row, the Total
Exp. Row, and the Net Inc. row (use the Ctrl
key to select multiple rows). Create a 2-D
Clustered Column chart.
 If you want to use a graphic with other graphics or
objects, they must be on a drawing canvas. See the
lesson on Inserting Shapes for more information.
Adjust text wrapping
To adjust how text reacts to the objects in your documents,
change the object’s text wrapping.
1. Double-click the object whose text wrapping you
wish to adjust.
The Format contextual tab appears on the Ribbon.
Table 7-2: Text Wrapping Styles
In Line
with Text
This places the object at the insertion point in a
line of text in the document. The object remains
on the same layer as the text.
Square
Wraps text around all sides of the square
bounding box for the selected object.
Tight
Wraps text tightly around the edges of the actual
image (instead of wrapping around the object’s
bounding box).
Behind
Text
This removes text wrapping and puts the object
behind text in a document The object floats on
its own layer.
In Front
of Text
This removes text wrapping and puts the object
in front of text in a document. The object floats
on its own layer.
Top and
Bottom
Wraps text around the top and bottom of the
object, leaving the area to the right and left of
the object clear.
Through
Similar to the Tight style, this style wraps text
throughout the image.
2. Click the Text Wrapping button in the Arrange group.
A list of text wrapping styles appears. Take a look at
the Text Wrapping Styles table for a description of
each style.
3. Select a text wrapping style from the list.
The text wrapping style is applied to the image.
Other Ways to Adjust Text Wrapping:
Right-click the image, point to Text Wrapping
in the contextual menu, and select an option
from the submenu.
To display/hide the grid
Just like the graph paper you used to use in geometry
class, the grid consists of horizontal and vertical lines that
help you draw and position objects.
1. Click the View tab on the Ribbon.
2. Click the Gridlines check box in the Show/Hide group.
Horizontal and vertical gridlines appear on the page.
Other Ways to Display the Grid:
Press <Shift> + <F9>, or click the Format
contextual tab on the Ribbon, click the Align
button in theArrange group, and select View
Gridlines from the list.
Figure 7-3: A document with the grid displayed.
Tip: Gridlines do NOT appear in the printed
document.
102
© 2007 CustomGuide, Inc.
Lessons are presented on one or two pages, so
you can follow along without wondering when a
lesson ends and a new one begins.
Each lesson includes a hands-on exercise and
practice file so users can practice the topic of the
lesson.
Clear step-by-step instructions answer “how-to”
questions. Anything you need to click appears like
this.
Tips let you know more information about a specific
step or topic as a whole.
Whenever there is more than one way to do
something, the most common method is presented
in the numbered step, while the alternate methods
appear beneath.
Tables provide summaries of the terms, toolbar
buttons, and options covered in the lesson.
The table of contents, index, tables, figures, and
quiz questions automatically update to reflect any
changes you make to the courseware.
Icons and pictures show you what to look for as you
follow the instructions.
The Nature Conservancy
7
T he
Fundamentals
Introduction to SharePoint ................................. 9
Accessing a SharePoint Site ............................ 10
Understanding the SharePoint Program Screen
............................................................................. 11
Navigating in SharePoint .................................. 12
Understanding the Ribbon ............................... 14
Tabs ......................................................... 14
Groups ..................................................... 14
Buttons ..................................................... 15
Understanding Permissions and Groups ........ 16
Using Views and Sorting .................................. 17
Change a view ......................................... 17
Sort items ................................................. 17
Using Search ...................................................... 18
Search in SharePoint ............................... 18
Change the search scope ........................ 18
Using Help .......................................................... 19
Search for help ........................................ 19
Browse for help ........................................ 19
Working with the Recycle Bin .......................... 20
Restore an object..................................... 20
Delete an object permanently .................. 20
Working with Alerts ........................................... 22
Receive alerts for an item or document ... 22
Receive alerts for a list or library ............. 23
Remove an alert ...................................... 23
8
© 2011 CustomGuide, Inc.
1
Welcome to the first chapter of Microsoft
SharePoint Foundation 2010! SharePoint
is a tool that makes it easier for people to
share important information and
collaborate on tasks, documents, and
projects.
This chapter will cover the basic
information you need to begin working
with SharePoint, such as how it is
supposed to be used and how to access it.
If you are familiar with using the Internet
you are well on your way to being an
effective SharePoint user.
Note: This training manual is intended for
end-users of SharePoint, the people who
will use SharePoint every day. We will not
discuss how to configure or set up
SharePoint. Some later chapters discuss
basic customization that a power user may
take advantage of, but the lessons are
intended for end users.
The Fundamentals
Introduction to SharePoint
 Exercise
• Exercise File: None required.
SharePoint is a Web-based program that acts as a hub for
sharing and storing information, and collaborating within
an organization. This centralized platform gives everyone
access to the same information, makes collaborative tasks
easier, and helps you manage deadlines and projects.
When it is used to its potential, people will find that
SharePoint makes it much easier to collaborate and
communicate with others.
• Exercise: Identify how SharePoint can be a useful and
effective tool in your organization.
The first table, Common Uses for SharePoint, lists a few
of the ways SharePoint helps you work with others in
your organization.
The second table, Things You Will Use In SharePoint,
describes the features that you will likely use most often.
Figure 1-1: A SharePoint site.
Table 1-1: Common Uses for SharePoint
Collaborate on
Documents
With Document Workspaces, SharePoint makes group collaboration on the creation of a document possible by
providing a central location where multiple users can contribute to the document at the same time.
Store Documents
Centrally
Documents and files are easy to find and organize when SharePoint’s libraries are used. SharePoint can also
make documents available outside of an organization's network.
Share Information
It is much easier for users to find and share information when it is stored in a central location. No going back
through e-mail messages or other forms of communication to find something out. Places for announcements
and shared calendars facilitate communication, as do tools such as blogs and wikis.
Table 1-2: Things You Will Use in SharePoint
Lists
Lists are used to organize and store many different things in a SharePoint site and are almost always
displayed in the Quick Launch bar. All of these items are stored in lists: announcements, contacts, links,
calendar, tasks, project tasks, and issue tracking.
Libraries
Libraries are used to store and share files and they provide features specifically for the types of files stored in
the library. For example, the picture library provides image-specific features like a slide show and
thumbnails. All of these are types of libraries: Document, Form, Picture, and Wiki Page.
Discussion Boards
A place for newsgroup-style discussions. Post topics and follow the discussion thread through replies to the
post and other replies.
Sites and Workspaces
Sites may be added as subsites to the current site. The sites are added using a template, so they are easy to
put into working order. There are three sets of sites: Collaboration, Content, and Meetings.
Tips

The lessons in this course are written for SharePoint
Foundation 2010. However, many of the lessons can
also be applied to SharePoint Server 2010.
The Nature Conservancy
9
The Fundamentals
Accessing a SharePoint Site
 Exercise
• Exercise File: None required.
SharePoint Foundation is a Web-based service that uses
sites to facilitate communication and collaboration. You
are given permission to access the sites that are relevant to
you. For example, you might have access to sites created
for your organization and your department or team, but
not to sites that belong to another department or team.
• Exercise: Open the SharePoint site link you have been
given and enter your user name and password information
to access the site.
Before you can begin using SharePoint, an administrator
or site owner must give you access to the site. You should
receive an e-mail the site’s URL and other information
necessary to access the site.
1. Open your Web browser and open the link you have
been given for the SharePoint site.
When you go to the link, you will be prompted for
your user name and password.
2. Enter your user name and password and press
<Enter>.
The Home page of the SharePoint site appears.
The site that appears depends on the link you have
been given. SharePoint is a collection of sites, so you
may have been given a link to the Home site or a link
to a team site, such as a site for your department.
10
© 2011 CustomGuide, Inc.
Figure 1-2: Logging in to a SharePoint site.
The Fundamentals
Understanding the SharePoint
Program Screen
The SharePoint Foundation 2010 program screen may
seem confusing and overwhelming at first. This lesson
will help you become familiar with the SharePoint 2010
program screen as well as the new user interface.
 Exercise
• Exercise File: None required.
• Exercise: Understand and experiment with the different
parts of the SharePoint site.
This diagram displays the Home page of a team site. Team sites are the most common
ways to work with SharePoint sites.
Site Actions menu: Includes commands to work with items,
lists, and objects on the site. The options in the list and the list's
availability depend on the permissions level assigned to the
account.
Help button: Click the Help button to search SharePoint
Foundation's Help files.
Navigate Up button: Click this button to navigate back to the
Home page from any SharePoint subsite.
Web Part: View and work with items on the page through
customizable Web Parts.
Edit button: Click here to view the current page in Edit mode.
When the page is in Edit mode, this becomes the Save button.
Quick Launch bar: Navigate between items in the site
through the Quick Launch bar.
Ribbon: The tabs on the Ribbon give you access to the
commands and settings for any page in SharePoint. The tabs
and buttons on the Ribbon and the Ribbon's availability depend
on the permission level assigned to the account.
Top link bar: Click a link on the top link bar to view a
subsite.
Search box: Enter a search term here to perform the search in
the site collection.
Breadcrumb navigation: Displays the navigation path of
the current page. Click a link earlier in the path to open the
page.
User menu: Click here to view options that manage your
account, such as editing the user profile and signing out.
The Nature Conservancy
11
The Fundamentals
Navigating in SharePoint
 Exercise
• Exercise File: None required.
Navigating in SharePoint is a lot like browsing pages on
the Web. This lesson will introduce the tools used to
navigate within a SharePoint site.
• Exercise: Understand how to use all the navigation items
in a SharePoint site.
Quick Launch
Navigate Up button
The Quick Launch appears along the left side of the page.
It organizes links to pages of the site in sections. For
example, lists in the site are shown under the Lists section
heading.
The Quick Launch can be customized by users with the
proper permission rights. For example, the site owner can
choose if they want to include a new site in the Quick
Launch of the parent site (the site under which the new
site is created). Because the Quick Launch is
customizable, all lists and libraries for the site do not
always appear in the Quick Launch.
Breadcrumb navigation
Top
link
bar
Top link bar
The top link bar appears across the top of pages on a site.
Each tab in the top link bar represents another site, such
as a blog or a workspace. The items and sites that appear
in the top link bar depend on how the subsite is set up
when it is created.
Quick
Launch
Navigate Up button
The Navigate Up button is new in SharePoint 2010, and it
supplements breadcrumb navigation by allowing you to
navigate back up to the main Home page of a SharePoint
site. You can navigate even from a SharePoint site's
subsites. Click the Navigate Up button to see the path
you took to a site or subsite and click any link in the list to
navigate back to a page.
Tips

The Navigate Up button is available no matter what
tab of the Ribbon is active.
Breadcrumb navigation
Site
Content
Figure 1-3: Navigation items on a team site.
As its name implies, this navigation tool displays the path
you’ve taken to the current page. Each “breadcrumb” is a
site or page that sits above the current page in the site
hierarchy. The breadcrumbs lead you back to the Home
page from the page you are on. For example, if you are in
the Tasks list, you can navigate back to the Home page of
the using breadcrumb navigation.
Tips

12
Breadcrumb navigation appears on every page in
SharePoint. If you cannot see the breadcrumb
navigation for the page you are on, click the Browse
tab on the Ribbon.
© 2011 CustomGuide, Inc.
Figure 1-4: Click the Navigate Up button to return to a
SharePoint site Home page.
The Fundamentals
All Site Content
This link appears below the Quick Launch bar. Click this
link to open the All Site Content page, where you can see
all of the site’s lists, libraries, discussion boards, sites and
workspaces, surveys, and the Recycle Bin. This is the
most reliable way to view all of the site’s content.
Tree View
This view displays the hierarchy of the site, similar to the
tree view in Windows Explorer. This view is not
displayed by default. If a site owner has enabled this view,
it will appear directly above the Recycle Bin, right below
the Quick Launch.
Figure 1-5: Tree view displays directly below the Quick
Launch
The Nature Conservancy
13
The Fundamentals
Understanding the Ribbon
 Exercise
• Exercise File: None required.
Microsoft introduced the Ribbon in Office 2007, but it's
only now coming to SharePoint Foundation 2010. The
Ribbon replaces menus and toolbars found in previous
versions of SharePoint. The Ribbon keeps commands
visible while you work instead of hiding them under
menus or toolbars.
• Exercise: Click each tab on the Ribbon to view its
commands.
There are three elements to the Ribbon: tabs, groups, and
buttons. Unlike other Microsoft Office programs, the tabs,
groups, and buttons in SharePoint are contextual. They
change depending on your permission level and the page
you are viewing.
Tabs
Commands are organized into tabs on the Ribbon. Each
tab contains a different set of commands. The tabs that
appear on a page change depending on the page being
viewed. For example, when you are viewing a Picture
Library, the Browse, Items, and List tabs appear on the
Ribbon. When you view a Wiki, the Browse and Page
tabs appear on the Ribbon.
Tab
Each page with a Ribbon always has a Browse tab. Click
the Browse tab to return to read-only mode and view
breadcrumb navigation.
Groups
The commands found on each tab are organized into
groups of related commands. For example, the New group
contains commands used for adding items or files to a
page. Groups are also contextual, so the commands that
appear in the New group for a Document Library are
different than the commands that appear in the New group
for a list.
Tips

14
Based on the size of the browser window, SharePoint
changes the appearance and layout of the commands
within the groups.
© 2011 CustomGuide, Inc.
Button
Group
Figure 1-6: Ribbon elements.
The Fundamentals
Buttons
One way to issue a command is by clicking its button on
the Ribbon. Buttons are the smallest element of the
Ribbon and change color when clicked. Both the page
type and your permission level determine what buttons
you see on the Ribbon. There are two reasons buttons
appear greyed out on the Ribbon:
• You do not have permission to access that
particular SharePoint command.
A user with Full
Control
Permissions…
• You have not selected an item in the list.
Tips

If your organization is upgrading from a previous
version of SharePoint, your system administrator may
opt to turn off the Ribbon functionality.
And a user with
Read
permission.
Notice the
greyed out
buttons in the
Manage Views
group.
Figure 1-7: Permission levels determine buttons that
appear on the Ribbon
The Nature Conservancy
15
The Fundamentals
Understanding Permissions
and Groups
Anyone who has access to a SharePoint site is assigned a
permission level and/or group. The permission level limits
the amount of control the user has in the site, and these
permission levels are assigned to groups.
 Exercise
• Exercise File: None required.
• Exercise: Understand how permissions and groups affect
your accessibility to items in a site.
Understand that you may have different permissions in
different sites, depending on how the site has been set up
by the site owner. For example, you might have
Contribute permissions in your team site, but only Read
permissions in another department’s site.
The table below lists the permissions available by default
in SharePoint and explains the amount of control that
users have with each permission level.
Table 1-3: SharePoint Permission Levels
Full Control
All permissions are included. Users with
this permission level have complete
control over everything in the site.
Site Owners are given this permission
level by default.
Design
Create many things, including lists and
document libraries. Also edit pages and
change the appearance of the site by
applying themes or style sheets.
Contribute
Add, edit, and delete items in existing lists
and document libraries.
Site Members are given this permission
level by default.
Read-only access to the Web site. View
items and pages, open items and
documents.
Read
Site Visitors are given this permission level
by default.
Limited Access
This is a special permission level that
gives users access to a specific list, item,
or document, without giving them access
to the entire site.
Tips

16
Permission levels can be customized by site owners
and administrators (Exception: Full Control and
Limited Access levels cannot be changed).
© 2011 CustomGuide, Inc.
Figure 1-8: Modify permissions and groups on the Site
Permissions page.
The Fundamentals
Using Views and Sorting
 Exercise
• Exercise File: None required.
You can change how items and files are displayed in lists
and libraries by changing the view that is used. You can
also sort the items by a column in a view.
Change a view
• Exercise: Open a list or library and change its view.
Change how items are sorted using the columns in the view.
Return the view and sorting to the original state.
The views that are available depend on the type of items
being displayed. For example, surveys have different
views than document libraries.
1. Click the name of a list or library in the Quick
Launch bar.
The list or library appears in its default view.
2. Click the List or Library tab on the Ribbon.
Commands specific to the list or library appear on the
Ribbon.
3. Click the Current View list arrow in the Manage
Views group and select the view you want to use.
The list or library displays in the selected view.
Sort items
You can sort items in a view to find and analyze the
information you want quickly.
1. Point at the name of the column by which you want
to sort the view.
Figure 1-9: Views in a Tasks list.
The column is highlighted.
2. Click the column list arrow and select Ascending or
Descending.
The items are displayed using the selected view.
Other Ways to Sort Items:
Click the name of a column to toggle sorting by
that column.
Figure 1-10: Sorting items in a tasks list.
The Nature Conservancy
17
The Fundamentals
Using Search
 Exercise
• Exercise File: None required.
The Search feature is one of the powerful functions of
SharePoint Foundation 2010. Searches can be performed
in one specific area or across an entire collection of sites.
• Exercise: Become familiar with the Search and Search
Scope features in SharePoint.
Search in SharePoint
Start at the top site in SharePoint to search the entire site
and its subsites. You can refine your search later.
1. Click in the Search box at the top of the page.
2. Type the search word or term and press <Enter>.
The results of the search appear on the screen.
Change the search scope
You can change the scope of the search to yield more
specific search results. For example, if a list is open, you
can ask SharePoint to search only in that list.
Search scope
Search box
1. Click the Search box at the top of the page.
2. Enter the search word or term and press <Enter>.
The Search Results page appears, displaying the
results of your search.
3. Click the Search Scope list arrow.
The Search Scope list arrow appears to the left of the
Search box on the Search Results page. A list of
options appears. These options vary depending on
what is currently displayed:
• This List: Searches the list that is currently
displayed in the window. This option only appears
if a list is currently displayed.
• This Site: Searches the contents of the current site
and any subsites.
4. Select the Search Scope option you want to use and
press <Enter>.
Search results appear using the words you entered in
the Search box from the scope you chose in the
Search Scope.
18
© 2011 CustomGuide, Inc.
Figure 1-11: Using the search scope and search features.
The Fundamentals
Using Help
 Exercise
• Exercise File: None required.
If you have a question about SharePoint, you can use the
Help files to find an answer. You can search the Help files
for information no matter what permission level you have
been assigned; the same results will appear for all users.
• Exercise: Browse the help topics under the Search
category in the Help files.
Search for help
1. If necessary, click the Browse tab on the Ribbon.
The Browse tab appears, displaying the Help button
in the upper-right corner. The Help button also
appears in this location for pages which do not have
the Ribbon enabled.
Help button
2. Click the Help button.
The SharePoint Help window appears.
3. Click the Search text box, type what you want to
search for, and press <Enter>.
A list of help topics related to your query appears.
4. Click the topic that best answers your question.
Help displays information regarding the selected
topic.
Browse for help
1. If necessary, click the Browse tab on the Ribbon.
Figure 1-12: The Home page of SharePoint Help.
The Browse tab appears, displaying the Help button
in the upper-right corner. The Help button also
appears in this location for pages which do not have
the Ribbon enabled.
2. Click the Help button.
The SharePoint Help window appears.
3. Click the category you want to browse.
The topics within the selected category appear.
4. Click the topic that best matches what you’re looking
for.
Help displays information regarding the selected
topic.
Tips

When a standard search returns too many results, try
searching using more specific search terms.
The Nature Conservancy
19
The Fundamentals
Working with the Recycle Bin
 Exercise
• Exercise File: None required.
Just like a wastebasket stores trash, the Recycle Bin stores
all of the items you have deleted. You can delete files,
lists, and objects, and they will be moved to the Recycle
Bin for a set period of time before being permanently
deleted.
• Exercise: Open the Recycle Bin and understand how items
can be restored from the Recycle Bin.
Tips

Site administrators can schedule how often a site's
Recycle Bin should empty. Contact your SharePoint
site administrator to confirm how often objects in the
Recycle Bin are permanently deleted.
Restore an object
If you’ve deleted an item, list, or file and find that
deleting that object was a mistake, you may be able to
retrieve it from the Recycle Bin.
Click to
restore an
object
Click to
permanently
delete an
object
1. Click the Recycle Bin link underneath the Quick
Launch bar.
The objects that are stored in the Recycle Bin are
displayed.
Tip: The Recycle Bin shows only items that you
have deleted unless you are a site collection
administrator.
2. Click the check box next to each object that you want
to restore.
The object is selected.
3. Click the Restore Selection button on the taskbar to
return the item to the site.
A dialog box appears, asking if you want to restore
the object.
4. Click OK.
The object is restored to the location where it was
saved before it was deleted.
Delete an object permanently
Objects are permanently deleted after a set period of time,
but you can delete an object before that period expires.
This is a useful function if you need to delete something
immediately.
1. Click the Recycle Bin link underneath the Quick
Launch bar.
The objects that are stored in the Recycle Bin are
displayed.
20
© 2011 CustomGuide, Inc.
Figure 1-13: Deleted items are stored in the Recycle Bin
for a set period of time before they are permanently
deleted.
The Fundamentals
2. Click the check box next to each object that you want
to delete permanently.
The object is selected.
3. Click the Delete Selection button on the taskbar.
A dialog box appears, asking if you want to delete the
object.
4. Click OK.
The item is removed from the Recycle Bin and
cannot be recovered.
Tip: When you delete a file, all versions of the
file are also deleted. When you delete a library, all
files in the library are deleted.
The Nature Conservancy
21
The Fundamentals
Working with Alerts
 Exercise
• Exercise File: None required.
Alerts let you to track items and locations in SharePoint.
Create an alert to receive a notice about changes to an
object, list, library, folder, or file.
• Exercise: Understand how to create and remove alerts for
items, lists, and libraries.
Receive alerts for an item or document
1. Open the list or library and point to the item about
which you want to be notified.
You can also receive alerts from wiki pages.
2. Click the item list arrow and select Alert Me from
the list.
The New Alert dialog box appears, where you can
specify the settings of the alert.
3. Enter the name of the alert in the Alert Title text box.
This title will appear in the Subject of the e-mail
notification.
Figure 1-14: Adding an alert to a list item.
4. If necessary, click the Send Alerts To text box and
enter the user name or e-mail address.
By default, the user logged in to the computer should
appear in the text box. If you have the permission to
manage alerts, you can add multiple users to an alert.
Type the user name or e-mail address and separate
each entry with a semicolon.
Other Ways to Add Multiple Users:
Click the Check Names or Browse button to add
individuals on the SharePoint site.
5. Select how you want alerts delivered in the Delivery
Method section.
E-mail is the default method to receive alerts. You
can also choose to receive alerts via text message if
your server administrator has enabled the SMS
service.
6. Select the conditions that warrant a notification in the
Send Alerts for These Changes section.
There are several options to choose from. Each
option sends an alert using different criteria.
7. Select when you want an alert to be sent in the When
to Send Alerts section.
There are three options to choose from, depending on
how frequently you want to receive alerts:
immediately after a change occurs, a daily summary,
or once a week.
22
© 2011 CustomGuide, Inc.
Figure 1-15: Creating an alert on the New Alert page.
The Fundamentals
8. Click OK.
The alert is created.
Click to create
an alert
Receive alerts for a list or library
These alerts allow you to get updates when any change is
made in a list or library.
1. Open the list or library for which you want to receive
alerts.
2. Click the List or Library tab on the Ribbon and click
the Alert Me button list arrow in the Share & Track
group.
A list of options appears.
3. Select Set alert on this list or Set alert on this
library.
The New Alert dialog box appears. The options for
the alert are similar to those for list items or library
documents.
Figure 1-16: Click the Alert Me button in the Share &
Track group to create a new alert for a list or library.
4. Enter the alert options and click OK.
The alert is created.
Remove an alert
If you no longer need to keep track of an item, you can
remove the alert you’ve attached to it.
1. Click the User menu and select My Settings from the
list.
Click to delete an alert
User menu
The user’s information appears on the page, such as
name, e-mail, and other information about the user’s
account.
2. Click My Alerts on the taskbar.
The My Alerts on this Site page appears with a list of
all the alerts that the user has set up for this site.
3. Click the check box next to the alert you no longer
wish to receive.
You can select more than one alert to delete several
alerts at a time.
4. Click Delete Selected Alerts.
Figure 1-17: The alerts the user is signed up for in the
current site are displayed in the My Alerts on this Site
page.
The alert is deleted from the list.
The Nature Conservancy
23
The Fundamentals Review
Quiz Questions
1.
What is SharePoint?
A. A hub for sharing and storing information and working together within an organization.
B. A program that lets you create forms to share with others in your organization.
C. A hub for phone message services in an organization.
D. An e-mail application.
2.
You must be given permission to access a SharePoint site. (True or False?)
3.
Which of these is NOT part of a SharePoint site screen?
A. Quick Launch bar
B. Navigation Pane
C. Top link bar
D. Breadcrumb navigation
4.
The View All Site Content link is the only way to view all the lists, libraries, and sites and in a site. (True or False?)
5.
The Ribbon appears with the same tabs, groups, and buttons on each page in SharePoint. (True or False?)
6.
What is the difference between permission levels and groups?
A. There is no difference; they are the same thing.
B. Permission levels can be changed, while groups cannot be changed.
C. There are more default groups than permission levels.
D. Users are assigned to groups, and groups are granted a certain permission level by the site administrator.
7.
The same views are used in all the lists and libraries in SharePoint. (True or False?)
8.
Searches are confined to the contents of the current site. (True or False?)
9.
Help automatically filters help inquiries according to a user’s permission level on a given site. (True or False?)
10.
Objects in the Recycle Bin are never permanently deleted. (True or False?)
11.
Which of these items is not available for alert notification?
A. Documents and Items
B. Recycle Bin
C. Lists and Libraries
D. Discussion Boards
24
© 2011 CustomGuide, Inc.
Quiz Answers
1.
A. SharePoint is a hub for sharing and storing information and working together within an organization.
2.
True. In order to access a SharePoint site you must be given permission by the individual(s) managing the site.
3.
B. There is no Navigation Pane in SharePoint.
4.
True. The View All Site Content link displays everything in the site.
5.
False. The Ribbon is contextual, so the tabs, groups, and buttons that appear depend on the page being viewed.
6.
D. Users are assigned to groups, and groups are granted a certain permission level by the site administrator.
7.
False. Many of the lists and libraries have the same default views, but others have views not available elsewhere in
SharePoint.
8.
False. Users can control which sites and areas are searched using the Search Scope control.
9.
False. Help topics include topics for site administrators and site visitors. Search results are not filtered to meet the
specific needs of a user.
10.
D. False. Objects are stored in a for a set period of time. After that they are permanently deleted.
11.
B. You cannot receive an alert for changes made to the Recycle Bin.
The Nature Conservancy
25
Managing Lists
Creating a List .................................................... 27
Working with List Items .................................... 29
Add a list item .......................................... 29
Edit a list item .......................................... 29
Customizing a List ............................................. 31
Create a list view ..................................... 31
Add a list column ..................................... 32
Deleting a List Item or a List............................. 33
Delete a list item ...................................... 33
Delete a list .............................................. 33
26
© 2011 CustomGuide, Inc.
2
Lists facilitate a large part of the content
on a SharePoint site. They are used to
store and organize communication and
collaboration information, such as
calendars and events, tasks,
announcements, and contacts.
This chapter provides a general overview
of how to manage lists: how to create and
customize lists and work with the items
stored in lists.
Managing Lists
Creating a List
 Exercise
• Exercise File: None required.
Lists are used to organize, store, and work with items that
are concerned more with the communication and tracking
aspect of a SharePoint site.
• Exercise: Create a new Contacts list called “Lodging
Contacts”.
Item is the general term for objects that are created and
saved in a list. Some of the more specific types of items
include links, announcements, contacts, events, and tasks.
Tips

You can only create lists if you have the correct site
permissions.
1. Open the site where you want to create the list.
2. Click the Site Actions button and select More
Options from the list.
The Create dialog box appears, displaying all the
different objects you can add to the site.
Other Ways to Create a List:
Click the Site Actions button and select All Site
Content from the list. Click the Create link at the
top of the All Site Content page.
3. Under Filter By, click the List link.
Figure 2-1: Using the Site Actions list.
All list types appear. The table on the following
page, Default List Types in SharePoint, describes the
types of lists you can create.
4. Under All Categories, select the type of list you want
to create.
The specific lists you can create appear. Information
about each list displays in the right-hand side of the
Create dialog box.
5. Click the Name text box and enter the name of the
list.
The name will appear in the Quick Launch bar of the
site. You can change additional options if necessary.
6. (Optional) Click the More Options button.
7. (Optional) Click the Description text box and enter a
description of the list.
8. (Optional) Choose if you want to display the list in
the Quick Launch bar.
There are two options here:
Figure 2-2: The Create dialog box.
• Yes: The list will be displayed in the Quick
Launch bar. This is selected by default.
The Nature Conservancy
27
Managing Lists
• No: The list will not be displayed in the Quick
Launch bar, and users will have to find the list
through alternate navigation methods. Only use
this for lists that you don’t want to make known to
others or that won’t be used very often.
When the list settings are ready, create the list.
9. Click Create.
The list is created and appears open on the screen.
Table 2-1: Default List Types in SharePoint
Blank and Custom
Custom List: Create your own type of list by specifying the types of columns included.
Custom List in Datasheet View: Presents the list in datasheet format. Specify the types of columns included,
and use the list with Excel.
Import Spreadsheet: Import a spreadsheet you want to use as a list in SharePoint. The list will have the same
columns and content as the spreadsheet.
Communication
Announcements: Stores announcements that are added to share small bits of information. By default, an
announcements list is created in every team site. This list appears on every home page.
Contacts: Stores information about contacts with whom your team regularly works. Also share contacts with
compatible programs, such as Outlook. (Also found under Tracking)
Discussion Board: Bring your discussions online with this newsgroup-style format. Includes features for
managing discussions and approving posts.
Links: Create a list for resources and information you want to share with team members. (Also found under
Content)
Content
Links: Create a list for resources and information you want to share with team members. (Also found under
Communication)
Data
External List: Create a list using an external content type and connect with other software and network
resources.
Survey: Gather information from other people by asking them to fill out a survey. Includes tools to tally results,
and create survey questions and answers.
Tracking
Calendar: Share plans and events, such as meetings and deadlines, with team members in a single location.
Events can also be shared with Outlook calendars.
Contacts: Stores information about contacts that your team regularly works with. Also share contacts with
compatible programs, such as Outlook. (Also found under Tracking)
Issue Tracking: Use this type of list to track a set of related issues and problems. Includes tools to manage
issues until they are resolved.
Project Tasks: The same as a Task list, but also displays the tasks with progress bars in Gantt view.
Tasks: Track a list of to-do chores that the team needs to work on together. Includes features for updating and
tracking the status of the tasks.
28
© 2011 CustomGuide, Inc.
Managing Lists
Working with List Items
 Exercise
• Exercise File: Lodging Contacts list
Lists are great tools for tracking tasks and communicating
information. Lists are also very easy to edit.
Add a list item
The information required for an item changes depending
on the type of list in which the item will be created.
• Exercise: Add a new contact for Tony Hilleran and include
his e-mail address: [email protected]
Edit the Tony Hilleran contact to include “North Shore
Travel” as the Company and “Regional Manager” as the Job
Title.
Tips

You can only create items if you have the correct
permissions to do so in the site.
1. Open the list in which you want to add an item.
The list opens in Standard view.
2. Click the Add New Item link at the bottom of the
list.
The New Item dialog box appears.
Tip: Many of the types of items you can create in
a list are covered in more detail in the “Working
with Lists” chapter.
3. Enter information about the item.
You can fill in as much or as little information as you
want, as long as the required fields are completed.
4. Click the Save button on the Ribbon.
The item is displayed in the list. An icon appears next
to the item, indicating that the item is new.
Tip: You can add multiple items to a list using the
Datasheet view format. To open Datasheet view,
click the List tab on the Ribbon and click the
Datasheet View button in the View Format group.
Enter new items as rows and fill in information as
you would in a spreadsheet.
Figure 2-3: Creating a new contact item.
Edit a list item
Once an item is created, it can easily be edited to change
or add information.
1. Open the list in which the list item that you want edit
is stored.
The list opens in Standard view.
2. Select the item that you want to edit and click the
Items tab on the Ribbon.
The Items tab appears on the Ribbon.
The Nature Conservancy
29
Managing Lists
3. Click the Edit Items button in the Manage group.
Edit Item button
An item dialog box appears. You'll notice that the
dialog box is very similar to the New Item dialog
box.
Other Ways to Edit a List Item:
Point to the list item that you want to edit. Click
the item list arrow and select Edit Item from the
list.
4. Edit information for the item. Click the Save button
on the Ribbon.
The item closes, and the changes are saved to the
item.
Figure 2-4: The Manage group on the Ribbon.
30
© 2011 CustomGuide, Inc.
Managing Lists
Customizing a List
 Exercise
• Exercise File: Lodging Contacts list
SharePoint includes two default view formats for lists:
Standard view, which lets you view a list as a Web page,
and Database view, which lets you view a list in a
spreadsheet. You can further customize lists by creating a
new view with different columns. You can also create a
new column to display specific information.
Create a list view
A custom view lets you arrange the items in a list so that
you can access the information you need quickly.
• Exercise: Create a new view based on the “All contacts”
view. Specify these options for the view:
Name: Title and Company
Columns: Last Name, First Name, Company, Job Title
Add a new column to the list. Use this information for the
new column:
Column name: Birth Date
Column type: Date and Time
Uncheck “Add to default view” check box.
1. Open the list in which you want to create a new view.
The list opens in Standard view.
2. Click the List tab on the Ribbon and click the Create
View button in the Manage Views group.
The Create View page appears. You can base the new
view on a view format or a view that already exists in
the list.
Tip: To modify an existing view, open the list in
the view you want to modify, click the List tab on
the Ribbon, and click the Modify View button in
the Manage Views group.
3. Select the view format or existing view on which you
would like to base the new view.
The Create View page appears.
4. Enter a name for the view in the View Name text
box.
5. Specify the options you want to include in the view.
Figure 2-5: The new Title and Company view created in
the Lodging Contacts list.
Options will be selected according to the settings for
the settings.
6. Click OK.
The list is displayed using the new view.
Tip: To switch to another view, click the List tab
on the Ribbon, click the Change View list arrow,
and select the view that you want to use.
The Nature Conservancy
31
Managing Lists
Add a list column
Lists are created with a default number of columns,
depending on the type of list that is created. Adding a
column allows you to store more information about items
in a list.
1. Open the list to which you want to add a column.
The list opens in Standard view.
2. Click the List tab on the Ribbon and click the Create
Column button in the Manage Views group.
The Create Column dialog box appears. Here you can
specify the information you want the column to store.
3. Enter the name of the column in the Column name
text box and select the type of data the column will
contain.
After entering the name and column data type, you
can enter a description and set default settings for the
column.
4. (Optional) Specify additional column settings in the
Additional Column Settings section.
When the column specifications are set, create the
column.
5. Click OK.
The column is added as the rightmost column in the
default list view.
Tip: Uncheck the Add to default view check box
to keep the new column out of the default view
for the list.
Tip: If a column does not appear in a view,
modify the view and add the column to the view.
32
© 2011 CustomGuide, Inc.
Figure 2-6: The new column, Birth Date, is added to the
bottom of the item list.
Managing Lists
Deleting a List Item or a List
Removing items and lists that are no longer relevant
keeps your SharePoint site updated and accurate.
Delete a list item
 Exercise
• Exercise File: Tony Hilleran contact and the Lodging
Contacts list
• Exercise: Delete the Tony Hilleran contact.
Delete the Lodging Contacts list.
If you no longer need an item, delete it.
1. Point at the item you want to delete.
A list arrow appears next to the item name.
2. Click the list arrow and select Delete Item from the
list.
A message appears asking you to confirm the
deletion.
3. Click OK to confirm the action.
The item is deleted.
Tips

You can archive or move items that may be useful in
the future, such as contacts, announcements, or links,
instead of deleting them. Only delete items that are
redundant, inaccurate, or irrelevant.
Delete a list
You can also delete an entire list and its items.
Figure 2-7: Deleting an item from a list.
1. Open the list you want to delete.
The list opens in Standard view.
2. Click the List tab on the Ribbon and click the List
Settings button in the List group.
The List Settings page appears.
3. Click the Delete this list link under the Permissions
and Management column.
A message appears asking you to confirm the
deletion.
4. Click OK to confirm the action.
The list no longer is stored in the site, and it is
removed from the Quick Launch bar.
Tips

Deleting a list also deletes all of the items on a list.

By default, lists and list items are moved to the
Recycle Bin when they are deleted. They are stored
there for a set period of time and are then
permanently deleted.
Figure 2-8: Deleting a list from a site.
The Nature Conservancy
33
Managing Lists Review
Quiz Questions
12.
What are some common types of lists?
A. Links
B. Announcements
C. Tasks
D. All of the above.
13.
Anyone can add an item to a list on a SharePoint site. (True or False?)
14.
Which of the following are ways to customize a list? (Select all that apply.)
A. Add items to a list.
B. Create a new list view.
C. Add a column to a list.
D. Delete a list.
15.
Which of the following is true?
Deleted lists and list items are stored in the Recycle Bin for a set period of time.
B. Deleting a list also deletes the items stored in the list.
C. Neither of these statements is true.
D. Both these statements are true.
Quiz Answers
12.
D. Links, Announcements, and Tasks are all common types of lists.
13.
False. Only users with the correct permissions can create items on a site
14.
B and C. Creating a new view and adding a column are ways to customize a list.
15.
D. Both of these statements are true: deleted lists and items are stored in the Recycle Bin for a set period of time and
list items are deleted with a list.
34
© 2011 CustomGuide, Inc.
Wor king with
Lists
Adding an Announcement ................................ 36
Adding a Contact ............................................... 37
Adding Links ...................................................... 38
Viewing the Calendar ........................................ 39
Change the amount of time displayed ..... 39
Navigate the calendar .............................. 39
Change views .......................................... 40
3
Lists are used to manage shared
information and communication in a team
site. Many of the most popular and useful
tasks are done in lists.
This chapter provides a solid basis for
some of the most basic tasks that can be
done in SharePoint, such as adding
announcements and events to lists on a
team site. In some cases, users may not
even need to know more than what’s in
this chapter.
Adding an Event to the Calendar ..................... 41
Adding a Recurring Event ................................ 42
Viewing a Tasks List and a Project Tasks List 43
Adding Tasks and Milestones .......................... 44
Create a task ........................................... 44
Create a milestone................................... 45
Adding a Summary Task ................................... 46
Updating a Task ................................................. 47
Adding a Discussion Topic............................... 48
View a discussion topic ............................ 48
Add a discussion topic ............................. 48
Replying to a Discussion Topic ....................... 50
Working with Issues .......................................... 51
Add an issue ............................................ 51
Edit an issue ............................................ 52
The Nature Conservancy
35
Working with Lists
Adding an Announcement
 Exercise
• Exercise File: None required.
Announcements are a great way to communicate small
bits of information to other site members.
1. Open the Announcements list to which you want to
add an announcement.
Announcements are stored in a list.
• Exercise: Add a new announcement to an Announcements
list with the following information:
Title: Congratulations Marty!
Body: Congratulations to Marty for reaching 2 million
dollars in sales for his branch!
Tip: You can display the Announcements list on
any site page by adding the Announcements web
part.
2. Click the Add new announcement hyperlink at the
bottom of the Announcements list.
The New Item dialog box appears.
Other Ways to Create a New Announcement:
Click the All Site Content link at the bottom of
the Quick Launch bar. Click the Announcements
list to which you want to add an announcement
under the Lists section.
3. Enter the name of the announcement in the Title text
box.
Figure 3-1: Adding a new announcement from a list.
The name appears as the headline of the
announcement.
4. Click the Body text box and enter the text of the
announcement.
The announcement should be brief. Insert a hyperlink
if you need to include additional information.
Tip: You can format text using the formatting
properties on the Format Text tab of the Ribbon.
You can also insert images and hyperlinks from
the Insert tab on the Ribbon.
5. (Optional) Click the Expires text box and enter an
expiration date.
The Announcement will be removed from the
Announcements Web Part on this date, but it will
remain in the Announcements list.
When the announcement is finished, you are ready to
finalize it.
6. Click Save.
The announcement is added to the Announcements
list.
36
© 2011 CustomGuide, Inc.
Figure 3-2: Creating a new announcement.
Working with Lists
Adding a Contact
 Exercise
• Exercise File: Lodging Contacts list
Contact lists let you store and share important contact
information with other members of your team.
1. Open the contact list in which you want to add a
contact.
• Exercise: Add a new contact for Jordan McMillan of
“Beard’s Resort” with the e-mail address
[email protected]
The contact list opens in Standard view.
2. Click the Add new item hyperlink at the bottom of
the contact list.
The New Item dialog box appears.
Other Ways to Add an Item to a List:
Click the Items tab on the Ribbon and click the
New Item button in the New group.
3. Enter the contact’s information in the New Item
dialog box.
You can fill in as much or as little information as you
want, as long as the required fields are completed.
4. Click the Save button on the Ribbon.
The item is added to the list.
Figure 3-3: The New Item dialog box.
The Nature Conservancy
37
Working with Lists
Adding Links
 Exercise
• Exercise File: None required.
Links are a great way to share Internet resources with
other site members. Links make Web pages outside of
SharePoint available in a central location.
• Exercise: Add a link to http://en.wikipedia.org in the Links
list.
Tips

You can display a Links list on any site page by
adding the Links Web Part.
1. Click the Site Actions button and select View All
Site Content from the list.
The All Site Content page appears.
2. Click the name of the Links list to which you want to
add a link under the Lists section.
The Links list appears.
3. Click the Add new link hyperlink at the bottom of
the Links list.
The New Item dialog box appears
4. Enter the Web page’s address in the URL text box.
Tip: Click the Click here to test hyperlink to
make sure the Web page opens.
5. Click the Type the description text box and enter the
text you want to appear for the link.
Figure 3-4: Entering link information.
This text appears as the name of the link in the URL
column of the Links list. This name helps users
understand the purpose of the link. For example,
“Employee 401k” might make more sense than
“http://www.dncfinancial.com”.
6. (Optional) Click the Notes text box and enter any
notes that you feel are necessary in communicating
the purpose of the link.
The notes appear in the Notes column of the Links
list.
7. Click the Save button.
The link is created and appears in the Links list.
38
© 2011 CustomGuide, Inc.
Figure 3-5: The link as it appears in the Links list.
Working with Lists
Viewing the Calendar
 Exercise
• Exercise File: None required.
The calendar keeps site members connected and informed
about upcoming events such as meetings or conferences.
• Exercise: Open the calendar on a team site. View the
calendar in Day, Week, and Month scope.
Change the amount of time displayed
There are three ways to display the events in the default
Calendar view: Day, Week, and Month scope.
1. Click Calendar in the Quick Launch bar.
The calendar opens in Calendar view, a graphic
representation of the calendar.
2. Click the Calendar tab on the Ribbon.
There are three ways to display the calendar:
• Day: Day scope gives you an hour-by-hour
breakdown of the schedule for the selected day.
• Week: Displays the full seven-day week.
• Month: Month scope is the default view in the
Calendar. Month scope shows the schedule for the
entire month.
3. Click the appropriate button in the Scope group.
The calendar displays events accordingly.
Navigate the calendar
Figure 3-6: Click the appropriate button in the scope
group to change the amount of time displayed in the
calendar.
The calendar displays the current day, week, or month
depending on the scope you have selected. Use the Date
Navigator to view any date, either in the past or in the
future.
1. Click Calendar in the Quick Launch bar.
Previous
Next
The calendar appears. The Date Navigator appears at
the top of the Quick Launch bar. The dates that
appear depend on the scope that is selected.
• Day or Week scope: The Date Navigator displays
the current month.
• Month scope: The Date Navigator displays the
current year.
Date
Navigator
2. If necessary, click the Calendar tab on the Ribbon and
change the scope of the calendar.
The Date Navigator changes. You can move through
the calendar in the Date Navigator by clicking the
Previous and Next buttons.
Figure 3-7: Use the Date Navigator to view past and
future dates and events.
The Nature Conservancy
39
Working with Lists
3. Select the date or month you want to view in the Date
Navigator.
The calendar displays the day or month you selected.
Tip: Click link for today's date directly below the
calendar in the Date Navigator to return to the
current date.
Change views
Calendar view is the default view, but there are other
views you can use to focus on different information.
1. Click Calendar in the Quick Launch bar.
The calendar appears.
Day scope
2. Click the Calendar tab on the Ribbon and click the
Current View list arrow in the Current View group.
There are three views available:
• Calendar: A graphical representation of the
calendar and the events that are scheduled in it.
• All Events: Displays all the events in the calendar
as a list.
• Current Events: Displays the events scheduled
for today. Scroll to the next or previous day to
view the events grouped by each day.
3. Select the view you want to use from the list.
The calendar events are displayed accordingly.
Week scope
Month scope
Figure 3-8: A calendar in Day, Week, and Month scope.
40
© 2011 CustomGuide, Inc.
Working with Lists
Adding an Event to the
Calendar
Events are items used in Calendar lists to indicate an
appointment, meeting, deadline, or any other occasion
that needs to be communicated to others using the site.
 Exercise
• Exercise File: None required.
• Exercise: Add an event to the calendar on a team site
using the following information:
Title: Safety Seminar
Location: Conference Room
1. Click Calendar in the Quick Launch bar.
The calendar appears.
2. Click the Events tab on the Ribbon and click the
New Event button in the New group.
The New Item dialog box appears. Here you can
specify information about the event.
3. Type a description of the event in the Title field.
The event title will appear in the calendar.
4. (Optional) Enter the event's location in the Location
field.
5. Click the Calendar icon and select a date.
You can create events that one day or multiple days.
Other Ways to Enter Date and Time:
Enter the date and time in the Start Time and End
Time fields.
6. Click the Start Time list arrow and select a time.
This is the time the event should start.
7. Click the End Time list arrow and select a time.
This is the time the event is expected to end.
Tip: Click the Make this an all-day activity that
doesn't start or end at a specific hour check box
if the event is an all-day event.
8. Enter additional information about the event if
necessary.
You can enter a description of the event, schedule an
event to recur or occur all-day, or create a meeting
workspace for the event.
Figure 3-9: Adding a new event item to the Calendar.
9. Click the Save button on the Ribbon.
The event is added to the calendar.
The Nature Conservancy
41
Working with Lists
Adding a Recurring Event
 Exercise
• Exercise File: None required.
A recurring event is one that occurs on a regular basis.
When you create a recurring event, a new event is
automatically created for the schedule that you set for the
recurrence. For example, if you know that your
department has a meeting at 9 a.m. every Friday, you
could create a recurring event for this meeting.
• Exercise: Add a recurring event for a Department meeting
at 9 a.m. every Friday for the next five weeks.
1. Click Calendar in the Quick Launch bar.
The calendar appears in Calendar view.
2. Click the Events tab on the Ribbon and click the
New Event button in the New group.
The New Item dialog box appears.
3. Type a description of the event in the Title field and
enter information about the event.
See the table on the right, Event Fields, for more
information about the fields in the New Item dialog
box.
By default, an event is set to occur once. You must
specify that the event is a recurring event.
4. Click the Make this a repeating event check box.
Options for how the event should recur appear. Here
you must specify the time of the event, how often the
event should recur (for example, every Friday), and
the start and end date of the recurrence.
5. Select the options for recurrence.
You can save the event when you are finished editing
it.
6. Click the Save button on the Ribbon.
The event is added to the calendar.
Figure 3-10: Creating a recurring event in the calendar.
Table 3-1: Event Fields
Title*
The name is displayed in the calendar, so it
should be something short and easy to
identify.
Location
Where the event is to take place.
Start Time*
The date and time the event is set to begin.
End Time*
The date and time the event is set to end
Description
Include a brief description of what the event
is for or what will happen.
All Day
Event
Select this option if the event lasts the
duration of the date selected and has no
specific start or end time. Birthdays,
vacations, and trade shows are examples of
all day events.
Recurrence
Select this option if the event will occur on a
regular basis. When selected, options appear
to let you set the recurrence schedule.
Workspace
If you have the proper site permission, you
can create a meeting workspace for an event.
* indicates a required field
42
© 2011 CustomGuide, Inc.
Working with Lists
Viewing a Tasks List and a
Project Task List
Tasks lists and project tasks lists help you organize the
things that people need to do. Although both lists track
individual tasks, a project tasks list is better for tracking
tasks that are part of a project.
 Exercise
• Exercise File: A tasks list and a project task list.
• Exercise: View a task list and a project task list: compare
the two types of lists.
There are several different views you can use with these
lists. Knowing how to use list views can help you plan a
project.
1. Open a tasks list or a project tasks list.
A project tasks list opens in Project Tasks view, while
a tasks list opens in All Tasks view.
2. Click the List tab on the Ribbon.
The table below, Tasks List and Project Tasks List
Views, describes each of the views available.
Figure 3-11: A project tasks list in All Tasks view.
3. Click the Current View list arrow in the Manage
Views group and select the view that you want to use.
Tips

The only difference between a tasks list and a project
task list is that a project task list includes a Gantt
chart.
Figure 3-12: A project tasks list in Project Tasks view.
Table 3-2: Tasks List and Project Tasks List Views
Project Tasks
(Project Tasks list only)
This is the default view for project tasks lists. A bar chart, or Gantt chart, presents a graphic
representation of the tasks in the right pane of the view. The same tasks are listed in left pane view.
This is the only view that displays the tasks in a Gantt chart, and it is available only in a project tasks
list.
All Tasks
Displays all tasks in the list, regardless of their status.
My Tasks
Displays only tasks that have been assigned to you.
Due Today
Displays only tasks that are due on the current day.
Active Tasks
Displays all tasks that do not have “Completed” as the task status; in other words, all tasks that are
currently being worked on.
By Assigned To
Displays all tasks in the list and groups them by the people to whom each task is assigned.
By My Groups
Displays all tasks in the list and groups them by the group to which each task is assigned.
(Task list only)
The Nature Conservancy
43
Working with Lists
Adding Tasks and Milestones
 Exercise
• Exercise File: A tasks list and a project tasks list.
Tasks are specific jobs and activities that can be assigned
to individuals. Tasks can be updated and tracked as work
on the task progresses.
Create a task
1. Open the tasks list or project tasks list where you
want to add the task.
• Exercise: Add a three-day task named “Create marketing
letter” in the tasks list.
Add a five-day task named “Train new employee” to the
project tasks list.
Add a milestone that marks the beginning of a new
healthcare plan to the project tasks list.
There are two types of lists where you can work with
tasks:
• Tasks: Records and stores tasks in a list format.
• Project Tasks: Records and stores tasks in a
graphic (Gantt chart view) and list format. Use
this list to see a representation of how tasks work
together on the page.
2. Click the Items tab on the Ribbon and click the New
Item button in the New group.
The New Item dialog box appears.
Other Ways to Create a Task:
Click the New Item button in the New group and
select Task.
3. Click the Title text box and enter a name for the task.
The name should be short and easy to identify.
4. (Optional) Select a task from the Predecessors list
and click the Add button.
If another task must be completed before the task you
are creating can begin, select the other task as a
predecessor task. For example, "Compile mailing
list" might be a predecessor task to "Send fliers".
5. (Optional) Click the Priority list arrow and select an
option from the list.
The priority level helps users know how to prioritize
the tasks that they are working on.
6. (Optional) Click the Assigned to text box and enter
the name of the individual to whom you want to
assign the task.
The individual should be a member of the team site
in which you are working.
Tip: Click the Check Names or Browse buttons
to enter names included in the team site.
44
© 2011 CustomGuide, Inc.
Figure 3-13: The New Item dialog box.
Working with Lists
7. (Optional) Click the Description area and enter a
brief description of the task.
The description might include instructions on how
the task should be done or other notes that will help
an individual complete the task.
8. Click the Start Date text box and enter the date on
which the task should start.
Tip: Click the Calendar button to select a date in
calendar format.
9. Click the End Date text box and enter the date on
which the task should be complete.
10. Click Save.
The task is added to the Tasks or Project Tasks list.
Create a milestone
A milestone marks an important point in a project. For
example, it might mark the completion of several related
tasks or the halfway point in the project’s duration.
A milestone is not an activity to be completed. It does not
have a status, task duration, or priority. Insert a milestone
whenever you need to mark a specific point in a project.
1. Open the project tasks list in which you want to
create the milestone.
2. Click the Items tab on the Ribbon and click the New
Item button in the New group.
The New Item dialog box appears.
Figure 3-14: A milestone is simply a task with the same
date in the Start Date and End Date fields.
3. Click the Title text box and enter a name for the task.
The name should be short and easy to identify.
4. (Optional) Click the Description area and enter a
brief description of the milestone.
The description might include information on what
the milestone represents.
5. Enter the date which the milestone marks in the Start
Date text box and in the End Date text box.
The same date should appear in both text box.
Tip: Click the Calendar button to select a date in
calendar format.
6. Click Save.
Figure 3-15: The project task list shown with tasks. Note
the milestone, indicated by a blue diamond.
The milestone is created. If the milestone is created
in a project tasks list, the milestone appears as a blue
diamond in the Gantt chart.
The Nature Conservancy
45
Working with Lists
Adding a Summary Task
 Exercise
• Exercise File: None required.
When you are planning a project, you'll see some tasks
are actually collections of other tasks. For example, the
task of creating a brochure might include finding photos,
designing the brochure, writing copy, and proofreading.
You can use summary tasks to group tasks within a
project.
• Exercise: Add a summary task named “Training” to the
project tasks list.
Tips

The summary task will appear as a hyperlink in a
project tasks list. Click the hyperlink to view all the
tasks in the summary task.
1. Open the project tasks list in which you want to
create the summary task.
2. Click the Items tab on the Ribbon and click the New
Item button list arrow in the New group.
A list of options appears.
3. Select Summary Task from the list.
The New Item dialog box appears.
4. Enter the information necessary to create the
summary task.
Entering information for a summary task is exactly
the same as entering information for a regular task.
5. Click Save.
Figure 3-16: Add a new summary task in the New Item
dialog box.
The summary task is added to the task list as a
hyperlink. The summary task also displays in the
Gantt chart as a black bar.
Tip: Click the summary task hyperlink to open
the summary task in a new project tasks list. You
can add tasks that fall within that summary task to
the new task list.
Figure 3-17: A summary task appears as a hyperlink in
the project tasks list and a black bar in the Gantt chart.
46
© 2011 CustomGuide, Inc.
Working with Lists
Updating a Task
It’s a good idea to update the status of any tasks that are
assigned to you. Update a task so that other site members
know the status and progress that is made on a task.
 Exercise
• Exercise File: A task named “Train new employee” in a
project tasks list.
• Exercise: Update the “Train new employee” task as “In
progress” and 25% complete.
1. Open the list where the task is saved.
The list could be a tasks list or a project tasks list.
Trap: If you are editing a task in a project tasks
list, you will need to change the list view to All
Tasks to follow the steps in this lesson.
2. Select the task you want to edit.
3. Click the Items tab on the Ribbon and click the Edit
Item button in the Manage group.
A dialog box for the task appears.
Other Ways to Edit a Task:
Click the hyperlink for the task you want to edit
and click the Edit Item button in the Manage
group on the Ribbon.
4. Click the Task Status list arrow and select the
appropriate status.
There are five statuses from which to choose:
• Not Started: The task has not been started at all.
This is the default status for tasks.
• In Progress: The task has been started, but is not
yet completed.
Figure 3-18: Edit a task in the dialog box.
• Completed: The task is fully completed.
• Deferred: The task has been delayed or
postponed.
• Waiting on someone else: This task is waiting for
another task to be completed before work can
continue.
The updated task
shows progress in the
task bar of the Gantt
chart.
5. Click the % Complete text box and enter an estimate
of how complete the task is.
For example, if you are about halfway done with the
task, enter 50%.
6. Edit other task fields as necessary and click the Save
button on the Ribbon.
The task is updated.
The task is also updated in the list area of
the view. Tasks updated in a tasks list
display similar information when updated.
Figure 3-19: An updated task in a project tasks list.
The Nature Conservancy
47
Working with Lists
Adding a Discussion Topic
 Exercise
• Exercise File: A discussion board list.
A discussion board is a location where people can express
their views and ideas in an online forum. The style is
similar to a newsgroup, so that individuals can respond to
posts and create their own discussion topics.
• Exercise: Add a new discussion board topic called
“Cardboard recycling” and this question: “Would we use
this enough to justify the cost?”
View a discussion topic
You can check on a discussion topic and its posts to
follow conversations on the discussion board.
1. Click the name of the discussion board you want to
view under the Discussions section of the Quick
Launch bar.
All the topics that are currently started appear on the
discussion board.
Other Ways to Open a Discussion Board:
Click the Site Actions button and select View All
Site Content from the list. Click the name of the
discussion board you want to view under the
Discussion Boards section.
2. Click the name of a discussion topic.
The original discussion topic post appears at the top
of the page and replies to the topic appear below it.
Figure 3-20: A discussion board with one discussion topic.
Add a discussion topic
If you want to talk about something that is not related to
an existing discussion topic or reply, you can always start
a new discussion.
1. Click the name of the discussion board in which you
want to create a new discussion under the
Discussions section of the Quick Launch bar.
All the current topics appear on the discussion board.
2. Click the Add new discussion link at the bottom of
the list.
The New Item dialog box appears.
Other Ways to Add a Discussion Topic:
Click the Items tab on the Ribbon and click the
New Item button in the New group.
3. Enter the name of the discussion topic in the Subject
text box.
The name will appear listed in the discussion board
with other topics.
Figure 3-21: Adding a discussion topic.
48
© 2011 CustomGuide, Inc.
Working with Lists
4. Click the Body section and enter the discussion topic.
Make sure the topic is an open-ended question that
can prompt discussion.
5. Click Save.
The discussion topic is listed in the discussion board.
The Nature Conservancy
49
Working with Lists
Replying to a Discussion
Topic
 Exercise
If you have something you want to say about a topic that
has been posted, you can reply to the topic and contribute
to the discussion.
• Exercise: Reply to a discussion topic in a discussion
board.
• Exercise File: A discussion topic called “Cardboard
recycling” or any other discussion topic.
1. Go to the discussion board and click the name of the
discussion topic.
The original discussion topic appears at the top of the
page. Any replies to the topic appear below it, in the
order that the replies were posted, with the name of
the author.
Tip: You can reply to the discussion topic or to
another reply.
2. Click Reply next to the item to which you want to
reply.
The New Item dialog box appears. You can enter
your response in the Body area, along with any other
posts and replies that have been made in the
discussion.
Tip: This sequence of discussion topic and replies
is called a string.
Figure 3-22: Replying to a discussion topic.
3. Enter your reply to the topic or reply.
Users can follow your contribution to the discussion
best if your reply is attached to the most relevant item
in the discussion, whether it’s the discussion topic or
another user’s reply.
4. Click Save.
The reply is added to the bottom of the page.
Figure 3-23: A discussion topic with a reply.
50
© 2011 CustomGuide, Inc.
Working with Lists
Working with Issues
 Exercise
• Exercise File: None required.
An issue tracking list lets you track the progress of and
communication about an issue until its resolution.
• Exercise: Add an issue with the following information:
Subject: Office Equipment
Add an issue
You can document important information in an issue, such
as who owns the issue, if there are any related issues, and
the date by which the issue should be resolved.
Description: The equipment we ordered has not arrived.
Someone needs to contact the supplier and get an ETA.
1. Open the issue tracking list in which you want to add
the issue.
The issue tracking list opens in Standard view.
2. Click the Add new item link.
The New Item dialog box appears.
Other Ways to Add a New Item:
Click the Items tab on the Ribbon and click the
New Item button in the New group.
Figure 3-24: An issue tracking list
3. Enter a name for the issue in the Title text box.
The name should be short and easy to identify
because it will appear in the issue tracking list.
4. (Optional) Click the Assigned to text box and enter
the person responsible for the issue.
You can assign an issue to a member of the team site
in which you are working.
Tip: Click the Check Names or Browse buttons
to enter names included in the team site.
5. (Optional) Click the Priority list arrow and select an
option from the list.
The priority level helps users know how to prioritize
the issues to which they are assigned.
6. (Optional) Click the Description area and enter a
brief description of the issue.
The description might include information about the
issue. For example, you can ask users to describe any
error messages they see or any actions they took prior
to an error.
7. (Optional) Select an issue from the Related Issues
area and click the Add button.
Linking issues makes it easier to track and resolve
related issues.
Figure 3-25: The New Item dialog box.
The Nature Conservancy
51
Working with Lists
8. (Optional) Click the Due Date text box and enter a
date.
This is the date by which the issue should be
resolved.
9. Click the Save button.
The issue is added to the issue tracking list.
Edit an issue
One important purpose of an issue tracking list is to track
how an issue progresses. Edit issues as necessary to keep
all communication in one location.
1. Open the issue tracking list where the issue is saved.
The issue tracking list opens in Standard view.
2. Select the issue you want to edit.
3. Click the Items tab on the Ribbon and click the Edit
Item button in the Manage group.
The dialog box for the issue appears.
Other Ways to Edit an Issue:
Click the hyperlink for the issue you want to edit
and click the Edit Item button in the Manage
group on the Ribbon.
4. Click the Issue Status list arrow and select the
appropriate status.
There are three statuses from which to choose:
• Active: The issue is active and currently
unresolved.
• Resolved: The issue has been addressed and
resolved.
• Closed: The issue has not been resolved, but it
has been addressed.
5. Click the Comments area and enter any information
about the issue.
Site members working on an issue can add comments
to an issue, keeping all their communication in one
issue.
6. Edit other issue fields as necessary and click the Save
button.
The issue is updated.
52
© 2011 CustomGuide, Inc.
Figure 3-26: Use the Comments area in the New Item
dialog box to describe progress on the issue.
Wor king with Lists Review
Quiz Questions
16.
Announcements are displayed on the home page of a team site by default. (True or False?)
17.
Contacts are only available for users who add the contacts to a list in SharePoint. (True or False?)
18.
Which of these is not an example of a link that could be added to a team site?
A. A link to the organization’s 401k program.
B. A link to an online resource that is frequently used by team members.
C. An e-mail address for an organization that users correspond with frequently.
D. A link to an organization that users correspond with frequently.
19.
Which of the following is not a scope available in SharePoint calendars?
A. Month
B. Work Week
C. Week
D. Day
20.
Events are items that indicate an appointment or meeting on a SharePoint calendar. (True or False?)
21.
Which of these is not a way to control a recurring event?
A. The frequency of the event (Daily, Weekly, Monthly, Yearly)
B. The number of times the recurring event will occur
C. The rotating location of the event
D. The start date of the first recurring event
22.
Tasks lists and project task lists are the same. (True or False?)
23.
How do you create a milestone?
B. Enter the same start date and due date for the task.
C. Create the new task and click the Milestone check box in the New Item dialog box.
D. You can only create milestones in the Project application.
24.
When you click a summary task in a project task list, a summary task dialog box appears. (True or False?)
25.
Tasks in tasks lists and project tasks lists can be updated to show the progress made on a task. (True or False?)
26.
Which of these options most accurately describes a discussion board?
A. A bulletin board on which employees can post requests in an organization.
B. A place where tasks and contacts can be stored for others to access.
C. A list of posts and other entries that provide information on a topic.
D. An online forum where users can discuss a topic.
The Nature Conservancy
53
27.
Contribute to a discussion on a discussion board by replying to the topic. (True or False?)
28.
Which of these statuses is NOT an issue status?
A. Active
B. In Progress
C. Resolved
D. Closed
Quiz Answers
16.
False. You must add the Announcements list web part to a home page if you want to display announcements.
17.
False. Contacts are available for all users that have access to the site in which the list is saved.
18.
C. E-mail addresses should be used in contact items, not link items.
19.
B. Work Week is not a default SharePoint scope.
20.
True. Events are the calendar list items that indicate an appointment or meeting on a SharePoint calendar.
21.
Recurring events don’t allow you to create a rotating pattern for the location of the events. The recurring series must
all use the same location.
22.
False. Project tasks are better for long-term projects in which the tasks all contribute to the completion of a larger
project.
23.
B. To create a milestone, create a new task and enter the same start date and due date for the task.
24.
False. When you click a summary task in a project task list, the summary project task list appears.
25.
True. Task progress can be updated in both types of lists.
26.
D. A discussion board is an online forum where users can discuss a topic.
27.
True. Reply to a discussion topic to contribute to the conversation.
28.
B. In Progress is not an issue status.
54
© 2011 CustomGuide, Inc.
Wor king with
Libraries
Creating a Library .............................................. 56
4
A library stores related files that team
members can share with one another. For
example, a library could store all of the
press releases the public relations team
writes in a year.
Opening and Editing a Document .................... 61
Open a document .................................... 61
Edit a document ....................................... 61
Libraries are also an easy way for a team
or department to update and manage files
in a central location. For example, all
members of a writing department can
make updates and changes to a document.
Information about the updates is also
recorded in the library.
Checking Out and Checking In a Document... 62
Check out a document ............................. 62
Check in a document ............................... 62
Any type of file can be saved in a library,
including documents, spreadsheets,
presentations, pictures and forms.
Creating a New Document in a Library ........... 58
Uploading a File or Document to a Library ..... 59
Upload a single document ....................... 59
Upload multiple documents ..................... 60
Enabling Versions History ................................ 64
Using Versioning History .................................. 65
Add a version ........................................... 65
View version history ................................. 66
Working with Images ......................................... 67
The Nature Conservancy
55
Working with Libraries
Creating a Library
 Exercise
• Exercise File: None required.
When you need a place on your SharePoint site to save
and store files, create a new library. A library can hold
documents and files that are related so it is easy for other
team members to find the files they need.
• Exercise: Create a new document library called
“Marketing Letters”.
The library also provides features that make it easy to
collaborate on documents, such as the check in and check
out feature and version history.
Tips

You can only create libraries if you have the correct
site permissions.
1. Open the site in which you want to add a library.
By default, team sites are created with a document
library called “Shared Documents”.
2. Click the Site Actions menu and select View All Site
Content from the list.
The All Site Content page appears.
3. Click the Create link at the top of the page.
The Create dialog box appears, displaying all of the
different lists, libraries, and sites you can create.
4. Under Filter By, click the Library link.
Refer to the table on the next page, Document
Libraries, for more information about the types of
libraries you can create.
Figure 4-1: The All Site Content page.
5. Select the type of library you want to create.
Information about each library displays in the righthand side of the Create dialog box.
6. Click the Name text box and enter the title of the
document library.
This name will appear in the Quick Launch bar of the
site. At this point you can finish creating the library
or select more settings for the library.
7. (Optional) Click the More Options button.
Additional settings for the library appear.
8. (Optional) Click the Description text box and enter a
description of the library.
This description can explain the purpose of the
library and the relationship between files.
56
© 2011 CustomGuide, Inc.
Figure 4-2: Click Library under the Filter by heading to
display all the libraries you can create.
Working with Libraries
9. (Optional) Under the Navigation heading, choose if
you want to display the library in the Quick Launch
bar.
There are two options here:
• Yes: The library will be displayed in the Quick
Launch bar. This is selected by default.
• No: The library will not be displayed in the Quick
Launch bar, and users will have to find the library
through alternate navigation methods. Only use
this for libraries that you don’t want to make
known to others or that won’t be used very often.
10. (Optional) Under the Document Version History,
choose how you want to work with document
versioning.
Document versioning allows you create versions of
files as you work on them, leaving a trail of changes.
There are two options from which to choose:
• Yes: Each time you edit a document from the
SharePoint library, a new version of the file will
be created.
Figure 4-3: You can specify settings for versioning as well
as the document template to be used in the Create dialog
box.
• No: You will not create a new version of the file
each time you edit it. This is selected by default.
11. (Optional) Click the Document Template list arrow
and choose the default file type for new files created
in the library.
The default selection should be correct, according to
the type of library you choose to create.
12. Click Create.
The library is created in the site.
Table 4-1: Document Libraries
Document Library
Best for storing Word documents and other related files. Features folders, versioning, and check out.
Form Library
Create this type of library to store and manage XML-based forms. A Windows SharePoint Servicescompatible XML editor—such as Microsoft Office InfoPath—is required for this type of library.
Wiki Page Library
Create a wiki page library when you want to have a related collection of wiki pages. This type of library
supports pictures, tables, hyperlinks, and wiki linking. A wiki page library can be used like a wiki site,
but it’s not as prevalent in the navigation of the team site.
Picture Library
Share pictures with others using this type of library. Includes special features for sharing and viewing
pictures, such as thumbnails, download options, and slideshow.
The Nature Conservancy
57
Working with Libraries
Creating a New Document in a
Library
One way to add items to a document library is to create
new items in the library. These items can then be opened
and edited by other team members.
 Exercise
• Exercise File: Marketing Letters document library
• Exercise: Create a new document called “Quarterly
Report” in the document library.
1. Open the library in which you want to create a new
document.
Most libraries will be included in the Quick Launch.
2. Click the Documents tab on the Ribbon and click the
New Document button in the New group.
A dialog box may appear, asking if you trust the
source of the file.
Tip: Click the New Folder button in the New
group to create a new folder in the library. Folders
allow users to organize documents into further
subcategories.
3. Click OK. If prompted, enter the password for your
SharePoint account.
The dialog box closes, and SharePoint prepares to
open the new file on your computer. For example, if
creating a new document, a new document would
open in Word.
Tip: Each library has a default template it uses to
create a file. The type of document you create
depends on the default template the library uses.
Figure 4-4: The Save As dialog box.
4. Work with content of the file as you would normally.
When you are finished working with the file, save
and close it.
5. Press <Ctrl> + <S>.
The Save As dialog box appears. Notice that the save
location is on the SharePoint server, not your
computer.
6. Enter the file name in the File name text box.
7. Click Save and close the file.
The document or file closes. To open the file again,
open it from the document library in which it was
created.
58
© 2011 CustomGuide, Inc.
Working with Libraries
Uploading a File or Document
to a Library
 Exercise
You can upload existing documents to a library and make
them available for site members.
• Exercise: Upload the North Shore Mailing document to
the Marketing Letters document library.
Upload a single document
Uploading a single document to a library is a quick way
to make the document available to other people on your
team.
• Exercise File: North Shore Mailing.docx, Proposal.docx,
and Trade Show Expenses.xlsx.
Use the “Upload Multiple Documents” command to upload
the Proposal.docx and Trade Show Expenses.xlsx files into
the Marketing Letters document library.
1. Click the name of the library to which you want to
upload a document in the Quick Launch.
All the documents currently saved in the library are
listed, with basic information about each document.
2. Click the Add document link at the bottom of the
list.
The Upload Document dialog box appears.
Other Ways to Upload a Document to a
Library:
Click the Documents tab on the Ribbon and click
the Upload Document button in the New group.
3. Click the Browse button.
The Choose File to Upload dialog box appears. Here
you can navigate to any document or file on your
computer.
Figure 4-5: Uploading a single document to a document
library.
4. Select the document you want to upload from your
computer and click Open.
The file path for the document appears in the text
box.
5. (Optional) Click the Add as a new version to
existing files check box and add a description in the
Version Comments text box.
This step depends on the versioning guidelines used
at your organization.
Tip: This step only appears if versioning has been
enabled in the library.
6. Click OK.
The document is uploaded.
The Nature Conservancy
59
Working with Libraries
Upload multiple documents
If you have multiple documents to upload, you don't have
to add them one at a time. Follow these steps to upload
several documents at once.
1. Click the name of the library to which you want to
upload a document in the Quick Launch.
All the documents currently saved in the library are
listed, with basic information about each document.
2. Click the Documents tab on the Ribbon and click the
Upload Document button list arrow in the New
group.
A list of options appears.
3. Select Upload Multiple Documents.
The Upload Multiple Documents dialog box appears.
Click and drag the files and folders that you want to
upload to SharePoint here.
4. Open Windows Explorer and navigate to the file or
folder you want to upload.
5. Click the file or folder you want to upload and drag it
to the Drag Files and Folders area of the Upload
Multiple Documents dialog box.
Tip: Press and hold the <Ctrl> key to select
multiple files.
6. Click OK.
Depending on the size of the upload and your
connection speed, it could take several minutes for all
your files to upload.
7. Click Done.
The documents are uploaded.
Tip: Before uploading the selected documents,
click the Add as a new version to existing files
check box to add the files as new versions.
Tips

60
You can only upload files to libraries if you have
permission to do so. If the Upload button is not
available, then you have not been given permission to
add documents to the library.
© 2011 CustomGuide, Inc.
Figure 4-6: Click and drag multiple documents to upload
them to a library.
Working with Libraries
Opening and Editing a
Document
Document libraries make it easy to open and access
documents.
 Exercise
• Exercise File: Proposal.docx
• Exercise: Open the Proposal document and change the
date on the first page to today’s date.
Open a document
Open a document to view it.
1. Open the library where the document is saved.
2. Click the name of the document.
The Open Document dialog box appears, asking how
you would like to open the file.
Tip: You may also be asked to enter your user
name and password to open the document.
3. If necessary, select Read Only or Edit and click OK.
The document appears on your desktop in the
program for which it is compatible.
Figure 4-7: Choose how you want to open the document.
Edit a document
If you have the right set of permissions, you can edit a
document saved in a document library.
1. Open the document you want to edit.
If you do not have permission to edit a document, it
will open as read-only.
Other Ways to Edit a Document:
Select the document you want to edit, click the
Documents tab on the Ribbon, and click the Edit
Document button in the Open & Check Out
group.
2. If necessary, click the Enable Editing or the Edit
Document button beneath the Ribbon.
The document is no longer in read-only mode.
3. Edit the document as you would normally.
4. Save and close the document when you are finished.
The document is changed, and its changes are
available for other users.
Figure 4-8: A SharePoint document open for editing in
Word.
Tips

Libraries may require users to check out documents,
in which case simply opening a document would not
be possible.
The Nature Conservancy
61
Working with Libraries
Checking Out and Checking In
a Document
 Exercise
The check in and check out feature ensures that document
collaboration works smoothly. When you check out a
document to make changes, no one else can access the
document. The document will still appear in the library,
but it will be unavailable to other people. Once you are
finished working with the document, check in the
document so it is available to other people once again.
• Exercise: Check out the “North Shore Mailing”
document. Add the text, “Dear North Shore Client,”
between the date line and the first paragraph.
• Exercise File: Marketing Letters document library North
Shore Mailing.docx
Check the document back in.
Check out a document
Check out a document in order to make changes to it. If
you don’t check it out, another team member might try to
work on the document at the same time.
1. Open the library containing the document you want
to work with.
The library opens in Standard view.
2. Click the check box next to the file you want to check
out.
The file is selected.
Figure 4-9: Checking out a document.
3. Click the Documents tab on the Ribbon and click the
Check Out button in the Open & Check Out group.
A dialog box appears, asking to confirm checking out
the document.
Other Ways to Check Out a Document:
Point to the document you want to open and click
the list arrow. Select Check Out from the list.
4. Click OK.
The document is checked out. Note that the icon
next to the document changes to indicate the
document is checked out.
Once the document is checked out, you can open the
document from SharePoint.
Check in a document
When you are finished making changes to a document
that you have checked out, check it back in so other
people can access your changes.
62
© 2011 CustomGuide, Inc.
Figure 4-10: This dialog box appears when you check out
a document.
Working with Libraries
1. When you are finished making changes to the
document, save and close the document.
Tip: When you close the document, you may be
asked if you want to check the document back in.
Click Yes, enter version comments if necessary,
and click OK.
2. Open the document library where the document is
saved in SharePoint.
The library opens in Standard view.
3. Click the check box next to the file you want to check
in.
The file is selected.
4. Click the Documents tab on the Ribbon and click the
Check In button in the Open & Check Out group.
Figure 4-11: A dialog box may appear prompting you to
check in the document when you close a document.
The Check in dialog box appears.
• Retain Check Out: Select Yes if you want to
save the document on SharePoint, but keep it
checked out to you so no one can access the
document. Select No to check in the document
and allow others to access it.
• Comments: Add notes about the changes you
made to the document when you checked it out.
• Versioning: If the creator of the library has
enabled versioning, you will have to choose what
version number to give the document.
Other Ways to Check In a Document:
Point to the document you want to check in and
click the list arrow. Select Check In from the list.
5. Enter the check in options as necessary and click
OK.
The document is checked in and is accessible to other
people.
Figure 4-12: Add comments that describe your changes
when checking in a document.
Tips

This option is only available in document libraries.
Other types of libraries do not have this feature.

Check out can be required for a document library. To
require check out, click the Library tab on the
Ribbon and click the Library Settings button in the
Settings group. Click the Versioning settings link
under the General Settings column and select Yes in
the Require Check Out section.
The Nature Conservancy
63
Working with Libraries
Enabling Versions History
 Exercise
• Exercise File: Marketing Letters library
Versioning is a library feature that tracks revisions to
documents. This is a helpful way to record the changes a
document has undergone over time. Document libraries
must have versions enabled in order to record versions of
the documents saved in the library.
• Exercise: Enable versioning in the Marketing Letters
library.
1. Open the library in which you want to enable
versioning.
The library opens in Standard view.
2. Click the Library tab on the Ribbon and click the
Library Settings button in the Settings group.
The Document Library Settings page appears.
3. Click the Versioning settings link under the General
settings column.
The Versioning Settings page appears. This page
provides a set of controls for the library.
4. In the Document Version History section, select the
version scheme you want to use.
There are two ways to track versions:
• Create major versions: An example of a major
version is an added section or chapter in a
document. Choose this option if there aren’t many
people who will be editing documents.
• Create major and minor (draft) versions: This
option can create a more meaningful version
history. For example, changes such as spelling
errors or drafts are considered minor versions,
while major changes indicate new sections or
chapters.
5. (Optional) Choose the number of versions to retain.
These two options prevent the library from being too
cluttered. However, you may also lose important
versions if you limit the number of versions that are
saved.
6. Click OK.
Versioning is enabled in the library.
Tips

64
Lists can also have versioning enabled in them.
© 2011 CustomGuide, Inc.
Figure 4-13: Versioning Settings for a document library.
Working with Libraries
Using Versioning History
After you have enabled versioning, you can use this
information to manage content. Versioning lets users add
new versions of documents and review previous versions
of files as needed.
Add a version
 Exercise
• Exercise File: Marketing Letters library and North Shore
Mailing.docx
• Exercise: Open the “North Shore Mailing” document and
make changes. Publish the document as a major version.
View the version history of the “North Shore Mailing”
document.
When minor versioning is enabled, users can add major
versions of documents whenever necessary.
1. Open the library in which you want to save a new
document version.
The library opens in Standard view.
2. Click the check box next to the document you want
to publish
The document is selected.
3. Click the Documents tab on the Ribbon and click the
Publish button in the Workflows group.
The Publish Major Version dialog box appears.
Other Ways to Publish a Major Version:
Point to the document to which you want to add a
new version and click the list arrow. Select
Publish a Major Version from the list.
4. Enter text describing the version in the Comments
text box. Click OK.
The version is added, and it is now the primary
document available in the library.
Other Ways to Add a Version:
Once versioning is enabled in a library, any
change to the document is automatically saved as
a new version of the document. Or, check out the
document, make changes, and specify version
information when checking the document back in.
Figure 4-14: Publishing a version of a document in
SharePoint.
Tips

Version information is required when a document is
checked in, so new versions are automatically
published at check in.

When versioning is turned on, versions of documents
are automatically tracked and saved. You do not need
to publish a version or check out the document to
save a version.
The Nature Conservancy
65
Working with Libraries
View version history
If versioning has been enabled in the document library in
which a file is saved, you can go back and view past
versions of the document.
1. Open the library that contains the version history you
want to view.
2. Click the check box next to the document for which
you want to view versioning.
3. Click the Documents tab on the Ribbon and click the
Version History button in the Manage group.
The versions that are saved and their comments
appear in the Version History dialog box.
66
© 2011 CustomGuide, Inc.
Figure 4-15: The version history for a document.
Working with Libraries
Working with Images
 Exercise
• Exercise File: nst_logo.jpg and a picture library
Upload an image from your computer to a picture library
in order to share the image with other members of the site.
• Exercise: Upload the nst_logo.jpg to the picture library.
1. Open the picture library to which you want to add the
image.
Picture libraries are listed under the Pictures section
of the Quick Launch bar.
2. Click the Upload button on the taskbar.
The Select Picture dialog box appears. Now just
identify the picture that you want to upload.
3. Click the Browse button.
The Choose File to Upload dialog box appears.
Tip: You can upload multiple images to a Pictures
library. Click the Upload button list arrow on the
taskbar and select Upload Multiple Pictures. Or,
click the Upload Multiple Files link in the Select
Picture dialog box.
Figure 4-16: Uploading a picture to a picture library.
4. Navigate to the location of the image and select the
image. Click Open.
The file path of the image appears in the Name text
box.
5. Click OK.
The image is uploaded. Another dialog box appears
where you can add more information about the
image.
6. Verify the name of the image in the Name text box.
The name will appear as the name of the item in the
picture library. The name should be HTML friendly,
so do not use any spaces in the name.
7. (Optional) Complete the remaining options.
The remaining options aren’t necessary, but the
images will be more useful if more information is
attached to them. For example, keywords make the
picture easier to search for, and a description helps
distinguish the image from similar images in the
library.
8. Click Save.
The image appears in the picture library.
Figure 4-17: Entering information about the uploaded
picture.
The Nature Conservancy
67
Wor king with Libraries Review
Quiz Questions
29.
Which of these is not a type of library you can create in SharePoint?
A. Web Page
B. Wiki Page
C. Document
D. Slide
30.
You can only upload items to add them to a library. (True or False?)
31.
Documents can only be uploaded to a library one at a time. (True or False?)
32.
You can open a document saved in a library to view or edit it. (True or False?)
33.
When a document is checked out, other users cannot open or view the document. (True or False?)
34.
What is the difference between a major and a minor version?
A. A major draft indicates major changes in the document content, and a minor draft indicates small changes.
B. A major draft includes changes made by a site owner, while a minor draft includes changes made by a site visitor.
C. A major draft includes changes made to new documents, while a minor draft includes changes made to old
documents.
D. The draft is automatically assigned according to the number of changes made.
35.
You can publish a major version of a document in any library, even if versioning is not enabled. (True or False?)
36.
You cannot change the name of an image once you've uploaded it. (True or False?)
Quiz Answers
29.
A. Web page is not a type of library you can create in SharePoint; Wiki Page, and Document are types of libraries that
can be created.
30.
False. You can create new items in a library.
31.
False. Several documents can be uploaded to a library at a time using the Upload Multiple Documents dialog box.
32.
True. Open a document to view or edit the document.
68
© 2011 CustomGuide, Inc.
33.
True. A document is not available for viewing or editing when it is checked out. It must be checked in again to be
available for other users.
34.
A. A major draft indicates major changes in the document content such as a new paragraph, and a minor draft indicates
small changes such as a typo correction.
35.
False. You can only publish a new version of a document in a library in which versioning has been enabled.
36.
False. You can change the name so it appears as something that makes sense in the Pictures library.
The Nature Conservancy
69
Wor king with
Blogs, W ikis,
and
Wor kspaces
Creating a Wiki Site ........................................... 71
Create a wiki site ..................................... 71
View a wiki page ...................................... 72
Working with a Wiki ........................................... 73
Add a wiki page ....................................... 73
Edit a wiki page ........................................ 74
Creating a Blog .................................................. 75
Writing a Blog Post............................................ 77
Write a blog post ...................................... 77
Approve or reject a post........................... 78
Working with a Blog .......................................... 79
Read a blog ............................................. 79
Comment on a post ................................. 79
Subscribe to a blog RSS feed ................. 80
Creating a Document Workspace .................... 81
Creating a Meeting Workspace ........................ 83
Linking an Event to a Meeting Workspace ...... 85
70
© 2011 CustomGuide, Inc.
5
This chapter covers the main
collaboration subsites that can be added to
a team site: blogs, wikis and workspaces.
These sites have their own pages and
organization, and are a great way to
complement the objects and features
available in a team site.
We’ll discuss the basics, such as how to
create each site, settings that are available,
and how to add to and work with each
site.
Working with Blogs, Wikis, and Workspaces
Creating a Wiki Site
 Exercise
• Exercise File: None required.
A wiki is a collaborative way to build knowledge. Users
can share their collective expertise to create a more
complete resource than if one person provided all the
information. Users can also critique and edit entries
created by others to ensure that the information is
accurate.
• Exercise: Create a new wiki site called “Agents Wiki”.
Some excellent uses for a wiki include gathering
knowledge and data, creating an instruction guide for new
employees, and brainstorming ideas and designs.
Tips

Wikiwiki is a Hawaiian word that means “quick.”
Create a wiki site
1. Open the site in which you want to include the wiki.
2. Click the Site Actions menu and select More
Options from the list.
The Create dialog box appears.
3. Select Wiki Page Library.
Information about the wiki page library appears on
the right side of the Create dialog box.
4. Click the Name text box and enter a name for the
wiki site.
This text will appear in the Quick Launch bar, so the
name should be short and easy to identify.
Figure 5-1: Creating a new wiki site.
5. (Optional) Click the More Options button.
Additional settings for the wiki site appear.
6. (Optional) Click the Description text box and enter a
description of the wiki.
This description can explain the purpose of the wiki
and what kind of information should be documented
in it.
The Nature Conservancy
71
Working with Blogs, Wikis, and Workspaces
7. (Optional) Under the Navigation heading, choose if
you want to display the wiki in the Quick Launch bar.
There are two options here:
• Yes: The wiki will be displayed in the Quick
Launch bar. This is selected by default.
• No: The wiki will not be displayed in the Quick
Launch bar, and users will have to find the library
through alternate navigation methods. Only use
this for wikis that you don’t want to make known
to others or that won’t be used very often.
8. Click Create.
View a wiki page
Find the wiki page you want to view or contribute to on
the wiki site.
1. Click the wiki you want to open in the Quick Launch
bar.
The wiki appears with the Home page displayed.
Other Ways to View a Wiki:
Click the All Site Content link in the Quick
Launch bar or click the Site Actions button and
select View All Site Content. Click the wiki you
want to open under the Document Libraries
heading.
.
Figure 5-2: Wikis are listed under the Libraries heading in
the Quick Launch bar.
72
© 2011 CustomGuide, Inc.
Working with Blogs, Wikis, and Workspaces
Working with a Wiki
 Exercise
• Exercise File: Agents Wiki site
Once a wiki site has been created, users can add new
pages and links to pages within the site.
Add a wiki page
• Exercise: Add a new wiki page called “Hostel guidelines”.
Add a link on the Hostel guidelines page to a page called
“Hostel directory”.
If there is a topic that needs to be addressed, or you feel
you need to contribute information or add an idea, you
can add a new wiki page to the site.
The process for adding a new page includes first creating
a link to the page and then clicking that link to create the
new page.
1. Open the page to which you want to link the new
page.
2. Click the Page tab on the Ribbon and click the Edit
button in the Edit group.
You can change the text of the page, including adding
links to new wiki pages.
Figure 5-3: Links to previously created wiki pages appear
when you type your wiki page.
3. Enter the name of the new page enclosed in double
brackets.
For example, type [[Help]] to create a link to a
page named Help.
There are two options for adding a wiki page:
• Link to a previously created page: As you type,
a list of previously created pages appears. You can
select one of these pages and link the wiki page to
the previously created content.
• Link to a blank wiki page: You can also create a
blank wiki page using the text as a placeholder.
When you have typed the text, it will link to a
blank wiki page.
Figure 5-4: The New Page dialog box.
Tip: To give the new page a name that is different
from the name of the link, type the page name|link
name. For example, [[Help|Using Help]]
to create a link named “Using Help” to a page
named “Help.”
4. Click the Save & Close button in the Edit group on
the Ribbon.
The wiki page is created.
5. Click the link to the page you just created.
The New Page dialog box appears. Here you can
indicate if you want to create a new page from the
link placeholder you previously entered.
Figure 5-5: A wiki page after it is created. Note the link for
a new wiki page, marked by a dashed underline.
The Nature Conservancy
73
Working with Blogs, Wikis, and Workspaces
6. Click Create.
A blank wiki page appears.
Edit a wiki page
One advantage of using a wiki is that there is not a single
anointed expert: everyone contributes some knowledge,
expertise, and insight. So one person can begin the
process of creating a wiki entry, another can edit the entry
if it is incorrect, and yet another person can add more
information.
1. Open the page you want to edit.
The wiki page appears.
2. Click the Page tab on the Ribbon and click the Edit
button in the Edit group.
The page opens in edit format.
Tip: Wikis allow multiple people to edit a single
page at one time. If you want to make sure you
are the only person editing a page, click the
Check Out button in the Edit group on the
Ribbon.
3. Enter or change the content and text of the page as
necessary.
Note that you can use the commands in the Format
Text tab on the Ribbon to format text. You can also
use the commands in the Insert tab on the Ribbon to
insert pictures and other items in the page.
4. Click the Save & Close button in the Edit group on
the Ribbon.
The wiki page is updated to reflect the changes.
74
© 2011 CustomGuide, Inc.
Figure 5-6: Use the options on the Ribbon to format wiki
text.
Working with Blogs, Wikis, and Workspaces
Creating a Blog
 Exercise
• Exercise File: None required.
A blog is a great way to share information. Generally, a
blog is written by someone who can provide valuable
insight and information on a topic, such as the manager of
a department or the leader for a development team. Blogs
can be used by these individuals as an informal way to
pass on important information, such as why a certain
policy has changed, or specific tips and tricks to watch
out for when rolling out a new product.
• Exercise: Create a new blog called “Notes from
Headquarters”.
Tips

The word “blog” is short for “web log”.
1. Open the site in which you want to include the blog.
2. Click the Site Actions button and select New Site.
The Create dialog box opens.
3. Select Blog.
Information about the blog appears on the right side
of the dialog box.
4. Click the Title text box and enter a name for the blog
site.
The title should be short and easy to identify.
5. Click the URL name text box and add the URL name
of the site.
Users can navigate to this URL to access the site
directly.
Figure 5-7: Creating a new blog site.
6. (Optional) Click the More Options button.
7. Select the permissions you want to use under the
Permissions section.
Select who can access the blog:
• Use unique permissions: This option lets you
choose who can access the blog and what level of
access each individual is assigned.
• Use same permissions as parent site: This is the
default option, and the easiest option. Use this if
you want people to access this site as they do the
parent site, or the site under which the blog site is
being created. If you choose this option,
permissions can only be changed along with the
permissions of the parent site.
The Nature Conservancy
75
Working with Blogs, Wikis, and Workspaces
8. (Optional) Under the Navigation heading, choose if
you want to display the library in the Quick Launch
bar.
Select one of these options:
• Yes: The blog will be displayed in the Quick
Launch bar.
• No: The blog will not be displayed in the Quick
Launch bar, and users will have to find the blog
by alternate navigation methods. This is selected
by default.
9. (Optional) Under the Navigation heading, choose
whether to display this site on the top link bar of the
parent site.
There are two options here:
• Yes: The blog will be displayed in the top link bar.
This is selected by default.
Figure 5-8: More options for creating a blog.
• No: The blog will not be displayed in the top link
bar, and users will have to find the blog through
alternate navigation methods.
10. (Optional) Under the Navigation Inheritance section,
choose how the top link bar will look.
This determines how the site will look for members:
• Yes: The top link bar that is displayed in the blog
site is the same as the top link bar that appears in
the parent site.
• No: Only the tab for the blog site and any its
subsites will appear in the top link bar. This is
selected by default.
11. Click Create.
The site is created.
Use these links to
work with the blog
content.
Figure 5-9: A new blog site.
76
© 2011 CustomGuide, Inc.
Working with Blogs, Wikis, and Workspaces
Writing a Blog Post
 Exercise
• Exercise File: Notes from Headquarters blog
The great thing about a blog is that you don’t have to
worry about form or structure. Just say what you have to
say and publish it for anyone to read.
• Exercise: Add a blog post called “Annual Meeting” in the
Notes from Headquarters blog.
Write a blog post
1. Open the blog to which you want to add a post.
Your blog appears, displaying your most recent blog
post on the top of the list.
Tip: If the blog does not appear in the top link bar
or in the Quick Launch bar, click the Site Actions
button and select View All Site Content. Click
the name of the blog under the Sites and
Workspaces section of the All Site Content page.
2. Click the Create a post link under Blog Tools on the
right side of the page.
The Posts – New Item dialog box appears.
3. Enter the title of the post in the Title text box and
enter the body of the post in the Body area.
This is what will appear on the blog page. You can
use the Format Text tab on the Ribbon to format text.
You can also insert images and tables using the Insert
tab on the Ribbon.
4. (Optional) Select a category from the Category box
and click Add.
Categories are optional, but they make it easy to find
related posts.
5. (Optional) Set a date and time when you want the
post to be published.
Figure 5-10: Creating a blog entry in the New Item dialog
box.
The Nature Conservancy
77
Working with Blogs, Wikis, and Workspaces
6. Click Save as Draft or Publish.
The option you choose determines when the blog
post will be published:
• Publish: Posts the entry on the blog immediately.
This option is only available to users with Full
Control permissions.
• Save as Draft: Lets you save a draft of the post to
be published another time. This is the only option
available to users with Contribute permissions.
The option will not make the post available
publicly until the post is approved by a site owner
(someone with Full Control permissions).
Tips

If you don’t have the correct permissions to write
entries on a blog, the options to write a blog will not
be available.
Approve or reject a post
If you have Full Control permissions in a blog, you must
approve posts written by users with lower permissions in
order to make them visible to others in the blog.
1. Click the Manage posts link under Blog Tools on the
right side of the page.
The posts for the blog appear in list format. Posts
waiting for approval are assigned a “Pending” status.
2. Point to the post you want to approve and click the
list arrow. Select Approve/reject from the list.
The Approve/Reject dialog box appears.
3. Select the approval status you wish to apply to the
post.
There are three statuses to choose from: Approved,
Rejected, or Pending.
You can also enter comments explaining your choice
in the Comment text box.
4. Click OK.
The status is applied to the post.
78
© 2011 CustomGuide, Inc.
Figure 5-11: Posts that have been approved or that are
pending approval.
Working with Blogs, Wikis, and Workspaces
Working with a Blog
 Exercise
• Exercise File: Notes from Headquarters blog
A blog is a single Web page that displays entries that have
been posted to the blog. Blog entries are posted reverse
chronologically, which means the newest entries are
displayed at the top of the page.
• Exercise: Add a comment to a blog entry.
Read a blog
To read a blog, all you have to do is find the blog site in
SharePoint. Since blogs are usually subsites of team sites
in SharePoint, they are often listed on the top link bar.
1. Navigate to the site where the blog is created and
click the blog name tab on the top link bar.
The blog page appears with the most recent entry at
the top of the page. Note that the date the entry was
published appears at the top of the entry.
Other information about the post, including who
wrote the post, the category, and the number of
comments to the post appear along the bottom of the
entry.
Other Ways to Find a Blog:
Click the Site Actions button and select View All
Site Content. Click the name of the blog under
the Sites and Workspaces section. Or, click the
name of the blog which you wish to view under
Sites in the Quick Launch bar.
Figure 5-12: Blog entries are posted in reverse
chronological order.
2. Scroll down the page to view earlier posts.
The posts are listed from most recent to earliest.
Comment on a post
Another advantage to blogs is that anyone can respond to
an entry. This is a great way for blog readers to give
feedback to the blogger (the author of the blogs) or to ask
a question about a blog entry.
1. Click the Comment(s) link underneath the blog post
to which you want to respond.
The page displays the blog entry, comments made to
the post, and an area to add comments.
2. Under Add Comment, enter the title of the comment
in the Title text box and enter the comment text in
the Body text box.
Note that you cannot add any formatting or objects to
comments.
Figure 5-13: Posting a comment to a blog entry.
The Nature Conservancy
79
Working with Blogs, Wikis, and Workspaces
3. Click Submit Comment.
The comment is added to the blog post.
Tips

To view comment to a blog entry, click Comment(s)
under a blog entry. Or, click the title of the blog entry.
The blog entry is displayed with comments below it.
Subscribe to a blog RSS feed
Subscribing to a blog is an easy and efficient way to keep
up on blogs without having to visit each one to find out if
there are new postings. The RSS (Really Simple
Syndication) keeps track of the blog for you, and lets you
know when posts have been added. The updates are
accessible either in Internet Explorer, or Outlook 2003,
2007, and 2010.
1. Open the blog to which you want to subscribe.
2. Click the RSS Feed link at the bottom of the Quick
Launch bar.
The RSS feed page for the blog appears.
3. Click Subscribe to this feed in the yellow box at the
top of the page.
A dialog box appears, asking for specifics for the
blog feed.
4. Enter the name of the feed in the Name text box and
click the Create in list arrow to specify where you
want to save the feed.
5. Click Subscribe.
A confirmation screen appears, verifying that you are
subscribed to the blog.
Tips

80
If you have Outlook 2007 or 2010 on your computer,
you also receive e-mail updates when a new blog
entry is posted. Look under RSS Feeds in the Mail
Navigation Pane for the name of the blog. Blog
updates appear as unread mail.
© 2011 CustomGuide, Inc.
Figure 5-14: The RSS feed screen for a blog.
Working with Blogs, Wikis, and Workspaces
Creating a Document
Workspace
A document workspace is a collection of tools and
resources that allows team members to collaborate on the
creation of a document. If you have permission to create
new sites, you can create a document workspace in
SharePoint.
 Exercise
• Exercise File: None required.
• Exercise: Create a document workspace called “Weekend
Specials”.
1. Click the Site Actions button and select New Site.
The Create dialog box appears.
2. Click Document Workspace.
Information about the document workspace appears
on the right side of the dialog box.
3. Click the Title text box and enter a title for the
workspace.
4. Click the URL name text box and enter the URL for
the document workspace.
Users can navigate to this URL to access the site
directly. Also, follow the naming convention for Web
sites: do not include spaces, caps, or extraneous
symbols.
Figure 5-15: Creating a new document workspace.
5. (Optional) Click the More Options button.
6. (Optional) Click the Description text box and enter a
description for the document workspace.
7. (Optional) Choose the permissions you want to
assign to the document workspace.
Select who can access the document workspace:
• Use unique permissions: This option lets you
choose who can access the document workspace
and what level of access each individual is
assigned.
• Use same permissions as parent site: This is the
default option. Use this if you want all the same
people to access this site as they do the parent site,
or the site under which the document workspace
is being created.
Figure 5-16: More options for creating a document
workspace.
If you choose this option, permissions can only be
changed along with the permissions of the parent
site.
The Nature Conservancy
81
Working with Blogs, Wikis, and Workspaces
8. (Optional) Under the Navigation heading, choose if
you want to display the document workspace in the
Quick Launch bar.
Select one of these options:
• Yes: The document workspace will be displayed
in the Quick Launch bar.
• No: The document workspace will not be
displayed in the Quick Launch bar, and users will
have to find the site by alternate navigation
methods. This is selected by default.
9. (Optional) Under the Navigation heading, choose
whether to display this site on the top link bar of the
parent site.
There are two options here:
• Yes: The document workspace will be displayed
in the top link bar. This is selected by default.
• No: The document workspace will not be
displayed in the top link bar, and users will have
to find the library through alternate navigation
methods.
10. Choose how the top link bar will look in the
Navigation Inheritance section.
This determines how the site will look for members:
• Yes: The top link bar that is displayed in the
document workspace site is the same as the top
link bar that appears in the parent site. This is the
easiest choice for navigation.
• No: Only the tab for the document workspace and
any its subsites will appear in the Link bar.
Figure 5-17: The Home page for a new document
workspace site.
Table 5-1: Document Workspace Components
Document
Library
Just like any other document library, this
is where documents in the workspace are
stored. The Shared Documents area on
the Home page of the workspace is
linked to this library, which is created by
default. You may add document libraries
as necessary.
Task List
Make a list of tasks required to complete
the document and assign them to
members of the workspace. Members can
also update the status and progress of
tasks so other members are aware of the
project status.
Links
Make outside and additional resources
quickly accessible by adding them as
links on the Home page of the
workspace.
Members
Specify who may access the workspace
here.
Announcements
Communicate information about the
project to other members of the
workspace.
11. Click Create.
The document workspace is created. If you chose to
have unique permissions, a screen appears to set the
permissions of the workspace.
The table to the right, Document Workspace
Components, lists all the components unique to a
document workspace.
Other Ways to Create a Document Workspace:
Point to the document that is currently in a
document library. Click the list arrow and select
Send To → Create Document Workspace from
the list. Click OK.
Creating a workspace using this method inherits
default settings, such as name and URL,
permissions, and navigation settings.
82
© 2011 CustomGuide, Inc.
Working with Blogs, Wikis, and Workspaces
Creating a Meeting Workspace
 Exercise
• Exercise File: None required.
A meeting workspace makes all the information needed
for a meeting available in one location, such as
documents, tasks, and the meeting agenda. Meeting
attendees find the necessary information in one place,
instead of searching multiple lists and libraries.
• Exercise: Create a meeting workspace called “Conference
Call”.
1. Open the site where you want to add the meeting
workspace.
A meeting workspace will appear as a subsite of the
current site.
2. Click the Site Actions button and select New Site.
The Create dialog box appears.
3. Select the meeting workspace template which you
would like to create.
There are five meeting workspace templates from
which to choose. See the table on the next page,
Meeting Workspace Templates, for more information
about these templates.
Figure 5-18: Choose which template you want to use in
the Create dialog box.
4. Click the Title text box and enter a title for the
meeting workspace.
The title should be short and easy to identify.
5. Click the URL name text box and enter the URL
name you want to use for the meeting workspace.
Users can navigate to this URL to access the site
directly.
6. (Optional) Click the More Options button.
Additional settings for the meeting workspace appear.
7. (Optional) Click the Description text box and enter a
description for the document workspace.
This description can explain what kinds of documents
and information should be uploaded into the meeting
workspace.
Figure 5-19: Click More Options to select additional
settings.
The Nature Conservancy
83
Working with Blogs, Wikis, and Workspaces
8. (Optional) Choose the permissions you want to
assign to the site.
Select who can access the meeting workspace:
• Use unique permissions: This option lets you
choose who can access the meeting workspace
and what level of access each individual is
assigned.
• Use same permissions as parent site: This is the
default option. Use this if you want all the same
people to access this site as they do the parent site,
or the site under which the meeting workspace is
being created.
If you choose this option, permissions can only be
changed along with the permissions of the parent
site.
9. (Optional) Under the Navigation heading, choose if
you want to display the library in the Quick Launch
bar.
Figure 5-20: Creating a new meeting workspace.
Select one of these options:
• Yes: The meeting workspace will be displayed in
the Quick Launch bar.
• No: The meeting workspace will not be displayed
in the Quick Launch bar, and users will have to
find the site by alternate navigation methods. This
is selected by default.
10. (Optional) Under the Navigation heading, choose
whether to display this site on the top link bar of the
parent site.
There are two options here:
• Yes: The meeting workspace will be displayed in
the top link bar. This is selected by default.
• No: The meeting workspace will not be displayed
in the top link bar, and users will have to find the
site through alternate navigation methods.
11. Choose how the top link bar will look in the
Navigation Inheritance section.
• Yes: The top link bar that is displayed in the
meeting workspace site is the same as the top link
bar that appears in the parent site. This is the
easiest choice for navigation.
• No: Only the tab for the document workspace and
any its subsites will appear in the top link bar.
12. Click Create.
The meeting workspace appears.
84
© 2011 CustomGuide, Inc.
Table 5-2: Meeting Workspace Templates
Basic Meeting
Workspace
This can be used for a majority of meeting
workspace sites. It is geared for planning,
organizing, and summarizing a meeting.
Includes lists for the agenda, meeting
attendees, and documents.
Blank Meeting
Workspace
This is a blank slate that you can customize
to include all the elements you need to plan
and organize the meeting.
Decision
Meeting
Workspace
This focuses on meetings that track status or
make decisions. Includes lists for tasks and
documents, as well as lists that store
decisions that have been made in the
meeting.
Social Meeting
Workspace
Plan social occasions in one location rather
than through e-mail after e-mail. Includes a
discussion board and lists for attendees, an
area to store pictures, a list of things to
bring, and a set of directions to the meeting
location.
Multipage
Meeting
Workspace
This is just like the Basic Meeting
Workspace template, with two blank pages
for customization included.
Working with Blogs, Wikis, and Workspaces
Linking an Event to a Meeting
Workspace
If an event you are in charge of is a meeting, you can
create or link to a meeting workspace when creating the
event.
 Exercise
• Exercise File: None required.
• Exercise: Link the Conference Call meeting workspace to
the “Conference Call” event in the Calendar.
1. Click the name of the calendar in which you want to
create the event in the Quick Launch bar.
The calendar appears.
2. Click the Events tab on the Ribbon and click the
New Event button in the New group.
The New Item dialog box appears.
3. Complete information about the event, including
name, location, and beginning and ending dates.
The name and beginning and ending dates are
required fields.
4. Click the Use a Meeting Workspace to organize
attendees, agendas, documents, minutes, and other
details for this event check box at the bottom of the
dialog box.
This allows you to create a new meeting workspace
or link to an existing workspace.
5. Click Save.
The New or Existing Meeting Workspace Web page
appears.
6. Choose to create a new meeting workspace or link to
an existing workspace.
The option you choose determines the information
you will need to enter.
• To create a new workspace: Select Create a
new Meeting Workspace and enter the
information that you want, including the title and
the last part of the Web address for the site, and
click OK. Then select the template you want to
use for the workspace on the next page.
Figure 5-21: Linking an event to an existing meeting
workspace.
• To link to an existing workspace: Select Link to
an existing Meeting Workspace and select the
site from the list arrow.
7. Click OK.
The meeting workspace appears, and you can add
information about the meeting as necessary.
The Nature Conservancy
85
Wor king with Blogs, W ikis, and
Wor kspaces Review
Quiz Questions
37.
Where does ‘wiki’ come from?
A. Wiki comes from the Hawaiian word ‘wikiwiki,’ which means ‘quick.’
B. Wiki is an acronym for the phrase, Working for Insight, Knowledge and Intelligence.
C. Wiki is a Polynesian word for ‘light’.
D. Wiki is short for ‘wireless kiack,’ an Internet add-on for laptops.
38.
Wikis are a collaborative information gathering tool that can be used to create:
A. An online encyclopedia
B. A resource for new employees
C. A forum for brainstorming
D. All of these.
39.
Which of these best defines a blog?
A. A blog is a collaborative way to create an online encyclopedia.
B. A blog is a social networking tool.
C. A blog is a collection of entries created by an individual to share information with others in an informal style.
D. A blog is a place to store documents in SharePoint.
40.
If a blog post doesn’t immediately appear in a blog, it may be waiting for approval. (True or False?)
41.
Blog posts are listed chronologically, meaning the most recent posts appear at the bottom of the page. (True or False?)
42.
A document workspace is:
A. A list for storing documents on a site.
B. A forum for brainstorming ideas for a document.
C. An online application for creating new documents.
D. A site that allows colleagues to work together on a document.
43.
A meeting workspace is a place to store the information and materials meeting attendees need. (True or False?)
44.
If you are creating an event, you cannot link it to a meeting workspace. (True or False?)
Quiz Answers
37.
86
A. Wiki comes from the Hawaiian word ‘wikiwiki,’ which means ‘quick.’
© 2011 CustomGuide, Inc.
38.
D. Wikis can be used to create: an online encyclopedia; a resource for new employees; and as a forum for
brainstorming ideas.
39.
C. A blog is a collection of entries created by an individual to share information with others in an informal style.
40.
True. If a blog entry doesn’t appear on the blog, it may be waiting for approval by someone with proper rights.
41.
False. Blog posts are listed reverse chronologically, meaning the most recent posts appear at the top of the page.
42.
D. A document workspace is a site that allows colleagues to work together on a document.
43.
True. A meeting workspace makes everything meeting attendees need available in one place.
44.
False. You can link an event to a meeting workspace.
The Nature Conservancy
87
Using
SharePoint with
Office
Synchronizing Lists and Libraries with Outlook
............................................................................. 89
Synchronize lists with Outlook ................. 89
Copy events, tasks, and contacts between
Outlook and SharePoint lists ................... 89
Synchronize document libraries with
Outlook..................................................... 90
Creating a Meeting Workspace from Outlook. 91
Saving a File to a SharePoint Library .............. 93
Export Lists and Libraries to Excel ................. 94
88
© 2011 CustomGuide, Inc.
6
Microsoft Office SharePoint Server 2010
is equipped with tools that make it a
perfect complement to other programs in
the Office 2010 suite. For example, its
integration with Word makes it easy for
multiple people to share and edit a
document; synchronization with Outlook
makes it easy to share events and
contacts.
Using SharePoint with Office
Synchronizing Lists and
Libraries with Outlook
You don’t always have to log in to a SharePoint site to
check on the status of a list or library. Instead, connect the
list or library to Outlook.
 Exercise
• Exercise File: Calendar, New Hires Start event
• Exercise: Synchronize the SharePoint Calendar with
Outlook.
Copy the “New Hires Start” event from the SharePoint
calendar into the Outlook calendar.
Synchronize lists with Outlook
1. In SharePoint, open the list you want to synchronize
with Outlook.
Calendars, task lists, and contacts lists are probably
the most common types of lists to synchronize.
2. Click the List tab on the Ribbon and click the
Connect to Outlook button in the Connect & Export
group.
A Microsoft Outlook dialog box appears, asking to
verify that you want to connect the list to Outlook.
Trap: If you are synchronizing a calendar with
Outlook, click the Calendar tab on the Ribbon
and click the Connect to Outlook button in the
Connect & Export group.
Figure 6-1: The Microsoft Outlook dialog box.
Tip: Depending on your security settings,
additional dialog boxes may appear to allow
SharePoint access to Outlook.
3. Click Yes.
The connection takes a few moments to establish.
When the connection is made, the SharePoint list
appears in Outlook. Any changes made to the list are
synchronized.
Tip: Notice that the SharePoint list appears as a
new list in the Navigation Pane of Outlook. You
can switch back and forth between your default
Outlook and SharePoint lists by selecting the list
you want to view in the Outlook Navigation Pane.
Copy events, tasks, and contacts between
Outlook and SharePoint lists
You can copy items between connected SharePoint lists
and Outlook. Both SharePoint and Outlook are updated
accordingly.
1. In Outlook, open the list from which you want to
copy an item.
Figure 6-2: When synchronized, the list appears in
Outlook. In this example, the SharePoint calendar appears
to the right of the Outlook calendar.
The list can be either a list that’s been connected to a
SharePoint site or a list created in Outlook.
The Nature Conservancy
89
Using SharePoint with Office
2. Click and drag the item from the list to the name of
the list you want to copy the item to in the Navigation
Pane.
Tip: When copying events, you can view both
calendars at once so that events are copied to the
correct dates. Click Calendar in the Navigation
Pane. In the Navigation Pane, click the check box
next to the two calendars you want to view – the
SharePoint calendar and your calendar. When
both calendars are displayed, click and drag
events from one calendar to the other.
Synchronize document libraries with
Outlook
You can also access documents in a SharePoint document
library through Outlook. When a document library is
synchronized, its documents are available in Outlook.
Changes to documents in SharePoint are also updated in
Outlook, as long as Outlook is online.
1. In SharePoint, open the document library you want to
synchronize with Outlook.
2. Click the Library tab on the Ribbon and click the
Connect to Outlook button in the Connect & Export
group.
A Microsoft Outlook dialog box appears, asking to
verify that you want to connect the document library
to Outlook.
Tip: Depending on your security settings,
additional dialog boxes may appear to allow
SharePoint access to Outlook.
3. Click Yes.
The connection takes a few moments to establish.
When the connection is made, the document library
appears in Outlook.
4. Expand the SharePoint Lists folder and select the
document library.
The documents saved in the library appear. The
documents are synchronized with SharePoint with
Send/Receive.
90
© 2011 CustomGuide, Inc.
Figure 6-3: The Microsoft Outlook dialog box.
Using SharePoint with Office
Creating a Meeting Workspace
from Outlook
Creating a meeting workspace with a meeting request in
Outlook is a great way to plan a meeting. The meeting
request lets attendees add the meeting to their Outlook
calendars, while also providing a link to the SharePoint
meeting workspace site where all the documents and
information needed for the meeting are saved.
 Exercise
• Exercise File: None required.
• Exercise: Create a meeting workspace called
“Development Meeting”.
Meeting Workspace button
1. Open Outlook and click Calendar in the Navigation
Pane.
The Outlook Calendar appears.
2. Click the Home tab on the Ribbon and click the New
Meeting button in the New group.
The new meeting request window appears.
Other Ways to Create a New Meeting Request:
Press <Ctrl> + <Shift> + <Q>.
3. Enter meeting information in the meeting request
window.
The attendees should appear in the To text box, and
other meeting details such as subject, location, and
start and end time should be included in the meeting
request.
4. Click the Meeting Workspace button on the Quick
Access Toolbar.
The Meeting Workspace task pane appears. Now
enter information about the meeting workspace.
Meeting Workspace
task pane
Trap: You may need to add the Meeting
Workspace button to the Quick Access Toolbar or
to the Ribbon. Click the File tab on the Ribbon
and select Options. Click the Customize Ribbon
or Quick Access Toolbar tabs. Follow the steps
to add the button to either the Ribbon or the Quick
Access Toolbar.
Figure 6-4: New meeting request window. The Meeting
Workspace task pane appears when the Meeting
Workspace button is clicked.
The Nature Conservancy
91
Using SharePoint with Office
5. Enter meeting workspace settings into the Meeting
Workspace task pane.
You may have to work differently with the settings,
depending on how you are setting up the workspace:
• To set up a new workspace: If this is the first
time you are linking a meeting request to a
meeting workspace, you need to create a meeting
workspace. Click the Create button in the
Meeting Workspace task pane. Enter the location
where the workspace will be created in the Select
a location text box: click the list arrow and select
Other from the list. Enter the URL where you
want to add the workspace. Then select the
template language and type under the Select a
workspace section. Click OK.
• To use previous settings: The settings used
previously— location on the SharePoint site and
the template to be used— automatically appear in
the task pane. To use these settings, click the
Create button. To use different settings, click the
Change settings link and choose the options you
want to use to create the workspace. Click OK
when you are finished.
Figure 6-5: The Meeting Workspace link added to the
Outlook meeting request.
• Link to an existing workspace: You can also
link a meeting request to a meeting workspace
that already exists. Click the You can also link to
an existing workspace link. Click the Select the
workspace list arrow and select a meeting
workspace from the list. Click OK, and then click
Link to link the meeting request to the workspace.
After a few moments, the meeting workspace is
created.
Tip: Click the Go to workspace link in the
Meeting Workspace task pane to view the
workspace.
6. Click Link or Create.
The meeting request message is also updated with a
link and information about the meeting workspace.
7. Complete the meeting request and click Send.
The meeting request is sent to meeting attendees,
with information about the meeting workspace
attached to the meeting.
92
© 2011 CustomGuide, Inc.
Figure 6-6: The meeting workspace created in
SharePoint.
Using SharePoint with Office
Saving a File to a SharePoint
Library
If you are working in an Office program, such as Excel or
Word, it's easy to save files to a SharePoint library. In
fact, you can upload the file directly from the program in
which you are working.
 Exercise
• Exercise File: Management.docx
• Exercise: Create a document called "Management
Agenda".
Upload "Management Agenda" document to the Shared
Documents library.
1. Open the file you want to save to SharePoint.
You can save your document to SharePoint at any
point during your editing.
2. Click the File tab on the Ribbon and select Save &
Send.
Options for saving the file appear.
3. Under Save & Send, click Save to SharePoint.
Available SharePoint libraries are displayed.
Tip: If you do not see the library to which you
want to save the file, click Browse for a location.
4. Select the SharePoint library to which you want to
save the file and click Save As.
The Save As dialog box appears.
Tip: If this is the first time you are saving a file to
a SharePoint library, the Windows Security dialog
box appears. You need to enter your SharePoint
user name and password before you can save the
file to the SharePoint library.
Figure 6-7: Saving a document to a SharePoint library in
Word.
5. Enter the name of the file in the File name text box
and click Save.
The file is uploaded to SharePoint.
The Nature Conservancy
93
Using SharePoint with Office
Export Lists and Libraries to
Excel
SharePoint is great for storing and sharing information,
but it doesn’t allow you to analyze the information that it
holds. When you need to analyze information, recruit
Excel’s analytical power by exporting SharePoint’s lists
and libraries to Excel.
 Exercise
• Exercise File: Project Tasks list
• Exercise: Export the Project Tasks list to a new Excel
workbook in Table format.
1. Open the list or library you want to export to Excel.
Information about each item or file will be exported
to Excel.
2. Click the List or Library tab on the Ribbon and click
the Export to Excel button in the Connect & Export
group.
The File Download dialog box appears, asking if you
want to open or save the file.
Figure 6-8: Choose if you want to open or save the
exported data in the File Download dialog box.
3. Click Open to open the file immediately in Excel.
A dialog box appears, asking if you want to enable
the data connection that exports the list to Excel.
Tip: You may also click Save to save the file to
your computer.
4. Click Enable.
The Windows Security dialog box appears.
5. Enter your SharePoint user name and password and
click OK.
By default, the data is shown in table format in a new
workbook.
6. Click OK.
Figure 6-9: Choose how you want to view the data in
Excel from the Import Data dialog box.
The Windows Security dialog box appears.
7. Click the User name text box and enter your
SharePoint user name. Click the Password text box,
enter your password, and click OK.
The data is shown in Excel. You can now use Excel’s
features and controls to analyze the data from
SharePoint.
Figure 6-10: The list item data exported into a new Excel
workbook.
94
© 2011 CustomGuide, Inc.
Using SharePoint with Office
Review
Quiz Questions
45.
Changes to list items and documents that are made from Outlook are not updated in SharePoint lists and libraries.
(True or False?)
46.
Which of the following is true?
A. Create a new meeting workspace by entering the SharePoint URL where the workspace will be created, and
choosing language and template settings.
B. Link an existing meeting workspace to an Outlook meeting request.
C. Use the previous settings to create a new meeting workspace.
D. All of the above.
47.
You cannot save a file to a SharePoint library without visiting the SharePoint site. (True or False?)
48.
What kind of list information is exported to Excel?
A. Content from items in the list.
B. Data about each item in the list.
C. You can only export data to Access databases, not Excel.
D. Settings used for the list.
Quiz Answers
45.
False. Changes that are made to items and documents from lists and libraries in Outlook are updated in SharePoint.
The updates happen with the Send/Receive command in Outlook.
46.
D. All of these are ways to work with meeting workspaces in Outlook meeting requests.
47.
False. You can upload a file to a SharePoint site from the program window.
48.
B. When you export a list to Excel, you can analyze data from each item in the list.
The Nature Conservancy
95
Managing Sites
Working with Site Settings ............................... 97
Customizing Site Appearance and Navigation99
Customize a site theme ........................... 99
Customize site navigation ........................ 99
Adding a User to a Group ............................... 103
Working with Groups ...................................... 101
Create a new group ............................... 101
Change group settings........................... 101
Delete a group ....................................... 102
Working with Web Parts .................................. 105
Edit a page ............................................. 105
Add Web Parts to pages ........................ 106
96
© 2011 CustomGuide, Inc.
7
Sites settings can be customized and
changed once they are created. This
chapter covers some common site
settings, such as site appearance.
It also covers more advanced settings,
such as assigning permissions to site users
and using Web Parts.
Note: Only Site Owners (Full Control
permissions) can make the site changes
discussed in these lessons.
Managing Sites
Working with Site Settings
 Exercise
• Exercise File: None required.
Each site can be customized and changed after it is
created. Whether you need to change who can access the
site, how the site looks, or what colors appear on the site,
all of these options can be found under Site Settings. You
can even delete a site if necessary.
• Exercise: Understand how site settings can be used to
control a site in SharePoint.
1. Click the Site Actions menu and select Site Settings.
The Site Settings page appears.
2. Click the setting you wish to change.
A form appears in which you can change the setting
options.
3. Change the setting options as necessary.
Refer to the table below, Site Settings, for more
information about each setting.
4. Click OK.
The site changes to reflect the new site settings.
Figure 7-1: The Site Settings page.
Table 7-1: Site Settings
Users and Permissions
People and groups
This setting controls who can access the site. Add and remove users from the groups available in the site.
There are three default groups: Site Owners (full control permissions: users can approve content; add
and remove items, lists, and subsites; customize pages and sites and more); Site Members (contribute
permissions: users can view, add, update and delete list and library items); and Site Visitors (read
permissions: users can view items but they cannot make any changes to the site).
Site permissions
Control the permission levels granted to groups and create new groups.
Look and Feel
Title, description, and icon
Change the title for the Web site. The title appears in the site tab on the top link bar and in breadcrumb
navigation. Add a description to appear at the top of the site page. Change the default logo to one of your
choosing. Change the URL used to navigate to the site.
Quick Launch
Manage list and library links and headings that appear in the Quick Launch bar.
Top link bar
Manage links to site pages that appear in the top link bar.
Tree view
Control the left panel of the site: choose if you want to enable the Quick Launch and/or Tree view for
the site.
Site theme
Change the colors and fonts used to display the site content. Subsites and individually themed pages are
not affected by the site theme.
Galleries
Site columns
Manage or create the columns that are available in lists in the site.
Site content types
Control the content types for the site and subsites. Content types include types of items available in lists
and document content types.
Web parts
A place to store and retrieve Web Parts.
The Nature Conservancy
97
Managing Sites
Table 7-1: Site Settings
List templates
Add a template to this gallery to use it when creating a list.
Master pages
Upload and store master pages here. Master pages are used as templates for sites and pages.
Themes
Manage or create site themes.
Solutions
Control and manage user-generated content, such as user-generated site templates.
Site Actions
Manage site features
Control which features are available on a site.
Save site as template
Use the design of the current team site home page to create a template. This template can then be used to
create new Web sites.
Site Web Analytics reports
View who is accessing the site and how the site is being used. (The site administrator must enable
services to make this feature available.)
Reset to site definition
This feature wipes the slate clean for a page or an entire site. Any changes you have made to the page
(added text, modified Web Parts, etc.) are removed, so the page or site appears as it did when it was first
created. This action cannot be undone, and there are no backup copies.
Delete this site
Use this setting to delete the site and its subsites. This action cannot be undone, and the site is not saved
in the Recycle Bin.
Site Administration
Regional settings
Specify site settings so they are consistent with your region, such as location, time zone, and time
format.
Language settings
Specify the default language as well as any alternate languages the site should support.
Site libraries and lists
Customize the design of lists, libraries, discussion boards, and surveys on the site.
User alerts
Manage the alerts for users on the site. Users can manage their own sites, but site owners can also
manage the alerts for all users in the site with this setting.
RSS
Enable or disable RSS feeds for the site.
Search and offline
availability
Choose whether the site should appear in search results. (Users without permission to view the site
won’t be able to view the site either way.) Also specify if offline users should be able to download items
from the site.
Sites and workspaces
Displays the subsites and workspaces the current user can access for the site. New sites can also be
created from this setting.
Workflow Settings
Create and manage any workflows for the site. Also edit workflow settings for the site.
98
© 2011 CustomGuide, Inc.
Managing Sites
Customizing Site Appearance
and Navigation
 Exercise
• Exercise File: A SharePoint site.
• Exercise: Change the site theme to Classic.
As a site owner, you can control the way a site looks (its
colors and themes) and how it feels (how people navigate
in the site).
Tips

You need the correct permissions to change these
items in a site. You need to need to be either a
member of the Site Owner group (with Full Control
permission level) or part of a group with the Design
permission level.
Customize site theme
Make your site stand out from others by applying a
different site theme. A site theme determines the colors
and fonts used throughout the site. You can do this to
match the mood or attitude of your team to your team’s
site, or to match your company’s or site’s logo.
1. Click the Site Actions menu and select Site Settings
from the list.
The Site Settings page appears.
A preview of how the selected theme will appear
on the site
2. Click the Site theme link under the Look and Feel
column.
A preview of the current site theme is displayed next
to a list of other themes that can be used.
3. Select a site theme from the list.
A preview of the colors and fonts that will be used on
the site appears.
4. Click Apply to apply the theme to the site.
The theme is applied to the site. Its subsites are not
changed.
Customize site navigation
You can control the site navigation by customizing the top
link bar and the Quick Launch bar.
Click Apply to apply the selected theme
Figure 7-2: Changing the site theme.
1. Click the Site Actions menu and select Site Settings
from the list.
The Site Settings page appears.
2. Click the Top link bar or Quick launch link under
the Look and Feel column.
The Quick Launch or Top Link Bar page appears,
depending on what you selected.
The Nature Conservancy
99
Managing Sites
3. Select the option(s) you want to use to control
navigation and click OK.
The table below, Navigation Settings, explains the
options available on both of these settings pages.
Figure 7-3: Changing navigation settings for the Quick
Launch.
Table 7-2: Navigation Settings
Quick launch
New Navigation
Link
Click this setting to add a link to a page on the Quick Launch. Enter the Web address of the page and the text
that will appear for the link name. Also choose the heading you want the link to appear under.
New Heading
Add a new heading in the Quick Launch. Include the Web address and text you want to appear in the heading.
Change Order
Change the order of headings and links underneath each heading in the Quick Launch.
Top link bar
New Navigation
Link
Click this setting to add a tab with a link to a page or site on the top link bar. Enter the Web address of the page
and the text that will appear in the tab for the link.
Change Order
Use this setting to change the order in which links on the top link bar appear.
100
© 2011 CustomGuide, Inc.
Managing Sites
Working with Groups
 Exercise
• Exercise File: None required.
In most cases, the three default groups that are created
with a site—Owners, Members, and Visitors—are all that
are needed for managing the users that have access to the
site. But you can also create new groups and change the
settings for existing groups. This lesson discusses some of
the most common ways to work with site groups.
• Exercise: Create a new site group called “Manager” with
the Design permission level.
Create a new group
Site owners can add new groups for managing users on a
site.
1. Click the Site Actions menu and select Site Settings.
The Site Settings page appears.
2. Click People and groups under the Users and
Permissions column.
The default security group appears.
3. Click Groups in the Quick Launch bar.
A list of all site groups appears.
4. Click the New button list arrow on the taskbar and
select New Group.
Figure 7-4: The Create Group page.
The Create Group page appears.
5. Enter the group settings.
See the table to the right, Group Settings, for more
information about the settings available on this page.
6. Click Create.
The group is created with the selected settings.
Table 7-3: Group Settings
Name and
About Me
Description
This information identifies the group.
Owner
Designate the group or user that can change
the group, such as by adding users or
deleting the group. The owner can either be
an entire group or a single user.
Group
Settings
Choose who can view members of the group
(Group Members or Everyone) and who has
permission to add or remove members from
the group (Group Owners or Group
Members).
Membership
Requests
Choose whether you want to allow users to
request to join or leave the group. If requests
are accepted, choose how to handle requests.
Change group settings
You can change the settings for an existing group.
1. Click the Site Actions button and select Site
Settings.
The Site Settings page appears.
2. Click People and groups under the Users and
Permissions column.
The site groups are listed in the Quick Launch bar.
The Nature Conservancy
101
Managing Sites
3. Click the name of the group you want to change in
the Quick Launch bar.
The users that have been added to the group are
listed.
Tip: Click the More link under Groups in the
Quick Launch bar to view a list of all groups.
4. Click the Settings button list arrow on the taskbar
and select Group Settings from the list.
The Change Group Settings page appears.
Trap: You can only change settings of groups that
list you as the owner.
5. Change the group settings as necessary.
See the table on the previous page, Group Settings,
for more information about the group settings
available.
6. Click OK.
The changes are applied to the group.
Figure 7-5: The Change Group Settings page.
Delete a group
1. Click the Site Actions button and select Site
Settings.
The Site Settings page appears.
2. Click People and groups under the Users and
Permissions column.
The default security group appears.
3. Click Groups on the Quick Launch bar.
A list of all site groups appears.
4. Click the Edit button next to the group which you
want to delete.
The Change Group Settings page appears.
5. Click the Delete button.
A dialog box appears, confirming that you want to
delete the group.
6. Click OK.
The group is deleted.
102
© 2011 CustomGuide, Inc.
Managing Sites
Adding a User to a Group
 Exercise
• Exercise File: None required.
To give a user access to a site, add them to one of the
site’s groups. The user will then have access to the site in
accordance with the group’s permission level. For
example, if a user is added to the Site Visitor group, they
can read items and pages in the site; however they can’t
change or add anything.
• Exercise: Add a user to the Site Visitor group.
Tips

Only the group owner can add users to a group.
1. Click the Site Actions menu and select Site Settings
from the list.
The Site Settings page appears.
2. Click the People and groups link under the Users
and Permissions column.
The People and Groups screen appears. Members of
the selected group are listed.
The other groups that are available in the site are
listed under Groups in the Quick Launch.
3. Select the group to which you would like to add the
user in the Quick Launch bar.
The group appears, and all the group members are
displayed.
Tip: If the group does not appear, click the More
link under Groups in the Quick Launch for a
complete list of site groups.
Figure 7-6: The Select People and Groups dialog box.
4. Click the New button list arrow on the taskbar and
select Add Users from the list.
The Grant Permissions dialog box appears. Enter the
user(s) you want to add to the group in the
Users/Groups box.
Check Names
button
Trap: If the New button does not appear, then you
cannot add a new member to the group. Contact
the group owner to add a member to the group.
Browse
button
5. Click the Browse button below the Users/Groups
box.
The Select People and Groups dialog box appears.
Other Ways to Add a User:
In the Users/Groups box, enter the user name,
distribution group name, or e-mail address of the
user(s) you want to add. Separate entries with a
semicolon. Use the Check Names button to make
sure the entries are correct in SharePoint.
Figure 7-7: The Grant Permissions dialog box.
The Nature Conservancy
103
Managing Sites
6. Enter the user’s name in the Find text box and press
<Enter>.
Users that match the name appear in the dialog box.
7. Select the user to add to the list and click Add.
You can add as many users as necessary.
8. Click OK when you are finished adding users.
The user(s) appear in the Users/Groups box of the
Grant Permissions dialog box.
9. Verify the Send E-Mail settings to the user(s).
SharePoint will send a welcome e-mail to the users,
including links to the site and other information.
Uncheck this option if you do not want the users to
receive the e-mail.
10. Click OK.
The users are added to the group.
Tips

Adding users to groups is recommended because the
groups can give users in the group access to other
sites.

To remove a user from a group, view the group and
click the check box next to the user’s name. Click the
Actions button list arrow on the taskbar and select
Remove Users from a Group from the list.
104
© 2011 CustomGuide, Inc.
Figure 7-8: The users included in the Call Center Agents
group.
Managing Sites
Working with Web Parts
 Exercise
• Exercise File: nst_logo.jpg
Web Parts are an easy way to customize and work with
pages in SharePoint. Web Parts are like built-in pieces of
SharePoint pages that you can piece together to make a
SharePoint page. You can create pages from Web Parts
and change how Web Parts work in an existing page.
• Exercise: Add the Calendar Web Part to the Home page.
Edit a page
Site owners can change how pages look by modifying and
editing the Web Parts that make up the page.
1. Open the page you want to change.
2. Click the Site Actions menu and select Edit Page
from the list.
The page appears in Edit mode. Any Web Parts that
are used in the page are visible here.
Other Ways to Edit a Page:
Click the Page tab on the Ribbon and click the
Edit button in the Edit group.
3. Click the check box next to the Web Part you want to
edit.
The Web Part is selected.
4. Click the Options tab on the Ribbon under Web Part
Tools and click the Web Part Properties button in
the Properties group.
A task pane appears along the right side of the page
with options for modifying the Web Part. The options
that are available in the task pane change depending
on the Web Part being edited.
Figure 7-9: Modifying a calendar Web Part.
5. Change the Web Part settings as necessary and click
OK.
The task pane closes, and the changes are previewed
in Edit mode.
6. When you are finished editing the page, click the
Page tab on the Ribbon and click the Save & Close
button in the Edit group.
The page is displayed with the changes made to the
Web Part.
The Nature Conservancy
105
Managing Sites
Add Web Parts to pages
You can add information to a page by adding more Web
Parts. This is most effective in pages that already use Web
Parts.
1. Open the page to which you want to add a Web Part.
2. Click the Site Actions menu and select Edit Page
from the list.
The page appears in Edit mode.
Other Ways to Edit a Page:
Click the Page tab on the Ribbon and click the
Edit button in the Edit group.
3. Click the Insert tab on the Ribbon and click the Web
Part button in the Web Parts group.
A list of Web Parts appears below the Ribbon. There
are several categories of Web Part from which to
choose.
4. Select the type of Web Part you want to add under the
Categories column.
Now you can select the specific Web Part you want to
add.
5. Select the Web Part you want to add to the page
under the Web Parts column and click Add.
A preview of the Web Part is added to the page. You
can now edit the Web Part to change how it appears,
if necessary.
6. When you are finished editing the page, click the
Page button on the Ribbon and click the Save &
Close button in the Edit group.
The Web Part(s) are added to the page.
Select the specific Web Part you want to add
Select the
category of
Web Part
you want to
view
Figure 7-10: There are several types of Web Parts from
which to choose.
106
© 2011 CustomGuide, Inc.
Click Add to add the Web Part
Managing Sites Review
Quiz Questions
49.
Which of these settings are not available on the Site Settings page?
A. Home page logo
B. Title, description, and icon
C. People and groups
D. Delete this site
50.
The site theme changes the colors used in the site. (True or False?)
51.
What are the three default site groups?
A. Managers, Users, Visitors
B. Owners, Managers, Guests
C. Owners, Members, Visitors
D. Administrators, Members, and Guests
52.
Who can access a SharePoint site?
A. Anyone that is part of the organization’s e-mail system.
B. Users that go to the site and register for an account.
C. The organization’s managers and stakeholders.
D. Users that have been added to the site’s groups.
53.
You can change the appearance of a page by modifying its Web Parts. (True or False?)
Quiz Answers
49.
A. Home page logo is not a site setting.
50.
True. The site theme changes the colors that are used in the site.
51.
C. Owners, Members, and Visitors are the three default site groups.
52.
D. Users who have been added to a site’s groups have permission to view the site.
53.
True. You can change the appearance of a page by modifying its Web Parts.
The Nature Conservancy
107
Was this manual useful for you? yes no
Thank you for your participation!

* Your assessment is very important for improving the work of artificial intelligence, which forms the content of this project

Download PDF

advertisement