Ellucian Portal SharePoint Basics

Ellucian Portal SharePoint Basics
Ellucian Portal:
SharePoint Basics
Participant Guide
Microsoft SharePoint 2013
January 2014
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Revision History
Publication Date
Summary
2/14/2011
Original version
11/28/2013
Converted to Ellucian Template
01/13/2014
Updated revisions for SP2013
Contents
About this Guide ...................................................................................... 7
Important Notices .......................................................................................................... 8
Course Introduction ................................................................................. 9
Course Objectives ........................................................................................................ 9
Intended Audience for the Course ................................................................................ 9
How to Maximize Your Learning ................................................................................. 10
Module 1: Ellucian Portal Overview ...................................................... 11
Module Objectives ...................................................................................................... 11
Ellucian Portal Architecture .................................................................................... 12
Colleague ERP ........................................................................................................... 12
PowerCampus ERP .................................................................................................... 13
Ellucian Portal Components ....................................................................................... 14
Activity: Ellucian Portal Opportunities ......................................................................... 16
Activity: Access Ellucian Portal Documentation ......................................................... 18
Module 2: SharePoint Overview ............................................................ 19
Module Objectives ...................................................................................................... 19
SharePoint Features ................................................................................................. 20
Key Terminology ......................................................................................................... 20
Key Features .............................................................................................................. 21
Activity: Identify SharePoint Entities ........................................................................... 26
Module 3: Sites and Pages .................................................................... 27
Module Objectives ...................................................................................................... 27
SharePoint Sites Overview ...................................................................................... 28
Questions to Consider Before Getting Started ........................................................... 28
Site Types ................................................................................................................... 28
Ellucian Portal | SharePoint Basics
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Site Templates ............................................................................................................ 29
Procedure: Creating a Site ......................................................................................... 30
Adding Content to a Site ............................................................................................. 30
Site Settings ................................................................................................................ 31
Site Look ..................................................................................................................... 32
Procedure: Changing Site Looks ................................................................................ 33
SharePoint Pages Overview .................................................................................... 34
Procedure: Creating Pages ........................................................................................ 34
Procedure: Editing Pages ........................................................................................... 35
Web Parts ................................................................................................................... 36
Web Part Categories .................................................................................................. 37
Procedure: Adding a Web Part to a Page .................................................................. 38
Procedure: Moving a Web Part on a Page ................................................................. 39
Procedure: Minimizing or Restoring a Web Part on a Page ....................................... 40
Procedure: Deleting a Web Part from a Page ............................................................ 41
Managing SharePoint Permissions ............................................................................ 42
Activity: Site Types ..................................................................................................... 45
Activity: Match Permissions ........................................................................................ 46
Activity: Create a Site ................................................................................................. 47
Activity: Add Web Parts .............................................................................................. 48
Module 4: Libraries and Lists ................................................................ 49
Module Objectives ...................................................................................................... 49
SharePoint Libraries Overview ............................................................................... 50
Libraries ...................................................................................................................... 50
Procedure: Creating a Document Library ................................................................... 51
Procedure: Creating a Different Kind of Library ......................................................... 52
Procedure: Adding a File to a Library ......................................................................... 53
Procedure: Editing or Deleting a File in a Library ....................................................... 54
Procedure: Adding a Column to a Library .................................................................. 55
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SharePoint Lists Overview ...................................................................................... 56
Lists............................................................................................................................. 56
Procedure: Creating a List .......................................................................................... 57
Procedure: Adding Items to a List .............................................................................. 58
Procedure: Editing and Deleting Items in a List ......................................................... 59
Activity: Libraries and Lists Review ............................................................................ 61
Activity: Create a Library............................................................................................. 62
Activity: Create a List .................................................................................................. 63
Module 5: Views and Version Control .................................................. 64
Module Objectives ...................................................................................................... 64
SharePoint Views Overview .................................................................................... 65
Views .......................................................................................................................... 65
Procedure: Changing the View of a List or Library ..................................................... 66
Procedure: Changing the Current View by Sorting .................................................... 66
Procedure: Changing the Current View by Filtering ................................................... 67
Options for Creating New Views ................................................................................. 67
Procedure: Creating New Views ................................................................................. 68
SharePoint Versioning Overview ............................................................................ 70
Version Control ........................................................................................................... 70
Version History ........................................................................................................... 71
Procedure: Changing Versioning Settings.................................................................. 72
Co-Authoring Documents ........................................................................................... 72
Check Out/Check In.................................................................................................... 73
Procedure: Checking Out Files ................................................................................... 73
Procedure: Checking In Files ..................................................................................... 74
Procedure: Restoring a Previous Version .................................................................. 75
Follow Feature ............................................................................................................ 76
Procedure: Setting up the Follow Feature .................................................................. 76
Reviewing Version History .......................................................................................... 76
Activity: Views and Version Control Review ............................................................... 78
Activity: Change Views and Version Control Settings ................................................ 80
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Module 6: Additional Features .............................................................. 81
Module Objectives ...................................................................................................... 81
Additional SharePoint Features .............................................................................. 82
Discussion Boards ...................................................................................................... 82
Procedure: Creating a New Discussion ...................................................................... 82
Surveys ....................................................................................................................... 83
Procedure: Creating a Survey .................................................................................... 83
RSS Feeds ................................................................................................................. 85
Procedure: Creating RSS Feeds ................................................................................ 85
Activity: Additional Features Review .......................................................................... 87
Activity: Add Additional Features to Sites ................................................................... 88
Module 7: Resources ............................................................................. 89
Module Objectives ...................................................................................................... 89
Finding Help .............................................................................................................. 90
Online Help ................................................................................................................. 90
Locating Supporting Resources ................................................................................. 90
Activity: Online Help Review ....................................................................................... 91
Course Summary ................................................................................... 92
Activity: Key Points to Remember .............................................................................. 93
Activity: Discussion ..................................................................................................... 94
Next Steps ................................................................................................................. 95
Appendix A: Answer Key ......................................................................................... 96
Appendix B: Homework ......................................................................................... 103
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About this Guide
Purpose
The purpose of this document is to provide supplemental information and activities to assist you with
your familiarity of SharePoint and the Ellucian Portal.
Use
This document should be used as a participant guide and repository for your own thoughts and ideas
regarding the implementation and use of the Ellucian Portal at your institution.
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Important Notices
Particularly important information is emphasized in the following types of notices.
Activity: Indicates class participation or interaction.
Alert: Indicates cautionary information.
Assessment: Indicates that there is a required assessment to complete.
Best Practices: Indicates best practices or recommended ideas for applying
content.
Reference: Indicates additional reference material is available that is not part of
the course materials.
Technical Tip: Indicates a technical tip or trick.
Note: Indicates helpful information to perform task.
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Course Introduction
Course Objectives
Welcome and thank you for registering for the Ellucian Portal: SharePoint Basics course. At the
conclusion of this course, you will have the skills and knowledge to:
Describe the components of the Ellucian Portal, Microsoft SharePoint environments,
Colleague by Ellucian (hereafter Colleague), LDAP and their interactions.
Define key SharePoint functionality and terminology.
Create and edit sites,pages, and web parts.
Create SharePoint libraries and lists.
Manage views and versions.
Describe additional features.
Locate SharePoint support resources.
Intended Audience for the Course
This Course is intended for the various members of the Portal Implementation Team involved with the
configuration and management of the Portal site. The technical and non-technical staff that make up
the Portal Implementation Team include:
SharePoint administrator
A team leader
A technical leader
Governance team (i.e., Registrar, HR representative, Marketing team representative,
Student Services representative, Finance representative)
IT representative responsible for Help Desk support
IT representative responsible for development (optional)
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How to Maximize Your Learning
We expect you to participate actively throughout the class by asking questions, providing examples, and
participating in class discussions. Please do each of the following to make the most of your learning
experience:
Complete the assignments.
Participate in instructor-led session.
Share your questions, ideas, challenges, and solutions.
To gain the most from the participant guide, consider printing it in color.
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Module 1: Ellucian Portal Overview
The success of any institution often depends on how easy it is for its executives, faculty, staff, and
students to access information and resources. But today’s colleges and universities often have numerous web-based systems that are managed independentlyacross the institution, making it difficult
to locate, access, and exchange important data.
®
The Ellucian Portal consolidates all independent web systems into one fully integrated communication
and collaboration solution–so everyone can easily find the information they need, without having to
navigate multiple networks and systems.
This module will provide you with an overview of the Ellucian Portal to provide context for understanding
the powerful foundation SharePoint offers this product.
Module Objectives
At the completion of this module, you will be able to:
Explain the interaction among the components of the Ellucian Portal, Microsoft
SharePoint environments, Colleague, and LDAP.
List the opportunities the Ellucian Portal offers at your institution.
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Ellucian Portal Architecture
The Ellucian Portal environment is a complex set of interactions among several software components,
including:
Microsoft SharePoint portal, which includes a database layer and web front-end layer.
Ellucian Colleague or Ellucian Power Campus, which provide the back-end data used by
Microsoft SharePoint.
Lightweight Directory Access Protocol (or LDAP) which provides authentication and
access information to Microsoft SharePoint.
Colleague ERP
For most institutions, Colleague is the main repository of data for components of the Ellucian Portal, as
shown in the image below.
Ellucian Portal Components (Colleague)
Microsoft SharePoint
Site definition
Security groups
Audience
Create sites, groups and audiences
Colleague
By Ellucian
Portal users
Constituency groups
IMPORT
Authenticate users against LDAP
Portal user profile
data
Authentication for portal users
Access for constituency groups
LDAP
The components of the Ellucian Portal for Colleague and their interactions
Colleague populates the directory service (via LDAP) with user information and portal
constituency group information, which controls the access portal users will have.
Colleague also populates Microsoft SharePoint with information to build and manage site, audience, and
user profile information.
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PowerCampus ERP
For some institutions, PowerCampus is the ERP for the Ellucian Portal, as shown in the image below.
Ellucian Portal Components (PowerCampus)
Microsoft SharePoint
Profile
Updater
Create Profile Properties
Retrieve data from PowerCampus
Create Audiences using profile
Create (constituency) sites
Assign security groups to sites
IMPORT
Properties
PowerCampus
By Ellucian
Authenticate users against LDAP
Portal user profile
data
People
ADWatcher
Authentication for portal users
Access for constituency groups
LDAP
The components of the Ellucian Portal for PowerCampus and their interactions
PowerCampus does not integrate directly with the Ellucian Portal. Instead, user accounts are
administered using ADWatcher. ADWatcher creates user accounts for new people found in
PowerCampus and may be configured to assign users to respective security groups which controls the
access portal users will have.
Sites and Audiences are createded manually within the Ellucian Portal. Profile Updater is used to
maintain and synchronize SharePoint User Profiles.
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Ellucian Portal Components
The Ellucian Portal is built on Microsoft SharePoint so it looks like a typical website and ‘drives’ much like other Microsoft products. Ellucian delivers several components that append to Microsoft SharePoint
functionality as well as some new features in Colleague that provide additional integration and
configurations for the Ellucian Portal. The most noticeable of these components is through Web Parts,
‘containers’ used to display information. In the image below, each content area on the visible page below the banner is a web part.
Sample Portal Site
Web Parts will be discussed in greater detail in later modules, but it is important to know that Microsoft
SharePoint comes pre-loaded with a standard list of Web Parts and Ellucian provides additional Web
Parts designed specifically to display content deisgned for a higher education community, such as
information pulled from Colleague or PowerCampus.
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Additional Notes
Record any notes from the module that you feel are critical in the space below.
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Activity: Ellucian Portal Opportunities
Identify ways the Ellucian Portal can do for your institution.
Instructions
Answer the following questions.
1. Think about the potential of the Ellucian Portal and the needs of your institution. What
do you want the Portal to do for your institution?
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2. Think about your institution’s current websites, course catalog, and general Internet presence. What are some of the things that you want to see carry over into your
Ellucian Portal?
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Activity: Access Ellucian Portal Documentation
Locate online resources to familiarize yourself with Ellucian Portal documentation.
Instructions
Complete the tasks below to access Ellucian Portal SharePoint documentaiton.
Task
Description
1
Log into the Ellucian Support Center
(https://ellucian.force.com/clients/sfc/#workspaces).
2
Access the Documentation Libraries page.
3
Locate the Managing the Ellucian Portal (with Colleague or PowerCampus)
documentation.
4
Within the document, review the section, Setting Up Individual Web Parts.
What did you find to be helpful or interesting? List your findings below.
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Module 2: SharePoint Overview
Microsoft SharePoint is the name attributed to several related Microsoft products. For the purposes of
this course, it is the platform system designed to facilitate communication and collaboration around file
sharing and web publishing. This module will provide an overview of SharePoint’s main features and functionality.
Module Objectives
When you complete this module, you will be able to:
Describe key SharePoint functionality.
Identify and define key SharePoint terminology.
Identify specific instances where SharePoint can benefit a campus community.
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SharePoint Features
Key Terminology
To better understand Microsoft SharePoint, it is important to first understand the terminology used to
describe the different entities used within SharePoint. Take a moment to review the SharePoint
terminology captured in the following table.
Term
Portal
Site
Page
Library App
List App
Metadata
My Site
Views
Web Part
Definition
An access point to information
under a unified theme.
A “container” for sub-sites,
pages, lists, and libraries.
A place where content and Web
Parts are displayed.
A “container” for holding documents and pictures.
A “container” for SharePoint to store data.
Data about data.
A personal virtual workspace to
store and share documents and
information; an online
replacement for the My
Documents folder.
Different ways to show the
information in a list or library.
A tool used for displaying content
on a page.
Ellucian Portal | SharePoint Overview
Example
MSN.com
WebMD.com
Library Info. Site
ACCT101 Class Site
About Us page
Student Directory page
Shared Documents
Picture Library
Announcements
Tasks
Document owner
Announcement date
Your My Site Home
page
HR documents
Open tasks
Picture library slideshow
RSS Viewer
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Key Features
SharePoint offers many ways for users to communicate, collaborate, and manage content. You can
store and share files online, manage lists and links, regulate access to information through permissions,
coordinate file updates using workflow, track changes to documents, share pictures, create meeting
spaces, manage discussion boards, post events to a shared calendar, and much more.
Some of the noticeable features in SharePoint 2013 include:
A Metro Interface that has the look of Windows 8, using tiles.
Ability to edit and hide the Quick Launch navigation.
Dynamic Apps such as lists and libraries.
A SharePoint Store where you can buy and add Apps to a site.
Drag and drop functionality that allows you to load documents to a library.
A Robust Task List.
Easy to use Search capabilities.
Popularity Trend reports generated directly in Excel.
A Newsfeed web part on a team site that allows a conversation with other team
members directly on the site.
Utilizes SkyDrive, so that My Site documents are stored in a single library.
Follow others in SharePoint and view updates in your newsfeed.
Several social features such as ”like” functionality, @mention, hash tags(#), a
Community site template with reputation points and badges, and a My Tasks web part
that aggregates and displays all of a user’s tasks across all sites. One Note integration when implementing Office Web Apps.
Co-authoring capabilities that allow multiple users to check out and edit
documents at the same time.
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Navigation
There are several ways to execute many of the same actions throughout SharePoint depending on your
personal navigational preference. However, Microsoft does provide various areas for collecting your
navigational options and contextualizes them so you will have the options you need to manipulate your
site when you need them.
Settings
The Setting icon [Gear] is used to access editing features for your site.
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Focus on Content
You can hide the Quick Launch (left side) navigation by simply clicking [Focus on Content]
Apps Available on the SharePoint Store
When adding an App to your site, you can purchase them from the SharePoint store. Here you can
rd
find Apps built by Microsoft and 3 party developers. When viewing Apps, you can see screen shots
and details about the App, as well as reviews of the App. Permission to add an App via the
SharePoint store may be controlled by your administrator.
[Settings][Add an App] (On far left navigation)
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Search
When you click in the search box, you can type your search keyword that will search the default scope.
Breadcrumbs
Use the breadcrumbs to navigate and identify the site you are currently viewing. The breadcrumbs are
located beneath your sites navigation bar.
Home Links
To navigate back to your primary constituency you might use:
Your breadcrumbs
Your top level navigation
Your Schools logo in the header
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Additional Notes
Record any notes from the module that you feel are critical in the space below.
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Activity: Identify SharePoint Entities
Identify the visual representation of the key terminology presented in this module.
Instructions
Identify the number of occurrences for each entity in a site within the Portal.
Faculty
Indicate the name of the site used here: _________________________________________
Letter
A
B
C
D
E
F
Entity
Page
Library
List
Web Part
Breadcrumb Trail
Quick Launch
Ellucian Portal | SharePoint Overview
How Many Instances Do You See?
3
3 - Documents, Images, Pages
6
16
1
8
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Module 3: Sites and Pages
Sites are “containers” for sub-sites, pages, lists, and libraries. While their purpose will vary, they are
instrumental to your ability to share and track information. The way you organize this data is equally
important, so SharePoint gives you the option of grouping data onto sub-sites or pages and into libraries
or lists.
Module Objectives
At the completion of this module, you will be able to:
Describe the various types of SharePoint sites.
Describe SharePoint permissions.
Create a site.
Create and edit pages.
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SharePoint Sites Overview
Each site is made up of a series of pages where information is displayed. Pages are where content and
Web Parts are displayed.
Questions to Consider Before Getting Started
Ask yourself these crucial questions before setting up your site:
What kind of site will this be?
Who is its audience?
What kind of information does your audience care about?
Who should have access to change the data on the site?
Who should be allowed to have or create a site or pages on the site?
What happens to unused sites?
How will people be trained to use and manage their sites?
Site Types
There are two main types of sites:
Informational sites display information for visitors to passively view.
Collaborative sites facilitate interaction among visitors.
Every site can also have a sub-site. A sub-site is a complete site within, or hierarchically below, another
site. The benefit of having a sub-site is that it can wholly capture a separate but related topic within the
structure of the main site, without creating clutter.
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Site Templates
The following table describes the various Microsoft SharePoint and Ellucian templates available for
creating Informational and Collaborative sites.
Site’s Primary Function
Informational
Collaborative
SharePoint
Templates
Publishing Site
Team Site
Ellucian
Templates
Ellucian Publishing
Site
Constituency Site
(Student, Faculty,
Staff, Executive,
Administration, and
generic).
Department Team
Site
Committee Team
Site
Class Site
Social Team Site
Generic
Ellucian Portal | SharePoint Basics
Examples
Library
website
School
Newspaper
Site
Faculty Home
Page
Staff Home
Page
Payroll
Human
Resources
Faulty Senate
Portal
Implementatio
n Team
Account 101 –
001
Health 244 –
003
Chess Club
A Cappella
Choir
Generic
collaborative
site
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Procedure: Creating a Site
Introduction
Create a SharePoint site using a site template.
Procedure
Follow the steps below to create a SharePoint site.
Task
1
Description
Click Settings located near your name in the upper right hand corner.
2
From the setting menu, select site contents and on the resulting content
page, click new subsite.
If you do not see the site contents menu or if the option to create
a new site does not appear, you may not have permission to
create a site.
3
Type a Title, Description, and URL name for the site.
Use only letters and numbers, lower case and no spaces for the
URL.
4
Select a site template from those provided under Ellucian.
5
Choose any other options you want.
6
Click Create.
Adding Content to a Site
There are many ways you can add content to a site. The more traditional method is to upload files to a
library where it can be linked from other locations throughout your site, typing content into a list or typing
content directly onto the site.
You must have the proper permissions to contribute this way. Only people who have the correct
permissions can view or access the information you add. If the content you add requires approval, it
may be uploaded or posted, but not actually visible until it is approved, depending on how your site’s workflow is set up. This topic will be addressed further when we address Pages.
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Site Settings
Your site’s settings can be manipulated by choosing a site, clicking on Settings (Gear icon) and then the
Site settings menu option. The image below displays some of the features a typical user can
manipulate from the Site Settings page.
A few items of particular interest include:
Users and Permissions
o People and groups – This is where you add users to your site.
Look and Feel
o Title, description, and logo – This is where you change the title and/or
description of your site.
o Change the look – This is where you select, preview, and apply a pre-installed
look.
o Navigation – This is where you change the order and appearance of items on
the site’s Quick Launch navigation bar.
Site Actions
o Delete this site – This is where you delete your site.
There is a lot more to you can do from the Site Settings menu, especially if you are the site’s administrator, so take some time to investigate your options.
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Site Look
SharePoint allows you to change the look of a site whenever you like. You can select from a variety of
pre-installed looks as depicted in the image below or you can import a complete design package. Preinstalled looks include one by Ellucian as well as several by SharePoint (Grey, Orange, Breeze, Nature,
etc.).
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Procedure: Changing Site Looks
Introduction
Change a SharePoint site with a pre-installed SharePoint or Ellucian look.
Procedure
Follow the steps below to change the site look on a SharePoint site.
Task
1
2
Description
Click Settings located near your name in the upper right hand corner.
From the setting menu, select site settings.
If you do not see the site settings menu or the appropriate links
under Look and Feel, you may not have permission to modify the
look of a site.
Click on Change the Look under Look and Feel.
3
4
Select a look from the list of pre-installed choices. Note the colors that will
be applied for the six accent colors.
5
Click Try it out to temporarily preview your selected theme choice.
6
If you like what you see, click Yes, keep it. Otherwise, click No, not quite
there.
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SharePoint Pages Overview
Each site is made up of a series of pages where information is displayed. Pages are where content and
Web Parts are displayed.
Procedure: Creating Pages
Introduction
Create pages for a SharePoint site using the Add a Page option.
The steps for creating a page may vary depending on the type of site you are on,
whether publishing features are enabled, and whether approval is required to publish
pages.
Procedure
Follow the steps below to create a new page on a SharePoint site.
Task
1
Description
Click Settings located near your name in the upper right hand corner.
2
Click Add a Page.
If you do not see the Add a Page menu button or if the option to
create a new page does not appear, you may not have permission
to create a page.
3
4
5
6
Type a name for the page.
Click Create.
Do one or more of the following on the new page you created:
To add text, type or copy text into the text box.
To format your text, click the Format Text tab on the ribbon.
To insert a Web Part or an existing list, click the Insert tab, click the
appropriate button, select the Web Part or list you want, and click
Add.
To modify the layout of the page, click on the Page tab, click on the
Page Layout button and select the layout you want.
Click Save on the ribbon when you are finished editing the page.
The page is currently checked out to you and only you can see your
changes until it is checked in and then published.
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Procedure: Editing Pages
Introduction
After you have created a page, you can edit many elements on the page within SharePoint.
Procedure
Follow the steps below to edit a page on a SharePoint site.
Task
1
Description
Click Settings located near your name in the upper right hand corner.
2
Click Edit Page.
If you do not see the Edit Page menu button or if the option to
create a new page does not appear, you may not have permission
to create a page.
4
5
Do one or more of the following on the new page you created:
To add text, type or copy text into the text box.
To format your text, click the Format Text tab on the ribbon and select
a button.
To insert a Web Part, click the Add a Web Part link in the appropriate
zone, select the Web Part or list you want, and then click Add.
To modify the layout of the page, click on the Page tab, click on the
Page Layout button and select the layout you want.
Click Save on the ribbon when you are finished editing the page.
The page is currently checked out to you and only you can see
your changes until it is checked in and then published.
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Web Parts
Microsoft SharePoint comes with a number of Web Parts built to help you display information more
easily throughout your site. The Web Parts you have depend on your version of Microsoft SharePoint.
These Web Parts are grouped together by category, as displayed in the image below.
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Web Part Categories
A few examples of key Web Parts and their descriptions are captured in the following table.
Category
Apps
Web Part
Campus
Announcements
Campus Events
Campus Feeds
Campus News
My Bookmarks
Content Rollup
Content Query
Relevant Documents
Summary Links
Table of Contents
Timeline
Media and Content
Content Editor
Image Viewer
Page Viewer
Social Collaboration
Picture Library
Slideshow
Site Users
User Tasks
Description
List of announcements used by the
Campus Announcements web part.
List of events used by the Campus
Events web part.
List of syndication feeds used by the
Campus Feeds web part.
List of news items used by the
Campus News web part.
List of bookmarks used by the My
Bookmarks web part.
Displays a dynamic view of content
from your site.
Displays documents that are relevant
to the current user.
Allows authors to create links that can
be grouped and styled.
Displays the navigation hierarchy of
your site.
Displays a high level view of data from
another webpart or tasks list.
Allows authors to enter rich text
content.
Displays a specified image.
Displays another web page on this
web page in an IFrame.
Displays a slideshow of images and
photos from a picture library.
Displays a list of the site users and
their online status.
Displays tasks that are assigned to the
current user.
For more information and descriptions of the various Web Parts available in SharePoint, go to
http://sharepoint.microsoft.com.
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Procedure: Adding a Web Part to a Page
Introduction
After you have created a page, you can add web parts to a page within SharePoint.
Procedure
Follow the steps below to add a Web Part to a SharePoint page.
Task
1
Description
Click the Page tab in the ribbon from any page.
2
Click Edit.
If the Edit command is disabled, you may not have the permissions to
edit the page. Contact your administrator.
3
Click the Insert sub-ribbon tab, and then click Web Part.
4
Select a category under Categories, such as Ellucian or Search.
5
Select the Web Part that you want to add to the page, such as Campus
Announcements, and then click Add.
When you select a Web Part, information about the Web Part is
displayed in About the part.
6
Click the Page tab when you have finished editing the page.
7
Click Save on the ribbon when you are finished editing the page.
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Procedure: Moving a Web Part on a Page
Introduction
Move Web Parts to different areas of a SharePoint page.
Procedure
Follow the steps below to move a Web Part on a SharePoint page.
Task
1
Description
Click the Page tab in the ribbon from any page.
2
Click Edit.
If the Edit command is disabled, you may not have the permissions
to edit the page. Contact your administrator.
3
In the upper right-hand corner of the Web Part you wish to move, select the
down arrow and then Edit Web Part.
4
In the resulting property pane, expand the Layout grouping and modify the
Zone property.
If your permissions allow, it is also possible to select the Web Part
and drag it to a desired location on the page.
5
Click the Page tab.
6
Click Save on the ribbon when you are finished editing the page.
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Procedure: Minimizing or Restoring a Web Part on a Page
Introduction
If a page seems crowded, you may want to configure a Web Part to be minimized by default. Readers of
the page can always restore the Web Part while they are reading the page, but it will default to Closed
every time the page is opened or refreshed.
Procedure
Follow the steps below to minimize and restore a Web Part on a SharePoint page.
Task
1
Description
Click the Page tab in the ribbon from any page.
2
Click Edit.
3
Point to the Web Part you want to minimize.
4
Click the down arrow on the upper-right hand corner of the Web Part.
5
Click Minimize.
The Restore option is only available once a Web Part has been
minimized. To Restore, follow Steps 1-4 and then select Restore
(instead of Minimize).
6
Click the Page tab.
7
Click Save on the ribbon when you are finished editing the page.
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Procedure: Deleting a Web Part from a Page
Introduction
If you want to eliminate a Web Part from a page, you can delete it.
This procedure does not delete the Web Part from the site. It only deletes it from
the page.
Procedure
Follow the steps below to delete a Web Part from a SharePoint page.
Task
1
Description
Click the Page tab in the ribbon from any page.
2
Click Edit.
3
Point to the Web Part you want to remove from the page.
4
Click the down arrow on the upper-right hand corner of the Web Part.
5
Click Delete.
6
Click OK in the confirmation window.
7
Click the Page tab.
8
Click Save on the ribbon when you are finished editing the page.
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Managing SharePoint Permissions
There are several standard levels of permissions in SharePoint designed to help regulate who can see,
and more importantly edit or delete, specific content. By default, permissions will be inherited down
through sub-sites and pages. Sometimes the permissions on a site narrow as the content drills down
into deeper detail and focuses on a more specific audience.
A site owner or administrator can grant permission levels to users and to SharePoint groups, which
contain users. The permissions can be applied to a site, the lists and libraries on a site, and the items in
the lists and libraries.
The following table describes the six standard SharePoint permission levels.
11. Permission
level
12. Description
13. Permissions included
by default
Limited Access
Allows access to shared resources in the
website so that the users can access an
item within the site. Designed to be
combined with fine-grained permissions
to give users access to a specific list,
document library, item, or document,
without giving them access to the entire
site. Cannot be customized or deleted.
Browse User
Information
Use Client
Integration Features
Open
Read
Allows read-only access to the website.
Contribute
Create and edit items in the existing lists
and document libraries.
View Items
Open Items
View Versions
Create Alerts
View Application
Pages
Use Self-Service
Site Creation
View Pages
Browse User
Information
Use Remote
Interfaces
Use Client
Integration Features
Open
Read permissions
Manage Unsafe
Content
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11. Permission
level
12. Description
Design
Create lists and document libraries and
edit pages in the website.
Full Control
Allows full control of the scope.
Ellucian Portal | SharePoint Basics
13. Permissions included
by default
Approve
permissions
Manage Lists
Add and Customize
Pages
Apply Themes and
Borders
Apply Style Sheets
All permissions
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Additional Notes
Record any notes from the module that you feel are critical in the space below.
_______________________________________________________
_______________________________________________________
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_______________________________________________________
_______________________________________________________
_______________________________________________________
_______________________________________________________
_______________________________________________________
_______________________________________________________
_______________________________________________________
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Activity: Site Types
Identify the difference between Informational and Collaborative sites.
Instructions
1. Circle I, for Informational, or C, for Collaborative, to indicate which kind of sites are being
described in the following quotations heard around campus.
2. Identify the Ellucian Template most likely being used.
1. The site we’re creating will filter information to our entire faculty, not just those in the Education Department.
I or C
Template: ______________________________
2. I go to this site to find all the information pertaining to my Social Media class.
I or C
Template: ______________________________
3. Our sorority made some t-shirts for the event that you can buy on our site.
I or C
Template: ______________________________
4. You can check out this week’s menu on the Dining Hall site.
I or C
Template: ______________________________
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Activity: Match Permissions
Practice assigning the appropriate permissions to typical SharePoint users.
Instructions
Imagine your department is creating a collaborative team site. You want the content on this site to
collect the work and ideas of your staff. You also want them to formally managing the content being
published to keep it current.
Using the following lists, match the permissions to the typical SharePoint user role. More than one role
may apply to the permissions listed below.
Permissions
Typical User
a. Full Control
1. Sally Smith, Student Worker
b. Contribute
2. David Brown, Department Vice President
c. Design
3. Sonny Adams, Site Administrator
d. Read
4. Margaret Greer, Manager
5. Frieda Marks, Faculty Representative
6. Site Visitors
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Activity: Create a Site
Practice creating a SharePoint site using the steps presented in this course.
This activity should take no more than 20 minutes to complete.
This activity is required because it sets the foundation for other activities in subsequent
modules.
Instructions
1. Create a site using the SharePoint Team Site template.
2. Update the Site Properties and Look and Feel as you prefer.
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Activity: Add Web Parts
Practice adding Web Parts to a SharePoint site using the steps presented in the course.
This activity should take no more than 20 minutes to complete.
This activity is required because it sets the foundation for other activities in subsequent
modules.
Instructions
1. Using the participant guide and your notes, navigate to the site you created previously.
2. Add a Picture Library Slideshow Web Part. (You will add the pictures displayed in this web part
later in the course.)
3. Add a Summary Link Web Part and add at least three links.
This activity is required because it sets the foundation for other activities in subsequent
modules.
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Module 4: Libraries and Lists
The heart of your SharePoint site is its lists and libraries. These ‘containers’ make much of the information you post and upload to your site, accessible and manageable.
Module Objectives
At the completion of this module, you will be able to:
Define the various types of libraries that can be created in SharePoint and their uses.
Define the various types of lists that can be created in SharePoint and their uses.
Explain how custom lists can be created and used.
Explain how custom columns can be created and used.
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SharePoint Libraries Overview
Libraries
A library is more than a container for holding documents and pictures. It’s an organizational tool that helps you collect, update, and manage files. Libraries display key information about files so you can edit
and manage their properties without opening them. Files are uploaded through your browser. Anyone
with the proper permissions can view or edit them.
The Document Library is a a popular built-in app, that is created automatically when you create many
types of sites. Use a document library to store, organize, sync, and share documents with people. You
can create more libraries, such as a picture library for storing images, if you have permission to manage
lists.
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Procedure: Creating a Document Library
Introduction
Create a document library applicaition for a SharePoint site using the Add an App feature.
Procedure
Follow the steps below to create a SharePoint document library app.
Task
Description
1
Click Settings located near your name in the upper right hand corner.
2
From the settings menu, select site contents and on the resulting content
page, click add an app.
If you do not see the site contents menu or if the option to add
an app does not appear, you may not have permission to add
an app.
3
In the Apps you can add section click Document Library. Alternatively,
you can click on App Details first to see more information about the app and
then click on the Add It button.
Type a Name for the library.
4
Click on the Advanced Options link and provide a description.
5
Click Create.
3
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Procedure: Creating a Different Kind of Library
Introduction
You can create a variety of library applications for a SharePoint site such as a picture library or asset
library.
Procedure
Follow the steps below to create a library app of SharePoint library.
Task
Description
1
Click Settings located near your name in the upper right hand corner.
2
From the settings menu, select site contents and on the resulting content
page, click add an app.
If you do not see the site contents menu or if the option to add
an app does not appear, you may not have permission to add
an app.
3
In the Apps you can add section, click Picture Library or Asset Library.
Alternatively, you can click on App Details first to see more information
about the app and then click on the Add It button.
Type a Name for the library.
4
Click on the Advanced Options link and provide a description.
5
Click Create.
3
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Procedure: Adding a File to a Library
Introduction
Once your library is created, you can add a file to the library.
Procedure
Follow the steps below to add a file to a SharePoint library.
Task
1
Description
Click the new document link in the library where you want to add the file OR
click on the Files tab on the ribbon in the library where you want to add the
file.
2
Click Upload Document.
3
Browse to the document.
4
Click OK.
You can also upload documents to a document library simply by moving them into
the library using your mouse (click and drag).
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Procedure: Editing or Deleting a File in a Library
Introduction
Edit or delete files that are located in a SharePoint library application.
Procedure
Follow the steps below to edit a file in a SharePoint library.
Task
1
Description
Point to a file.
2
Select the check box that appears next to the file.
3
Click either Edit Document or Delete Document on the Files tab on the
ribbon, as appropriate.
You can also delete documents from a library simply presssing the delete key on
your keyboard.
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Procedure: Adding a Column to a Library
Introduction
You can add a column to a SharePoint library to organize and categorize the files in your library. You
can also use the columns in a list or library to create views to help specific departments find the
information that they are most interested in, such as tasks with the highest priority or all items assigned
to each person. Views will be discussed in more detail in Module 5.
Procedure
Follow the steps below to add a column to an established SharePoint library.
Task
1
Description
Navigate to a library on your site.
2
On the Library tab, click on the Library Settings button.
3
Click Create Column.
4
Type a name for the new column in the Name and Type section.
5
Choose the type of column being added from the list provided in the Name
and Type section.
6
Choose any additional settings to define how the new column will work in
the Additional Column Settings section.
7
Click OK.
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SharePoint Lists Overview
Most content in SharePoint is stored in a list. But how you organize your lists and libraries depends on
the needs of your group and on how you prefer to store and search for your information.
Lists
A list is a container for storing data in SharePoint. Examples include:
Announcements
Calendars
Links
Tasks
Custom lists
Custom columns
Surveys
Although there are different types of lists, the procedure for adding items to them is similar, so you do
not have to learn several new techniques to work with them. A list item contains text in a series of
columns, but some lists may allow attachments to be added to the item.
Some features of lists can help your team create and manage items efficiently across several lists or
libraries. For example, you can create a column that provides information about list items and then
share it across other lists. Or, if you want to make a file available in multiple libraries, you can easily
copy it to other libraries on your site. You can be prompted for updates if the file has changed.
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Procedure: Creating a List
Introduction
Create a list to organize data within SharePoint site.
Procedure
Follow the steps below to create a SharePoint list.
Task
Description
1
Click Settings located near your name in the upper right hand corner.
2
From the settings menu, select site contents and on the resulting content
page, click add an app.
If you do not see the site contents menu or if the option to add
an app does not appear, you may not have permission to add
an app.
4
In the Apps you can add section, click the type of list you want to create in
the site. For example, Calendar.
Type a Name for the list.
5
Click on the Advanced Options link and provide a description.
6
Click Create.
3
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Procedure: Adding Items to a List
Introduction
Add a variety of items to a SharePoint list.
Procedure
Follow the steps below to add items to a SharePoint list.
Task
1
Description
Locate the list where you want to add the item.
2
Click the Items tab on the ribbon.
Example: Events for a calendar.
3
Click New Item
Example: New Event for a calendar.
Another quick way to add an event to a calendar is to point to a
date on the calendar, and then click Add.
4
Complete the required fields and any others that you want to complete.
5
Click Save.
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Procedure: Editing and Deleting Items in a List
Introduction
Edit or delete any items displayed in a SharePoint list.
Procedure
Follow the steps below to edit and delete SharePoint list items.
Task
1
Description
Point to an item and then select the check box that appears next to the item.
You can perform actions on multiple items by selecting multiple
check boxes.
2
On the Files tab on the ribbon, click either Edit Item or Delete Item, as
appropriate.
On many types of sites, some lists are created for you, as with a discussion board or a
calendar. If you have permission, you can also create lists from several types of list
templates, which provide structure and settings to give you a head start.
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Additional Notes
Record any notes from the module that you feel are critical in the space below.
_______________________________________________________
_______________________________________________________
_______________________________________________________
_______________________________________________________
_______________________________________________________
_______________________________________________________
_______________________________________________________
_______________________________________________________
_______________________________________________________
_______________________________________________________
_______________________________________________________
_______________________________________________________
_______________________________________________________
_______________________________________________________
_______________________________________________________
_______________________________________________________
_______________________________________________________
_______________________________________________________
_______________________________________________________
_______________________________________________________
_______________________________________________________
_________________________________________________
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Activity: Libraries and Lists Review
Test your memory and understanding of lists and libraries.
Instructions
1. Read the questions below.
2. Indicate the best answer in the space provided.
Questions
1. _____ SharePoint content:
a.
b.
c.
d.
is only displayed in lists.
can only be displayed in libraries.
can be displayed in lists or libraries or even Web Parts.
is hard to navigate.
2. _____ The benefit of using libraries is:
a.
b.
c.
d.
that files can be stored in a single location.
that files can be linked to numerous other locations.
that users can capture metadata and store version history for each of these files.
All of the above.
3. _____ When adding a new column to a library or list, the Column Type that allows users to
choose from a list of responses you specify is:
a.
b.
c.
d.
Multiple Lines of Text.
Choice.
Number.
Additional Columns.
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Activity: Create a Library
Practice creating SharePoint libraries using the steps presented in this course.
This activity should take no more than 30 minutes to complete.
This activity is required because it sets the foundation for other activities in
subsequent modules.
Instructions
Follow the steps below to create a Library.
Task
1
2
3
4
Description
Locate three images and save them to your desktop.
Using the participant guide and your notes, access the training environment and
navigate to the site you created in a previous activity.
Create a Picture Library and upload at least three pictures to it.
Add a column called ‘Favorite Order’ and populate it with numbers to indicate your preference (for example, 1- Favorite, 2 – Next favorite, 3 – Least favorite).
This participant guide presents the basic steps to perform this
activity.
5
6
Create a Document Library.
7
Add another custom column to capture which Portal service area the document
pertains to. The column type should be Choice and your options should include the
following:
Branding
Colleague
PowerCampus
Communications
Governance
Taxonomy
SharePoint
Training
Add a custom column for simple descriptions that lets users explain what the
document is when they post it. The column type should be multi-line text.
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Activity: Create a List
Practice creating SharePoint lists using the steps presented in this course.
This activity should take no more than 30 minutes to complete.
This activity is required because it sets the foundation for other activities in
subsequent modules.
Instructions
Follow the steps below to create a list.
Task
1
2
3
4
Description
Using the participant guide and your notes, access the training environment
and navigate to the site you created in a previous activity.
Create an Announcements list with at least two announcement entries.
Create a Campus News list with at least two artilces.
Create a Calendar list and add at least two meetings or events to it.
This participant guide presents the basic steps to perform this activity.
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Module 5: Views and Version Control
SharePoint provides multiple ways you can change how you view your site’s content, from sorting, to filters, to changing and creating your own customized views. This method is an excellent way to narrow
your focus to specific types of data and make changes without having to sift through long lists or full
libraries.
Module Objectives
At the completion of this module, you will be able to:
Sort and filter lists.
Create a new view.
Create and restore previous versions of documents.
List considerations for managing versions.
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SharePoint Views Overview
Views
A SharePoint view is, literally, the presentation of content for a user to see in a list or library. In
SharePoint, your view of how content is displayed can be changed, including setting up different views
for different user groups.
Current Views Drop Down Menu Highlighted
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Procedure: Changing the View of a List or Library
Introduction
Change a delivered or custom view of a list or library from a drop-down menu.
Procedure
Follow the steps below to change the view of a SharePoint library or list.
Task
1
Description
Locate the library or list you want to change.
2
Click the Library or List ribbon sub-tab.
3
Click the arrow next to the Views list in the Manage Views group, under
Current View.
4
Pick the view you wish to display by clicking on its name.
Procedure: Changing the Current View by Sorting
Introduction
Change the current view of a SharePoint list or library by using the sort function. .
Procedure
Follow the steps below to change the Current view of a SharePoint library or list by sorting.
Task
1
Description
Locate the library or list you want to change.
2
Click the column once to sort in ascending order (assuming you have more
than one item in the list or library) or twice to sort in descending order.
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Procedure: Changing the Current View by Filtering
Introduction
Change the current view of a SharePoint list or library by using the filtering function.
Procedure
Follow the steps below to change the current view of a SharePoint library or list by filtering.
Task
1
Description
Locate the library or list you want to change.
2
Hover over the column in your list or library that you want to filter by.
3
Click the drop-down arrow.
4
Choose a value for filtering.
You cannot filter using the displayed values if you have not first
added files or items that contain different values to base the filter
on.
Options for Creating New Views
SharePoint provides several standard view formats on which you can base a new view configuration of
your own creation:
The Standard view displays files or listed content like a traditional list on a web page.
This is the default view for most types of lists and libraries in SharePoint.
The Calendar view displays your calendar items in the same format as a desk or wall
calendar so you can see your activities in daily, weekly, or monthly snapshots.
The Access view creates forms and reports in Microsoft Access based on this list.
The Datasheet view displays your data into an editable spreadsheet that is convenient
for bulk editing and quick customization.
The Gantt view lists your content in a Gantt chart for a graphical representation of how a
team’s tasks relate to each other over time.
A Custom View uses SharePoint Designer to create a new view for the list with
capabilities such as conditional formatting.
For more information on all of these views, contact your Ellucian Consultant.
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Procedure: Creating New Views
Introduction
You can create a new personal or public view of a SharePoint list or library.
Procedure
Follow the steps below to create a view in SharePoint.
Task
1
Description
Open the Documents library created previously on your site.
2
Click on the Call Out menu button (…) at the top of the library and select Create View.
3
Choose the Standard View format.
You may choose the check box that says “Make this the Default view (Applies to public views only)” if you want to see this view each time you open the library.
4
Give your view a name in the View Name field.
5
Choose the radio button that corresponds with the intended audience for
this view: Personal or Public.
6
Choose the check box next to the columns you wish to include in your view
and order from the left.
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Task
7
Description
Choose the appropriate view options from the list provided that meet your
needs.
View
Option
Sort
Filter
Tabular
View
Group By
Totals
Style
Folders
Item Limit
8
Mobile
Click OK.
Ellucian Portal | SharePoint Basics
Description
Select up to two columns to determine the order in
which the items in the view are displayed.
Show all of the items in this view, or display a
subset of the items by using filters. To filter on a
column, based on the current date or the current
user of the site, type [Today] or [Me] as the column
value. Use indexed columns in the first clause in
order to speed up your view. Filters are particularly
important for lists containing 5,000 or more items
because they allow you to work with large lists more
efficiently.
Choose whether individual check boxes for each
row should be provided. These check boxes allow
users to select multiple list items to perform bulk
operations.
Select up to two columns to determine what type of
group and subgroup the items in the view will be
displayed in.
Select one or more totals to display.
Choose a style for this view (Basic Table,
Document Details, Newsletter, Newsletter (no
lines), Shaded, Preview Pane, or Default.
Specify whether to navigate through folders to view
items, or to view all items at once.
Use an item limit to limit the amount of data that is
returned to users of this view. You can either make
this an absolute limit, or allow users to view all the
items in the document library in batches of the
specified size.
Adjust mobile settings for this view.
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SharePoint Versioning Overview
SharePoint provides multiple ways you can keep track of how the content on your site is changing.
Versioning is an excellent way to know what’s going on without having to verify the information on each
library, list, file, and page that is open for editing by others.
Version Control
In SharePoint, you can exercise a series of methods to manage changes to content, known as version
control or versioning. These methods include:
Automatically store historical versions of documents each time a document is edited and
saved.
Set up Alerts that send email notifications every time a file, library, or list is updated.
Restore or delete previous versions of documents negating more recent edits.
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Version History
The image below depicts a document’s version history. Numbers on the left-hand side indicate the
different version numbers. The first version started as a draft and was given the first version history
number available, 1.0. One of the 1.x versions is created when properties or metadata of the document
change. The most current version is the published major version, indicated by a new whole number.
A sample Version History page
Ellucian Portal | SharePoint Basics
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Procedure: Changing Versioning Settings
Introduction
You can change the way you track versions of a document under Version Settings in SharePoint.
Procedure
Follow the steps below to change the settings for versions in a library or list in SharePoint.
Task
1
Description
Open a library or list on your site.
2
Click on the Library sub-ribbon.
3
Click on Library Settings.
4
Click on Versioning Settings.
5
Choose Create Major Versions in the Document Version History section.
6
Choose Yes in the Require Check Out section.
7
Click OK.
Co-Authoring Documents
Versioning is especially helpful when several people work together on projects or when information goes
through several stages of development and review.
In SharePoint, two or more users can edit a Word document or PowerPoint presentation at the same
time. This feature lets you read and write portions of a file stored in SharePoint while someone else
does the same. The edits are then merged as the file is saved back into the library or list. For example,
you can work on one paragraph in a Word document while a colleague works on another paragraph in
the same document at the same time.
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Check Out/Check In
Another method of tracking document revisions is to institute check out/check in procedures. This
optional feature forces anyone with access to the file to ‘claim’ it before editing it. This action prevents other users from editing the file on SharePoint while you are working on the file. Note they can still open
a read-only version of the file. Checking out/Checking in notifies others that the file is being updated.
Procedure: Checking Out Files
Introduction
You can check out files from a document library to manage who edits the document when multiple
people have access to the document.
Procedure
Follow the steps below to check out a SharePoint file.
Task
1
Description
Locate the document that you want to check out.
2
Click on the Call Out menu button (…) to the right of the document.
3
Click on the Call Out menu button (…) to the right of the Edit, Share, and Follow options.
4
Click Check Out.
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Procedure: Checking In Files
Introduction
When you are finished editing a document, you can check it back in to a SharPoint library to allow
others access to edit it.
Procedure
Follow the steps below to check in a SharePoint file.
Task
1
2
Description
Locate the document that you want to check in.
Click on the Call Out menu button (…) to the right of the document.
3
Click on the Call Out menu button (…) to the right of the Edit, Share, and Follow options.
4
Click Check In.
Other users won't see your changes until your check the file
back in.
5
6
Do one of the following on the Check In page:
Select the type of version you would like to check in (Minor or
Major).
Select whether or not to retain your check out after checking in.
Type commnents describing what has changed in this version.
Click OK.
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Procedure: Restoring a Previous Version
Introduction
A benefit of using document versioning is that you can restore a document to a previous version.
Procedure
Follow the steps below to restore a previous version of a file in SharePoint.
Task
1
2
Description
Locate the document whose version you wish to restore.
Click on the Call Out menu button (…) to the right of the document.
3
Click on the Call Out menu button (…) to the right of the Edit, Share, and Follow options.
4
Click on Version History from the context menu.
5
Hover over the Modified column to locate an older version of the document
you wish to restore and click the drop-down arrow.
6
Choose Restore from the menu.
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Follow Feature
It is possible to Follow items in SharePoint. When you follow an item (document, site, or people) in
SharePoint, you see updates to them in your newsfeed.
Procedure: Setting up the Follow Feature
Introduction
You can set up the following feature for a variety of entities in SharePoint, such as documents or sites.
Procedure
Follow the steps below to set up the Follow feature in SharePoint.
Task
Description
1
2
Navigate to a library.
Click on the Call Out menu button (…) to the right of the document.
3
Click on Follow.
4
5
Navigate to a site you wish to follow.
Click on Follow in the upper righthand corner.
Reviewing Version History
You may find it is simply easier to review the entire version history of a document or file, rather than
follow a document. The version history contains information about when the item or file was changed
and who changed it.
The version history also contains changes to properties, sometimes known as metadata. Examples are
when someone changes the name of the person whom the list item is assigned to, or when the file is
due to be completed. To view the version history, you must have permission to read items in a list or
library.
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Additional Notes
Record any notes from the module that you feel are critical in the space below.
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Activity: Views and Version Control Review
Test your understanding of SharePoint Views and Version Control
Instructions
1. Read the questions below.
2. Indicate the best answer in the space provided.
Questions
B
1. _____
Which of the following is NOT a reason to change views of content in
SharePoint?
a.
b.
c.
d.
To call attention to specific data by displaying it at the top of a list.
To make content harder to locate.
To make content easier to read by grouping related information together.
To display different content based on the user audience on the same page.
2. _____ Which is NOT a SharePoint-provided view format users can use to create their
own tailored views?
a.
b.
c.
d.
Standard View
Calendar View
Datasheet View
Priority View
B
3. _____
The view option that displays a subset of data and hides any item that does not
share that one characteristic:
a.
b.
c.
d.
Sort
Filter
Group
Columns
A
4. _____
The view option that lists your data in ascending or descending order:
a.
b.
c.
d.
Sort
Filter
Group
Columns
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C
5. _____
The view option that organizes your data into sub-sets:
a. Sort
b. Filter
c. Group
d. Columns
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Activity: Change Views and Version Control Settings
To practice changing views and version control settings on a SharePoint site using the steps presented
in this course.
This activity should take no more than 20 minutes to complete.
This activity is required because it sets the foundation for other activities in subsequent
modules
Instructions
Follow the steps below to change views and version control settings.
Task
1
2
3
4
5
6
7
Description
Using the participant guide and your notes, access the training
environment and navigate to the site you created in a previous activity.
Navigate to the Document Library you created earlier.
Create a public view that groups data by Portal service area.
Change the version settings to track as many as five previous versions.
Follow one of your documents as well as the site you created previously.
Open one of the documents, edit it or its settings and save it as a new
version.
Restore the document you edited in Step 5 to its previous state.
This participant guide presents the basic steps to perform this activity.
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Module 6: Additional Features
Microsoft SharePoint provides a wide variety of features that help you manage and share information
quickly and efficiently. Many of these features have been discussed throughout this course. This
module provides a review of additional features that you can use to manage discussion boards, surveys
and RSS feeds.
Module Objectives
At the completion of this module, you will be able to:
Create a Discussion Board.
Create a Survey.
Set up an RSS feed.
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Additional SharePoint Features
Discussion Boards
Discussion boards are a method of having a conversation through posted topics and responses online.
Each separate topic and its corresponding response are called “threads.” Discussion boards are perfect for asynchronous group discussions, online brainstorming, and answering questions in a public forum.
A single discussion board can have multiple threads with each thread having multiple responses.
SharePoint will also let you change how you view the discussion from flat (one response posted after
another) to threaded (responses branch from previous comments).
A discussion board is included as part of the SharePoint 2013 installation.
Procedure: Creating a New Discussion
Introduction
You can set up a discussion board to manage and track discussions with other SharePoint users.
Procedure
Follow the steps below to create a new discussion in SharePoint.
Task
1
Description
Click on the Team Discussions web part on your team site.
2
Click on the + Add new discussion link.
3
Type the subject of the discussion in the Subject field.
4
Type any message in the Body field.
You may copy and paste content, format and spell check your
text, or add an attachment by using the ribbon tools.
5
Click Save.
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Surveys
Surveys are a good way of collecting feedback from an audience by soliciting responses to an online
questionnaire that is tracked on your site. In SharePoint, surveys are lists.
You may copy and paste content, format and spell check your text, or add an
attachment by using the ribbon tools.
Procedure: Creating a Survey
Introduction
Create a survey to collect data from other SharePoint users.
Procedure
Follow the steps below to create a survey in SharePoint.
Task Description
1
Click Settings located near your name in the upper right hand corner.
2
From the settings menu, select site contents and on the resulting
content page, click Add an app.
If you do not see the site contents menu, you may not have
permission to create a site.
3
Search for Survey in the Find an app search box and click Survey.
4
Click Advanced Options.
5
Type a name for the survey in the Name field. The name is required.
The survey name appears:
at the top of the survey page,
as part of the web address for the survey page, and
in navigational elements that help users to find and open the
survey.
6
Type a description of the survey in the Description field. The description
is optional.
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Task
7
Description
In the Survey Options section,
Specify whether you want people's names to appear with their
responses and/or
whether people can respond more than once to the survey.
8
Click Next. The New Question page displays.
9
Enter your question text and then select the type of answer that you want
in the Question and Type section.
10
In the Additional Questions Settings section, specify additional settings
for your question, such as whether the answer is required.
In the Column Validation section, enter the formula you want to use for
validation in the Formula field, if you want to check whether an answer is
valid.
11
12
13
Describe what the user needs to do to ensure the answer is valid in the
User Message field.
1. Do one of the following:
Click Next Question to create additional questions, and then enter
information for the next question. Continue the process until you add all
the questions that you want.
Click Finish if you are finished adding questions.
14
Use the survey settings page to modify the survey questions, change
question sequence, add brannching logic, or modify survey settings.
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RSS Feeds
Really Simple Syndication, or RSS, feeds pull information from other sites to a central location of your
choice. It’s a great way to stay on top of news, announcements, blogs, and press releases without
having to visit those sites to find their new content. SharePoint users subscribe to ‘feeds’ at the source site and view them through a Web Part (one feed per Web Part).
Procedure: Creating RSS Feeds
Introduction
You can create RSS Feeds to follow a variety of sites both internal and external to SharePoint.
Procedure
Follow the steps below to set up RSS feeds in SharePoint.
Task
1
Description
Click Settings located near your name in the upper right hand corner.
2
Click Edit Page.
If you do not see the Edit Page menu button or if the option to
create a new page does not appear, you may not have permission
to create a page.
3
Click on the Add a web part button in the page location where you want
your RSS Feed to be located.
4
Click on the Content Rollup category.
5
Click on the RSS Viewer Web Part.
6
Click the Add button.
7
Click on the Open the tool pane link in the RSS Viewer web part.
8
Paste a website RSS feed address into the RSS Feed URL field.
9
Click OK.
10
Click Save and Close.
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Additional Notes
Record any notes from the module that you feel are critical in the space below.
_______________________________________________________
_______________________________________________________
_______________________________________________________
_______________________________________________________
_______________________________________________________
_______________________________________________________
_______________________________________________________
_______________________________________________________
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Activity: Additional Features Review
Test your understanding of discussion boards and RSS feeds.
Instructions
1. Read the questions below.
2. Write the answer to each question in the space provided.
Questions
1. _____ Which of the following is NOT a benefit of using Discussion Boards in SharePoint?
a.
b.
c.
d.
They allow users to communicate without meeting live or in person.
They create a historical record of conversations and decisions for future reference.
They require contributions from all parties to resolve discussion threads.
Email notifications can be set up to alert key users to conversation progress so the site does
not need to be actively monitored.
2. _____ Which of the following is NOT a recommended method for making surveys available to
users in SharePoint?
a.
Add ing user e-mails to the survey configuration so it will be sent to them once the
survey is completed.
b. Create a separate survey for each user to complete individualy.
c. Opening the survey and copying the URL before entering any data so it can be emailed
separately to users.
d. Saving the link to the Quick Launch menu on a site where it can be easily found.
3. _____ Really Simple Syndication (RSS) feeds do which of the following:
a. Pull information from other sites to a central location of your choice.
b. Provide a great way to stay on top of news, announcements, blogs, and press releases
without having to visit those sites to find their new content.
c. SharePoint users subscribe to ‘feeds’ at the source site and view them through a Web Part
(one feed per Web Part).
d. All of the above.
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Activity: Add Additional Features to Sites
To practice adding additional features to a SharePoint site using the steps presented in this course.
This activity should take no more than 30 minutes to complete.
This activity is required because it sets the foundation for other activities in
subsequent modules
Instructions
1. Using the participant guide and your notes, access the training environment and navigate to the
site you created in a previous activity.
2. Add a Discussion Board to the site you created in previous modules and post at least one
response.
3. Create a Survey
4. Add two SharePoint RSS Viewer Web Parts to your site and pull two different feeds from
different websites on the Internet.
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Module 7: Resources
There are many resources available online to help you better understand SharePoint.
Module Objectives
At the completion of this module, you will be able to:
Utilize Microsoft SharePoint online help.
Locate SharePoint support resources immediately available to you and your institution.
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Finding Help
Online Help
As with any Microsoft product, SharePoint has dynamic and robust Help features. When you click on
the Help button, you can use the Search box to search by keyword to find helpful topics in a variety of
media such as articles, videos, written procedures, links to training courses, or blog entries. You can
also access the Microsoft SharePoint Help website directly to browse for help topics. The SharePoint
help site is organized into different categories to help you find your answer quickly and easily.
Locating Supporting Resources
The most comprehensive online resource regarding SharePoint is Microsoft’s own SharePoint product website (http://sharepoint.microsoft.com where you can watch videos about the product, research
features, and review examples of SharePoint sites for ideas.
An additional helpful resource is Microsoft TechNet (http://technet.microsoft.com/en-us/)
where you can use Support to find an answer to a technical issues, look up a KB article or
search by error code. Use Forums to search for an answer to your question, or ask a
question if you can’t find the answer.
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Activity: Online Help Review
To practice finding answers to questions using Microsoft Support Sites and Online Help.
This activity should take no more than 20 minutes to complete.
Instructions
1. Using the participant guide and your notes, access the training environment and navigate to the
site you created in a previous activity.
2. Answer the following questions using SharePoint Online Help and the Microsoft Support sites
mentioned in this module.
Questions
1. List three key ways information is shared through your My Site?
2. It is possible to view videos using Help. Use the Get Started with SharePoint topic to locate
the video: Understanding Permissions in SharePoint. How long is the video?
3. List the four options described in the document collaboration spectrum.
4.
If you create a List called Contracts, a List View Web Part called __________ will be available
in the ____________.
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Course Summary
In this course, we have provided instruction on the basic features and functionality available in
SharePoint 2013. After taking this course, you should be able to:
Explain how the different components of the Ellucian Portal, Microsoft SharePoint
environments, Ellucian Colleague, LDAP interaction.
Use basic SharePoint functionality and terminology.
Navigate SharePoint.
Create SharePoint sites.
Explain SharePoint permissions.
Create and edit libraries, lists, sites,pages, and web parts.
Create custom lists and columns.
Sort and filter lists.
Create views.
Use versioning with your documents.
Describe discussion boards and RSS feeds used in SharePoint.
Utilize SharePoint support resources.
Group Discussion: What are the Most Important Things You Learned in This Course?
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Activity: Key Points to Remember
Within this course, you were presented with a lot of content and several activities designed to help you
learn about SharePoint. The purpose of this activity is to check your understanding as well as serve as a
summary of the course topics.
Instructions
Fill in the blanks. Feel free to use any notes and your participant guide. Your instructor will provide you
with the answers.
1. A ________________ is an access point to information under a unified look and feel.
2. A ________________ is a “container” for sub-sites, pages, lists, and libraries.
3. A ________________ is a container for holding documents and pictures.
4. A ________________ is a tool that can display content in a standard or customized fashion.
5. SharePoint is a great ________________ and ________________ management tool.
6. The two main types of sites are ________________ and ________________.
7. The level of permission that contains all permissions, can manage all permissions, and can
delete the site is ________________.
8. List two standard SharePoint Web Parts and two Ellucian-delivered Web Parts:
Standard SharePoint
Ellucian-delivered
________________
________________
________________
________________
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Activity: Discussion
Notes about SharePoint
What kinds of sites does your institute need to create? Which are the highest priorities?
Who should have permissions to design and edit content on these sites?
What SharePoint features will be most helpful to your institution?
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Next Steps
Activities
1. Complete the following activities:
a. Finish any outstanding activities in this course.
b. Continue to experiment with different sites, libraries, list, and Web Part configurations on
your institution’s test environment. You’ll want to reference this experience when you meet with your consultant.
c. Create a Portal Implementation Team Site for your institution (see Appendix B:
Homework).
2. Prepare for your consulting sessions. The topics for your consulting session, which will build
upon what you have learned in this class, include:
Building content
Calendaring
Constituency set up and layout
Training content contributors
Team Sites and Sites
Permissions
3. Enroll as appropriate in subsequent Ellucian Portal Administration courses:
Ellucian Portal Administation for Colleague - Structures.
Ellucian Portal Administation for Power Campus – Structures
Ellucian Portal Administration for Colleague – Maintenance
Ellucian Portal Administration for Power Campus – Maintenance
Ellucian Portal Administration - Course Catalog
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Appendix A: Answer Key
Introduction
This appendix provides answers to select activities in the participant guide. (Answers are in
red text.) Refer to the section of the participant guide and/or the name of the activity to locate
the answers for the activity.
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Module 3: Sites and Pages
Activity: Site Types
1. The site we’re creating will filter information to our entire faculty, not just those in the Education
Department.
I
Template: _____Constituency Site___________
2. I go to this site to find all the information pertaining to my Social Media 320 class.
C
Template: __Class Site____________________
3. Our sorority made some t-shirts for the event that you can buy on our site.
C
Template: ___Social Team Site______________
4. You can check out this week’s menu on the Dining Hall site.
I
Template: ___Ellucian Publishing Site_________
Activity: Match Permissions
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Module 4: Libraries and Lists
Activity: Libraries and Lists Review
1. _C___ SharePoint content:
a.
b.
c.
d.
is only displayed in lists.
can only be displayed in libraries.
can be displayed in lists or libraries or even Web Parts.
is hard to navigate.
2. _D___ The benefit of using libraries is:
a.
b.
c.
d.
that files can be stored in a single location.
that files can be linked to numerous other locations.
that users can capture metadata and store version history for each of these files.
All of the above.
3. _B___ When adding a new column to a library or list, the Column Type that allows users to
choose from a list of responses you specify is:
a.
b.
c.
d.
Multiple Lines of Text.
Choice.
Number.
Additional Columns.
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Module 5: Views and Version Control
Activity: Views and Version Control Review
1. _B___ Which of the following is NOT a reason to change views of content in SharePoint?
a.
b.
c.
d.
To call attention to specific data by displaying it at the top of a list.
To make content harder to locate.
To make content easier to read by grouping related information together.
To display different content based on the user audience on the same page.
2. _D__ Which is NOT a SharePoint-provided view format users can use to create their own
tailored views?
a.
b.
c.
d.
Standard View
Calendar View
Datasheet View
Priority View
3. _B___ The view option you would select to organize your data by displaying a subset of data
and hiding any item that does not share that one characteristic:
a.
b.
c.
d.
Sort
Filter
Group
Columns
4. _A___ The view option you would select to organize your data in ascending or descending
order:
a.
b.
c.
d.
Sort
Filter
Group
Columns
5. _C___ The view option you would select to organize your data into sub-sets:
a.
b.
c.
d.
Sort
Filter
Group
Columns
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Module 6: Additional Features
Activity: Additional Features Review
2. _C___ Which of the following is NOT a benefit of using Discussion Boards in SharePoint?
a.
b.
c.
d.
They allow users to communicate without meeting live or in person.
They create a historical record of conversations and decisions for future reference.
They require contributions from all parties to resolve discussion threads.
Email notifications can be set up to alert key users to conversation progress so the site does
not need to be actively monitored.
3. _B___ Which of the following is NOT a recommended method for making surveys available to users
in SharePoint?
a. Adding user emails to the survey configuration so it will be sent to them once the survey is
completed.
b. Create a separate survey for each user to complete individually.
c. Opening the survey and copying the URL before entering any data so it can be emailed
separately to users.
d. Saving the link to the Quick Launch menu on a site where it can be easily found.
4. _A____ Really Simple Syndication (RSS) feeds do which of the following:
a. Pull information from othre sites to a central location of your choice.
b. Provide a great way to stay on top of news, announcements, blogs, and press releases
without having to visit those sites to find their new content.
c. SharePoint users subscribe to ‘feeds’ at the source site and view them through a Web Part
(one feed per Web Part).
d. All of the above.
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Module 7: Resources
1. List three key ways information is shared through your My Site?
Answer may include any three of the following:
Content on your My Site, including documents, lists, and blogs
Tags and notes that you apply to pages and documents
Suggested keywords and colleagues that you have approved, which can be used to quickly
update your My Site so you can engage with others
Personal information, such as contact information, interests, responsibilities, colleagues, and
e-mail list memberships in your profile, and any updates you make to your profile details
2. It is possible to view videos using Help. Use the Get Started with SharePoint topic to
locate the video: Understanding Permissions in SharePoint. How long is the video?
3.51
3. List the four options described in the document collaboration spectrum.
1. Semiformal co-authoring.
2. Formal co-authoring
3. Comment and review.
4. Document sets.
4.
If you create a List called Contracts, a List View Web Part called Contacts will be
available in the <Site Name> Gallery.
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Summary
Activity: Key Points to Remember
1. A _Portal__________ is an access point to information under a unified look and feel.
2. A _Site____________ is a “container” for sub-sites, pages, lists, and libraries.
3. A _Library_________ is a container for holding documents and pictures.
4. A _Web Part________ is a tool that can display content in a standard or customized fashion.
5. SharePoint is a great _content________ and _collaboration_______ management tool.
6. The two main types of sites are __Informational_ and _Collaborative__.
7. The level of permissions that contains all permissions, can manage all permissions, and can
delete the site is __Full Control_____.
8. List two standard SharePoint Web Parts and two Ellucian-delivered Web Parts:
Standard SharePoint
Ellucian-delivered
Ex., Content Editor
Ex., WebAdvisor
Ex., This Week in Pictures
Ex., Pictures of the Week
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Appendix B: Homework
Introduction
This appendix describes your (optional) homework assignment to be completed at your own pace
following the completion of this course.
Directions
The creation of a Portal Implementation Team site is an important part of your institution’s preparation for implementing Ellucian Portal. Using the lessons learned throughout this course and the following
steps, begin building a site for your institution’s Portal Implementation Team. Some of the steps listed may not have been addressed in this course, intentionally.
These “new” features or tasks are meant to encourage you to continue discovering
SharePoint’s capabilities on your own.
Task
1
Description
Create a Portal Project Team Site.
a. Create this site in your production environment. If production is
not yet installed, create it in your test environment and see your
Portal Consultant for assistance with migrating your site to
production.
b. Ellucian recommends you create a top level site called
“Committees” to house project sites such as this one. Navigate to the root level of your portal and follow the steps to create a site.
Be sure to use the “Ellucian - Aggregator for SubSites” template.
c. Once you have created your Committees aggregator site, follow
the steps to create a site for the Portal Project. Be sure to use the
“Ellucian – Committee Team Site” template.
d. Once you have created your Portal project site, follow these steps
to enable some additional SharePoint features:
a. Click the Settings [gear] button.
b. Click Site Settings.
c. Click Manage Site Features.
d. Click Activate next to any of the following Site Features you
have that are not currently active:
SharePoint Server Enterprise Site Features
SharePoint Standard Site Features
Team Collaboration Lists.
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Task
Description
2
Change the “Welcome to your site!” page text to represent an intro to your portal project team site.
3
Change the default image to your team picture (or remove it altogether).
4
Remove the “Getting Started” content.
5
Show the Announcements list as a Web Part and in the Quick Launch.
6
Set the Announcements list Expires column to default to seven days and to
be required.
7
Modify the view of the Announcements Web Part to meet your display
preferences, for example:
a. Hide expired announcements
b. Display the announcement body
8
Show the Team Discussion list as a Web Part.
9
Show the Tasks list as a Web Part.
10
Modify the view of the Tasks Web Part to meet your display preferences, for
example:
a. Hide completed tasks
b. Show title, assigned to, and due date
11
Create an Issue Tracking list.
12
Show the Issue Tracking list as a web part.
13
Modify the view of the Issue Tracking Web Part to meet your display
preferences, for example:
a. Show active issues
b. Show title, assigned to, and due date
14
Show Links list as a Web Part and in the Quick Launch.
15
Modify the view of the Links Web Part to meet your display preferences, for
example:
a. Hide the columns except for the URL column
b. Change the URL column name to title
Ellucian Portal | SharePoint Overview
104
Task
16
17
Description
Create custom columns in your Shared Documents library to store metadata
about your project documents, for example:
a. Document Type (Agenda, End User Documentation, Presentation,
Reference Material, Training Material)
b. Portal Area (Branding, Colleague, Communications, Governance,
SharePoint, Taxonomy, Technical, Training)
Comments
Modify your Shared Documents library settings to not allow the New Folder
Command.
18
Modify the view of the Shared Documents Web Part to meet your display
preferences, for example:
a. Show additional custom columns
b. Group by Portal Area
19
Add helpful links to your Links list, for example:
a. Ellucian Portal documentation:
https://ellucian.force.com/clients/sfc/#workspaces
b. Ellucian Knowledge Articles:
https://ellucian.force.com/clients/knowledge/knowledgeHome.ape
xp
20
Upload appropriate SharePoint documentation to your Shared Documents.
21
Add upcoming consulting engagements to your calendar.
22
Create an alert (and have all portal project team members as well) on your
announcement list.
Ellucian Portal | SharePoint Basics
105
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