Managing Your Site’s Content Using SharePoint 2010
Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org
Purpose • Provide guidance to Content Managers on how to manage their content in SharePoint • Review important policies and procedures related to Web Content Management • Review expectations of Content Managers
Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org
What Will You Learn? • Basic navigation and content management in SharePoint 2010 • Building local navigation • How SharePoint handles content publishing • Web Policies and Best Practices
Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org
Agenda • • • • • • •
Logging into SharePoint Understanding the SharePoint Ribbon Modifying Content Adding hyperlinks Publishing a Page Managing Documents GaDOE Web Policies & Procedures
Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org
Overview • Give the big picture of the subject • Explain how all the individual topics fit together
Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org
Best Practices
SharePoint Hyperlinks
Document Management
Procedures
Policies
Publishin g
Content Management
Accessing the Site To access the site, go to http://intranet.gadoe.org/Pages/Home.aspx
Enter your network username and password (the same credentials you use to log into your work PC)
Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org
GaDOE Home Page
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1. Sign‐In 2. Global Navigation 3. Banner Slider
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4. Search
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5. Social Media Button 6. GaDOE Twitter 7. ABC Site Search 8. School Finder 9. Education Partners 10. Footer
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1 Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org
Managing Content • • • • • •
SharePoint Ribbon Site Actions Tab Creating a New Page Page Titles Browse Tab Page Tab – – – –
Adding a Hyperlink Formatting Hyperlinks Saving Changes Checking Pages In/Out/Discard
• Publishing a Page Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org
SharePoint Ribbon • Ribbon offers quick access to functionality and features necessary to maintain your site. Features are grouped “logically” for accessibility Menus – Click the down arrow on some commands to choose from a list of options
Tabs – Tools and commands related to specific processes are placed in tabs. Many tabs are contextual
Groups – Similar tools and commands are placed together
Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org
Site Actions Tab • Location of the commands needed to manipulate the pages • Options vary based on security permissions Edit Page–Allow for page editing on the current page you are browsing Show/Hide Ribbon – Allows you to view or hide page Check In/Out status and login information New Page – Create a new page under your current site. View All Site Content – Gives you the ability view/edit all content related to your site any list or document library that you site may have.
Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org
Create New Page • •
You can only create pages under the sub‐site for which you are provisioned SharePoint will automatically replace spaces with a hyphen “‐”. THIS IS OK! Do NOT add any special characters yourself.
Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org
Page Titles • The page title entered when creating the page is the default title. To change, modify the text in the Title textbox
Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org
Browse Tab •
Provides the status of the page, e.g. Checked Out, Checked In, etc.
Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org
Page Tab • • •
Contains functions that allow the manage the page content Edit menu item contains basic editing tools, e.g. text formatting, spell check, etc. Editor has been modified to allow 4 Markup styles: Heading 2, Heading 3, Heading 4 and Paragraph
Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org
Inserting a Hyperlink (External) • • •
Link option found under the Insert menu Highlight the text to hyperlink For External links, Select From Address
Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org
Inserting a Hyperlink (SharePoint) • • •
Highlight the text to hyperlink For Internal links, Select From SharePoint Locate the asset under the appropriate sub site and click OK
Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org
Formatting Links •
For external sites, ALWAYS, ALWAYS, ALWAYS include HTTP://. If not, SharePoint will think it is an internal asset and modify the URL accordingly Description: Not a required field but highly recommended. Used for accessibility To modify URL, enter new address here.
Open in new tab– Select this option when linking to external sites. Remove Link – Removes the hyperlink entirely Select Link – Allows you to select a new SharePoint asset
Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org
Document Management • SharePoint has built‐in Document Management • What does this mean? – No need to maintain multiple versions of the same document. Version history is turned on so you always have access to the previous document – No need to modify a link to the same document. Simply update the document in the system and the link will automatically point to the new document.
Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org
Uploading Documents
Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org
Select from the top ribbon
Uploading Multiple Document
Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org
Saving Changes •
3 Options to Save Changes – – –
Save & Close Save and Keep Editing Check In
Check In: Saves changes that are only visible by authorized users Save & Close – Save your changes to the page and exits edit mode. No one else can see your page changes because this does not Check In your page.
Save and Keep Editing – Saves your changes to the page and allows you to continue editing. Your saved work can only be seen by you because the page you saved is not checked in. Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org
Check In/Out/Disregard • • •
To protect against changes being overwritten, SharePoint requires pages to be checked out prior to any changes Selecting Edit Page will check out the page by default Pages can only be updated by the person to who it is checked out while the status is Checked Out and Editable.
The Check Out option allows you to check out a page. A checked out page cannot be edited by anyone else while it remains checked out. Once you have finished making modifications, Check In the page so it is visible to authorized users. NOTE: Changes cannot be seen until they have been published. This means that other users can now access this page and see your edits. Discard Check Out option discards any changes you have made to a checked out version and will revert back to the previous version of the page. NOTE: ONLY USE THIS FEATURE IF YOU DO NOT WANT TO SAVE ANY MODIFICATIONS YOU MADE.
Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org
Saving vs Checking In • Does not produce the same results – Save • • • •
Updates the page with the changes made. Changes can only be seen by the Content Manager Changes can be discarded if Discard Checkout is selected. Minor version of page is not created
– Check In • • • •
Updates the page with the changes made. Changes are visible by Authorized users Changes can only be Overridden, not Discarded Minor version of page is created Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org
Publishing a Page • • •
After publishing, the Status bar will not be visible Comments are not required but highly suggested. After Publishing a page, the page is immediately viewable by the Public
Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org
Local Navigation Once content is logically organized by page, with each page having a subject and focus, local navigation can be built. For local navigation, keep in mind the following: • Only include links to pages on gadoe.org belong in the local navigation. • Only include links to main subject matter belong in local navigation. • Do not include document links, email links, external links etc. in the navigation.
Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org
To build local navigation: • • • •
Browse to your site Click “Site Settings” from the “Site Actions” menu Under “Look and Feel”, click “Navigation” In the “Navigation Editing and Sorting” section, add folders and links as needed. Only “Title” field is required. The “URL” field can be left blank in no link is desired.
To understand how the admin configuration will appear publicly, compare the side‐ by‐side below on the next page.
Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org
Navigation: Admin vs Public View Admin
Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org
Public
GaDOE Web Policies • See GaDOE Web Governance Policy GaDOE Web Governance Policy
• See GaDOE Web Publication Standards and Procedures
GaDOE Web cation Standards and
Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org
Best Practices • • • • • • • •
Do not indent at the start of a paragraph Never underline text for emphasis When linking to an external site, always select the option to open in a new tab and/or window Be mindful to save Microsoft documents in 2003 format For documents, avoid using dates, Status (like FINAL, DRAFT, etc.), and special characters (“”, ‘, #, /, ?, %, etc…) Avoid the use of animated graphics, scrolling texts (marquees) and moving images Save images as JPEG, JPG, GIF, or PNG Videos should be stored on the Streaming Media server. Contact Technology Services for more information Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org