How to Get Started With Microsoft®

SharePoint

®

© SkillPath a division of the Graceland College Center for Professional Development and Lifelong Learning, Inc. All rights reserved, including the right to reproduce this material or any part thereof in any manner.

HOW TO GET S TA RT E D W I T H M I CROSOF T ® SHARE P O I N T ®

SharePoint® Site Features

Microsoft® SharePoint® offers many features that allow for collaboration and content management. These features include: •  Document libraries: A document library is a repository for documents. These documents include Microsoft® Word, Excel® and PowerPoint® documents; however, you can store any data type, including images and non-Microsoft® documents. •  Lists: Lists are used to store data in much the same way as an Excel® spreadsheet. SharePoint® lists can be very powerful and include several list subtypes: — Tasks: These lists allow you to track tasks with their start dates, due dates, percent completed and descriptions — Calendars: Calendar lists allow you to plan events and schedules. A single SharePoint® team site can have multiple calendars. — Announcements: A list used to provide site visitors with up-to-the-minute information about events and notifications — Contacts: Listing of contacts for things such as site administrators and even internal company contacts — Discussions: Used to create forums like those on Internet Web sites so that users may have online conversations — Links: A list of Internet or intranet links — Survey: A series of questions that users may answer, typically of the multiple-choice type — Custom: A list created manually to meet a specific need in the organization •  Web parts: Components that provide features or functionality to SharePoint® pages without requiring the page creator to write software code •  Site pages: These are custom pages that can contain any information desired by the page creator. Site pages may or may not include Web parts. •  Office 2013 integration: SharePoint® 2013 is tightly integrated with Office 2013. It provides a similar user interface and Office applications can access documents directly from SharePoint® libraries.

|

Note: A library is effectively a list with data files attached to list items.

V716_112116

2

P A R T I C I P A N T N OTEBOOK

SharePoint® 2013 Interface

The Microsoft® SharePoint® interface comprises the following major components: • Quick launch bar • Top menu bar • Ribbon • Site actions menu • User menu

3

V716_112116

HOW TO GET S TA RT E D W I T H M I CROSOF T ® SHARE P O I N T ®

Using Document Libraries

Document libraries are used to store data files. You can perform the following actions with document libraries: • Upload files to the library • Open files from the library • Modify file properties • Check out files • Delete files

To add a file to the document library, follow these steps: 1. Open the document library in the SharePoint® site 2. Click the Upload button on the Ribbon 3. Select Browse 4. Find a file to upload and select it 5. Upload the file

To check out a file from a document library, follow these steps: 1. Open the document library in the SharePoint® site 2. Click the file or document you wish to check out 3. Click the Check Out button on the Ribbon

V716_112116

4

P A R T I C I P A N T N OTEBOOK

Working With Lists

In addition to document libraries, you can work with lists and list templates to create data. SharePoint® 2013 offers several list types, as the following image shows:

You can use lists to perform many functions: • Storing or tracking data • Working with calendars and events • Working with project tasks • Performing polls and surveys • Offering tests and quizzes • Providing information from external data sources

5

V716_112116

HOW TO GET S TA RT E D W I T H M I CROSOF T ® SHARE P O I N T ®

Creating Custom Lists

In addition to the existing lists, you may desire to implement custom lists to meet your specific needs and provide data entry points. Custom lists are stored in the database and are backed up under normal maintenance procedures. To create a custom list: 1. Click the Site Actions menu and select More Options 2. In the Create dialog box, choose the Lists category page 3. Select the Custom List item 4. Provide a name in the Name field and click Create 5. On the resulting list page, choose the List tab on the Ribbon 6. Select the List Settings button in the Settings group 7. Scroll down on the List Settings page until you see the columns 8. Add, remove and rename columns here as desired to customize the list

V716_112116

6

P A R T I C I P A N T N OTEBOOK

Exporting to Excel®

You can also open lists in Excel® for advanced analysis and data manipulation. This allows you more flexibility than simply viewing the list in SharePoint®. To export a list to Excel® 2013: 1. Open the target list in SharePoint® 2013 2. Select the List tab from the Ribbon 3. Click the Export to Excel button in the Connect & Export group

4. If Internet Explorer® prompts with the “Do you want to open or save…,” message, choose Open 5. In Excel®, if prompted with the “Microsoft Excel Security Notice,” choose Enable 6. In the Windows Security dialog box, enter the password for your SharePoint® 2013 user account and click OK

7

V716_112116

HOW TO GET S TA RT E D W I T H M I CROSOF T ® SHARE P O I N T ®

Creating SharePoint® Sites

Many users are given the ability to create their own sites. You can create a site from a template or start with a blank site. To create a SharePoint® site from a template: 1. Click the Site Actions menu 2. Choose New Site from the list of options 3. In the Create dialog box, select the site template desired from the All Types list or by category in the All Categories list 4. Provide a title and folder (URL) for the site and click Create

You may also choose More Options in step four to customize how the site is accessed. For example, you can indicate that the site should be available on the Quick Launch sidebar and as part of the top bar navigation. If you later decide to delete a site, do the following: 1. Open the site you wish to delete 2. Click the Site Actions menu and select Site Settings 3. In the Site Actions section, select Delete This Site 4. Read the warning information and, if you still wish to delete the site, click Delete

|

Note: If you delete a site, you cannot recover it. The administrator of the server may be able to recover the site, but you cannot do it directly.

V716_112116

8

P A R T I C I P A N T N OTEBOOK

Creating a Blank SharePoint® Site

|

Note: When the Blank Site template does not appear, you must edit the following file:

You can also create a SharePoint® site from scratch and customize it for your needs. This means you’re using a site created as a blank site.

 :\Program Files\Common Files\Microsoft C Shared\Web Server Extensions\15\ TEMPLATE\1033\XML\WEBTEMP.XML

To create a blank site: 1. Navigate to the top-level site, which is usually the home page or that which you access directly by the server name, such as http://www. InternalSharePointServer.com



Find the section that reads: T  itle=”Blank Site” Hidden=”TRUE”

Change TRUE to FALSE. Then wait three to five minutes and try again.

2. Click Site Actions > New Site 3. Select the Blank Site template 4. Provide a title and URL and click More Options

To customize the start page in the blank site:

5. Choose the desired options for the blank site, such as the Description, Permissions and Navigation settings

1. Access the blank site 2. Click the Page tab in the Ribbon

6. Click Create

3. Click the Edit Page button in the Edit group 4. Add Web parts or text to fill the page as desired

9

V716_112116

HOW TO GET S TA RT E D W I T H M I CROSOF T ® SHARE P O I N T ®

Understanding My Sites

In many organizations, a special section of SharePoint® is used and can be personalized by users. This section is called the My Site section and is referred to in the About section in SharePoint® 2013. It allows users to do the following: • Edit your personal profile • Add and manage interests • Subscribe to newsfeeds • Create a blog • Install apps • See assigned tasks

V716_112116

10

P A R T I C I P A N T N OTEBOOK

Integrating Office 2013 With SharePoint® 2013

Microsoft® Office applications may save directly into SharePoint® 2013 document libraries. The applications that can do this include Word, Excel® and PowerPoint®. You can also connect Access® databases to SharePoint® sites. In addition, applications like Publisher, Project and Visio® can store documents into the SharePoint® libraries. To save a document into a document library within Word, Excel® or PowerPoint®: 1. Open or create the document in the Office 2013 application 2. Select the File tab to access Microsoft® Office Backstage 3. Select the Save As page 4. Choose the Save As location option as shown below

5. Select the location from the Recent Folders list or browse to find the appropriate SharePoint® 2013 document library

11

V716_112116

HOW TO GET S TA RT E D W I T H M I CROSOF T ® SHARE P O I N T ®

Understanding SharePoint® Designer

SharePoint® Designer is a client-based application installed on your local machine and used to edit SharePoint® 2013 pages and objects. This application provides a full What You See Is What You Get (WYSIWYG) application for development and design tasks related to SharePoint®. The following image shows the SharePoint® Designer application interface:

You can use SharePoint® Designer to perform any of the following tasks: • Create external data connections • Design pages • Customize themes • Create forms

V716_112116

12

Technical training only from our bookstore ... Training is our only business. That’s why our books and videos are uniquely focused on boosting your skills, expanding your capabilities and growing your career. Our expert authors and presenters are professional trainers who don’t get bogged down in hype and fluff. They know how to zero in on the essentials, simplify complex subjects and not waste your time. As a seminar participant, you always get the lowest price and fastest service because our resources are not sold through middlemen at discount stores, local booksellers or commercial Web sites.

BOO KS + SO F T WAR E + DVDS Contact us: U.S./Canada 800-873-7545 • UK 0800 328 1140 • AUS 1800 145 231 • NZ 0800 447 301

Or visit us on the Web at www.ourbookstore.com

STAR12 is

365 DAYS of … 

Peace of mind



Informative Webinars



Job help



Résumé boosters



Knowledge-packed seminars



Convenient online learning



Career development



Skill building

UNLIMITED TRAINING Know that you have the resources and tools you need to achieve career success 365 days a year when you enroll in STAR12. With STAR12, you’ll get unlimited access to seminars, Webinars and online courses to help you do your job more effectively and efficiently. Put career success in your hands year round. Talk to your trainer to receive a special discount on STAR12, and enroll today!

VISIT JOINSTAR12.COM OR CALL 1-800-258-7246 FOR MORE INFORMATION