nexus sharepoint 2010: fundamentals - weblearn · tnes7: sharepoint 2010 fundamentals it learning...

Nexus

SharePoint 2010:

Fundamentals

TNES7: SharePoint 2010 Fundamentals


IT Learning Programme 3

How to Use this User Guide

This handbook accompanies the taught sessions for the course. Each section contains a brief overview of a topic for your reference and then one or more exercises.

Exercises are arranged as follows:

A title and brief overview of the tasks to be carried out;

A numbered set of tasks, together with a brief description of each;

A numbered set of detailed steps that will achieve each task.

Some exercises, particularly those within the same section, assume that you have completed earlier exercises. Your teacher will direct you to the location of files that are needed for the exercises. If you have any problems with the text or the exercises, please ask the teacher or one of the demonstrators for help.

A number of conventions are used to help you to be clear about what you need to do in each step of a task.

In general, the word press indicates you need to press a key on the keyboard. Click, choose or select refer to using the mouse and clicking on items on the screen.

Names of keys on the keyboard, for example the Enter (or Return) key are shown like this ENTER.

Multiple key names linked by a + (for example, CTRL+Z) indicate that the first key should be held down while the remaining keys are pressed; all keys can then be released together.

Words and commands typed in by the user are shown like this.

Labels and titles on the screen are shown l ike this .

Drop-down menu options are indicated by the name of the options separated by a vertical bar, for example Home tab |Copy . In this example you need to select the option Copy from the Home tab from the Ribbon. To do this, choose the Home tab from the Ribbon; move the cursor to Copy button; when Copy is highlighted, click the mouse button again.

A button to be clicked will look l ike this

The names of software packages are identified like this, and the names of files to be used l ike this .


Software Used

Internet Explorer

SharePoint 2010

Files Used

Agenda

Expenses

Minutes

Reports

Images

Revision Information

Version Date Author Changes made

1.0 9 January 2015 Traci Huggins Created

2.0 25 March 2015 Traci Huggins Updates

Copyright

Traci Huggins makes this document and the accompanying PowerPoint presentation available for reuse under a Creative Commons licence (Attribution-NonCommercial-NoDerivative CC BY-NC-SA).

Screenshots in this document are copyright of [Software vendor].

The Oxford University logo is copyright of Oxford University and may only be used by Oxford University members in accordance with the University’s branding guidelines.

Other images used may have different usage conditions. If an image (or other content) has been used incorrectly or misattributed please contact the author who will be pleased to rectify the error.



Contents

1 Introduction ............................................................................. 1

1.1. What you should already know ........................................................... 1

1.2. What you will learn ............................................................................. 1

1.3. What is SharePoint? ............................................................................ 1

1.4. Accessing SharePoint ......................................................................... 2

2 What is a site? .......................................................................... 3

2.1. Understanding SharePoint Security. ................................................. 3

3 Logging into the SharePoint Training Accounts ...................... 5

4 Introduction to the SharePoint Training Accounts ................. 6

4.1. The Home page .................................................................................. 6

4.2. A site ................................................................................................... 6

4.3. Site Actions ........................................................................................ 7

4.4. Credentials area ................................................................................. 7

4.5. The Ribbon ......................................................................................... 7

4.6. The Search box ................................................................................... 8

4.7. Menus and Navigation ....................................................................... 8

4.8. The Quick Launch bar (Current Navigation) .................................... 9

4.9. Top Link Bar (Global Navigation) ..................................................... 9

5 How to create a sub site ......................................................... 10

5.1. Site Actions ....................................................................................... 10

5.2. Creating a sub site using unique permissions .................................. 13

6 Editing your sub sites............................................................. 15

7 Using Lists and Libraries ....................................................... 16

7.1. Changing the default name for Shared Documents ..........................16

7.2. A List ................................................................................................. 17

7.3. Creating a List in SharePoint ............................................................ 17

7.4. Adding columns to a Custom List .................................................... 18

7.5. A Library........................................................................................... 20

7.6. How to create a Document Library .................................................. 21

7.7. Other Kinds of Libraries .................................................................. 22

7.8. Creating Folders to store documents .............................................. 22


8 Picture Libraries .................................................................... 24

8.1. Creating a Picture Library ................................................................ 24

9 Creating a Blog Site ................................................................ 26

9.1. Creating a Blog Site .......................................................................... 26

9.2. Editing your Blog site ...................................................................... 29

9.3. Changing the category names in your Blog site .............................. 29

9.4. Creating and managing Blog posts .................................................. 30

10 Deleting a sub site and its contents ...................................... 31

10.1. Deleting a Sub Site .......................................................................... 31

10.2. Deleting a Wiki Page ....................................................................... 31

11 Your “My Sites” ..................................................................... 33

11.1. Introduction to “My Site” ................................................................ 33

11.2. How to apply for your own “My Site” ............................................. 33

11.3. How to access your “My Site” ......................................................... 33

11.4. How to navigate in My Site............................................................. 34

11.5. Locating Items in your “My Site” ................................................... 34

...................................................................................................................... 34

12 Editing your “My Profile” ..................................................... 35

13 Exercises ............................................................................... 37

14 What Next? ........................................................................... 56

14.1. Further SharePoint Courses ........................................................... 56

14.2. Course Clinic .................................................................................. 56

14.3. IT Services Help Centre ................................................................. 56

14.4. Downloadable Course Materials and More – the ITLP Portfolio . 56

14.5. Useful Websites .............................................................................. 56

14.6. SharePoint Consultancy Service .................................................... 56



1 Introduction Welcome to the course Nexus: SharePoint 2010 An Overview session!

This booklet accompanies the course delivered by Oxford University IT Services, IT Learning Programme. Although the exercises are clearly explained so that you can work through them yourselves, you will find that it will help if you also attend the taught session where you can get advice from the teachers, demonstrators and even each other!

If at any time you are not clear about any aspect of the course, please make sure you ask your teacher or demonstrator for some help. If you are away from the class, you can get help by email from your teacher or from [email protected].

1.1. What you should already know

No previous knowledge of SharePoint is expected. We will assume that you have some knowledge of using web browsers and that you are familiar with entering text and simple editing, rearranging and formatting text – copy and paste, printing and previewing and managing files.

We will also assume that you are familiar with opening files from particular folders and saving them, perhaps with a different name, back to the same or a different folder.

The computer network in our teaching rooms may differ slightly from that which you are used to in your College or Department; if you are confused by the differences please ask for help form the teacher or demonstrator.

1.2. What you will learn

At the end of this session you will have learned how to navigate your way around SharePoint 2010.

Topics covered are:

Site collection and creating sub sites

Working with documents in document libraries

The Ribbon

Different ways you can view documents

Up and download documents

Creating/editing Blogs and Wiki pages

Overview of MySite site

These notes deal with SharePoint using Windows. Having worked through these notes, you should also be able to adapt to other platforms including Mac OS X, since the only difference will be the web browser you use.

1.3. What is SharePoint?

SharePoint is a web based collaboration tool supporting the work of teams, units, research groups and cross department groups. It is accessed and configured via the browser and includes the following functionality:


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The service is accessible to all current University members via the Nexus SharePoint login

page using your SSO credentials. Any individual, group, department, college or division can request a SharePoint site. Divisions, colleges and departments should have their own Site Collection from which individual sites are created and managed. Individuals are entitled to their own My Site which provides a rich set of social networking features and an area to manage documents, blogs, lists and much more.

All parties using the SharePoint service must adhere to the guidelines in the SharePoint

Service Level Description. Failure to follow good governance will result in SharePoint sprawl making the system difficult to both manage and navigate. OUCS has drafted policy to prevent this, and other undesirable management issues.

1.4. Accessing SharePoint

The SharePoint home page is: https://sharepoint.nexus.ox.ac.uk. Enter your Single Sign-on (SSO) credentials at the logon page.

The SharePoint home page and support site are accessible to anyone with an Oxford SSO account. To access other sites you need to be given access by the owner. When a site owner gives you access to a site you will receive an email informing you and providing a link to the site. Alternatively, if you know where in the University organisational structure the site sits, you can browse to it from the Site Directory. There is a link to the site directory on the left of the home page. The Site Directory lists all units that have established a SharePoint presence.

http://sharepoint.nexus.ox.ac.uk/

http://sharepoint.nexus.ox.ac.uk/

http://help.it.ox.ac.uk/internal/sld/sharepoint

http://help.it.ox.ac.uk/internal/sld/sharepoint

https://sharepoint.nexus.ox.ac.uk/



2 What is a site? The structure of SharePoint sites (often referred to as webs) is very different from the structure of a typical Internet site that contains only pages. A SharePoint site can house more than just pages. It is a container that holds lists and libraries and it can have other sites under it.

Every SharePoint site is a member of a site collection. As the names imply a site collection is a collection of sites. Every site collection has a single site as its root site and other sites can be built under the root site.

For example a company might have a home site called SharePoint Intranet that contains information that people see when they browse to that site. It will of course house other sites within this home site which will have navigation to different sections (sites) which will hold information on Staff Development, Holidays, and Staff Meetings.

As you can see from the diagram below SharePoint is a hierarchy;

SharePoint hierarchy structure

2.1. Understanding SharePoint Security.

When a site is created SharePoint automatically provides three security groups – the Visitors, Members and Owners groups. Additional groups can be created depending on the type of site.

Groups are only containers of users; groups need to be given permissions to be of any use. You do this by applying a permission level to a group. A permission level is a set of rules (permissions) that determines what a group can do on a site, list, library, or item. When a team site is set up SharePoint creates six permission levels:

Full control – allows total control of a site, users at this level can add, delete, approve, move and create new sites.

Design – users at this level can view, add, delete, update, approve and customise a SharePoint site.

Contribute – users at this level can view pages and list items and download documents.

Company

Finance Dept HR Dept IT Dept. Sales Dept.

Company

Finance Dept. HR Dept. IT Dept.


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Limited Access – users at this level can view specific lists and documents libraries when given access

View Only – similar to the Read permission level, but users at this level cannot download items.

Permission levels provide a set of rules known as individual permissions. Through individual permissions, an administrator is able to control what someone can or cannot within SharePoint.

Once a site is created the Visitors group is given Read permissions the Members group is given Contribute permissions and the Owners group is given Full Control permission.

SharePoint permissions are very comprehensive and this is covered in more detail on the SharePoint: A Guide for Site Owners course.



3 Logging into the SharePoint Training Accounts To access the SharePoint Training Accounts that you will be working with today you need to type the following into the URL, then type in the user name and password you have been given by the teacher;

https://sharepoint.nexus.ox.ac.uk/sites/training

When you log in make sure you use ‘This is a private computer’ option;

Log in window

SharePoint Training Accounts Welcome Screen



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4 Introduction to the SharePoint Training Accounts

4.1. The Home page

When you first log into your SharePoint training site you will see something similar to the image Figure 3 – you must choose the Sptraining number to access your area on the training site, that you were given by the teacher;

Home page on Training Site

4.2. A site

Sites are basically collections of content (pages) so you can create sites underneath your main SharePoint site (like large folders on your computer) to collect related materials that deserve their own focus. Meetings, blogs, documents and teams might have their own sites. If the hierarchy is confusing think of it like this: A site is a file drawer in a filing cabinet and the library lists and other types of content are the individual folders within that file drawer.

The SharePoint my site is an area where you can share documents, store documents for your own personal use, tag items, add and edit your personal information, create a blog and follow colleagues.

As already mentioned there are two libraries set up by default for you to store documents in: Personal Documents and Shared Documents. The Shared Documents library is visible by everyone, not just your colleagues, although you can change the permissions for this library if necessary. Whereas the Personal Documents is an area for you to store documents that are not viewable by everyone



4.3. Site Actions

From here you can create new pages, document libraries and SharePoint-based sites; edit the pages you see, synchronise an offline copy of the site to the SharePoint workspace application; access settings to customise the sites accessibility and permissions. To change major aspects of sites within the SharePoint o to create new items, you’ll probably want to go to the Site Actions menu first.

Site Actions

4.4. Credentials area

This menu, accessed when you click on your display name in the top right corner of the Web page, is where you sign into or out of a site, and where you change any user-modifiable sections of the web page.

Credentials

4.5. The Ribbon

Borrowing from both 2007 and 2010, SharePoint includes the Ribbon, a panel at the top of the window where almost all of the functions possible on a given page are grouped and displayed. Most SharePoint pages have the Browse tab turned on by default, which gives you a breadcrumb-style hierarchy. In other words it helps you to navigate the amount pages on the site and see how you arrived at the current page. The Ribbon is also context-sensitive; it shows you different options depending on where you are within SharePoint. So if you are in the document library, the Library tools Ribbon panel will appear; if you’re in different types of lists other tools will show up in the Ribbon.

The Ribbon


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4.6. The Search box

This is where you can type in any sort of search query, click the magnifying glass icon to the right and then take advantage of the indexing engine on the site to get comprehensive results from any file that includes your search term. You must make sure before you try and search that you have selected the Browse tab, and then the search facility becomes available.

Search Bar

4.7. Menus and Navigation

There are two ways in which you can assign navigation between sites in SharePoint, the Top Link Bar (Global Navigation) and the Quick Launch Panel (Current Navigation)

Global and Current Navigation

It is advisable to ensure that all sites have a global navigation (Top Link Bar) and that information relevant to the current site has a current navigation (Quick Launch Panel).

Global navigation

Current or ‘Quick

Launch’ navigation



4.8. The Quick Launch bar (Current Navigation)

Running along the left side of your SharePoint web pages is the Quick Launch Panel, this bar helps you jump among the various parts of your site, including to different lists, libraries, discussion areas, picture collections and the site Recycle Bin (this works exactly like the Windows recycle bin except it holds items from the SharePoint site only). Another option is to see a full tree-like view of all the places on your site. The Quick Launch Panel should be used to navigate to areas within that sub site only.

Quick Launch Bar

4.9. Top Link Bar (Global Navigation)

The Top Link Bar is Global Navigation and it is always advisable to ensure that any sub sites you have in your “My Site” have links on this Top Link

Top Link Bar (Navigation)


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5 How to create a sub site Sites in SharePoint are created by using templates. These are standard site templates that come with SharePoint and there is a customised template for use by committees. In most cases the Team Site template is the best starting point for a site, but if the site is for use by a committee have a look at the Oxford Committee site template – if you find that you do not have access to this template and need one for your department contact the Nexus team who will be able to help with ensuring you have access to the correct template.

5.1. Site Actions

The Site Actions button on your “Training Site” page has all the options needed within SharePoint for you to be able to add sub sites (other pages), change Site Permissions and Site Settings which allows you to modify the content within your pages.

It is important to remember that when you want to make changes or add content/sub sites to your site you must first always make sure you are on the correct site before you use the Site Actions options.

To create a new site (sub site / new page) you would need to click on New Site as shown below.

Site Actions options

You will then have the following options to choose from for your sub site – select Team Site as shown below;



Creating a new sub site

At this point you have the option of entering a site name and URL and selecting ‘More Options’. If you don’t select ‘more options’ the site will be created with the same permissions as the parent site. It is advisable at this point to ensure that when you name your site you give the URL the same name as your Team Site shown in Figure 14.

Then select “More Options”

You will then see the following Option box as shown in Figure 15.

Naming a Team Site


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Choosing the permissions for this site

At this point you have the option to give your sub-site a description as well as assigning the permission levels that you would like for your site; Unique Permissions (this is where you will allow only certain people to access your site) or use the same permissions as your Parent Site.

Choosing the navigation you require for the site

Organising navigation for this site is shown in Figure 13; here you would decide whether you would like the navigation to be shown on the Top Link Bar of the Parent site – this way the site you have just created will be able to be accessed from the Top Link Bar wherever you are in your SharePoint site.

If the link does not appear on the Top Link Bar

Make sure firstly that you are on the correct site

level before you begin, Then Select “Site

Actions”, then select “Site Settings”, in the Look

and Feel select “Navigation”, You will then see

the following Global Navigation options below;



Adding global navigation to the parent site

Select Show subsites under Global Navigation and click OK . Now click on the breadcrumb trail to make sure that you are on the parent site and that the Global Navigation for Team Site is showing on the Top Link Bar.

Exercise 2: Creating a Sub Site – Page 42

5.2. Creating a sub site using unique permissions

As well has creating sub sites that share the same permission levels as your parent site you can also create sub sites that have unique permissions and only allow certain members of your team/department are able to access/use the sub site.

To create a sub site with unique permissions – firstly make sure that you are on the parent site – if you look at the Top Link Bar (Global Navigation) you will see the site you are on is highlighted as shown opposite.

Click on “Site Actions” and then choose “New Site” give the new sub site a name of Projects and the URL as the same name Projects then select “More Options”. Then choose “Use unique permissions” and choose “Yes” to Navigation Inheritance, as shown below;

Choosing unique permissions


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You will then notice that you have another set of options to complete before the new Projects sub site is ready to use;

Setting up user permissions

Visitors to this site: Visitors can read content in the sub site and you can assign visitors to the site by selecting “Create a new group” you can then click on the little address book in the right hand corner and search for peoples names, select them once you have found them and then click Add .

Members of this Site: Members can contribute content to the sub site – your name/training number should already be in this box, by using the search facility, search for peoples names, select them once you have found them and then click Add .

Owners of this Site: All owners that are assigned to the sub site have full control of the site allowing them to add content/sub sites/navigation/people etc. you can add other owners to this site by using the search facility, search for peoples names, select them once you have found them and then click Add .

Once you have assigned the required access to the sub site you can then click on OK .



6 Editing your sub sites Once your sub sites have been created you can now edit the content of the pages by clicking on the Edit button (the icon with the page and pen showed below);

Edit button

This will allow you to change the heading, remove and add your own content into the body of the page and change the image.

Changing the content of the page

If you are not happy with the layout of the page or would prefer the page laid out in a different way this can be changed by clicking on the Text Layout icon on the Ribbon.

The Text Layout allows you to change to way the page looks and allows you to have more control over how you would like you page to display its content.

To edit the image on your page you need to make sure that you are in the editing mode, then click on your image until it shows the handles, then click on Design under the Picture Tools then select the Change Picture icon in the left hand corner – this will then allow you to choose an image from your “My Documents” to add to your page.


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7 Using Lists and Libraries Lists and libraries are at the heart of SharePoint; this is where all data is stored. Libraries store documents and lists store the sort of information you might otherwise find in a spreadsheet e.g. tasks, contacts, asset lists or check lists. Lists and libraries are configured in a similar way; both are made up of columns, views and the items themselves. A library is in fact just a type of list which has been configured to store documents.

Using lists and libraries effectively means understanding;

Columns and document properties

Views

Ways of adding content

Setting permissions

By default your team site comes with a built in document library named Shared Documents , which is listed on the Quick Launch bar as well as on the Documents and Lists page. The default name Shared Documents can be changed to reflect a name for your library that might be more suitable.

7.1. Changing the default name for Shared Documents

To change the name of the library to a more suitable name click on Shared Documents, under Library Tools click on the Library tab and choose Library Settings

Finding Library Settings

Under General Settings Choose Title, description and navigation, then change the name in this case to Team Shared Documents and click Save .

Changing the name of the document library



7.2. A List

Lists are collections of liked items. You can choose from announcements, a calendar, a list of contacts, a Custom List in both list form and an editable datasheet form, a discussions board, an issue tracking list, a list of links, a list of project tasks, a survey, a task list or an imported Excel spreadsheet. There are plenty of sample/template lists in SharePoint available to use or you can create your own Custom List.

Lists in SharePoint

7.3. Creating a List in SharePoint

To create a list on your SharePoint site you need to (first be on the correct site/sub site) select Site Actions | More Options | Choose List from the options on the left hand side

Choosing a list template

Choose Custom List and give the new list a name then select “More Options”, once you have selected “More Options” you will then have the option to make sure that the navigation link to this List is on the Quick Launch by selecting “Yes” then click Create .

Your list will then appear on the Quick Launch Panel on the left hand side as shown opposite.


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7.4. Adding columns to a Custom List

When you first create your List it will only have one column this is normally called Title – this is a default column and cannot be deleted – however the name of the column can be changed. To make changes to your list firsly click on the list from the Quick Launch Bar then select List from the List Tools, then List Settings on the ribbon. You will then need to scroll down until you come to Columns as shown in Figure 26;

Editing Columns in a List

If you select Title, you are the able to change the name of the column in this instance we will change it to Name then click OK .

Next we will then select Create Column (as shown in Figure 26), once you click on Create Column you will then have the option to choose the Name and Type of your column as well as any Additional Column Settings you require as shown below;

Name and Type Additional Column Settings

Adding new Columns to a List



You will notice when you create your columns for your List that you have lots of pre-defined column titles available to use depending on what information/data you wish to hold in these columns.

In this instance we are going to create 4 columns to hold information on persons name (already created), Support Area – Choice (with the choices; Other, IT, Admin, SharePoint and Teaching, with Other being the Default value being Other), Email – Single line of text and Telephone Number – Single line of text.

If once you have created the columns you decide that you would rather they be displayed in a different order this can be changed by selecting Column Ordering (see Figure 26). By clicking on the down arrows you are able to change the order of the columns, once you are happy with the order you can then click OK .

Column Ordering

If you now click on the List name (Team Support) on the Quick Launch Bar, you will now notice that the columns have been created – to add information/data to this List you need to select Add new item from the underneath the list as shown in Figure 29 below;

Adding data to the List


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Another way of being able to add data to your list is by selecting List | Datasheet View on the List Tools ribbon – you will then see a view very similar to a spreadsheet which will allow you to add items to your list. Once in Datasheet View you can revert back to your SharePoint page by clicking on the Standard View icon on the ribbon.

Datasheet View for adding information to lists

7.5. A Library

You can create a Document Library that lets you upload Word files and other files to share. These document libraries allow you to check files out to make sure that only one person edits them at any given time, to keep versions on file so that you can see the revision history and activity of a given document and to create folders to structure documents logically within the library.

Document library



7.6. How to create a Document Library

Creating Document Libraries are very similar to creating Lists, by default SharePoint will give you a Shared Document Library on your SharePoint page, you can use this to store your documents and the name of the library can be changed (See section 7.1, page 16; Changing the default name for Shared Documents).

To create a Document Library you need to first make sure you are on the right sub site/page – then you need to select Site Actions | More Options | Choose Library (from the left hand side) | then select Document Library. Give the Library a Name then select More Options.

Creating a Document Library

Once you have select “More Options” you have the opportunity to ensure that “Yes” is selected so that a link to this Library is on the Quick Launch Bar, as well as being able to create a Version History – this keeps a version of the document everytime you edit a file in this library.

Just like we did with our List we now need to create columns for our Library, as by default SharePoint will give us the following column headings; Type, Name, Modified and Modified By. To do this select Library (from under the Library Tools tab) | Library Settings – then scroll down till you reach columns – again Title is a default column that cannot be deleted but the name of it can be changed by selecting it, then overwriting the name.

Columns for the Library are created by selecting Create Column (as we did with Lists) – however you do have the option with Document Libraries to “Add from existing site columns” these are columns that have been created and they are already populated i.e. Academic Year.

If you decide to use one of these columns you choose the column you want (and as many as you want) then select Add – once you are happy with your choices click OK .

Adding Existing Columns to a Document Library


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For instructions on how to create columns see Section 7.4, page 18 – Adding Columns to a Custom List.

7.7. Other Kinds of Libraries

These include Picture Libraries that store only images files and XML forms that your business /department can use to route information through, or images that you wish to keep.

7.8. Creating Folders to store documents

Folders are a good way of being able to organise your data in a particular way which is both easy for you to locate your files as well as anybody that you have allowed to share the library or site with. To allow people to view your folders you will have to make sure that you have set the permissions to allow them this access.

A folder structure in SharePoint

To create folders you first need to ensure that you are on the correct sub-site that requires the folders you then ensure that you click/select Shared Documents as shown in Figure 35.

Shared Documents



Once you have clicked on Shared Documents you will then have access to the Library Tools tab on the ribbon. By clicking on the documents tab you will then have the option to click on New Folder as shown in Figure 36.

Library Tools in Shared Documents

Once the folders are created there are two different ways in which you can add content to them; firstly by selecting Add Document at the bottom of the list or if you want to upload multiple documents you can use the Upload Documents from the Ribbon – see Figure 37.

Uploading documents to folders


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8 Picture Libraries A Picture library enables you to share a collection of digital pictures or graphics. You can link to pictures in your library from elsewhere on your site.

Although pictures can be stored in other types of SharePoint libraries, Picture Libraries have several advantages. For example, from a picture library you can view pictures in a slide show, download pictures to your computer, and edit pictures with graphics programs that are compatible with Windows SharePoint Services.

Consider creating a picture library if your team reuses lots of graphics, such as logos and corporate images, or if you want to store pictures of team events or product launches.

8.1. Creating a Picture Library

To create a Picture Library select Site Actions | More Options | Select Library from the Left (Filter by…) and choose Picture Library.

Give the library a name and then select More Options;

Naming your picture library

You now have the option to give the newly created Picture Library a description, choose Yes to have a link on the Quick Launch Bar for the library and select No to the Picture Version History – what this does is everytime a picture is changed or altered it will keep different versions. Then click Create .

Picture Library settings



By default once you have created your Picture Library SharePoint will take you straight to the newly created Picture Library to allow you to add images. If by some chance it doesn’t to enable you to work with your Picture Library you need to firstly select Oxford Images from the Quick Launch Panel.

Once you have selected your Oxford Images you will then see the following options available to you. If you require folders to store your images then you need to select New | New Folder this will then allow you to name a folder ready to store images in. You can create as many folders for your images as you require.

Shared Pictures Options

The Upload button will allow you Upload either single images or multiple images and works the same way as other libraries and you can drag and drop the images you want to be upload and click Done .

The Actions button will allow you to Edit, Delete or view as a Slide Show.

The Settings button will allow you to create columns and/or create views and has the picture library settings.

Once the images are uploaded to the Picture Library you can choose to display them as a Slide Show. This is done by selecting Actions and choosing Slide Show.

Slide Show in Picture Library


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9 Creating a Blog Site You can create a Blog site in SharePoint by creating a new site or site collection and selecting the Blog Site Template. In many cases, creating a Blog site might be a task you have been requested to do by other members of your organisation.

A Blog site is defined by how it presents content to users – a series of blog posts in reverse chronological order (most recent entries first). SharePoint 2010 blog sites also include information about the author and the purpose or description of the site.

Additional features include the ability to filter posts by category or calendar months, bookmark or share a link to a post and subscribe to the blog using any RSS reader client.

A Blog in SharePoint

Once you have a new Blog site, you will want to customise and configure the site before you start writing posts. Your new blog includes an About This Blog are where you can insert a picture or an avatar and include some text for readers, letting them know who you are and what you plan to write about. You might also decide to add or change the default categories that can be used to organise your Blog posts by topic.

9.1. Creating a Blog Site

A Blog (short for web log) is a series of articles, a journal, or chronicle, generally by a single person, but sometimes by a team, on a particular subject. In a business



environment, it is meant to educate and inform an audience. The use of a Blog within a team or organisation can be a valuable tool to spread knowledge from a person (or persons) more knowledgeable on a subject to those who are less so.

Blogs are created and used through a Blog template with the following features;

A primary column for the blog posts and comments.

A secondary colum for general information and links.

A special Quick Launch providing categorisation and montly archiving of Blog posts.

A set of Blog tools to create and manage both posts and comments.

The Blog template produces a complete blogging environment that can be used as-is, or it can be significantly modified to fit the bloggers wishes (or team wishes).

We are going to create a Blog on the Project Team Site to do this we need to first make sure that we are on the correct site then we need to select Site Actions | New Site then click on the Blog template.

Creating a Blog site

Give the Blog the name of Project Team Blog and give the URL the same name then select More Options.

Giving the Blog a name and a URL


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By selecting More Options you will then have the option to give the Blog a description, choose whether to use the same Permissions as the parent site or whether to have Unique Permissions depending on who you want to view the Blog site. (Remember that if you use the same permissions as the parent site people will be able to locate your Blog – so it is advisable to use Unique Permissions – that way you can choose who has permission to view your Blog).

Navigation inheritance, by selecting Yes to Use the top link bar from the parent site will ensure that there is a link to your Blog from where ever you are in SharePoint. You then need to click Create to complete the Blog set up.

Choosing the permissions and navigation for your Blog

Creating users for the Blog

Use

Unique

Permission

s

Click Yes



To locate your Blog site if you click on the down arrow next to the sub site name on the Top Link Bar you will notice the name of the Blog you have just created appears underneath the sub site name – you can click on this link and it will take you to the Blog you have just created.

Locating your Blog site

9.2. Editing your Blog site

Click on the down arrow next to “About this blog” on the right hand side and select Edit Web Part.

Once you have selected Edit Web Part you will have the option to make changes and personalise your Blog site.

In Edi t Mode – click on the image on your Blog and you will see that the following options become available to you on the ribbon.

Click on Picture Tools you will then see the option to change picture.

Follow the instruction and locate an image to save as your Blog image.

9.3. Changing the category names in your Blog site

First make sure that you are on the Blog site, click Site Actions then click View All Site Content as shown below;

Changing the category names on your Blog

On the All Site Content page, in the Lists section click Categories. You will then be given all the categories that are available for this Blog post by default (Category 1, etc.)

Click on the Edi t button on the right hand side of the categories and then re-name the three categories; Personal, Project and Other. Use the Add New Item at the bottom of the list if you want to add another category for your Blog posts.


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9.4. Creating and managing Blog posts

To be able to create and manage your Blogs you need to use the Blog Tools on the right hand side of your Blog page, these will allow you to create posts as well as manage your posts.

Creating a Blog post

Select Create a post then add your post to the Body, choose a category for this post and then click Add .

You then have the choice of Save as a Draft or Publish, if you are happy with the post you can Publish – otherwise you can Save as Draft which will allow you to go back and make changes before you publish to your Blog

By using the Ribbon on your Blog site to help customise your Blog making it more personal to you; you can change the colour scheme, font style, size and colouring

Editing ribbon for Blog site



10 Deleting a sub site and its contents Use this procedure to delete a sub site, after completing this procedure, the selected sub site including all documents libraries, lists and list data, web parts, site settings and configuration applied for that site is deleted.

10.1. Deleting a Sub Site

Open your parent site to delete your sub site(s)

Click on Site Actions and then click Site Settings. The settings page appears.

In the Site Administration section, click Sites and Workspaces. The Sites and Workspaces page lists all sub sites that are available in the parent site in a table format.

Site and Workspaces menu for deleting sub sites

Click the Delete icon corresponding to the sub site that you want to delete. The Delete This Site Page displays a message to confirm the deletion of the site.

Click Delete, a message appears to confirm that you want to delete the Web Site and its contents.

Click OK, the sub site that you selected is deleted; you will then see that this sub site has been deleted along with all the navigation links.

10.2. Deleting a Wiki Page

Deleting a Wiki page works in the same way as deleting a sub site, however this time you must make sure that you are on the correct sub site where your Wiki has been created.

Then select Site Actions | All Site Content you then need to select Site Pages from the Document Library.

Site Pages in the Document Library


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Click on Site Pages you will then see the pages that have been created under this sub site.

Click on the name of the page you want to delete, as shown below and a tick box will then appear to the left hand side – see Figure 59.

Selecting Wiki page to delete

Then select Delete Document from the ribbon, you will then be prompted by SharePoint asking if you are sure you want to send the item(s) to the Recycle Bin – Select Yes.

Delete document option on Ribbon

Confirm deletion of document page from SharePoint



11 Your “My Sites”

11.1. Introduction to “My Site”

The SharePoint “My Site” is a personal website where you can share documents with colleagues, store documents for your own personal use, tag items, add and edit your personal information, create tasks and see any that others have assigned to you, create a blog and follow your colleagues SharePoint activities.

A “My Site” consists of two libraries by default called: Personal Documents and Shared Documents. The Shared Documents library is where you can share documents with friends and colleagues (N.B. unless you change the permissions on this library it is actually open to viewing by all SharePoint users should they so wish), whereas the Personal Documents is for your personal use.

11.2. How to apply for your own “My Site”

There is no need! Simply follow the procedure below and your “My Site” will appear. For some people the site will already have been built and is waiting. For others it may take a minute or two to build as soon as you click on the drop down button as outlined below.

11.3. How to access your “My Site”

Note: before you can access your own “My Site” you will need to log out of the SharePoint Training Account and log into using the link below;

https://mysite.nexus.ox.ac.uk/default.aspx

Wherever you are in your SharePoint Site you will be able to see a button labelled with your name on the top right hand side of the ribbon, clicking on your name will give you the following options;

Part of the SharePoint ribbon showing location of name button

Menu showing available “My Site” options

https://mysite.nexus.ox.ac.uk/default.aspx


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Click on the button labelled with your name. From the drop-down menu which appears there are two options to access you’re “My Site”. Selecting the menu option “My Site” takes you to your “My Site” home page. The option “My Profile” takes you directly to your Profile page in your “My Site”.

11.4. How to navigate in My Site

Navigation in “My Site” is achieved through a combination of navigation buttons in the ribbon and links and tables on the pages. The navigation button in the ribbon for the current page will be highlighted in blue. The image below shows “My Profile” highlighted in this way;

Navigation buttons on “My Site” ribbon

11.5. Locating Items in your “My Site”

It is important that you make yourself familiar with the SharePoint site interface before you begin to either create site’s or make amendments to sites.

SharePoint overview



12 Editing your “My Profile” The My Prof i le page contains a lot of information, mostly about you, organised under tabs, the information in this section of SharePoint is imported from the university directory and by default will have the following information about you including;

Your name

Telephone number

Where you are based within the University

Your email address

If there are any errors with your personal details in this section of SharePoint you need to contact your SharePoint Co-ordinator (each area within the University has their own co-ordinator who will be able to oversee any problems with individual staff and team sites)

Your “My Profile” will also show any recent activities you have undertaken in your SharePoint site. Other information can be added or edited by clicking on the Edi t

Your Prof i le link which appears above the tabs in the My Prof i le page.

My Profile page Overview


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Tabs on “My Profile”

Libraries – will show you all the document libraries available to you

Overview – an overview of your profile with some of your personal details

Content – this gives you an overview of all your sub-sites and their contents, including any blogs you have

Tags and Notes – this wills how any tags and notes you have within your sites

Colleagues – here you can view and add your colleagues

Memberships – this will show you the all of the memberships that you have to other SharePoint sites.

The content of the above tabs will change over time depending on the amount you use SharePoint and how many different memberships that you have with other SharePoint sites.

You are also able to add an image to your SharePoint “My Profile” by selecting Edi t My

Prof i le as shown below in Figure 68.

Editing My Profile



13 Exercises Below are some exercises to enable you to be able to practice with working with SharePoint.

Exercise 4 Accessing SharePoint Training Account

Logging onto the SharePoint training accounts

See logging into SharePoint – Section 3, page 5

Task 1

Open SharePoint training accounts

To gain access to SharePoint training sites you need to type the following URL into Internet Explorer web browser;

https://sharepoint.nexus.ox.ac.uk/sites/training

When you log in make sure you use the ‘This is a private computer’ option



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Task 2

Accessing your Training Site.

Once you have logged into your training account click on the correct number i.e. 02, 03 etc.

You will then see your SharePoint home page for use during today’s session.

Task 3

Getting familiar with SharePoint’s essential features.

Get familiar with the SharePoint Interface, make sure that you know where the following are;

The Top link bar is

The Quick Launch bar is

Bread Crumb Trail

Site Actions

Keep this open ready to start Exercise 2 – Creating Sub Sites



Exercise 5 Creating a Sub-Site

Create a sub site called Team Site with the same permissions as the parent site.

Create Navigation for Team Site on the Top Link Bar.

Create a sub site called Project with unique permissions.

Create Navigation for Project on the Top Link Bar.

Navigate back to the Parent Site.

See How to create a sub site – Section 5, page 10

Task 1

Create a sub site called Team Site to share the same permissions as the parent site

If you need to refer to the screen prints on how to do this exercise go to section 5 How to create a sub site on page 9.

Select Site Actions.

Then select New Site.

Select Team Site and give the title as Team Site also make sure that you name the URL Team Site also (don’t leave spaces between the words Team and Site).

Next click on .

You now have the option to give this site a description (we will not do that).

In Permissions make sure that Use same persmissions as the parent site is selected.

In Navigation Inheritance make sure that you select “Yes” to Use the top link bar from the parent site.

Task 2

Checking navigation inheritance

Step 1

By default the navigation for this new sub site called Team Site should now appear on the Top Link Bar.

However in some cases with the training sites this does not always happen - if for some reason your link has not appeared on the Top Link Bar then follow these instructions below to ensure it is added;

Select Site Actions.

Then click on Site Settings

Under the Look and Feel section choose Navigation.

Select Show sub sites and then click OK.

Your navigation link should now appear on the Top Link Bar.


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Task 3

Creating a Project sub site using unique permissions.

Step 1

Firstly make sure that you have navigated back to your parent site.

Once on your parent site Select Site Actions.

Then select New Site.

Select Team Site and give the title as Project also make sure that you name the URL Project also (don’t leave spaces between the words Team and Site).

Next click on More Options.

You now have the option to give this site a description (we will not do that).

In Permissions make sure that Use unique persmissions as the parent site is selected.

In Navigation Inheritance make sure that you select “Yes” to Use the top link bar from the parent site.

You will notice that because you have chosen to have unique permissions you will be now taken to another section to allow you to choose who you wish to have permissions and what level of permission they can have.

Task 4

Adding visitors and members to a group.

Step 1

You now have the option choose to “Create a new group” or “Use an existing group”.

We are going to choose “Create a new group”.

In Visitors to this site click on the little address book in the far right hand corner as shown below;

And start to type in Sptraining01, when it appears in the box, select it and then click Add.

Do the same procedure for the following training accounts;

Sptraining02; Sptraining03; Sptraining04; Sptraining05;

Sptraining06; Sptraining07; Sptraining08; Sptraining09;

Sptraining10; Sptraining11;

In Members of this site add the two people that are sat either side of you.

Leave the Owners of this site with just your training account in.

Then click OK .



Exercise 6 Editing your newly created Team Site

Editing your Team Site, add a heading and some content

Changing the image on the Team Site

Adding documents to Team Site

See Using Lists and Libraries – section 6, page 15

Task 1

Navigate to Team Site using the navigation menu on the Top Link Bar

Make sure that you are in Team Site before you begin – if you are not then use the bread crumb trail to navigate your way back to the correct sub site.

Once in your Team Site click on the Edit button on the top next to your bread crumb trail.

Give the site the heading Team Site using the ribbon centre the new heading, then add the following text (first remove the default text already in place);

This site has been created for all team members to be able to have access to all the documents for our Team, if you find anything wrong with the site or if you find that any of the documents are not correct please contact Toni McDonald on [email protected] or telephone 01865 569521.

Task 2

Change the image on the Team Site

Step 1

Click on the image so that the handles are showing, you will then notice that you have another tab appear on the ribbon called Picture Tools, click on this tab.

On the ribbon click on the icon Change Picture in the left hand corner.

Choose “from Computer”

Use the Browse button to locate the image Team.png from the “H” drive, then click OK .

You then will be given the option by SharePoint to give the image a Title – this is not compulsory, then click Save .

You will then notice that the image has been changed.

Task 3

Adding documents to the Shared Document library.

Adding Folders

Step 1

There are two ways in which you can add documents to the Shared Documents on your Team site, one by keeping documents in folders or you can just upload the documents.

To keep documents in folders within your library click on Shared Documents to access the library.

On the ribbon under Library Tools select New Folder.

Give the folder the name of Agenda and click Save .

Repeat this process to create folders for the following;

Expenses, Minutes and Reports.

mailto:[email protected]


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Adding documents to the folders

Step 2

To add documents to the folders you firstly need to select the folder Agenda.

On the ribbon choose Upload Document, Upload Multiple Documents, as shown below;

Open up Windows Explorer and locate the files on the “H” drive and locate the folder called Agenda – open this folder, use your mouse to select the first file from the list then hold down the “Shift” key and then click on the last file in the list. All the files should now be highlighted.

Drag the files from Windows Explorer to the Destination folder in SharePoint.

Click OK once SharePoint has uploaded the files you need to click

Done .

Step 3

Now repeat this process to ensure that files are uploaded from the “H” drive to the folders on SharePoint for;

Expenses

Minutes

Reports

Adding files to the Share Documents.

Step 4

To add files to the Shared Documents without using folders you just need to click on the Add Doucments underneath the document library and you then have the option to upload single or multiple files.



Exercise 7 Editing your newly created Project Sub Site

Editing your Project site and adding content

Changing the image on the Project Site

Add a list to your Project Site

See Using Lists and Libraries – section 6, page 15

Task 1

Navigate to Project sub site using the navigation menu on the Top Link Bar

Make sure that you are in the Project Site before you begin – if you are not then use the bread crumb trail to navigate your way back to the correct sub site.

Once on your Project site click on the Edit icon

Change the title to Project Team Site and centre the new heading

Change the content to say the following;

This site has been created to hold information and documents on all the projects that are currently being undertaken during this financial year.

If you have any projects that you feel you would like to undertake but not sure whether it is possible due to financial contraints please contact Max Winter on [email protected] or telephone 01865 569336.

Change the Image on the Project sub site.

Click on the image

Click on the Picture Tools | Design | Change Picture

Choose “from Computer”

Use the Browse button to locate the image Projects.png from the “H” drive, then click OK .

You then will be given the option by SharePoint to give the image a Title – this is not compulsory, then click Save .

You will then notice that the image has been changed.

Task 2

Create a list for all current projects in the Project site.

In Edit mode click into the blank space under the written content “This site has been created…..” and add two clear line spaces.

Click on Insert under the tab Editing Tools on the ribbon and choose New List.

Give the list the title of “Project List” and choose Custom List. Your list now appears on your Project Sub Site, as shown below;



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Task 3

Changing the list

Although we now have a list, we need to alter it so that it shows heading for the items we need in our list – in this case we are going to create a list to show the current projects being undertaken by the department.

Click on the Project list and then select List under List Tools on the ribbon.

Then select List Settings

Scroll down the page and select Create Column

Give the column a name of Project Name leave this as a single line of text.

Select “Yes” to the option “Require that this column contains information”

Then click OK .

Repeat the above process and create another column called Project Manager.

Again leave this as a single line of text and make sure that you select “Yes” to Require that this column contains information.

Then Click OK

Now create a further 3 columns for the following;

Start date

Completion date

Email contact



Exercise 8 Creating a Custom List

Creating a Custom List

Adding new columns to a Custom List

Column Ordering

See Using Lists and Libraries – section 7.4, page 18

Task 1

Navigate to Team Site using the navigation menu on the Top Link Bar

Make sure that you are in Team Site before you begin – if you are not then use the bread crumb trail to navigate your way back to the correct sub site.

Task 2

Create a Custom List to store information on Support Contacts.

Step 1

Click on Site Actions | More Options

Choose List from the options on the left hand side

Choose Custom List then give your list a name – Team Support

Now Select More Options

Make sure that the navigation link to this list is on the Quick Launch by selecting “Yes” then click Create .

Task 3

Changing the default column and Adding more columns to your Custom List.

Create a further two columns for your newly created list.

Step 1

Firstly before we begin to create our new columns we need to change the name of the default column Title.

Click on the newly created list Team Support from the Quick Launch Panel (left hand side).

Select List (from List Tools on the ribbon) then select List Settings.

Scroll down to you reach columns then click on Title, under column name change this to Name then click OK .

Now click on Create column give the column the name of Support Area and then choose Choice and type in the following choices;

Other

IT

Admin

SharePoint

Teaching

Make sure that you select “Yes” to Require that this column contains information.

Then click OK .

Create a further two columns for your list, one for Email and another one for Telephone again make sure that you select “Yes” to Require that this column contains information.

Then click OK .


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Task 5

Adding information/data to your newly created Custom List.

Adding data to your list.

Step 1

Now you have your list created you will now need to add data to the list – once you have your list open there are two ways of doing this, you can either;

Click on on Add new item – which is located under the list, you are then able to add your data

OR

Select List (under List Tools on the ribbon) then click on the Datasheet View – this will open up a view very similar to a spreadsheet for you to add the data.

If using the Datasheet View remember you need to click on Standard View to return to your list in SharePoint mode.

Step 2

Now add the following data to your list;

Name: Max Winter

Support Area: IT

Email: [email protected]

Telephone: 01865 212121

Name: Kyle Sutton

Support Area: Teaching


Telephone: 01865 222222

Name: Sian Brookes

Support Area: Admin


Telephone: 01865 232323

Name: Sian Brookes

Support Area: Admin


Telephone: 01865 232323

Task 6

Create a list for your Project Site

Step 1

Create a new Custom List of your own for the Project Site OR try creating a list by using one of the template offered by SharePoint.

Remember to make sure that you have navigated to the correct sub site before you start this task.







Exercise 9 Creating a Document Library

Change the name of the default Shared Document Library

Create a Document Library

Add new columns to the Library

Create Folders to store documents

Add doucments to a library

Create a Picture Library

Add pictures to your Picture Library

See Using Lists and Libraries – section 7.6, page 21

Task 1

Navigate to Project Team Site using the navigation menu on the Top Link Bar

Make sure that you are in Project Team Site before you begin – if you are not then use the bread crumb trail to navigate your way back to the correct sub site.

To change the name of this folder click on Shared

Documents

Under Library Tools click on the Library tab and choose Library Settings.

Under General Settings choose Title, Description and Navigation then change the name to Project Team Documents.

Click Save .


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Task 2

Creating a new Document Library in the your Project Team Site.

Step 1

Firstly make sure that you are on the correct site (Project Team Site) before you begin.

Select Site Actions | More Options | choose Library (from the left hand side) | select Document Library.

Give the library the name of Project Team Documents then select More Options.

Then ensure that “Yes” is selected so that a link for this library appears on the Quick Launch Bar.

Then select Create .

Your new library is now created and there should be a link to this on the Quick Launch Bar.

The first column in your library is called Name – this is fine to leave it with this name.

Task 3

Creating new columns for the Project Team Document Library.

Creating further columns.

Creating a column from exisiting site columns in SharePoint.

Step 1

Open up the Project Team Document Library (if not already open).

Select Library | Library Settings

Scroll down to Columns and select Create Column

Give the first column the name of Document type and choose Choice, select “Yes” to Require that this column contains information.

Type in the following choices;

Other

Agenda

Minutes

Expenses

Reports

Make sure that Default value is “Other”.

Then select OK .

Step 2

Create further columns called;

Document Group with Choices of Other, Meeting and Finance, again select the Default value as “Other” and select “Yes” To require that this column contains information, then select OK .

The next column you are going to create you will choose Add from existing site columns (remember these are columns that have already been created).

Make sure All Groups is selected then click on Academic Year and select Add, the column will now appear on the right hand side.

Click OK .



Task 4

Adding documents to your library – firstly make sure you use the QLP to access your library before you begin!

Step 1

There are two ways in which to add doucments to your library the first way is to click on the Add document underneath the library.

You can then either click Browse to add single documents/or click on Upload Muliptle Files.

To add multiple files you can open Windows Explorer and then drag and drop your files into the SharePoint upload window and click OK , when all the files are downloaded you then click

Done .

OR

You can click on the library name and then select Library Tools | Documents | Click on the Upload Documents icon and choose to as above either Upload a Single Document or to Upload Multiple Documents

Task 5

Creating folders to store documents.

Adding documents to your folders in your Shared Document Library

Step 1

Another way of storing doucments in a library is to use Folders.

To create folders in your library you need to click on Documents under Library Tools and then click on the New Folders icon.

Give the folder a name of Agenda then click Save .

Repeat this process to create folders for;

Invoice, Minutes, Reports and Expenses

Now that your folders have been created you now need to save some files into these folders – all files needed for today are saved on the “H” drive.

Firstly click on the Agenda folder in you Shared Documents

Next click on Upload Document

Then select Upload Mul t iple Documents

SharePoint allows you to upload either single document of multiple documents – it is advisable that if you have multiple documents to upload to your folder that you use the later of the two when doing this exercise.

Find the folder on the “H” drive that is called Minutes and Agenda’s and select all the Agenda’s from the list of files in the folder (by using CTRL) then drag these into the Upload Multiple Documents box as show below and then click OK .

Step 2

Repeat this process to add all the documents for the folders Invoice, Minutes, Reports and Expenses.

Click into the folders to ensure that all the files are available.


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Exercise 10 Creating a Shared Picture Library


Adding images to your Picture Library

Create folders to store different images

See Picture Libraries – section 8, page 24

Task 1


Before you being this task – make sure that you are in the correct location in the parent site in SharePoint (use the bread crumb trial to navigate your way back), this will be the Sptraining site.

To create your Picture Library click on Site Actions | More Options | Library | Picture Library.

Give your Picture library the name of Oxford Images.

Then select More Options.

Give the Picture Library a description if you want to.

For Navigation make sure that you click “Yes” for it to be displayed on the Quick Launch.

Leave the Picture Version History as “No” Then click Create .

Task 2

Create a folder to store images.

Step 1

If you are required or feel the need to keep your images in folders – just like with other libraries you are able to create folders to store a selection of images.

Click on Oxford Images from the Quick Launch Panel on the left hand side of SharePoint.

Then click on New , Select New Folder .

Give the folder a name and then click Save .

You can then repeat this process to create more folders for your images if you need them.

Task 2

Upload images to your newly created Oxford Images Picture Library.

Step 1

The same with the document folders you now have the option to upload Single Pictures or Multiple Pictures

Choose Multiple Pictures.

Navigate your way to the Images folder on the “H Drive”

Select all the images in the folder and drag them into the Upload Multiple Images box and click OK .

Task 3

Add images to your new folder

To add images to a folder click on the folder.

Click on Upload.

If uploading only single images click on Browse and locate the images.

If you want up upload multiple images click on the Upload Mutliple Images and then you can drag and drop your images from Windows Explorer (the same as you did with your files in your document library) click OK .

Once the images have been uploaded click Done .

All your images will now be in the folder.



Exercise 11 Creating a blog site

Creating a Blog

Adding entries to your Blog

Editing your “Blog Profile”

See Creating a Blog Site – Section 9, page 26

Task 1

Navigate to your Project or Team site where you are going to create a Blog.

Assign users to the Blog site.

Once on the correct site click on Site Actions and choose More Options.

Choose the Blog template form the options of templates available

Give your Blog a title and a URL name (use the same title and URL for you blog)

Then choose More Options

Give the Blog a description.

Next choose Unique Permissions (you do not want this to use the same permissions as your parent site otherwise everybody will be able to read this Blog).

Also choose to Yes have this Blog site on the Top Link Bar of the parent site.

Then click Create .

You will then once you have clicked on Create have the option to assign visitors or members to view this Blog.

At this stage you will just need to select OK , to complete

the process of creating the Blog site.

Task 2

Edit your Blog site and add an image.

Add an image to your Blog.

Click on the down arrow next to “About this blog” on the right hand side and select Edit Web Part.

Once you have selected Edit Web Part you will have the option to make changes and personalise your Blog site.

In Edi t Mode – click on the image on your Blog and you will see that the following options become available to you on the ribbon, as shown below;


52

Click on Picture Tools you will then see the option to change picture.

Follow the instruction and locate an image to save as your Blog image.

Task 3

Changing the category names in your Blog site.

While on your Blog select Site Actions

Next click on View all site Content

On the All Site Contents page in the List section click Categories.

You will then be given all the categories that are available for this blog post by default (Category 1, etc.)

Click on the Edi t button on the right hand side of the categories and then re-name the three categories; Personal, Projects and Other.

Use the Add New Item at the bottom of the list if you want to add another category for your Blog posts.

Task 4

Creating and managing Blog posts.

Manage posts.

To be able to create and manage your Blogs you need to use the Blog Tools on the right hand side of your Blog page, these will allow you to create posts as well as manage your posts.

Select Create a Post

Add your post to the Body of the Blog.

Choose a Category for this post and click Add

You then have the choice of Save as a Draft or Publish, if you are happy with the post you can Publish – otherwise you can Save as Draft which will allow you to go back and make changes before you publish to your Blog

Manage posts will allow you to make changes to your posts once published.



Exercise 12 Editing your “My Profile”

Locating your SharePoint “My Site”

Editing your “My Profile”

Adding an image to your “My Profile”

Changing your contact details

Adding details of past projects and skills

Changing your “News Feed” settings

See Editing “My Profile” – section 10, Page 27

Task 1

Locate your own personal SharePoint “My Site”.

Befor you can begin this task you will need to log out of the SharePoint Training Accounts.

Once logged out type the following URL;

https://mysite.nexus.ox.ac.uk/

Then type in your SSO (Single Sign On) user name and password. Using the menus at the top of your SharePoint site and click on “My Content”

Task 2

Editing your “My Profile” in SharePoint.

Use the menus at the top of your SharePoint and choose “My Profile”

Then select Edi t My Prof i le

You will then see Basic Information which in some cases cannot be changed (however if there is an error with this information you would need to see your SharePoint Adminsitrator for them to make/request changes on your behalf).

Feel free to make any changes or add any information about you here in this section.

Task 3

Change your Picture on your SharePoint “My Site”.

Click on Choose Picture and follow the instructions to add an image for your “My Profile”. Click Save and Close

Task 4

Changing the Theme of your “My Content”

SharePoint allows you to change the colour and background of your site to do this you need to select Site Actions | Site Settings. Under Look and Feel select Site Theme, you then have the option to choose a different Theme for your site;



54

Exercise 13 Deleting a Sub-Site

Delete a Sub-Site

See Deleting sub site – Section 10, page 31

Task 1

Use this procedure to delete a sub site – once the site is deleted all document libraries, lists, web parts and site settings will be deleted at the same time.

Make sure that you are on the parent site before you begin this task (remember to follow the bread crumb trail to locate your way back to the parent site)

Select Si te Act ions then choose Si te Set t ings

Select Si tes and Workspaces from the Site Administration section as shown below;

You will then see a list of all the sites that you have within SharePoint.

Click on the Delete button next to the site that you want to delete, this will remove the site, all its content and the navigation links.

Choose Team Site 2 and select Delete .



Exercise 14 Consolidation tasks

Working with your own “My Site” in SharePoint

Creating a Sub Site

Editing the Sub Site/Change the image

Add a List/Library or both

Populate the List/Library or both

Task 1

Now you have had time to practice and play with SharePoint – it’s time for you to play around with your own “My Site” in SharePoint.

Step 1

By using the following URL;


Click on your name in the right hand corner and open up your SharePoint “My Site”

Task 2

Create yourself a sub site.

If you are not comfortable with using your own “My Site” you are welcome to log back into the SharePoint Training Accounts and use them to do this task.

Step 1

Using the instructions from this course book create yourself a sub site.

Give the sub site a name and a URL (Give the newly created sub site a title and remember to click on “More Options” before you create the site.

Make sure that you choose to have the navigation on the Top Link Bar.

Then click Create .

Change the image on your sub site (you can use your own, search the Interent or use one of my images).

Click on the image so the handles are selected then use the Change Picture icon on the ribbon to locate an image.

Add a Title to the new sub page site and some content giving an overview of what the site is about.

Create a list or library (or both) on your newly created sub site.

If you have created a Library populate this with some files (please feel free to use my files to experiment)

If you have created a List populate this with some data.



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14 What Next? Courses offering training in citations management and related topics are described below. In all cases, please refer to the IT Learning Programme web page (www.it.ox.uk/courses/) for further details.

14.1. Further SharePoint Courses

Now that you have some basic skills you may want to develop them further. The IT Learning Programme offers further SharePoint courses.

Nexus: SharePoint A guide for Site Owners

Nexus SharePoint Nintex Workflows

14.2. Course Clinic

We encourage everyone to work at their own pace. This may mean that you don’t manage to finish all of the exercises for this session. If this is the case, and you work like to complete the exercises while someone is on hand to help you, come along to one of the Course Clinic sessions that run during term time. More details are available from www.it.ox.uk/courses/

14.3. IT Services Help Centre

The Help Centre is also a good place to get advice about any aspect of using computer software or hardware. You can contact the Help Centre on (2)73200 or by email using [email protected]

14.4. Downloadable Course Materials and More – the ITLP Portfolio

All course materials are available through the ITLP Portfolio, at http://portfolio.it.ox.ac.uk

Each course pack includes the course handbook in pdf format and a zip folder of the exercise files that you need to complete the exercises. Archive versions of the course book may also be useful if you use an earlier version of the software.

The ITLP Portfolio helps you find articles, videos, resources and web links for further IT study. For some resources, you will be asked for your Oxford SSO (Single-Sign On) username and password.

14.5. Useful Websites

There is a page with useful links at: http://users.ox.ac.uk/~csrob/sp_links_tips.html

14.6. SharePoint Consultancy Service

Available to members of IT Services only. Meet with our consultant and get help and advice on building a new site or developing an existing one. You can book a consultancy session at: https://sharepoint.nexus.ox.ac.uk/ConsultancyBooking or email [email protected].

http://www.it.ox.uk/courses/

http://www.it.ox.uk/courses/


http://portfolio.it.ox.ac.uk/

http://users.ox.ac.uk/~csrob/sp_links_tips.html

https://sharepoint.nexus.ox.ac.uk/ConsultancyBooking


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IT Learning Programme

SharePoint 2010: Fundamentals

Traci Huggins

Today’s arrangements ….

Your teacher is: Traci Huggins

Your demonstrator is:

We finish at:

This is a hands-on session so get stuck in andhave fun – don’t be afraid to experiment!

Your comfort is important

The toilets are along the corridoroutside the lecture rooms

The rest area is where you registered

The swivel seats are adjustable

You can adjust the monitors forheight, tilt and brightness

The course handbook …..

Contains notes on each topic + slides

Tasks for you to practice during today’s course

Work at your own pace ….

Follow-up work:

Continue with exercises after the session / practice

Course Clinic / Office Fundamentals drop-in sessions

Course Outline …..

Introduction

What is a site

How to create a subsite

Adding Navigation toyour site pages

Exploring permissions

Adding external links

Create a documentlibrary/Custom List

Create an image library

Editing “My Profile”

Changing the look andfeel of the site

Creating Blog/WikiPages

Opening a file …..

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SharePoint what is it … SharePoint Security…

Full control – total control of a site

Design – View, add, delete, update approveand customise

Contribute – view and download documents

Limited Access – can view lists anddocuments

View only – cannot download items

SharePoint ….. The Ribbon …..

Creating a Sub Site …. Setting up Navigation …..

Two different types of Navigation Quick Launch and Top Link Bar

Top link bar is for global navigation and Quick Launch is for the sitenavigation

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Remember ……..

Site Actions is where you make sub sites or make changes toyour sites and the Breadcrumb trail is where you currently arein SharePoint ….

Using Libraries ……

Library's consist ofFolders and Files thatcan be Shared withsite users

Creating Folders ……. Adding New Library Items …

Creating a custom list… Exploring Permissions ……

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Adding external URLs …… Editing “My Profile”….

Look and feel of your site … Blog Template ……

Wiki Page …… Adding Content to a Wiki Page …

Adding content to a Wiki page;

How you layout your page

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Other SharePoint Courses ….

Nexus: Nintex an Introduction

Nexus: Nintex Advanced Features

Nexus: SharePoint User Group (SNUG)

Exercises:Pages 36 – 54

https://sharepoint.nexus.ox.ac.uk

[email protected]

This presentation is made available by [YOUR NAME HERE ] under aCreative Commons licence:

Attribution-NonCommercial-ShareAlikeCC BY-NC-SA

Individual images may be subject to their own copyright conditions andwhere possible this is acknowledged in the presentation

[email protected]