3 nato unclassified ft 201 sharepoint n

NATO UNCLASSIFIED

Sh

are

Po

int

20

13

Fun

ctio

nal

Ad

min

Mic

roso

ft

The SharePoint 2013 Functional Administrators Training has been developed by the CIS-Training Centre to train the NATO Staff in personalization and customization of their SharePoint Site areas for users based on specific criteria. Using MS-SharePoint 2013, you can set up Web sites to share information with others, manage documents from start to finish, and publish reports to help everyone make better decisions

SHAPE CIS Training Centre NCI Agency – E&T Service Line

065-44-7014 0032-65447014

NATO UNCLASSIFIED

SP 2013 Func Admin NATO UNCLASSIFIED

S.C.T.C. NATO UNCLASSIFIED 2

This page intentionally left blank.

Created by Mr Paul Kuijer

Training Manager

SHAPE CIS Training Centre

Created: 18 June 2014

Last Update: 30th March 2017



SharePoint 2013 Func Admin

CONTENTS

1 INTRODUCTON TO SHAREPOINT 2013 .............................................................................. 7

1.1 WHAT IS SHAREPOINT 2013? .......................................................................................................... 7

1.2 SHAREPOINT 2013 GENERAL ........................................................................................................... 7

1.3 SUB SITES ........................................................................................................................................ 9

1.4 WEB PARTS.................................................................................................................................... 10

1.5 NEW SHAREPOINT 2013 APPS ....................................................................................................... 10

1.5.1 LIBRARY APPS ........................................................................................................................ 11

1.5.2 LIST APPS ............................................................................................................................... 11

2 NEW IN SHAREPOINT 2013 ................................................................................................. 13

2.1 GENERAL .......................................................................................................................................... 13

2.2 THE SHAREPOINT 2013 RIBBON .................................................................................................... 14

3 ACCESS THE SHAREPOINT PORTAL ............................................................................... 17

3.1 ACCESSING SHAREPOINT PORTALS .................................................................................................. 17

3.2 UNDERSTANDING THE TEAM SITE TEMPLATE ............................................................................... 18

3.3 PAGE LAYOUT ................................................................................................................................ 20

3.4 CHECKING OUT BEFORE EDITING .................................................................................................. 21

4 CREATE LIBRARY APPS ..................................................................................................... 23

4.1 CREATE DOCUMENT LIBRARY ....................................................................................................... 23

4.1.1 CHANGE DOCUMENT LIBRARY TITLE AND/OR DESCRIPTION ................................................ 26

4.1.2 CHANGE VERSIONING SETTINGS ........................................................................................... 27

4.1.3 ADD COLUMNS TO THE LIBRARY ........................................................................................... 28

4.1.4 UPLOAD FILES TO THE LIBRARY ............................................................................................. 30

4.1.5 MICROSOFT OFFICE WEB APPS .............................................................................................. 33

4.2 VIEWS IN DOCUMENT LIBRARIES .................................................................................................. 37

4.2.1 CREATE A PUBLIC VIEW ......................................................................................................... 37

4.2.2 DELETE A PUBLIC VIEW .......................................................................................................... 41



4.2.3 DELETE THE DOCUMENT LIBRARY ......................................................................................... 42

4.3 CREATE ASSET LIBRARY ................................................................................................................. 43

4.3.1 UPLOAD MEDIA FILE .............................................................................................................. 45

4.3.2 DELETE MEDIA FILE ................................................................................................................ 50

4.3.3 DELETE ASSET LIBRARY .......................................................................................................... 51

4.4 CREATE PICTURE LIBRARY ............................................................................................................. 52

4.4.1 UPLOAD PICTURES TO THE PICTURE LIBRARY ....................................................................... 54

4.4.2 EDIT USING MS-PAINT ........................................................................................................... 56

4.4.3 DOWNLOAD PICTURE TO FOLDER ......................................................................................... 58

4.4.4 PICTURES SLIDES VIEW .......................................................................................................... 59

4.4.5 DELETE PICTURE FILE ............................................................................................................. 61

4.4.6 DELETE PICTURE LIBRARY ...................................................................................................... 62

4.5 CREATE REPORT LIBRARY .............................................................................................................. 63

4.5.1 UPLOAD REPORTS TO THE REPORT LIBRARY ......................................................................... 65

4.5.2 OPEN REPORTS WITHIN THE REPORT LIBRARY ...................................................................... 66

4.5.3 DELETE REPORT LIBRARY ....................................................................................................... 67

5 CREATE LIST APPS .............................................................................................................. 69

5.1 CREATE ANNOUNCEMENT LIST ..................................................................................................... 70

5.1.1 CREATE NEW ANNOUNCEMENT ............................................................................................ 72

5.1.2 DELETE ANNOUNCEMENTS LIST ............................................................................................ 74

5.2 CREATE CALENDAR LIST ................................................................................................................ 75

5.2.1 CREATE EVENTS ..................................................................................................................... 77

5.2.2 CONNECT CALENDAR TO MS-OUTLOOK ................................................................................ 79

5.2.3 DELETE CALENDAR LIST ......................................................................................................... 81

5.3 CREATE CONTACTS LIST ................................................................................................................ 82

5.3.1 CREATE CONTACTS USING MS-OUTLOOK .............................................................................. 83

5.3.2 DELETE CONTACTS LIST .......................................................................................................... 85

5.4 CREATE DISCUSSION BOARD LIST .................................................................................................. 86

5.4.1 POST A NEW DISCUSSION ...................................................................................................... 87



5.4.2 RESPOND TO A DISCUSSION .................................................................................................. 88

5.4.3 SET AN ALERT ......................................................................................................................... 89

5.4.4 DELETE DISCUSSION BOARD .................................................................................................. 91

5.5 CREATE LINKS LIST ......................................................................................................................... 92

5.5.1 CREATE NEW LINK ................................................................................................................. 93

5.5.2 CHANGE THE ORDER OF YOUR LINKS .................................................................................... 94

5.5.3 DELETE LINKS LIST .................................................................................................................. 94

5.6 CREATE PROMOTED LINKS LIST ..................................................................................................... 95

5.6.1 CREATE NEW PROMOTED LINK ............................................................................................. 96

5.6.2 EDIT A PROMOTED LINK ........................................................................................................ 98

5.6.2 DELETE PROMOTED LINKS LIST .............................................................................................. 99

5.7 CREATE SURVEY LIST ................................................................................................................... 100

5.7.1 RESPOND TO A SURVEY ....................................................................................................... 107

5.7.2 REVIEW SURVEY RESPONSES ............................................................................................... 109

5.7.3 DELETE SURVEY LIST ............................................................................................................ 110

5.8 CREATE TASKS LIST ...................................................................................................................... 111

5.8.1 CREATE NEW TASK ............................................................................................................... 112

5.8.2 PREDECESSORS .................................................................................................................... 114

5.8.3 DELETE TASKS LIST ............................................................................................................... 116

5.9 IMPORT SPREADSHEET LIST ........................................................................................................ 117

5.9.1 ENTER NEW INFORMATION ................................................................................................. 120

5.9.2 DELETE SPREADSHEET LIST .................................................................................................. 122

6 CREATE PAGES .................................................................................................................. 123

6.1 GENERAL ..................................................................................................................................... 123

6.2 CREATE WIKI PAGE ...................................................................................................................... 124

6.2.1 EDIT TEXT ON YOUR WIKI PAGE........................................................................................... 126

6.2.2 INSERT PICTURE ................................................................................................................... 127

6.2.3 INSERT VIDEO ...................................................................................................................... 129

6.2.3 INSERT AND WORK WITH LINKS .......................................................................................... 131



6.2.4 INSERT LINKS USING DOUBLE BRACKETS ............................................................................. 134

6.2.5 INSERT TABLE ....................................................................................................................... 136

6.3 WEB PARTS.................................................................................................................................. 139

6.3.1 INSERT EXISTING APP PART ................................................................................................. 140

6.3.2 INSERT NEW WEB PART ....................................................................................................... 145



1 INTRODUCTON TO SHAREPOINT 2013

1.1 WHAT IS SHAREPOINT 2013?

SharePoint 2013 is a technology that enables organizations and business units of all sizes to

improve team productivity and to increase the efficiency of business processes. SharePoint

2013 gives you a powerful toolset for organizing content, managing documents, sharing

knowledge, providing robust collaboration environments, and finding information and people.

The social functionality in SharePoint 2013 allows you and your colleagues to build

communities, share thoughts and ideas, and to discover resources and knowledge in your

organization.

SharePoint 2013 helps staff members stay connected and productive by providing an

infrastructure and capabilities that allow easy access to people, documents, and information

that they need. With SharePoint 2013, the Functional Administrator can create websites to

share information and encourage collaboration with other users. You can access content

stored within a SharePoint site from a web browser and through client applications such as

MS-Office, running on multiple devices, such as a PC, a tablet, and a mobile phone.

1.2 SHAREPOINT 2013 GENERAL

SharePoint technology organises content in sites and sub sites. These Web contents are

presented using 2 technologies that work hand in hand. These are:

SharePoint Foundation 2013: The underlying software platform that delivers all the building-

block functionality of SharePoint. That includes apps, web pages, websites, and alerts.

SharePoint Server 2013: A set of applications that uses the building blocks of SharePoint

Foundation 2013 to deliver all the functionality mentioned previously.

SharePoint 2013 can be used to manage the knowledge and documents, the teamwork of

workgroups and supply and distribute sensible information to a certain group of users

according to the responsibility and authorization.

OVERVIEW

1.1 What is SharePoint 2013?

1.2 SharePoint 2013 General

1.3 Sub sites

1.4 Web Parts

1.5 New SharePoint 2013 Apps



Within the SharePoint 2013 Portal the Functional Admin will be able to:

Set up permissions to document(s) and/or folder(s)

Add additional Web Parts to manage and customize their Divisional/Organizational

pages (add calendars, events, contacts, announcements, links or other information)

Create Sub sites used for Sections, Branches, Meetings, Images, WIKI page etc.

Add the new 2013 Apps (previously called List and Libraries)

Create different views within several Apps for all users or visitors to the site.



1.3 SUB SITES

SharePoint sites provide places to capture and share ideas, information, communications,

and documents. A SharePoint site can have many subsites, the hierarchy of which, on web

servers, resembles the hierarchy of folders on file systems—it is a tree-like structure.

Similar to saving your files in folders on file systems, you can store your files within

SharePoint sites. However, SharePoint sites take file storage to a new level, providing

communities for team collaboration and making it easy for users to work together on

documents, tasks, contacts, events, calendars, wikis, and other items.

Templates, documents, lists, and other items on the portal can be associated with one or

more sub sites by using listings. Users can find information by browsing or searching the

relevant sub sites for those items.

Your sub site can contain:

Document-, Form-, Picture-, Report-, Slide and WIKI Page Libraries

Apps (aka Lists), Calendar, Tasks, Contacts, Discussion Board, Links etc.

Navigation elements (Browsing options)

Links

Images

Text



1.4 WEB PARTS

Functional Administrators can personalize and customize the Sub sites for users based on

specific criteria. The Web Part is a part of your areas page that presents and organizes

information.

Using Web parts you can present information like an image, text, a list of documents,

calendars, events and other information. Web Parts are inserted in Web Part zones on Web

Part Pages.

1.5 NEW SHAREPOINT 2013 APPS

As you customize your site, you might decide to add information other than static text and

images. This information may be stored in lists or libraries, or in some other data source. You

can do this by adding components such as video, audio, app parts, and Web Parts. You can

insert these components on multiple pages, as well as insert them multiple times on the same

webpage.

App parts display the contents of list and library apps; each time that data in the list or library

apps changes, the changes are reflected in the app part. App parts can also be used to

display information from SharePoint apps, which are similar to the apps that you might use

with Facebook or LinkedIn, or on your Android phone or iPhone. You can add SharePoint

apps to your site from either your organization's app catalogue or from the Microsoft

SharePoint Store if you have connection to the Internet.

For example, you may want to show on your home page the weather forecast for your office

location. You could search the SharePoint Store for a weather app, which you would add to

your site. You could then add to your page the app part that came with the weather app, and

configure it to show the weather at your office location.



1.5.1 LIBRARY APPS

Libraries are used to share files/documents with others. There are different kinds of libraries

depending on the kind of files that you are sharing. You can use a picture library to share

pictures or graphics, or use the Document library to share documents like Word, PowerPoint,

and Excel etc.

A library presents the information (contents) in a page that lists each file or folder and its

properties. To open the documents there is a hyperlink to each document. The library offers

options for adding files and folders, sorting and filtering, and changing the design of the

library.

Libraries can now be found in the Apps location.

1.5.2 LIST APPS

A List on the page is a Web Part that presents a collection of information you share with team

members. You can create a list of events, issues or contact persons on your areas page.

SharePoint offers the following set of built-in lists:

Links

Calendars

Announcements

Contacts

Events

Tasks

Issues

Lists can now be found in the Apps location.



THIS PAGE INTENTIONALLY LEFT BLANK



2 NEW IN SHAREPOINT 2013

2.1 GENERAL

In comparison with its predecessors, SharePoint 2013 products provide many new,

enhanced, and updated features, including many new social features and a new apps

model. SharePoint 2013 is built around five major pillars: Share, Organize, Discover, Build,

and Manage. The new and enhanced features and functionality in SharePoint pillars include

some of the following:

Video and rich media enhancements include embedding of video sources external to SharePoint, such as YouTube, and previewing videos directly from a search results page. Document libraries enhancements include a new callout feature for managing documents in a library, an ability to drag and drop files from your desktop or other location into a SharePoint library. Lists enhancements include the ability for inline editing of list items and list columns. The Sites page provides the ability to create new team sites and to follow those SharePoint sites that are important to you. The Tasks list timeline provides visual representation of the tasks.

Web content authoring enhancements include retaining all text formatting when copying content from Word, and drag-and-drop navigation editing. Site customization enhancements include a new Design Manager, a new theming experience, and an ability to configure your site for mobile devices. Workflows enhancement include new workflow architecture and major improvements to the experience of designing workflows and modelling more complex business logic and processes. Apps for SharePoint are small-scale, standalone applications that solve a specific end-user need or perform a specific task. SharePoint 2013 provides a new application model that supports the development, installation, management, and use of apps.

OVERVIEW

2.1 General

2.2 The SharePoint 2013 Ribbon



2.2 THE SHAREPOINT 2013 RIBBON

In SharePoint 2013, the ribbon provides a consistent interface for accessing the commands

and tools that you require for the tasks that you want to accomplish, much like the ribbon in

other Office applications, such as Microsoft Word and Microsoft Excel. In a SharePoint site,

the ribbon appears across the top of a webpage and is designed to help you quickly locate

the most commonly used commands and tools for performing actions on pages, documents,

and lists.

Commands on the ribbon are organized in logical groups, displayed together under tabs that

provide titles for each group of commands that form a ribbon. Each ribbon relates to a type of

SharePoint site component that you are working with, such as a document library

For us NATO Users working with MS-Office 2010/2013, the Ribbon gives us the same feel

and touch as we are used to have from our MS-Office applications. The Ribbon makes it a lot

easier for the Functional Administrators to update or add features within their SharePoint

2013 Portal.

Below you see some samples of the SharePoint 2013 Ribbon.



One of the many changes is the position of the Settings button, and the Ribbon not

being visible when the Browse tab is active. See the image below showing the

difference between SharePoint 2010 and the new 2013 version.



Key points

SharePoint 2013 provides a powerful set of tools for information sharing and team collaboration.

SharePoint websites provide places to capture and share ideas, information, knowledge, documents, and communications.

You can access content stored within a SharePoint site from both a web browser and through client applications such as Office.

Access to a SharePoint site is controlled through a role-based system predicated on permission levels. The five default permission levels are Read, Contribute, Design, Full Control, and Limited.

SharePoint 2013 technology can be deployed as an on-premises SharePoint installation, or as a cloud SharePoint Online solution, or as a hybrid environment that combines on-premises and cloud models. The user experience is consistent across all types of deployment.

There are varying levels of integration between different versions of Office and SharePoint 2013, with Office 2013 having the closest integration.



3 ACCESS THE SHAREPOINT PORTAL

3.1 ACCESSING SHAREPOINT PORTALS

To access your team site, you use a web browser, such as Internet Explorer, Google

Chrome, or Mozilla Firefox. You need the web address or URL of your team site,

which you can get from your primary SharePoint administrator or IT department. You

also need a network user account with permissions to access the team site.

On SHAPE you can access the Portal from the SHAPE NIP Start screen of your

Internet Explorer. Other NATO portals can be accessed from here as well.

Step-by-Step

a. Open the NS browser (Internet Explorer).

b. Select the link to your Organizational Portal.

NOTE: It might be helpful to add the SharePoint homepage link to the IE

Browser’s favourites. Simply open the desired page and select the ‘Favourites’

tab on the upper menu of IE and then select “Add to Favourites”.

OVERVIEW

3.1 Accessing SharePoint Portal

3.2 Understanding the Team Site Template

3.3 Page Layout

3.4 Checking Out before Editing

3.4 Views



3.2 UNDERSTANDING THE TEAM SITE TEMPLATE

The template tells SharePoint which features and functionality should be included on

the site. Keep in mind that you can always add or remove more features, and you can

even choose to start with a blank site template and add only the specific features you

want to use for the site.

One of the most common SharePoint site templates is the Team Site template. The

Team Site website template includes features such as a discussion board, library to

store documents, and a calendar. Below I will explain the Team Site structure.

Step-by-Step

Open your Web Site (S1 – S15)

The Team Site Template opens up for you (see example below)

The SharePoint page has the following major sections:

Header: The header spans the entire top of the page. The header in a SharePoint

page acts much like the menu in a traditional Windows application, such as Microsoft

Word. SharePoint 2013 even features the Ribbon in the page header, similar to how

the Ribbon appears in the top of many Office applications.

Left navigation pane: The navigation pane provides quick access to the site’s

document libraries, lists, and discussion boards. You can even add links to content

you create, such as documents and web pages. Also called Quick Launch.

Page content: The content displays in the body of the page. Generally speaking,

the header and left navigation pane stay fairly consistent, whereas the body of the

page changes to display the content for the web page. This is very similar to how

most websites work.



Get Started With Your Site

When you edit the default home page of a Team site, you're able to see that it

consists of three content areas, where each content area contains a Web Part or an

app part:

Get Started With Your Site: This Web Part displays a set of tiles with common

SharePoint actions that you might like to complete on a new Team site. As you move

your mouse over each title, a description of the task is displayed. You can remove

this Web Part by clicking Remove This.

Site Feed: This Web Part displays a Facebook-like newsfeed on your site, also

known as microblogging conversations. These conversations are stored in the

MicroFeed list app.

Documents: This app part displays the contents of the Documents library app.

REMOVE THE GET STARTED WEB PART

Step-by-Step

Click on the “REMOVE THIS” button

You can always add the Get Started Web Part from the Settings menu

again. See the message popping up below.



3.3 PAGE LAYOUT

The presentation area’s default template provides 2 columns with a Header. The

presentation area, customisable by you (the Functional Administrator), can include a

number of different sub-sections (web parts) containing various types of information

(e.g. pictures, libraries, lists, etc.).

This is the business (information display) area

of the SharePoint portal. The local Functional

Administrator is able to completely customise

this space with a number of sections (web parts).

Within SharePoint 2013 it’s very easy to change

the Presentation Area Layout.

The procedures on how to change will be

explained in Chapter 6.



3.4 CHECKING OUT BEFORE EDITING

When you edit a page, you should always check it out before you modify the content. This

is to prevent other users on your team from editing the page at the same time. On wiki

pages and Web Part pages, you will need to use either the Page tab or the Format Text

tab to check out the page.

When you check out a page, a notification message briefly appears below the ribbon and

to the right, displaying the text "Page Checked Out." A yellow status bar also appears

below the ribbon, stating that the page is checked out and editable

Step-by-Step

Browse to your Site and click on the Page Tab (top left)

Select the Check Out button (on the Ribbon)

Your Page is now checked out (see message below).

To Check In, select the Check In button.

Within the Comment Box, enter the changes you have made (for your colleagues) and click on Continue (see example below).



4 CREATE LIBRARY APPS

4.1 CREATE DOCUMENT LIBRARY

For many file types, including documents and spread sheets, use a document library App.

A library is a location on a site where you can create, collect, update, and manage files with other team members. Each library displays a list of files and key information about the files, which helps people to use the files to work together.

You can use document libraries to store your documents on a SharePoint site, rather than on your local computer's hard drive or your personal folder (Z-drive on SHAPE NS), so that other employees can find and work with these documents more easily. Libraries are used to store files, whereas lists are used to store other types of content. Like lists, libraries contain metadata, so that you can easily filter, sort, and group items in the libraries.

Step-by-Step

Browse to your Site (Division, Branch or Section)

Click on Setting and select Add an App (or click on Site Contents and select Add an App) The window on the next page opens up for you.

OVERVIEW

4.1 Create Document Library

4.2 Views in Document Libraries

4.3 Create Asset Library

4.4 Create Picture Library

4.5 Create Report Library

4.6 Create …… Library



On your Apps page, click on the Document Library Tile, or click on App Details first

to get more information about the App.

Click on Advanced Options and add a Name for your Document Library (use a

name that makes sense for your customers/colleagues)

Enter a description, select the Versioning History and select the default document template when creating a new document within the Library.



Click on Create

The new Document Library has been created and opens up for you. (see below)

Now you can upload or create documents. Notice the New document option is used

to create a new MS-Office document! See example below.

Within you Site Contents window you can also see the newly created App with a

Green Icon next to the Tile.



To change the Title and description show the Library on the Quick Launch Area, or to add additional columns to your Library, you can customize your Library Settings. Within this sub-chapter I will show you how to change the title, how to add additional columns and how to change the versioning options.

4.1.1 CHANGE DOCUMENT LIBRARY TITLE AND/OR DESCRIPTION

Step-by-Step

Open the Document Library.

On the Library Tab select Library Settings

Within General Settings select List name, description and navigation.

The following window opens up

Select yes to display the Library on the Quick Launch!

Make your changes as needed and select Save.

Your updated Title and Description will be available, and a link is shown on the Quick Launch List.



4.1.2 CHANGE VERSIONING SETTINGS

Step-by-Step

Open the Document Library.

On the Library Tab select Library Settings

Within General Settings select Versioning settings See example besides


Select if you would like to use Minor and/or Major Versions. Minor versions are not

indexed and can’t be seen by people outside your Organisation (Minor means Draft)

Select any other option available (example require documents checked out)

Click on OK.



4.1.3 ADD COLUMNS TO THE LIBRARY

It is possible to add additional columns to a library that can be used to add more fields to the metadata/properties, and sort and filter for the documents with even more possibilities.

Step-by-Step

Open the Document Library and open the Document Library Settings

Within Columns Area click on Create column (see below)

Select the Column Name and Type (in example below I have used Choice)



Depending on the Type you have various options available.

Below you see the options for the Choice Column

Add a Description, select to make it Mandatory, choose how to display, add default

values.

Click on OK to create the new column. See Library example below.



4.1.4 UPLOAD FILES TO THE LIBRARY

There are several ways to add documents to a document library, including the following: Using the browser: to upload documents to the library via the SharePoint interface. Using File Explorer: to copy or move documents into the library, including dragging between your desktop, or any other location, and SharePoint. Using Drag and Drop: from any location into your Document Library (new in SP2013). In this chapter, you will use two methods: the browser and Drag and Drop.

USING THE BROWSER

Step-by-Step

Open the Document Library and click on new document link and select Upload

existing file.

Select Browse, navigate to the document to be uploaded, select it and click open.


Enter (if needed) version comments, and click on OK.

The Metadata window opens up for you.

See on the following page.



Add a Title if needed.

Select the Mandatory Classification Field.

Click on Save.

The document will be copied from the original location and saved within your

SharePoint 2013 Document Library.

NOTE: Documents that include special characters within the title can’t be

uploaded to any SharePoint Library. Don’t use #%& and other symbols within

titles of documents. See the error message below.



USING DRAG AND DROP

Step-by-Step

Open the Document Library and open your Windows Explorer (Window + E)

Select the document(s) from you Windows Explorer and Drag and Drop the

documents on top of the Document Library within SharePoint.

The documents will be copied into the SharePoint Library.

You can follow the upload process and check at the end if the upload completed.

See example below:

You can click on DISMISS to remove the notification message.



4.1.5 MICROSOFT OFFICE WEB APPS

Office Web Apps give you a browser-based viewing and editing experience by providing a representation of an Office document in the browser. For example, when you click a docu-ment stored in a SharePoint document library, the document opens directly in the browser. The document appearance in the browser is similar to how it appears in the Office client application. While an Office Web App provides lighter editing functionality than the associated Office client application, it provides the user an opportunity to open a document for editing in the associated client application by using a button within the Office Web App page. On a SharePoint site where Office Web Apps have been installed and configured, you can view and edit Office documents in the browser from anywhere you have a connection to your SharePoint site, including mobile devices. You can also create a new Office document from within your SharePoint Library that will be saved within the Library automatically. In this chapter, I will explain the following:

A. Document Preview

B. Edit uploaded document in Browser

C. Create New Office document within the Library

DOCUMENT PREVIEW

Step-by-Step

Open the Document Library and click on ellipse… button of the document to

preview. The preview opens up for you. See example of Word below.



You can scroll through the document, print to Pdf or download a copy from the

Preview menu.

Print to PDF will create a PDF file that opens up in the Print window (possible to save

as PDF as well).

EDIT UPLOADED DOCUMENT IN BROWSER

Step-by-Step

Click on the document link (Title)

Your document opens up in a Browser View (see the PowerPoint example below)

Use the common navigation tools from PowerPoint, or Start Slideshow.



To edit your document select Edit Presentation/Document or Workbook, and

select to Edit in PowerPoint/Word/Excel or in Web App. Web App has less

functionalities, but good for quick changes. See Edit windows below.

Below an example of Edit in MS-PowerPoint Web App.

Make any necessary changes and click on the File Tab

and select Exit to close the document including the changes

and return to your Document Library.

When finished editing in the Office application, click on Quick

Save (floppy top left), and close the Office application.



CREATE NEW OFFICE DOCUMENT WITHIN THE LIBRARY

Step-by-Step

Within the Library click on the new document button

Select the document type to create.

Enter a name for the new document and click on OK. By default the document opens in the Web App application.

Create your document and when finished click on Save and Close the App.



4.2 VIEWS IN DOCUMENT LIBRARIES

Views determine what information is presented to the user and in what format.

The SharePoint Functional Administrator can create public views that are available to

all users of a document-, Picture, Asset and any other library.

Creating a view in a library is a beneficial way of organizing content within a library. A

view can be created with filters based on the columns, providing an easy way to find

documents. If a library contains custom metadata (like Classification), you may want

your view to be created with a filter that shows a certain classification only.

4.2.1 CREATE A PUBLIC VIEW

You as the Divisional Functional Administrator can create Public views that can be used by all your Site visitors.

Step-by-Step

Open your Library

Click the ellipsis (…) to the right of the All Documents view at the top of the

documents list, and then select Create View Or:

Click on the Library Tab and select Create View.

Select the type of view (the standard view lists documents as in the Documents View

– most commonly used view)

Select Standard View



Specify the details for the selected view. First enter the title and specify if it should

be the default view for this library. See example below

Select the columns to be viewed and their position (see below)



Select the sorting option if needed. See example below

Select the Filter options if needed. See below

Select if needed any of the other options available Group By – Totals – Style – Folders – Etc.

Click on OK. The new View is created.



Below you see an example of a Public View (called Classification view)

This view only shows “NATO UNCLASSIFIED” documents.

The view below is the normal “All Documents” view. (Including any classification in

documents).

NOTE:

1. You can switch between views by clicking on the View Name.

2. You can modify any view by selecting the view, click on the ellipsis (…),

and select Modify this View.



4.2.2 DELETE A PUBLIC VIEW

Only views not marked as default view can be deleted. To delete a view that you have

created, first select another view to be the default view for your Library.

Step-by-Step

Select the view to be deleted.

Click on the ellipsis (…) and select Modify this View.

Click on the Delete button and click on OK

NOTE:

Functional Administrators can create Public Views that can only be used but not

deleted by other users of a library.



4.2.3 DELETE THE DOCUMENT LIBRARY

When a SharePoint library is no longer required or was perhaps created by mistake, you may

wish to delete this library. Deleting the library will delete all files within the library as well, so

deleting should be used with caution. If a list or a library is accidentally deleted, as with list

items and documents, it will be placed within the site Recycle Bin for 30 days (by default)

and can be restored.

Step-by-Step

Click on Site Contents

Click on the light blue part or the … of the App to

delete, and select REMOVE. See example below

Confirm the following message with OK.

Your Library has been removed/deleted.

NOTE:

You can also delete a library this way: Open Library to delete, click Library Tab,

select Library Settings, and select Delete this Document Library.



4.3 CREATE ASSET LIBRARY

The Asset Management App in SharePoint 2013 provides a special central repository to store

and manage digital assets like image, audio, or video file. This enables organizations with

enhanced control over the digital assets and prevents unauthorized access to its contents by

effectively managing these assets.

The New 2013 Asset Library template comes with the following features:

Thumbnail–centric views: By default, the Asset Library uses a Thumbnails view, which

displays small thumbnails of the assets in the library. This view makes it easy to quickly

browse for images and video files.

Overlay callouts: In Thumbnails view, the name of the file is shown on a black overlay at

the bottom of the thumbnail. When you move your pointer over the thumbnail, this overlay

scrolls up, covers the thumbnail, and reveals clickable buttons. One button lets you select the

files, and the other opens a detail panel with more options.

Digital asset content types: The Asset Library is pre-configured to support content types

for image, video, and audio files. These content types include columns that enable you to

track metadata that is specific to rich media assets.

Automatic metadata extraction for image files: When you upload image files to an Asset

Library, any existing metadata for the file is extracted and promoted to any available

corresponding columns in the library. Automatic metadata extraction is supported for the

following image file types: BMP, GIF, ICO, JPEG, PNG, and TIFF.



Step-by-Step


Click on Setting and select Add an App

Within the Search window type “asset” and press enter. See below.

From within the Search results click on the Asset Library Tile.

Select Advanced Options.

Enter a Name, description and decide if you want to use versioning for this Asset Library (I don’t use it).

Select Create.

The new Asset Library has been created and opens up for you. (see next page)






NOTE: To show this library on the Quick Launch, select Library Tab, Library Settings, List Name, Title and …, and check Yes to display on the Quick Launch.

4.3.1 UPLOAD MEDIA FILE

To upload a media file there are several ways to do so. You can click on new Item link, use the File Tab or Drag and Drop to insert or upload media files. The Maximum file size within SharePoint 2013 is 250Mb. This could be different within your SharePoint Site.

Step-by-Step

Click on new Item to select a Media file from your computer.

or:

Open Files Tab, select New Document and click on

Image/Audio or Video, to select a video from your computer,

provide a link to a video or to provide a code to embed a video

from the web.

or:

Use the Drag and Drop method as seen before (page 32).



In this example I will use the New Item button to upload a video file.

Click within the Asset Library on New Item

Browse for the file to upload, select the File and click on Open.

Select OK. The window below opens up for you.



Within the opened dialog box you can add the following Metadata values.

1. Name

2. Description

3. Owner mail

4. Show download link or not

5. People seen in the video.

After altering your metadata, click on Save.

Your Video/Audio or image file has been uploaded. See below.



Below you see the result after uploading several movies and a sound files.

Clicking a Tile of an image or sound file will open the Metadata window of the

selected file. Clicking a tile of a video will start the video in a small size window.

Image above appears after clicking the

Video Tile

Image on the left appears after

clicking the Audio Tile



If you want to see the image in a full window, or play the movie or sound file, just click on the Tile and click on the small Thumbnail Preview. Or:

Click on the ellipsis (…) and select Play for Video’s / Audio file types or click on

the image. See example below for Audio.

Use the SharePoint Player controls to Pause, start, Mute sound or play Full screen.



4.3.2 DELETE MEDIA FILE

To delete a media file follow these instructions.

Step-by-Step

Select the Checkbox(s) of the files to delete and click on the Delete button on the Files Tab Or:

Click on the ellipsis (…) button and select the Open Menu (…) button and select

Delete.



4.3.3 DELETE ASSET LIBRARY

Follow the steps below to be able to delete an existing Asset Library.

Step-by-Step


Click on the light blue part or the … of the App to delete, and select REMOVE.

See example below


Your Library has been removed/deleted.

NOTE:





4.4 CREATE PICTURE LIBRARY

To share a collection of digital pictures or graphics, use a picture library. 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 compatible graphics programs, such as Microsoft

Paint. Consider creating a picture library if you want to store pictures of team events or

Divisional happenings.

Step-by-Step


Click on Setting and select Add an App The window on the next page opens up for you.

Select the Picture Library Tile



Enter a Name and click Create (or go to Advance to select versioning settings)





The next step is to upload images into the Library.



4.4.1 UPLOAD PICTURES TO THE PICTURE LIBRARY

Below I will explain to you how to upload pictures. When uploading a single picture, you are required to enter more information. When uploading multiple pictures, you can add the additional information afterwards. You have the same upload options as seen before. New Picture, Files Tab and Upload and Drag and Drop as well. I will use the New Picture method.

Step-by-Step

Open the Picture Library

Click on new Picture to select a Picture file from your computer.

Browse to find the picture, select it and click on Open.

Select OK. The following window opens up.



Fill in any metadata as needed (Title, Date Picture taken, etc.) See below.

Click on Save

The Image is saved within the Picture Library.

Below an example after uploading several images.

If you want to see the image in a full window, just click on the Tile and click on the

Preview.



PICTURE LIBRARY SPECIALS

After creation of your Picture Library and uploading of pictures/images, there are several actions available like Edit, Delete, Download a Copy and a Slideshow view. In the following chapter I will show you how to edit (change) a photo, change the view of your Library, and how to download a copy.

4.4.2 EDIT USING MS-PAINT

Step-by-Step

Open the Picture Library.

Hover over a picture and click on the ellipsis (…), and select EDIT. See below.

The MS-Paint opens up for you (see following page)



Select your changes (Crop, size, colour, etc.) and click on Save and Close.

Below example has been cropped.



4.4.3 DOWNLOAD PICTURE TO FOLDER

This option allows you to download a selected image from within SharePoint to a location of

your choice (folder, Memory Stick, Desktop etc.).

Step-by-Step

Within the Picture Library Hover over the picture to be downloaded and click on the

ellipsis (…) twice, and select download a Copy. See below

Select Save as and choose a place to save the downloaded picture into.



4.4.4 PICTURES SLIDES VIEW

It is possible for you and your visitors to show all pictures within a Slideshow format that

allows you to click through a series of large versions of the photos.

Step-by-Step

Open the Picture Library

Select Slides View button. See below.

Clicking the Forward/Backwards button will open the next or previous picture in a

large view. See example below.

Click on Thumbnails view to go back to the default view.



NOTE: To create a similar, automatic slide presentation on a page, you can insert the Picture Library Slideshow Web Part, which lets you control the duration of picture display, whether to display pictures in random or sequential order, and how to display certain picture. See Chapter Web Parts.



4.4.5 DELETE PICTURE FILE

To delete a picture, follow these instructions.

Step-by-Step

Select the Checkbox(s) of the pictures to delete and click on the Delete Document button from the Files Tab. Or:

Click on the ellipsis (…) button and select the Open Menu (…) button and select

Delete.



4.4.6 DELETE PICTURE LIBRARY

Follow the steps below to be able to delete an existing Picture Library.

Step-by-Step



See example below


Your Picture Library has been removed/deleted.

NOTE:


select Library Settings, and select Delete this Picture Library.



4.5 CREATE REPORT LIBRARY

To simplify the creation, management and delivery of web pages, documents and key

performance indicators (KPI) of metrics and goals, use a report library. The report library is a

central place where you can create and save reports, such as Excel workbooks. When you

publish an Excel workbook to a reports library, it is single-click enabled to open in browser

view, which is a convenient way to see the workbook without adding it to a Web Parts Page.

Step-by-Step



Within the Search window type “report” and press enter. See below.

From within the Search results click on the Report Library Tile.


Enter a Name, description and decide if you want to use versioning for this Report Library (I use it). See example below.



Enter a Name and click Create. The Report Library window opens up.


Green New Icon next to the Tile.


The next step is to upload Reports into the Library.



4.5.1 UPLOAD REPORTS TO THE REPORT LIBRARY

Below I will explain to you how to upload Excel Reports. When uploading a single File, you are required to enter more information. When uploading multiple files, you can add the additional information afterwards.

Step-by-Step

Open the Reports Library

Click on new Item to select an Excel file from your computer.

Browse to find the Excel file, select it and click on Open.

Select OK. The following Metadata (properties) window opens up.

Enter a Title, report description, select the owner of the file, choose a category and status and click on Save. The document is uploaded into your Report Library.



4.5.2 OPEN REPORTS WITHIN THE REPORT LIBRARY

The Excel file is now single-click enabled to open in browser view.

Step-by-Step

Open the Reports Library

Click on top of the file name The window below opens up for you

The file is read only, but to edit you can click on Open in Excel. Update the info, click on Save and close Excel.

Additional options can be found in the File Tab (see below)

NOTE: The Report Library is set by default to create Minor versions of documents! Minor versions are not indexed and can’t be found if using the search function. To change versioning see page 27.



4.5.3 DELETE REPORT LIBRARY

Follow the steps below to be able to delete an existing Report Library.

Step-by-Step



See example below


Your Picture Library has been removed/deleted.

NOTE:





5 CREATE LIST APPS

Within this chapter I will show you how to create and use the most common used List

Apps.

A List on the page presents a collection of information you share with team members.

You can create a list of events, issues or contact persons on your areas page

OVERVIEW

5.1 Create Announcement List

5.2 Create Calendar List

5.3 Create Contacts List

5.4 Create Discussion Board List

5.5 Create Links List

5.6 Create Promoted Links

5.7 Create Survey List

5.8 Create Tasks List

5.9 Import Spreadsheet List



5.1 CREATE ANNOUNCEMENT LIST

Use an announcements list to share news and status and to provide reminders.

Announcements support enhanced formatting with images, hyperlinks, and formatted text.

Step-by-Step



Select the Announcements Tile.


Enter a Name, description.

Select Create.

The new Announcement List has been created and opens up for you. (see next page)






NOTE: To show this List on the Quick Launch, select List Tab, List Settings, List Name, Title and …, and check Yes to display on the Quick Launch.



5.1.1 CREATE NEW ANNOUNCEMENT

The following steps show you how to create a New Announcement.

Step-by-Step

Click on new Announcement.

The New window opens up.

Enter a Title and add your text within the Body area.

Edit your text using the Format Text tab on the Ribbon.

You can also Insert a Table, Picture, Video/Audio or Hyperlink in the Body part See example on the following page.



Enter an expire date (Announcement will be hidden from this list but still searchable)

Click on Save to save your new Announcement.



5.1.2 DELETE ANNOUNCEMENTS LIST

Follow the steps below to be able to delete an existing Announcement List.



See example below


Your Announcement List has been removed/deleted.

NOTE:

You can also delete a List this way: Open List to delete, click List Tab, select List

Settings, and select Delete this List.



5.2 CREATE CALENDAR LIST

It is possible within your SharePoint Site (Division, Branch, and Section) to add a

Calendar into your Site Content Area. The Calendar can be updated and/or filled with

events, appointments, meetings etc. The Calendar can also be linked to your

Divisional, Branch or Section Calendar, to copy appointments etc. from your Calendar

into the SharePoint Calendar.

Step-by-Step



Select the Calendar Tile.



Do Not select Members schedule!

Select Create.

The new Calendar List has been created and opens up for you. (see next page)





NOTE: To show this Calendar List on the Quick Launch, select List Tab, List Settings, List Name, Title and …, and check Yes to display on the Quick Launch.



5.2.1 CREATE EVENTS

Follow the steps below to be able to insert an event/appointment within your Calendar.

Step-by-Step

Open the Calendar

Hover over a day and click on the Add button (see beside)

Or within the Daily View: Click on the Day, and double click on the Start time of your Event (similar like within MS-Outlook)

The New Item window opens up for you (see below)



Fill in all Mandatory fields (Title, Start & End Time) and more if needed.

If needed you can select All Day Event, Recurrence etc.

You can also attach a file or even check the Spelling of your event

Click on Save.

The Event has been added into your Calendar. See example below.

Hovering over the Event shows some more detailed information.

Clicking on top of the Event will open the complete event. See below.

This will allow you to edit or Delete the Event.



NOTE: On the Events and Calendar Tabs you have the functions available to

create new Events, or change the view of your Calendar.

5.2.2 CONNECT CALENDAR TO MS-OUTLOOK

To view and update a shared Calendar in the SharePoint Portal in MS-Outlook, you can

connect the SharePoint Calendar to MS-Outlook. It’s also then possible to copy any

appointments or events from the MS-Outlook Calendar into your SharePoint Calendar and

vice versa.

Step-by-Step

Open the Calendar

Within the Calendar Tab click on Connect to Outlook

Confirm the message popping up – click Allow (see below)



Click on Yes to connect to Outlook

Your Outlook Calendar will open up showing you you’re personal (Divisional, Branch etc.) Calendar and your SP2013 Calendar next to each other. See example below.

Now you can Drag and Drop items from one Calendar into the other Calendar, to

copy events/appointments across.

If the message besides opens up, confirm with Yes.

You can re-name the Calendar (in Outlook) by right mouse on the Calendar name and select rename.

You can close Outlook, and after synchronisation (or pressing F-5) you will see the events within your SharePoint Calendar.



5.2.3 DELETE CALENDAR LIST

Follow the steps below to be able to delete an existing Calendar List.



See example below


Your Calendar List has been removed/deleted.

NOTE: To change the Regional Settings of the Site from US to UK:

1. Click on Settings and select Site Settings

2. Under Site Administration select Regional Settings

3. Select English UK.



5.3 CREATE CONTACTS LIST

With a contacts list stored on a SharePoint site, you can share information with

anyone in your organization that has access to the site. Even better, you can

view and use that same set of contacts right from MS-Outlook.

Step-by-Step



Select the Contacts Tile.



Select Create.

The new Contacts List has been created and opens up for you.




5.3.1 CREATE CONTACTS USING MS-OUTLOOK

Follow the steps below to be able to copy and share Contacts using MS-Outlook.

Step-by-Step

Open the Contacts List

Within the List Tab select Connect to Outlook

Within the following window select Allow

Select Yes to connect to Outlook

Outlook will open up for you. See below.

Drag and Drop (Left Mouse) your Outlook Contacts into the new SharePoint

Contacts List.

All selected Contacts will be copied into SharePoint Contacts.

Rename your SP

Contacts list by

right mouse click on

the name and

select Rename.



Close MS-Outlook and check the results on your SharePoint Contact List

Press F5 to refresh your SharePoint window. See example below.

Clicking the Contact name will allow you to see all details or to Edit or Delete the

Contact information.

NOTE: To add a new Contact within SharePoint, just click on Add new item and fill in

the blanks. After filling in the required fields click on Save.

Clicking the ellipsis … (next to the Name) will also allow you to View, Edit, export

or to Delete the Contact. See below.



5.3.2 DELETE CONTACTS LIST

Follow the steps below to be able to delete your Contacts List.



See example below


Your Contacts List has been removed/deleted.



5.4 CREATE DISCUSSION BOARD LIST

A discussion board (which is a list) is a place to share information and discuss

topics with other people. You can use discussion boards for a variety of purposes,

such as brainstorming goals for your project or discussing a common interest. When

you create a discussion topic or reply to an existing discussion, you can format your

text, insert a hyperlink or table, and link to a picture on the Web.

Step-by-Step



Select the Discussion Board Tile.



Select Create.

The new Discussion Board List has been created and opens up for you.

NOTE: To show this List on the Quick Launch, select List Tab, List Settings, List

Name, Title and …, and check Yes to display on the Quick Launch.



5.4.1 POST A NEW DISCUSSION

Follow the steps below to be able to create a new Discussion.

Step-by-Step

Open the Discussion Board

Click on new discussion (or click on the Items Tab – New Item – Discussion)

The following window opens up.

Fill in the Subject and the Body text, format as needed.

Select the Question Checkbox if others need to be able to reply.

Click on Save.

The new Discussion has been published and is open for discussion.



5.4.2 RESPOND TO A DISCUSSION

Follow the steps below to be able to respond to a Discussion.

Step-by-Step


Click on the Discussion Link

The following window opened up

Click on the Reply button (Bottom)

Enter your Reply message and click on Reply.



All the replies are visible within the Discussion. See below.

The number of Replies are displayed on top of the opened discussion (see below)

5.4.3 SET AN ALERT

For not having to check your SharePoint Discussion Board constantly, to see if there are any

replies available, you can turn on an Alert. The Alert will send you an Outlook E-mail as soon

as a new reply or discussion has been added.

Step-by-Step


Select the Alert Me option from the ellipse… button


See following page.



Select your options, don’t forget to select New Items are added to receive a mail

when new replies have been posted.

Click on OK.

The Alert has been set, and you will receive a mail to confirm the Alert was successfully created and when a new Reply has been added. NOTE: To Delete an alert; Click on the Items Tab Alert Me button and select Manage My Alerts. Select the Checkbox(s) and click on Delete Selected Alerts.



5.4.4 DELETE DISCUSSION BOARD

Follow the steps below to be able to delete your Discussion Board List.



See example below


Your Discussion Board List has been removed/deleted.



5.5 CREATE LINKS LIST

The Links List will allow you to create Hyperlinks to Web pages or other

resources like File Folders, documents, Movies etc.

Step-by-Step



Select the Links Tile.



Select Create.

The new Links List has been created and opens up for you.





5.5.1 CREATE NEW LINK

Follow the steps below to be able to create a new Link.

Step-by-Step

Open the Links List

Click on New Link

The window below opens up.

Enter the Url to the Webpage or DHS Document

Type a description and if needed notes.

Click on Save.

NOTE: To create a link to a shared document (SHAPE Forms – ACE Directives)

replace the http:// with file:// and paste the rest of the address behind. See below.



5.5.2 CHANGE THE ORDER OF YOUR LINKS

Follow the steps below to be able to change the order of your Links.

Step-by-Step

Open the Links List

From the Items Tab click on the Change Item Order button.

Change the order and select OK.

5.5.3 DELETE LINKS LIST

Follow the steps below to be able to delete your Links List.




Your Links List has been removed/deleted.



5.6 CREATE PROMOTED LINKS LIST

This all new SharePoint 2013 App allows you to create hyperlinks that are

displayed as Tiles as you have seen on your Home Page (page 18 & 19).

Step-by-Step



Select the Promoted Links Tile.



Select Create.

The new Promoted Links List has been created and opens up for you.





5.6.1 CREATE NEW PROMOTED LINK

Before you create a new link, you will need to copy the Url from the web site you would like to

link to. If you would also like to have a picture filling the tile, you need to upload the picture

you want to use into your Picture Library.

A good idea would be to open a second tab on your Internet Explorer, from where you

can copy the Url and/or the path to the image to be used.

Step-by-Step

Open the Promoted Links List, and select All Promoted Links link.

Click on New Item

The window below opens up.



There are 3 mandatory fields marked with the * symbol.

Enter a Title

Enter the Url to the Webpage and/or Background Image (use your 2nd tab).

Type a description. The description will pop up when you hover over the tile.

Within Launch Behaviour you select how the link should open up.

a. In Page Navigation: will open the link within the same Internet Explorer window

b. Dialog: will open the link within a small window (see image below)

c. New Tab: will open the link within a new additional Tab.

Select Save. Your link has been created (see below)

Create additional Links, and when finished click on the Tiles View button. See tiles below. Tiles View View when Hover over



Clicking the Tile will open the web page in the selected Launch behaviour. Below example is the Dialog behaviour.

5.6.2 EDIT A PROMOTED LINK

Follow these steps to be able to edit/delete a promoted link.

Step-by-Step

Open the Promoted Links List, and click on the List Tab.

Change the View from Tiles to All Promoted Links.

Select the Checkbox in front of the link.

Click on the Items Tab and select Edit Item.

Make your changes and select Save.

Click on the Tiles View button.



5.6.2 DELETE PROMOTED LINKS LIST

Follow the steps below to be able to delete your Promoted Links List.




Your Promoted Links List has been removed/deleted.



5.7 CREATE SURVEY LIST

The Survey List will allow you to create an appraisal/evaluation/enquiry like

Customer Satisfactory or like an Evaluation form that can be filled in by Staff

members.

Before you create a survey, it is a good idea to map out the questions that you want

to ask and the type of answers that you want to receive. For example, do you want

someone to respond with their own words, enter a dollar amount, or choose from a

list? You should also decide whether questions are required or optional. In order for

people to respond to the survey, they must have Contribute permission to the

survey or to the site that contains the survey.

For this chapter I will create a Course Evaluation form as an example.

Step-by-Step



Select the Survey Tile.



Select Show names or not, and allow or not multiple responses.

Select Create.

The new Survey List has been created and opens up for you. See next page.



Enter the first question for your survey (I want to know their names first)

Select Single Line of text

Select Yes to require a response (Mandatory)

Select amount of characters

Click on Next Questions (bottom) The next window opens up (see next page)



Within this part I want to know if they have already filled in the survey. I will add an option afterword’s that if they select yes, they will be re-directed to the final window.

Enter your Question – example “Have you filled in this form before?”

Select Choice and require a response (mandatory)

Type the choices available (Yes and No).

Select Drop Down Menu

Leave everything else by default and click on Next Question

The following window opens up (see next page)



This is the part where I will ask them specific questions and rate those as well.

Enter a Question (Please rate the questions below). Select Rating Scale (they will be able to select a number from 1 to 10). Select Require response (mandatory). Enter the sub-questions people have to answer

(see example above).

Select number range (I selected 10). Enter your Range Text (0 = Disagree, 5 = Uncertain,

10 = Agree). Select or de-select non applicable option. Click on Next Question.

The window on the next page opens up.



Within this last question I offer an option to enter comments or suggestions.

Enter your Question (see example).

Select Multiple lines of text.

I will not require a response (if they have no comments, they are not forced to fill in)

Enter amount of rows for the comment box.

Click on Finish.

On the next page we will deal with Changing question order.



Below you see the Survey Settings window opening up for you.

To re-order your questions click on Change the order of the questions. The following window opens up.

Re-order if needed and click on OK (I have changed question 1 with 2)

Next is to set up Branching Logic for the first question.



Branching Logic

You can add branching logic to specific questions, so that the remaining questions in

the survey are relevant to the respondent. In our example I want the customer to

jump directly to the last question (Comment window) if they select in the first question

the answer “Yes I have filled in the form already”

To specify branching logic, you first create the survey, and then specify the logic for

the questions in the survey settings.

Step-by-Step

Within the Survey Settings Window click on the first question

Scroll down to the Branching Logic window (see below)

For Yes, select thanks for your input (the location to jump to if yes is selected)

For No, select Please enter your full name (the location to jump to if No is selected)

Click on OK

Your Survey is now ready to be used.

NOTE: To show this Survey List on the Quick Launch, select the Settings button,

Survey Settings, List Name, Title and …, and check Yes to display this Survey on the

Quick Launch.



5.7.1 RESPOND TO A SURVEY

The instruction below shows you how users can respond to your survey. Only users with

Contribute permissions on the Site or this Survey can respond!

Step-by-Step

Open the Survey (click on top)

Select Respond to this Survey (see window below)

The first question opens up.

Select Yes or No in the Drop Down box (Yes will directly open the last window)

Select No and click on Next.



The next window opens up.

Enter your Full Name

Rate the questions by selecting the corresponding radio buttons

Click on Next (if Branching logic has been used for this question)

Enter comments if needed and click on Finish.



5.7.2 REVIEW SURVEY RESPONSES

The instruction below shows you how you can Review given responses. Manually and/or

Graphically.

Step-by-Step

Open the Survey (click on top)

Click on Graphical Summary of responses Next window opens up.

NOTE: Clicking show all responses will open a window allowing you to see all

responses separately.



5.7.3 DELETE SURVEY LIST

Follow the steps below to be able to delete an existing Survey List.




Your Survey List has been removed/deleted.

NOTE: You can also delete using the Settings button, select Survey Settings and

click on Delete this survey.



5.8 CREATE TASKS LIST

The Task List can be used to track a task or group of tasks of work items that

you or your team (Division, Branch, Section) needs to complete. This module can

also be connected (linked) to Outlook, and has new 2013 features included.

Step-by-Step



Select the Tasks Tile.



Select Create.

The new Tasks List has been created and opens up for you. See below.



5.8.1 CREATE NEW TASK

Follow the steps below to create new tasks.

Step-by-Step

Open the Tasks List

Click on New Task

The following window opens up.

Fill in all details and assign it to the owner of the task

Click on SHOW MORE, if more information needs to be added.

Click on Save

The new task has been created. See example on following page



The owner of the Task has received an e-mail with all instructions including a link to

the Task.

Clicking the ellipse… button will allow you to see more details (days left), and

options to add this task to the Timeline or create Subtasks.

Below you see an example after creating 3 subtasks and add them to the Timeline.



5.8.2 PREDECESSORS

Within a single project tasks list, there may be a certain order to how tasks, including

summary tasks and subtasks, need to be completed. For example, if you’re building a house,

the foundation needs to be completed before the walls can go up, and the walls have to be up

before the roof can go on. You can represent this order by using the Predecessors column.

Follow the steps below to edit an existing Task using Predecessors.

Step-by-Step

Open the Tasks List and select the Task

Click on Edit Item and select Show More.

Within the Window that opens select you’re Predecessors from the Left sight.

Select and click on Add to create Predecessors.

Click on Save

NOTE: You need to modify the All Task View, and select the Predecessor checkbox. Explained in Chapter 4.2. See example on the following page



In the example the Main Task has to wait until the Sub

Tasks have completed

Final Sub Task (Plan courses) has to wait until the Sub

Task (create PE’s) has been completed.

Sub Tasks (create Layout and PE’s) are not depending

on any other sub-task.

Clicking on the Sub Tasks within the Timeline will

pop up more information regarding the task.

See below.



5.8.3 DELETE TASKS LIST

Follow the steps below to be able to delete an existing Tasks List.




Your Survey List has been removed/deleted.



5.9 IMPORT SPREADSHEET LIST

This feature allows you to upload and publish information from an

Excel Spreadsheet directly into a SharePoint List. Easy to filter and Sort. The

List will not be linked to the Excel Spreadsheet. It is purely a copy of the data

from Excel into SharePoint.

Step-by-Step


Click on Settings and select Add an App

Select the Import Spreadsheet Tile.

Enter a Name and Description

Select your Excel file (browse) and click on Import (see example on next page)



If the document doesn’t open immediately, check the bottom of your screen. It’s possible that the Excel icon is blinking. Click on top to open Excel

Excel Opens up.

Within Range Type, select Range of Cells

Click inside the Select Range field, and select the range of cells you want to copy into the SharePoint List (Left mouse click on cell A-1 and drop on top of all other to be included cells). Always include the Heading!

Select Import to add the information into SharePoint

The Excel data is now shown within your List on SharePoint (see next page)



5.9.1 ENTER NEW INFORMATION

Follow the steps below to add new Information into the imported Excel Spreadsheet.

Step-by-Step

Open your SharePoint Spreadsheet List.

Select New Item (or click on the Items Tab and select New Item).


You can enter all details in the same order as the original Excel Spreadsheet.

Upload and attach a file if needed.

Click on Save

The new information has been added (see below)



NOTE: To change the number column (including decimal symbol) into a normal

number, follow these brief instructions:

1. Open Spread sheet

2. Select List Tab - List Settings

3. Select column to be changed

4. Select Single Line of Text and click on OK 2 times.

NOTE: To add a Mail column, follow these brief instructions:

1. Open Spread sheet

2. Select List Tab - List Settings

3. Select add from existing site columns and select Email

See window below.

4. Click on OK.



5.9.2 DELETE SPREADSHEET LIST

Follow the steps below to be able to delete an existing Spreadsheet List.




Your Import Spreadsheet List has been removed/deleted.



6 CREATE PAGES

6.1 GENERAL

A website is a collection of webpages. The types of pages that you can create depend on the

site that has been created by your organization (maybe different for NCIA, SHAPE, ACT etc.).

Most users will be familiar with Team sites within a Microsoft SharePoint 2013 installation.

When a new Team site is created, SharePoint creates a Wiki page library, named Site

Pages, where the webpages are stored and new pages can be created. You will find it easy to

add content to these pages and to modify the layout of the page using the browser. Wiki

pages should be used when you wish to share content that does not require an approval

mechanism and the site contains many content authors.

Pages that display the contents of lists or libraries use Web Part pages. Such pages can be

changed using the browser, but many users do not find the mechanism of changing such

pages easy. Using the browser, these pages can only contain app parts and Web Parts. The

addition of static text and images is possible only by adding Web Parts, such as the Content

Editor Web Part (CEWP) or the Image Web Part.

Both wiki pages and Web Part pages can contain app parts and Web Parts. I will show you

within this course how to create Wiki Pages and add/manage Web Parts.

OVERVIEW

6.1 General

6.2 Create Wiki Page

6.3 Web Parts



6.2 CREATE WIKI PAGE

You might have heard that “wiki” is the Hawaiian word for quick. Speed and flexibility are

undeniably the foundation of wiki design. Wiki pages are informal, open for editing by almost

anyone in the organization, and, by that token, are often considered works in progress.

In SharePoint, wiki pages are everywhere, by default. On many new sites you create, the

home page is now a wiki page. On team sites, all new pages that you create are wiki pages

by default.

Step-by-Step


Click on Setting and select Add a Page.

Enter a name for the new Page

Select Create.

The new Wiki Page has been created and opens up for you. See below.



The default layout just contains 1 column.

To change the Layout click on the Text Layout button.

Select the Layout to be used for your new page.

I will use for this example the two columns with header layout.

Add some text in the Title Area.

Click the Save button.

You’re page is stored within the Site Content – Site Pages App

NOTE: To see a Link on the Top Bar:

1. Copy Url to the page first

2. On your Site click on Edit Links

3. Click on Add a Link

4. Paste Url and Enter a Name

5. Click on OK, and click on Save.



6.2.1 EDIT TEXT ON YOUR WIKI PAGE

Follow the steps below to be able to enter and edit text. You will see that most editing

features for text come straight from MS-Office, including the Live Preview feature (first see

what your get and then select).

Step-by-Step

On your Page select the Edit button (top right, or Page tab and select Edit)

Click in the column where you want to add text

Start typing your text or copy and paste existing text from another location.

You can now use the Format Text tab to customize your text.

Select your text and use the Font group or Paragraph group to format. Use your MS-Office skills to do so.

Select your text and click on the Styles button to add a special style to your text Below I have used the Heading 1 style to the whole sentence.

To save our work so far click on Save.



6.2.2 INSERT PICTURE

Follow the steps below to be able to insert and edit Pictures or even ClipArt’s.

Step-by-Step

Click in the column where you want to insert a picture.

Open the Insert Tab and click on the Picture button and select From Computer.

Browse for the image to insert, select it, click open and leave Site Assets selected

and click on OK.

The Picture is inserted (see below).

The Image has been inserted in its original size.

Change the size by dragging the corners to a smaller size.



Now you can also use the new Image Tab to customize your picture.

See the examples below using

Image Styles.

Just select the Image Styles and position you prefer (Live Preview).

You can also select a predefined size for your image in Horizontal and Vertical Size.

Keep Lock Aspect Ratio select!

To save our work so far click on the arrow below the Save button and select Save

and Keep Editing. (I want to continue editing the page).

Images/pictures can also be inserted in columns that already contain text.



6.2.3 INSERT VIDEO

The Insert Video or Audio possibility is a new feature within SharePoint 2013.

Step-by-Step

Click in the column where you want to insert a video.

Open the Insert Tab and click on the Video button, and select

From Computer.

Browse for the Video to insert, select it, click Open and leave Site Assets selected

and click on OK.

The Video is inserted within a Media Web Part (see below).

The Media Web Part will not show any image from the video by default. It uses the same style for any video inserted.

You can now change the Media Settings using new SharePoint 2013 features.



Select Change Image if you would like to replace the selected Preview image. Use an image from your Site or from your computer. See example below.

Within the Properties group select a Title for your Web Part, and choose to start the video automatically (when opening this page), and to play it over again when finished.

Select a Dark or Light style for your Web Part

Click on the Page Tab and select Save.

You’re video will start automatically if this options was selected.



6.2.3 INSERT AND WORK WITH LINKS

Follow the steps below to be able to insert and edit Links (hyperlinks). Links will allow you to

link to items within the Site, to documents, pictures and movies on Shared locations.

Step-by-Step

Click in the column where to insert a Link, or select a Picture or Text to be linked.

Open the Insert Tab and click on the Link button, select From SharePoint.

The following new 2013 window opens up.

Browse within any SharePoint List or Library, select the item and click on Insert.

The link is inserted (see example below)



HOW TO FIND THE URL ADDRESS OF A DOCUMENT OR WEBPAGE?

Make sure that the document to link to is on a shared location. This could be your

DHS Document Library, the Central Records (J) drive, or any other shared folder.

Step-by-Step

Copy the path to the DOCUMENT

o Open Windows Explorer, browse to document, right mouse on top,

Properties, Security, copy complete path including File extension).

o Browse to DHS Document, right mouse on top, Properties, copy the full

address (URL).

Paste the address (file path) into Address field, and add file:// in front

See example below.

Step-by-Step

Copy the path to a WEBPAGE

o Open Internet Explorer, browse to the Web page, right mouse on top of

the Url and select Copy.

Paste the address (file path) into Address field.



LINK TOOLS

After inserting a link, you will have a special tab available called Link Tools. Below I

will show you the Link Tools options available.

Step-by-Step

Within Edit Mode, click on your Link

Click on the Link Tab (see below)

OPTIONS ARE:

Open the Link in a new tab (link will not open within same window)

Display the document icon (document type symbol – Word, PowerPoint, Excel).

Description (text that pops up when hovering over the hyperlink).

Remove Link (Text will remain; only link will be removed).



6.2.4 INSERT LINKS USING DOUBLE BRACKETS

Follow the steps below to be able to insert hyperlinks using the Double Brackets feature. This

allows you to create quick and easy links to items within your SharePoint Site. You can link to

pages, Lists, Libraries, documents etc.

Step-by-Step

Click in the column where to insert a Link(s).

Type “Double Brackets” [[

The following opens up

Select the page to link (Course Info or Home) to or click on View: to View a list of all

items available in your Libraries or Lists. See example below.

Select the List or Library and click on Enter. Brackets will be closed.



To link to one particular item within a List or Library follow these steps.

Step-by-Step

Type “Double Brackets” [[

Select List, and click on the Library or List to see the contents.

Below an example after selecting my Document Library.

Click on the document to link to, and press Enter.

Brackets are automatically closed (see example below).

You’re links have been created.

Click on the Save button to leave the Edit mode.

Now you can test your double bracket links.

NOTE: To change the name of the links go back to Edit your page, and change only

the part of the name behind the | line.



6.2.5 INSERT TABLE

Follow the steps below to be able to insert a table directly into your Wiki page.

Step-by-Step

Click in the column where to create a Table.

From the Insert Tab, click on the Table button

Select by hovering over the amount of columns and rows you need See below

Click left mouse to create the table See result below

Enter your text as done within MS-Office.



CUSTOMIZE THE TABLE To further customize the table (add columns and rows, change the height, merge cells and change the Design, you can use the 2 additional tabs on the Ribbon.

Step-by-Step

Select your Table.

Select Table Layout Tab

ADD ROWS OR COLUMNS

To add rows or columns, select the cell where to add something and select insert

above or below to insert a row, or insert Left or Right to insert a new column.

DELETE ROW OR COLUMN

To delete a row or column; select a cell within the row or column to be deleted, click

on Delete and select the item to be deleted.

MERGE CELLS

To merge cells to one large cell, click on the left cell and select Merge Cells – Merge

Right or Left as needed. Repeat for merging multiple cells.

CHANGE WIDTH OR HEIGHT

Select a cell and increase or decrease the column width or height.

NOTE: To create links to E-mail addresses, insert text (ea. Mail) select the text

and click Insert Link from Address or click CTRL + K simultaneously. Within

the address field type mailto: including the persons e-mail address.

mailto:[email protected]



Select the Design Tab

TABLE STYLE OPTIONS

Select if your Table needs a Header- Footer- First Column or Last Column style.

Click on Styles and Hover over the given options.

Check out the Live Preview of the Styles available.

Select the Preferred Style

Click on Save

The example below uses Table Style 4, inserted

and merged top row, changed colour and size of the

title.



6.3 WEB PARTS

Web Parts are actually containers for Data. You can create new Web parts or show existing

Lists (Calendar, Contacts, and Slide Library etc.) or Library features on any of your pages.

Web- and App Parts are one of the basic building blocks of pages on SharePoint sites. They

enable you to customize a SharePoint page to display content or business data from many

sources on the same page. You can also create new Web Parts when needed.

On the example below I have inserted existing Web/App parts like the Document Library and

the Media Library.

Within the following chapter I will show you how to insert existing App parts to make them

visible on your page.



6.3.1 INSERT EXISTING APP PART

Follow the steps below to be able to insert an existing App part on your page. In the example

below I will insert an existing Calendar

Step-by-Step

Click in the column where to Insert the existing App part

Within the Insert Tab click on the App Part button


Select the App Part to insert and click on Add.

The Existing App Part (Calendar) has been inserted into your page.

Whenever the original location changes (add calendar items, upload pictures and/or documents) it will also change on your Web page.

On the following page you can see the inserted Calendar App part



The Existing App Part (Calendar) has been inserted into your page.

To make changes to the App Part Properties click on the Web Part Tab (on the

Ribbon).

To Delete the Web Part you click on Delete.

To further customize the App/Web part click on the Web Part Properties button.

The window on the following page opens up for you.



Within List Views you can select how to view

your Calendar.

Click on the + symbol to expand the

Appearance, the Layout or to see more Advanced options.

Expand the Appearance options (see below)



Change the Title (if needed)

Select your Height and Width (not really

useful! – only changes the outside window)

Chrome State: Specifies whether the entire

Web Part appears on the page when a user

opens the Web Part Page. By default, the

chrome state is set to Normal and the entire

Web Part appears. Only the title bar appears

when the state is set to Minimized.

Chrome Type: Specifies whether the title bar

and border of the Web Part frame are

displayed.



Expand the Layout options (see below)

Hidden: Specifies whether the Web Part is visible

when a user opens the Web Part Page. If the

check box is selected, the Web Part is visible only

when you are designing the page and has the

suffix (Hidden) appended to the title.

Direction: Specifies the direction of the text in the

Web Part content. For example, Arabic is a right-

to-left language; English and most other European

languages are left-to-right languages.

Zone: Specifies the zone on the Web Part Page

where the Web Part is located. This could be on

top of your page, Left, Right Center etc. according

to your page layout.

Expand the Advanced options

Below I will explain some options

Minimize: Specifies whether the Web Part can be

minimized.

Close: Specifies whether the Web Part can be

removed from the Web Part Page.

Hide: Specifies whether the Web Part can be

hidden.

Zone Change: Specifies whether the Web Part

can be moved to a different zone.

After changing the Options click on OK

Click on Save to stop Editing



6.3.2 INSERT NEW WEB PART

Follow the steps below to be able to insert a New Web part on your page. In the example

below I will insert a new Web Part called Picture Library Slideshow.

Step-by-Step

Click in the column where to Insert the new Web part

Within the Insert Tab click on the Web Part button The following window opens up

Scroll to the Media and Content Category and select Picture Library Slideshow.

Click on Add

Click on the Web Part Menu button and select Edit Web Part. (see example below)

Select your Web Part settings, and click on OK.

See results on the following page.



NOTE; to delete a WIKI Page, click on the Page Tab and select Delete Page



The image shown here contains 2 new Web Parts. The top one is the Search-Driven Content – Picture feature, showing any picture from the current Site. The lower part shows you the Search-Driven Content – Video feature, showing any video on your Site. .



Our Courses are available to any NATO staff member whose organization has a Service

Level Agreement (SLA) with NCI Agency.

For problems: Use the F1 button (help for application problems)

Call NCN 626-3177 (NCIA Centralized Service Desk) for PC or telephone technical problems only.

For application info: For more Win 10 and Office 2016 information: On the SHAPE NIP – CIS Services Portal – Booking Systems & Request – Request Help on ...

On NR-AIS (REACH): visit NCIA Intranet – A-Z links – Education and training for NCI Agency staff – SCTC – CBT Training.

For courses: Visit our NS-Web page: SHAPE NIP – CIS Services Portal - Booking Systems – Request a course.

NCI Agency personnel need to contact their Organizational Training Coordinators/Poc’s.

Visit the S.C.T.C. Webpage on the Internet: www.shape2day.com – Community - Education – SHAPE CIS Training Centre.

Call the SHAPE-CIS-Training on ext. 7014.

For more NCIA info: Visit the (internet) web page on www.ncia.nato.int or visit the SHAPE page on www.shape2day.com

Last update 30th March 2017.

http://www.ncia.nato.int/

http://www.shape2day.com/