SharePoint 2010 for

Content Managers at LCBO

Presented by:

Lee Robson

Ivor Davies

2/8/2014 1

Overview

Working with Lists

Working with Libraries

Working with Pages / Publishing Content

Agenda

Breaks

Morning 15 min

Lunch 1 hour

Afternoon 15 min

Duration is approximately from 9:00 AM to about 3:00 PM

There will be “Hands-on” exercises throughout the day

Let’s keep it interactive and fun! Ask questions anytime!

Course Logistics

Name

Any previous experience with SharePoint?

Any specific expectations?

Introductions…

Last year, IT looked at ways to improve Quality of the LCBO Portal

As the LCBO continues to grow as an organization, infrastructure and

communication must as well

Content Managers play a key role in this growth – the platform must be

efficient for them to use

SharePoint 2010 integrates well with current infrastructure and applications,

also:

Facilitates business collaboration

Strengthens Search

Project Background

After today’s training Content Managers will know the basics of publishing

content using the SharePoint tools, without requiring IT involvement

The Portal Migration from the current platform to SharePoint is currently

underway – completion of all Divisional content is targeted for August 2013

Content Managers will be involved in the pre-release review process: as

each Division’s content is migrated, the Portal Migration team will arrange a

review session

review for accuracy

techniques for improved search

review of Divisional/Departmental templates

Role of Content Manager

Central place for global information

Driven by content (news, alerts, points of interest,

etc.)

Central place for Department and Office

location information

Empowerment of content managers

Collaboration through the use of comments

and tags.

Core Functionality and

Features of SharePoint 2010

Homepage

Landing PageMy Site Link

Search

Point

Of Interest

Links

Corporate News

List

Top Level /

Global

Navigation

Alert

MessagesFeature

Rotator

External Links

Featured

Articles

Help and

Guidance

Departmental/Divisional Page

Left Hand

Navigation

Localized

Branding

Divisional/

Departmental

Description

Points of

Interest

Alert

Messages

Corporate News

List

Departmental/Divisional Page

Setup to give you access to common areas within the intranet

Offers links to sub-sites

Navigation Bar

Working with Lists

Everything in the Intranet, Collaboration, Team Sites, and My Sites are stored in Lists

A Document Library is just a special type of List that stores files

Rows of information separated into columns

Think a list of tasks, announcements, etc.

Lists

The List Ribbons

Accessing list items by clicking on them in the list to open

Edit from dialog, or check the box beside the item and click Edit Item in the ribbon

Delete list items similarly

Working with Lists

1. Locate the list

2. Click Add new item link below list, or use New Item

button in Items tab of Ribbon

3. Fill out Form

4. Click Save

Adding an Item to a List

Team calendar useful for tracking

Deadlines

Meetings

Upcoming events

Calendar

Hover over the date in the Calendar until the +Add link appears

Click the +Add link for that date

Fill out the New Item form

Click the Save button to save your new calendar item, or click the Cancel button to

discard your changes

Adding New Calendar Items

Time-based news items or headlines

Announcements

In the Announcements list, click the

Items tab in the ribbon

Or click Add new announcement

below the list of Announcements

Click the New Item command button

Fill out the New Item form

Click Save to save your new

announcement, or Cancel to discard

your changes

Adding a New Announcement

Assignable work items

Tasks

Click the New Item command button in the

Items tab in the ribbon

Or click the Add new item link

below the list of Tasks

Fill out the New Item form

Click Save to save your new task, or

Cancel to discard your changes

Adding New Tasks

Newsgroup like discussion boards

Threaded topics useful for collaborative Q&A

Discussions

Click the New Item command button in

the Items tab in the ribbon

Or click the Add new discussion

link below the list of Discussions

Fill out the New Item dialog

Click the Save button to save your new

discussion topic, or click the Cancel

button to discard

Creating a New Discussion

After opening the discussion, locate the post you wish to reply to

Click the Reply button to the far right of the topic

Fill out your response in the Body of the New Item dialog

You can delete the included post you are replying to in your post body

Click the Save button in the New Item dialog to post your message, or click the

Cancel button to discard

Posting a Reply

Link URLs to important, relevant or handy sites (internal or external)

Links

Click Add New Link link below the list of links

Fill out form with URL, optional description (which will become the word(s) clicked on), and Notes

Click Save

Adding Useful Links

The lists we are most concerned with for content are related to Apps (later)

LCBO Lists

Alerts List

Highlights important articles

Feature Rotator List

Rotator on main page loops through items in this list

Featured Item List

Main articles on the page come from this list

News List

Corporate news articles are surfaced from here

Point of Interest List

Quick point of interest links come from here

Important LCBO Lists

All work the same

Go to list

Click Add new item link

or New Item command button from ribbon

Fill out the form

Click Save

Adding items to LCBO Lists

Title: Article title

Article Url: link to separate article page where detailed write-up resides

Link Summary: short abstract of the article

Article Date: date of article

Scheduling: start date to

begin showing article, and

end date to stop showing

article (and link from App)

Urgent (for Alerts list):

highlights article in red

Source (for News list): list

of resources

Form Fields

Exercise 1 - Working With Lists

Working with Libraries

The Library Ribbons

Lists of Files

Files uploaded into the intranet

Can be Office documents, .pdfs, images, videos, etc.

Often linked to within the pages of the site

For Office documents, supports versioning and exclusive edit locks

Document Libraries

List of Document Libraries

The ones we are most concerned with are Documents, Images and Pages

Documents

Stores any type of file, but generally used for Office Documents and .pdfs

Supports collaborative document creation with versioning and exclusive edit

locks

Images

Meant to store pictures and videos

Pages

Stores any content pages for the site (e.g., the home page)

Also uses versioning and exclusive edit locks to allow for collaborative content

management

Important Document Libraries

Uploading Documents

Uploading Multiple Documents

Allows you to essentially use Windows Explorer to drag-and-drop files

into a Document Library

Uploading Multiple Documents – Explorer View

Checking a File out allows you to lock the file to allow only you to edit it

Others can view a read-only copy of the file that was last checked-in

Check the file in to allow others to see the changes you have made or allow them to edit it

Require Check Out may be enabled on a Library, which will force checkout on a file when you edit it

File Checkout

Put check in box beside file in list

From ribbon Documents tab, select Check Out command button

File Check-Out

Manually by selecting the file and clicking the Check In command button in the Documents tab of the ribbon

Automatically on when closing Word

Fill out dialog

File Check-In

When enabled, Document Libraries can keep track of file edits over time

Version History command button in Documents tab of ribbon

File Versioning

Check Out Edit Save• Just Saves your Changes

• No one else can see those

changes yet

Check-In Draft/

Minor Version• Everyone else can

now see your changes

Version History

From Version History Dialog can

View

Restore

Delete

Version History Actions

If you delete a document, the file goes to the Recycle Bin

Click Recycle Bin link below the Quick Launch

Select file

Restore Selection to move file back to source location

Delete Selection to move file to admin Recycle Bin

Files stay in Recycle Bin for 30 days before being automatically moved

to admin RB

Recycle Bin

Alternate appearances for Lists and Libraries

Can sort, group, do aggregates, change column appearance, etc.

Can switch views from Browse tab of ribbon or from List/Library tab in ribbon

Can create from Library or List tab in ribbon, or from Settings page

Views

Standard View

Default List-like appearance

Datasheet View (for Lists)

Microsoft Access Datasheet View for List; allows in-place editing

Open with Explorer (for Libraries)

Windows Explorer Format for working with a Library; allows for a more familiar file system experience and

promotes easy drag-and-drop file upload

Built-In Views

Exercise 2 - Working With Libraries

Publishing Content / Working with Pages

Adding Pages

Editing Pages

Publishing Pages

Overview

Page Publishing Lifecycle

Content

Editor makes

Changes

and

Publishes

Approver

Approves

Page

Publishing

Engine

Lists Page

In Queue

Publisher

Uses

Publish Now

Button

The Pages Document Library is the list of all your site pages

Site Actions View All Site Content Pages

Pages Library

You can add new pages from the Site Actions menu directly

Here you don’t get a choice of page layout immediately, but you can

change it later

Supply the name of the page

(becomes filename AND

Title of page)

Adding New Pages

Pages can also be added from the Pages Library

using the New Document command button

Here you

supply:

Title

Optional Description

URL

Page Layout choice

Adding Pages from the Pages Library

(Insite Article Page) Content

Core page type to be used when creating new News sub-site pages

(Insite Article Page) Content with Side Navigation

Similar to Content page, but includes a left-side navigation menu

Sample Page Layouts

Once a page has been created, it typically will be open in ‘edit mode’

However, at some point you will have to

edit a page explicitly:

Edit button between Navigate Up and Browse tab

in ribbon

Edit command button in Page tab of ribbon

Site Actions Edit Page

Editing a Page

Use the Page Layout command button to switch the layout of the page

LCBO branded layouts have

a green edging to them

Changing Page Layouts

When you edit a page, Content

Areas are where you put your

text, lists, links, pictures, etc.

Title: Title label at the top of the

page

Article Date, Byline

Enable Commenting

Page Content

Content Areas

Click the Content field to begin editing

Utilize the Editing Tools tab in the ribbon to manipulate the text and

content in the Content fields/areas

Editing Content Areas

Editing Tools: Format Text

Save and

Close

Options

Check In

Options

Cut/Copy/Paste

Undo Options

Appearance Formatting

List Options,

Indentation,

Justification

Optional

Styles

Spell

Check

HTML

Styles

Language

Indicator

Nested

Markup

Selection

HTML

View

Use These!

Editing Tools: Insert

Insert a

Table

Insert an

Image

Embed

Video or

Audio

Create a

Link

Upload

a File

into

a Library

Insert

Reusable

Content

Insert a

Web Part

Insert

Existing

List

Create a

New List

and

Insert

Like Word (table options/configuration via the ribbon)

Adding Tables

You can insert images into your content area(s)

Origin of the image can be one of three locations:

From Computer

Upload into site and display

From Address

Just link to image

From SharePoint

Image already in site, just display

Working with Images

You need to already know the URL

No ‘browse’ option

Copy and paste / type

URL into Address field

Optional alt text

From Address

Image already exists somewhere in your site

Select an Asset dialog allows you to navigate content to locate image

From SharePoint

Image resides on local machine or on network

Optional browse button can utilize Windows Explorer to locate image

Image will be uploaded to a Document Library, then embedded in page

content

Images from Computer

Uploading from Computer will show three Document Libraries:

Documents, Images, Pages

Upload Images, preferably to Images Document Library

Upload To

Insert a hyperlink into your

page

Source URL

From SharePoint

Select an Asset dialog

appears to help you locate

the page/etc. you wish to link

to in your site

From Address

You need to know the URL

Creating Links

Reusable Content (if setup), allows for consistent text snippets to be

inserted into your content

Think of a common Copyright notice, terms of use or legal notice

May insert such that it is editable by you

May insert such that it is read-only and editable centrally only by IT

Working with Reusable Content

Web Parts, are functional pieces of content that are added to a Web Part

Zone or Content Area on a Page

Think: Media Player, etc.

For every List and Library there is a corresponding Web Part to display the

List/Library content on another page

Custom Web Parts can be created to display unique content as well (e.g., a

weather Web Part)

Web Parts

Click Web Part command button, select Web Part, click Add

Adding a Web Part

Lists & Web Parts

Mostly, Web Parts are populated from lists

Web Parts and Lists

Web Parts on the Landing Page

Corporate

POIs

Webpart

Corporate News

Webpart

Corporate

Alerts

Webpart

Feature

Rotator

Corporate

FrontFeature

Webpart

Summary

Links

Webpart

Web Parts on the Divisional/Departmental Page

Left Hand

Navigation

Localized

Branding

Divisional/

Departmental

Description

Points of

Interest

Alert

Messages

News

List

Alerts Webpart == Alerts List

FrontFeature Webpart == Featured Item List

News Webpart == News List

POIs Webpart == Point Of Interest List

Feature Rotator == Feature Rotator List

LCBO Web Parts and Lists

From Site Actions menu, click New Page

Name page and create content

Creating a New Article (Page)

Ribbon Page Tab

Save

Options

Check In

Check Out

Options

Edit

Page

Settings

Delete

Page

Page

History

Email

a Link

to this

Page

Setup

E-mail

Notifications

on this

Page

Preview

the Page

as a

Viewer

Might

See It

Change

the

Layout of

the Page

See What

Pages

Link to

this Page

Go to

the Pages

Library

Saving just persists your changes

Others will not see your changes until you Check In

Save and Close saves changes and exits edit mode (still Checked Out)

Save and Keep Editing merely persists changes

Stop Editing discards your changes (still Checked Out)

Saving Changes

When choosing to Edit a page, or when creating a new page, the page

will be checked out to you

Gives you exclusive write access

Check In when complete so other contributors can see your changes

Discard Check Out to ignore your changes and Check In

Do an explicit Check Out to disallow others editing a page

Check In and Check Out

Page History shows the edits made to the

page over time

Older versions

can be deleted

or restored

Versioning – Page History

As you click through the Page history on the left, the content appears in

the center with changes indicated

Page Changes

The Version History link in Page History shows a more concise list of

changes over time

Version History at a Glance

When you create a new page from the Pages library, you can

select the Page layout

Use the Page Layout command

button in the ribbon to switch the

layout after

Changing the Page Layout

Exercise 3 - Working With Pages

The Publish command button allows the content

creator/page editor to promote the page to the next

stage

It indicates she/he is compete with the edits, and desires approval on the

work

It indicates the content is possibly ready for the public website

Publishing a Page

Ribbon Publish Tab

Publish

Page

Schedule

Page

to be

Available

Preview

Page

Approve /

Reject

Page

Variation

Options

Once submitted for publishing, a page can

be Approved or Rejected

Those with Approver rights can do so

A dialog will offer option to leave comments in either case

Approve / Reject

Comments can be added

Approver must now

Approve / Reject the Page

If Publish was clicked, page is Published

AND Approved in one step

Submit / Publish Button

Those with Approval permissions can Approve / Reject

a page

In either case, the Approver can give comments

Approve / Reject

When available, allows

a created page to be

shown only when the

Start date is met until

the End date is met

Publishing Schedule

Can retract a page / version

Unpublish a Page

Exercise 4 - Final Exercise

Overview

Working with Lists

Working with Libraries

Publishing Content

Summary

Resources available to you:

BrainStorm QuickHelp – http://officequickhelp

LCBO Content Manager Team Site – http://team.lcbo.com/sites/cms

Building a good SharePoint Team Site -

http://www.glynblogs.com/2010/10/building-a-good-sharepoint-team-site.html

SharePoint 2010 Team Sites - http://www.fpweb.net/sharepoint-

hosting/2010/features/end-user/sites/team-site/

LCBO Governance Site -

http://home.lcbo.com/governance/Pages/default.aspx

Thank You for your attending

today’s session!