sharepoint 2010 power user guide - …kmo.name/sharepoint/sharepoint2010_power_user_guide_kmo.pdfa...

W E B S I T E : H T T P : / / W W W . K M O . N A M EE - M A I L : O N E I L L W E B S I T E @ V E R I Z O N . N E T

U S E A L L C O M M A N D S A T O W N R I S K

Kevin O’Neill

SharePoint 2010 is a complex system that has many gadgets andfunctionality associated with it. As SharePoint 2010 is starting to be used

more – the subject matter is becoming more technical and complex.Therefore, many users just need to use SharePoint 2010 for their daily jobsand thus this powerusers guide does that. It peels away the pure technicaldetails and shows one step by step many key features and functionality for

the casual SharePoint 2010 user. The following document was created usinga local SharePoint Foundation version – as well as a SharePoint Enterprise

edition.

Overview of Users........................................................................................................... 2How to Add a Folder ....................................................................................................... 4How to Add Documents .................................................................................................. 6How to Modify Existing Documents................................................................................. 8How to Delete Documents ............................................................................................ 10Recycle Bin ................................................................................................................... 12File and URL Administrative Notes ............................................................................... 13

Document URL Length ............................................................................ 13 Allowed Document Types........................................................................ 13 Special Characters/Restricted Characters............................................... 14

Content Editing ............................................................................................................. 16

Page Tools/Web Parts............................................................................. 19 New Page ................................................................................................ 29 New Site .................................................................................................. 31 More Options ........................................................................................... 33 Lists ......................................................................................................... 36 Content Approval..................................................................................... 44

SHAREPOINT 2010 POWER USERGUIDE

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Folders and Make “New Folder” .............................................................. 47Navigation Items ........................................................................................................... 49Navigation Panel Views (Tree View) ............................................................................. 57Site Theme.................................................................................................................... 59SharePoint Views.......................................................................................................... 60

Custom Column View .............................................................................. 64 Calendar View ......................................................................................... 68

SharePoint Permissions................................................................................................ 72

Create a group......................................................................................... 72 View permissions of a group................................................................... 75 Site Action areas ..................................................................................... 77 Item Level Permissions............................................................................ 79 Search Visibility ....................................................................................... 80

List and Library Versioning............................................................................................ 81Content Types............................................................................................................... 82Exporting and Importing using Excel............................................................................. 88SharePoint Workspace ................................................................................................. 91SharePoint mySites....................................................................................................... 98Real Simple Syndication (RSS) .................................................................................. 108InfoPath....................................................................................................................... 111

Overview of Users

SharePoint has several user bases which are worthy of an overview – these include:

Business Owner/Champion – this is typically the individual(s) in the organization whommake the decisions on what is needed for the business. They may suggest newfeatures and functionality which should be implemented. They also will championSharePoint as a platform in the various business meeting settings they partake in.

Power User/Site Owner – this is typically an individual(s) whom maintain a section of aSharePoint site and subsites on a daily basis. They are responsible for content creationand updates as well as layout and permissions to the site they manage.

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Site Collection Administrator – this is an individual(s) whom are responsible for thewhole site and subsites. A site collection administrator has responsibility for additionalfeatures and functionality which usually involve customizations.

System Administrator – this is an individual(s) whom typically are responsible for theservers themselves and usually are in charge of backups of data and servermaintenance.

Developer – this is an individual(s) whom typically write the code that encompassescustom features and functionality which are beyond out of the box techniques that areneeded and asked for.

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How to Add a Folder

Follow the steps below to add a new folder to a document library.

Folders can be nested – meaning one can have one folder inside another.

1.Navigate to theadministrative side ofthe document library.This example shownrequires a user havecontribute access orgreater.

Typically this is done by selecting Site Actions -> View All SiteContent – thenselecting the desired document library see examples below:

Then in this case I’ve selected Documents

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2. In the ribbon underLibrary Tools click theDocuments tab

3. From the ribbon,select the “NewFolder” option.

4. Enter a name andclick on the Savebutton.

The folder is created as named

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How to Add Documents

Follow the steps below to add new documents to a document library.

1. From the sitewhere thedocument libraryis located clickSite Actions ->View all SiteContent thenunder DocumentLibraries click onthe desired nameof the documentlibrary on thepage to whichcontent shouldbe added.

2. To upload adocument ordocuments, clickon in the Ribbonfrom LibraryTools ->Documents ->UploadDocument andselect to UploadDocument orUpload MultipleDocuments.

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3. UploadDocument: Clickon the Browsebutton to find thedesireddocument, muchlike you wouldattach adocument to anemail and thenclick OK.

4. Upload MultipleDocuments:Drag thedocuments fromthe local PC orfile share into thebox that says‘Drag Files andFolders Here’Click OK.

NOTE: Documents must be located in an accessible location, such as a user’s pc or anetwork file share or server. Also it is a good idea to not display more than 5000 itemsin a folder.

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How to Modify Existing Documents

Follow the steps below to modify documents in a document library. These steps canalso be used to change the name of a folder.

1. From the sitewhere thedocument library islocated click SiteActions -> View allSite Content thenunder DocumentLibraries click onthe desired nameof the documentlibrary on the pageto which contentshould bemodified.

2. From theDocuments orLibrary viewhover the mouseover the desireddocument. Clickon the drop-downarrow thatappears to theright of thedocument.

From the menu,select the “Edit inMicrosoft Office<application>”option.

This option willchange dependingon the Officeapplication that is

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related to thedocument.

The document willopen in the correctapplication. Makeany necessarychanges and clickthe save button.Changes will besaved to the site.

NOTE: If a user simply clicks on a document, the document will open and the user willbe able to make changes, but the changes will not be saved to the site. When a useropens a document by simply clicking on the document, they open a Read-Only copy ofthe document. They can save their changes to their desktop, file share or networkserver but the changes will not be saved into the document library for others to see.

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How to Delete Documents

Follow the steps below to delete a document from the document library.

These steps can also be used to delete a folder. NOTE: If a folder is deleted,everything under the folder will also be deleted.

1. From the sitewhere thedocument library islocated click SiteActions -> View AllSite Content thenunder DocumentLibraries click onthe desired nameof the documentlibrary on the pageto which contentshould be deleted.

2. From theDocuments orLibrary view, hoverthe mouse over thedesired document.

3. Click on the drop-down arrow thatappears to theright of thedocument.

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4. From the drop-down list, selectthe Delete option.

5. A pop-up willappear to verifythat the documentshould be deleted.Click OK if thedocument shouldbe deleted.

6. The document willbe deleted fromthe system.

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Recycle Bin

If a document or folder is deleted from the document library by accident, the user bydefault has 30 days to recover the document. This is done by using the Recycle Binoption on the site.

To recover a deleted document or folder, follow the steps below.

1. Click on the “Recycle Bin”link that is located in theleft hand column of thesite.

2. Find the document orfolder in the list.

3. Mark the document byplacing a check in thebox next to thedocument.

4. Click the “RestoreSelection” option.

5. A pop-up dialog box willbe displayed. Click onthe OK button if thecorrect document hasbeen selected and shouldbe restored.

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File and URL Administrative Notes

Document URL Length

The maximum length of a URL for a file is 260 characters. This includes the folderstructure above the file. Thus a folder name and a file name cannot be more than 128characters. It should be noted that in SharePoint if a file or folder has a space – it will beshown with a %20 in the URL.

If a file is attempted to be uploaded that has a combined URL that is too long an errorwill be displayed:

“The specified file or folder name is too long. The URL path for all files and folders mustbe 260 characters or less (and no more 128 characters for any single file or folder namein the URL). Please type a shorter file or folder name.”

Allowed Document Types

The following document types are commonly allowed to be added to a DocumentLibrary.

Microsoft Word (.doc)

Microsoft Excel (.xls)

Microsoft PowerPoint (.ppt)

Microsoft Project (.mmp)

Microsoft Visio (.vsd)

Adobe Acrobat (.pdf)

Text (.txt)

Rich-Text document (.rtf)

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Images (.jpg, .gif, .bmp)

HTML page (.htm, .html)

URL

Special Characters/Restricted Characters

The following characters cannot be used when naming folders or files (<documentname>.extension).

/ - forward slash

\ - back slash

: - colon

* - asterisks

? – question mark

" – double quotes

< - less than

> - greater than

| - pipe

# - pound

<TAB>

{ - left bracket

} – right bracket

% - percentage

~ - tilde

& - ampersand

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PERSONAL NOTES:

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Content Editing

Follow the steps below to edit existing content on the site or team site you manage oradd content to.

1. From the page thatcontent is to be editedselect Site Actions ->Edit Page.

2. Likely a Content Editorweb part will house thecontent that needschanged. Thereforeplace the cursor in thetext block that needschanged or highlight thearea that needschanged and make thedesired edit(s) as youwould while using anytext editor.

3. In the example here thetext webpage has beenhighlighted.

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4. In the Font menu theBold is then selectedand using the livepreview the text isshown right awaybolded.

5. On the right thetext is nowbolded.

6. If this were theonly change tobe made to thepage an editorwould thenselect the Pagetab then Saveand Close –which wouldthen essentiallypublish thepage.

7. If further edits tothe page wereso desired otherfont elementsfrom the Fontmenu could beselected.

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8. Additionallyother edits tothe page couldbe done byusing theParagraphmenu.

9. Selecting theStyles menuallows forcontent fontStyles to be set.

10.To spell check apage select theSpellingselection andthe languagethat the contentis written in.

11.To add adesiredmarkup selectthe MarkupStylesselection thenthe desiredselection.

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PageTools/WebParts

12.To add newsections ormedia typecontent selectfrom the PageTools tab ->Insert.

13.To add a newText block to apage selectthat option. TheContent Editorwill appear onthe page – toadd contentclick the linkthat says ‘Clickhere to addnew content’.

14.To move thetext editor to adifferentlocation on thepage simplyselect theeditor andmove it to thedesired area.This sameprocess can befollowed for anyof the PageTools set.

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15.To add animage selectfrom the PageTools tab ->Insert ->Image.

16.The part isadded to thepage as anImage Viewerobject.

17. In the Imageweb part boxthat appears tothe right clickthe … of thehttp:// item andenter in theURL of wherethe desiredimage islocated andclick OK. It isthenrecommendedto click the TestLink link tomake sure theimage is typedcorrectly. Enterin otherAlternative Textand selectdesiredAlignmentsbefore clickingApply -> OK.

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18.To add a mediaitem selectfrom the PageTools tab ->Insert -> Videoand Audio.

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19.The MediaWeb Part isadded. Whereit says ‘Clickhere tocontinue’ do so.NOTE: This isa SilverlightControl.

20.Select thedesiredProperties,Player Stylesand Size.

21.Select theChange Mediaselection thenselect wherethe desiredmedia islocated.

22. In this exampleFrom Computerwas selected –and thusselectingBrowse thenselecting themedia to beuploaded andwhere it is to beuploadedshould befollowed andclick OK when

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done.23. If the media

item isuploaded withsuccess amessage asshown isdisplayed andat this pointone can add aTitle for themedia item andthen click Save.

24.To add a webpart item selectfrom the PageTools tab ->Insert -> WebPart.

25.Select from theCategoriesmenu on theleft hand sidethen from WebParts on theright hand sidethe desiredselection.

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26.On the far righthand side ashortdescription ofthe web part isgiven and if sodesired whereit says AddWeb Part to –make aselection whichin most caseswill be Mainwhich is thecenter of thepage. Click Addto add the webpart to yourpage.

27.The web part isadded to thepage.

28.Commonattributes ofweb parts arethe following:

Appearance – the title bar and height and width of the web partLayout - how the webpart is positioned on the page.Advanced – how the user interface will be displayed.

Under Appearance there are several items of interest:Title – the title of the webpart that is displayed.Height and Width – the actual height and width in pixels of thewebpart.Chrome State – if selected this indicates if the web part isdisplayed minimized or maximized.Chrome Type (Title and Border) – the default is that there is nota title bar or border, or a title only, border only and title andborder.Under Advanced there are several of interest:Allow close – allows for the ability to have users close or notclose the web part – if a check box is checked or not.Allow editing in Personal View – if checked only site owners anddesigners can customize the web part.

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Title URL – Adding a URL makes that URL a clickable item thatusers will goto when clicked.Help URL – If a URL is added then a help button is depicted.Title Icon Image URL – Allows if a URL is added for an image tobe displayed in the title bar.

29.To change theproperties ofthe added webpart click in theupper right ofthe web partthe drop downarrow andselect Edit WebPart. On theright hand sidemake anyadjustmentsthen click Apply-> OK.

30.To add a listitem selectfrom the PageTools tab ->Insert ->Existing List.

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31.Select thealready existinglist from the lefthand side WebPart menu.Then on theright handmenu in theAbout the WebPart select theAdd button andthe list is addedto the page.

32. If a web part isaddedaccidently itcan easily bedeleted.Assuming oneis in edit modeselect the webpart propertiesand clickDelete.

33.Click OK whenprompted

34.Another optionto be aware ofis if a web partholdsinformation thatis sometimesneeded (forexample a

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message fornew yearlybenefits or aholidaymessage) – theweb part andits informationcan be closedfrom view for allusers,assuming oneis in edit modeselect theproperties ofthe web partand selectClose. The webpart is thenclosed.

35.To re- add theweb part to thepage at a latertime – from editmode selectthe Page Toolstab -> Insert ->Closed WebParts. On theright hand sideselect the wepart that waspreviouslyclosed then onthe right handside selectAdd.

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NOTE: It is not recommended to have too many closed web-part on a said page asresources in loading the closed web parts will be utilized which may slow pageoptimization.

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Follow the steps below to create new pages on a SharePoint site. The New Pagesection covers how to create a single web page. The New Site section covers how tocreate a whole new site which thus can have web pages off of the main sites pagewhich are typically all interrelated by subject matter.

New Page

1. Navigate to thesite where a pageis needed to beadded. NOTE: Toadd a new pageto a site a userneeds designerlevel access orbetter. Select SiteActions -> NewPages

2. UnderNew page name:Enter in a desiredname in this casehere I haveentered in Test.Click Create afternaming the page.

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3. Thepage is createdand the contententry screen willlook as such.

At this pointadding newcontent can beadded followingthe informationpresented in theContent Editingsection.

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New Site

1. In thissectioncreating awhole newsite ispresented –thus to startclick SiteActions ->New Site

2. Selectthe desiredinstalledtemplate.Enter in aTitle and URLname andthen ClickCreate. In thisexample herea Team Sitetype has beenselected.NOTE: Thateach templatethat isavailable hasa descriptionthat whenselected isshown on theright handside – so thusselecting thetemplate forthe deemedpurpose is a

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reality.

3. At thispoint addingnew contentcan be addedfollowing theinformationpresented inthe ContentEditingsection.

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More Options

1. In this sectioncreating othertypes of assetsis reviewed –this includesdocumentlibraries, listsetc.

2. On the left handside in thisexampleDocumentLibrary wasselected.KMO_DOCSwas placed inthe name fieldand then theCreate buttonwas selected.

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3. The result isprocessed.

4. The documentlibrary is createdand displayedand thus itemscan be added tothe library byclicking the Addnew item link.

5. If changes to theLibrary settingsare desired tobe made fromthe LibraryTools selectLibrary then inthe far righthand cornerselect LibrarySettings

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6. Here a user canperform manyusefuloperations suchas changing thename of thedocument libraryunder the Title,description andnavigation link,deleting thedocument libraryand setting thepermissions forthe documentlibrary amongstother items

7. Other options inMore Optionscan be createdas desired.Note: Do notname differentasset types withthe same name– thus creating alist and adocument librarywith the samename will resultin errors beingthrown.

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Lists

8. In this sectioncreating listsand libraries isreviewed. Tocreate a listselect SiteActions ->More Options.

9. Select CustomList and on theright hand sidename the list –in this case it’sbeen namedKMO_LIST.Click Createwhen done.

10.The request isprocessed.

11.The list shell isshown and toadd items tothe list oneshould selectAdd new item

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12.One can thenenter in thecontent of thelist then selectthe Savebutton

13.The item(s)are thendisplayed.

14. If additionaldata is to bestored in thelist – a usercan selectfrom the ListTools tab ->list -> CreateColumn

15.A user wouldthen select thename of thecolumn in thisexample; ithas beencalled nameand the type ofinformation tocollect. Theywould thenscroll down

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16.AdditionalColumnSettings whichinclude if theinformation isrequired,allows forunique values,maximumnumber ofcharacters, adefault valueas well as ifthe columnshould beadded to thedefault viewshould beentered andselected. Auser wouldclick OK whendone enteringin the desiredinformation.

17.The column isthen displayedin the list. Ifcontent isdesired to beentered intothe existingitem – thatitem should beselected andthe Edit Itemselected.Content canthen beentered intothe newcolumn andsaved.

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18.If changes tothe Listsettings aredesired to bemade in the farright handcorner of thescreen in theSettingsoptions selectList Settings.

19.Here a usercan performmany usefuloperationssuch asdeleting thelist, setting thepermissionsfor the list aswell as createcolumns andchange theorder displayof existingcolumns.

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20.Those itemsunder GeneralSettings areexplainedhere:

Title, description and navigation – this is used to change thedisplay name and can be used to add a description as well asdecide if a link appears on the quick launch bar.

Versioning settings - this is used to turn off and on contentapproval, set versions of items as well as set if one has tocheck out items before editing.

Advanced settings – this section has several miscellaneoussettings that can be utilized which include those for contenttypes, item level permissions, e-mail notifications, attachments,folders, searching and datasheets.

Rating settings – used to enabled/disable the five star ratingsystem available.

Audience targeting settings – allows for the ability for contentto be targeted to a said user base.

Metadata navigation settings – allows for keywords from a listto be used in the navigation tree view.

Per-location view settings – allows for the setting of whichViews can be displayed for a folder or content type.

Form settings – used for InfoPath if utilized on the list ordocument library.

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21.The title,description andnavigation is animportant anduseful item anddeserves adescription. Inthis example,we will assumethat thepreviouslycreatedKMO_DOCSlibrary needschanged sofrom LibraryTools -> Library-> underSettings selectLibrarySettings. Clickunder GeneralSettings theTitle,description andnavigation link.In the Namefield – place thecursor in thatfield and makethe desiredchanges, thenif desired add adescription textand selectwhether to addthe link to thequick launch ornot then selectSave.

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22.For a list itemthe sameprocess wouldbe followedthus in thisexample, wewill assumethat thepreviouslycreatedKMO_LISTneeds changedso from ListTools -> List ->under Settingsselect ListSettings. Clickunder GeneralSettings theTitle,description andnavigation link.In the Namefield – placethe cursor inthat field andmake thedesiredchanges, thenif desired add adescription textand selectwhether to addthe link to thequick launch ornot then selectSave.

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Note: A list or library has two names, the name in the URL and the display name. Wheneither item is initially created the name entered is what will be used as the URL name.In this case the document library is for examples sake KMO_DOCS – so the URL wouldbe: http://myservername/sites/KMO_DOCS/Forms/AllItems.aspx if the name of thedocument library was changed to KMO_DOCS2 – the display name would beKMO_DOCS2 but the URL would remain with the KMO_DOCS in the name.

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http://myservername/sites/KMO_DOCS/Forms/AllItems.aspx



ContentApproval

23.In this sectionthe notion ofcontentapproval for alist ordocument isreviewed. Inthis case – themanualprocess forcontentapproval isdescribed. Thiscan also beaccomplishedvia a workflow.The first step isto turn contentapproval on inthe desired listor documentlibrary. Thus, inthis example,from theKMO_DOCSdocumentlibrary selectfrom theLibrary tools ->Library tabunder Settingsthe LibrarySettingsselection thenunder GeneralSettings selectVersioningSettings andunder Content

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approval selectYes and clickOK.

24.In this casemaneuver tothe documentlibrary and clickAdd new item.Browse out toadd the desireditem select itand click OK.If prompted forMetadata enterit in and clickSave.

25.The documentis displayed inthe library – atthis point hoverover thedocument tosee itsproperties. Inthis case since

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the uploaderhas adminaccess – theApprovalStatus isApproved.

26. If approval isrequired anindividual withApprover rightswould have toview theproperties ofthe item andselect toApprove/rejectit. Additionallyin thedocumentlibrary view theitem wouldappear with anApprovalStatus ofPending.Once theapproverhovers over thedocument andselectsApprove/Rejectthen selectsApproved andOK would thedocument beavailable for allusers to seethe document.

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NOTE: With content approval turned on – only two groups of users can see thedocument. The person who created or uploaded it and any user whom has Approverrights (by default includes those in the site owners group and those with designer rights)

Folders andMake “NewFolder”

27.In this sectionthe notion oflists andlibraries beingdivided intofolders similarto that ofwindowsexplorer isreviewed. Thus, in thisexample, fromtheKMO_DOCSdocumentlibrary selectfrom the Librarytools -> Librarytab underSettings theLibrary Settingsselection thenunder GeneralSettings selectAdvancedsettings andunder Foldersselect Yes andclick OK.

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28.From thebreadcrumb– select thedocumentlibrary in thiscase it’sKMO_DOCSthen from theLibrary Toolstab ->Documents -> the NewFolder optionshould nowbe availableif it wasn’tpreviously.

NOTE: This option can be utilized with Calendars, Discussions, Surveys or Wikis.

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Navigation Items

Navigation is of vital importance to the sites that one creates in SharePoint – inSharePoint 2010 several customization items are available. The navigation available isdifferent depending if the site is created via a published or non-published site template.

1. If the site wascreated as apublished site, toadd a new tab orlink go to SiteActions -> SiteSettings -> underLook and Feelclick Navigation.

2. Global navigationif where a usersets how the toplevel navigationshould appear.The globalnavigation barappears on everypage of the siteacross the top.Thus, in this casethe ‘Display thesame navigationitems as theparent site’displays thenavigation itemsthe same as theroot site. Thus,this indicates the

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default setting forsites that are nottop-level sites.

This indicatesthat the siteshould use(inherit) theglobal navigationitems that theparent site uses.The ‘Display thenavigation itemsbelow the currentsite’ displays thenavigation itemsthat appear fromthe site one is ondownward.Thus, it indicatesthat the site'sglobal navigationitems should bepopulated byitems below thesite. The ‘Showsubsites’ and‘Show pages’ arethe checkboxoptions so onehas the option

of turning themboth on and off.The maximumnumber of

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dynamic items toshow within thislevel ofnavigation isessentially howmany items willbe displayed inthe navigation.

3. CurrentNavigation is thenavigation that isessentially on thecurrent site onehas accessed.Thus as withglobal navigationthe ‘Display thesame navigationitems as theparent site’displays thenavigation itemsthe same as theroot site.

It specifies thatthe currentnavigation doesnot inherit parentsite navigation bydefault.

For a given site,selecting thisoption usually

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causes the datasource to startwith the currentsite's immediateparent site, orone level up inthe sitehierarchy.

The ‘Display thecurrent site, thenavigation itemsbelow the currentsite, and thecurrent site’ssiblings’ displaysthose items byindicating that thedata sourcestarts with thecurrent site'simmediate parentsite, or exactlyone level up inthe sitehierarchy. Itincludes thecurrent site andthe site's siblings,but trims outchildren of thesibling nodes.

The ‘Display thenavigation itemsbelow the current

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site’ displays thenavigation itemsthat appear fromthe site one is ondownward. The‘Show subsites’and ‘Showpages’ are thecheckbox optionsso one has theoption

of turning themboth on and off.The maximumnumber ofdynamic items toshow within thislevel ofnavigation isessentially howmany items willbe displayed inthe navigation.

4. Sorting - hasseveral options.

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5. NavigationEditing andSorting – in thisarea one canconfigure howthey want theirnavigation todisplay.

6. Clicking AddHeading allowsone to enter in adesiredinformationpiece, URL,description andaudience totarget theheading to.

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7. Clicking Add Linkallows one toenter in a desiredinformationpiece, URL,description andaudience totarget the link to.Typically Linksappear underdesiredheadings.

8. Selecting an itemallows one toselect MoveDown so the itemappears down inthe navigation –or clicking Hide –hides thatinformationheading/link.

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9. To unhide anitem that waspreviously hiddenselect it andchoose Show.Additionally theitem can bemoved byselecting theMove Up orMove Downactions.

10.Show and HideRibbon – thisessentially turnsoff and on thefeature set of theribbon.

11.Note the Showand Hide Ribbononly works whenthe publishingfeature isactivated – thiscan be verified bygoing to SiteActions -> SiteSettings -> underSite Actions ->Manage SiteFeatures ->SharePointServer Publishingis Active.

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Navigation Panel Views (Tree View)

On the default left hand navigation – there are three views – quick launch, tree view andboth quick launch and tree view.

1. To set the desired panel view fromSite Actions -> Site Settings underLook and Feel click Tree view

2. To display items that make up thenavigation of the site – on the lefthand side click Enable QuickLaunch and click OK

3. Going back to one’s home pagewith the Quick Launch enabled –the links will appear as such – inthis case my lists, libraries andpages are displayed.

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4. With just the Enable Tree Viewselected under Site Actions -> SiteSettings – the left navigation isdepicted as such:

5. With both Enable Quick Launchand Enable Tree View selectedunder Site Actions -> Site Settingsmore content is displayed.

6. The left navigation is depicted assuch:

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Site Theme

One can control the fonts, colors and theme that are displayed across a site andsubsite.

To set the desired theme, follow the steps below:

1. From Site Actions ->Site Settings underLook and Feel click SiteTheme.

2. Select ‘Inherit themefrom the parent of thissite’ – if the theme usedon the top level siteshould also be used forthe current site.Otherwise select‘Specify a theme to beused by this site and allsites that inherit from it’if the theme andattributes selected willbe used by the currentsite and all siteunderneath it – in thetree.Select the desired colorand font.

3. Select the previewbutton to see the site asit will look given thecurrent attributesselected.After previewing thepage – click either‘Apply the selectedtheme to this site only’or ‘Apply the selected

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theme to this site andreset all subsites toinherit this setting’ andclick Apply. To cancelthe full operation clickthe Cancel button.

SharePoint Views

Views are a useful way to organize and group information that is needed to be viewed ina certain customized way. Views have several features which should be described:Columns – the basic building block of a view – columns represent the data stored orthe data calculated to be displayed.Sort – is the make-up of how the data should be displayed. Typically two columns canbe used – and usually users want data sorted by data or by an alphabetic nature.Filter – is used usually as a way for a user to filter down the exact data they wantdisplayed – examples include current date or the current user of the site thus typing in[Today] or [Me] as the column values respectively would display such data.Inline Editing – When checked allows a user to select an edit button to edit that row –ofdata – however this option is only available if the view is set to a default view.Tabular View – This allows for the checkboxes in each row to be shown or hiddenGroup By – Allows for the columns to be grouped so one can expand or collapse themas needed.Totals – Columns that are numeric in nature can be totaled.Style – Views can be changed by applying in-line styles to them.Folders: Folders or Flat – List with folders can be shown with folders or flattened toshow all of the data inside the folders.Item Limit – A limit can be placed on how many items are displayed in a views resultreturn set.Mobile – a view can be turned off or on for mobile viewing.

1. Maneuverto thepagescontentwhere aview ofdata isdesired –usually

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this is alist or adocumentrepository.Select SiteActions ->Edit Page.

2. Select inthe ListTools tabthe Listoption.

3. In theManageViewsselectionselectCreateView

4. Choosea viewformat.

5. In thisexample– theStandardView wasselected.Where itsaysViewName: -the viewneeds tobe

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named inthis caseit wascalledTest_View. Thecolumnsdesiredfor theview tobedisplayedneed tobecheckedas wellas theorderthat thecolumnsshouldappear inthe viewneedselected.

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6. In the Sortfield selectfrom the dropdown menuthe desiredfield that theview shoulduse to sorton.

7. Scroll downand expandthe Item Limitselection andset theNumber ofitems todisplay: to thedesiredamount – inthis case I setit to 10 fromthe default of30.

8. Expand theFoldersselection andselect Showall itemswithoutfolders. Thisallows for thedocumentsfrom allfolders to beshown.

9. Click OKonce alldesired itemsare selected.

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CustomColumnView

This view example shows how to add a column using a built-invariable. In this case, the view displays the item based on itsage.

1. In theManageViews toolboxunder CurrentView: selectthe viewpreviouslycreated.

2. Select CreateColumn.Note: Unlessone is at theroot of the fullsite (examplehttp://yourwebserver.domain.com) thenthis columnwill be ad-hocmeaning it willonly beavailable atthe actual siteit was createdin. If a columnis to be usedsite-wide auser shouldgo to the rootof the full siteand selectSite Actions -> SiteSettings thenunderGalleriesselect Site

For a column to be used across the entire site and subsites:

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http://yourweb



columns thenCreate

3. In the Columnname: enterinCustomDateand selectunder ‘Thetype ofinformation inthis columnis:’ theCalculated(calculationbased onothercolumns)In theFormula fieldenter in[Created] + 7

Under ‘Thedata typereturned fromthis formulais:’ selectDate andTime

Uncheck ‘Addto defaultview’ thenselect OK

4. Verify underthe CurrentView that thedesired viewis selected. Inthis case here– I haveselected theTest_View.

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5. In the ListTools tabselect List

6. Select ModifyView ->Modify View

7. Check thecustomcolumnpreviouslycreated in thiscase it’scalledCustomDate.Also checkthe columnsCreated andType.

8. In the Sortoption selectthe Createdfield and thedescendingorder option.

In the Filtersection selecttheCustomDatefield andselect ‘isgreater than’and enter in[Today]

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Click OK sothe view issaved.

9. The activeview will thenbe shown andin thisexample it isthe CustomColumn View.

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CalendarView

This view example shows how to add a calendar view so thatitems of value can be placed into a useful calendar.

1. Once on thepage where acalendar viewis desiredselect from theList Tools tab -> List -> CreateView.

2. Under Choosea view formatselect CalendarView.

3. Under the Viewname: - enter ina name in thiscase itsTest_Cal_Viewand selectunder ViewAudience, thedesiredaudience.

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4. Under TimeInterval selectthe desiredBegin and Enditem columns tobe utilized inthis case hereI’ve usedCreated andCustomDatefrom theprevious viewexample.

5. UnderCalendarColumns selectthe columnsthat willdisplayed in theview. In thiscase I’ve madeit easy andselected thedisplay field tobe the title.NOTE: the titlefield isrequired.

6. Select thedefault scope.

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7. Select thedesired Filter

8. Select thedesired Mobileoptions andhow manyitems to displayin this view –the default is 3.

9. Click OK whendone and theview is saved

10.The view isthen displayedin a calendarformat.

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11.Selecting anitem shows thedata and if sodesired theitem can beedited byclicking EditItem.

12.The edit can bemade and thenthe Save buttonselected.

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SharePoint Permissions

Permissions in SharePoint are a broad topic – the following will be described with theSite Owner mind frame.

Essentially, the easiest way to handle permissions is by groups. Most firms utilize ActiveDirectory which ties into SharePoint and then administrators add the users to thedesired groups that are created. By default a top level site has three groups:

Owners -> whom will have full control of the site

Members -> whom can contribute content to lists and libraries

Visitors -> whom have read only access to the site

Create a group The steps below go over how to create a custom group whichthen can be populated with users.

1. Maneuver to thesite where thegroup should becreated andwhere youcurrently arelikely anadministrator/siteowner.

2. Select SiteActions -> SiteSettings andunder Users andPermissionsselect the Sitepermissions link

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3. On the ribbonmenu selectCreate Group

4. Name the group,enter in a groupowner (exampledomain\user),select who canview themembership ofthe group andwho can edit themembership ofthe group.

5. Select if usersare allowed tojoin/leave thegroup and ifauto-acceptrequests areallowed

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6. Choose thepermission levelof the group andclick Create

7. The group iscreated and nowadditional userscan be added byselecting New ->Add Users

8. In the SelectUsers click thePeople Pickerand either enterin the users byname and clickthe check markor click thebrowse book andselect thedesired usersand click OK.

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9. If the browsebook wasselected thescreen will lookas such andentering in ausers name afterthe Find optionand clicking themagnifying glasswill find the user– then clickingAdd – will addthe user into themiddle pane.Repeat theprocess for eachuser whomshould be addedto the group –when done clickOK.

Viewpermissionsof a group

The steps below go over how to view permissions of a group.

1. Sometimesviewing thepermissions of agroup is neededso it is knownwhat users haveaccess.Thus, maneuverto the site wherethe permissionsshould be viewedand where youcurrently are

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likely anadministrator/siteowner.Then from SiteActions -> SiteSettings underUsers andPermissions clickSite permissions

2. The groups forthat site areshown.

3. In this case – theApprovers linkwas clicked andthe users whomare members ofthat group aredisplayed.

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Site Actionareas

A site owner typically will be working in four areas:Site Actions -> Site SettingsSite Actions -> Edit PageSite Actions -> New Page, New Document Library, New Siteand More OptionsWhile in a list or library (Settings -> List or Library Settings)

1. Under SiteActions -> SiteSettings a SiteOwner likely willsee the followingoptions:

2. If a user is asubsite ownerand doesn’t haverights to the toplevel site thenwhile going toSite Actions ->Site Settings theywill not haveaccess to thefollowing:

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3. A Site Collectionadministrator willhave many moreoptions tochoose from.

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Item LevelPermissions

4. It is possible toset permissionsat the item levelofannouncements,calendars,custom lists,discussionboards, links andsurveys andtasks.To set suchpermissions onewould access thelist or librarysettings menuand select theList or LibrarySettings thenAdvancedSettings. In theItem-levelPermissions onewould then checkthe desiredsetting. Click OKwhen done.

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SearchVisibility

5. It is possible toset if items whensearched forshow up inresults. To setthis access thelist or librarysettings menuand select theList or LibrarySettings thenAdvancedSettings. In theSearch onewould then checkthe desiredsetting. Click OKwhen done.

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List and Library Versioning

Versioning is mainly used so one can revert back to a previous version of anitem/document and view a previous version.

1. The first itemone needs to doin regards toversioning is toenable it.Typically it isalso a good ideato enter in thenumber of majorversions that getkept. In thisexample hereCreate majorversions of eachdocument hasbeen selectedand 5 majorversions will bekept with thenotion that afterfive versions getuploaded theoldest versionwill be deleted(and not kept)once a sixthversion isuploaded.

2. Additionally, itshould be notedthat minorversions fordraft purposescan be kept byselecting thatversion and thus

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if this is selectedthen versionsending in .0 aremajor versionsand versionsending with non-zero extensionsare minorversions.

Content Types

A content type essentially defines the attributes of a list item, a document, or a folder.SharePoint 2010 has several built in content types and site columns that may meet yourneeds. The below steps show how to best use content types – note there are essentiallytwo kinds of content types – Site content types which are available to the root site andall its parents (subsites) and List content types which are essentially Site content typesthat are added to a list and then customized just for that lists purpose.

1. To create a custom Sitecontent type – fromSite Actions -> SiteSettings – underGalleries select Sitecontent type

2. Click Create and enterin the desired data – inthis example I willcreate a customcontent type to be usedwith Folders so that anotes field is added. Inthis case I have namedthe item Custom Notesand selected FolderContent Types as theParent Content Typeand Folder as thesecond Parent ContentType. The item will beplaced into an existinggroup called Custom

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Content Types. Whendone with selectionsclick OK.

3. On the page thatdisplays under theColumns section clickAdd from the new sitecolumn.

4. In the new Site Columnscreen that appearscreate a Column calledNotes which is a Singleline of text and clickOK.

5. Now maneuver to theDocument Librarywhere the content typewill be utilized. Fromthe Library Tools tabselect Library -> thenLibrary settings.

6. Under General Settingsselect AdvancedSettings.

7. Under Content Typesselect Yes to Allowmanagement of contenttypes and then clickOK.

8. Under Content Typesselect Add fromexisting site contenttypes.

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9. Select the customContent Types from thelist and click Add – thenselect OK.

10.Maneuver to thedocument library andfrom Library Tools ->Document – under NewDocument will now bethe Custom NotesField. Thus select thisoption.

11.A New Folder screenappears and now aNotes field is presentwhich can be used tostore the custominformation for thisfolder. Enter in thedesired information andthen click Save.

12.So that the notes fielddisplays in the defaultview of the documentlibrary select fromLibrary Tools -> Librarythen select the ModifyView selection

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13.Select underColumns the Notesfield and selectwhere it shouldappear in the view –then click OK.

14.The folder is nowdisplayed with theentered Title andNotes (in thisexample it is Test)

15.To add the sameCustom ContentType to a list –maneuver to that listand select from theList Tools tab – List -> List Settings

16.Under GeneralSettings selectAdvanced Settings

17.Under ContentTypes select Yes toAllow managementof content types andthen click OK.

18.Under ContentTypes select Addfrom existing sitecontent types

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19.Select the customContent Types fromthe list and click Add– then select OK.

20.From List Tools ->Items select NewItem and select theCustom Notes

21.A New Item screenappears and now aNotes field ispresent which canbe used to store thecustom informationfor this list item.Enter in the desiredinformation and thenclick Save.

22.So that the notesfield displays in thedefault view of thelist select from ListTools -> List thenselect the ModifyView selection

23.Select underColumns the Notesfield and selectwhere it shouldappear in the view –then click OK.

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24.The list item is nowdisplayed with theentered Title andNotes (in thisexample it is Test)Therefore, this sameprocess can beutilized to create avariety of custominformation items.

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Exporting and Importing using Excel

In SharePoint 2010 – users now have the ability to better export and import using toolssuch as Excel.

To utilize this functionality, follow the steps below.

1. From a document library selectthe Library Tools tab – selectLibrary then select Export toExcel.

2. Click the Open button whenprompted

3. Click Enable if prompted

4. The data set will open in excel5. Optionally – one could instead of

Open select Save and save it totheir desktop

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6. Then open the data file whichwill connect with SharePoint andopen the item

7. If one has Excel installed on thecomputer – then importing fromExcel into SharePoint is anoption to do so from Site Actions-> More Options -> select ImportSpreadSheet

8. On the right hand side selectCreate:

9. Name the item, enter in adescription then browse out towhere the Excel file is locatedand click Import

10.The Excel document will thenopen up and display the Importto Windows SharePoint Serviceslist menu:

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11.In the Range Type one hasthree options Range of Cells,Table Range or Named Rangeto choose from:

12.In this example, I have chosenRange of Cells and thenselected the option under SelectRange which brings up aselector so one can select theRange of Cells to Import. Whendone one clicks the buttonthen selects Import:

13.The data will appear in theSharePoint list

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SharePoint Workspace

The SharePoint Workspace is essentially a way for a user to organize and work on theirfiles on a local basis and thus if desired synchronize files with a SharePointenvironment. The SharePoint Workspace is available out of the box if a user is runningthe Office 2010 Professional edition.

1. To access theworkspace forthe first timefrom Start ->Microsoft Office-> selectMicrosoftSharePointWorkspace2010.

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2. Select from themenu Create anew accountand click Next

3. The account iscreated

4. At the CreateAccount screenselect Createthe accountusing your e-mail addressand then enterin the Name:and E-mailAddress: fieldsas desired andcheck Allow meto recover myaccount laterand then selectFinish.

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5. The CreateAccount screenis shown.

6. The Launchbaris displayed.

7. Select from theFile menu ->SharePointWorkspace

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8. Enter in the URLof the desiredSharePointenvironmentsite(examplehttp://myfirmintranet.myfirm.com/dept/myteam

9. Click Configure

10.Click OK so thatthe desired siteis synced to theworkspace.

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http://myfirmintr



11.Select thedirectory wherethe files(s)should besynced into.

12.Select File->AddDocuments

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13.Browse to thedirectory of thefile that shouldbe synced intothe workspacefrom theSharePointserver and clickOK.

14.The file displaysin theworkspace inthe directorychosen.

15.Select File ->Sync -> SyncWorkspace.

NOTE: Lower right hand side of workspace tells one thestatus:

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16.In this case, it isa good idea togo to theSharePoint site– Access SiteActions -> ViewAll Site Contentand in this caseI selectedCustomizedReport sincethat is where Iuploaded theitem to in myworkspace.Note it wasuploaded to theSharePointenvironment.

17.Once a file issynced into aworkspace – ifone wants towork on the filewhile off thenetwork(example athome) then theycan select File -> Info selectConnectionSettings andclick WorkOffline.

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SharePoint mySites

In SharePoint 2010 the notion of mySites allows for a more social experience to usersof SharePoint. Users can now update their status, connect with other individuals as wellas share content freely amongst other items.

1. If mySites areturned onthen from SiteActions -> thefollowingoption will beavailabletypicallyunder yourlogin name.

2. The defaultpage of a MySite willappear assuch.

3. Clicking MyColleaguesbrings one toa page wherethey can addand edit thoseindividualswhom theywant to followthe activitiesof.

4. At thefollowingscreen clickAddColleagues

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5. In theColleaguessection –enter in theindividual’snames whomyou wish tofollow or clickthe browsebook and findthe individuals– click Addthen click OK.If the usersare membersof your teamclick theproperselectionunder thisoption.Additionally inthe Add toGroup addthe users to adesired groupor create anew group.Finally, in theShow to -select whomshould seethecolleagues inyour profile.Select OKwhen done.

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6. Click ViewSuggestionsand if promptedto ConfigureMy Site forMicrosoft Office– click Yes.Then thedisplay showsthose peoplewhom you mostlikely haveconnected withvia e-mail andinstantmessenger.Check thoseusers whomyou wish toconnect with. Ifthe users aremembers ofyour team clickthe properselection underthis option.Additionally inthe Add toGroup add theusers to adesired groupor create a newgroup. Finally,in the Show to -select whomshould see thecolleagues inyour profile.Select OKwhen done.

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7. Edit Colleagues– on theColleagues tabfirst checkthoseindividualswhom you wantto edit – thenclick the EditColleagueslink. Edit theinformation thatdisplays asdesired thenclick Save andClose.

8. RemoveColleagues - onthe Colleaguestab first checkthoseindividualswhom you wantto remove –then click theRemoveColleagueslink.

9. Another pieceof functionalityof value on theMy Colleaguesis the What’sHappeningballoon.

10.Click into theballoon andthen enter inyour text – inthis case “Thisis a test” wasentered. Whendone hit the

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enter key.11.Click the Edit

My Profile linkto update yourprofile.

12.Enter in thedesiredinformation intothe profile – asampling offields is shownhere - clickSave andClose.

13.Oncecompleted clickthe Overviewtab to viewsome of theinformationentered into theprofile. Clickthe Moreinformation linkto see thehiddeninformation

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14.Moving left toright across theOrganizationtab – whenselected thisdisplays aSilverlightControl of therelationships toyou in theorganization. Itis based uponwhom youselect to be onyour team aswell as how theinformation isfed into themySites by thefarmadministrator(s)

15.Clicking theContent tabshows onesSharePointdocumentsthey haveuploaded orsites they areassociatedwith.

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16.Clicking Tagsand Notesshows one theitems they havepreviouslytagged withinSharePointitself. The tagsare essentiallyshown in a tagcloud which auser can thenclick thosewords ofinterest andsee the itemsthat weretagged withthose saidkeywords.

17.Clicking theMembershipstab shows onethe sites theyare membersof.

18.Clicking on theMy Site link onthe topnavigationbrings oneback to thedefault My Sitepage.

19.Clicking MyInterestsbrings one to asection of theirprofile wherethey can enterin their

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interests20.At this screen

one simplyenters in theirinterests. Whendone makingedits oneshould selectSave andClose.

21.Clicking on theMy Site link onthe topnavigationbrings oneback to thedefault My Sitepage.

22.The last sectionon this page toselect is theNewsfeedSettings

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23.On this screenof one’s profile– a user selectshow e-mailnotificationsshould be sentand selects theactivities theywish to followby checkingand uncheckingthe selections.When donemaking editsone shouldselect Saveand Close.

24.On the mainnavigation itshould benoted that theFind Peoplesearch canprove veryuseful in findingindividuals.Simply bytyping in thedesired termand clicking themagnifyingglass resultsets arereturned.

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25.On this samenavigation bara user cannavigate totheir My Site byclicking thatlink.

26.Additionally, auser canaccess their myNewsfeed byclicking that link

27.A user canaccess their MyContent byclicking that link

28.Finally, a usercan accesstheir My Profileby selectingthat link

29.The first timeone accessestheir My profilethe profilebased on one’sinformationmay take aminute or twoto process.

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Real Simple Syndication (RSS)

RSS is available in SharePoint 2010 to create RSS feeds for a list and library. Thisallows one to not only view – but have a mechanism available to distribute news itemsof value to a targeted audience. One item to note is that the RSS Viewer web partcannot be used to read SharePoint RSS feeds.

In order to set-up RSS follow these steps:

1. From the top level siteselect Site Actions -> SiteSettings -> then select RSSfrom the Site Administrationgroup

2. Select and enter in thedesired options then clickOK. Note that theCopyright, Managing Editorand Webmaster fields mayor may not appear in allRSS viewers. Also the Timeto Live is the number ofminutes that users shouldbe waiting for updates tothe RSS feed.

3. RSS can also be enabled atthe list and library level aswell – thus access thedesired list or library andselect list or library settings.

4. For a list – from the ListTools tab select List -> listSettings then underCommunications -> RSSsettings.

5. For a library – from theLibrary Tools tab selectLibrary then Library Settingsthen under Communications

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-> RSS settings6. In both cases under the List

RSS check Yes to AllowRSS for this list.

7. Under RSS ChannelInformation enter in the Titleand Description of the feedas well as an Image URL ifdesired.

8. Select under DocumentOptions – how attachmentsshould be displayed.

9. Under Columns – select thedesired columns to appearin the feed.

10.Under item limit enter in theMaximum number of itemsto include and for how manydays back should beincluded.

11.Click OK when done.12.Feeds can be read by any

reader – in this case the outof the box RSS reader withInternet Explorer is used sothus while on this page ifthe RSS item is selectedthen the feed itself – is

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engaged.13.Once selected then the feed

can be subscribed to byclicking the ‘Subscribe tothis feed’ link.

14.When prompted select theSubscribe button.

15. In Internet Explorer 8 byclicking favorites the RSSfeed just subscribed to isshown and can beaccessed as desired.

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InfoPath

InfoPath

InfoPath is a toolset designed for power users to create forms that users can then fill in.The InfoPath designer tool is available with the Microsoft Professional Office 2010edition. Also it should be noted when designing forms – so that a client piece of InfoPath(named the Microsoft InfoPath Filler 2010) does not have to be installed on everycomputer that is to use the form that is created – a web-site version of the form shouldbe created for better architecture and flexibility.

The steps below cover creating a simple InfoPath Form

1. Access theInfoPathDesigner2010 –found fromStart ->MicrosoftOffice ->MicrosoftInfoPathDesigner2010

2. Select No ifpromptedunless youwish .xmlfiles to openin InfoPath

3. UnderPopularFormTemplatesdouble clickBlankForms

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4. Thescreensmiddlesection willappear assuch:

5. Click to addtitle andtype in“Test”

6. On thePageDesign tabclick aselection –in this caseProfessional – Ricassowasselected.

7. Select theHome tab –then placethe cursoron the titleline (whereit says Test)– hit enteronce thenfrom thetoolboxselect theDate Picker

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8. The datepicker isadded tothe form

9. In theRibbonselect thePreviewbuttonwhich islikely on thefar right –under theForm group

10.The form isshown andthe controlthat wasadded canbe selected

11.On theribbonselect theClosePreviewbutton –under thePreviewsection

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12.At this point– select File-> Save Asand saveand namethe forminto adirectory ofyour choice

13.To publishthe form toSharePoint– from theFile tab –selectPublish

14.SelectSharePointServer

15.Enter in thename of theSharePointsite andclick Next

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16.A wizardwill then run

17.Whenpromptedcheck“Enable thisform to befilled out byusing abrowser”and selectFormLibrary thenselect Next

18.The serverwill becontacted

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19.In thisexample“Create anew formlibrary” willbe selected– then Next:

20.A name“TestForms” wasentered andNextselected:

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21.Select Nextas in thisexample wewill not beaddingcolumns orparameterstoSharePointsites andOutlookfolders:

22.Verifyinformation– thenselectPublish:

23.The wizardwill runthrough andcreateconnectionsas needed

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24.Whencompletedmake thedesiredselectionand clickClose whendesired:

25. In thisexample –“Open thisform in thebrowser”wasselected

26.The formwas thendisplayedfor enteringin data:

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