sharepoint skills for everyone
DESCRIPTION
SharePoint Skills for Administrative Professionals Conference 5/16/2014TRANSCRIPT
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No Batteries (or IT help) Required!
introducing
SHAREPOINT SKILLS FOR EVERYONE
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About Me
• SharePoint Team Lead at Cambia Health Solutions
• Speaker at SharePoint Conferences
• Former Administrative Professional (Executive Secretary)
Sandra Mahan
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What is SharePoint?
It’s a platform of tools• More than just Word, Excel, or a File Share
Intranet with multiple sites• Include announcements, links to external sites
And so much more• Business intelligence, surveys, forms, etc.
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What we will be covering
Collaborating every step of the way
1Documents
2Photos
3Calendaring
4Permissions
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Document Sharing
Use a document library to store, modify, and collaborate
1
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Create a Document Library
• Site Actions• More Options
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Create a Document Library (continued)
• Filter By: Library• Select Document Library• Provide a name for the new document library• Click Create
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Add Documents
• Add Document• Upload Document by Browsing for it• Helpful to keep the file name the same
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Email a Link
• Drop-down on the item
• Send To
• E-mail a Link
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Categorize Documents
• Library Tools/Library
• Create Column
• Column Name: Category
• Type Each Choice
• Remove the Default Value unless you want to set one
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Assign a Category
• To update an existing item – Select the item and then Edit Properties
• Update the Category field
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Modify the View
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Modify the View – Column Order
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Modify the View – Sort
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Modify the View – Filter
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Modify the View – Group By
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Adding a OneNote Notebook
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OneNote Notebook in Shared Documents
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2 Photo Library and Slide Show
Use a photo library to store important images and share them with others.
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Create an Image Library
• Site Actions• More Options
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Create an Image Library (continued)
• Filter By Library
• Choose Picture Library
• Name the library
• Create
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Upload Images
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Image File Types
What File Type to Choose:• jpg for photos• gif for color blocks• png can be transparent and
versatile• avoid bmp if possible due to
large file size
When saving:• Avoid using spaces Flower
%20picture.jpg• Use_underscore or CamelHumps
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Insert a logo on the home page
• Edit the home page
• Insert Picture from the Ribbon Bar
• Select the picture to adjust the size and position
• Lock Aspect Ratio
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Create a Slide Show
• Edit the page
• Insert a Web Part
• Categories: Media and Content
• Web Parts: Picture Library Slideshow Web Part
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Editing the Slideshow Web Part
• Edit the Web Part
• Decide on the duration between pictures
• Choose the picture library
• Change the Title of the Web Part
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3 Calendaring
Everyone’s time off in one easy to use location
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Create a Calendar
• Site Actions• More Options
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Create a Calendar (continued)
• Choose Calendar• Name the Calendar• Create
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Team Calendar
• To add items: click New Event from the toolbar or the Add icon in the date field
• Calendar appears in the left navigation menu
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Connect to Outlook
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View in Side-By-Side Mode
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View in Overlay Mode
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Add Calendar to Home Page
• On the Home Page
• Site Actions
• Edit Page
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Add Team Calendar to Home Page
• Place your cursor where you want to insert the calendar
• In the ribbon bar, Editing Tools/Insert, choose Web Part
• Categories: Lists and Libraries
• Web Parts: Team Calendar
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Add Team Calendar to Home Page
On the Page tab, select Save & Close
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Permissions
Make sure it’s safe and secure
4
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Permissions In SharePoint
• Permissions can inherit from the parent site
• Permissions can also be unique (breaking inheritance)
• You can customize your permission groups down to a specific level of granularity
• For all permission options, see: http://technet.microsoft.com/en-us/library/cc721640(v=office.14).aspx
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Site Permissions
• Site Actions• Site Permissions
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Using SharePoint Groups For Permissions
The default groups are:• Full Control (Site Owners)• Contribute (Site Members)• Read (Site Visitors)• View Only (Viewers)
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Why Groups Instead Of Individual People?
• Technically, you can add individual people to a permission list
• Using SharePoint groups makes it easier to administer permission changes.
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Adding People To A SharePoint Group
Select the group to change and click New > Add Users:
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Inheriting and Breaking Permissions
• Access the permissions for your list or site
• In this example, we’ll choose List Permissions from the ribbon bar
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Inheriting and Breaking Permissions
• Stop Inheriting Permissions
• Remove User Permissions
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Breaking Inheritance
Takes a snapshot of the parent permissions which you can then edit.
However, it doesn't take a snapshot of who is in the groups... just the fact that the group is in the permission list.
Therefore, you can't update the group in that specific site, thinking it will not affect anywhere else that group is used.
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Who has permission?
• From the site ribbon bar, click Check Permission
• Enter the name of the user
• Check Now
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?But wait… There’s More!
SharePoint HelpMicrosoft Office SupportMicrosoft Training Courses for SharePoint 2010SharePoint 2013 Power User TrainingLynda.com - $25/month
Training Resources
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What if you don’t have SharePoint?
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Questions?
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Email: [email protected]: @smahan14
Presentation on www.slideshare.netSearch for “Sandra Mahan SharePoint” or “SharePointSandra”
SANDRA MAHANContact Information