CharMeck.orgContributerTraining

 SharePoint 2013

Orientation and Basic Training

Introduction

Why are you here?

SharePoint 2013 and Chameck.org

Today’s Schedule

Introduction

Hello I'm: Michael Robinson County employee for 16 years

Public Information -Web Services

I work with SharePoint...a lot

There is another Michael Robinson that works for the county. I am Michael N. Robinson

You are Part of the Web Hierarchy

What is SharePoint?

SharePoint is a content management system and collaboration tool

SharePoint was developed by Microsoft for the purpose of content and document management

The new CharMeck.org is built for SharePoint 2013

SharePoint allows contributors to edit websites without having to know technical scripting languages.

Working With Files and Documents

Allowed files types: PowerPoint Excel Word Adobe PDF ZIP Video Files (MP4) Audio Files (MP3)

Picture Library, Document Library, Lists, Web Parts

All Files are subjected to the content retention policy as specified in the County’s Website Governance.

You can view the Governance document on the support site.

You are a Contributor!

Add/Edit Page Content

Add images

Link to resources (documents)

Create new pages

Submit for approval and publication(by a Webmaster)

Contributor Roles &Responsibilities

Create and manage website content for departments

Be the conduit of information between departments and their websites

Review and edit content on a regular basis

Keep content accurate and updated

Abide by Web Governance

Webmaster Roles & Responsibilities

Manage SharePoint Content Management System

Develop and create new sites, features and functionality

Consult with departments on web-based projects

Train new and existing Content Contributors

Manage permissions Enforce Web Governance

Public Information Roles & Responsibilities

Review and edit page content Collaborate with departments to develop news releases

Collaborate with departments to integrate a social media strategy

Manage events calendar Manage County and department news

City/County IT Roles & Responsibilities

Secures environment and manages firewall

Manages domain names Manages Active Directory Assists in User Profile Service synchronization

Assists with synchronizing SharePoint authentication with Active Directory

What GovernanceCovers on Charmeck.org

Accessibility Architecture Authoring Content Management

Customer Service Design Development Document Management

Domains & Sub-Domains

Site Management User Access

Exercises

Log on to your PC using your own user ID and password

Open Internet Explorer Go to: http://charmeckauth.ci.charlotte.nc.us/mecklenburg/county/training/Pages/default.aspx

Click on today's date under “Class”

Any Questions?

Editing Pages

Gear Icon (formerly the Site Actions button)

Edit text on an Existing Page Add additional pages View Site Contents Show/Hide Ribbon Menu

View Mode vs. Edit Mode

View Mode

Edit Mode

When you edit a pageTHAT PAGE IS

“CHECKED OUT” TO YOU

Editing Pages

Editing Pages

• When you begin editing a page it will look like this.

• Your ribbon menu options will change as you add content to the editable areas of the page.

ContributorTasks – Time to Add Content

Edit page properties Create a new page Ribbon Toolbar Overview Insert text into your pages

Proper formatting of text

Upload images and documents to SharePoint

Proper formatting of images

Create links Link to a page – (in your sub-site + others)

Link to a document

Creating and working with SharePoint lists

ContributorTasks – Edit page properties

These page properties help us make search and our events calendar work better.

ContributorTasks – Ribbon Toolbar Overview

Ribbon Menu Edit text on an Existing Page Add links, graphics, and documents

Preview your changes Check spelling Submit for Approval

You see additional ribbon menu options when you add content to the page

If you don’t see the Ribbon, go to gear and click Show Ribbon

ContributorTasks – Insert text into your pages

Copy and paste content from the web, an email, or a word document in plain text by first putting it in notepad or using the paste in plain text command.

Use the formatting tools in the page ribbon menu to add acceptable formatting.

ContributorTasks – Upload images and documents to SharePoint

• Before uploading images, resize them and optimize them for the web.

• Add images to your site by uploading them to the images library. However the better way to do this is through site contents.

• Add your files to the correct library type.

• When updating your files, keep your file names the same and overwrite what’s there. SharePoint will keep track of the versions as new version.

• Once you add an image to the page new ribbon options will appear when those items are selected.

• Fill in alt text for those images.

ContributorTasks –Link to a page – (in your sub-site + others)Link to a document

You can create links by using the link ribbon command on the insert tab.

This command creates links to documents, internal pages, and external websites.

• Once you create a link new ribbon options will appear when those links are selected.

• Fill in the Description for the links

ContributorTasks – Creating a page

Create a new page by going to the gear and selecting add a page or by selecting New from the Page ribbon menu

In this version there are some new properties you have to define when you create a new page

ContributorTasks – Delete a Page

Deleting stuff is important in keeping search working correctly! If the content is old, get rid of it!

Deleting a page sends the page to the Recycle Bin

To restore a page, go to the gear and choose Site contents. Then choose Recycle Bin and find the item you need to restore.

Sites, lists, files, and document libraries all go to a site or site collection recycle bin.

Versioning

The edits on your page are kept track of in the “Version History”

You can restore previous versions of pages at any time.

Other things you should know

The location where you make edits is different from the live site. Make your edits here: http://charmeckauth.ci.charlotte.nc.us/mecklenburg/county/

Our SharePoint environment can be quirky. If you notice something odd, let your webmaster know.

Everything in SharePoint is a SharePoint list. If in doubt, put it in a list.

Create views instead of folders.

Webmasters can help you make your site the best it can be. If you run into problems contact your webmaster.

When in doubt contact a Webmaster by sending an email to Webmasters@mecklenburgcountync.gov

Use the Support site on Chameck.org to find information to help contributors.