SharePoint Services The Basics - Maxwell School of Citizenship … · 2011-05-03 · Handout - SharePoint Services: The Basics Topics came directly from SharePoint Server 2007 Help

SharePoint Services – The Basics Table of Contents

THE SHAREPOINT ENVIRONMENT ........................................................................................................... 2

THE DOCUMENTS LIBRARY ........................................................................................................................ 3

ADD A FILE TO A LIBRARY .................................................................................................................................. 3

Add files to a library through Windows Explorer .......................................................................................... 4

Add files to a library by sending e-mail ......................................................................................................... 4

WORKING WITH LISTS ................................................................................................................................. 5

ADD, EDIT, OR DELETE A LIST ITEM .................................................................................................................... 5

Add an item to a list........................................................................................................................................ 5

Edit an item in a list ........................................................................................................................................ 6

Delete an item in a list .................................................................................................................................... 6

The Actions menu ........................................................................................................................................... 7

THE CALENDAR .................................................................................................................................................. 7

Add an event to a calendar ............................................................................................................................. 8

Add an event by sending e-mail ..................................................................................................................... 8

Edit a calendar item ........................................................................................................................................ 8

Delete a calendar item .................................................................................................................................... 9

WORKING WITH TASKS ...................................................................................................................................... 9

Add tasks to a project task list ........................................................................................................................ 9

Edit or delete items in a project task list ...................................................................................................... 10

Update a task ................................................................................................................................................ 10

PARTICIPATE IN A DISCUSSION ......................................................................................................................... 10

Create a new discussion topic ...................................................................................................................... 10

Reply to a discussion .................................................................................................................................... 10

Participate in a discussion by using e-mail .................................................................................................. 11

Edit your own discussion topic .................................................................................................................... 12

Edit or delete your reply to a discussion ...................................................................................................... 12

Change how you view a discussion .............................................................................................................. 12

ANNOUNCEMENTS ............................................................................................................................................ 13

Add an announcement .................................................................................................................................. 13

LINKS ................................................................................................................................................................ 13

Add a link to the Links list ........................................................................................................................... 13

VIEW, RESTORE, OR DELETE ITEMS IN THE RECYCLE BIN .......................................................... 14

VIEW ITEMS IN THE RECYCLE BIN .................................................................................................................... 14

DELETE OR RESTORE ITEMS IN THE RECYCLE BIN ........................................................................................... 14

The SharePoint Environment

1 Title of site, which can include a logo. 5 Quick Launch / Navigation Tools

2 Breadcrumb Trail: a way of navigating

between site pages. Documents: an area where you can store

project related documents.

Lists: default lists include announcements,

calendar, links, and tasks.

Discussions: read, post and reply to

discussions in an online forum.

Sites: additional sites you may have access

to.

People and Groups: Visitors, Member, and

Owners related to the site.

Recycle Bin: anything you delete is placed

here, where it can be retrieved. Other

user’s deleted items do not appear here.

3 Web Parts: basic building blocks of Web

Pages.

4 Content area: By default, Announcements,

Calendar, and Links are displayed.

1

2

3

5

4

Handout - SharePoint Services: The Basics Topics came directly from SharePoint Server 2007 Help.

ICT Training, Maxwell School of Syracuse University Page 3

The Documents Library

By using a Document Library, you and your colleagues can coordinate the development of one or more

related documents. The site provides tools to share and update files. You can add a document to a library in

the following ways:

Work directly on the copy located in the shared document library.

Work on a local copy and update the copy regularly on the document library.

You can add a new file to a library or replace an existing file with a revised version of a file. If the library is

configured to track versions of files, you can add the revised file as a new version, which becomes part of the

version history of the file.

If you want to upload a file that has the same file name as an existing file in the library, and you don't want to

replace or add a new version of the existing file, you must rename one of the duplicate files.

When you add a file to a library, you may be required to fill out file properties. File properties can include

basic information about a file, such as its description or keywords to help people search for it, or properties

can include information that is specific to your organization, such as a department name or a project number.

Add a file to a library

1) If the library is not already open, click its name on the Quick Launch.

a) If the name of your library does not appear, click View All Site Content, and then click the name of

your library.

2) Click the Upload arrow.

a) Click Upload Document to upload a single

file.

b) Click Upload Multiple Documents to upload

more than one file at a time.

3) Click Browse to find the file(s) that you want to

add, select the file(s), and then click Open.

4) If you are uploading a revised version of an

existing file, do one of the following:

a) If your library is not configured to track

versions of files, you can replace the existing

file with the revised file. In the Upload

Document section, select the Overwrite

existing files check box.

b) If your library is configured to track versions of files, you can replace the existing file with the new

version as part of the document history. In the Upload Document section, select the Add as a new

version to existing files check box.



5) Click OK.

a) If a form appears that requests more information about the file, enter the information into the boxes,

such as the title. A red asterisk appears next to the name of each box that requires information.

Different boxes may appear, depending on how your library is set up and whether your group requires

custom properties.

b) Click OK.

6) If you do not see your files in the library, refresh the browser.

Add files to a library through Windows Explorer If you have a program installed that is compatible with Windows SharePoint Services, an option to upload

multiple files may appear when you click the arrow on the Upload menu. For example, if you have the 2007

Microsoft Office system installed, the Upload Multiple Documents option appears. If you do not see the

Upload Multiple Documents option, do the following:

1) If the library is not already open, click its name on the Quick Launch.

a) If the name of your library does not appear, click View All Site Content, and then click the name of

your library.

2) On the Actions menu , click Open with Windows

Explorer.

3) In the Windows Explorer window that appears, browse to find the

files that you want to upload, and then select them.

4) Right-click one of the files, and then click Copy on the shortcut

menu.

5) Click the Back button until you return to the library.

6) Right-click in a blank area in the folder window, and then click

Paste on the shortcut menu.

7) Close Windows Explorer.


Tip: You can also drag files from another Explorer window, such as

Windows Explorer or My Documents, to the SharePoint site that is

displayed in Windows Explorer.

Add files to a library by sending e-mail Use the e-mail address of your SharePoint group to send the file as an attachment. Your organization may

have its own e-mail list, called a SharePoint group, which enables its members to send mail to each other. The

SharePoint group address can contain the addresses of libraries, so that when you send e-mail to members of

the group, attachments to the messages are automatically added to your Windows SharePoint Services site.

1) In your e-mail program, attach the file, such as a document or worksheet, to an e-mail message.

2) In the To or Cc box, enter the address of the library. If your SharePoint group already includes the

library, enter the e-mail address of the SharePoint group instead.

3) Send the message. In most e-mail applications, you click Send to send the message.


a) Depending on the settings of your e-mail server, it may take a few moments for your files to appear.



Working with Lists

When you create a Microsoft Windows SharePoint Services site, several types of lists are created for you.

These default lists range from a discussion board to a calendar list. You can customize the default lists in

many ways, or you can create custom lists with the columns that you choose.

Lists can also take advantage of e-mail features, if incoming or outgoing mail is enabled on your site. Some

lists, such as calendars, announcements, blogs, and discussion boards, can be set up so that people can add

content to them by sending e-mail. Other lists, such as tasks and issue-tracking lists, can be set up to send e-

mail to people when items are assigned to them.

Lists can include many types of data, ranging from dates or pictures to calculations based on other columns.

Add, edit, or delete a list item A Microsoft Windows SharePoint Services site can include a variety of lists — from contacts and calendars to

announcements and issues-tracking lists. Regardless of the type of list you are updating, the process is similar

for adding, editing, and deleting list items.

To add, edit, or delete items in a list, you must have permission to contribute to the list.

Add an item to a list Some lists may appear in Web Parts, which are basic buildings blocks of Web pages on a Windows

SharePoint Services site. For example, the Announcements, Calendar, and Links lists appear in Web Parts on

the default home page. When a list appears in a Web Part, you can add items to the list without actually

opening up the list. If you do not see the link to add more items to a list, you need to open the list.

1) Do one of the following:

a) If your list appears in a Web Part, you may see a link in the Web Part that you can use to add more

items to it, such as Add new announcement or Add new event. Click Add new item, and then skip to

step 3.

b) If the list is not already open, click its name on the Quick Launch.

c) If the name of your list does not appear, click View All Site Content, and then click the name of your

list.

2) On the New menu click the arrow, and then click New item type, such as New Item.

3) Enter the information for the list item, if necessary. Information that is required has a red asterisk next to

it.

a) To attach a file to the list item, click Attach File, click Browse to locate the file, and then click OK.

4) Click OK.

Note:

Depending on how your list is set up, attachments may not be allowed for list items.

If multiple content types have been added to your list, you may have additional choices on the New menu.

Tip: Depending on how your list is set up, you may be able to create folders to organize your list items. To

add a folder, click New Folder on the New menu. You can then organize the list by opening it in Windows

Explorer, if you have Microsoft Windows installed on your hard disk.



Edit an item in a list

1) If the list is not already open, click its name on the Quick Launch.

2) If the name of your list does not appear, click View All Site Content, and then click the name of your

list.


a) Point to the item, click the arrow that appears, and then click Edit Item.

b) To edit an item in datasheet view, edit the item directly in the datasheet, or export the data to a

spreadsheet or database program for editing.

Datasheet view requires that you have installed on your computer a Windows SharePoint Services–

compatible datasheet program, such as Microsoft Office Access 2007.

c) To edit an event in a graphical display of a calendar, click the item on the calendar, and then click Edit

Item. To edit all instances of a recurring event, click Edit Series.

4) Make the changes that you want.

5) Click OK. In a survey, click Finish instead.

Note: If the list is set up to track versions, a new version of the list item is created each time you edit a list

item. You can view a history of how the list item has changed and restore a previous version if you make a

mistake in a newer version.

Delete an item in a list

1) If the list is not already open, click its name on the Quick Launch.

a) If the name of your list does not appear, click View All Site Content, and then click the name of your

list.


a) Point to the list item, click the arrow that appears, and then click Delete Item.

b) To delete an item in datasheet view, delete the item directly in the datasheet, or export the data to a

database or spreadsheet program and then delete it.

Datasheet view requires that you have installed on your computer a Windows SharePoint Services–

compatible datasheet program, such as Microsoft Office Access 2007.

c) To delete an event from a graphical display of a calendar, click the item in the calendar, and then click

Delete Item. To delete a recurring item, click Edit Series, and then click Delete Item.

3) When you are prompted with a warning and you are sure you want to send the item to the Recycle Bin or

to delete it, click OK.

Note: When you delete a list item, it is sent to the Recycle Bin for the site, where it can be restored if

necessary, unless your administrator has set up your site differently.



The Actions menu You can use the Actions menu to work with lists and shared documents in different ways:

Shared Documents Actions menu

Calendar Actions menu

Tasks Actions menu

Team Discussion Actions menu

Announcements Actions menu

Links Actions menu

The Calendar You can use a calendar to store team events, including meetings, social events, and all-day events. You can

also track team milestones, such as deadlines or product release dates, that are not specific to a time interval.

Calendars have different views.

All-day events appear at the top

of a calendar according to date;

other events appear according to

date and time.



Add an event to a calendar

1) If the calendar is not already open, click its name on the Quick Launch.

a) If the name of your calendar does not appear, click View All Site Content, and then click the name of

the calendar.

2) On the New menu, click New Item.

a) The Calendar: New Item page appears.

3) Fill out the New Item form.

a) Information that is required has a red

asterisk next to it.

b) To make the item an all-day event, so that

it doesn't appear at a specific time slot on

a calendar, select the Make this an all-

day activity that doesn't start or end at

a specific hour check box in the ―All

Day Event‖ section.

c) To make the event repeat, for example at

11:00 every Wednesday, select the Make

this a repeating event check box in the

―Recurrence‖ section.

4) After entering your information, click OK.

Add an event by sending e-mail

1) To send a calendar item, send a meeting request or an appointment from your e-mail or calendar

program.

a) Calendars can be set up to also receive attachments to items by e-mail. To include an attachment with

your list item, attach the file to your meeting request as you normally do.

2) In the To or Cc box of the meeting request, enter the address of the calendar. If your SharePoint group

already includes the calendar, enter the e-mail address of the SharePoint group instead.


Note: If you send a calendar item to a SharePoint site by using e-mail, you need to let your meeting attendees

know if the meeting changes. If you change the meeting details on the SharePoint site, meeting updates and

cancellations are not sent automatically from the SharePoint site.

Edit a calendar item

1) Click the item you’d like to edit on the Calendar.

2) Click Edit Item.


4) Click OK.



Delete a calendar item

1) Click the item you’d like to delete on the Calendar.

2) Click Delete Item.

3) Confirm you’d like to send the item to the Recycle Bin by clicking OK.

Working with Tasks You can use the Tasks list on the Quick Launch to assign work items to yourself or other members of the site.

Members can then update and share the status of their assigned tasks easily. By using the Tasks list, you can

set priority and due dates for tasks, as well as task status and percent complete.

Add tasks to a project task list

1) If the project task list is not open, click its name on the Quick Launch.

a) If the name of your list does not appear, click View All Site Content, and then click the name of your

list.

2) On the New menu click New Item.

a) The Tasks: New Item page appears.

b) Information that is required has a red asterisk next to it.

3) In the Title section, type a name for the

task.

4) In the Priority section, click High,

Normal, or Low to indicate the relative

importance of this task compared with

other tasks in your project task list.

5) In the Task Status section, click the status

of the task.

6) In the % Complete section, type a number

as a percentage value that indicates the

extent to which the task is complete.

7) In the Assigned To section, do one of the

following:

a) Type the e-mail address of the person to

whom you want to assign the task.

b) Type the full name of the person to whom you want to assign the task, and then click Check Names

.

If the person is found in the directory, the name resolves to that person's e-mail address. If the

person is not found in the directory, the message No exact match was found appears.

c) Click Browse to search for and select the person from the directory.

Note: Only one person can be assigned to a task.

8) In the Description section, type a description of the task.

9) In the Start Date and Due Date sections, enter the start date and finish date for the work that is

performed on the task. Use the date picker to quickly enter a date.



10) To attach a file to the task, click Attach File. Click Browse to locate the file, and then click OK.

Note: Depending on how your project task list is set up, you may not be able to attach a file to a task.

11) Click OK to add the task to your project task list.

Edit or delete items in a project task list

1) If the project task list is not already open, click its name on the Quick Launch.

a) If the name of your project task list does not appear, click View All Site Content, and then click the

name of your project task list.

2) Point to the task in the content area, click the arrow, and then click Edit Item.


4) Click OK.

Note: To delete an item, point to the task, click the arrow, and then click Delete Item.

Update a task

1) Click the task that you want to update.

2) Click Edit Item.

3) Enter the latest status, percentage complete, or other information about the task.

4) Click OK.

Participate in a discussion A discussion board is a place to share information and discuss topics with other people. When you create a

discussion topic or reply to an existing discussion, you can format your text, insert a hyperlink or table, and

link to a picture on the Web.

You can also subscribe to the discussion to see a summary of the content that has changed or to receive alerts

to find out when someone has added or changed an item.

Note: Depending on how the discussion board was set up, you may need to be a member of the site that

contains the discussion board, or the owner may have assigned other types of permission.

Create a new discussion topic

1) If your discussion board is not already open, click its title on the Quick Launch.

a) If the name of your discussion board does not appear, click View All Site Content, and then click the

name of your discussion board.

2) On the New menu, click Discussion.

a) The Team Discussion: New Item page appears.

3) Type the text that you want for the subject and body of the

message, and apply any formatting that you want.

4) Click OK.

Reply to a discussion

1) If the discussion board is not already open, click its name on the Quick

Launch.

a) If the name of your discussion board does not appear, click View All

Site Content, and then click the name of your discussion board.



2) Click the discussion topic that you want to reply to.

3) In the bar above the message that you want to reply to, click Reply.

4) Type the text of the reply, and then apply any formatting that you want.

5) Click OK.

Participate in a discussion by using e-mail If your discussion board is set up to receive e-mail, you can add discussion topics by sending e-mail. You

create a message as you normally do and then include the name of the discussion board in the To or Cc box of

the e-mail message. The message then creates a new discussion topic on the discussion board.

If you belong to a SharePoint group that includes the discussion board in its e-mail distribution list, e-mail

messages that you send to the group are automatically added to the discussion board. If you reply to an e-mail

discussion message and include the group in the To or Cc box, your e-mail reply also becomes a reply in the

discussion.

To use e-mail to participate in a discussion, first you need to obtain the address of the discussion board or

SharePoint group. Depending on your situation, the e-mail address of your discussion board or group may

appear in the address book of your e-mail application. If it does not appear there, you can add it to your

personal contacts list of your e-mail application after you obtain it, so that you can easily find it later.

1) In your e-mail application, prepare the item that you want to add to the discussion board by doing one of

the following:

a) To create a new discussion topic, create a new e-mail message.

b) To reply to an existing discussion topic by using e-mail, open the original e-mail message, and then

click Reply.

2) In the To or Cc box, add the address of the discussion board or SharePoint group. If you are responding

to an existing e-mail message, the address of the discussion board or SharePoint group appears if you

reply to all recipients.

3) Add the content that you want to the message.


Notes:

To open an attachment to a discussion topic or reply, open the discussion, click View Properties in the bar

above the discussion item, and then click the name of the attachment next to Attachments. Depending on

how your discussion board is set up, e-mail attachments may not be saved in the discussion board on the

site.

If someone sends e-mail to a discussion board that contains the same subject line as an existing discussion,

the message is not automatically stored as a reply to the discussion on the site, unless the message is also a

reply to an existing e-mail discussion. This way, messages that belong to different conversations aren't

accidentally added to the same discussion, even if they happen to have a common subject line, such as

"contracts."



Edit your own discussion topic Use the following procedure to edit the original topic that you posted in a discussion. You may not have

permission to edit a topic that was created by someone else.


a) If the discussion board is not already open, click its name on the Quick Launch.

b) If the name of your discussion board does not appear, click View All Site Content, and then click the


c) If you are already viewing the discussion board and have opened the topic that you want to edit, do the

following instead:

Click View Properties at the upper right of your topic, and then click Edit Item .

Skip to step 3.

2) In the Subject column, point to the discussion topic that you want to edit, click the arrow on the menu

that appears, and then click Edit Item .

3) Make the changes that you want, and then click OK.

Edit or delete your reply to a discussion Use the following procedure to edit a reply that you made to an existing discussion.


a) If the discussion board is not already open, click its name on the Quick Launch.

b) If the name of your discussion board does not appear, click View All Site Content, and then click the


c) If you are already viewing the discussion and your reply, skip to step 3.

d) In the Subject column, click the discussion that contains the reply that you want to edit.

2) Locate your reply, and then click View Properties at the upper right of your reply.

3) Click Edit Item or Delete Item.

a) If editing, make the changes that you want.

4) Click OK.

Change how you view a discussion It is easy to sort and filter the discussions on the page, and you can create your own view. Do one or more of

the following to change the way that you view discussions:

To sort the discussions within a discussion board, click the heading above the column that you want to sort

by. A down arrow appears next to the heading for descending order (such as the newest discussions first)

and an up arrow appears for ascending order.

To filter the discussions so that you see only the items that meet specific criteria, point to the column that

you want to use, click the arrow that appears, and then click the item you want to filter by. For example,

you can see only discussions that were updated today by selecting the current date in the Last Updated

column.

To change the view of the topics in a discussion board, click the name of the view next to the View menu

in the upper-right corner of the discussion board, and then click Modify this View. Change any other

settings that you want, and then click OK.



To create your own view of a discussion board, click the name of the view next to the View menu in the

upper-right corner of the discussion board, and then click Create View. Under Choose a view format,

click the type of view you want to create. To always see the discussion with that view, if you have

permission to modify lists, click Make this the default view. Change any other settings that you want, and

then click OK.

To change the way that you view individual discussions, you can open a discussion topic and then switch

to another view, change the view, or create a new view by using the same procedures that you use to

change the view of a discussion board. Two key options are Threaded, in which the replies are indented

under each topic, and Flat, in which the topic and its replies are displayed at the same level, with

additional data about the participant.

Announcements Use the Announcements list to post important messages about the project for team members, such as

deadlines and changes in deliverables, introductions to new team members, and other information.

Add an announcement

1) On the home page of the Document Workspace

site, click Add new announcement.

a) The Announcements: New Item page appears.

2) In the Title box, type a title for your

announcement.

3) In the Body box, type the full text of your

announcement.

4) If you want the announcement to automatically

expire after a certain date, type the date in the

Expires box.

5) Click OK.

Links You can use the Links list to share links that are useful to team members. The list can provide quick and easy

access to related information and resources such as other Web sites.

Add a link to the Links list

1) In the content area of the site home page,

click Add new link.

a) The Links: New Item page appears.

2) In the URL section, type the address of

the Web page or other type of resource to



which you want to link, and then type a

description for the link.

Note: The text that you type in the Type

the description box appears as the name

of the link in the Links list. You can

include notes about the link in the Notes

section, but this information does not

appear in the default view of the Links list

that appears on the home page.

3) Click OK.

View, restore, or delete items in the Recycle Bin

The Recycle Bin provides a safety net when deleting documents, list items, lists, folders and files. When you

or site visitors delete any of these items from a Web site, the items are placed in the Recycle Bin.

Items in the Recycle Bin remain there until you decide to permanently delete them from your Web site, or

until the items are permanently deleted after a set number of days, which is based on a schedule defined in

Central Administration. When you delete an item from a Web site, the item is sent to the site's Recycle Bin. If

you click Recycle Bin on the Quick Launch, you can see all of the items that you’ve deleted from your site.

You can either restore or delete the item from the Recycle Bin. When you delete an item from the Recycle

Bin, the item is sent to the Site Collection Recycle Bin. The Site Collection Recycle Bin gives the

administrator of a site collection greater control over deleted items by providing you with a second stage

safety net before an item is permanently deleted from a site.

Users who delete an item in the Recycle Bin can contact their site administrator to restore the item back to its

original location as long as the item hasn't exceeded the original deleted date that the central administrator set.

By default, items in the Recycle Bin are deleted automatically after 30 days. Regardless of whether or not an

item is sent to the users' Recycle Bin or to the Site Collection Recycle Bin, items are deleted automatically

after the number of days that the central administrator specified.

View items in the Recycle Bin

1) On the Quick launch, click Recycle Bin.

Delete or Restore items in the Recycle Bin

1) On the Quick launch, click Recycle Bin.

2) Click the checkbox next to the item(s) on the page that you’d like to delete from the site, or restore to

their original location.

3) Click Restore Selection or Delete Selection

4) Confirm that you want to restore or delete the item by

clicking OK at the prompt.