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introducing

SHAREPOINT SKILLS FOR EVERYONE

About Me

• SharePoint Team Lead at Cambia Health Solutions

• Speaker at SharePoint Conferences

• Former Administrative Professional (Executive Secretary)

Sandra Mahan

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.

What we will be covering

Collaborating every step of the way

1Documents

2Photos

3Calendaring

4Permissions

Document Sharing

Use a document library to store, modify, and collaborate

1

Create a Document Library

• Site Actions• More Options

Create a Document Library (continued)

• Filter By: Library• Select Document Library• Provide a name for the new document library• Click Create

Add Documents

• Add Document• Upload Document by Browsing for it• Helpful to keep the file name the same

Email a Link

• Drop-down on the item

• Send To

• E-mail a Link

Categorize Documents

• Library Tools/Library

• Create Column

• Column Name: Category

• Type Each Choice

• Remove the Default Value unless you want to set one

Assign a Category

• To update an existing item – Select the item and then Edit Properties

• Update the Category field

Modify the View

Modify the View – Column Order

Modify the View – Sort

Modify the View – Filter

Modify the View – Group By

Adding a OneNote Notebook

OneNote Notebook in Shared Documents

2 Photo Library and Slide Show

Use a photo library to store important images and share them with others.

Create an Image Library

• Site Actions• More Options

Create an Image Library (continued)

• Filter By Library

• Choose Picture Library

• Name the library

• Create

Upload Images

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

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

Create a Slide Show

• Edit the page

• Insert a Web Part

• Categories: Media and Content

• Web Parts: Picture Library Slideshow Web Part

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

3 Calendaring

Everyone’s time off in one easy to use location

Create a Calendar

• Site Actions• More Options

Create a Calendar (continued)

• Choose Calendar• Name the Calendar• Create

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

Connect to Outlook

View in Side-By-Side Mode

View in Overlay Mode

Add Calendar to Home Page

• On the Home Page

• Site Actions

• Edit Page

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

Add Team Calendar to Home Page

On the Page tab, select Save & Close

Permissions

Make sure it’s safe and secure

4

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

Site Permissions

• Site Actions• Site Permissions

Using SharePoint Groups For Permissions

The default groups are:• Full Control (Site Owners)• Contribute (Site Members)• Read (Site Visitors)• View Only (Viewers)

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.

Adding People To A SharePoint Group

Select the group to change and click New > Add Users:

Inheriting and Breaking Permissions

• Access the permissions for your list or site

• In this example, we’ll choose List Permissions from the ribbon bar

Inheriting and Breaking Permissions

• Stop Inheriting Permissions

• Remove User Permissions

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.

Who has permission?

• From the site ribbon bar, click Check Permission

• Enter the name of the user

• Check Now

?But wait… There’s More!

SharePoint HelpMicrosoft Office SupportMicrosoft Training Courses for SharePoint 2010SharePoint 2013 Power User TrainingLynda.com - $25/month

Training Resources

What if you don’t have SharePoint?

Questions?

Email: smahan14@gmail.comTwitter: @smahan14

Presentation on www.slideshare.netSearch for “Sandra Mahan SharePoint” or “SharePointSandra”

SANDRA MAHANContact Information