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Setting up a shared team site

From: Up and Running with Office 365

Video: Setting up a shared team site

Imagine a scenario where you need to be able to have multiple people working on the same document, maybe even simultaneously. It could be a project you're collaborating on, and all of those people need to be able to access the same files from one convenient location. Well, with Office 365, you have access to something called team sites. Almost all the Office 365 plans include this SharePoint-driven functionality. We're going to take a look at it now. First of all, with a team site invitations can be sent out, and they are sent out in email form, like you see here on my screen.

Setting up a shared team site

Imagine a scenario where you need to be able to have multiple people working on the same document, maybe even simultaneously. It could be a project you're collaborating on, and all of those people need to be able to access the same files from one convenient location. Well, with Office 365, you have access to something called team sites. Almost all the Office 365 plans include this SharePoint-driven functionality. We're going to take a look at it now. First of all, with a team site invitations can be sent out, and they are sent out in email form, like you see here on my screen.

There might be a message saying I can access documents here for collaboration. I can view and edit them. But there will be a link to the team site, and it will look like something like this, Go To, in this case the lynda.com team site. Clicking in the link will prompt me to sign in if I am not already signed in to my account. It could be a Microsoft account that I already have or it could be an organizational account, one of the Office 365 accounts that was given to me by an administrator. Now if I don't have an account, no problem. I can create it on the fly with this link down at the bottom.

I do have an organizational account, so I click that link. I am going to enter my username and password, and when I sign in, I go directly to the team site, in this case the lynda.com team site, and you can see there's a Document section for adding new documents or accessing existing documents, like this Excel file. Clicking the link will give me access to the file in my web browser using the Excel web app. There is also a Site Assets section to this particular site, including a OneNote notebook that would be shared by the team.

Okay, so how did that site come to be? Well, let's flip over to our Admin page, and let's go up to Sites. That's the quickest and easiest way to get to your team sites. When you click sites, as the administrator you have a link at the top for creating new sites, and then down below you'll see the default team site and something called a Public Site, which is actually your public website, something we'll talk about separately later on. Your default team site, if we go there and click, is the site that is created by default for you with your Office 365 account. This is our lynda.com team site.

And from here we can make changes to the site. We can go up to the very top here and click the Settings button to see who it's shared with. Okay, the administrator, there's that person that we just invited. And we can invite additional people from here as well, but this is the default team site. At any time we can go back to Sites up at the top, give that a click, and create a new site, if you have a different group of people who need to access their own site where it will store or maybe project files for collaboration amongst team members.

So, clicking new site up here allows you to type in a name. Let's say there is a user conference coming up in 2013. There will be a team of people who will be working on this project, different types of files will be involved. We will click Create once we've got the name in there, and what you're going to be presented with is the default layout look and feel for your new team site. There is the title across the top. Also you'll see this Getting started section. Now each of these are tiles that help you get started with certain commands like sharing, adding things like timelines and calendars, adding lists, and libraries, changing the way your team site looks, and including email.

All of this can go away because it's all available through the Settings icon up here in the top right-hand corner. In fact, when we click remove this to get a look at our real team site here so far, a balloon pops up just reminding you that you can get to all of those Getting started tasks from this Settings icon. So, we'll just click below to close up that balloon, and you can see there's not much to this team site so far: a Newsfeed section, where people can have a conversation, can be adding and updating information here, and everyone who has access to the site will be able to read it and also add to it.

And then over here, a Document section where new documents can be created or added, uploaded, and any of those files that show up here will be able to be accessed by the team members as well. So, we have created our team site, and there is a lot more we can do with it. And we are going to get into great detail later on in the Sharing and Collaboration chapter. For now, let's just make a couple of simple changes. First of all, if we wanted to change the layout of our team site, we can go to Edit, right from here, or as I mentioned, we can go up to the Settings icon and access anything that was available from the Getting started list of tiles, like sharing, editing the page-- that's the same as clicking Edit. We can Add additional pages, apps, contents, change the look, site settings here, including deleting the site if we no longer need it.

We are going to go to Edit page, and from here we can start doing some things like changing the layout. Let's go up to Text Layout here on the ribbon, give it a click, and change it to one column. This way we have our Site Feed at the top, and a Documents section down below, instead of side by side. Now there a lot of other things we can view with this site. We can add additional parts, we can spruce it up by changing the formatting of text, we can add imagery and so on. These are the types of things we will get into later on in that chapter on sharing and collaboration.

For now, we'll just save our changes by clicking Save, which will save our changes and take us back to our new look User Conference 2013 site. So, that's how we create a team site. Now that we have it, if we go back to Sites, you'll see it now on a list down below your promoted sites, under Sites I'm following, and there's a link to that site. Of course, at any time we can invite people to that site. There are so many things we can do with a team site, and we are going to save that for a little later on.

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Up and Running with Office 365

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