IntroductionWelcome| 00:00 | (music playing)
| | 00:04 | Hi, I'm Gini Courter.
| | 00:05 | Welcome to SharePoint
Foundation 2013 Essential Training.
| | 00:10 | In this course we'll talk about
what SharePoint is and what the various
| | 00:13 | features of SharePoint are, because
there are four different versions of
| | 00:16 | SharePoint in the 2013 editions.
| | 00:19 | Then we will take a look
at creating and using Apps.
| | 00:23 | We will learn how to edit
and share and save documents.
| | 00:27 | And how to take advantage of the
integration touch points between Microsoft
| | 00:31 | Office and SharePoint.
| | 00:32 | We will then move on to Social
Networking features like the Newsfeed.
| | 00:37 | You'll learn how to micro blog and
effectively use tags and mentions in SharePoint.
| | 00:41 | We will then start building sites from scratch.
| | 00:44 | We will add web parts, we will
customize pages, and we will add Wiki pages
| | 00:49 | and learn how to think about permissions
before we start adding people to our website.
| | 00:55 | Finally, we'll talk about workflows, using
the out-of-the-box Three-Stage Workflow
| | 01:00 | in SharePoint Foundation.
| | 01:02 | I'm looking forward to sharing my
skills and experience with you in SharePoint
| | 01:06 | Foundation 2013 Essential Training.
| | Collapse this transcript |
|
|
1. Introducing SharePointWhat is SharePoint?| 00:00 | Different people work with
different aspects of SharePoint.
| | 00:03 | So for some of us SharePoint is a
collaboration site, for others of us
| | 00:07 | SharePoint is simply a place to store
documents, for some of us SharePoint is a
| | 00:12 | workflow engine that is used to
automate tasks that we do on an everyday basis.
| | 00:16 | But SharePoint is more than
any of those individual things.
| | 00:20 | See, SharePoint is not an individual
application like Microsoft Word or Microsoft Excel.
| | 00:25 | It's not even a suite of applications
like Outlook 2010 with a calendar, tasks,
| | 00:30 | and e-mail or Microsoft Office.
| | 00:33 | Microsoft SharePoint is more than
simply an application or program.
| | 00:37 | SharePoint is what's called a platform.
| | 00:39 | And you and I can use SharePoint to
do the thing it does best, which is to
| | 00:44 | create powerful websites that have
features that allow you and I to work
| | 00:48 | together in ways that we
hadn't previously imagined.
| | 00:51 | SharePoint is a product
that's installed on a server.
| | 00:54 | So, unlike Word, for example, or
Outlook or Adobe Reader, we don't install
| | 01:00 | SharePoint on our local Desktops.
| | 01:02 | Now there are applications that we use
with SharePoint that we do install locally.
| | 01:06 | For example, you and I might want to use
SharePoint Designer to create workflows
| | 01:10 | or to change how SharePoint appears or
we might want to use InfoPath to create
| | 01:15 | forms that works with SharePoint.
| | 01:17 | But SharePoint itself lives on a
server and you and I then connect to that
| | 01:22 | server using a browser from our Desktop or
laptop, from a tablet, from a mobile device.
| | 01:27 | But for many of us our first
introduction to SharePoint and the primary way
| | 01:31 | that we use SharePoint isn't using a
browser, it's by using the Office products
| | 01:36 | that we use already.
| | 01:37 | For example, we can create and save
products in Microsoft Word, PowerPoint or Excel.
| | 01:43 | On our SharePoint site, we can edit the
documents that we create either on our
| | 01:47 | Desktop, in a browser using Office 365
or we can view them on a mobile device.
| | 01:53 | Word, Excel and PowerPoint, these core
Office products are made to work with
| | 01:58 | Microsoft SharePoint.
| | 01:59 | And so it's very easy to
collaborate on documents by placing them in a
| | 02:04 | SharePoint environment.
| | 02:05 | The other thing we get then of course
is because that document is hosted on a
| | 02:09 | server, I don't necessarily need to
have access to my own laptop or Desktop to
| | 02:14 | be able to go retrieve a document.
| | 02:16 | It's very easy to access my documents
from this common store where I save them
| | 02:21 | using Microsoft SharePoint.
| | 02:23 | But I can also use other
applications to work with SharePoint.
| | 02:27 | For example, when I'm working in
Microsoft Outlook, I can have a calendar in
| | 02:31 | SharePoint that I connect back to Outlook.
| | 02:34 | Perhaps my team's calendar or a calendar
of events that we were responsible for,
| | 02:38 | or we might create a common calendar
in SharePoint that allows me to see when
| | 02:43 | different people in the office are
out of the office or are on vacation or
| | 02:48 | attending conferences.
| | 02:49 | So we can create group or team
calendars in SharePoint that every single member
| | 02:55 | of the team can view using Outlook.
| | 02:57 | The same thing is true
for contacts and for tasks.
| | 03:01 | InfoPath has a special relationship to
SharePoint, because InfoPath is used to
| | 03:05 | create form templates that other users
can then fill out using InfoPath Form
| | 03:11 | Filler and SharePoint.
| | 03:12 | So, I'll create a form hosted in SharePoint
and make it broadly available to an entire team.
| | 03:18 | I can publish Visio diagrams as
webpages and host them in SharePoint.
| | 03:22 | And there are enterprise services
available in SharePoint server, which provide
| | 03:28 | hosting for things like
Visio, Access, Excel and so on.
| | 03:33 | Microsoft Project actually uses a
particular version of SharePoint for people
| | 03:38 | who want to collaborate using
Project at the enterprise level.
| | 03:42 | So we have the core applications
of Office that are well supported by
| | 03:46 | SharePoint, but then we have these
other members of the Office family that also
| | 03:50 | have particular ways that
they connect to SharePoint.
| | 03:53 | Either to SharePoint Foundation, the
version we're using in this course or to
| | 03:57 | SharePoint Enterprise Server, which
has lots of specific services that
| | 04:01 | connect back to Office.
| | 04:03 | But what is SharePoint?
| | 04:04 | I've told you a little bit
about what it does, but what is it?
| | 04:07 | Microsoft has been asked this
question ever since the very first version of
| | 04:11 | SharePoint came out which was called Team Sites.
| | 04:14 | So Microsoft Team Sites which was
around for a couple of versions was difficult
| | 04:19 | for people to imagine, hard for them to
wrap their heads around and that basic
| | 04:24 | foundation of Team Sites has done
nothing but expand to provide more and more
| | 04:28 | features that you and I can use.
| | 04:30 | So how does Microsoft
explain what SharePoint is?
| | 04:33 | Well, they start by saying that we use
Microsoft SharePoint to create websites.
| | 04:38 | We create sites that are places where
people can work together, can save documents;
| | 04:44 | can go find information. So, very
specific full-featured websites.
| | 04:49 | You can then invite members of your team
to work on a site with you, because you
| | 04:55 | have a site in common.
| | 04:56 | You have a common platform for collaboration.
| | 04:58 | So, when my group of folks in my
workplace saves things together in a particular
| | 05:04 | site, we can then access those
documents; we can share them.
| | 05:08 | We have a single source of truth about
where they are. When I ask, "Where's the
| | 05:11 | latest version of the calendar?",
| | 05:13 | the answer would be, "It's on our Team Site."
| | 05:15 | Where is the up-to-date contacts' list?
| | 05:17 | I don't have to ask who has that;
| | 05:19 | it's the one on our Team Site.
| | 05:21 | And we create this community together
then, of people who have access to a common
| | 05:25 | set of information that's always kept current.
| | 05:28 | I can invite particular people to one
site, a different set of folks to another.
| | 05:32 | This can be based on things like
geography or having common tasks that we share,
| | 05:37 | but it can also be that we want to
create a quick community of folks who want to
| | 05:41 | help plan a shower for one of the
employees in the workplace or want to be able
| | 05:45 | to get together to bounce some
ideas around a particular project.
| | 05:49 | So, the communities can be long-lived,
| | 05:51 | they can be institutionalized
communities or they can be short lived, adhoc
| | 05:55 | communities of folks who need to work together.
| | 05:57 | Because we have really good content
controls, we don't have to worry about
| | 06:01 | having versions of documents
available that people shouldn't see.
| | 06:04 | So, we'll be generating lots and lots of
content for project teams, institutional
| | 06:10 | content being provided by groups like
the HR department, new documents for
| | 06:15 | employee in boarding.
| | 06:16 | We can have all of our policy manuals
here, all of our forms that are necessary
| | 06:21 | to get our work done and all of
that content can live in SharePoint.
| | 06:25 | That creates a huge problem. How do we find it?
| | 06:28 | Well, SharePoint has
excellent search capabilities.
| | 06:31 | So, when I create my documents, I can
search for them in a particular library or
| | 06:36 | a larger zone, a site or I can even
search on all of the sites that I have
| | 06:41 | access to, to find particular content,
whether it's an Excel spreadsheet that I
| | 06:45 | know that I need or a PowerPoint
presentation that I saw yesterday.
| | 06:49 | So, SharePoint provides great search
capability that allows us to go and search
| | 06:54 | all the content that we've created.
| | 06:56 | But because we've aggregated all of
this kind in one place, we also have the
| | 07:00 | ability to gain insights from it that we
wouldn't if it was sitting on different
| | 07:04 | peoples Desktops, in different
people's inboxes, in different network shares.
| | 07:09 | So we can aggregate information
about the content we have, whether we're
| | 07:13 | gaining information out of a database
or getting information from some list
| | 07:18 | that we're keeping.
| | 07:19 | We can do some regular kinds of
reporting about the information that we're
| | 07:23 | keeping in SharePoint.
| | 07:25 | Now, our ability to mine our information
for insights is a little more limited in
| | 07:30 | SharePoint Foundation.
| | 07:32 | If you look at SharePoint Server 2013,
you'll have the ability to create key
| | 07:36 | performance indicator pages, to do a
lot of work with business intelligence.
| | 07:40 | But we can still do some basic
information gathering here in
| | 07:45 | SharePoint Foundation.
| | 07:47 | And then, finally, there is
the sixth aspect of SharePoint.
| | 07:50 | This is the SharePoint product is
designed, but finally we have something called
| | 07:53 | composites and what composites means
is the extensibility of SharePoint.
| | 07:58 | The ability to create new things with
SharePoint that are very specific to your business.
| | 08:03 | For example, there is the ability to
add a workflow to a document library or a
| | 08:09 | list or even a site.
| | 08:10 | There is the ability to create
customized content, custom list, custom
| | 08:15 | libraries, all kinds of custom apps
that you would create that would allow
| | 08:20 | SharePoint to best meet your situation.
| | 08:23 | There's lots of out-of-the-box
capability to create sites, to invite people to
| | 08:28 | specific communities, to be able to
manage our content, to search through it and
| | 08:34 | to garner some kind of
business insight around it.
| | 08:37 | But composites truly make SharePoint
extensible and useful in every business setting.
| | 08:43 | So, what is SharePoint?
| | 08:44 | It's not an application like Word or Excel.
| | 08:47 | It's not a set of applications like Outlook.
| | 08:50 | SharePoint is more than a program.
| | 08:52 | SharePoint is a platform that
organizations use to build web-based solutions to
| | 08:57 | solve a wide variety of business problems.
| | 08:59 | And with SharePoint, it's easy for
us as users because we use the same
| | 09:04 | applications we've always used,
but now we use them with SharePoint.
| | 09:08 | Outlook with SharePoint, Word with
SharePoint, Visio with SharePoint and
| | 09:13 | SharePoint simply enhances the user
experience and allows us to collaborate and
| | 09:18 | do more together than we
could possibly have done alone.
| | Collapse this transcript |
| Understanding SharePoint roles| 00:00 | When you're invited to SharePoint site,
you'll be able to interact with the
| | 00:04 | things you find in that site, different
lists and libraries, documents and items
| | 00:09 | based on your role in
relationship to that site or that list.
| | 00:13 | Built-in there are five
primary roles in SharePoint.
| | 00:18 | The first role is that of an owner and
an owner has full control of a site or a
| | 00:22 | list or library and can do anything
with it that they want, they own it.
| | 00:25 | Next we have designers.
| | 00:27 | Their permissions are a little more limited.
| | 00:30 | They can view, add, update, delete,
approve, and most importantly they can
| | 00:34 | customize the things that they're
given a designer role in relationship too.
| | 00:39 | A slightly more limited role is that of editor.
| | 00:42 | Editors have permission to work with
items one might find in a site, but they
| | 00:46 | don't have the ability to do
things like customize the site's design.
| | 00:50 | A contributor has even more limited
permissions, because while editors have the
| | 00:56 | ability to delete items from a site,
contributors generally only have the
| | 01:01 | permission to delete
items they themselves created.
| | 01:04 | So think of it as you can post
items and remove your own post.
| | 01:08 | Finally, we have members of a site who
we really only want to have read items
| | 01:13 | there and we'll give them the reader role.
| | 01:16 | So they have the ability to
look at any item that's there.
| | 01:19 | They might even have the ability to download
a document and edit it but not to resave it.
| | 01:24 | If they want to save it, they'll only need
to save it locally on their Desktop or laptop.
| | 01:28 | So, these are the five primary roles.
| | 01:31 | You might have different roles
on different SharePoint sites.
| | 01:34 | You may have different
roles within a SharePoint site.
| | 01:38 | In SharePoint, roles can be established at the
highest level, at the level of a site collection.
| | 01:43 | A site collection is just what it
sounds like, a whole collection of sites in
| | 01:46 | one container generally administered
by the same person or group of people.
| | 01:50 | And the members are generally the same
people or with a great deal of overlap.
| | 01:55 | So, we can have a set of roles that are
assigned at the site collection level or
| | 02:00 | at the level of an individual team site
or we can have different roles based on
| | 02:05 | specific apps within a site, a library or list.
| | 02:09 | So I might, for example, in site A, be
someone who can only read the documents in
| | 02:13 | library 1, but I actually have the
ability to contribute to library 2.
| | 02:18 | In site B I may have permissions for any
list and library that are exactly the same.
| | 02:23 | Generally speaking, we want to establish
the broadest level of permissions we can.
| | 02:28 | So unless there's a compelling reason
for people to have different permissions
| | 02:32 | to library 1, library 2 and list 1 in
site A, we would generally simply set the
| | 02:38 | permissions of the level of the site,
establish those roles there and then allow
| | 02:43 | those roles to also work
for the libraries and lists.
| | 02:45 | Now if you use the words permission and
role together here in the same sentence.
| | 02:51 | When you in turn are establishing a
site later on in SharePoint and you need to
| | 02:55 | determine what user roles are.
| | 02:58 | After you've established the roles
that are available, you will then
| | 03:01 | assign specific groups of people, permissions,
and that is how they will get these roles.
| | 03:08 | We can talk about SharePoint roles when
you go to actually set these in SharePoint.
| | 03:13 | The title of the page is permissions
levels, and you'll learn more about this
| | 03:17 | later in the course under the
title SharePoint Permissions.
| | 03:20 | For now it's enough to know that the
roles that you have are assigned by someone
| | 03:24 | else, a site's owner or SharePoint
administrator, and your role may differ from
| | 03:29 | site to site, and within a site
from one list or library to another.
| | Collapse this transcript |
| Understanding SharePoint products| 00:00 | As if SharePoint itself wasn't complex
enough, Microsoft has made it a little
| | 00:05 | more complex by having
multiple versions of SharePoint.
| | 00:08 | Now there have been various versions of
SharePoint since, really, SharePoint 2000,
| | 00:13 | but in SharePoint 2013 we have
four different versions of SharePoint.
| | 00:18 | The first is SharePoint 2013
Foundation, and Foundation is the most widely
| | 00:23 | distributed version of SharePoint, because
it is included with Microsoft Windows Server.
| | 00:28 | So, if you're in an environment where
you are prompted by Windows to log onto a
| | 00:32 | network, someplace nearby there
is SharePoint 2013 Foundation.
| | 00:37 | That would be available for you to use.
| | 00:39 | Then there's SharePoint
Server 2013 Standard Version.
| | 00:43 | This is a separate product that larger
organizations can purchase and install.
| | 00:48 | It has all of the bells and whistles
of Foundation plus a few more things
| | 00:52 | improved search and so on.
| | 00:54 | Then SharePoint Server 2013 Enterprise,
now SharePoint Server Enterprise has a
| | 01:00 | lot more capability, because in
addition to everything that's offered in
| | 01:04 | Foundation and in Server Standard,
Enterprise includes some specific services
| | 01:10 | that are made to extend the
capabilities of SharePoint.
| | 01:13 | For example, Content Management Services,
Business Intelligence Services, and so on.
| | 01:19 | And then a new version of SharePoint that
came out in 2011 is called SharePoint Online.
| | 01:25 | Now SharePoint Online is one of the
servers that comes with Office 365, which is
| | 01:30 | a subscription version of Microsoft Office.
| | 01:33 | Some organizations purchase the
Subscription Version of Office 365 that also
| | 01:38 | includes licenses for Office on the Desktop.
| | 01:40 | But for many Office 365 users, their
entire experience of office and SharePoint
| | 01:47 | both is through a browser in the cloud.
| | 01:50 | Any of these SharePoint products can
be hosted in the cloud, but SharePoint
| | 01:54 | Online really only lives there.
| | 01:56 | In this course, we'll be discussing
SharePoint 2013 Foundation. There are other
| | 02:01 | courses in the lynda.com Library
that talk about SharePoint Server 2013
| | 02:06 | Enterprise and SharePoint Online.
| | Collapse this transcript |
| Connecting to SharePoint| 00:00 | The last part of our introduction is
learning how to actually go to a SharePoint
| | 00:04 | site for the first time.
| | 00:05 | Normally, someone will send you an e-mail
or will provide you with a link. If you
| | 00:11 | already have a Username and Password
somewhere else in the site collection, or
| | 00:15 | if your site is set up internally and
you can log into Active Directory in
| | 00:19 | Windows, all you really need is the link.
| | 00:22 | So, I'm going to go ahead and click this
link and I'll be taken to my site, I'm
| | 00:27 | already logged in and it
knows what to do with me.
| | 00:30 | But it's possible that I begin with
another type of task, another type of e-mail.
| | 00:34 | For example, I've sent Mark LaCie a document,
but that document isn't attached to this
| | 00:40 | message. This is just a link, so that
Mark can open this document directly from
| | 00:44 | the SharePoint site.
| | 00:45 | So that's another way that
you may be invited to a site.
| | 00:49 | A third possibility is that you
actually have a role, you're given, for
| | 00:53 | example, a task in the workflow and you're
asked to go open up a form and make some changes.
| | 00:59 | And finally you can receive an invitation
that says, you have a new change in role.
| | 01:05 | In this case, Mark has been added as an
owner of the Orientation Library on a
| | 01:09 | site, and here is a link that takes
him to the site where he's the owner.
| | 01:14 | A site you'll be very familiar with the
more we work in SharePoint in this course.
| | 01:19 | So, it almost always starts with an e-
mail invitation and, it always starts with
| | 01:23 | the URL of some kind.
| | 01:25 | However you receive your invitation, I
encourage you to click that hyperlink and
| | 01:29 | jump into SharePoint.
| | 01:31 | Let's go ahead and start on the
rest of our learning together, it'll be
| | 01:34 | an amazing journey.
| | Collapse this transcript |
|
|
2. SharePoint Team SitesTeam sites: The basics| 00:00 | Before we answer the question,
what is a SharePoint Team Site?
| | 00:03 | Let's start by talking about the
bigger question, what is a team?
| | 00:07 | In your organization there are
probably a wide number of people that you work
| | 00:11 | with. Some of them are your colleagues,
they may be external partners like
| | 00:15 | vendors, they might be customers,
people in your office, folks in different
| | 00:19 | offices, you might work on a global team
with members in different countries, or
| | 00:24 | you might be in a smaller organization
where everybody is in one building or in
| | 00:28 | one floor of a building together.
| | 00:30 | You can belong to many different teams
and almost any organization, from the
| | 00:34 | formal teams of a project team or a
department or a workgroup, to less formal
| | 00:39 | teams, all of the people who've
agreed to work on a new R&D project.
| | 00:44 | All of the employees who are interested
in participating in a particular kind of
| | 00:48 | giving or charitable work, everybody
who's interested or who's been assigned to
| | 00:53 | work on the company picnic.
| | 00:54 | All of those are different teams.
| | 00:56 | And when you have a team that's working
together all of a sudden at team starts
| | 01:00 | to generate artifacts.
| | 01:02 | For example, you'll be creating Excel
spreadsheets and Microsoft Word documents,
| | 01:06 | and PowerPoint presentations and
perhaps Access databases, and project plans,
| | 01:10 | and Visio diagrams and a few things in
Adobe Acrobat, you'll be taking all those
| | 01:14 | things and e-mailing them to each other.
| | 01:16 | All of you will have inboxes full
of documents, folders in your network
| | 01:20 | share, full of documents.
| | 01:21 | And you begin to think, isn't
there a better way than e-mailing
| | 01:26 | documents, clogging up our servers,
having to wonder who has the proper
| | 01:31 | version of a document.
| | 01:32 | If we're a team together, surely there
has to be a way we can support the work
| | 01:37 | of a team by providing a common space
for the things that we create together, in
| | 01:42 | order to get our job done
here for this organization.
| | 01:45 | Enter SharePoint Team Sites.
| | 01:47 | A Team Site is a private web space. By
private I mean only the folks who you
| | 01:52 | give permission to participate
will be allowed access to the website.
| | 01:56 | Everyone else in your organization and
everyone outside of your organization
| | 02:00 | won't be able to get to this website.
| | 02:02 | A SharePoint Team Site provides a
container for your team's work, so that
| | 02:06 | when you're working on a project,
you can place that information in your
| | 02:10 | project team's website.
| | 02:12 | On the other hand, when you're working
on some other document, you won't save it
| | 02:15 | there, because that's not
part of the work of the team.
| | 02:18 | And it provides a collaboration space
for team members because a Team Site has
| | 02:22 | social networking capability.
| | 02:24 | So, this is where members of a team can
go find out who else is online, you can
| | 02:29 | connect with them using some of the
other Microsoft products that are available
| | 02:34 | or you might decide that you want to
create some kind of a conversation in your
| | 02:38 | Team Site around an issue
that you're working to resolve.
| | 02:41 | So, a Team Site provides a space for
conversation and collaboration around
| | 02:46 | documents, because when I post a
document, I don't have to e-mail it to you
| | 02:50 | so you can edit it.
| | 02:51 | The fact that I put it in a Team Site
means that you can jump in and do some
| | 02:56 | editing work on the document, either
before I edit the document, after I'm
| | 02:59 | finished with the document or while I'm
editing it. We can both edit a document
| | 03:05 | together, if we've housed it on a Team Site.
| | 03:07 | A Team Site also includes apps
that help our team stay organized.
| | 03:11 | For example, we can have a timeline;
| | 03:13 | we can have lists of information,
perhaps links that we want to investigate or
| | 03:18 | list of vendors that we're working with,
lists of potential issues that have
| | 03:21 | come up in our project.
| | 03:23 | We can have Document Libraries, where
we store the documents that we want to
| | 03:26 | collaborate on together.
| | 03:27 | The Team Site supports social
networking within the team, but it also supports
| | 03:31 | reaching out across our team boundary
to other people, who are within our same
| | 03:35 | site collection, but who
maybe are not members of our team.
| | 03:38 | The social networking extends not just
within the team, but beyond the team.
| | 03:42 | We also have forms for collecting
information, so that we could survey folks
| | 03:46 | or if part of our work is collecting
new ideas, we could create a form, like a
| | 03:51 | Suggestion box, tell us your new idea,
click here and drop it in to our SharePont site.
| | 03:56 | SharePoint allows our team to create
automation for our workflows, so let's
| | 04:01 | extend the idea of that Suggestion box form,
| | 04:03 | that now, when someone drops a form in
our Team Site, automatically SharePoint
| | 04:08 | scoops it up and looks at it and says, "Oh!
| | 04:10 | This idea needs to go to the Marketing
department", and automates it and sends it
| | 04:14 | on down the line using e-mail.
| | 04:16 | This entire site structure
is secured by permissions.
| | 04:18 | SharePoint is very clear about who is a
member of the team and who's not, who's
| | 04:22 | an owner of the team and who's not.
| | 04:24 | What role you have in the team,
whether you are a contributor, an editor, or
| | 04:28 | an owner of the site.
| | 04:29 | And finally, SharePoint
is scalable and extendable.
| | 04:32 | It's scalable, because as your team
continues to grow, you simply add new
| | 04:36 | members to your site, and it's
extendable, because SharePoint doesn't stop with
| | 04:41 | its out-of-the-box functionality.
| | 04:42 | You can also use other tools like
SharePoint Designer and built-in tools in
| | 04:47 | SharePoint itself, to provide
Automation, Forms, Custom Libraries, Costume
| | 04:52 | Lists, and whatever else your team
needs to best be able to do its work, using
| | 04:57 | the power of Microsoft SharePoint Foundation.
| | Collapse this transcript |
| Navigating in a team site| 00:00 | There's a particular pattern or habit
to how one works in a SharePoint site.
| | 00:04 | So, let's take a look at how we can
best navigate within our team sites.
| | 00:09 | In this site, we have an area that's
called the quick launch here at the top.
| | 00:13 | It shows Home, Documents, Task,
Calendar, Recently visited portions to the
| | 00:19 | site, and Site Contents.
| | 00:20 | Sometimes you'll see that same quick
launch on the left side of the site.
| | 00:24 | That's simply a matter of site design,
| | 00:25 | but it will appear in one of those two places.
| | 00:28 | If I'd like, for example, to go to my
Documents library, I can click the Documents
| | 00:33 | linked in the quick launch and I will
go immediately to my Documents Library.
| | 00:37 | Here, I can add documents; I can take a
look and edit documents that are here already.
| | 00:43 | If I'd like to go back to my homepage,
I click Home on the quick launch and
| | 00:47 | return back to the homepage.
| | 00:49 | I also have, if you'll note, a link at
the bottom here that says Documents.
| | 00:53 | This is a web part showing the same
Document library that we just visited.
| | 00:59 | So, if I click here, this will also
take me to the same document library.
| | 01:04 | However, if all I want to do is open
a document, I can do it as easily in
| | 01:09 | the Web part here on the Home page, as I
can by visiting the Document library itself.
| | 01:14 | If I'm working in a site, for example,
and I choose Documents and then make
| | 01:19 | another choice like LIBRARY, and Modify
View, I'll go to yet another page, that's
| | 01:26 | part of this library and as I
do that, there are breadcrumbs.
| | 01:30 | They're not as obvious as they might be,
so I'd like to point them out, I was in
| | 01:34 | my Document Library, I can get
back there directly from here.
| | 01:37 | I can go back to the Homepage
where my document web part is,
| | 01:41 | but I'm currently in Edit View, and if
I point to Settings, it's a link as well.
| | 01:46 | So, here's my breadcrumbs:
| | 01:47 | Settings > Edit View.
| | 01:48 | If I want to return back to Settings,
I simply click and I'm in the settings
| | 01:52 | for this document library or I can click here
and return to the library or back here to go Home.
| | 01:59 | Similar to document library, I have a
Task list in the Calendar, I would get to
| | 02:03 | them in exactly the same way.
| | 02:05 | So, if I choose Calendar, for
example, here's my Calendar.
| | 02:08 | To return Home, I click Home.
| | 02:10 | Some of the appearance is browser
dependent and Windows dependent.
| | 02:14 | So, right now I'm using Windows 8 and
we are actually seeing this page in what
| | 02:18 | used to be called Metro Mode.
| | 02:20 | So, you'll notice that there's not
an obvious address bar. However, if I
| | 02:23 | right-click anywhere in the page, I'll
get the opportunity to go to different
| | 02:28 | pages that I have opened. Here at the top,
open a new page or visit the address
| | 02:32 | bar here at the bottom.
| | 02:34 | So, this is what this page looks
like in Metro Mode in Windows 8.
| | 02:38 | If I wanted however, to see this page
in a more traditional browser and there
| | 02:42 | are times that I might want to,
| | 02:43 | in a browser that opens on the
desktop with its address bar and its tabs at
| | 02:48 | the top, what I'll do after I right-
click is click on Page Tools and choose
| | 02:52 | View on the desktop.
| | 02:53 | This will prompt Windows 8 to switch
out of Metro Mode, to switch into a
| | 02:57 | Normal Display mode,
| | 02:59 | open the Desktop, open a browser and
show me the same page here with tabs at
| | 03:04 | the top, more like, I might have been
used to in Windows Vista, or in Windows
| | 03:09 | Professional, or in Windows XP and
earlier versions of Internet Explorer like IE6.
| | 03:15 | So, even though SharePoint is a browser-
based product, it's not only Internet
| | 03:18 | Explorer, it is changing how you
might view it, it's also Windows itself.
| | 03:22 | There is no single click way back from
here to the mode that I was in earlier
| | 03:28 | to Metro Mode, so that's a reason to
stay in that other mode just as long as
| | 03:31 | you can if you like it, because again, here we
are out of Metro mode with no quick path back.
| | 03:37 | The easiest way to get back to Metro
mode is actually to return to start and
| | 03:42 | re-fire the page that we were seeing before.
| | 03:45 | The next to the last item on our quick
launch is Site Contents and when we click
| | 03:49 | here, we'll actually see
everything that's part of our site.
| | 03:52 | So here's a list even though we
don't necessarily see all of these items
| | 03:55 | reflected in our quick launch, on our
Home page, we see, for example, that we have
| | 03:59 | a list of Vender Contacts, that we have
a Calendar and, as you'll find out later
| | 04:03 | on, we can actually add more
apps to this site if we wish.
| | 04:06 | So, if we want to see everything as part
of a site simply click Site Contents and
| | 04:10 | we will visit sort of the Backstage
view here that will show us here all of the
| | 04:14 | items that are on the site.
| | 04:16 | This is also where you'll access the
RECYCLE BIN if you ever accidentally delete
| | 04:20 | something and would like to have it back.
| | 04:22 | As you continue to work with SharePoint
navigation in your SharePoint site will
| | 04:26 | become, not just intuitive, but easy.
| | Collapse this transcript |
|
|
3. SharePoint Libraries and ListsUsing a library| 00:00 | One of the core functions of team site
is to create a space where you and I can
| | 00:04 | share information and collaborate.
| | 00:06 | We will do that in two different
types of apps, lists and libraries.
| | 00:10 | So, we're going to spend the next
several videos talking about how lists and
| | 00:14 | libraries work in SharePoint.
| | 00:16 | Here we are on our homepage, and we
have the ability to scroll down and to take
| | 00:21 | a look at a Web part that is showing us
the documents in our document library.
| | 00:27 | And if we all we wanted to do is open a
document we could do that here, but I'd
| | 00:31 | like to point out that our Tools up at
the top are actually tools about the Home
| | 00:36 | page not about the Document library.
| | 00:38 | If I would like to see tools related to
my library, I really need to click the
| | 00:43 | link here in the Web part to
open the Document library itself.
| | 00:47 | And now you'll see that in addition to
Browse rather than having a page tab in
| | 00:51 | my ribbon, I have a Files tab and Library tab.
| | 00:55 | The Files tab is going to be all
about content, about how I would upload
| | 00:59 | documents, how I would find out
the properties of the document in my
| | 01:03 | library, other things I might do
with individual files or a selection of
| | 01:07 | files that I checked.
| | 01:08 | The Library tab on the ribbon will be
used to let me to make changes to the
| | 01:13 | Library, for example, how I view these
files and that will be the same whether
| | 01:16 | we are in a Document library or
Custom library, a list that comes as a
| | 01:21 | SharePoint app or Custom list.
| | 01:23 | These tabs will let us work with
individual items or will let us work
| | 01:27 | with Library as a whole.
| | 01:28 | So, what I would like to do first is
show you how you can sort in this Library.
| | 01:33 | I am going to go back and click Browse.
Each of these headings: Document Name,
| | 01:37 | Modified Date, and Modified By is
actually a sort and filter button as well.
| | 01:42 | So, I can click and sort this by when
Documents were last Modified, now the
| | 01:47 | oldest are on top, click
again and the newest are on top.
| | 01:51 | Or I can click this drop-down arrow and choose
Ascending or Descending sort, or I can filter.
| | 01:56 | So, I can say, "Just show me the Documents
that were last modified on December 16."
| | 02:01 | I can also Clear the Filter here, so if
I am saying, "Show me Documents from the
| | 02:06 | 14th", notice there's only one, I don't
even need to click Close for this to be
| | 02:09 | applied and now Clear.
| | 02:11 | So, if I quickly want to say, "Well,
well how many Document were there on the
| | 02:14 | 14th?", that's a fine way to do
it, there's only one and Close.
| | 02:18 | So, sorting and filtering happens right here.
| | 02:20 | Documents also have properties
and I can go take a look at those.
| | 02:23 | If I select a Document, I can go to
Files, View Properties and this will allow
| | 02:29 | me to see any properties the Document has.
| | 02:31 | For example, it's Name, which is a
Filename, and its title. This Document actually
| | 02:36 | has no title. It's a video,
it was posted without one.
| | 02:39 | So, I might choose to edit this item.
| | 02:41 | So, let's go ahead and
close this and select it again.
| | 02:45 | Say, you know, I would like to go in here and
I would like to Edit the properties of
| | 02:49 | this particular document and so the
Title here could be, This is a Short video
| | 02:54 | of Fred Surfing near Seal Beach.
| | 02:57 | I am going to go ahead and Save that.
| | 02:58 | Now that doesn't actually affect
anything here except when I go to take a look
| | 03:03 | at its Properties, I'll see that
slightly longer title or description and as you
| | 03:07 | will find it later you can create a
view that would use Titles rather than
| | 03:11 | Filenames for that more descriptive information.
| | 03:13 | If I want to open a file I can simply
point to it and click to open it, and
| | 03:17 | I'll show you more about opening files later,
but that's what that hyperlink is used for.
| | 03:21 | Another thing you might want to note
in this Document Library as well as in
| | 03:25 | lists, this star actually means
that this is a document that is new and
| | 03:30 | typically a Document will
remain starred for about 24 hours.
| | 03:33 | I'd say it's the green star but that's
only because we happen to have a theme
| | 03:37 | applied here where the stars green
sometimes it's red, sometimes it's black, it
| | 03:41 | depends totally on what
theme is that you're using.
| | 03:44 | The last thing that I can easily do in
a Document Library is, I can say I would
| | 03:48 | like to find a particular file, I can
type a search term in here, and it's
| | 03:52 | looking just here in this Library.
| | 03:55 | That's as opposed to typing a search
term here that will search not just in the
| | 03:59 | Document Library, but in the entire site.
| | 04:01 | So, here's my Document search box,
here's my Site search box, and this Document
| | 04:06 | Search actually will search for, not just
file titles and filenames, but actually
| | 04:11 | through the file contents or files
that we are created in Microsoft Word,
| | 04:16 | Microsoft Excel, and other applications.
| | 04:17 | So, here's my local search box, it's
just another one of the tools that here in
| | 04:22 | my SharePoint Library.
| | 04:23 | So, this is how we broadly work with
every single library, whether you create a
| | 04:27 | custom library, or use one of the
libraries, it's a built-in app that comes with
| | 04:31 | Microsoft SharePoint.
| | 04:32 | Every document library will allow you
to open files, save files, sort, filter,
| | 04:37 | and search, using the tools that
are assigned to the app type library.
| | Collapse this transcript |
| Using a list| 00:00 | SharePoint lists are simply the kind
of information that you might keep in
| | 00:04 | Access or Excel, or a list, and word,
or any place else that you would create a
| | 00:11 | list of items, and the details about them.
| | 00:14 | Now we have several lists, because most
of the apps that we have in our site, if
| | 00:18 | they're not document libraries,
they are lists, so Tasks is a list, and
| | 00:22 | Calendar is a list.
| | 00:23 | But I would like to go open a very
specific list that's our Vendor Contacts
| | 00:27 | list that we've created.
| | 00:28 | So, we are going to choose Site Contents,
because that item is now listed on our
| | 00:32 | quick launch, and I'm
going to open Vendor Contacts.
| | 00:35 | So, here's a list and here are the
ribbon tabs associated with a list: BROWSE,
| | 00:41 | which just let's me look at everything,
| | 00:43 | ITEMS, which allows me to Add a New Item
to View or Edit an Item, to get an Alert
| | 00:49 | about a particular Item if it changes,
and LIST, which are all the commands that
| | 00:54 | are used to work with this List as a
whole, to Create new ways to look at it, to
| | 01:01 | Export all of the Items to Excel, and so on.
| | 01:04 | As with the library the headings at the
top are actually buttons that we can use
| | 01:09 | to sort and to filter.
| | 01:10 | So, if we wanted, for example, to sort
our List in alphabetical order by Last
| | 01:14 | Name, we just click once on the button,
and there is our sorted list or if we
| | 01:18 | wanted to sort it by the
Company Name, we can click here.
| | 01:22 | So, it's very easy to be able to sort
this List, if we wanted to filter the list
| | 01:26 | we could typically we do that if we had
multiple contacts for a Company, but there
| | 01:30 | might be other reasons we know for
example, that we want to just look at some
| | 01:35 | particular vendor, At Home, Ellington
Mac and Fab Home Designs, and we can then
| | 01:41 | just create that particular filter.
When we want everybody back again, simply
| | 01:46 | clear the filters from Company.
| | 01:47 | So, we know how to sort a list;
we know how to filter a list.
| | 01:51 | If we wanted to see more detail
remember that whenever we're looking at a
| | 01:54 | particular view of a library, or list we are
not necessarily seeing all the data that's there.
| | 02:00 | It's totally possible that we have
other information about many of these folks.
| | 02:04 | So, if we wanted to open one of these
up and go take a look, we simply can
| | 02:07 | click on the link and go see all of the
information for Paul Redman and click Close to go ahead and leave.
| | 02:14 | If we wanted to search just in this
list, and remember that this list may be
| | 02:18 | really long and run off the bottom
at this page, then we type a search term
| | 02:22 | in here for example, if we were looking
for the stores, the companies, or even
| | 02:26 | possibly the people that had the word
furniture in their name, we could search here.
| | 02:30 | If we want to search the entire site,
then we would click here in this search
| | 02:34 | box to search the entire site and you'll
see more about search later on in this course.
| | 02:39 | So, very easy to be able to go in, and
take a look at this list and say, "I would
| | 02:45 | like to sort it, and I would like to filter it.
| | 02:46 | There is one more thing that you can do
with this type of list presentation that
| | 02:50 | you can't do with a library and that's
actually to say that I would like to edit
| | 02:54 | the list as a whole and move to
a view mode called Quick Edit.
| | 02:58 | You'll see more about this later but
you will notice that this looks very much
| | 03:01 | like Microsoft Excel and you can
actually go in and select and Edit individual
| | 03:06 | items here more as you would in a Grid
Control, in Access or an Excel, including
| | 03:12 | some tools for example to be able to
fill contents from one row to the next,
| | 03:17 | something to you don't get when
you're editing items individually.
| | 03:21 | You can also add new items right here very
easily just as you could in your library.
| | 03:25 | So, this is how a list works: you open the
list directly so that you can work with it,
| | 03:31 | you can use the different commands on
the Items ribbon to be able to work with
| | 03:36 | individual list items, or you can click
the List tab in order to make changes to
| | 03:43 | the list as a whole including things
like Quick Edit that you just saw and new
| | 03:47 | views, and exporting, and connections
that you'll see later on in this course.
| | 03:51 | So, working with list is almost the
same as working with libraries, very easy
| | 03:56 | simply navigate to the list that you
want to work with and use the commands
| | 04:00 | built into the list itself, as well
as the commands that you see on the
| | 04:03 | ribbon here in SharePoint.
| | 04:04 | When you're ready to leave the list
simply go ahead and click Home and let's go
| | 04:08 | back to the Home page of our site.
| | Collapse this transcript |
| Adding a library or list app to your site| 00:00 | Now that you've seen what you can do
with a document library or list, you might
| | 00:04 | want to add list or libraries to your own site.
| | 00:07 | SharePoint comes with a fistful of built-
in libraries and lists that you can use.
| | 00:13 | If you want to add more content to your
site you start by clicking Site Contents
| | 00:18 | and this will show you what
contents you're using already.
| | 00:20 | Now, don't let the fact, for example,
that you have a Calendar, bother you if you want
| | 00:24 | to create another one. Most of these
apps can appear more than once in a site
| | 00:28 | but if we would like to add an app that
doesn't already exist, we would click add
| | 00:33 | an app here to do that.
| | 00:35 | So here are the things we're using
already, and we can modify them from here but what
| | 00:40 | I want to do is add a new library.
| | 00:42 | So, I'm going to click, Add an app
and you'll see this list of all of the
| | 00:46 | different apps that you can add.
| | 00:48 | So, Noteworthy, at the top;
that could say Frequently used.
| | 00:51 | That list doesn't change even if you
use them all or don't use any of them it's
| | 00:54 | still going to be noteworthy.
| | 00:56 | Frequently used by someone perhaps by you.
| | 00:58 | Other apps that you can add.
| | 01:00 | There are a couple of pages of these,
so you can go take a look at all of them.
| | 01:04 | I'd like to add a new Document Library.
| | 01:06 | Now before I do this, I want to tell you why.
| | 01:09 | I have one library already, that's
being used within the site for documents
| | 01:12 | that we collaborate on.
| | 01:14 | But there is a set of documents that
has a different set of permissions or
| | 01:18 | roles associated with it.
| | 01:20 | Everyone on this site can work in the
current document library we have, right
| | 01:24 | here, everyone can edit.
| | 01:26 | But we have some documents that we
provide to team members for new teams, and
| | 01:31 | only a small group of people can edit
those but everyone can look at them.
| | 01:36 | Because I have these different
permissions for this group of documents, I want
| | 01:39 | to create a new library to put them in.
| | 01:41 | So I'm going to click Document
Library and I'll be asked to provide a name.
| | 01:45 | This is the first time, we've been
in this position and I would like to
| | 01:49 | describe where we are.
| | 01:50 | We are being asked to provide a name
that will also be used as the web address
| | 01:54 | or URL for this site.
| | 01:56 | If for example, I were to type a name
like Docs For Team Members, it won't
| | 02:02 | look this way in a URL whether, you've ever
noticed it or not, web addresses can't have spaces.
| | 02:07 | And the space in this then is converted
to the ASCII character for space which
| | 02:12 | is the character 20 and proceeded by
the ASCII symbol, the percent sign (%) So
| | 02:16 | what I'd really be creating
is a URL that looks like this.
| | 02:19 | That's not an easy to read URL and it's
the URL that at this point takes up six
| | 02:24 | more characters than I want to give away.
| | 02:27 | The entire URL for a document, for a
website for any place, you go on the Web
| | 02:32 | cannot exceed 255 characters.
| | 02:34 | You might think that's a lot until you
start having a path that includes a site
| | 02:39 | and a sub-site and document with a
long name and all of those have spaces in
| | 02:42 | them and we are thrown away
space all the time for our filename.
| | 02:46 | So here's my recommendation and this is
actually what I do every single time I
| | 02:51 | create a site, if this is
documents for team members or team member
| | 02:54 | orientation, I'm going to do this,
this is called camel case where you start
| | 03:00 | each word with a capital letter.
| | 03:02 | It's a habit from being an information-
technology worker all of these years.
| | 03:07 | But there are actually some
applications that we're going to use in this
| | 03:10 | course that know that when it sees
that and it wants to convert it to label,
| | 03:14 | it should put spaces in.
| | 03:15 | Whereas if I didn't use upper case, if
I just had a lowercase M for member a
| | 03:20 | lower case O for orientation, so on,
it wouldn't know how to convert it.
| | 03:23 | So simply hitting the Shift key and
capitalizing the first letter of each word
| | 03:27 | is going to give me a tidy URL.
| | 03:29 | Now remember, I'm going to be
able to assign another name to this.
| | 03:32 | So I could even go shorter.
| | 03:34 | I could say that this is simply
whatever it's going to let me know what this is
| | 03:40 | now because it's a library, I
might not even need that word.
| | 03:43 | So this is going to be a short name,
it's going to appear in the URL but I'll be
| | 03:48 | able to provide a more verbose
name for this library letter.
| | 03:52 | Right now, I'm focused
on providing a URL for it.
| | 03:54 | So I'm going to create this, and notice
that it's tacked on to the end of this
| | 03:59 | URL already which is no
obstacles hostpilot.com and so on.
| | 04:03 | And here's my new library, when I
point to it, I can see the URL that I
| | 04:08 | created down here on left.
| | 04:09 | https//no-obstacles.hostpilot.com/team orient.
| | 04:14 | That's what I put in there.
| | 04:15 | Let's go head and click to open up that Library.
| | 04:18 | Now I don't want that name to hang
around, and I also want to put this library
| | 04:22 | up here on my Navigation bar.
| | 04:24 | So, there are a couple of quick things
that I'm going to show you to do, I'm
| | 04:28 | going to go Library to the tab and I'm
going to click Library Settings and I'm
| | 04:32 | going to change the list name
description and navigation of this site.
| | 04:35 | We're going to see these other settings
later I just want to touch these right away.
| | 04:39 | Now, I can change the name to Team Member
Orientation which was the name we had to begin with.
| | 04:45 | The URL is all set, so I
don't have to worry about it.
| | 04:48 | And this would be true throughout
SharePoint, if you have a choice to enter both
| | 04:52 | the name and the URL then
you can modify either one.
| | 04:55 | But if you have a choice only for a name
the first time in you're creating URL when
| | 04:59 | you go back and edit the name
the URL isn't going to change.
| | 05:02 | And this is a Library for documents
provided to each team member at the start of
| | 05:10 | their assignment or at team launch and
I'm asked do I want to display this on
| | 05:15 | the quick launch, I'm going to say, "Yes",
and it will put it here. Let's click Save.
| | 05:19 | There is my new library, I can click
Home to go back and that's how easy it is
| | 05:24 | to create either a new library, or a
new list using the built-in apps in
| | 05:28 | SharePoint Foundation.
| | Collapse this transcript |
| Customizing a library| 00:00 | There are number of different apps for
lists in SharePoint 2013, but there's
| | 00:05 | really only one document library.
| | 00:08 | So, once you create a library you will
often need to be able to customize it.
| | 00:13 | Our library for Team Member
Orientation documents has no documents in it yet,
| | 00:18 | it's brand-new and before we have
people start adding documents to the library
| | 00:22 | we want to provide some customization
so that we can be able to better sort and
| | 00:27 | filter the documents that are added.
| | 00:29 | Let me tell you a little bit about the
functionality that this business needs.
| | 00:32 | There are two different pieces of data
that we'd like to know about every single
| | 00:38 | document in this library.
| | 00:39 | The first is who owns this document, who
is responsible for keeping it up-to-date.
| | 00:45 | Whether it's what the employee fills
out to designate the beneficiary for their
| | 00:49 | 401(k) or a form that they have to
sign to show that they agree with the
| | 00:54 | company's policies around the internet.
| | 00:56 | Whichever it is, someone's
responsible for it and someone needs to make
| | 01:01 | sure that the right document is in this
team sites folder, so that's the role of owner.
| | 01:06 | The second thing that we need to know is
who is going to actually be responsible
| | 01:11 | for providing this document to the
employee, for putting it in the e-mail, for
| | 01:14 | putting it in their hand.
| | 01:15 | And so this role is the provider role
and currently it falls to two different
| | 01:19 | groups, it's either someone in human
resources that's assigned by the HR
| | 01:23 | Director or the supervisor for this
employee once they have been hired.
| | 01:27 | We have all these documents now
they're just not in SharePoint.
| | 01:30 | Let me show you what that document
store looks like because I bet you have one
| | 01:34 | just like at someplace in a Windows Share.
| | 01:36 | So, here we are in our document store.
The first thing we've done is we've
| | 01:40 | created information about who the
owner is so there is a folder someplace and
| | 01:45 | that folder called team member
orientation documents and inside of it is a
| | 01:49 | folder for human resources, one for
facilities, one for telecomm one for info
| | 01:54 | tech and one for security. In other
words, one folder for every department that's
| | 01:58 | a possible owner of documents.
| | 01:59 | And then inside of each of those
folders is a folder for who is responsible for
| | 02:04 | providing that particular
document to the employee.
| | 02:08 | So if the human resources department is
the department that creates a form and
| | 02:14 | is also responsible for handing that
form to the employee, that form would be
| | 02:18 | filed right here in the
human resources HR folder.
| | 02:22 | If on the other hand the facilities
department creates a form that is to be
| | 02:27 | provided by the supervisor,
that form would go here.
| | 02:30 | And so, part of the way this system
works is that whenever someone files a
| | 02:35 | particular document they need to know
who owns it, they need to know who hands
| | 02:39 | it out, they might make a few phone
calls to find out and then they'll put that
| | 02:42 | document in the appropriate folder.
| | 02:44 | Note that when the document is
misfiled it's more than in the wrong place;
| | 02:48 | it actually is carrying
incorrect information about itself.
| | 02:52 | If I meant to save a document in the
supervisor folder in telecomm, but instead
| | 02:57 | saved it in the supervisor folder under
info tech that really infers that info
| | 03:01 | tech now is responsible for making
sure that this is the correct document.
| | 03:05 | This was the best that we
could do in a Windows environment.
| | 03:09 | In a Windows environment we had no
ability to attach a description to a
| | 03:14 | file from the outside;
| | 03:15 | all we had really, was a filename.
| | 03:17 | And so we might have named a file "Form
owned by human resources and provided by
| | 03:23 | human resources to new
employees about beneficiaries".
| | 03:27 | We could do that in a name. That's
simply another way that we were trying to
| | 03:31 | describe a container without enough tools.
| | 03:34 | Data about a file whether it's who
owns it, who provides it, how it's used,
| | 03:41 | when it was last updated, who
created it to begin with, when it should be
| | 03:46 | reviewed to make sure that it's current
or fresh enough, all of that data about
| | 03:49 | a file is called Metadata.
| | 03:52 | If that's a word you don't use it's a
great term for you to pick up now, because
| | 03:56 | metadata is one of the secrets
to why SharePoint works so well.
| | 04:00 | Because in SharePoint we can actually
attach metadata to every single item or
| | 04:05 | every single document in a document library.
| | 04:08 | Let's go back now and see how
SharePoint will allow us to deal with these two
| | 04:12 | columns of metadata owner and provider.
| | 04:16 | So, here we are in our document library.
| | 04:18 | When I create a new document library
there are a number of fields of information
| | 04:23 | or columns of information that
SharePoint automatically wants to collect.
| | 04:28 | It only shows us a few years, the
document icon which would show us whether this
| | 04:32 | was Excel or PowerPoint, Word or some
other application created document, the
| | 04:39 | name for the document, when it
was last changed and who did it.
| | 04:42 | But if I'd like to see all of the
information about this document, I'm going to
| | 04:46 | click LIBRARY on the ribbon and we
are going to choose Library Settings.
| | 04:50 | As we scroll down the middle of the page,
you'll see that there are some other columns.
| | 04:54 | SharePoint automatically, whenever a
document is posted to SharePoint, stamps its
| | 04:59 | created date and it notes
who was logged in and did that.
| | 05:02 | It also notes who has checked the
document out a feature that we will be talking
| | 05:06 | about in just a few movies down the road here.
| | 05:09 | So, I want to create some
new columns that don't exist.
| | 05:12 | The first thing I am going to do is I
am going to created column to be able to
| | 05:14 | track who the owner is.
| | 05:16 | And there are a variety of ways I can
allow a user to provide this information.
| | 05:22 | One is that they can type a single
line of text, multiple lines of text;
| | 05:25 | a small dissertation.
| | 05:26 | They can enter numbers, currency,
choose a date and time, provide a checkbox,
| | 05:32 | lookup information already on the site.
| | 05:34 | But what I want to do is give them a choice.
| | 05:36 | So, we are going to choose Choice
and then we can provide a description.
| | 05:41 | And the description is the department
or team responsible for updating the
| | 05:46 | document required that this
column contains information.
| | 05:51 | If I say yes, in order for someone to
host a document in this library they will
| | 05:57 | have to know who owns it.
| | 05:58 | That may or may not be appropriate
depending on how your business works.
| | 06:02 | So, if we were uploading a whole bunch
of documents to this library and then
| | 06:06 | we're going to decide who was responsible
for each, we would leave this set at No.
| | 06:11 | If, on the other hand, what we are
saying is, "Here is the new library. Each
| | 06:15 | department needs to upload
their own documents." I would say Yes.
| | 06:18 | Regardless of whether I say Yes or No
I can have a choice to enforce unique
| | 06:22 | values. What that would mean is that a
value can only appear once. Once someone
| | 06:27 | has made choice one, they can't make it again.
| | 06:29 | That's clearly not appropriate in this
setting, because we'll be hoping that some
| | 06:33 | departments will have multiple documents.
| | 06:36 | Now it's time to go in and
to enter my actual choices.
| | 06:39 | In my choices if you'll recall include
Human Resources, Information Technology,
| | 06:46 | Telecommunications, I spelled
technology wrong, spell-check works great. I
| | 06:51 | spelled that right, I am
just a little too soon for it.
| | 06:54 | I want to put one above here so I
just simply move the pointer and type;
| | 06:58 | this is like an open text box
so this will work well for us.
| | 07:02 | So Facilities, Human Resources,
Information Technology, Telecommunications
| | 07:07 | and one more Security.
| | 07:10 | Now, when I provide a choice,
I have several ways to do it.
| | 07:13 | If I want forced choice choose only one item;
| | 07:17 | then I will have a drop down menu.
| | 07:19 | If I want to provide all of the choices
and let someone click one, so a choice
| | 07:24 | for this might be male-female,
elementary, junior high high-school, something
| | 07:29 | where there's a small list of choices
and you're just going to click one that
| | 07:33 | would be Radio Buttons or Option buttons.
| | 07:35 | And if I want someone to be able
to choose more than one I have to
| | 07:39 | choose checkboxes to allow
multiple selections and they will all be
| | 07:42 | shown on the screen.
| | 07:44 | So, you'll see, for example, elementary,
middle school, high school and you could
| | 07:49 | choose all three of them.
| | 07:50 | If I choose a drop-down menu one of
the choices is I allow filling choices.
| | 07:55 | So, what if someone wants to make a choice
it's not on the list, do I let them type it in.
| | 08:00 | Well, interestingly enough, if I do that,
you might have someone who says, "Well, you
| | 08:03 | know, it says human resources but we call
HR." Or someone who doesn't scroll to the
| | 08:07 | bottom of a list and never sees telecomm
and so types and telecomm and spells it
| | 08:11 | as badly as, as many of us do.
| | 08:14 | So if I want to allow
filling choices I can choose yes.
| | 08:17 | A way around filling choices though if
I say well there might be another owner
| | 08:22 | that I don't have on my list, but I
don't want to allow fill in is simply to put
| | 08:26 | other for right now.
| | 08:27 | This presumes that there will be very
few times if someone chooses other, that
| | 08:31 | we could call, have a conversation and
then we could modify this list to include
| | 08:36 | whoever it is we had left out
that they wanted to include.
| | 08:39 | You can have a default value SharePoint
automatically fills in the first item on
| | 08:43 | our list, which was Facilities, one
choice is to have no default value to clear
| | 08:48 | this out and leave it blank.
| | 08:49 | The other choice is if human resources
is the group that most often is the owner
| | 08:54 | of the documents I could
put HR in as my default.
| | 08:57 | Your default always should be either
the first item on the list or the most
| | 09:01 | frequently selected item on the list.
| | 09:03 | And you'll notice that I worked to
put my list in alphabetical order so it
| | 09:07 | make sense for folks.
| | 09:08 | A couple of other choices left and
we will be done adding this column.
| | 09:11 | Do I want to add this to the default view?
| | 09:14 | Every single list in library has a
default way that users see it. You can change
| | 09:19 | the default view, but when I add this
item to the default view then by default
| | 09:25 | this column of metadata will appear
there, but will also appear in any view
| | 09:29 | that's built as a copy of the default view.
| | 09:31 | So, normally I will say yes, I
actually want this added to the default view.
| | 09:35 | If not, I'll need to go into that view
and add it myself, if I want it there.
| | 09:39 | I am going to go ahead and click OK.
| | 09:42 | SharePoint is going to modify and add
Owner, a required choice field here.
| | 09:49 | Let's see how this looks in the view
before we come back and add our other
| | 09:52 | column really quickly.
| | 09:53 | So, let's go back to our Team Member
Orientation documents and you'll notice
| | 09:58 | here's the owner field right here.
| | 10:00 | Let's now go back to our LIBRARY, to our
Library Settings and we want to add who provides this.
| | 10:04 | Create Column, Column Name,
Provider, and I'm going to enter a choice.
| | 10:10 | Right now we are only utilizing two
choices. Department, team, or role that
| | 10:16 | provides this document to new member.
Require that this column provides
| | 10:20 | information; Not right now.
Enforce unique values; No.
| | 10:24 | And right now we are using really three choices;
| | 10:28 | Human Resources, Supervisor or Other.
| | 10:31 | Now if you're creating a site for
someone else, it's really common that they
| | 10:35 | will tell you their really only are
two choices Human Resources or Supervisor
| | 10:38 | and they can't think of any others
and as soon as you create this document
| | 10:42 | library and customize it
they will think of another.
| | 10:44 | So, I will often put other in, in a new
site, just so there's a way to be able
| | 10:49 | to track that we don't have a full
description of the entire data set that we
| | 10:53 | would need at this point.
| | 10:55 | So, we are going to display them on the
drop-down menu. There are no fill-in choices.
| | 10:59 | And I'd like to add this to the default view.
| | 11:02 | One more thought on customizing lists
and libraries for groups of users, it's
| | 11:07 | possible early when you're working
with a site to actually say, "Yes, I'll allow
| | 11:11 | fill-in choices," and to say, "Let's do
that, for example, for the next 30 days,"
| | 11:16 | knowing that during that time we are
going to be watching to see if there are
| | 11:19 | any other choices that pop-up. We will add
them formally into our list and then turn
| | 11:25 | off fill-in as a possibility.
| | 11:27 | But right now all we're doing is
providing Other as a portal to know that we
| | 11:32 | need to follow up with folks and find
out what it was that we left off the list.
| | 11:36 | Go ahead and click OK and
let's return back to our library.
| | 11:39 | So, that's how easy it is for us to
customize this library by adding new columns
| | 11:45 | of metadata so that we no longer need
to provide a whole set of folders. When
| | 11:50 | someone adds a new document to the
library they will be asked whose the owner
| | 11:54 | and whose the provider. Let's
see how that works real quickly.
| | 11:57 | So if we add a new document to the library
| | 12:06 | and I went and chose a document from
my document library and I click OK,
| | 12:11 | And notice the document has been
uploaded but I can optionally enter a title,
| | 12:16 | but I'm required to choose an owner and
to choose a provider before I click Save
| | 12:22 | to add this document my document library.
| | 12:24 | Here we go. Here is our document;
| | 12:26 | here is the metadata with no need for
an entire structure of messy folders.
| | 12:30 | And you already know that we can use
these particular headings to be able to
| | 12:34 | sort and filter in our library.
| | 12:36 | So, this is the most common way folks
will customize a library, we will take a
| | 12:40 | look at some other customization
choices as we continue in this course.
| | Collapse this transcript |
| Adding a custom list app| 00:00 | It's very easy to add list apps to
your site, there are a number built in and
| | 00:04 | you should always know what those are
so that you don't need to re-create them.
| | 00:08 | Let's go to Site Contents and
just take a little field trip here.
| | 00:12 | So, here we have folders that tend
to show that we have libraries here.
| | 00:17 | And then we have lists Calendar list,
Task list, Contact list different other
| | 00:23 | kinds of document libraries.
| | 00:25 | Let's add an app and see what else we have.
| | 00:28 | We have a custom list which we will
look at in a moment, libraries, reforms and
| | 00:32 | wiki pages and pictures.
| | 00:34 | Link lists, Announcement
list, Contact list, Calendars.
| | 00:38 | A Discussion Board is a type of
list and Promoted Links are also lists.
| | 00:42 | Issue Tracking list, Survey lists,
External list, list and Custom views.
| | 00:48 | And finally, Import Spreadsheet and of
course Spreadsheets are tables or list.
| | 00:52 | So, you will find lots of
ways that we can bring lists in.
| | 00:55 | We are actually going to see two
different ways that we can create a custom list
| | 01:00 | here in our SharePoint site.
| | 01:03 | The first is by choosing the Custom List app.
| | 01:05 | So, we're just going to click and the
need that we have here is the need to be
| | 01:09 | able to start organizing the
spaces that our team will use.
| | 01:13 | So, I am simply going to call this Spaces for now.
| | 01:15 | And you'll note that we've
created a new list app called spaces.
| | 01:20 | Let's go ahead and click to visit it,
| | 01:22 | and there's not much here because when
we create a custom list what happens is
| | 01:27 | SharePoint simply provides us with
the minimum, we know that it's already
| | 01:31 | keeping track of when someone
created an item and what it's called, but
| | 01:34 | there's not a lot here.
| | 01:36 | Let's go to LIST and to
List Settings on the ribbon.
| | 01:40 | And you'll see that aside from
title all you have is SharePoint basic
| | 01:43 | information, who created me and
when, who last changed me and when.
| | 01:48 | So, we actually want to provide some columns
that are different and to modify a column here.
| | 01:54 | We need three columns of data, the
first is we'd like the name of the space
| | 01:58 | and title is a fine name for that, but I
would actually like to change that to space.
| | 02:04 | And this is name of the space.
| | 02:07 | Required that this column
contains information absolutely.
| | 02:11 | Every item in the list has to
have something unique about it.
| | 02:13 | A moment ago this was almost the
only column that was there, so, of course,
| | 02:17 | SharePoint is already requiring this.
| | 02:19 | Let's go ahead and say, OK.
| | 02:21 | We've just renamed that first column.
| | 02:23 | Now let's add a couple more columns or cells.
| | 02:26 | We are going to create a column that's
called Use and there are various use uses
| | 02:30 | that we can provide for space, we are
actually going to enter a choice field,
| | 02:34 | but we are going to allow users to
enter values that we don't have there.
| | 02:38 | And so, this is going to be
Proposed use of this space.
| | 02:43 | And our first choice is that this is
going to be a meeting room, the second is
| | 02:48 | that this is going to be an office
or some particular person to use.
| | 02:52 | The third choice is that this is
going to be a common space and the final
| | 02:57 | choice is going to be other, but if we leave
this out people will start providing choices.
| | 03:02 | Now again, early in our process, so we
have decided that there will be comments,
| | 03:06 | there will be meeting
rooms and there will offices.
| | 03:08 | But someone else might decide that
there will be a patio or someone else might
| | 03:12 | decide that there will be some space we
can't even imagine like an art gallery.
| | 03:16 | So, while we are trying to decide on
the space that our team will inhabit,
| | 03:20 | Let's leave this one a little more wide open.
| | 03:22 | Let's provide a drop-down
menu, allow Fill-in choices,
| | 03:25 | and let's leave our default choice blank.
| | 03:28 | And now, let's add this particular
column to the default view, Space, Use.
| | 03:35 | The last choice that we'd like to do is
we'd like to actually add a column that
| | 03:39 | would allow us to assign a person here.
| | 03:41 | For right now we don't have many
people on our team so we're going to be
| | 03:45 | laying this out with a space,
not just for real people, but for people
| | 03:50 | that we haven't yet hired.
| | 03:52 | That makes a difference because one
of our choices in SharePoint is person
| | 03:55 | or group, but that has to be people who
already exist and are on our SharePoint site.
| | 04:00 | We are only going to assign people we'd
already added to SharePoint, for example,
| | 04:04 | to a task then we can choose this,
| | 04:07 | but if we want to be able to say that
this is a space that would be used for a
| | 04:11 | new hire that we are bringing on next
month, that's not an appropriate choice.
| | 04:15 | So, we are going to choose single line
of text to allow us to both enter people
| | 04:20 | who are already on the team and
open positions that we haven't filled.
| | 04:23 | The column name is going to be Person
or Group that will be in charge of that
| | 04:27 | particular space and then
Proposed users of this space.
| | 04:33 | Because I've provided single line of
text as my choice, then I don't have to
| | 04:38 | enter choices because users will
just type freeform what they wish.
| | 04:41 | We don't need to require right now that
this column contains information, if we
| | 04:45 | do there will be no way for someone
to walk around and survey the rooms and
| | 04:49 | actually enter them until they can
provide information in this field.
| | 04:51 | It's added to the default view,
let's go ahead and click OK.
| | 04:54 | Now, let's follow our breadcrumbs back,
click on the spaces hyperlink so that we
| | 04:59 | can take a look and see what this
looks like and if we were to add a new item
| | 05:03 | for example one of the spaces is room
100, it's got a big posted note on it and
| | 05:09 | its proposed use is as meeting room.
| | 05:11 | But I could specify my own value here,
if I didn't like the choices that
| | 05:15 | were there already.
| | 05:16 | And this room 100 meeting room is
probably going to be used the proposed would
| | 05:23 | be team members, internal users.
| | 05:26 | This is a room that isn't really
accessible to a lot of folks because it's not
| | 05:30 | close to the lobby so that would work just fine.
| | 05:33 | Here is a new item, filling out
the custom fields in our custom list.
| | 05:37 | Now, that's one way to create a custom
list, but there are other ways that we can
| | 05:41 | create custom list here in SharePoint,
so I am going to go back to the Home tab.
| | 05:46 | And I'm going to click on Site
Contents, we are going to add an app.
| | 05:50 | And I'm going to create a
custom list in datasheet view.
| | 05:53 | Now, this is even more
freeform than what we just did.
| | 05:55 | When I create a custom list and
datasheet view, again I am asked for a name.
| | 05:59 | And as we are trying to build out
information on what supplies we want to have
| | 06:04 | in each room, we are going to just go
ahead and create this way to keep track of
| | 06:09 | what we think our proposed inventory would be.
| | 06:11 | Here is our Supplies list,
let's go ahead and open it.
| | 06:14 | Now, this looks very different
than what we saw a minute ago.
| | 06:17 | We are not been prompted to provide
columns in a long settings page, we simply
| | 06:23 | have a grid on the screen
that's asking us what we like to do.
| | 06:27 | So, the first field here is Title and we
can rename that because the first thing
| | 06:32 | I'd like to have is I would
like to have the item name.
| | 06:35 | And now I want to add another
column and here's how I do it.
| | 06:38 | I just click the plus (+) and I say
this is going to be more text and we are
| | 06:44 | going to have an item description.
| | 06:46 | And we are looking for the quantity of
supplies we want so that would be a number.
| | 06:51 | And I can use Qty just for
quantity that will work well.
| | 06:54 | And this is going to be date needed.
| | 06:57 | And I've entered a date field here.
| | 06:59 | So, notice how quickly I can create a
custom list sort of on a ad hoc basis, just
| | 07:06 | going and start typing. I need to know
for each field what type it is, is it
| | 07:10 | text, number, date and time, person or
group or if I click on more column types
| | 07:14 | this is going to look very familiar
because we saw it just a moment ago, it's
| | 07:18 | all the different types of
information that we can provide.
| | 07:20 | When I get ready to start entering
information this is open for editing already.
| | 07:25 | So I can say that we are actually
interested in some whiteboards and we are
| | 07:29 | going to have a dozen of those.
| | 07:31 | And notice that there's a little
Calendar control pops up here, so that I can
| | 07:35 | say we are actually going to need
those probably by January 31st and say OK.
| | 07:40 | Here's my first item and I can continue
adding items in exactly that same way.
| | 07:44 | I have a search box so I can find an
item in my list I can find items anywhere
| | 07:48 | in the site up here as you'll recall.
| | 07:50 | And when I'm done editing this list I
can simply click Stop and I'm done editing.
| | 07:55 | So two different ways to create a
list by using one of the custom apps in
| | 08:01 | SharePoint, one to say that we want to
use the list it's just a custom list app.
| | 08:06 | And if we do that then we need to
provide information about the columns.
| | 08:10 | The second possibility is to say, "Give
me this more ad hoc freeform app that is
| | 08:15 | custom list in datasheet view."
| | 08:17 | And that allows me to go in
and to provide the information.
| | 08:20 | If I wanted to remove any these columns,
then I need still to be able to go in
| | 08:25 | and change my List settings because
there's nothing in this view that's going to
| | 08:28 | let me remove columns.
| | 08:30 | If I'd like to do some changing of
datatype I might need to do that there.
| | 08:35 | And if I want to show any other information
of course I have the ability to modify my view.
| | 08:39 | But those are two primary ways to
create lists using apps that are already
| | 08:45 | customized such as Calendar, Tasks,
| | 08:48 | Persons, and so on here in SharePoint foundation.
| | Collapse this transcript |
| Creating a view| 00:00 | Here we are in our Team Member
Orientation documents Library and we are looking
| | 00:05 | at the files that are here and this is
just one way to look at these, this is
| | 00:09 | one view of the files.
| | 00:10 | This particular view is called All
Documents, but I can create other views of
| | 00:15 | these files and there are
several different ways to do it.
| | 00:17 | For example, maybe I'd like to have
a view that shows who the owner is.
| | 00:22 | So, I can simply click Owner to
sort them and notice it sorts them in
| | 00:26 | alphabetical order, human resources H
and I then S and notice that I can save
| | 00:31 | this view. This as a great feature. I
don't have to go under the hood to save
| | 00:36 | this, I can simply click
Save and give it a name.
| | 00:39 | Now, when you create a view you are
also creating a URL, so unfortunately I
| | 00:44 | either have to be willing to modify
this later or I have to be willing to live
| | 00:50 | with a space in the view. It's going
to appear towards the end of the name.
| | 00:54 | There are two conventions when you are
naming views of particular sets of data,
| | 00:59 | be it a document library or a list.
| | 01:01 | When you use the word By, it implies
that you are sorting this, so this is By
| | 01:06 | owner. That would make sense.
| | 01:08 | If I was going to, instead, filter this
view and only show some I wouldn't use the
| | 01:13 | word By, I would use the word only.
| | 01:16 | So, these are sorted by owner right here
you can see that and I can either create
| | 01:22 | a personal view that only I use or a
public view that everyone uses and I think
| | 01:27 | this is a really handy view to have so,
I'm going to go ahead and click Save and
| | 01:31 | make this public view.
| | 01:32 | The public view gets added right here
to the list of views, so if I want to go
| | 01:36 | back to all documents I can click.
All documents, by the way, is always by
| | 01:41 | default, sorted by name in alphabetical order
or by owner. And now they're sorted by owner.
| | 01:47 | So, I can create views this way very easily.
| | 01:51 | Let's create, not a sorted
view, but a filtered view.
| | 01:54 | Let's create a view of all the
documents where the owner is HR.
| | 01:58 | So, we will go to owner, we
will say human resources.
| | 02:02 | Notice that it's already been
filtered and click Close, save this view.
| | 02:06 | So, I could either choose Owner HR Only
or I could choose the HR Only and trust
| | 02:12 | people to sort of see the view
and see where it's filtered at.
| | 02:16 | So, now I have three views.
| | 02:17 | Here is my HR Only view. I can tell
because it's highlighted that this is a
| | 02:22 | view that's in place right now, here's my view
by owner and here's my view of all documents.
| | 02:28 | So, this is the quick and easy way to
create views and I can generate lots and
| | 02:32 | lots of them. They'll go
all the way across my screen.
| | 02:35 | There is a way I can create views
that requires me to be a little bit more
| | 02:39 | thoughtful about how I want to create
views. And because we need it to do other
| | 02:42 | reviews that we can't simply create here
using the drop downs that are available
| | 02:47 | to us which really only allows to sort
and filter and clear filters. Let's take
| | 02:51 | a look the other way that we can create a view.
| | 02:53 | I'm going to go to the library
and I have many ways to get here.
| | 02:56 | If I go to List settings at the bottom
of my list settings is the choice to be
| | 03:00 | able to work on views.
| | 03:02 | So, let's just go there for a moment.
We've been here before so that we could add
| | 03:06 | columns, but here are all of
the views that are available.
| | 03:09 | And if I'd like to edit one I can click,
| | 03:11 | but the reason I brought you here is I
want you to notice that this is where the
| | 03:15 | default view is set.
| | 03:16 | So, if I want to know, what's view
everyone sees, there it is if I want to change
| | 03:21 | the default view for example to By
owner, I would choose that view and at the
| | 03:25 | very top of the view there's a
checkbox it says, make this the default view.
| | 03:30 | Remember that I told you that you could
actually set up the view so that the URL
| | 03:34 | was different than the view name.
| | 03:36 | This is where you would do it;
| | 03:38 | you would simply create a URL
that didn't have a space in it.
| | 03:41 | So, that's another good reason to come
in here. If you have a view with two or
| | 03:45 | three spaces in the name,
| | 03:46 | I'd prefer you to come in here and say,
here's the name; here's the URL in GAML case.
| | 03:50 | We are going to cancel and leave there.
| | 03:52 | So, that's one place that we can go in
and make these changes as we can go back
| | 03:56 | to the settings and scroll down to the
bottom and if for example I were going to
| | 04:00 | add a new column and then want to do
something like filter a view using that
| | 04:04 | column, this is often the best
place to come to be able to do that.
| | 04:08 | Let's go back to Team Member Orientation.
| | 04:10 | I can also go to the library and
simply say I'd like to create a view.
| | 04:14 | Now before I do that, there is a
view format here. We are in a view,
| | 04:19 | but there is an alternate view always
in older versions of SharePoint it was
| | 04:22 | called Datasheet view and
here it's called Quick Edit.
| | 04:25 | And this looks familiar because when
we created a list by adding a custom
| | 04:30 | list app in an earlier movie, this is
exactly what it looked like Datasheet
| | 04:34 | view or Quick Edit view.
| | 04:36 | Our standard view looks like this.
| | 04:39 | But if I want to create a new view I can
come here I can also modify the current
| | 04:43 | view or I can choose a different view.
| | 04:46 | So, here on my views all documents by
owner HR only and here they all are and I
| | 04:50 | can see this is the default,
these views are public.
| | 04:53 | If I had private views they would also
be listed here under the private group.
| | 04:57 | But if I want to create a new view, I
click here and not surprisingly it takes
| | 05:01 | me to a list of view types.
| | 05:03 | Now there are five different view
types I can utilize, this one we've seen
| | 05:07 | already Datasheet view or Quick Edit
view, standard view which is the view
| | 05:11 | we have been working with.
| | 05:13 | If you are in a calendar list or a
list that actually contains starting and
| | 05:18 | ending dates even if it's not a
calendar, you can create a calendar view.
| | 05:22 | You can create a Gantt Chart View that
would be used in something like a project
| | 05:26 | that would show time passing.
| | 05:27 | So again, both calendar and Gantt
assume you have time-based data.
| | 05:31 | We don't have any of that
in this particular list.
| | 05:34 | And then finally, if you have the tool
called SharePoint designer you can create
| | 05:39 | a new view for this list with some
capability that you don't actually see here
| | 05:43 | in any of the other views.
| | 05:44 | For example, you can apply
conditional formatting that would allow you to
| | 05:48 | highlight values that were high or low.
| | 05:50 | We are going to create though a standard view.
| | 05:53 | And so, when we choose standard view, we
will be allowed to give this a view name,
| | 05:57 | in this case we are providing a URL as
well, but the view that we want to create--
| | 06:02 | we actually want to create a view
based on the type of document that it is.
| | 06:06 | So, this is we are going to say By Doc
Type and this is a public view it's not
| | 06:11 | the default so we will leave that.
| | 06:13 | And notice the Doc Type
is our very first column.
| | 06:16 | This is where we could say, "You know, we
don't need to see all these fields", we
| | 06:19 | don't need to know, for example, who
modified it, we don't necessarily care;
| | 06:23 | we want to see the type the name,
the owner and the provider, that's all.
| | 06:28 | And then, we're going to sort by type,
because that's what we said we were sorting it by.
| | 06:34 | We can also filter right here.
| | 06:35 | Here's our ability to filter by two items or
to filter by more, to choose show more columns.
| | 06:41 | And then we have some other options that
aren't available to us back when we are
| | 06:45 | simply looking at the list or the library.
| | 06:49 | And that is that we can determine
whether we should have a checkbox on each
| | 06:53 | row so folks can select a group of documents.
That's a tabular view, that's on by default.
| | 07:00 | We can do a kind of super
sorting that's called grouping.
| | 07:03 | So, one of things I could do is I could
say, "I'd like to group this by document type".
| | 07:07 | Now, if I group here I didn't need to
sort here and if that's the case then what
| | 07:11 | I might want to do is once I am
grouped by the document type I might want to
| | 07:15 | simply sort by the name.
| | 07:17 | There's no need to duplicate this.
| | 07:19 | I also have the ability to provide
some totals, so that I could say how many
| | 07:24 | documents there were. We can count them.
| | 07:26 | So, I could count the number of
documents in each group. If you don't use
| | 07:29 | grouping you'll simply get a grand total.
| | 07:32 | I can choose different styles;
| | 07:33 | I can determine how folders within a
particular structure are reflected.
| | 07:39 | I can say you know we may have a
thousand items in this list, but I really only
| | 07:43 | want you to show me the
first 30 that's the default.
| | 07:47 | And then let me page to the next 30, the
next 30, the next 30, or I can say only
| | 07:52 | show me 30, I only want to see the first 30.
| | 07:55 | In that case sorting becomes very important,
are you seeing the oldest 30 or the newest 30.
| | 08:00 | Then finally, you can set some mobile
settings for this particular view. So, this
| | 08:03 | is an exhaustive list of what you can
place into this particular view by doc
| | 08:09 | type. You can create some amazing, specific
views for use by your users. Let's click OK.
| | 08:15 | So, here's our first doc type, our type
is word; there are five of them. Our type
| | 08:20 | is Excel; there is one.
| | 08:22 | Now, this came collapsed with each of
the groups collapsed. You have a setting
| | 08:26 | that allows you to determine
whether you'd like them to be expanded.
| | 08:29 | So, here are my All Documents view, my
By Owner view, and my Doc Type view. Three
| | 08:36 | different views into this exact same library.
| | 08:39 | That's how easy it is to create a
view of your library or a list in
| | 08:45 | SharePoint foundation.
| | Collapse this transcript |
| Creating dynamic views| 00:00 | Here we are back in our Team Member
Orientation library and you've probably
| | 00:04 | already figured out, how I could
create a view of just my documents.
| | 00:07 | I could simply go to Modified By, I
could say just show me Gini Courter
| | 00:12 | documents and click Close and I could SAVE
THIS VIEW and we would have a Gini Courter view.
| | 00:17 | But then, of course, Mark would probably
want to create a Mark View of his own,
| | 00:21 | and everybody else, remember, we
haven't invited our Team to the site yet.
| | 00:24 | So, as we invite all those people we are
going to have a whole bunch of use here
| | 00:28 | that are really Gini and Mark LaCie and
very single-member this site, there has
| | 00:33 | to be a better way, and indeed there is,
there something called a Dynamic View.
| | 00:37 | With a dynamic view what we do is we
create a view that is totally dependent on
| | 00:41 | one of two things, either who's logged in,
or what date and time it is, because
| | 00:45 | dynamic views used two built-
in variables with SharePoint.
| | 00:50 | One is called me and the other is called today.
| | 00:52 | Let's see how we can create a single
dynamic view that's called my documents
| | 00:57 | that works for everybody.
| | 00:58 | We can't create this view here, because
there's nothing here that says dynamic view.
| | 01:03 | So, what we are going to need to do
is go to our Library, and say that we
| | 01:08 | would like to Create View, or go to
our Library Settings, and scroll to the
| | 01:12 | bottom of the page.
| | 01:13 | The View that we want to create in
this case is a Standard View, or I could
| | 01:17 | start from All Documents,
because it's actually not that bad.
| | 01:20 | So, let's start from All Documents, I
like that and we're going to call this, My
| | 01:24 | Documents, or if you like to save
space My Docs actually works pretty well.
| | 01:30 | This is a public view;
| | 01:31 | it has on at the Type, the
Name who was Modified By.
| | 01:36 | Now, what defines a document is mine, I
think there's not just one thing, but
| | 01:40 | there are two things.
| | 01:41 | One is, I was the last person to change
it, so maybe Mark created it initially,
| | 01:46 | but now it's mine to
maintain, and I touched it last,
| | 01:49 | but the other possibility is that it's a
document that I actually created in the first place.
| | 01:54 | So, I can add this Created column if I
wish, and that would give me the date,
| | 02:00 | but if I want to know who it is,
that's me, I need to choose Created By.
| | 02:05 | I can sort and filter on columns that
aren't present in the actual list of
| | 02:10 | columns in the view.
| | 02:12 | If I'm going to do that, I usually
want to make sure that it is something
| | 02:16 | pretty clear, because otherwise people will
always wonder how is this sorted, how is arranged.
| | 02:21 | I want to move this Created By right
up underneath Modified By and that would
| | 02:25 | be Position number 5.
| | 02:27 | So, when I do that SharePoint will take
care of shoving everybody else down the list.
| | 02:32 | So, now I have 1, 2, 3, 4, 5, 6, 7
columns, okay that will work well.
| | 02:37 | I am going to sort these in Name
order, which is the default in All
| | 02:40 | Documents, but now I'm going to apply
a filter, and I'm going to Show items
| | 02:44 | only when the following is true.
| | 02:46 | If you don't remember this, you'll
actually get some information about it right
| | 02:50 | here. Here are our two dynamic
variables Today or Me, and there's a hyperlink
| | 02:55 | so you can Learn more about filtering items,
but this is really pretty straightforward.
| | 02:59 | When the column Modified By is equal
to Me and you have to put the Me in the
| | 03:06 | square brackets, not braces, not parentheses.
| | 03:09 | So, this would only show when I was
the last person who modified it, or when
| | 03:14 | whoever created this, Created By -- now
member I told you can sort and filter on
| | 03:19 | columns that aren't in the view, we
have seven columns in our view, but all
| | 03:22 | the columns are here.
| | 03:23 | But I am going to say one column Created
By is equal to Me and this is Or rather
| | 03:29 | than And. If you choose And, both of
these things must be true, and then I would
| | 03:32 | only see documents where I was
both the creator and the modifier.
| | 03:35 | In this case I want to see any
document that I touched either as creator
| | 03:39 | or modifier, or both.
| | 03:41 | And I'm going to go ahead and say OK,
and we're going to save this View.
| | 03:45 | So, now here's the My Docs view when
I'm logged in, and so I'm seeing documents
| | 03:50 | that I modified and documents that I
created, even though in this case, for
| | 03:56 | example, this is the document that was
created by Mark that I later modified,
| | 03:59 | but it also shows up in the list.
| | 04:01 | I could, of course, use in this dynamic
field Me, create something that's says,
| | 04:08 | Only if I created it to begin with,
or only if I modify the document,
| | 04:11 | but that's how we use this
field to create a dynamic view.
| | 04:15 | When Mark logs in, Mark will only see
documents that he created, or modified.
| | 04:20 | And so, here's a view this My Docs View,
when you see My Docs, you know that
| | 04:25 | that's a view that is using this
variable Me to be able to be dynamic for the
| | 04:30 | person who's logged in.
| | 04:31 | The other dynamic variable is the date
time variable and it's the Today variable.
| | 04:36 | So, what we're going to do is we're
going to go take a look at documents
| | 04:40 | that were posted Today.
| | 04:41 | We want to create a new view, I am
going to go back to Library>Create View, and
| | 04:46 | I'm going to another Create
another view based on All Documents.
| | 04:49 | I could base a View if I wanted All
Documents by type or all HR documents. I can
| | 04:54 | start with any of these existing views.
| | 04:57 | But I'm going to go ahead and start with
our most basic view, I am going to call
| | 05:00 | this Today Docs, I'm not going to make
it the default view, it is a public view,
| | 05:05 | and I care about when items were Modified.
| | 05:09 | Now it's helpful to know that when I
post a new document, even if it's never
| | 05:14 | been changed, it will have a modified
date that's the same as the created date.
| | 05:18 | So, as soon as I post a document,
both Created and Modified are set to the
| | 05:21 | current date and time that means I
only have to use one of these columns in
| | 05:25 | order to create this view.
| | 05:27 | So, I'm going to filter and say when
Modified, not Modified By, is equal to Today.
| | 05:33 | Then I would like to see this document.
| | 05:36 | There's an OK and Close button at both
the top and the bottom and that allows
| | 05:39 | you to quickly go back and review and say,
did I get everything I wanted to get, OK.
| | 05:44 | And we are going to apply this view and here
are all the documents that were posted Today.
| | 05:48 | Now I can also do math with Today.
| | 05:50 | So, if I want to see, for example, all
of the documents that were posted in the
| | 05:54 | last seven days, that's easy enough to do.
| | 05:57 | Let's go ahead and see quickly how
we would create that kind of a view. A
| | 06:00 | view where we were talking about
dates in the past, or dates in the future,
| | 06:03 | rather than only Today.
| | 06:05 | Let's go back to Library, lets Create
View and let's Edit the one, we just
| | 06:08 | created, because it's
pretty close to what we want.
| | 06:11 | So, we will base a new view on Today
Docs and we are going to say Last 3 Days.
| | 06:16 | Remember, this is what shows up on our list.
| | 06:20 | I could say posted in Last 3 Days,
Modified, Created in Last 3 Days. Created and
| | 06:24 | Posted of course are the same.
| | 06:26 | I am just going to say Last 3 Days for
this, because I don't want take up tons
| | 06:30 | of room and I'm going to say Modified
is greater than or equal to Today -3.
| | 06:36 | This will now show me a view that will
always show me all the documents, that
| | 06:40 | have been Modified in Last 3 Days;
| | 06:42 | that means they have been changed,
they have been posted, in the Last 3 Days.
| | 06:46 | And notice that I didn't use equal
to, I used greater than or equal to.
| | 06:50 | So, anything more than Today-3 Days.
Let's click OK and here is our next
| | 06:57 | new view, Last 3 Days.
| | 06:59 | Now, what happened to our
other views? Ah, here they are.
| | 07:02 | So, here's My Docs, only the Docs that I
have touched, here are our Last 3 Days,
| | 07:08 | here are the Documents that I
Created Today or were Modified Today.
| | 07:12 | So, you can very easily create
dynamic views using either Today or Me as a
| | 07:17 | variable, with Me it matters whose
logged in, with Today it matters what the
| | 07:22 | date and time is, because 3 days
from now none of these documents will be
| | 07:26 | showing up in the Last 3 Days view.
| | 07:29 | Tomorrow, none of these documents will
show up in the Today view, what will show
| | 07:33 | up instead are any documents that
are Modified or Created Tomorrow.
| | 07:38 | Welcome to Dynamic Views
in SharePoint Foundation.
| | Collapse this transcript |
| Changing settings for files and libraries| 00:00 | In addition to creating custom
views and libraries there are other
| | 00:04 | customizations that you can make other
settings that you can adjust for how the
| | 00:07 | library is going to behave.
| | 00:09 | Additionally, there are settings that pertain
only to the individual files in the library.
| | 00:14 | So, before we leave the lists and
library apps here in SharePoint, let's take a
| | 00:19 | look at what those settings are,
so you know where to find them.
| | 00:22 | First, let's look at the Settings for files.
| | 00:24 | All of the settings for files assume
you have one or more files selected, so
| | 00:28 | let's go ahead and select this file and
notice that this entire ribbon just came to life.
| | 00:34 | So, this is where you can create a New
Document of the document type that's set
| | 00:39 | for the library or you can Upload a
Document where you can create a New Folder,
| | 00:44 | although I think it's useful to avoid
folders because you have metadata instead
| | 00:50 | and folders will often get in the way
of your search results of your metadata.
| | 00:54 | This is where you can choose to Edit
the selected Document, to check it out or
| | 00:58 | in, something we'll talk
about in just a little bit.
| | 01:01 | To View or Edit its properties, to
find out who this document is shared with.
| | 01:05 | That would be nice to know, take a look, that
all kinds of folks looking at this document.
| | 01:10 | You can actually Delete the
document here if you have permission.
| | 01:13 | So, if your role is as a site owner
or a contributor and you posted this
| | 01:17 | document, you can go ahead and delete it.
| | 01:20 | You can Share this Document, you can
invite other people to come work on
| | 01:23 | this document with you.
| | 01:24 | Now notice that you will always
see who this document was sent to.
| | 01:27 | So, it's shared with lots of people,
but that doesn't necessarily mean they're
| | 01:30 | being attentive to it right now.
| | 01:32 | This is one of the places that you can e
-mail every single person on a team, so
| | 01:36 | everybody who is connected to this
document you have an e-mail linked to them
| | 01:39 | right here, but you can invite specific
people to take a look at this document
| | 01:43 | even if they're already on this list, or
you can say that what you like to do is
| | 01:48 | you like to e-mail everyone
to take a look at the document.
| | 01:51 | And notice that if you're inviting
people who aren't necessarily part of this
| | 01:56 | site, you can say I would like to invite
that person but they can only view the document.
| | 02:00 | Remember, this person already needs to be
a member of your site collection in one
| | 02:04 | of the groups that has access to
the site or they need to be able to be
| | 02:08 | authenticated by your active directory.
| | 02:09 | You can't simply choose to have
someone who has no relationship to your
| | 02:13 | organization, View a document in this way.
| | 02:16 | You can also say, I'm responsible for
making sure that this document tracks
| | 02:21 | through its review process, so I would
like you to alert me whenever anybody has
| | 02:25 | made changes to this document.
| | 02:26 | So, this is how we would
set an alert on the document.
| | 02:29 | We would go in and say, what I'd like
you to do is tell me when this particular
| | 02:33 | document changes the Employee
Report Feedback, send alerts to me.
| | 02:38 | You can say, I would like them by e-mail or
I'd like them by text message to my phone.
| | 02:42 | And then you have a choice
about two different things.
| | 02:45 | One is, how much information do you really want?
| | 02:47 | Do you want to know when anything
changes, do you want to know only when
| | 02:51 | somebody else changes it, because if
anything changes and you change it,
| | 02:54 | you will be notified.
| | 02:55 | I want to know when somebody changes an
item that appears only in some specific
| | 03:00 | views, for example, that nice me view
is nice to be able say if it's one of my
| | 03:04 | documents, let me know, but I can just
say when someone else changes a document.
| | 03:08 | Now if I want to be hyper-vigilant, I
can say send me an e-mail or text right
| | 03:12 | away or I can say at the end of each
day send me a summary and let me know
| | 03:16 | what all was changed or send me a
summary each week and I can choose a day and
| | 03:22 | I can choose a time.
| | 03:23 | So, the level of notification, how often
I want to be alerted, sort of depends on
| | 03:28 | my relationship to this particular document
| | 03:30 | but if I say, OK, then I'll actually get
an alert when this document is changed.
| | 03:34 | I can actually go take a look at my
alerts and see how many of them I have set
| | 03:37 | because if I get enough alerts, of course,
I won't pay attention to any of them.
| | 03:41 | I am going to go ahead and select a
document again, I can Download a Copy, I can
| | 03:46 | choose To Send this
document to another location.
| | 03:48 | I can choose to Manage
different Copies of this document.
| | 03:52 | If there are workflows associated with
this library, because workflows are not
| | 03:56 | set on individual items, they are
set on libraries, then I can click on
| | 04:00 | Workflows and choose to
launch a workflow on this document.
| | 04:04 | We will talk more about
that later in this course.
| | 04:07 | And finally, using some of our social
networking tools, I can add Tags and
| | 04:11 | Notes to this document.
| | 04:12 | We will talk about that when
we talk about social networking.
| | 04:16 | So, those were all the choices for files.
| | 04:18 | Let's take a look at the choices for Libraries.
| | 04:20 | As you already know, this is where I
can create, manage and switch views,
| | 04:24 | I can E-mail a link to the entire library,
| | 04:27 | Set an Alert on the entire library, or
say that I would like to receive an RSS
| | 04:32 | Feed for this library, so that I can
subscribe and receive information which
| | 04:36 | I'll manage either in Windows or in Outlook.
| | 04:39 | I can set Tags and Notes for the
entire library, I can connect this library
| | 04:43 | to Outlook and we will talk about all
of these connections and exports in the
| | 04:47 | section of this course that's entitled
integration between SharePoint and Office.
| | 04:52 | I can customize this library using
SharePoint designer if I have that tool, and
| | 04:56 | finally, I can do three other things.
| | 04:59 | I can check the Workflow settings on the
entire library, I can find out who else
| | 05:04 | has permission to the entire library,
and finally, Library Settings and when I
| | 05:10 | go take a look at my Library Settings,
I'm looking under the hood for things
| | 05:13 | that aren't even listed here so far.
| | 05:15 | You may not have permission to go here,
but if you do, this is where you would
| | 05:19 | change the List Name, Description and
Navigation as we did earlier when we
| | 05:24 | created this library.
| | 05:25 | This is where you would set
versioning, and versioning is really about
| | 05:29 | several different things.
| | 05:30 | One is, is there an approval required
for an item that's posted to this library?
| | 05:34 | For example, if someone changes an item,
is there somebody who's responsible to
| | 05:38 | make sure that every single thing here
passes some kind of a stringent review,
| | 05:42 | which could be about
content or formatting or both.
| | 05:44 | If that's true, then this is where
you'll turn on content approval and there's a
| | 05:48 | link to let you know more about that.
| | 05:50 | Each time we modify a document posted in
this library, would we like to take the
| | 05:54 | state of that document before we
modified it and save it as a version.
| | 05:58 | By default, there is no
versioning, because versions stack up.
| | 06:00 | If you imagine that you have large
documents, you modify them frequently, you'll
| | 06:04 | have lots and lots of space taken up
with versioning, but there may be libraries
| | 06:08 | where you want versioning.
| | 06:09 | Notice, this isn't at the Document level;
| | 06:11 | it's at the Library level.
| | 06:13 | In Microsoft Office, you used to be
able to create versions in Word, you can't
| | 06:17 | do that anymore, if you want to do a
version in your Word documents, you want to
| | 06:20 | save them in a library that
includes versioning here in SharePoint.
| | 06:24 | You can create major versions, minor
versions or both, and then just like with
| | 06:28 | your DVR at home or your recording
shows to watch later, you can say, I only
| | 06:33 | want to keep the last five major
versions or drafts of the last major versions.
| | 06:39 | The next question is actually
related to approval for submitted items.
| | 06:43 | If somebody has a draft item in this
library, who should be able to see it?
| | 06:48 | Anybody, who can look at items,
only users who can edit them
| | 06:51 | --in other words, you can see all of
these other draft items, because you have a
| | 06:55 | role in turning them from draft to
final items-- or only users who can approve
| | 07:00 | items and the person who's the author.
| | 07:03 | By default, once an item is
posted in a library, anyone can see it.
| | 07:07 | But let's imagine that this is the
library of current company policies.
| | 07:11 | Perhaps then, only someone who can
approve that item and the author of the
| | 07:15 | item would be able to see it,
because we don't want people seeing draft
| | 07:19 | versions of important policies.
| | 07:21 | So, if I allow content approval, then I
can actually change this to only users
| | 07:27 | who can approve items. If I do not
allow content approval, then I can't change
| | 07:32 | the setting for who can see draft items.
| | 07:35 | These two things go together.
| | 07:36 | It would be nice if they were
close to each other, but they're not.
| | 07:39 | I'm going to set this back to No.
| | 07:41 | When I do, you'll see a message from
the webpage. I am going to say, OK.
| | 07:45 | Finally, the last choice is if a
user is editing a document, do I want to
| | 07:49 | require that they check it
out first before they edit it.
| | 07:52 | Now, if you are used to using older
versions of SharePoint, you might immediately
| | 07:56 | want to click Yes on this and say this
is what kept us out of trouble, because
| | 08:01 | before we have check out, what would
happen is, I would have a document checked
| | 08:04 | out and I'd be working on it. I'd be
making my faithful changes and Marc LaCie
| | 08:09 | would have a version of it
checked out too, one of my colleagues.
| | 08:11 | Mark is may be changing two or three
things, I am making a boatload of changes.
| | 08:15 | I go ahead and save my
changes, Mark is still working.
| | 08:18 | My changes are saved, I go home for
the day and Mark goes, oh, I changed a
| | 08:22 | couple of things, I need to save this
and Mark's version overwrites all of the
| | 08:26 | work I've done today.
| | 08:27 | As you can imagine this was the kind of thing
that made people very unhappy in the workplace.
| | 08:31 | So Checkout says, if I'm going to be
making changes to the document, I check
| | 08:35 | that document out, Mark tries to check
it out to do some editing and it says,
| | 08:38 | ah, Mark you can't do it.
| | 08:40 | Jenny has got it and you need to either
wait or you can work on a Read-only copy.
| | 08:44 | Now that was prior versions of
SharePoint. Starting with SharePoint 2010, we
| | 08:48 | have some other options and
one of them is co-authoring.
| | 08:51 | With co-authoring, I login and start
working on the document, editing it.
| | 08:56 | Mark logs in and he can also be editing
the document at the same time I am, and
| | 09:01 | it doesn't matter who saves last,
because SharePoint will make sure that we
| | 09:05 | don't accidentally edit the same area,
and it will let me save my changes and
| | 09:09 | then it will let Mark save
his changes. Here is the trick.
| | 09:13 | If you require documents to be
checked out, you can't co-author with them.
| | 09:17 | So, by turning on Check out and requiring
it, you're basically saying we won't do
| | 09:23 | any co-authoring in this library.
| | 09:24 | Now, sometimes that's the right choice,
but if you're simply choosing Require
| | 09:29 | documents to be checked out, because
that's what you're used to, I would really
| | 09:33 | encourage you to explore co-
authoring first, before you make that choice.
| | 09:37 | We are going to be seeing co-
authoring very soon in this course.
| | 09:41 | So, I'm going to not require check out.
| | 09:43 | I am going to leave everything else
the way I set it and I am going to go
| | 09:46 | ahead and click OK.
| | 09:48 | There are a couple of other places I'd
like you to see here before we leave our
| | 09:52 | Settings for libraries.
| | 09:54 | If you need to delete a library,
this is where you would do it.
| | 09:57 | When you delete a library,
you delete everything;
| | 09:59 | you delete all the contents and everything else.
| | 10:02 | I don't want you to think of this as reversible,
| | 10:04 | but sometimes you create a library and you
immediately realize it's in the wrong place.
| | 10:09 | This is how you would get rid of it.
| | 10:10 | This is where you would set permissions
for this library that are different than
| | 10:15 | permissions for the
entire site that it lives in.
| | 10:18 | And this is where you would save a
document library as a template, which we're
| | 10:21 | going to be discussing later in the
course, because it's a really great way to
| | 10:25 | be able to provision a
number of sites in SharePoint.
| | 10:28 | If you want to turn on Workflow, which
you'll be seeing later, this is where the
| | 10:31 | Workflow settings are for
this particular library.
| | 10:34 | Workflow in SharePoint Foundation is
done at the level of a Library or a List or
| | 10:39 | sometimes an entire site.
| | 10:41 | When you're done looking at these
settings, let's just go back to our Library.
| | 10:45 | That's about everything you can do to
change how a library functions at the
| | 10:50 | individual level, for a user, for all
users with specific documents or the
| | 10:56 | library as a whole in SharePoint Foundation.
| | Collapse this transcript |
| Changing settings for items and lists| 00:00 | Whether you've created a List using
the Custom Apps or you created List using
| | 00:06 | some of the built-in apps like Calendar
and Tasks, and People or Contacts, you
| | 00:12 | can provide further customization using
the commands on the ribbon and some of
| | 00:16 | the commands that we find in the List Settings.
| | 00:19 | So, let's take a look at what we
have here, and you'll find that it's
| | 00:21 | very similar to what we would
find to manage files and libraries in
| | 00:25 | Document Libraries.
| | 00:26 | First, we have Items, and Items are about
specific selected Items in the List, so
| | 00:31 | you'll notice that when I actually
choose an Item, now more of the commands on
| | 00:35 | this ribbon are enabled.
| | 00:37 | This is where I can create a New Item,
--Notice that I can't really create a New
| | 00:41 | Folder, it's actually disabled, because
Lists don't have folders, that I can view
| | 00:45 | the Item and Edit it--
| | 00:47 | I can see who it's shared with,
| | 00:49 | I can Delete it if I have permission;
| | 00:50 | Attach a File to it if this
Item's definition allows that.
| | 00:55 | So, if there is field for an
attachment which by default there usually is.
| | 00:59 | I can say you know Alert Me, if
something changes and I'm doing this, it's a
| | 01:03 | very personal alert, if somebody else
decides that room 100 should have any
| | 01:07 | other use, I want to know about it.
| | 01:10 | If there are Workflows assigned to
this List, this Last button will allow us
| | 01:13 | to launch a Workflow.
| | 01:15 | And finally, as with a file or an entire
library, I can say that like to add some
| | 01:21 | Tags & Notes to the specific Item.
| | 01:24 | When I click the LIST tab I'll see the
choices that are available not for the
| | 01:28 | selected item anymore, but for the entire List.
| | 01:31 | So, this is where I can switch views,
Create New Views, Modify the View I'm
| | 01:35 | seeing, E-mail other members of my
team with a link back to this entire List,
| | 01:40 | set an Alert work that is set for
the entire List, not just for one item.
| | 01:45 | And if you'd like to see more
specifics about how to set Alerts, I'd like to
| | 01:49 | refer you to the prior movie on
Changing Settings for Files and Libraries.
| | 01:54 | This is where I can say I would
like to set up an RSS Feed, to find out
| | 01:58 | anytime there's new information being
provided in this List, and again, Tags &
| | 02:01 | Notes at the List level.
| | 02:02 | For some types of List I can connect
them to Outlook, I can export any List to
| | 02:06 | Excel and so, we will be talking
about Connecting and Exporting in another
| | 02:10 | section of this course about
Integration Between Office and SharePoint.
| | 02:13 | If I am using SharePoint Designer to
customize this course, then I can create
| | 02:18 | New Quickstep or Edit List
with SharePoint Designer.
| | 02:21 | Finally, I can take a look at what
Workflows are possible on this List and I'm
| | 02:25 | actually allowed to add a Workflow right here.
| | 02:28 | We'll talk more about
Workflows later in the course.
| | 02:30 | I can see who else has permission to the
List, explicitly, Individuals and Groups.
| | 02:35 | I can E-mail them all from right here,
hey, did you know there are 12 new
| | 02:39 | things in the List that our attention,
because we don't yet have a Workflow to notify us.
| | 02:44 | And then finally, I can click List
Settings, this is where I will modify things
| | 02:47 | like the Name and Description of the
List that appears and how I navigate to it.
| | 02:52 | So, if this isn't on the Quick Launch, and we
want it there, this is how we would change that.
| | 02:57 | And here we go with Spaces, this is
where I can set up Versioning for when Items
| | 03:01 | are added to the List, do we require
content approvals for submitted Items, if
| | 03:07 | so, then who can see the Items that are
posted, but not yet approved, do I want
| | 03:12 | to create a new Version
each time I edit an Item?
| | 03:14 | So, these are similar to settings that
we have for Documents and Libraries.
| | 03:18 | But you might have a List where you
actually want to ensure that there are some
| | 03:22 | approval process for new
Items and that there's Versioning.
| | 03:24 | So, you might imagine for example that
a List of purchase orders might require
| | 03:27 | that while anyone can post a desire to
have a purchase order, you actually need
| | 03:32 | to have approval for the submitted
Items that would then require someone from
| | 03:35 | strategic sourcing or
purchasing to provide an approval.
| | 03:39 | When you're all done Setting
Versioning, you can go ahead and click OK.
| | 03:42 | If you decide you no longer need this
List, this is where you would delete it;
| | 03:46 | if you do, it's gone.
| | 03:48 | So, this is not something to be done lightly.
| | 03:50 | But occasionally you'll have a List
that you no longer need, you've checked,
| | 03:54 | you've determined that no one is using
it; even at that point I would probably
| | 03:57 | use that feature to export this List to
Excel before I would simply get rid of it.
| | 04:02 | If you have a List that you might use in
many different places in your site, you
| | 04:06 | can save that List as a template.
| | 04:07 | This is a nifty feature that we cover
later in the course and we'll show you how
| | 04:12 | to do this in the Library.
| | 04:13 | And finally, you'll find information
about Permissions and Workflow Settings for
| | 04:16 | this particular List.
| | 04:17 | And as you saw earlier, you can scroll down,
add columns and modify views right here.
| | 04:23 | So, those are the settings that are
available for us when we're modifying the
| | 04:26 | settings for Items or for
Lists in our SharePoint site.
| | Collapse this transcript |
| Working with calendars| 00:00 | Calendar and Task List both have dates
and times so they can be displayed in
| | 00:04 | some ways that we wouldn't, for example
display a document library or a list of vendors.
| | 00:10 | We can display tasks and calendars
on timelines and in calendar grids.
| | 00:15 | So, let's take a look at how the Calendar works.
| | 00:18 | When we take a look at the CALENDAR tab,
what you'll find is that you have Day,
| | 00:23 | Week, and Month views just as you do in Outlook.
| | 00:27 | You also have the ability to overlay a
calendar, as you do in Microsoft Outlook.
| | 00:32 | So, if I click Calendar Overlay, I
might find that there are already other
| | 00:37 | calendars connected here, and if so, I
can make them visible in the view and
| | 00:41 | click OK, and I can see multiple calendars.
| | 00:44 | This calendar is the Home Calendar.
It has no hyperlink, but if I point to
| | 00:48 | Team Calendar and click, I will
actually go to that calendar, which is
| | 00:53 | elsewhere in my site.
| | 00:54 | Notice here, that I have a calendar
where we're showing two individual schedules
| | 00:59 | and these are actually coming
from their Outlook profiles.
| | 01:01 | So, the two types of calendars I can
display are SharePoint calendars from this
| | 01:05 | site, and calendars from my exchange
server, including individuals Outlook
| | 01:11 | calendars and exchange public calendars.
| | 01:14 | Other choices that I have are the
ability to Expand or Collapse if I'm showing
| | 01:19 | a view that looks more
like a schedule turns sideways.
| | 01:23 | So, I have the ability to modify this
view; to create new views, but what's
| | 01:27 | really new and different about how
these views work here in the Calendar is the
| | 01:32 | ability to display Calendar
Overlays that allow me to see more than one
| | 01:36 | calendar at a time.
| | 01:38 | To keep those calendars synchronized
as I flip back and forth and these again
| | 01:42 | are very powerful views.
| | 01:43 | If you need to add a Calendar to the
view that doesn't exist at all, you click
| | 01:48 | the New Calendar button and you'll be
seeing more about that later in this
| | 01:51 | course in a chapter called
Editing SharePoint Pages.
| | Collapse this transcript |
|
|
4. Editing, Saving, and Sharing DocumentsOpening and saving Office documents| 00:00 | In this movie we're going to learn
how to open and save Microsoft Office
| | 00:04 | documents in SharePoint.
| | 00:06 | Now that's not the same as opening and
saving all documents, because some of
| | 00:10 | the other applications you use may use different
versions of the file Open and Save dialog boxes.
| | 00:16 | But Microsoft Office applications all
use a common set of dialogs that makes our
| | 00:21 | life easy and they all behave in the same way.
| | 00:23 | So, here we are with the new calendar
that we're creating for 2013 from one of
| | 00:28 | the templates that comes with Microsoft
Word and I would like to save this to a
| | 00:32 | library on my SharePoint site.
| | 00:35 | When I click FILE to save this and
choose for example Save, one of my choices is
| | 00:42 | to save it somewhere that I
can browse to go find a location.
| | 00:46 | I don't really have any web locations here yet.
| | 00:49 | And here is the very first and I
believe most important secret to saving in
| | 00:53 | SharePoint, which is it's always
easier to save in SharePoint after you've
| | 00:58 | opened a document in SharePoint.
| | 01:00 | So, let's start there and see how this
experience is different when I start by
| | 01:05 | opening a document from SharePoint.
| | 01:07 | Let's zip over to our SharePoint Library
and I'm simply going to open a document.
| | 01:13 | You may be prompted to provide some
credentials and click a button that says you
| | 01:17 | want to edit the document.
| | 01:18 | If you see a button that says you must
check this document out, you can go ahead
| | 01:22 | and click it, but you'll learn more
about that in the next video, which is on
| | 01:26 | using Check In and Check
Out with SharePoint Libraries.
| | 01:29 | So, here we are, and I might want to
make a few changes to this document or not,
| | 01:33 | but what I do want to do is save it.
| | 01:35 | So, I'm going to click the
Save button or choose FILE>Save,
| | 01:39 | and when I do, we have a new
entry here in our Save As list.
| | 01:44 | Other Web Locations, this wasn't
here just a moment ago when I wanted to
| | 01:49 | save that 2013 Calendar.
| | 01:51 | It's here, because I opened the
document from SharePoint Library.
| | 01:56 | The current folder this document lives
in, the TeamOrient folder, is here and it
| | 02:01 | will be added to other Recent Folders.
| | 02:04 | If I want to make sure that I don't
lose the reference to this particular
| | 02:08 | library, I can simply click this pin and
it will always appear here in Other Web
| | 02:12 | Locations, even if it's not the
current folder, even if I've opened dozens of
| | 02:17 | other libraries in SharePoint.
| | 02:18 | So, this is how I say, this is
library that I want to keep track of.
| | 02:22 | Now, when I go back to my other
document and I get ready to save, I can choose
| | 02:27 | FILE>Save As>Other Web Locations and
there's my folder, right here, where I left it.
| | 02:33 | So, the secret to being able to save
easily in SharePoint is first opening a
| | 02:37 | document from SharePoint,
| | 02:39 | but what if you can't?
| | 02:41 | Well, another choice is actually to
copy the URL for the SharePoint Library.
| | 02:45 | So, if we return to SharePoint and if
the address bar isn't showing, I can
| | 02:50 | right-click of course in the Window
and here's the address of this library.
| | 02:55 | Now, the URL for the site ends just
before the _ (underscore) and word layouts.
| | 03:01 | And we can navigate to the site and then
once we're in the site, navigate to the library.
| | 03:05 | It's helpful to know its name.
| | 03:07 | It's this one, where we have our
TeamOrientation documents, that's its short name,
| | 03:11 | but I'm going to go ahead and copy this.
| | 03:13 | I can right-click and choose Copy or I
can do Ctrl+C. And let's go ahead and go
| | 03:17 | back to Microsoft Word.
| | 03:19 | Click Browse and I can simply paste
that URL, Ctrl+V here and press Enter and
| | 03:26 | when I do, then at the top of my site.
| | 03:28 | Here is the No Obstacles Collaboration Zone.
| | 03:31 | It has a document library in it,
but that's not the one I want.
| | 03:34 | I want this library and when I double-
click, then I can say that this is our
| | 03:39 | 2013 Team Calendar and Save.
| | 03:42 | This isn't a new place, so this will
not result in a second entry here, except
| | 03:46 | it will be now the current location for
this particular document, when I go to
| | 03:50 | Save As, the Current Folder
and a Recent Folder as well.
| | 03:54 | One other way that you might open
the document in Microsoft Word, Excel
| | 03:58 | PowerPoint or any of the other Office
applications is that someone who sends you
| | 04:03 | a link to a particular document or even
to a library or site, Mark LaCie would
| | 04:08 | like me to take a look at a specific
document, so he just sent me a link, it was
| | 04:12 | really easy for him to do.
| | 04:14 | All he needed to do was to navigate to
the particular document he wanted me to
| | 04:18 | look at and click SHARE, and then
enter my information right here along with
| | 04:23 | some other information if he wishes.
| | 04:25 | We'll see more about sharing
documents a little later in this chapter.
| | 04:29 | But Mark sent me an e-mail
and it's here in my Inbox.
| | 04:32 | It says Mark LaCie has shared 'No Obstacles
Green Newsletter' and here's the document.
| | 04:37 | Even though this looks like all it is
it's a document name, it's a hyperlink
| | 04:41 | that will take me all the
way back to the library.
| | 04:43 | So, I can click and here I am in the
library being asked, do I want to open this?
| | 04:47 | And I'm going to say Open.
| | 04:49 | Again, I may be prompted to provide some
credentials and here's the document that
| | 04:53 | Mark sent me the e-mail to open.
| | 04:56 | So, a variety of different ways that we
can access a document for opening, as
| | 05:01 | soon as we open the document from a
particular list or library, that list or
| | 05:05 | library is added to the locations
that are available for us here in the
| | 05:10 | application that I used to open the document.
| | 05:12 | One more thing then, if you're
opening documents from lots of places you
| | 05:16 | never intend to return to, it's not a bad
idea to simply remove that document from a list.
| | 05:21 | So, if someone sends me a link to open a
document in a site that I rarely visit,
| | 05:25 | rather than having my list of other web
locations populated with a lot of places
| | 05:30 | I just assume never voyage to again,
I'll simply right-click and remove the
| | 05:34 | items from the list that I don't need.
| | 05:36 | Pin when you would like to have them,
remove them when you don't need to use them again.
| | 05:40 | That's how easy it is to be able to
open documents and to be able to save
| | 05:45 | documents and to save locations of
libraries, so you can easily open and save
| | 05:49 | documents again in SharePoint Foundation.
| | Collapse this transcript |
| Using Check In/Check Out| 00:00 | In the last chapter, we talked about
different ways to customize SharePoint
| | 00:04 | Apps, SharePoint Libraries, and Lists
and you may recall that one of the ways
| | 00:09 | we can customize a list is to require that
the documents be checked out or versioned.
| | 00:13 | I would like to talk to you
about Checkout for just a moment.
| | 00:16 | Every file system, every platform needs
a way to make sure that two people can't
| | 00:23 | be changing a document in the same way
at the same time, because what happens,
| | 00:27 | if you don't have some protection is
that when one person checks a document out
| | 00:31 | and makes changes, the next person's
changes may overwrite the changes that
| | 00:36 | were already there.
| | 00:37 | So, Check-in and Check-out
is a way to prevent that.
| | 00:40 | It's way to make sure that while I am
making 500 changes to a document, someone
| | 00:45 | who opened the document earlier than I
did, and saves it after I do, doesn't get
| | 00:50 | to overwrite my 500 changes with
the fact that they bolded three words.
| | 00:54 | This setting is a Library Setting and
I'm just going to remind you where that is.
| | 01:00 | Here in the Versioning Settings there's
a choice to say that documents have to
| | 01:04 | be checked out before they can be edited.
| | 01:06 | Before you jump in and turn this on for
every single library, I want you to know
| | 01:11 | that there's a newer feature that in
many ways supplants this, and that's the
| | 01:14 | feature that allows two people to
edit a document at the same time.
| | 01:18 | And SharePoint manages those edits.
| | 01:20 | You are going to see that feature called
co-authoring a little later in the course.
| | 01:25 | Nonetheless, there are times that you
actually do want to require checkout.
| | 01:30 | Whenever you're creating settings or
changing the settings for a list or a
| | 01:34 | library or another app in SharePoint,
you should take a look and say what's the
| | 01:38 | business process that we normally use?
| | 01:41 | What are our business rules in place?
| | 01:43 | And so, if the rule is that in this
library, only one person in the library is
| | 01:47 | in charge of each particular document,
then it's really fine to say they have
| | 01:51 | to be checked out before they can be
edited or, if you just want to ensure that
| | 01:56 | you don't have co-authoring, that
there's a process that says you want to edit
| | 02:01 | it, you check it out first because that
lets everybody else know publicly that
| | 02:04 | that document has been edited, and that
there'll be a new version that we will see soon.
| | 02:10 | That's another good reason to
turn on this Setting and say, Yes;
| | 02:13 | we would always like to make sure that
the document is checked out here in our
| | 02:17 | Versioning Settings before it is edited.
| | 02:19 | I am going to click OK.
| | 02:21 | We're going to go back to our Library.
| | 02:23 | So, I would like to go ahead and open up
this list of recipes, so we have lots of
| | 02:29 | artifacts at no obstacles that we give
to employees and we give to other folks,
| | 02:33 | a new thing right now is this
recipe sheet that we are handing out.
| | 02:36 | So, we are going to hand this out to our
new employees, we are going to hand this
| | 02:39 | out to our customers, lots of different
people, and I want to go ahead and click
| | 02:42 | on this link to open the document.
| | 02:45 | Windows 8 will then open Microsoft Word and
you may be prompted to provide some credentials.
| | 02:50 | This document is opening right now in
Protected View, because of how SharePoint
| | 02:54 | is set up here in this particular environment.
| | 02:57 | Every time I am opening a document from
SharePoint, I'm being prompted, but even
| | 03:01 | after that prompt went away, here's
another one that says, "Whoa, whoa, whoa," checkout is required.
| | 03:05 | If you want to modify this server
document, you must check it out first.
| | 03:09 | I can look at this document, it's 14
pages long, and I can scroll and read it.
| | 03:14 | Sometimes, if it's a smaller document,
it will actually open automatically in
| | 03:18 | Read mode, so that I can look at it as I
would in any reader app. So, here are my
| | 03:22 | recipes, this looks good and I
want to make a couple of changes.
| | 03:25 | So, I'm going to click Checkout.
| | 03:27 | Let's go take a look and see what that
looks like now for myself or for other
| | 03:31 | users, back in our SharePoint library.
| | 03:33 | Back here in SharePoint, I'm going to go
ahead and Refresh this particular page,
| | 03:38 | and you'll notice that the HOME recipes
file, shows is checked out, that's what
| | 03:42 | this icon here means.
| | 03:44 | This green arrow pointing to the
bottom right corner of the word icon, says,
| | 03:49 | well, this is already
been checked out to someone.
| | 03:52 | If I point to that icon, it will
actually tell me, that it is checked out to
| | 03:56 | me, but while I'm working on this
particular document, someone else is editing
| | 04:01 | the GREEN Newsletter, and if I point here, it
says, Mark LaCie is working on this newsletter.
| | 04:06 | So, I wouldn't be able to open
this document exclusively either.
| | 04:10 | I'm going to hope that Mark keeps this
open for a few minutes so that I can come
| | 04:13 | back and show you what will happen
when we try to open that document that he
| | 04:17 | already has checked out,
| | 04:18 | but for right now let's zip back over to Word.
| | 04:20 | So, here I am, I can make some changes to
this document or not, it really doesn't
| | 04:24 | matter, I can Save along the way
anytime I'd like to, but whenever I get ready
| | 04:30 | to return this document and say, okay,
we are all done with this, then when I go
| | 04:35 | backstage, I have the opportunity to
check it in or to discard my checkout.
| | 04:40 | Two different choices that I can make.
| | 04:42 | Now, if I check this document back in,
then it will be available for someone else
| | 04:46 | to edit. Even right now the Server
Version is available for anyone else to read.
| | 04:51 | And if I don't make any changes and I
don't want to make any comments about it,
| | 04:55 | I have the choice to discard my checkout.
| | 04:57 | When I discard my checkout, it simply
rolls back to the server version of the
| | 05:01 | document, if I've made any
changes, they won't be saved.
| | 05:03 | I'm going to do a couple
of small edits here, then.
| | 05:07 | I was asked to make the No Obstacles
Kitchens plural, because there are a
| | 05:11 | couple of them, and that would include here as
well in our Header, and I think that should be it.
| | 05:15 | Yup, looks good.
| | 05:17 | So, now I'm ready, I can save the
document if I wish, but the big deal is I've
| | 05:21 | still got it checked out
and nobody else can edit it.
| | 05:24 | I'm going to check this document back
in, and I am going to make a couple of
| | 05:27 | little comments about it.
| | 05:29 | And I'm ready to go.
| | 05:31 | Now, in this particular case,
I'm all done with this.
| | 05:33 | I don't want to work with it any
longer, but if I did want to work with it
| | 05:37 | longer, I actually have the choice to
say that I want to check the document in.
| | 05:41 | Click this checkbox and what it does is
it checks the document in, so everyone
| | 05:45 | would see that kitchen, but Kitchens
is the title and header, but it keeps it
| | 05:48 | checkout to me, so I can keep working with it,
| | 05:50 | but I am all done and so I am going to
click OK, check that document back in.
| | 05:55 | It's still open here, but the
version that's open is simply a local copy.
| | 05:59 | If I actually want to modify the
version on the server again, I'll need to
| | 06:03 | check it back out again.
| | 06:04 | I am going to go ahead and close this
document and we're going to return to
| | 06:08 | our SharePoint Library.
| | 06:09 | I'm going to Refresh my library and
you'll note that my document that I had
| | 06:14 | opened, is checked back in.
| | 06:15 | It says, it was modified a few seconds
ago, and if I wish I can go take a look
| | 06:20 | and check it out again right here,
or simply say, no that's good enough.
| | 06:25 | Now, here's the document that Mark has
opened for editing and he still has it open.
| | 06:29 | He last modified it about 11 minutes ago.
| | 06:32 | So, I'm going to go ahead and open
the document, and you may be prompted a
| | 06:36 | couple times to provide some credentials or to
say, yes, I know that this came from website.
| | 06:41 | Windows 8 opens Microsoft Word and the
document opens and you may be saying to
| | 06:45 | yourself, why does that even open?
| | 06:48 | Mark LaCie has it checked out, yes, he
does have it checked out, but I can still
| | 06:52 | take a look at it and be able to view
it, even though he has it checked out.
| | 06:56 | SharePoint allows us to have some
people reading documents and other people
| | 06:59 | editing the same documents, that's
the beauty of having this platform that
| | 07:03 | allows us to collaborate in this way.
| | 07:05 | So, I am going to say okay, I
want to check this document out.
| | 07:08 | Here's the dialog that lets me
know for sure that Mark still has it.
| | 07:12 | It says, this document is locked for
editing, in other words, it's checked
| | 07:17 | out by" another user"
| | 07:20 | Now, it would be nice if it said Mark,
and sometimes it will, but right now,
| | 07:24 | it just lets me know somebody else has it and I
have three choices that I can make at this time.
| | 07:29 | One is, I can say, I want a copy of it anyway.
| | 07:32 | If I choose Read-only, I cannot save
this back to the server with the same name.
| | 07:36 | That would violate the intent of
why checkout is here to begin with.
| | 07:41 | The second possibility is to say, I'm
not in a rush, please let me know when I
| | 07:46 | can open this document for editing.
| | 07:48 | I'm happy to wait until Mark's done.
| | 07:50 | Notify me when I can next edit this
document, and the third possibility is to
| | 07:56 | say, I'm not even that engaged
with it, just cancel this, never mind.
| | 08:00 | I don't really need to check this
out. Everything that I need to do,
| | 08:04 | I can do simply by reading the document.
| | 08:06 | So, I'm going to go ahead and click Cancel,
and again, I can review the document.
| | 08:11 | It's available for me here in Read mode,
I can look at it, if I want to switch
| | 08:15 | to a different mode to look at it, I can.
| | 08:18 | I'm not stuck in that mode, so if I'd
like to see what it will look like in a
| | 08:22 | Page View, that's fine, and at any
point along the line, I can say, well, I'd
| | 08:27 | really like to know if Mark is out of
this document and I can try to check it
| | 08:31 | out, and it will let me know, no, not yet.
| | 08:34 | So, I'm going to go ahead and cancel this.
| | 08:36 | And I'm going to close this document.
| | 08:38 | Let's go back to our Library.
| | 08:40 | So, here we are, one document
checked out that Mark is working on.
| | 08:44 | At some point, Mark will be done and
we will get this document back, so that
| | 08:48 | other people can edit it, but Checkout
is going to make sure that nobody can
| | 08:52 | overwrite the changes that Mark is
diligently working on right now, because they
| | 08:56 | happened to check it out when he also has it.
| | 08:58 | This is how Check-in and Check-out
works in Libraries in SharePoint Foundation.
| | 09:04 | You'll get used to this if you have
any libraries with check-in and checkout.
| | 09:07 | And one more thing,
| | 09:08 | to be a really good citizen, as soon
as you are done with the document, it's
| | 09:13 | time to check it back in, because as
you can see, another user might be wanting
| | 09:17 | to do some editing and would be waiting and
waiting and waiting on you, to check it back in.
| | 09:22 | So, please make sure that when you're
done with the document you check it back in.
| | 09:25 | If it ever happens that someone
doesn't check a document in, can't check a
| | 09:29 | document in for whatever reason, then
your SharePoint Administrator has the
| | 09:34 | permission to go out and force
this document back into the library.
| | 09:38 | The version that will be retained is the
version that is currently on the server.
| | 09:43 | So, if you are a person who is working
on a document, you forget to check it
| | 09:47 | back in and go on vacation, then you
might come back to find that the last
| | 09:51 | editing you did has been removed so
that other people could have access to the
| | 09:55 | document for editing.
| | 09:57 | Check-in and checkout is a great solid
feature here in SharePoint Foundation.
| | Collapse this transcript |
| Uploading and creating documents in a library| 00:00 | Whenever you start working with a
SharePoint Site the odds are pretty good that
| | 00:04 | you may have some documents that you
want to move to the Site, and they already
| | 00:08 | exist, you've created them, they are
saved on your Network Share or in your My
| | 00:12 | Documents folder or the documents that
are used by a number of different teams
| | 00:17 | and other folks on your team will e-
mail them to you and say, hey, can we have
| | 00:20 | this on our SharePoint Site?
| | 00:21 | And until you show them how they can
you SharePoint, you might find it easier
| | 00:26 | simply to upload documents, or maybe
you have an entire file system, documents
| | 00:30 | that your team has been working on for
the last five years, and now that your
| | 00:34 | team is in SharePoint, all of
those documents need to be moved.
| | 00:37 | So, there are a number of different
ways that you can upload documents here to
| | 00:41 | Microsoft ShairePoint.
| | 00:43 | One way if you just want to upload one
document is to click on FILES, to click
| | 00:47 | Upload Document and to go Locate
the Document you want to upload.
| | 00:51 | I have a memo from Steve that I don't
want to lose, so we're going to go ahead
| | 00:55 | and upload that item.
| | 00:56 | What if I have a number of
documents that I want to upload?
| | 00:59 | Well, you might notice that we have the
ability to drag files here, we also have
| | 01:04 | the ability to click New and you
might think that this would create a new
| | 01:07 | document, but it really doesn't.
| | 01:08 | It does exactly what we just did;
| | 01:11 | it's really Upload or Add a new document.
| | 01:14 | But dragging files here is a new
feature in this version of SharePoint.
| | 01:19 | Now, when you want to use the drag
files feature, you want to move out of this
| | 01:23 | mode called Metro mode.
| | 01:25 | That's the Windows 8 User Interface mode,
because dragging files actually works
| | 01:29 | best when you're looking at the browser in a
more standard or classic version. You might think.
| | 01:35 | Oh, now I need to go open another
browser window. No, you actually don't,
| | 01:39 | because SharePoint will do it for you.
| | 01:41 | You can right-click in the Window
choose Page Tools and say, I want to view the
| | 01:46 | browser on the Desktop rather than in
the Windows 8 UI. So, here we are, the same
| | 01:52 | Site we were on, opened now here in our Desktop.
| | 01:57 | And that's pretty cool because, what we
want to be able to do now, is open to My
| | 02:01 | Documents folder and I can
actually take items right from here.
| | 02:04 | For example, this particular
PowerPoint presentation or a number of different
| | 02:10 | items that I select using Shift
or Ctrl to select multiple items.
| | 02:14 | As you know you can here in Windows,
and with one or more items selected, I can
| | 02:19 | simply drag them to where
it says, drag files here.
| | 02:22 | Noticed when I do that a huge space opens
up for me to drop my files, and there it is.
| | 02:28 | Now, if I were copying multiple files
to upload them this way, then originally
| | 02:33 | they'll show up here and then you'll
notice that it takes some time for them
| | 02:37 | actually to load and
you'll see a progress meter.
| | 02:39 | So, for example, if I were to take an
entire group of documents here, and drag
| | 02:44 | them, notice that we see a progress
meter as they're added to the site.
| | 02:48 | When I don't want to see upload
completed in anymore, I can click DISMISS, and
| | 02:53 | close that and I have my original menu
back again, that allows me to upload one
| | 02:58 | document a time or to drag files here.
| | 03:01 | So, that's how easy it is to do this
uploading. You can upload directly from your
| | 03:06 | folders on Network Shares on Windows,
simply by switching over to run your
| | 03:11 | SharePoint Site on the Desktop, and
then opening my documents or any Windows
| | 03:16 | Explorer Window and dragging your
items into the appropriate library.
| | 03:20 | What if I want to create a New
Document here in the library?
| | 03:23 | It doesn't exist yet, I'm working on the site
and I think I'd like to create a new document.
| | 03:28 | Well, by default a new document
here in SharePoint is a Microsoft Word
| | 03:33 | document, because when I created this
library, one of the settings that I kept
| | 03:38 | that I could've changed, was the
setting that said that the default document
| | 03:41 | type here is Microsoft Word.
| | 03:43 | So, if I go to the FILES tab of the
ribbon and choose New Document, I'm going to
| | 03:49 | get a new Word document, that's the default.
| | 03:51 | You might work in some libraries
where the default new document is an Excel
| | 03:56 | Workbook or the default new document
is a PowerPoint presentation, but the
| | 04:00 | default again is Microsoft Word, and
when I want to create a new document, I
| | 04:05 | simply click. You may be prompted and
you might wonder why I'm being prompted,
| | 04:09 | all that's happening is Microsoft
Word is opening with a blank template.
| | 04:13 | Well, that's almost true, but not quite.
| | 04:17 | The reason that you may be prompted
here is that Microsoft Word isn't opening
| | 04:22 | with a blank template from your computer,
| | 04:24 | it's actually opening with a file that's
called template from the SharePoint Site.
| | 04:29 | And Microsoft Office doesn't care
if you're opening a template that's
| | 04:33 | essentially blank or if you're opening
a template that has lots of the content,
| | 04:36 | you're still opening a
template from another location.
| | 04:39 | So, don't be surprised if you're prompted,
but this is a way that you can create
| | 04:43 | new documents from the SharePoint Site.
| | 04:46 | I don't think this is of a huge
benefit at all that you get a blank Word
| | 04:50 | document, but one of the things the
SharePoint developers can do, is create a
| | 04:54 | library that uses a particular template.
| | 04:57 | So, instead of a blank Word document,
perhaps it's a Word document that is a Form
| | 05:03 | or perhaps rather than a blank
PowerPoint presentation, it's a PowerPoint
| | 05:07 | presentation using your corporate
template or an Excel Workbook that's used as a
| | 05:13 | budget template or is an expense workbook.
| | 05:15 | So, as long as it's more than a blank
template it begins to get a little more
| | 05:19 | interesting for me, but from our
library, you can create a new document of
| | 05:23 | whatever type has been assigned here.
| | 05:25 | You can upload documents one at a time,
the same as if you click new document or
| | 05:31 | by switching, so that you're displaying
Microsoft SharePoint in a browser Window
| | 05:36 | on the Desktop, you have the ability
to drag and drop from any My Documents,
| | 05:42 | Desktop, any Picture folder, Video
folder, any of these of items, you can drag
| | 05:48 | them directly out of their folders
right here into Microsoft SharePoint.
| | Collapse this transcript |
| Using your SkyDrive| 00:00 | In the prior version of SharePoint you
had a private space that you could use to
| | 00:05 | save documents in, and that's has been
replaced with something that's quite a
| | 00:09 | bit cooler called SkyDrive.
| | 00:12 | SkyDrive is part of the social
networking features, but it's actually a virtual
| | 00:16 | drive that you can use to store things on.
| | 00:18 | You may already be using virtual drives
already, you may be saving items in the
| | 00:22 | cloud at work or you may have rented
drive space to backup things like family
| | 00:27 | photos and scrapbooks and
videos online in the cloud.
| | 00:32 | So, if you're using Amazon in the cloud
or if you using iCloud from Apple, you're
| | 00:36 | already using a feature that's a lot
like a SkyDrive, A virtual space that you
| | 00:41 | share with other users, but where your
content is rigorously protected, and is
| | 00:45 | available only to you and shared
only if you asked to have it shared.
| | 00:49 | So, I want to go ahead and open my SkyDrive.
| | 00:52 | This area here Newsfeed, SkyDrive and
Sites, and the ability to Share, Follow
| | 00:57 | and Sync, this section you could
think of as the doorway to the social
| | 01:01 | networking aspects of SharePoint 2013.
| | 01:05 | But I'm going to go ahead and click on
SkyDrive to open it, and this is what my
| | 01:08 | SkyDrive looks like.
| | 01:09 | Now, I didn't brand this drive
yet, it looks a little different.
| | 01:13 | I have the ability to go in and change some
things, so they look a little bit different,
| | 01:18 | but mostly what I have is some documents
that I've saved here, my picture we can
| | 01:22 | tell we're in Myspace, so that I
can change the photo if I wish.
| | 01:26 | And notice that every document that
you save here is private until it shared.
| | 01:30 | If you'd like to know more about that,
go ahead and click Learn More here on
| | 01:35 | your computer, and when you're all done
having this message here, when you think
| | 01:38 | you understand it really well you can
click Dismiss. That's totally up to you,
| | 01:42 | but you will notice that this interface
works the same as the Document Library does.
| | 01:46 | I can click New Document to upload
documents one at a time or I can choose to
| | 01:51 | display this browser window with
SharePoint in it on the desktop, and then I can
| | 01:56 | drag files here if I wish to do that.
| | 01:58 | I've been using my SkyDrive for a
little while so I've actually already created
| | 02:02 | a folder that's called Shared with Everyone,
and I can invite other people to it as well.
| | 02:07 | So, anything that I put in here will be
shared broadly, anything I put any place
| | 02:12 | else will be private unless I
choose to share it with others.
| | 02:15 | So, for example, here I have a folder
that shared only with myself. I have some
| | 02:20 | Workflow Drafts and some things that
I'm working on for some processes that we
| | 02:24 | will be using later in this class
| | 02:26 | but if I wish, I have the ability to
take this folder and simply to say, I want
| | 02:31 | to share this and I can invite people to it.
| | 02:33 | Right now, it's shared only with me.
| | 02:35 | And I can set one of two different
types of permissions. I can say other people
| | 02:39 | can come edit documents here or
other people can view documents here.
| | 02:43 | So, this is pretty slick that I have
the ability to go in and to say I want a
| | 02:48 | folder that I share with one or two
people on my team, a folder I share with
| | 02:51 | everyone and then by default always
documents are only shared with me unless I
| | 02:57 | say something different.
| | 02:58 | Notice that I have the ability to
create new folders here, so I can go in to my
| | 03:03 | SkyDrive and create one folder that I
share only with Josh, another folder that
| | 03:08 | I'd share with Mark and with Akee,
another folder that I share with two or three
| | 03:14 | members of my family, my siblings,
and I can invite them to this drive.
| | 03:18 | If I'm in a corporate environment I
may not be able to invite my siblings
| | 03:22 | because the rules may be set, so
that I can only invite people who are
| | 03:26 | already on the server of my organization,
who are already recognized by active directory.
| | 03:32 | But increasingly we're seen an attempt
in the computer industry to say, you only
| | 03:38 | need to have one drive that you
would use for all of your content;
| | 03:41 | your home content, your work content
and that you can compartmentalize that.
| | 03:46 | This is where the future is going.
| | 03:48 | Right now, we may be able to create
personal drives at home and work drives at
| | 03:53 | work and have two different SkyDrives.
| | 03:56 | So, I'm going to go ahead and add
another document to my SkyDrive.
| | 04:00 | And I have actually another piece that I'm
working on that I want to simply store here.
| | 04:05 | So, I'm going to say OK, it says it shouldn't take
too long and here it is, and by default
| | 04:11 | available only to me.
| | 04:12 | If I want share this with everyone, I
can simply drag and drop it to the Shared
| | 04:16 | with Everyone folder.
| | 04:17 | Now I have this broadly shared document,
and it was easy just to move it up here
| | 04:22 | in one step and then to drag it.
| | 04:24 | I want to create this other folder,
that's I'm going to share only with my small
| | 04:28 | team, my local team, and when I get
ready then to open up for other users, I'll
| | 04:32 | simply click, say I want to share and
note the names or email addresses of the
| | 04:37 | people I want to share with, or again I
can share with everyone, but I already
| | 04:41 | have a folder that does that.
| | 04:42 | So, this is my SkyDrive.
| | 04:44 | When I go out to my desktop, I'll
find that I have SkyDrive there as well
| | 04:48 | and when I click I'll see the same documents
that are stored on my SkyDrive in SharePoint.
| | 04:53 | You have one SkyDrive in your
enterprise this is how it works.
| | 04:57 | If you like me, you have created
another SkyDrive that you use in your personal
| | 05:00 | life, that you use from home, you
have no way to hook that up here.
| | 05:04 | So you are allowed to have one
SkyDrive that's present with Windows that's
| | 05:09 | connected to your SharePoint profile.
| | 05:11 | Because of SkyDrive is saving in a
virtual location I don't need to have this
| | 05:16 | computer to access
documents that are on my SkyDrive.
| | 05:19 | I don't need to have anything other
than my login, as long as I can login I can
| | 05:24 | get to my SkyDrive and I can share my
documents there, no matter where I am in
| | 05:28 | the world and no matter what type of
device I'm using, a PC, a tablet, even some
| | 05:34 | of my phone devices I can use to be
able to work with the documents that I've
| | 05:38 | saved on my SkyDrive.
| | 05:39 | And that's the beauty, it's one of the
best places that I can store anything
| | 05:43 | that I create in Microsoft
Office or with Microsoft SharePoint.
| | Collapse this transcript |
| Sharing documents, libraries, and sites| 00:00 | SharePoint makes it wicked-easy to
share sites, libraries, and specific
| | 00:05 | documents with individuals who you
have the authority to share with.
| | 00:10 | Whenever, SharePoint set up there's a
group of folks who have access to it and
| | 00:14 | typically a group of folks who don't.
| | 00:16 | Normally, everybody in your
enterprise will be allowed to use SharePoint,
| | 00:20 | everyone in your
organization, everyone on your team,
| | 00:23 | but there are some installations of
SharePoint that actually allow anonymous
| | 00:27 | access by people who aren't
even part of the organization.
| | 00:30 | Depending on how SharePoint is
configured done, the group of folks who you could
| | 00:35 | think of as being in your sharing
zone might be every employee of your
| | 00:38 | organization or all the employees and
some outside partners or only the folks
| | 00:43 | who work in a particular
department that's using SharePoint.
| | 00:46 | Whoever is in your sharing zone, you'll
share with them in exactly the same way.
| | 00:50 | So, if I'd like to share a document with someone.
| | 00:52 | For example this Employee_Report_Feedback,
I'd like Mark to spend a little time on it.
| | 00:58 | I need some information from him.
| | 01:00 | So, all I need to do to share
this is, click and choose Share.
| | 01:03 | When I do, I'll be prompted
to enter Mark's email address.
| | 01:07 | I use this a lot so it's easy to find him.
| | 01:10 | This is a document that I'd like him to be
able to edit and then I can provide a comment.
| | 01:15 | I don't need to, but I can.
| | 01:16 | So, here's my comment.
| | 01:18 | I'm ready to share this.
| | 01:19 | I'm going to simply click Share and an
email will be sent to Mark with a link
| | 01:23 | back to this document.
| | 01:24 | Now, this is important.
| | 01:25 | Imagine that this document wasn't in SharePoint.
| | 01:28 | Mark is out of the office today and
this document is in a Window Share that I
| | 01:33 | can send the link to.
| | 01:35 | So, I send this and I say Mark, please
look at this document that's attached.
| | 01:39 | But he doesn't start
looking at it until tomorrow.
| | 01:41 | In the meantime, I've
continued working on the document.
| | 01:44 | So, he's providing feedback to a document
that's obsolete at this point because I
| | 01:49 | worked another three hours
on it after I sent him a copy.
| | 01:52 | The important thing about
SharePoint is it's not going to attach this
| | 01:56 | document to the email.
| | 01:58 | It's only going to send a link.
| | 02:00 | And so, even if Mark doesn't
look at this for three days.
| | 02:03 | Whenever he clicks the link in his email,
he's going to come back to the current
| | 02:07 | version of this document.
| | 02:08 | SharePoint provides a better way to share
documents then attaching documents to emails.
| | 02:14 | Besides that link takes up very
little space in Marks's inbox.
| | 02:18 | But if I'm sending him lots of
documents to review, all of a sudden I'm taking
| | 02:22 | up more and more of his mailbox space
because every time I attach a document, it
| | 02:26 | takes up more space, at link, very little space.
| | 02:29 | So, for all of these reasons, sharing a
document from a SharePoint library is a best practice.
| | 02:34 | What if I want to share the entire library?
| | 02:36 | Mark is already a member and so is a
key but we have some other folks in the
| | 02:41 | organization who we'd like to
have a look at this library.
| | 02:44 | We don't necessarily want them to
look at our entire collaborations on our
| | 02:48 | entire site, but there are a group of
documents that we've put in a library and
| | 02:52 | we'd like them to review them.
| | 02:54 | In order to share a particular library or
any other app, it could be a list, for example,
| | 03:00 | we'll use the Tool bar and
say that we would like to share.
| | 03:04 | So, if I want to share
individual files, I can select them.
| | 03:08 | For example, I could
select this file and share it.
| | 03:12 | In the same way that I can click the
callout, this does exactly the same thing
| | 03:16 | that dialog box should look incredibly familiar,
| | 03:18 | but if I want to share the whole
library rather than one or more selected
| | 03:23 | files, I need to click the LIBRARY tab
on the ribbon and in the Settings group,
| | 03:28 | choose Shared With.
| | 03:29 | This will show me who've shared this
library with already then I can click
| | 03:34 | INVITE PEOPLE and I can share
documents just this documents library with more
| | 03:40 | individuals by entering their names or
their group or their email addresses.
| | 03:45 | And then I can provide a
personal note to the email if I wish.
| | 03:48 | So, this is where I'd put, please feel free to
review these documents and provide feedback.
| | 03:53 | Thank you very much.
| | 03:55 | So, that's how I would share a library I
can share files on the FILES tab in the
| | 04:00 | entire library here under Library Settings.
| | 04:03 | After this group has been taking a
look at our documents and giving us some
| | 04:07 | advice, we've decided that they are
exactly the right people to add to our team.
| | 04:12 | So, now what we want to do is
share our entire team site with them.
| | 04:15 | The SHARE button here at the top gives
people access to this entire site and so
| | 04:20 | when I click SHARE, once again the same
dialog box opens whether I'm sharing a
| | 04:25 | document or a library or the entire
site and notice that I'm actually adding
| | 04:30 | people here as editors in the editor role.
| | 04:32 | And I can type names in the same way
and invite people to this entire site as
| | 04:37 | long as they appear in the site
collection for this SharePoint Foundation site
| | 04:43 | or our SharePoint site allows anonymous access.
| | 04:46 | They will be sent an
invitation and allowed into the site.
| | 04:49 | So, they'll have access not just one document
or to one library but to the site as a whole.
| | 04:54 | So, three places you will
want to know how to share.
| | 04:58 | At the document level where we can share
using the callout or share using the FILES button.
| | 05:03 | At the library level on the
LIBRARY's tab by choosing Shared With,
| | 05:08 | Or at the level of the team site by
clicking SHARE here in the upper right-hand
| | 05:13 | corner to give people access to this site.
| | 05:15 | It's very easy to share
documents, libraries, lists, and sites in
| | 05:19 | SharePoint Foundation.
| | Collapse this transcript |
| Syncing a document library to your computer| 00:00 | There are really two different
tools that SharePoint has for
| | 00:03 | synchronizing files.
| | 00:05 | One is the SkyDrive that you saw in a
prior movie, and what a SkyDrive does is
| | 00:09 | it synchronizes files with a virtual
drive, so that you can access those files
| | 00:14 | anytime you can get on the Internet.
| | 00:17 | The second tool we have, and the one
that we're discussing in this video, is
| | 00:20 | the ability to synchronize a document
library to my computer, and that's a
| | 00:25 | very different choice.
| | 00:26 | With synchronization I have files that I
can use when I can't connect to the Internet.
| | 00:31 | A set of files that I can use offline,
perhaps while I'm on a train or when I'm
| | 00:35 | somewhere that I don't want to have to
go find an Internet connection in order
| | 00:39 | to work with my files.
| | 00:40 | Being able to sync my files and
create what's called an offline copy is
| | 00:45 | something that I will do at
different times of the year.
| | 00:49 | As I'm working on a project that's
closing in September, I might be carrying a
| | 00:53 | set of offline files through August
and into the early part of the fall.
| | 00:58 | When I'm working on annual reports in
December, I want to have those files with
| | 01:02 | me, and in April my favorite offline
files, of course, are the files that I need
| | 01:07 | to be able to work on my taxes.
| | 01:09 | All of these are files that don't
require you to connect to the Internet and it
| | 01:13 | creates a separate copy.
| | 01:15 | So, when I want to have a group of
files with me, the first thing is, I need to
| | 01:19 | have them in a library, because when
we synchronize this is unlike SkyDrive
| | 01:23 | where I can move one file,
it's an entire library.
| | 01:26 | I want to take all of these
documents and work with them offline.
| | 01:29 | So, I'm going to click Sync.
| | 01:32 | When I do, I'm prompted and asked the
question, Did you mean to switch apps?
| | 01:36 | Because what I'm actually doing is starting
an application that we haven't seen before.
| | 01:39 | SkyDrive Pro for the desktop is a
synchronization tool between SharePoint and Windows.
| | 01:45 | I'm going to go ahead and say, Yes.
| | 01:47 | I'm being asked, do I want to Sync
the library 'Documents' from the No
| | 01:51 | Obstacles Collaboration Zone?
| | 01:52 | It says, You'll find these documents
under Favorites in Windows Explorer.
| | 01:56 | And I'm going to go ahead and say Sync Now.
| | 01:59 | Now, you may see that you had a choice of
several document libraries to choose from.
| | 02:04 | It depends on where you are in a site.
| | 02:07 | If you're asked to be able to choose
library, go ahead and do that, but right
| | 02:11 | now our files are syncing as we speak.
| | 02:13 | Let's go take a look at them and
here they are coming in, one at a time.
| | 02:18 | I can tell that this is a set of
synchronized files because you'll notice that
| | 02:23 | we have this small checkmark, it's a
synchronization sign, and if we had large
| | 02:28 | files, you would actually watch them
come in. You'd see a small Recycle button
| | 02:31 | that finally turns to that
green Checkmark, that says, Ah,
| | 02:34 | this is a copy and it's an exact
synchronized copy of what you would see if you
| | 02:39 | were to open this
document directly in SharePoint.
| | 02:42 | Where do these live?
| | 02:43 | These live here in Favorites,
in the SharePoint folder.
| | 02:47 | And I have actually done this earlier
with another library, so here's library
| | 02:50 | from somewhere else and this is the
library that we've just created just now,
| | 02:54 | both of them synchronized.
| | 02:55 | So, if I were to synchronize seven or
eight libraries, I would have seven or
| | 02:59 | eight different icons here when I
took a look at Favorites>SharePoint.
| | 03:04 | When I open it up here are my documents.
| | 03:06 | Now what happens when I'm offline?
| | 03:09 | We're going to show you what happens
because the next thing we're going to do is
| | 03:13 | take a moment and disconnect from the network.
| | 03:15 | I've now taken my computer offline.
| | 03:17 | We've disconnected from the network.
| | 03:19 | I've packed it up and I'm on the train
and I'm not connected in any way to the
| | 03:22 | Internet, but I want to be able to
go in and edit one of these documents.
| | 03:27 | That was the point of creating this
synchronize library here on my computer.
| | 03:31 | So, I'm going to actually open up the
document I want to work on which is the No
| | 03:35 | Obstacles GREEN Newsletter.
| | 03:36 | I'm going to double-click
and it opens here in Word.
| | 03:39 | It says it's a Protective View
because it originally came from the web,
| | 03:43 | but notice the bubble that says, This is
an offline copy of the server document,
| | 03:47 | and when it was last up to date.
| | 03:49 | So, that's the last time that this
particular library was synchronized.
| | 03:53 | So, there are lots of clues,
offline copy, Protected View.
| | 03:58 | I'm going to Enable Editing and I need
to make a couple of little changes here.
| | 04:02 | So, one of them as it's GREEN
-ies Contest Announcement.
| | 04:07 | And we also want to do some formatting
on this picture and actually wrap the
| | 04:11 | text around the picture.
| | 04:13 | So, there's the Letter from our Founder,
that looks good, we've all done with
| | 04:17 | this and I'm going to go
ahead and save this now.
| | 04:20 | Notice that if I look at the Status Bar
in Word it says, an upload is pending.
| | 04:23 | When I point to it, it says, We saved
your changes and we are waiting for a
| | 04:26 | connection to the server before we upload.
| | 04:28 | I'm going to go ahead and close this document.
| | 04:30 | If I take a look at the icon, notice
that what we have is we have that Recycle
| | 04:37 | icon that says that it's not the same as
the one that was last removed from the server.
| | 04:41 | But I want to be clear about something.
| | 04:43 | Let's say I was gone on vacation for a week.
| | 04:46 | These documents were good at the
time it was last synced, the last time I
| | 04:49 | connected to the network or the
last time that I connected to the
| | 04:53 | SharePoint server in anyway.
| | 04:54 | The longer I'm offline, the greater the
chances are that someone else might also
| | 04:58 | be editing these
documents and making some changes.
| | 05:01 | Synchronization isn't the same as
checking a document in and out, it's giving
| | 05:04 | me an offline copy,
| | 05:06 | but if I wanted to go make some other
changes to one of our other documents I could.
| | 05:10 | So, for example, if I open up the
Customer Database in Excel and we had a couple
| | 05:15 | of changes that we wanted to make here
to the Customer database, we have a
| | 05:19 | First Name, Last Name, Phone, Street
Address, City, Zipcode but there's been a
| | 05:22 | request that we actually start
tracking our Email Addresses.
| | 05:26 | And I want to make sure that that's happening.
| | 05:28 | And additionally, we want to know
the last time someone ordered from us.
| | 05:32 | So, most recent order or what we're
simply calling Last Order Date and we've now
| | 05:38 | added those two items.
| | 05:40 | This workbook is an
offline copy. We're all done.
| | 05:43 | Notice that it says
Offline Copy here at the bottom.
| | 05:46 | We're used to that and I'm going to
go ahead and I'm going to say File and
| | 05:49 | I'm going to Save this.
| | 05:51 | Now, it says that this file is read-
only. We're in Excel, not Word now.
| | 05:54 | It says, if I want to keep my changes, I
actually need to save it with a new name
| | 05:58 | or in a different location.
| | 06:00 | That's because I forgot to turn
off that it was a read-only copy.
| | 06:04 | So, now that I've done that, notice that
I can save it in exactly the same way.
| | 06:08 | Not a big problem, my
upload is pending once again.
| | 06:11 | So, I always need to make sure that I'm
saying, I don't want to use this as a
| | 06:15 | read-only copy if that's an option, I
always need to make sure that I approve
| | 06:19 | that I know I'm being
protected but I'm ready to edit this.
| | 06:22 | And then finally, I can save my document
because this is a fully synchronized set.
| | 06:27 | Upload Pending, go ahead and close this.
| | 06:30 | Now I have two documents waiting to
synchronize, my Newsletter that I've made
| | 06:34 | some changes to and also this
Customer Database that we've added two new
| | 06:38 | columns to the table.
| | 06:39 | So, let's go ahead and
reconnect now to the Internet.
| | 06:42 | My trips over, I'm back in the
office or I've arrived at my destination.
| | 06:47 | I'm in my hotel room or in my remote
office and I'm ready to connect again to
| | 06:50 | my SharePoint site.
| | 06:52 | So, notice already that my first document
has refreshed and has already been uploaded.
| | 06:58 | I wait a moment longer, this
document has been uploaded.
| | 07:02 | As soon as I went back online, I didn't
even need to click a button that said upload.
| | 07:06 | All of a sudden my documents are
synchronized back to Microsoft SharePoint to
| | 07:10 | that same Document Library.
| | 07:12 | If I go back to the Document Library
now and we refresh this, remember that
| | 07:17 | we've made some adjustments to the GREEN
Newsletter that was last done several days ago,
| | 07:22 | but if I go ahead and refresh this,
you'll notice now that the GREEN Newsletter
| | 07:26 | was last changed about a minute ago.
| | 07:28 | Not necessarily true, might have
been 15 minutes ago but the changes were
| | 07:32 | uploaded when I synchronized about a minute ago.
| | 07:36 | So, this is how we can synchronize a
Document Library to your computer and take
| | 07:40 | files offline to work with them when we
can't connect to Microsoft SharePoint,
| | 07:46 | and how SharePoint manages that
relationship using SkyDrive Pro.
| | 07:50 | So, you and I don't have to worry about
synchronization, all we have to do is go
| | 07:54 | back online and connect.
| | Collapse this transcript |
|
|
5. Social Networking in SharePointViewing your newsfeed| 00:00 | Welcome to my SharePoint Newsfeed, an
area where I can keep track of information
| | 00:05 | about folks in my organization that I'm
following, about documents that I want
| | 00:09 | to know more about, about the sites
that I use on a regular basis, and about
| | 00:12 | conversations that I'm
having with my colleagues.
| | 00:15 | Now, I actually follow three
different people here on my site.
| | 00:19 | I follow our CEO Jaryl, I follow our
Director of Finance, Mark LaCie, and I
| | 00:24 | follow Akee Ning Wu.
| | 00:26 | So, I see information about those.
| | 00:27 | And following works the same here as it
might in something like Twitter or your
| | 00:31 | friends that you follow in Facebook.
| | 00:34 | If I don't follow anyone, I
won't have any people in my Newsfeed.
| | 00:37 | I have a couple of documents that I
follow as well so that I can keep track of
| | 00:41 | changes I'd like to know
anytime they're updated or deleted.
| | 00:44 | And if I don't follow any documents, I
won't have any documents in my Newsfeed,
| | 00:49 | but, here are the documents
that I'm following right now.
| | 00:52 | I also follow five different sites,
and I have four tags that I follow.
| | 00:56 | So, anytime someone posts something
with a tag #jan13agenda, #feb13agenda,
| | 01:02 | #teamagenda, or #401k, then I will
see that information in my Newsfeed.
| | 01:07 | Let's see what that user experience is
like for someone who is viewing their
| | 01:11 | Newsfeed for the very first time.
| | 01:14 | So, as we're setting up these
SharePoint accounts, Juan Estes has just
| | 01:18 | been added to this site.
| | 01:20 | And so, he has never been in here before,
| | 01:22 | but, he is logged in now, and he is going to
click to go to his Newsfeed and see what's there.
| | 01:27 | So, here's Juan, and the IT folks have put
his picture in his Newsfeed, that's good thing,
| | 01:32 | but, there are a lot of other
changes that need to be made.
| | 01:35 | But, let's go ahead and make sure that
Juan has folks to follow, because in this
| | 01:39 | organization, minimally, I'm
sure he wants to follow our CEO.
| | 01:43 | So, this is Jaryl's latest post, says now,
you're following this person. Isn't that great?
| | 01:48 | Okay.
| | 01:49 | And he can follow some other people as well.
| | 01:52 | I think for example that
he should be following me.
| | 01:54 | That would be a good thing to do.
| | 01:56 | Says multiple entries matched, click to
resolve, we'll go find me, follow me, ah!
| | 02:01 | There I am.
| | 02:02 | And, you know, one of our most active
microbloggers is Mark LaCie who has lots of
| | 02:07 | great things to say, particularly, this
time of year as we're coming to the end
| | 02:11 | of the fiscal year, and he wants to
make sure that we get all of our expenses in
| | 02:13 | and then things like that.
| | 02:14 | So, I would be telling Juan, hey!
| | 02:16 | If I were you, I'd be following Mark LaCie.
| | 02:19 | Says multiple entries, I am going to
go ahead and choose, and click Follow.
| | 02:24 | So now, in our Newsfeed here, notice
that the whole rafted information comes in
| | 02:28 | just from these three people.
| | 02:29 | Like I said, I post something from
time to time, but Mark is prolific;
| | 02:34 | lots and lots of posts here.
| | 02:35 | So, that's how simple it is to pump up
the volume by adding a few people to the
| | 02:40 | list of folks that you're following.
| | 02:42 | And as you start creating
conversations, you'll notice that other people
| | 02:45 | will follow you as well.
| | 02:46 | We'll take a look at how to follow
documents, sites, and tags later in this
| | 02:52 | chapter, and the movie that's
called 'Setting Newsfeed Options'.
| | Collapse this transcript |
| Editing your profile| 00:00 | As soon as you are able to, it's a
good idea to update your profile, so that
| | 00:04 | folks will know things about you, and
they'll know how they should best reach
| | 00:08 | you, topics they might
want to talk to you about.
| | 00:10 | So, click About Me here in your Social
Networking section, and say you'd like
| | 00:15 | to edit your profile.
| | 00:16 | Now, you can't change your name here.
| | 00:18 | This will actually be changed by SharePoint.
| | 00:20 | And at some point, all of a sudden
it will change some point later today.
| | 00:24 | The photo that's here has
been uploaded by your IT folks.
| | 00:27 | It's already been provided probably
by the folks in the Human Resources
| | 00:31 | department or in the Marketing department.
| | 00:33 | If you want to change and upload
and put another photo of yourself, you
| | 00:36 | probably can do that.
| | 00:38 | In most corporate settings, it's
considered unprofessional for this picture to
| | 00:42 | be anything other than yourself.
| | 00:44 | This is a way for people in the
organization to find you so that when they're
| | 00:47 | going to go to a meeting, they can
look ahead of time and see what you look
| | 00:50 | like, that sort of thing.
| | 00:51 | So, then the next question is
what can people ask you about?
| | 00:55 | You can go two different ways on this;
| | 00:56 | one is to say here are the specific things
that you can ask me about in this job setting.
| | 01:01 | So, it could be for example Ask Me About the
2013 Relocation Project that I'm heading up.
| | 01:07 | That's one possibility.
| | 01:09 | Another possibility is that you could
ask me about teenage daughters, because
| | 01:13 | I'm raising two of them.
| | 01:14 | And another possibility is that you
could ask me about my sporting love,
| | 01:18 | which is water polo.
| | 01:19 | I am going to save all of those and close.
| | 01:22 | Notice that it says that your changes
may not be propagated for a little bit.
| | 01:25 | Let's go back and edit our
profile again, and take a look.
| | 01:28 | Notice that my use of semicolons when I
typed this list allowed SharePoint to be
| | 01:33 | able to delineate those as three separate items.
| | 01:35 | Anytime that I wish, I can come back and I
can make some other changes to this as well.
| | 01:39 | So, Juan can come in and say, I forgot a
couple of things, please ask me about my
| | 01:44 | cover band and please feel free to ask
me about drumming because I'm a drummer.
| | 01:49 | And finally, feel free to ask me
about facilities and environmental issues
| | 01:55 | because Juan actually works in this
area, this is his area of expertise.
| | 01:59 | Please notice that everything here is
set to be able to be viewed by everyone
| | 02:03 | because that's how this organization
No Obstacles is ruling out SharePoint.
| | 02:07 | If you don't want someone to know
these things about you, the easiest thing
| | 02:10 | is not to list them.
| | 02:12 | Let's go ahead and save
all and close and say OK.
| | 02:14 | So, now if you were to go visit and
take a look and say, let me see something
| | 02:19 | about Juan, it would say, feel free to
mention me in a post, or ask me about any
| | 02:23 | of the following topics. That looks great!
| | 02:25 | That's the easiest way to go in and
edit your profile to make sure that other
| | 02:29 | people can find you, and that other
people can learn how best to interact with
| | 02:33 | you in your work environment.
| | Collapse this transcript |
| Understanding tags and mentions| 00:00 | If you're new to microblogging tools, I
want to spend just a moment talking with
| | 00:05 | you about tags and mentions, because
if you understand how they work, it will
| | 00:09 | make a lot more sense when you start
working with microblogs in SharePoint.
| | 00:13 | Hashtags are tags begin with a pound
(#) sign and there is no space after the
| | 00:19 | pound and before the words begin;
| | 00:21 | so for example, #sharepoint, #election2012
and note, no space between election and 2012.
| | 00:28 | As soon as there is a space,
that's the end of that tag or hashtag;
| | 00:32 | #firstworldpains, #office365,
all of these are hashtags.
| | 00:37 | Now, notice that if we had a hashtag
that was simply office, and there is one
| | 00:42 | because somebody has used it, that #
office365 is more specific, #election2012 is
| | 00:48 | more specific than simply election.
| | 00:51 | Specificity is the hallmark of a
really good hashtag as is brevity.
| | 00:55 | Tags are used for sorting, and for filtering.
| | 00:58 | So, for example, if you were
participating in a conversation on Twitter with a
| | 01:03 | number of other people, there are tools
that would allow you to say simply show
| | 01:07 | me every single item that has #
sharepoint in it, and then you would know that
| | 01:12 | everybody was in that same conversation.
| | 01:14 | As people are posting several
different posts, you can see, Oh!
| | 01:17 | Here are all of the SharePoint posts.
| | 01:19 | It keeps them all together, and it
allows you to take all of the information
| | 01:23 | that you have, and to be able to sort it
out based on how people have tagged it.
| | 01:28 | There is no official repository for
hashtags despite the fact that if you use
| | 01:32 | Google or Bing or Yahoo!
| | 01:34 | and search for hashtag dictionary, you'll find
lots of sites that will tell you, it's in them.
| | 01:40 | But, there really isn't any
official repository for hashtags.
| | 01:43 | Hashtags or tags are made up by users.
| | 01:46 | So, let's imagine that I want to start a
conversation, and I'd like to name that
| | 01:50 | chocolate cake, and that's my conversation.
| | 01:53 | We're going to talk about all the
different ways one could make a really
| | 01:56 | superb chocolate cake.
| | 01:57 | Well, if somebody else simply has
Cake or Choc Cake, or shortens it up or
| | 02:03 | Chocolate Cupcakes and they use
different hashtags, it will be hard for us to
| | 02:07 | have a conversation.
| | 02:08 | So, while there is no official repository,
there is a need for at least a silent
| | 02:13 | agreement among the participants
that this is a hashtag that's worthy.
| | 02:17 | So, you see a hashtag #election2012,
and you start using that hashtag;
| | 02:21 | someone else uses #elections2012,
and all of a sudden, there are two
| | 02:25 | separate conversations.
| | 02:27 | Because of this, you'll find that in
some organizations, they will actually
| | 02:30 | create a list of hashtags that they're using.
| | 02:33 | So, if you're going to be talking
about a particular project, for example,
| | 02:37 | the staffing project, it's going to be
called #staffingproj, and that's what you use.
| | 02:44 | Again, there's no way on a global
level to be able to say that's the hashtag
| | 02:49 | we're using, and more importantly,
there's no way to retire a hashtag.
| | 02:52 | So, any hashtag that's ever used will be
used forever because everyone can start
| | 02:57 | them, and no one can say
that they can no longer be used.
| | 03:02 | Mentions are very different,
although they seem much the same.
| | 03:06 | Mentions begin with the at (@) sign,
and a mention is actually someone's name.
| | 03:11 | So, we saw earlier Mark LaCie's name, my
name, Rose Lee, the fourth one there is
| | 03:17 | actually my Twitter name.
| | 03:19 | Mentions are used for connecting.
| | 03:21 | So, if I want to make a comment about
something that Mark said, I want to include Mark.
| | 03:25 | It's a call out, Hey!
| | 03:27 | Mark LaCie said this, or, it's saying
I'd like Mark LaCie to see this, so I will
| | 03:32 | include him because anytime someone
has mentioned that post or that microblog
| | 03:36 | post, will show up in their feed
whether they're using Twitter or Instagram or
| | 03:42 | Google+ or SharePoint.
| | 03:44 | Each platform maintains its
own repository for mentions.
| | 03:48 | So, when you want to follow someone on
Twitter, you'll need to know what their name is.
| | 03:52 | And if you put in a mention that's
not accurate, it goes nowhere, and it
| | 03:56 | connects to nothing.
| | 03:57 | If you're an Instagram user, you'll
also have a particular name there that is
| | 04:02 | used to mention you.
| | 04:03 | SharePoint does not have a global
repository of users, it has a repository with
| | 04:09 | each SharePoint installation.
| | 04:11 | So, I actually have more than one
SharePoint name, because the naming
| | 04:15 | conventions used by some of the
sites that I'm on are different.
| | 04:19 | So, a hashtag, everyone can make up
and as they get to be popular and more
| | 04:25 | people use them, there's a
community agreement around them.
| | 04:29 | Mentions are exactly what they are.
| | 04:32 | I can't make up a new name
for Mark LaCie and have it work.
| | 04:35 | I have to use the name that Mark was
given officially in the repository.
| | 04:39 | So, hashtags and mentions, two
different tools that you'll need to be familiar
| | 04:44 | with to be effective when you do
microblogging on Twitter, Google+, Instagram,
| | 04:49 | or here in SharePoint.
| | Collapse this transcript |
| Using microblogging tools| 00:00 | SharePoint includes two
different blogging platforms;
| | 00:03 | one is a traditional blogging
platform where you post articles, and take
| | 00:08 | comments, and we'll be looking at that
a little later in this set of movies.
| | 00:12 | The other platform is the
microblogging platform that's feeding
| | 00:16 | everybody's newsfeed.
| | 00:18 | So, if you want to add to this
conversation, you can simply click and enter
| | 00:23 | something that you'd like other
people to listen to or be engaged with.
| | 00:27 | So, for example, Juan Estes is the
leader of the team that's working on
| | 00:32 | the relocation project.
| | 00:33 | And something that makes a lot of sense
for him to be saying in this context is
| | 00:38 | Ask Me About The 2013 Relocation Project.
| | 00:42 | I have some great stories to share.
| | 00:44 | Now, that's going to show up in the
newsfeed of anyone who is following Juan, it
| | 00:49 | will also show up in the
newsfeed of anyone who Juan mentioned.
| | 00:52 | So, this is a trick that if you don't
know it from Twitter or from Facebook,
| | 00:56 | it's a great trick to learn because
he can include a mention of someone,
| | 01:00 | especially people he is
following, that's very easy.
| | 01:02 | So, he can simply type the at (@)
symbol and say I'd like to include Mark.
| | 01:06 | And that way, it's absolutely
going to go to Mark's newsfeed.
| | 01:09 | And, he could even say, well, I want
to make sure that the CEO knows that
| | 01:14 | I'm doing this as well.
| | 01:15 | He can also create a tag
for the relocation project.
| | 01:19 | Now, there's a way to
formally create a tag down here.
| | 01:22 | But, you can create them on the fly as well.
| | 01:24 | I'd like you to give some thought to this.
| | 01:26 | If they're too long to type, people
won't use them, if they are too vague, then
| | 01:30 | they won't do you any good,
| | 01:32 | but, let's say that every time we
discuss the relocation project anyplace Juan
| | 01:37 | is asserting, then we
should call it #relocate2013.
| | 01:41 | That's not a horribly long tag.
| | 01:43 | I prefer something a little shorter,
| | 01:45 | but, here's the Post then.
| | 01:47 | Ask me about the 2013 Relocation Project.
| | 01:49 | I have some great stories to share.
| | 01:51 | He has called out a couple of folks to
make sure that this goes to their feeds,
| | 01:55 | and he has also made up a tag here
that didn't exist until just now.
| | 01:59 | Now, as he is looking at other
people's post, he can say wow!
| | 02:02 | I'd like to know more about this #giving101.
| | 02:05 | He can either click here or he can
click here, and say, he like to follow it,
| | 02:10 | or, notice that there are even more options.
| | 02:12 | He could copy a link to this conversation.
| | 02:14 | He could say he'd like to
follow up on this conversation.
| | 02:17 | If he does, it will be added to his
tasks list or he could simply say, I'd
| | 02:21 | like to follow this.
| | 02:22 | S,o now he is following this specific tag.
| | 02:24 | And as he looks, he says, this is a
reminder from Mark that it's the time of the
| | 02:29 | year to finalize expense reports,
and I've jumped in and asked about the
| | 02:32 | deadline for submitting
expense reports. And Juan says, oh!
| | 02:35 | I like that Gini did that.
| | 02:37 | So, he clicks a Like just as you
would on Facebook. And he says oh!
| | 02:41 | I'd like to click that I'm also excited for
the New Year and collecting agenda items, oh!
| | 02:46 | I'm glad that this got on here
because he is going to click Reply, and say,
| | 02:50 | Agenda items for the January meeting.
| | 02:53 | I'd like to provide an update
on the 2013 Relocation Project.
| | 02:57 | Now, remember that this has a hashtag
that Juan created earlier, #relocate2013,
| | 03:04 | and as I start typing it with the
hashtag, notice that it pops up here at the
| | 03:08 | bottom of the screen and we can post this.
| | 03:11 | Now, if you want to make up some
specific hashtags, for example if you're the
| | 03:14 | leader of a new project and you'd like
to go in and create some tags, you can
| | 03:19 | click Tags here, and indicate specific
tags that you would like to follow or
| | 03:23 | specific tags that you'd like to create.
| | 03:25 | This is where you can provide information
about different newsfeed settings that you'd like.
| | 03:30 | For example, I want to get an email
when someone has started following me.
| | 03:33 | Well, when you're brand-new, lots
of people will start following you.
| | 03:37 | You might want to turn that off for a while.
| | 03:39 | But, I do want to know when someone
has mentioned me, someone replied to a
| | 03:43 | conversation that I started, or
replied to a conversation that I replied to.
| | 03:46 | I can allow others to see the people
I'm following, and the people who follow
| | 03:50 | me, and that could be a
leadership initiative on Juan's part.
| | 03:53 | He might want to turn that on.
| | 03:55 | And then, what are the activities that I
undertake that I want to share in my newsfeed.
| | 03:59 | So, for example, I could say, every time I
follow someone new, I'd like that to be noted.
| | 04:04 | Remember, when you're new to SharePoint,
just as when you're new to Facebook
| | 04:09 | or new to Twitter or some other
platform that has followers and/or friends, at
| | 04:14 | first, you'll be adding lots of people,
and you will annoy people if you check this,
| | 04:17 | but later on, you might not.
| | 04:19 | I might want people to know what
documents I'm following or not, or what
| | 04:22 | tags I'm following.
| | 04:24 | Perhaps each time I update my Ask Me
About section, I would like that to be
| | 04:29 | part of my newsfeed in the same way that it
would happen if I updated my status in LinkedIn,
| | 04:34 | but, if I go around clicking Like on
lots of things, I probably don't need to
| | 04:39 | bother the whole world
with my likes and my dislikes.
| | 04:42 | So, make some judicious choices in here.
| | 04:45 | If you click Share all of them, you're
probably over sharing, and then go ahead
| | 04:49 | and choose Save and close.
| | 04:50 | And those changes will be propagated
later on, on a frequency determined by
| | 04:55 | whoever set up this server.
| | 04:57 | So, I can participate in
conversations by posting comments.
| | 05:01 | Juan can participate in conversations
by posting replies, just like I have,
| | 05:06 | and just like he did.
| | 05:07 | Notice that my original post was at
the bottom of the page, and then when he
| | 05:10 | replied, it comes all the way up to the top
of the page again because it's new and fresh.
| | 05:15 | We can create post using
hashtags and create post using mentions.
| | 05:20 | We have the ability to be able
to add a photo to a conversation.
| | 05:25 | Please welcome our newest employee, Rose
Lee, who will be managing the build out
| | 05:30 | in our new office space.
| | 05:33 | Rose started work today.
| | 05:35 | And we actually have a picture of
Rose that we can attach to this.
| | 05:38 | So, we can click Picture and attach that photo.
| | 05:41 | There's the picture, and we're going to post.
| | 05:44 | That's how easy it is to add an
image for example to a particular post.
| | 05:48 | So, we have lots of different
ways that we can provide information.
| | 05:52 | Now, one of the things that happens in
most organizations is that there's a lot
| | 05:56 | of email that goes around that's in
that more casual setting like, please
| | 05:59 | welcome Rose Lee or here are some
photographs that I took of the beautiful
| | 06:03 | sunset on my way back to
the office this evening.
| | 06:05 | That kind of more casual conversation
is actually made for the social space.
| | 06:10 | So, one of the things you might consider
as you're sending email to people or as
| | 06:14 | you're sending images is whether or not
you'd be better off to share that in a
| | 06:18 | social setting here rather than
emailing it to people in their inbox.
| | 06:23 | That's how microblogging
works here in SharePoint 2013.
| | Collapse this transcript |
| Setting newsfeed options| 00:00 | In addition to following people, you
can also choose to follow documents and
| | 00:04 | sites and specific tags.
| | 00:06 | And the Tags area is where you'll set
all the other settings that determine how
| | 00:10 | your newsfeed appears.
| | 00:12 | So, if you want to follow a document,
the easiest thing to do is actually to be
| | 00:16 | in a Document Library, and to say I'd
like to follow this particular document.
| | 00:20 | So, let's go to a Document Library.
| | 00:21 | Juan is in the No Obstacles
Collaboration Zone Document Library, and wants to be
| | 00:28 | able to follow some specific documents.
| | 00:30 | So, there are different ways to do this.
| | 00:32 | One way is simply to click on the
callout for the document, and choose Follow.
| | 00:36 | Now, it says, now following this document.
| | 00:38 | And perhaps, he'd like to also be up-to
-date on the Media Campaign, so he can
| | 00:42 | click the callout for the Media
Campaign document and choose Follow.
| | 00:48 | And now, when there are changes to
those documents, Juan is going to receive
| | 00:51 | information about it in his newsfeed.
| | 00:54 | If I'd like to be able to follow the
entire site, then I'll simply click Follow,
| | 00:59 | and this site will be
added to my site collection.
| | 01:02 | So now that I've made some changes,
let's go back and take a look at the
| | 01:06 | newsfeed, and notice now that Juan is
following two documents and one site.
| | 01:11 | If we click on Documents, there is the Media
Campaign and the Newsletter that he is following.
| | 01:16 | As you continue to add documents,
SharePoint might suggest other documents that
| | 01:21 | are similar because they have either
similar authors or similar keywords or
| | 01:25 | similar tags that people have applied to them.
| | 01:28 | So, the more people in your
organization are adding hashtags to documents, the
| | 01:32 | easier it is for SharePoint to
determine whether a document should be suggested
| | 01:37 | to someone or to a group of people.
| | 01:40 | The final option that we have is tags,
and Tags allows me to say if there's a
| | 01:47 | particular tag that appears no
matter who post this in the organization.
| | 01:52 | If I have permission to see them,
because they're in similar groups, I'd like to
| | 01:56 | be able to see the post that includes this tag.
| | 01:59 | So, an obvious for Juan is #relocate2013,
that's a project that he is in charge of.
| | 02:05 | Other possibilities are that he has an
interest in anybody who mentions anything
| | 02:09 | about facilities, because he is
in charge of the facilities area.
| | 02:13 | And you can simply place semicolons in this
list and continue adding items if you'd like to.
| | 02:18 | So, we have relocate, we have
facilities, and we have environment.
| | 02:25 | And you can also browse and take a
look at other tags that already exist.
| | 02:29 | So, here's the tags that have been used already.
| | 02:32 | Facilities is up for grabs because I'm
actually creating a new tag. And Juan says, oh!
| | 02:37 | Yeah, Mark has been doing a
lot of posts about the 401ks.
| | 02:41 | I actually want to add the
#401k as well to my list.
| | 02:45 | And so, he can follow particular
tags if he wishes and say okay.
| | 02:49 | So now anytime there's a microblog
post that includes #relocate2013,
| | 02:53 | #facilities, or #401k, Juan is going to see it.
| | 02:57 | Now, there are some other settings here as well.
| | 03:00 | When would you like to be sent an email?
| | 03:02 | Whenever someone has started following you?
| | 03:04 | Well, when you first join a site,
you're going to have lots of people following
| | 03:08 | you, so you might want to turn that off.
| | 03:10 | Do you want to receive email about
suggestions for people or keywords that you
| | 03:14 | might be interested in?
| | 03:15 | I would say no, but I'd like to receive an
email perhaps when someone has mentioned me.
| | 03:19 | Why would I want an email?
| | 03:20 | Because there's a lot of volume in my
newsfeed and I don't get over here often
| | 03:25 | enough to see every time I'm mentioned,
that's possible, or I could turn this off.
| | 03:29 | Someone has replied to a conversation
that I started, or that I replied to,
| | 03:33 | someone replied to a community discussion post.
| | 03:36 | This works essentially the same
way that your notifications work, and
| | 03:40 | platforms like Facebook.
| | 03:41 | So, if you want to think about how
you would like to be notified in your
| | 03:45 | organization, go ahead and do that, and
then turn on the settings that you want.
| | 03:49 | Realize that they may well change over time.
| | 03:52 | When you first are in an organization,
there will be lots of people who begin
| | 03:56 | following you, and you might not want to
be emailed 300 times in a week to know that.
| | 04:00 | But, later on, you might turn that back on.
| | 04:03 | Do you want other people in the
organization to know who you follow?
| | 04:07 | You could think of this
as a leadership initiative.
| | 04:09 | Here are the people I follow, and you
can be known as someone who follows people
| | 04:13 | who are cool to follow or useful to follow.
| | 04:16 | Finally, what are the activities
that I'd like to share in my newsfeed?
| | 04:19 | I actually don't want to share all of them;
| | 04:22 | I want to be much more judicious about that.
| | 04:25 | So, if I'm following a document,
perhaps, if I'm following a tag perhaps,
| | 04:30 | SharePoint's active directory
knows when your birthday is and your
| | 04:34 | workplace anniversary.
| | 04:36 | If someone populates those
fields, would you like to have that
| | 04:38 | information provided?
| | 04:40 | If you update your Ask Me About area
which is similar of course to your status,
| | 04:45 | would you like that to be well-known?
| | 04:47 | If you like something, do you want everyone
to know it or when you have a new blog post?
| | 04:52 | If you check all of these, you've
probably moved from SharePoint to over
| | 04:56 | sharing in SharePoint.
| | 04:58 | But, determine what your style is of
engaging with the social networking
| | 05:02 | features here in SharePoint, and then
tweak your settings to be able to support
| | 05:06 | how you want to be seen by your
colleagues in your enterprise.
| | 05:10 | I'm going to go ahead and make these
changes, and I'm told that this may not
| | 05:14 | take effect immediately.
| | 05:15 | And that's just fine!
| | 05:17 | But, I need to remember that.
| | 05:19 | Here are my new tags that are populated.
| | 05:21 | Here's my news feed, and it will now
have the settings in it that I've asked for.
| | 05:26 | One more thought before we leave,
occasionally, there's something that gets
| | 05:30 | posted that I've already looked at,
and I don't want to see anymore, you have
| | 05:34 | the ability to actually go out and to
either stop following a person, or if it's
| | 05:39 | your own post, to actually go and hide
that post so that it doesn't show up.
| | 05:44 | So, when you click here, you're
actually deleting the conversation. It's gone,
| | 05:48 | but, if you click on a person,
you're stopping following that person.
| | 05:53 | It's a little different.
| | 05:54 | Your own post, you can delete, but
you can't delete the post of other
| | 05:57 | people that are in your newsfeed, you can
simply say, don't show me their posts anymore.
| | 06:02 | That's how you set your
newsfeed options in SharePoint.
| | Collapse this transcript |
| Viewing your sites| 00:00 | For the last couple of movies we were
looking at the social networking features
| | 00:04 | that are a new user would
see, that Juan would see.
| | 00:07 | Now we are back with me logged in so
it feels a little more familiar to me.
| | 00:11 | Let's go ahead and take a
look at the my site's feature.
| | 00:14 | Now, when I click on sites what I see
here are all of the sites I'm following and
| | 00:18 | it's helpful to know how
you get to follow a site.
| | 00:21 | I actually didn't have to click Follow on
any of these sites, because I created them.
| | 00:26 | So, whenever I create a site it's
automatically added to the sites I am following list.
| | 00:31 | I point this out, because if you're a
person who administers many, many list
| | 00:35 | for people and your creating sites all
the time, your sites list is going to
| | 00:39 | get totally filled up with work
that you have done really as a site
| | 00:42 | administrator or as an IT person.
| | 00:44 | So, you can go in and you can stop
following any site anytime you wish.
| | 00:49 | If I want to go to particular site
though like Projects, I can click here in
| | 00:53 | sites and that's actually the fast way
to get to any site that I want to get to.
| | 00:57 | So, keeping my following list tight
with things that I want to follow and
| | 01:00 | excluding things I don't want
to follow is really helpful.
| | 01:03 | If, for example, I want to add this
Staff Survey site to my list, I can come in
| | 01:08 | here and I can follow it at any time.
| | 01:11 | Now I am following this site. It looks great.
| | 01:14 | If I click that I come back up to my
Sites and here it is the Staff Survey.
| | 01:18 | I want to Stop following it, there it is.
| | 01:20 | It's gone just as easily.
| | 01:22 | Now the next time that I
refresh this, it will disappear.
| | 01:25 | It doesn't fall off the page, but
notice that there's a Follow link.
| | 01:28 | If I refresh this page it will be gone.
| | 01:32 | From time to time you may see that there's
a site that's suggested for you to follow.
| | 01:36 | That will be based on the sites
that you're following already.
| | 01:39 | So, you want to make sure that
this list is actually useful for you.
| | 01:42 | For me, this list mostly resembles the
list of places that I can save documents
| | 01:49 | from Microsoft Word, from
Microsoft Excel, and Microsoft PowerPoint.
| | 01:53 | These are the places that I work.
| | 01:55 | In addition my own blog is on here.
| | 01:58 | I can say that I want to stop
following that, because I can get to it very
| | 02:02 | easily from my newsfeed.
| | 02:04 | So, I want to keep this list tight.
| | 02:05 | These are the sites that I
visit on a regular basis.
| | 02:09 | To add a site to the list simply go
in and say I would like to go ahead and
| | 02:13 | follow this site, Staff
Survey, Follow, go back and look.
| | 02:18 | There it is in my Sites.
| | 02:19 | It couldn't be easier.
| | 02:21 | The sites list is one of my favorite
features in SharePoint foundation, because
| | 02:25 | it allows me to quickly navigate, not
just up and down in the site that I am in,
| | 02:30 | but anywhere in my site collection.
| | 02:32 | It's like the Star Trek
transporter for Microsoft SharePoint.
| | Collapse this transcript |
| Posting on your blog| 00:00 | In addition to the micro-blogging
features in SharePoint 2013 we also have
| | 00:04 | a traditional blog.
| | 00:05 | Now, you may be keeping a blog or
weblog for a group or for a team.
| | 00:11 | Blogs are a very convenient way to post
information that we want to have last.
| | 00:16 | With your micro-blog in a very busy
organization you'll actually watch
| | 00:21 | information just flying down the screen.
| | 00:23 | While you can go back and search it
later this is a conversational form, not
| | 00:28 | really a publishing form, but
weblogs are blogs are used for publishing.
| | 00:32 | So, every single user in
SharePoint has their own personal blog.
| | 00:37 | You might choose to use it or not, but
I actually think that it's a great tool
| | 00:41 | to be able to create lasting content,
about Events, Ideas, Opinions, or other
| | 00:46 | categories that you create.
| | 00:48 | This is a post that's actually written
for you that you can easily create when
| | 00:53 | you start your blog or you could
just delete it if you wanted to.
| | 00:57 | Here's a post that I created earlier this week.
| | 00:59 | I am going to create a new post.
| | 01:01 | Now, if you don't intend to post on a
regular basis, you probably shouldn't be
| | 01:05 | creating a blog, because there's an
assumption that people are going to see
| | 01:08 | things once a week or once a day or
once a month, on some periodic basis that
| | 01:13 | you determine is useful.
| | 01:14 | So, I'm actually going to write about
Quick Navigation to Your SharePoint Sites.
| | 01:19 | You can't format the text here.
| | 01:21 | So, you don't have formatting tools on
the ribbon, but as soon as you drop into
| | 01:25 | the body of your blog you can use bold
and underline different colors of text,
| | 01:31 | bulleted lists, and so on, all the
different Paragraph, Formats, and different
| | 01:35 | styles that you can use.
| | 01:37 | I'm going say, "Today's tip is to use the
Sites link in SharePoint to jump quickly
| | 01:46 | to sites you are following."
| | 01:49 | Now, I can go back and I can make
whatever changes that I'd like.
| | 01:53 | If I want for example to bold some
keywords, I can insert a picture here if I
| | 01:58 | want and I can say that
this is actually an Idea.
| | 02:02 | So, I am going to Add this to
the Ideas category if I wish.
| | 02:06 | I am going to publish this
right now. It looks good.
| | 02:08 | Nothing else I need to do. Cool!
| | 02:11 | So, here's my latest blog post.
| | 02:13 | Folks can now comment about my post
I actually added in my last post an
| | 02:18 | invitation for folks to comment on
their SharePoint WINS and I wish I'd
| | 02:22 | provided that with a hash tag(#),
but I will in one of the future post.
| | 02:26 | But I really want people post
here and not just to micro-blog.
| | 02:30 | Perhaps it's best that I didn't do that.
| | 02:32 | Let's see if we have some
comments to any this post later on.
| | 02:36 | Two more thoughts before we leave.
| | 02:38 | One is, if I expect to get comments, it
would probably be good to know that I
| | 02:42 | actually had folks who could see my blog.
| | 02:44 | So, I'm going to click on Share and it
says here Share with lots of people that's
| | 02:49 | great including everyone,
which is what I'm looking for,
| | 02:52 | but if it wasn't I can go to Share and
I can go ahead and Add groups of people
| | 02:58 | or I can add everyone.
| | 02:59 | Bear in mind that in your organization
everyone might be considered oversharing.
| | 03:05 | Add folks so that they can see
your blog and then if you are using an
| | 03:09 | application to blog elsewhere you might
want to connect that here to SharePoint.
| | 03:14 | You can talk to the folks in your
IT department, but there are several
| | 03:17 | SharePoint compatible blogging apps that
you can use and you can launch those here.
| | 03:22 | One more thing if you want to add
category beyond Events, Ideas, and Opinions
| | 03:27 | you can do that here or you
can manage your categories here.
| | 03:31 | We'll talk about comments in another video.
| | Collapse this transcript |
| Managing blog comments| 00:00 | I've received a couple of
comments to one of my blog posts.
| | 00:04 | So, I would like to be able to
go in and to manage my comments.
| | 00:08 | When I click I can see them and so
can anybody else. Here they are.
| | 00:11 | Mark says Yes, and then he says, I
really like social features and Love
| | 00:15 | micro-blogging, which is of course
true, because these micro-blogging about
| | 00:18 | every five minutes, which is wonderful.
| | 00:19 | I want to go ahead and manage these comments.
| | 00:22 | Before you do that let me show
you manage post really quickly.
| | 00:25 | If I want to remove a post that I've
made erroneously or for example this one
| | 00:30 | that actually came with Welcome to my blog.
| | 00:33 | I can go ahead and Delete this, if
I wish, because it's part of a list.
| | 00:36 | Well, comments are exactly the same.
| | 00:38 | There is actually another
SharePoint list that has comments in it.
| | 00:42 | So, when I go to Manage comments, it's
going to actually open a Comments list.
| | 00:46 | If I'd like to get rid of this Yes
comment, maybe it was a mistaken Comment or
| | 00:51 | whatever, in the same way I
can go in and I can Delete it.
| | 00:54 | So, it's easy enough for me to be
able to go in and say I don't like
| | 00:58 | that particular comment.
| | 01:00 | In a business setting normally you are
not going to have inappropriate comments.
| | 01:03 | If you're blogging in a public setting,
occasionally you might become the target
| | 01:07 | of someone who decides that your blog
is the perfect place to be able to post
| | 01:11 | lots of things that it shouldn't be
said in public and you need to be able to
| | 01:14 | get down and to say, well,
I want to get rid of those,
| | 01:17 | but you usually will have
other ways that you can respond in
| | 01:21 | organizational settings.
| | 01:22 | You might also want a blog that
doesn't actually allow comments.
| | 01:26 | For example, you might be posting a
series of helpdesk articles or a series of
| | 01:32 | updates that a blog is a great format
for them, but you don't want comments.
| | 01:36 | What you'd like to say is if you want
to have a conversation with me about it
| | 01:40 | put in a Newsfeed and we could
put in a Newsfeed part in the blog.
| | 01:44 | Or we could say click here to send an
email, but we don't want comments here, we
| | 01:48 | are not trying to create a
discussion about these items.
| | 01:51 | The fact that this is a list gives
us a real clue about how we would turn
| | 01:54 | commenting on and off.
| | 01:56 | If we go to our List and we choose
our List Settings and take a look at
| | 02:01 | the Permissions for this list,
then will find that Everyone has the
| | 02:05 | ability to Contribute here.
| | 02:07 | But if I don't want Everyone to be able
to Contribute, if I only want them to be
| | 02:11 | able to Read for example, all I need to
do is go in and change the permissions
| | 02:15 | that they're given on this particular list.
| | 02:18 | So, that's the way I could
remove the ability to Comment.
| | 02:21 | You'll know that you can comment when
you're on a blog, because you actually
| | 02:25 | have a place to Comment.
| | 02:27 | You don't see that place here when
you're looking at the blog itself, but when
| | 02:30 | you open up a particular post you'll
see you have the ability to comment and
| | 02:34 | you can click and add a comment or
there may be a comment box provided that
| | 02:38 | looks like a newsfeed.
| | 02:39 | If on the other hand you only see
Like and the three dots that allow you to
| | 02:43 | email a link to someone and in my
case, because I own this blog to edit,
| | 02:47 | then you can't comment.
| | 02:48 | Commenting has been turned off on the blog.
| | 02:50 | But again managing comments is
something you can do very easily simply by going
| | 02:55 | into Manage comments and using the List
either to turn commenting on and off as
| | 03:00 | a whole with permissions or to say
actually I would like to get rid of this
| | 03:04 | particular comment or that particular comment.
| | Collapse this transcript |
|
|
6. SharePoint Sites and SharePoint Site CollectionsPlanning team sites| 00:00 | We've got really nice relatively full-
featured site here, but unless we'd just
| | 00:05 | set this up as a demo or we are
creating a SharePoint site for a very small
| | 00:09 | organization, most of your SharePoint
site collections will have more than
| | 00:14 | just this one site.
| | 00:15 | We will have sites then we will have
other sites underneath them that allow for
| | 00:20 | different activities of the team or for
different teams within the organization.
| | 00:25 | Perhaps each time we start new project
we create a new team site for that team
| | 00:29 | to share their work.
| | 00:30 | If we don't add more sites to the
site that we have already, this will end
| | 00:35 | up becoming one large container that's the
repository of everything in our enterprise.
| | 00:40 | Again, if you only have 5 or 10 people
working in your organization and you have one
| | 00:44 | focus, that might be fine.
| | 00:46 | But as soon as your organization starts
to grow, or more likely, as soon as more
| | 00:51 | people in a large organization start
to grab hold of SharePoint and discover
| | 00:55 | what it can do for them,
you'll need to add more sites.
| | 00:59 | It's really easy to add new
sites to our existing site.
| | 01:02 | Let's take a look at how
this works in SharePoint.
| | 01:05 | In SharePoint there is an idea of
something called a Site Collection, and we
| | 01:10 | are using SharePoint Foundation, and SharePoint
Foundation only ever has one Site Collection.
| | 01:15 | If we were using something like
SharePoint Server, we could set up different
| | 01:18 | Site Collections, but in
Foundation: one collection to each server.
| | 01:23 | The very first site at the very top of
that server is called the top-level site.
| | 01:28 | In our case it's a site called
Collaboration Zone and it's the site you just saw.
| | 01:34 | But now we are launching some
projects and we could set up one site for each
| | 01:38 | project, but we do a fair number
of projects: seven or eight in year.
| | 01:42 | Therefore, rather than having seven or
eight sites that are directly part of
| | 01:46 | the Collaboration Zone, what we have
decided to do is create a site simply to
| | 01:52 | house those projects, because people who work
on projects have a number of things in common.
| | 01:57 | They have documents that they share.
| | 01:58 | They might have calendars that they share.
| | 02:00 | We might have some best
practices that we would like them to use.
| | 02:04 | So, we're going to
create a site called Projects.
| | 02:07 | Within that Project site then, we have
three teams that we are launching right away.
| | 02:11 | We will create a site for the
relocation team, because we're moving our office
| | 02:15 | and they need a space to work together.
| | 02:17 | We also have a group that's
working on a staff survey.
| | 02:20 | They've asked for a site and we will give
them one, because it's appropriate that
| | 02:24 | that information not be with Relocation or
the Collaboration Zone, but be in its own space.
| | 02:29 | Then finally we have a group that's
going to be going through a business process
| | 02:32 | analysis of some of our workflows
within the organization to decide if we can
| | 02:37 | gain something by
automating a few of those processes.
| | 02:40 | So we have our Collaboration Zone already.
| | 02:43 | We will be creating a Project site, a
Relocation site, a Staff Survey, and a Process Study.
| | 02:48 | While we were having this conversation
with our executives about creating these
| | 02:53 | new sites, they said, "Well, wait a
second. We'd actually like a site for the
| | 02:57 | things that we need to
discuss: our own concerns,
| | 03:00 | our own documents.
| | 03:01 | We have all kinds of things that we
work on that we would like to collaborate
| | 03:05 | on, but it's not appropriate that
they be mixed with the documents for the
| | 03:08 | rest of the enterprise."
| | 03:09 | We said, "Sure, that's great."
| | 03:11 | So we'll set up an Executive Team site as well.
| | 03:14 | In this movie all we're going to do
is create the Project site and the
| | 03:19 | Relocation site, but you can
see how the others would work.
| | 03:22 | It's a really good idea to maintain a
diagram like this that lets you see how
| | 03:27 | sites are in relationship to each
other and how you're creating them.
| | 03:31 | I created this organizational
chart as a piece of SmartArt in
| | 03:34 | Microsoft PowerPoint.
| | 03:36 | You could also create it in Visio.
| | 03:38 | You can create something like this in
Microsoft Excel, simply using the cell
| | 03:42 | structure that's there.
| | 03:43 | But it's good for someone to have a
map of your entire site so that you
| | 03:48 | understand what it is you're building.
| | 03:49 | So when the next request comes and
somebody says, "I'd like to be able to have a
| | 03:53 | team site for X," you can try then to
say, "OK, I think it belongs under
| | 03:59 | Projects, or it clearly belongs under
Executive Team or we need another branch
| | 04:04 | at that subsite level."
| | 04:05 | When we talk about these sites then,
here's our top-level site, our subsites,
| | 04:10 | and then below that we might think that
they're sub-subsites, but nobody says that;
| | 04:15 | they're simply subsites of the site above.
| | 04:17 | So if we were describing where
Relocation site lives in the organization, we
| | 04:22 | would say it's a subsite of the Project subsite.
| | 04:25 | That's how this works.
| | 04:26 | Let's go to work now and create the
project site and the relocation site.
| | Collapse this transcript |
| Creating a new team site| 00:00 | So let's go ahead and
create that first team site then.
| | 00:03 | We are in the No Obstacles
Collaboration Zone on our top-level site.
| | 00:07 | I'm going to click Site Contents.
| | 00:09 | I have all these great
offers to add apps, but no thanks.
| | 00:12 | I'm actually on my way to New
Subsite here at the bottom of the screen.
| | 00:16 | I can add both a title and URL.
| | 00:19 | So I can have a title here that
has spaces in it and not worry about
| | 00:22 | dealing with that later
| | 00:24 | --another difference between Sites and
Libraries--but this is our Project site.
| | 00:29 | This is a container actually (typing) "for all the
projects currently being staffed at No Obstacles, Inc."
| | 00:42 | And we are going to call this Projects.
| | 00:45 | Now, it might seem to you that what I'd
like to do is create a Project site, but
| | 00:49 | I really wouldn't, because a project
site will have all of the things that would
| | 00:53 | help someone to manage a project.
| | 00:54 | I don't have a project manager or project
guru who is in charge of all of my projects here.
| | 01:01 | I have different project managers in
charge of each of these three projects.
| | 01:04 | While they have a lot in common, there
is no need for someone whose job is to
| | 01:10 | manage project managers or to
manage the folks who are doing projects.
| | 01:15 | So I just need a Team site.
| | 01:17 | It's also possible I could just create
a blog where we could chat about what it
| | 01:21 | is we are doing, but we are going
to create a Team site for projects.
| | 01:25 | I'm going to use the same
permissions as the parent site.
| | 01:29 | I want to use the top link bar from the
parent site as well and you'll see where
| | 01:33 | that appears when we create this new site.
| | 01:35 | So let's go ahead and click Create and
here's our new site and it appears in the
| | 01:40 | default theme and the default
template that we're using here for Team site.
| | 01:45 | So it's nice and bright blue
and is branded as SharePoint.
| | 01:49 | It might be that when you create a new
site it comes with some other branding,
| | 01:52 | because there's already been some work
done to modify the Team site template on
| | 01:55 | your server and other templates
so that they're fully branded.
| | 01:59 | We haven't gotten to that point yet,
because we're still in the process of
| | 02:02 | learning how to do that, right?
| | 02:03 | So here our first subsite that
we have created. It looks great.
| | 02:07 | We are immediately now going to go
ahead and create that Relocation site,
| | 02:10 | because we wanted to create the
Relocation site right away and could've
| | 02:15 | just jumped on that and said, "Well, let's
just create one of those as the first subsite."
| | 02:19 | But then we wouldn't have the
opportunity to bundle all of these together and
| | 02:23 | treat them as a group.
| | 02:24 | There is some real benefits to creating
these higher-level containers for things
| | 02:28 | like Projects and the Executive Team
rather than having 50 different sites that
| | 02:33 | are immediate subsites of our top-level site.
| | 02:37 | So think about that just strategically
as you work, sort of like a folder in
| | 02:41 | Windows Share; here are all of
the sites that go together.
| | 02:44 | They're all Project sites.
| | 02:45 | So we are going to go to Site Contents again.
| | 02:48 | We are now in the Project site.
| | 02:51 | So when I create a new subsite now,
it's creating a subsite of the site that I
| | 02:56 | was in and you can see that;
| | 02:57 | that we have a longer URL here.
| | 02:59 | If you want to double-check and you
wonder where you are, you can always
| | 03:02 | remember, right-click and read the URL
down at the bottom and see that we're in
| | 03:06 | the Projects folder.
| | 03:07 | That's a good thing to know right now.
| | 03:09 | This is the Relocation site, and I could
put, "Relocation Project," but if it's in a
| | 03:14 | Project folder, that says a lot right there.
| | 03:17 | So this is the Team site and I am
going to say (typing), "The city Relocation Team is
| | 03:23 | working on our move in 2013 Q3.
| | 03:26 | This is their site."
| | 03:29 | I can call this Relocation, but I can
also call this something shorter like Reloc.
| | 03:32 | That will work.
| | 03:34 | Most people will look at that
and go, "Oh, it's Relocation."
| | 03:36 | Remember we're building really long URLs
here and we would like to keep them short
| | 03:40 | and yet human understandable.
| | 03:42 | So I could put Relocate, Reloc;
| | 03:44 | that seems to work for me.
| | 03:46 | Now this is a project.
| | 03:47 | So I'm actually going to use
a different template for this.
| | 03:50 | I'm going to use the Project Site template.
| | 03:52 | So it will create all of the
artifacts or many of the artifacts.
| | 03:56 | By choosing this template I will get
more apps that are relevant to project
| | 04:00 | management than if I chose Team Site or Blog.
| | 04:03 | Right now I'm going to use the
same permissions as the parent sites.
| | 04:06 | I'm going to use the top link bar
for the parent site and create this new
| | 04:11 | sub-subsubsite for our relocation team.
| | 04:15 | Notice that because I chose the Project
template we get a Project Summary in Timeline.
| | 04:19 | We automatically get a Newsfeed
and Documents and we get a Calendar.
| | 04:23 | All of these apps are here, because
they are part of the Project template.
| | 04:28 | That's how easy it is to
be able to create sites.
| | 04:31 | Here we are in our Relocation site.
| | 04:34 | We can go all the way up
to our top site very easily.
| | 04:37 | We can then navigate to the other
sites in our collection and take a look and
| | 04:42 | say, "Ah, OK. Where are on my subsites?"
Projects, and in my Project site I can go
| | 04:52 | to my Site Contents and go to Relocation.
| | 04:55 | That's how easy it is to create a site.
| | 04:58 | In our next movie, we are going to
customize these sites to better meet
| | 05:02 | our needs.
| | Collapse this transcript |
| Getting started with your site| 00:00 | There are several different ways
we can customize our Team sites.
| | 00:04 | For example we can add new features to
the site; we can change the way that a
| | 00:09 | site is styled or the way the site is branded.
| | 00:12 | We can share our site with other people.
That's usually the last thing we do, so
| | 00:16 | that it's ready when they're going to join.
| | 00:18 | And we can change the site
navigation so that we can change what links
| | 00:22 | appear here in the Current Navigation
section or up at the top here in the
| | 00:26 | Global Navigation section.
| | 00:27 | So let's begin by simply
styling and branding our site.
| | 00:31 | It's a very easy thing to start on and
it's a thing that's going to make us feel
| | 00:35 | really good because we'll get really
quick gratification from going and working
| | 00:39 | on style and branding.
| | 00:41 | So I'm going to click Style and there
are groups of settings, templates that are
| | 00:46 | already put together here that you can see.
| | 00:51 | We've been using a template based
off of Lime dominantly in our sites.
| | 00:56 | If you don't change anything when you
install SharePoint Foundation, it will
| | 01:01 | use the Office theme, which is the current
theme listed here and shown in the upper left.
| | 01:05 | So the question is, do we want all
our sites to continue to look this way
| | 01:09 | for example, or would we like to have a
different look when we are in the Project sites?
| | 01:14 | How much space do we want to provide to
teams and to users to change the look and feel?
| | 01:19 | How would we feel if somebody
were using for example, Sea Monster,
| | 01:23 | or felt that the best site that they
could create was a site that used a fairly
| | 01:27 | intense and graphic background?
| | 01:29 | So most organizations will have a
group of people who have something to say
| | 01:33 | about this: it might be the
marketing department, it might be corporate
| | 01:36 | branding, it could be public relations
but there will be some group that says,
| | 01:41 | "This is how our sites look and
these are the templates you need to use."
| | 01:44 | Sometimes they'll enforce that by
making sure that these other templates don't
| | 01:48 | exist when you go and create a new site
and sometimes there's just a published
| | 01:52 | list of standards or tear
sheet that you need to use.
| | 01:55 | In our organization right now, this is
pretty wide open because we're in the
| | 01:58 | process of creating these sites and we
would like to have conversations with
| | 02:01 | people about what look and feel they like best.
| | 02:04 | But I'm going to brand this site using
Green which is a pretty nice template and
| | 02:09 | over on here on the left
we'll have some choices.
| | 02:12 | If I drop an image here, that image will be
applied as a background for the entire page.
| | 02:17 | So if I click to say, I'd like to drop
an image or I click Change, and be careful
| | 02:21 | not to click Back or I'll
end up back on the last page.
| | 02:24 | But if I click Change, I can go find
an image or I could have switched to
| | 02:30 | showing the browser in a desktop and
drag the item on there, but I actually
| | 02:35 | have some pictures.
| | 02:37 | And these are pictures that have been
provided by our branding department.
| | 02:41 | So we have this recycle logo that we
use a lot and I'm going to go ahead and
| | 02:45 | grab that and say Open.
| | 02:47 | We're going to just apply that as a
background like a watermark back here and
| | 02:51 | I kind of like that.
| | 02:52 | The way the site is laid out, there
are two different choices right now in
| | 02:55 | SharePoint Foundation.
| | 02:56 | One is Seattle, and in Seattle we have
our Global Navigation at the top here, and
| | 03:02 | we have our Current Navigation--what has
been called the Quick Launch in earlier
| | 03:07 | versions of SharePoint, and you'll hear
people still use that term--but current
| | 03:11 | navigation here on the left.
| | 03:13 | If I choose the other layout, Oslo, then
our Current Navigation is moved to the
| | 03:19 | top here, rather than on the side.
| | 03:21 | I also have a choice about what fonts that
I would like to use and they come in pairs.
| | 03:26 | One is going to be used largely for
your headings and the other is going to be
| | 03:30 | used largely for the body of
your site: for the body text.
| | 03:33 | So if I choose for example this pair, the
headings are switched to Bodoni Book is the font.
| | 03:39 | Notice here and here we have headings, but
the body remains in this nice sans serif font.
| | 03:45 | If I choose something like
Blueprint MT, notice how my site looks here.
| | 03:49 | Now I'd actually like to create a
site look that's a little different than
| | 03:54 | what we already have but I'm not sure that
I want to go so far as to change the fonts.
| | 03:58 | Let's just go ahead and keep those.
| | 04:00 | Here are some different color choices
that I could make but the one that I
| | 04:04 | chose, when I chose Green, actually
works really well with the logo that we have
| | 04:09 | as the background on the site.
| | 04:11 | So when you're all set to look at this
you can click Try It Out and it will take
| | 04:15 | our site and pour it into this template so
that we can see how that looks. Here's our site.
| | 04:20 | Do we like what we see?
| | 04:22 | You can scroll and decide and it might
be that that big arc is more than we want,
| | 04:26 | but I actually like this.
| | 04:28 | I like the navigation here.
| | 04:29 | This looks pretty good.
| | 04:30 | Let's see it with the navigation on the side.
| | 04:32 | I'm going to click No, not quite there yet.
| | 04:36 | And I'm simply going to change the
layout and go back to the Seattle layout that
| | 04:39 | has the Current Navigation here on the
side and leaves the Global Navigation
| | 04:43 | pretty explicitly at the top.
| | 04:45 | So let's go ahead and try this out.
| | 04:48 | And here's a preview of
our site in the new theme.
| | 04:50 | Now the downside of using the current
navigation on the left is of course you
| | 04:55 | lose this part of the page but the
upside of it is that you get space for a
| | 05:00 | really long list because
your page of course can scroll.
| | 05:04 | So I actually think I prefer this.
| | 05:07 | Any of these changes that I've made,
I can go back and change again later.
| | 05:11 | I have access to be able to change
fonts, to change colors and so on.
| | 05:16 | So I don't need to spend a lot of time here.
| | 05:19 | This looks good and I am going to keep it.
| | 05:21 | And notice as our site is changed.
| | 05:24 | When I want to brand the site, I get a
choice to add a description and to change
| | 05:29 | this logo, the SharePoint logo.
| | 05:30 | All that's happened is when I changed
my style, it was changed to a Green.
| | 05:35 | So I want to go ahead and add a
specific logo from my computer and I'm going to
| | 05:41 | add exactly the same logo we're
using as the background right here.
| | 05:47 | And that will replace the SharePoint logo.
| | 05:52 | And I have the ability to enter some
alternative text so that if someone is
| | 05:55 | using a screen reader to look at my
site, that screen reader will read text for
| | 06:00 | them but when it gets to logo, it
doesn't necessarily know what to say except
| | 06:04 | picture or image and so I can say that
this is the No Obstacles, Inc. logo.
| | 06:10 | I could change our web address.
| | 06:13 | I can change the description, like and all that.
| | 06:24 | And I'm going to click OK.
| | 06:26 | So we've changed the style.
| | 06:27 | We've changed the branding.
| | 06:29 | We could add lists, libraries
and any other apps that we wish.
| | 06:33 | And we're actually going to be
learning more about that in our next chapter.
| | 06:38 | If we were working on a deadline on
a project site, there's a really nice
| | 06:42 | combination app here.
| | 06:43 | Then when you click it, it offers to add
Tasks (with a timeline) and a Calendar.
| | 06:48 | This actually is great but we don't want this
on this particular site; we'll see it later.
| | 06:53 | And then finally when we're all ready,
we can share our site with others.
| | 06:57 | So these are the ways that we will use
this Getting Started with Your Site link,
| | 07:01 | to do some basic customization of our
site, so that it has a look and feel that
| | 07:06 | we like, so that it has parts and
pieces that we like and so that we can easily
| | 07:11 | share this site with others.
| | Collapse this transcript |
| Setting site navigation| 00:00 | So, I'm not loving the navigation
settings in this site and I need to change them.
| | 00:05 | So let's talk about what's wrong with
them, and why we might want to change
| | 00:09 | them, because this is something that you
might frequently wish to do in your sites.
| | 00:12 | In my site, right now I'm at the top
level and what I have here is I have
| | 00:17 | my Current Navigation.
| | 00:18 | This is because of the page design
we're using, which is Oslo, which places our
| | 00:22 | Current Navigation at the top.
| | 00:23 | If we were using Seattle design,
we would see that here at the side.
| | 00:28 | But this is our Current Navigation and
it does not include any of our subsites.
| | 00:33 | So if I want to go to a subsite, I
either have to put a link bar on the page.
| | 00:38 | I could go to my sites, and go
directly, for example, to my Projects site or
| | 00:44 | my Relocation site.
| | 00:45 | That works, but that's not actually
what I'd like to have; I'd like to be able
| | 00:50 | to move pretty fluidly back
and forth between the sites.
| | 00:54 | Notice that here we're using the
Seattle layout and our Current Navigation is
| | 00:58 | on the left-hand side.
| | 00:59 | From Projects I can easily get back up
to the Collaboration Zone, but I can't
| | 01:04 | move down to the subsite, because
it's not listed in my Current Navigation.
| | 01:08 | So again, I would need to either use My
Sites in the social networking area, or
| | 01:12 | go to Site Content area and go to Relocation.
| | 01:15 | From Relocation I can easily go all
the way to the top of my site, using my
| | 01:20 | Global Navigation, but clearly again my
Current Navigation isn't providing the
| | 01:24 | ability to move site-to-site,
like I would like to see.
| | 01:27 | When we create a group of sites, each
site can inherit lots of things from its
| | 01:33 | parent site, so one way to think about
this is the Collaborations Zone: the top
| | 01:37 | level site is the parent.
| | 01:39 | Our Project site that we visited a
moment ago is a child site of the
| | 01:43 | Collaboration Zone and a parent to
Relocation, which is a child site.
| | 01:47 | So the word "subsite" and "child site" or the
terms "subsite of," and "child of" are the same.
| | 01:56 | So when I want to create a site, I can
inherit the navigation from the parent.
| | 02:02 | If I'm a subsite of the Projects
site, I can say, just give me the same
| | 02:06 | navigation that's
available in the Projects site.
| | 02:09 | And it might be then that the best
thing I can do is rather than resetting my
| | 02:13 | navigation in every single Projects site
| | 02:16 | --that would be a huge waste of my time--
| | 02:18 | my best bet, is actually to go back,
right here in my Projects site that I
| | 02:24 | created at this level, and say you know
what? Right here in my Projects site, I
| | 02:29 | think it would be absolutely great if I
made a navigation choice that I was then
| | 02:33 | willing to have for every child I use.
| | 02:36 | So to do that here in the Projects site, we
can go to Site Contents, go to Settings
| | 02:41 | and in Look and Feel, we can visit Navigation.
| | 02:44 | Now there are a lot of other Look
and Feel choices here; there's a Design
| | 02:48 | Manager that will walk you through some
choices, there are Device Channels for
| | 02:51 | how this site is displayed in a
mobile setting and in other places.
| | 02:55 | You can actually create an Import a
Design Package from other sites, but we're
| | 03:00 | just going take a look at Navigation.
| | 03:02 | The Global Navigation is at the top,
and when I created this site, I inherited
| | 03:06 | navigation items as the parent site.
| | 03:12 | Well, the parent site is using structural
navigation, but without showing subsites.
| | 03:16 | So I am going to say actually from
this point on down, I would like to show
| | 03:20 | subsites and I'm willing to see up to
20 items that are created automatically
| | 03:25 | for me by SharePoint based on our subsites.
| | 03:28 | On the left-hand side in this layout
our Current Navigation, same thing,
| | 03:32 | Structural Navigation, but
please show me subsites as well.
| | 03:35 | Now remember where we are right now;
we're in the Projects site, so this will
| | 03:39 | have many, many child sites.
| | 03:41 | And when I create those, I can say, go
to the parent site and get navigation
| | 03:45 | instructions there, because these will work
all the way down this group of sites after this.
| | 03:50 | Here, if we are using structural
navigation, which we are, we have the
| | 03:54 | ability to say we'd like our pages
sorted automatically, in which case they'll
| | 03:58 | fall into alphabetical order.
| | 04:00 | Documents, Home, Relocation and so on, or we
can say that we'd like to sort them manually.
| | 04:05 | And if we do, you have the ability to
change the order in which these appear.
| | 04:10 | If you will always like the Document
Library first, it can be there. If we'd
| | 04:13 | like Home to be first, we can
relocate these; we can choose one and we can
| | 04:17 | move it up in the list.
| | 04:19 | And now Current Navigation will
always have Home first for example.
| | 04:23 | The last question is on the Site
Actions menu: do we want to be able to show and
| | 04:28 | hide the ribbon commands
automatically? And I'm going to say, yes.
| | 04:30 | Now I'm going to click OK to apply
these navigation changes that I made.
| | 04:35 | And here we are back in Site Settings,
so that we can change other settings if
| | 04:39 | we wish, but we really don't. Notice
that what we have automatically is we've
| | 04:44 | already applied those changes that we've made.
| | 04:46 | Here we are; I can get back to Projects,
which is the site that I'm in right
| | 04:50 | now, but I can also move down to Relocation.
| | 04:53 | So Relocation appears here and here as well.
| | 04:56 | My subsites are listed in both
places so let's go back to our Projects
| | 05:00 | site subsite, subsite.
| | 05:03 | Now what happens when I
go to my Relocation site?
| | 05:06 | Well, it inherits the same information.
So it inherits from the parent and
| | 05:11 | here's the Relocation site that I'm in,
and I can go back up to my Projects site.
| | 05:16 | All that's missing is the ability to
easily get from Projects, all the way
| | 05:19 | back up to the top.
| | 05:21 | So I have two choices;
| | 05:22 | one choice is, I could say, all
right, here's what I want to do.
| | 05:25 | I want to actually change my global
navigation--this bar--through the entire site.
| | 05:31 | I'm going to go change it in my top
level site and inherit it all the way down,
| | 05:35 | and I'm going to make sure it looks
just like this, so I can always get all the
| | 05:39 | way back up to the top.
| | 05:41 | That's one possibility.
| | 05:42 | The other possibility is to say, I
want to add a link that adds a particular
| | 05:45 | piece of navigation.
| | 05:46 | And in order to do that, what you do
is you'd actually choose the navigation
| | 05:52 | that you wanted to have, so I can
select that. Go to Edit Links and we're going
| | 05:59 | to say, we could say top-level site,
but everybody knows this as the No
| | 06:03 | Obstacles Collaboration Zone, and
here's its address; I can try my link to
| | 06:10 | make sure it works.
| | 06:12 | That looks grand. Go back and say OK,
that's what I'd like to have, and now I'm all
| | 06:19 | done and I can save this.
| | 06:21 | So now I have the No Obstacles
Collaboration Zone here as a link; I can go all
| | 06:27 | the way back up to the top.
| | 06:29 | I have the ability to add any links to
this page that I would like to add, but I
| | 06:33 | have made sure that this is
actually separate for my Projects list.
| | 06:37 | So if I'd like to get to Projects and I
don't want to build in a link, I always
| | 06:41 | know how to get there.
| | 06:42 | I can go to Sites; I can go to my
separate Projects list through my sites. If I
| | 06:48 | wish now, I can go to Relocation.
| | 06:50 | From Relocation I can move back to
Projects or all the way up to my No
| | 06:54 | Obstacles Collaboration Zone.
| | 06:55 | So what I've done here is provided two
very different types of navigation in my site.
| | 07:00 | One set of navigation is for all of
my Projects; all of them are going to
| | 07:04 | work in exactly the same way. When I create
a new site, I will rely on this navigation.
| | 07:10 | But when I'm in the No Obstacles
Zone, I've not made it easy to move
| | 07:14 | to lower-level sites.
| | 07:15 | We're going to have a lot of lower-
level sites off of this zone, and I really
| | 07:19 | don't want to clutter up the space.
| | 07:21 | So two ways people will navigate in the
site; they'll learn to use My Sites when
| | 07:26 | in the Collaboration Zone.
| | 07:27 | And from the Projects sites, they'll
learn that they can move easily back and
| | 07:32 | forth using the global
navigation or my Current Navigation.
| | 07:36 | So there are really three ways you can
think of setting navigation on a site.
| | 07:40 | One is to change the site settings for
navigation. The second then is to inherit
| | 07:44 | those site settings--either for all your
sites or starting at a particular point--
| | 07:49 | and for that parent navigation set,
and all the way down through all the
| | 07:53 | children. Or, you can edit links directly
here in the Global Navigation or in the
| | 07:59 | Current Navigation for the
specific site that you're on right now.
| | Collapse this transcript |
| Saving a team site as a template| 00:00 | Since you last saw the Relocation site
we've made some changes to the style and
| | 00:04 | the brand and added some
documents to the Document library here.
| | 00:09 | These documents are going to
appear in every single Project site.
| | 00:11 | So we've taken the opportunity to
use the Relocation site to set up how we'd
| | 00:16 | like all of our sites to
look when we start on them.
| | 00:20 | Now we might want to add other lists,
apps, and so on, but I'm actually going to
| | 00:23 | remove this part because
there are other ways to do that.
| | 00:26 | And this then is our nice tight Project
site and we want to be able to use this
| | 00:32 | Project site as a template because
the Relocation site is only one of many
| | 00:35 | Project sites that we're going to create.
| | 00:37 | There are two different ways that
we can save a site as a template: with
| | 00:41 | or without contents.
| | 00:43 | And we have to save it with all the
contents or without all the contents.
| | 00:47 | I can't say, "Well, I've got some documents
here I like, but another library not so much."
| | 00:52 | So I want to make sure that if I want
to save this as a template with contents,
| | 00:57 | that I don't have any content on this site
that I would not want other people to see.
| | 01:01 | For example, if we had a Calendar that
had some limited permissions and we posted
| | 01:08 | items on a Calendar that we did not want
the entire enterprise to see, we better
| | 01:12 | remove them before we save this site as
a template because when we save it as a
| | 01:16 | template, all of the privacy and
permissions settings that we provided--all of
| | 01:21 | the roles that we created for how people
interact with his template--they're all
| | 01:25 | thrown out the window.
| | 01:26 | So before we can save a site as a
template, two things to check: is there
| | 01:31 | content that we want to keep?
| | 01:32 | If so, make sure that content is in the
site. Is there content we don't want to
| | 01:36 | keep? If so, remove it.
| | 01:39 | So what we're going to do now is go
to Site Contents. We're going to choose
| | 01:43 | Settings and here in Site Actions, one
of our choices is Save Site as Template.
| | 01:50 | I'm going to click and I need to
give this template a file name.
| | 01:53 | Now this is the Relocation site but
this is actually the NOI Project site
| | 01:59 | for internal projects.
| | 02:00 | So we could just call this Internal Projects.
| | 02:03 | This is not the name of a site; it's the name
of the template to create sites. And again.
| | 02:09 | Now this is a file name so if you've
been really good about making sure you have
| | 02:15 | underscores in file names, go
ahead and put one there as well.
| | 02:19 | And we're going to say that this is
--actually we don't have to say this is-- we
| | 02:23 | can just say, "Template used for
new internal NOI Project sites."
| | 02:29 | For example, it's always good for
people to know what it might look like.
| | 02:35 | We could say the Relocation
Project site uses this template.
| | 02:40 | Almost true; it actually was used to
create the template but the people will
| | 02:43 | get the idea and whatever you choose here,
don't choose a site that's going away next week.
| | 02:47 | Choose a site that they'll be
able to come back and look at.
| | 02:51 | Here is your Include Comment checkbox.
It's off by default but if we'd like to
| | 02:54 | include those documents in that
Document library--and again anything else in
| | 02:58 | the site that I wasn't careful to get rid of--
I can go ahead and enable this checkbox.
| | 03:02 | I'm going to click OK to save this site
as a template with the content that's in
| | 03:07 | that Document library.
| | 03:09 | Be prepared to wait a long time for the
site to get created even if there is no
| | 03:14 | content that you're
including in the new site template.
| | 03:18 | And there is no hourglass often so
just wait until you either get a notice
| | 03:23 | that the operation completed successfully
or that the operation didn't for some reason.
| | 03:29 | It says, "This website has been
saved to the Solution Gallery."
| | 03:32 | You can now create sites based on the solution.
| | 03:35 | To manage solutions, go to the Solution
Gallery and you can click and go there
| | 03:39 | and see that that site is there if you wish.
| | 03:41 | Or you can just go back and click OK
and you'll return back to your site.
| | 03:46 | Now take a look at how easy it's going
to be to create another site based on
| | 03:51 | this same template and when I create it,
what I will get is I will get all of
| | 03:56 | the site customization in terms
of branding, in terms of theme.
| | 03:59 | I'll get the library, any other apps
that I've added, any other web parts that
| | 04:04 | I've included, any documents
--because I've saved the content--all of my
| | 04:09 | settings around navigation.
| | 04:10 | What I won't get is I won't get users
and I won't get all of the permissions
| | 04:14 | that have been provided in this site.
| | 04:17 | So let's go back to the Project site
where we were the last time we wanted to
| | 04:22 | create one of our Project sites.
| | 04:23 | We're going to choose Site Contents.
Let's go to New Subsite and notice here
| | 04:29 | that there's a new tab called
Custom and here's our new, newly saved
| | 04:33 | Internal_Projects template.
| | 04:34 | So the second group we had
was working on a staff survey.
| | 04:39 | We could fill in some information, but
let's just go ahead and choose Survey>
| | 04:43 | Internal_Projects>Use the same permissions>
Use the top bar>Yes for our Global Navigation.
| | 04:50 | Let's go ahead and create the site
and again be prepared to wait a minute
| | 04:53 | because we have some content
here that's getting moved along.
| | 04:56 | But here's our new Staff Survey site
with all the customization that we saved in
| | 05:01 | a template including the documents.
| | 05:03 | Let's imagine your site has been
in use for seven or eight months.
| | 05:06 | You have a mix of content that you'd
like people to have access to and some
| | 05:10 | content that you actually don't want
to share with others and shouldn't be
| | 05:14 | saved in the template.
| | 05:15 | The easiest way to manage that then
is to save the site along with it's
| | 05:19 | content as a template.
| | 05:21 | Create a new site from that template
and in that new site, remove every single
| | 05:27 | piece of content that you don't want to keep.
| | 05:30 | You can then take that site
| | 05:31 | now cleaned out, with the documents
that you do want to keep and without the
| | 05:36 | documents that were only useful to
that team and save it as a template.
| | Collapse this transcript |
|
|
7. Editing SharePoint PagesUnderstanding app parts and web parts| 00:00 | In this chapter we're going to talk
about how we edit the pages that are used to
| | 00:04 | present information to the
users in our SharePoint sites.
| | 00:07 | Here we are on the Home page for
our No Obstacles Collaboration Zone.
| | 00:11 | We've been working on this site for
quite a while and this is what you would
| | 00:16 | call prime real estate because
this is the homepage for this site.
| | 00:20 | So we can assume that many of the users
who come here to our site are going to
| | 00:24 | end up on this page.
| | 00:26 | And we want to make sure that what
we're doing is providing the best content we
| | 00:30 | can here, because we don't want to
give an inch of this space away for items
| | 00:35 | that are trivial, or don't make any difference.
| | 00:37 | On the other hand everything that
everybody should know ideally is on this page,
| | 00:41 | if we can get it here.
| | 00:43 | Whenever we create a new app anywhere
in SharePoint or created a site that uses
| | 00:48 | apps, every one of those apps
has a corresponding Web Part.
| | 00:53 | So if we take a look for example at the
Documents, this library doesn't live on the Homepage.
| | 00:59 | The library is actually found by
clicking Documents here, and we'll end up on a
| | 01:03 | page that is nothing but the library.
| | 01:06 | The fact that we want to show it on
the Homepage means that we need a way to
| | 01:09 | present it there and we do that with a Web Part.
| | 01:13 | This library doesn't actually live here either;
| | 01:15 | technically all of this information lives in
Microsoft SQL Server connected to SharePoint.
| | 01:21 | So whenever we want to present
information about what's stored in SharePoint's
| | 01:25 | databases--SharePoint SQL Server
Database--we're going to use a Web Part to do
| | 01:30 | that whether it's here on the page that
has only documents on it or whether it's
| | 01:35 | on the Homepage where we're using
yet another Web Part to be able to show
| | 01:38 | information from that document's library.
| | 01:41 | When you're working in SharePoint, most
of the pages that you'll look at will be
| | 01:45 | Web Part pages: pages that were
created in SharePoint by placing one or more
| | 01:49 | Web Parts on a page.
| | 01:51 | So whenever we would like to add new
content to our site, we'll also be adding a
| | 01:56 | Web Part and we don't have
to do those things separately.
| | 01:59 | If we create for example, a Document
library as we did earlier, we created
| | 02:03 | the library by defining it, but
SharePoint created the Web Part that we used
| | 02:07 | and placed on the page.
| | 02:08 | It wasn't even done in two
steps, it was simply, "Oh!
| | 02:11 | You want a library."
| | 02:12 | We only need to create a page for
that library that has a Web Part.
| | 02:16 | There are also other Web Parts that
we can use in SharePoint as well as Web
| | 02:20 | Parts that provide content
that's stored in SharePoint.
| | 02:23 | So if we go back to the Home page and
click Page and say we'd like to edit this
| | 02:29 | page, we'll get some new ribbon
tabs and one of them is an Insert tab.
| | 02:33 | And it says you can
insert App Parts or Web Parts.
| | 02:37 | Now the App Parts are
exactly as I described them:
| | 02:39 | Web Parts based on our apps.
| | 02:41 | So we have a Documents
library: here is its Web Part.
| | 02:45 | We have a Spaces list: here's the Web Part.
| | 02:48 | We have a Team Member
Orientation library: here's the Web Part.
| | 02:52 | And it's helpful to know what these
different icons mean: that this is a
| | 02:56 | Calendar, that this is a Library,
that this is a particular kind of library
| | 03:00 | that holds all the pages in the site,
that this is a Tasks list and that this
| | 03:03 | is a Contacts list.
| | 03:04 | So if I wanted to add a new Web Part
that was based on one of our existing apps,
| | 03:09 | it's really easy and I'll
find them under App Part.
| | 03:12 | However, there are also Web Parts
that have nothing to do with our apps.
| | 03:16 | For example there are Blog Web Parts so
if you'd like to set up a Web Part page for
| | 03:21 | your blog, you might want to have a
place that you would be able to get Archives
| | 03:26 | and Notifications or Tools.
| | 03:27 | That's what these parts are for.
| | 03:29 | We have what are called Content Rollup
Web Parts that allow you, for example,
| | 03:33 | to display a Timeline.
| | 03:34 | We have one of those right now on our Homepage.
| | 03:37 | It goes to the Tasks list and
brings forward the Timeline.
| | 03:41 | We have the ability to view data
that's stored in XML in a Viewer.
| | 03:46 | There are Forms Web Parts
that allow us to create a form.
| | 03:49 | There are Media and Content Web Parts
that allow us to present information
| | 03:53 | either that was typed in or that
comes from another source. So for example,
| | 03:58 | we'll find that there's a Page Viewer
Web Part that we could use to point to a
| | 04:02 | webpage that's not on our site, but
displays some of its content here.
| | 04:07 | We have the ability to show
an image as part of our page.
| | 04:10 | We have the ability to show some
Silverlight or to point to a Picture library
| | 04:16 | and say, "Show me pictures from this
library and rotate them through," in much
| | 04:21 | the same way that the Windows 8 tile works
on your Desktop if it sets to Live Content.
| | 04:26 | And finally, there's the Social
Collaboration Web Parts that allow us to show
| | 04:30 | very easily who the users of a site are and
what tasks are assigned to users on the site.
| | 04:36 | So again, an entire mix from items that
we created as apps, to items that are
| | 04:43 | coming from someplace else on the
Internet or text that we want to enter that
| | 04:48 | exists only in this Web Part.
| | 04:49 | Whenever we want to edit a page
anywhere in SharePoint, this is how we do it.
| | 04:54 | We simply click on Page and
say that we'd like to edit it.
| | 04:59 | When we're done, we click
Save in order to put it back.
| | 05:02 | Depending on the Versioning settings
of the Site Pages library for your site,
| | 05:10 | you may be required to check a page out
or it may simply be your policy that if
| | 05:14 | you're working on a page in
SharePoint, you want to make sure that you've
| | 05:18 | checked it out, make your changes and
then you can check it back in before
| | 05:21 | someone else would be editing it.
| | 05:23 | So in SharePoint, a page is
just another kind of document.
| | Collapse this transcript |
| Adding an app part| 00:00 | It's been a little while since we've
been in the Project site, so let me
| | 00:03 | remind you where we are.
| | 00:05 | This is a subsite of the No Obstacles
Collaboration Zone and the Projects site
| | 00:09 | was created to be a container for
all the subsites for various projects.
| | 00:14 | So the Relocation project, for
example, is a subsite of this Project site.
| | 00:20 | Those boots are made for walking and
the Staff Survey site and every other
| | 00:25 | Project site is going to be located
here as part of this Projects site.
| | 00:31 | So we want to do some customization.
| | 00:33 | We don't have a need now to manage style
and brand and so on; we've already done that.
| | 00:38 | So we're going to begin by removing the Get
Started with Your Site app part right here.
| | 00:44 | I'm not sure that we want a Newsfeed;
we can leave it here for a little bit.
| | 00:48 | But I know what we do want;
| | 00:50 | we need to have a Projects Calendar
that allows us to see when projects are
| | 00:55 | going to be running and to
avoid areas of potential conflict.
| | 00:59 | For example, if I'm having a evaluation
session for my project tomorrow, it might
| | 01:04 | be a good idea for you not to try to run
a launch meeting at the same time if we
| | 01:08 | share some of the same
stakeholders in the business.
| | 01:10 | We also want an Announcements list and
that Announcements list will allow us
| | 01:14 | quickly and easily to communicate with
everyone who's in project management and
| | 01:18 | everyone who's working on project teams.
| | 01:20 | So those are the major changes
that we're going to make to this site.
| | 01:24 | As time goes on, we might find that we
wish to add other items as well but this
| | 01:27 | is a good place to start.
| | 01:29 | So let's go ahead and click Page and
I'm going to check this page out, and now
| | 01:35 | it's editable, and I also
then need to click Edit.
| | 01:37 | So now let's insert a Web Part for our
Calendar, and I'm going to want it to be
| | 01:44 | somewhere over here and we'll
put Announcements at the top.
| | 01:47 | So I'm just going to click in this
zone and let's click the Insert tab.
| | 01:51 | Remember that every App Part is a Web Part.
| | 01:54 | So I can go to Web Part and choose Apps
and find my Projects Calendar or I can
| | 02:00 | just go to App Part--it's a smaller
list--and choose the Projects Calendar.
| | 02:03 | There is its description, and that's
a good reason to put a description, and
| | 02:07 | by the way if you have several things
similarly named, it's nice to know which is which.
| | 02:11 | I'm going to go ahead and add this.
| | 02:14 | And there it is in the zone I had
clicked in. There is our Projects
| | 02:17 | Calendar, looking good.
| | 02:20 | That's how easy it is for us to be able
to just go ahead and add a new App Part
| | 02:25 | or Web Part if it already exists.
| | 02:27 | Now it takes a little bit longer
if that part doesn't exist yet.
| | 02:30 | So here we are, in the top section
and this is where I want to have an
| | 02:34 | Announcements list but I don't
have an Announcements app yet.
| | 02:38 | If I want to double-check, I can go to
Insert, look at my App Parts and no, no
| | 02:43 | Announcements, and I need one.
| | 02:44 | So let's jump to Site
Contents and it prompts me, "Oh!
| | 02:49 | Gini, you're in the middle of editing.
| | 02:50 | This isn't a good idea.
| | 02:52 | You need to save your changes."
| | 02:54 | So I could click OK.
| | 02:56 | It would save my changes and keep
this page checked out to me or I could
| | 03:01 | continue without saving changes and click
Cancel and I'll lose what I've done already.
| | 03:05 | This is one of those messages you want to read.
| | 03:08 | So I'm going to go ahead and say,
"OK, please save my changes for me."
| | 03:12 | I'm going to add an app.
| | 03:14 | You already know how to do this but the
app that I want is the Announcements app.
| | 03:18 | There we go, and unless I want more
than one Announcements list, I can just
| | 03:24 | name this Announcements.
| | 03:25 | And I actually have sites that
have more than one Announcements list.
| | 03:29 | One is Announcements and the other
is you know, News or Critical News.
| | 03:32 | And so folks subscribe to the one that's
critical, sort of as a matter of policy,
| | 03:36 | and we would only publish things there like,
| | 03:39 | "We're closing one of the buildings for
a particular reason," or "We're closed for
| | 03:42 | weather tomorrow." That sort of thing.
| | 03:45 | But if you only have one, just
name it Announcements. There we are.
| | 03:49 | And now let's go back and continue editing.
| | 03:52 | So let's go back to Projects.
| | 03:55 | Here's Announcements right here
and we're going to click Page again.
| | 03:59 | Our page is still checked out.
| | 04:01 | All we did before was save it.
| | 04:03 | Let's click Edit and I want to put my
Announcements list right here in this top
| | 04:08 | zone so I'm in a great spot for this.
| | 04:10 | Insert>App Part and here's the
Announcements App Part that was just created
| | 04:15 | because we added an
Announcements app to our site.
| | 04:18 | Let's click on this and click Add and there
is our new Announcements Web Part right here.
| | 04:25 | We'll come back in the next movie and
modify these App Parts but for right now what
| | 04:29 | I hope your take away is how very easy it
is to put a Web Part or App Part into
| | 04:34 | your page as long as you're already
using the apps someplace in your site.
| | Collapse this transcript |
| Modifying a web part| 00:00 | In the last movie we inserted two new
Web parts, Announcements and Projects, for
| | 00:05 | Projects Calendar here on our page.
| | 00:07 | And now we're going to modify those
Web Parts so that we can take a look and
| | 00:11 | see how that works.
| | 00:13 | Our Projects Calendar is nice.
| | 00:14 | It works just fine and we can, you know,
navigate and click on it to see if it works.
| | 00:19 | If we do though, we're
reminded, "Hey! You're editing.
| | 00:22 | Do you really want to do this?"
| | 00:24 | And we can say, "Hey! OK.
| | 00:25 | Go ahead and let me see how this part works."
| | 00:28 | We can save our changes and then we
could click and see January and it will keep
| | 00:32 | annoying us in that way.
| | 00:33 | But it's a way to be able to take a
look and SharePoint is trying to help us to
| | 00:37 | make sure we don't lose anything.
| | 00:39 | But I don't love this
Calendar presentation here.
| | 00:42 | This is a great Calendar presentation
if I have a whole page, but what I really
| | 00:46 | want here is a short list.
| | 00:47 | So what we're going to do is
we're going to modify this part.
| | 00:50 | You can click the dropdown arrow here
and say you'd like to edit the Web Part,
| | 00:55 | and this will open for editing and
it will actually open to the right.
| | 01:00 | There's like a new column added over
on the right hand side; everything else
| | 01:03 | hopefully gets scrunched up a little bit,
so that we can modify this Web Part.
| | 01:10 | There are four major sets of
properties for most Web Parts.
| | 01:13 | The first is what view are you
are using for this Web Part?
| | 01:18 | The second is what's the overall
appearance of the part itself? Not its
| | 01:23 | contents, but does it have a
border, is it a fixed width, and so on.
| | 01:28 | What is its layout? And by layout we
basically mean what zone it lives in on the
| | 01:31 | page and whether or not it's visible.
| | 01:34 | And then finally we have some Advanced
settings that describe how the user is
| | 01:38 | able to interact with this Web Part.
| | 01:41 | Can they minimize it?
| | 01:42 | Are they allowed to create
connections to or from it?
| | 01:46 | Are they allowed to use it in a view in
a different way if it's their own view?
| | 01:51 | So that's this long list of properties
and you begin to see why they're grouped
| | 01:55 | together so that you don't need
to deal with them all at once.
| | 01:58 | The first thing I want to
do is choose another view.
| | 02:01 | Now I can Edit the current view but
editing Calendar views is actually one of
| | 02:05 | the more complex types of views to
create here in Microsoft SharePoint, because
| | 02:11 | the Calendar views have a lot of
different properties that they ask us about.
| | 02:15 | We can just go look real quickly so
that you can see and I'm going to say OK.
| | 02:19 | And we'll go and look at the Current View.
| | 02:22 | For example, it wants to know what the
beginning and ending intervals are that
| | 02:25 | you're going to use,
| | 02:27 | what the columns are in a Calendar,
| | 02:29 | what the Default Scope is,
| | 02:30 | and all of those things before
you can apply filters, for example.
| | 02:34 | You don't get to apply a sort; it's a calendar.
| | 02:37 | But I actually want to show a list here,
so I don't care about editing the view
| | 02:42 | that I have already.
| | 02:43 | I want to go in and change views totally,
and I've already created another view here.
| | 02:50 | So when I choose to modify or edit this
Web Part, the first thing I'm going to
| | 02:57 | do is switch to another view and
that view is called Project Level.
| | 03:02 | Now it says if you've just gotten done
doing some editing in here, you're about
| | 03:06 | to throw those changes away, because
the only place any changes I would have
| | 03:11 | just made would exist,
would be in the Current View.
| | 03:14 | I'm going to say OK, and I'm going to
switch to a totally different view, and
| | 03:20 | I'm going to click Apply, and you'll
notice I no longer have a Calendar grid;
| | 03:24 | I simply have a list.
| | 03:26 | Now the fact that changes that I
make in a view on a page aren't saved,
| | 03:31 | it is for me a really great
reason not to edit Current Views.
| | 03:36 | If I want a different view of a list or
Document library or a Calendar, what I
| | 03:41 | do is I actually go and create the view
as you've learned how to do in earlier
| | 03:46 | movies in this course.
| | 03:47 | And that way I can create and save it.
| | 03:49 | So if I change to a view and I decide
I want to change back, there are some
| | 03:53 | places to go back to.
| | 03:55 | The next choice is, what does our
Toolbar look like? What Toolbar?
| | 04:00 | Well, if we save this, the Toolbar in
this case is actually right here, New
| | 04:07 | Event or Edit This List--not a
whole lot--but it's a Toolbar.
| | 04:11 | So the question is, is that what
I'd like my Toolbar to look like?
| | 04:21 | If I want to allow folks to be able to go in
and to edit, then I can provide a Full Toolbar.
| | 04:28 | I can also have No Toolbar at all.
| | 04:30 | And if I remove the Toolbar and we
apply that, notice that now there is not an
| | 04:34 | easy way to be able to add information.
| | 04:37 | This Web Part is now more of a
presentation Web Part than a Web Part where
| | 04:40 | people would go in and do work.
| | 04:42 | But I'd like people to be able to add
events here, so I'll use Full Toolbar.
| | 04:46 | Let's now move on to our Appearance settings.
| | 04:49 | The title then at the top is Projects.
| | 04:52 | Normally you will allow SharePoint to
adjust the height and width of your Web
| | 04:56 | Part to be able to fit within the zone
and on the page, but there are some times
| | 05:01 | for example, you may have a picture or
a chart that needs to be presented at a
| | 05:06 | particular size, and in that case, you
can actually go in and constrain how this
| | 05:12 | Web Part is sized, in Centimeters, Inches,
Millimeters, Points, Picas or Pixels.
| | 05:18 | So if you need to have a specific
size for a Web Part, you can do that.
| | 05:22 | And if you do, I'd encourage you to
jump into Bing or Google and say, "set Web
| | 05:27 | Part height," and you'll get some information
that will help you decide how best to do that.
| | 05:31 | The next choice under
Appearance is Chrome State.
| | 05:34 | Chrome is the trim around a particular item.
| | 05:37 | For example, if you're in Windows 7
or earlier, what you have around most
| | 05:41 | Windows is a bar or an outline that
runs all the way around the Window and
| | 05:46 | that's called Chrome.
| | 05:47 | The newer version of Windows, Windows
8, doesn't have that and it's called No
| | 05:50 | Chrome All Content. That's
sort of the buzzword for that.
| | 05:53 | So Chrome is the trim.
| | 05:55 | This is Normal Chrome and we can
also have this, a Minimized and we can
| | 05:59 | choose Chrome types.
| | 06:01 | So if I choose a Chrome Type for
example of Title Only and Apply it, you'll
| | 06:07 | notice that the border of this Web Part changes.
| | 06:10 | If I say that I want a Border Only
and Apply it, then even though this
| | 06:15 | says Projects here
| | 06:17 | when I save this, notice the Projects
does not appear as a title any longer.
| | 06:23 | So I have now basically a Border Only
around here, but nothing at the top that
| | 06:28 | describes what it is.
| | 06:33 | Why would I want to know that?
| | 06:35 | Well, you'd want to know that because
if you had a picture or an image Web Part
| | 06:40 | you were using, you probably wouldn't
wanted to say "Image" above it, or "here's a
| | 06:43 | picture," or anything else.
| | 06:45 | So there are times that you don't
want to have a title. There are times you
| | 06:48 | don't want to have a border.
| | 06:50 | In this page, most of the time we want to
have both, and so that setting is Chrome Type:
| | 06:56 | Border Only, Title only, Title and
Border, None or the Default, and the Default
| | 07:00 | in this case for our site is Title and Border.
| | 07:05 | This is not hidden.
| | 07:07 | Its direction is the default, which is None.
| | 07:10 | It's living in Zone 2 which is
where we want it to live right now.
| | 07:14 | And we can't make any changes
to this in this particular site.
| | 07:19 | Finally, Advanced: do I want anybody
who's using this to be able to minimize it?
| | 07:23 | Now this would be, for example, that
someone else might come in and say, "Well,
| | 07:28 | let's just make this smaller and then
people can make it larger if they wish,
| | 07:32 | they can restore if they want to see it."
| | 07:34 | No, we're not going to allow anyone to
minimize it and there is no reason to
| | 07:38 | connect to this, but there's
also no reason to throw it out.
| | 07:41 | And I'm also not going to allow someone
to create a personal view that omits the
| | 07:45 | Calendar or that minimizes it.
| | 07:48 | So I'm all done here.
| | 07:49 | I'm going to click OK.
| | 07:52 | And there are all of my modifications.
| | 07:53 | I'm going to check my page back in.
| | 07:56 | I'm going to add some comments,
because I need to do that.
| | 07:59 | That's my comments.
| | 08:02 | I'm going to go ahead and
Continue and here's my new page. Oh No!
| | 08:08 | I never changed my Chrome
back. Let's go fix that.
| | 08:11 | This is how quick it is, are you ready?
| | 08:14 | We should be good at this by now.
| | 08:16 | Page> Check Out> Edit.
| | 08:20 | Let's scroll over to the Projects part>Edit
Web Part, wait for that to open on the right.
| | 08:27 | Our view is just fine, we like that.
| | 08:30 | Our Appearance>Chrome Type>Return to
the Default>Apply>Save and I want to
| | 08:44 | remind you that I left this checked out.
| | 08:46 | Check In, here we go.
| | 08:49 | So once you begin working with placing
and modifying Web Parts, you're going to
| | 08:53 | find that you'll get
really fast and fluid with this.
| | 08:56 | It seems a little kludgy at first,
particularly because of the different groups of
| | 09:00 | properties and settings.
| | 09:02 | But after you gain some experience,
this will become second nature as you
| | 09:05 | work in SharePoint.
| | Collapse this transcript |
| Deleting a web part| 00:00 | In conversation with our team leaders,
we've decided that we really don't want
| | 00:04 | to have a Documents library displayed
here on the front page of our website.
| | 00:10 | So we're going to go delete this Web Part.
| | 00:12 | Remember that the Documents library
actually lives in SQL Server and is
| | 00:15 | displayed in various places in the site.
| | 00:18 | So deleting this Web Part isn't going to
delete any contents that we might have there.
| | 00:23 | Let's go back to Page>Check the Page
Out>click Edit and here's the Web Part
| | 00:31 | that we want to remove.
| | 00:33 | So I'm simply going to
click here and choose Delete.
| | 00:38 | It says, "You are about to
permanently delete this Web Part.
| | 00:42 | Are you sure you want to do this?"
| | 00:43 | And I want to be really
clear here what we're doing.
| | 00:46 | We are not deleting the Documents library;
we are not deleting the Web Part that
| | 00:52 | is used to display that on the
Documents page. We are only permanently deleting
| | 00:57 | this Web Part right here.
| | 00:59 | And I'm going to say OK and there we go.
| | 01:03 | Now that actually left a blank space
here and I can delete that to scoot
| | 01:08 | Projects up; that was simply a matter of
clicking and hitting Delete because it's text.
| | 01:13 | This looks good to me.
| | 01:14 | I'm going to check this back in.
| | 01:17 | I have a comment that I deleted, Continue.
| | 01:23 | By the way, when I checked it in, it
actually also saved it and you can tell when
| | 01:27 | you look at it that that's actually
what happened because we're no longer
| | 01:31 | opened for editing.
| | 01:32 | One more thought, if I wish, I can
always launch my editing session right here
| | 01:38 | if I want instead of going over here
to Page and choosing Check Out and Edit.
| | 01:44 | But when I do, I'm not
prompted to check the page out.
| | 01:47 | I also then have a Save
button when I'm all done.
| | 01:50 | So for a very fast editing job like we just
did that would have been a fine way to do it.
| | 01:55 | So click Edit, delete that Web
Part, click Save, bounce back out.
| | 01:59 | But then we wouldn't have had any
documentation like we do when we Check In and Check Out.
| | 02:03 | It works for me, looks good;
that's how you delete a Web Part.
| | Collapse this transcript |
| Adding web parts| 00:00 | We've given the App Parts a pretty good workout.
| | 00:02 | Let's take a look at how we might imagine
using some of the other Web Parts here on our page.
| | 00:09 | So I'll go to Page>Check the page out>
click Edit, so that we can begin editing,
| | 00:15 | and I'd like to add first a list of site users.
| | 00:19 | This is a really nice Web Part that
lets me see who's around and what it is
| | 00:23 | they're doing right now, and I would
like to add this if I could actually
| | 00:27 | above the Site Feed.
| | 00:28 | So the way I did that is I simply
clicked below and hit the up arrow and it
| | 00:33 | moved this Site Feed Web Part
to Newsfeed down a little bit.
| | 00:36 | We are going to insert a Web Part
and the Web Part that we are going to
| | 00:42 | insert is the Social Collaboration
Web Part and its Site Users and we are
| | 00:46 | going to click Add.
| | 00:49 | Now what we have is a Web Part that
shows who the users of this site are.
| | 00:53 | Actually everyone is a user too,
but they are just mostly in groups.
| | 00:57 | We can go in and we can edit this Web Part.
| | 01:03 | It says Number of items to display,
Show people and groups with direct
| | 01:07 | permissions on the site, or Show
people in this site's member group.
| | 01:12 | I can click OK and notice that that's changed.
| | 01:18 | I'm actually not a member of this site.
| | 01:20 | I'm actually an administrator for the site.
| | 01:22 | So I don't show up in that group.
| | 01:24 | But I can modify this so I can add other
specific groups that I want to add or I
| | 01:28 | can say Show Everyone.
| | 01:29 | This Site Users group is modifiable
and if I want to go see for example Mark,
| | 01:35 | when I click, remember that this is in
the Social Networking group of Web Parts,
| | 01:40 | and so it takes me to this
Social site. I am loving that.
| | 01:45 | That works very well.
| | 01:46 | Here we are back on our Project site and I
want to do a couple of other things as well.
| | 01:54 | I want to have the ability to show
photographs of our employees, to show
| | 01:58 | pictures of new hires as we bring them
in because that will make it easier for
| | 02:02 | folks to get to know them.
| | 02:04 | What we are going to do is we
are going to set up a slideshow.
| | 02:07 | There are a couple of steps
that we will need to follow.
| | 02:10 | One is we will need to create a
Pictures library and put our pictures in there
| | 02:14 | and then the second is that we will
create, is that we will add the Picture
| | 02:18 | Library Web Part to be able to show the images.
| | 02:23 | Let's do these things in order as we always do.
| | 02:25 | We are going to go ahead and save the
changes to the page, because we don't need
| | 02:30 | to be working on it
right now. Check it back in.
| | 02:37 | Let's go to our Site
Contents. Let's add an app.
| | 02:41 | The app that we want to add is Picture library.
| | 02:45 | Remember that I am creating a URL so
we will go ahead and give a short name.
| | 02:59 | We can display this on the Quick Launch or not.
| | 03:01 | I am going to say No for right now and these
are images of employees hired in past 30 days.
| | 03:12 | Let's go ahead and visit that library.
| | 03:16 | So we can upload whatever pictures we
have, and I am just going to upload a
| | 03:20 | couple so that we have an example.
| | 03:26 | So you will remember that Rose is new and
also one of our new accountants is here.
| | 03:34 | So we will go ahead and Add.
| | 03:36 | That's one, and we will go
ahead and add Rose now and Save.
| | 03:54 | So here are two new employees.
| | 03:57 | So here's the library and any time we
have new folks we will put them in here.
| | 04:01 | Now I would probably go in and assign
some additional metadata here, like what
| | 04:05 | their hire date was so that when
they've actually been here 30 days, we can
| | 04:10 | have a workflow that would
automatically delete their picture or at least it
| | 04:14 | would be easy to see and not just when they
were posted, but when someone was actually hired.
| | 04:19 | Now let's go back to our page and
we're going to add our new hires down
| | 04:25 | below the Newsfeed.
| | 04:26 | Let's go to the Page>check it out>
Edit, and I want to scroll down and click
| | 04:33 | below the Newsfeed, and we're going
to insert a Web Part that is a Picture
| | 04:41 | Library Slideshow Web Part.
| | 04:43 | That's the name of this, and it's
used to display a slideshow of images and
| | 04:47 | photos from a library.
| | 04:48 | So I'm going to click Add and here it is.
| | 04:51 | Now we're going to edit this Web Part,
because it doesn't have any idea what
| | 04:54 | we're connecting it to.
| | 04:55 | We have dropped the Web Part on the
page, but it needs to be pointed to the
| | 04:59 | library that we are using.
| | 05:02 | So let's scroll over and it says,
"What picture library do you want to use?"
| | 05:06 | We only have one so it was
able to find it pretty easily.
| | 05:09 | I'm going to say, why don't we switch
these every 30 seconds or every 10 seconds.
| | 05:15 | Notice you could have them up for
a minute by choosing 60 and so on.
| | 05:19 | In the Library view is we have the All
Pictures view that we saw just a moment ago.
| | 05:24 | Thumbnails, they are little smaller.
| | 05:26 | These are the views that are in the library.
| | 05:28 | If you are not certain of what view you
wish to use, you can go ahead and open
| | 05:32 | the Library and take a look, but I am
going to use All Pictures and I'm going
| | 05:36 | to do them in Sequential Order,
because Random it might show the same person
| | 05:40 | three or four times.
| | 05:41 | I'd like to actually go through them in order:
| | 05:43 | Display with Title only below image, No
Title or Description beside image, and
| | 05:48 | this title by the way is going
to be the title of the files.
| | 05:51 | So we will want to clean up our file names
and let's have the Title only below the image.
| | 05:56 | That works fine.
| | 05:57 | I'm going to go ahead and say OK.
| | 06:05 | I'm going to check my page back in
and I'm going to say that I added a Web
| | 06:12 | Part for new employees.
| | 06:14 | Now I have two spelling errors.
| | 06:16 | They could be anywhere on the page right now.
| | 06:18 | It's actually showing me that their names,
| | 06:20 | Jaryl's name--our CEO--
shows up as a typing error.
| | 06:23 | I'm sure she's used to that and we still
don't have a resolution on Juan Estes' name.
| | 06:27 | So it's showing as "jestes" which is also
a spelling error, but as long as I can
| | 06:32 | see them, we know what they are and I am fine.
| | 06:35 | So here we are back on our webpage and here
is our Picture library slideshow Web Part.
| | 06:40 | We will want to go change
that title to New Employees.
| | 06:44 | This looks pretty good.
| | 06:45 | Now in a moment it won't, because we
haven't had pictures of a standard size
| | 06:49 | and because we haven't, we have this image
here that has actually a lot of space at the top.
| | 06:55 | So we will want to standardize that
and we will want to make sure that we
| | 06:59 | fix the titles of our images to
actually be these folks' names rather than
| | 07:03 | their employee numbers.
| | 07:04 | But this how the Web Part works.
| | 07:05 | We can actually pause the show for a
moment and look at one person or another.
| | 07:09 | We can go backward or
forwards through the slides.
| | 07:12 | So let's go clean up this last item
here in terms of how the Web Part itself
| | 07:16 | looks, because the rest of the work will
need to be done in the Picture library.
| | 07:20 | Let's go back to Page, let's check
it out, let's edit it; go down to our
| | 07:30 | Web Part, choose Edit.
| | 07:34 | Hey Rose, how are you doing?
| | 07:41 | And the Title, these are actually,
this is the New Employees or could be New
| | 07:48 | Employees Slideshow, or whatever we would like.
| | 07:51 | Now another possibility is that we could
actually fix the height of this part so
| | 07:55 | that it wasn't looking to the pictures
to decide how large it is, but that would
| | 07:58 | actually in this case mean that we
wouldn't see Rose at all, because she would be
| | 08:02 | in the bottom half of the page.
| | 08:04 | So let's leave this and fix this in
our library by first making sure that we
| | 08:09 | are uploading a series of photos
that are of a standard size and second
| | 08:12 | changing the names so that
| | 08:14 | that title that appears
afterwards is appropriate.
| | 08:17 | Let's go ahead and check this
back in and I am going to continue.
| | 08:23 | Here we are back in our webpage
with our newly renamed Web Part.
| | 08:28 | So these are ways that we can use a
couple of the different Web Parts.
| | 08:32 | There are about 20 Web Parts
altogether that aren't necessarily tied to apps
| | 08:37 | that you have in your site.
| | 08:39 | Feel free to take a look at that
collection and determine which of those parts
| | 08:44 | would be relentlessly useful
for you to add to pages in your site.
| | 08:48 | Now let's add a couple of other Web
Parts to this particular page on the site.
| | 08:53 | I am going to go to the Page and check
out again, because I'd like to document
| | 08:57 | what it is I'm doing
| | 08:58 | when I check this back in.
| | 09:01 | Now we've added a Picture
library for new employees.
| | 09:03 | Here is Juan Estes, and Rose
Lee and Jacob Rossey, and I would like to
| | 09:08 | use one of the Media Web Parts that
allows you to create a slideshow with a set
| | 09:13 | of pictures in a folder.
| | 09:15 | What we are going to do is back on our
Projects pages, checked out and editable.
| | 09:20 | So let's click the Edit button
and I want to place this maybe here.
| | 09:28 | So again if you click and you don't
end up where you would like to end up at,
| | 09:32 | feel free to use the arrow keys to move around.
| | 09:35 | This is actually going to drop us right here.
| | 09:37 | I'm going to Insert.
| | 09:38 | This is not an App Part,
although you might think it is.
| | 09:41 | App Parts actually display lists
and display information as it appears.
| | 09:46 | So we have this New Employees Picture
Library, but all I would see would be a
| | 09:50 | Web Part with just the images.
| | 09:52 | No activity behind it.
| | 09:53 | So I'm going to choose Web Part and
under Media and Content, I'm going to choose
| | 09:58 | the Picture Library
Slideshow Web Part and click Add.
| | 10:03 | This is Web Part that absolutely has to
be customized, because it comes in and
| | 10:07 | it says, "Picture Library, what's that?"
| | 10:09 | So we're going to click and edit the Web Part.
| | 10:11 | It's going to find it with no problem
though, because I only really have one
| | 10:16 | Picture library here on my site.
| | 10:18 | So let's go over here and
there is a New Employees Library.
| | 10:24 | It's set to switch every 15 seconds.
| | 10:26 | You can decide if that's too short or too long.
| | 10:29 | It asks me what view I want to use
and I want to use the Thumbnails view.
| | 10:33 | There are other views built in and you
can check those out in the library and I
| | 10:37 | would like these to run in Sequential Order.
| | 10:39 | Otherwise the same person
could come up five times in a row.
| | 10:42 | Random really does mean random and
in a sample set this small--just a few
| | 10:46 | employees--that wouldn't give the
feeling that we were ever seeing everyone.
| | 10:50 | I have a title and I have a description.
| | 10:53 | Those are both Fields, but
the only one I require is Title.
| | 10:56 | So we could put Title below the image
and I can choose to have a Toolbar or turn
| | 11:01 | it off, and in this case I
am going to turn it off.
| | 11:03 | The title then for this for
right now is New Employees.
| | 11:09 | That's all I want to do.
| | 11:13 | I might choose No Chrome just
so we can take a look at that.
| | 11:16 | That would be interesting.
| | 11:17 | I am going to go ahead and apply that.
| | 11:19 | Here is our first employee, Juan Estes,
Environmental Operations and Facilities.
| | 11:25 | So the Web Part has gone to the New
Employees library and pulled his image back.
| | 11:29 | I would like to have a
little Chrome around that though.
| | 11:33 | So I am going to go ahead and choose the
Default Chrome again and say OK. That looks great.
| | 11:43 | So there is my New Employees Web Part.
| | 11:46 | Let's hang in here for second and
watch it flip and the way that I put new
| | 11:50 | employees in here is I simply put
the new employee's pictures in that New
| | 11:55 | Employees library and removed the ones
that have been in here for at least 30
| | 11:59 | days or I can decide that it's a
manual process and we will leave somebody in
| | 12:04 | there as long as it takes.
| | 12:05 | We are coming into the holiday season
now. If somebody has been a new employee
| | 12:09 | for 30 days, but two of those weeks
were around Christmas and Hanukkah,
| | 12:14 | Kwanzaa, and the New Year, we might
have a lot of people who never had an
| | 12:19 | opportunity to meet them.
| | 12:21 | In the same regard I have a full title
here, including his work title, for Juan Estes.
| | 12:26 | I had the same for Rose Lee.
| | 12:28 | We know she is the Construction
Manager, but I don't have a title for Jacob
| | 12:33 | Rossey and that again is something
that I don't fix here, because this is the
| | 12:36 | Web Part that displays these.
| | 12:38 | I am going to go back and fix this
in the library which is where the
| | 12:42 | information is missing from.
| | 12:43 | So that looks great.
| | 12:44 | I like that Web Part.
| | 12:45 | We are going to add one
more Web Part to our page.
| | 12:48 | I am going to go ahead and Save.
| | 12:50 | I like my changes so far, but
I am going to click Edit again.
| | 12:53 | Each of these Web Parts that we have
added has the ability to have a title or
| | 12:58 | not, but not much else and I
really would like provide some contents
| | 13:01 | sometimes that is words.
| | 13:03 | This is just a general description.
| | 13:05 | So if I wanted, for example, above
the list of projects to provide some
| | 13:08 | information, I need a Web Part to do it
in and that generic Web Part is called
| | 13:16 | the Content Editor Web Part, and you
will find that under Media and Content.
| | 13:21 | So I choose Media and Content, grab the
Content Editor Web Part and click Add.
| | 13:25 | I will basically get a box that I can type into.
| | 13:29 | But I can type rich text so I can put
anything in here really that I want.
| | 13:33 | There is corresponding HTML editor Web
Part if you wish, but this is usually a
| | 13:38 | pretty good Web Part to work with and
easy for all users, because you don't have
| | 13:42 | to know how to tag up your formatting.
| | 13:45 | So I am going to put information in
here that says About Our Team. I am not
| | 13:50 | going to do anything to change the
appearance of this particular Web Part and I
| | 13:55 | am going to click here to enter new content.
| | 13:57 | You can actually copy and paste
into this text box if you wish.
| | 14:01 | What I am going to say: "We are the folks
who are on the cutting edge for projects
| | 14:08 | at No Obstacles, Incorporated."
| | 14:12 | I can add some other information.
| | 14:15 | Remember that you can use all of the
different tools to be able to format text
| | 14:19 | including Styles. You can change the
spelling if you wish, and I am going to go
| | 14:24 | ahead and apply my changes.
| | 14:26 | So if you had a description of your team
in an email message, you could actually
| | 14:31 | copy and paste and just drop it in here.
| | 14:33 | Likewise, I will use Content Editor
Web Parts to be able to comment on
| | 14:37 | other parts of the site.
| | 14:38 | For example, underneath our Newsfeed
above News Employees, I could put some text
| | 14:43 | other than New Employees that said,
"Below you will see images of people who have
| | 14:48 | been hired in the last 30 days.
| | 14:49 | Don't forget that we have
a number of positions open.
| | 14:52 | Click here to go to the
Opportunities list or Opportunities website."
| | 14:57 | Before I save my changes to this page,
let me just go back to Insert and remind
| | 15:02 | you that there are a wide range
of Web Parts that you can use.
| | 15:05 | It's possible that your site
administrator will upload more Web Parts that you
| | 15:10 | can use that allow you to connect to
external data sources and do other exciting
| | 15:14 | things here in SharePoint, but don't
be afraid to get acquainted with these
| | 15:18 | different Web Parts that can allow you
to present lots of different information
| | 15:22 | that's useful to your team
on the pages of your site.
| | Collapse this transcript |
| Customizing calendar views| 00:00 | Now that we know how to add apps to our
site and configure them and we know how
| | 00:04 | to create views I would like to show
you some special things that you can do
| | 00:08 | with Calendar apps here in SharePoint.
| | 00:11 | We have a couple of different Calendars
on our site and I actually renamed the
| | 00:15 | one that was simply called Calendar to
Community Calendar, and you may recall
| | 00:19 | that this is the Calendar that
shows events in the community.
| | 00:22 | Then I can add items to this
easily; I can add all-day events or
| | 00:27 | specific meeting times.
| | 00:29 | But the other thing I can do is I can
actually use any Calendar to show other Calendars.
| | 00:34 | You might be familiar with this from Outlook.
| | 00:36 | It's called Calendar Overlay and you can
overlay up to ten Calendars here in SharePoint.
| | 00:42 | If, for example, I want to add a
Calendar, I can simply click Calendars in View
| | 00:49 | and I can add another Calendar.
| | 00:51 | Now, when I click New Calendar that
doesn't necessarily mean I'm creating
| | 00:55 | a Calendar; I'm not.
| | 00:56 | I'm pointing to another Calendar and
I enter the Calendar name and indicate
| | 01:00 | whether that Calendar is
housed in SharePoint or Exchange.
| | 01:04 | Now in Exchange, it can actually be a
public folder Calendar or a user's Calendar
| | 01:09 | and in SharePoint it can be any
Calendar that is on this particular site.
| | 01:13 | Then I provide a description; I choose a
color for that Calendar from this list
| | 01:19 | --and these colors come to us from the
template--and then I say that I would like
| | 01:23 | if it's a SharePoint Calendar, I click
Resolve, and it will go bring back the
| | 01:27 | list of Calendars and Calendar-like things.
| | 01:31 | In other words, anything that has start and ending
times, which includes Tasks list and a List view.
| | 01:36 | So let's see what this looks like if I
were to say I'd like to add our Team Calendar.
| | 01:42 | It is a SharePoint Calendar.
| | 01:44 | I could provide a description, and now
with this web URL--which is the URL of my
| | 01:50 | current site--I'm going to click
Resolve and that returns a list of everything
| | 01:55 | that's Calendar-like--Calendar or Task
list--and allows me to choose a view from
| | 02:01 | that item's views and then
I can click OK and add it.
| | 02:04 | The result of that is that I've added a
Calendar here to the view and I can turn it on or off.
| | 02:11 | Now this view was created around one
Calendar; the Calendar that's in here is
| | 02:15 | the Community Calendar.
| | 02:16 | So it will always be shown.
| | 02:18 | The optional Calendar is the Team Calendar.
| | 02:20 | So I can go visit this Team Calendar directly.
| | 02:23 | It has a hyperlink, but you'll notice
that I'm seeing the events from both
| | 02:27 | Calendars here in this view.
| | 02:30 | So that's one way to create a view.
| | 02:32 | Let's go ahead and add an Exchange Calendar
to a view so that you can see how that works.
| | 02:38 | It's just a little bit different.
| | 02:39 | I am going to start by
creating a Group Calendar.
| | 02:42 | So my Community Calendar is external events.
| | 02:46 | My Team Calendar is events for
internal meetings and deadlines and so on, the
| | 02:51 | things that take place in our building.
| | 02:53 | But I want to create a Calendar so
that I can see everybody's schedules,
| | 02:56 | their own Calendars.
| | 02:57 | To do that let's go back to Site
Contents which is where we're always adding
| | 03:02 | new apps to our space.
| | 03:03 | We want to avoid the names like Team Calendar
and Community Calendar that are here already.
| | 03:07 | It makes it a little hard.
| | 03:09 | I almost want to rename that Team Calendar now.
| | 03:12 | Unfortunately, that
happens sometimes in SharePoint.
| | 03:14 | You use a name and then you wish you'd
used something a little bit more specific.
| | 03:19 | So what name can we give to a Calendar
that is the Calendar of the folks on our
| | 03:25 | team and what they're doing?
| | 03:26 | That's not Team Calendar.
| | 03:28 | That would be the
question that we would ask here.
| | 03:31 | So I'd like to add a Calendar. There we go.
| | 03:36 | Need a good name.
| | 03:39 | Remember, we're providing a URL here as well.
| | 03:42 | You'll notice that I just clicked that
Advanced button, because on a Calendar I
| | 03:45 | always want to do that when I create one.
| | 03:48 | So let's call this Member Calendars.
| | 03:53 | This is a Calendar that can display
individual Calendars for members of our team.
| | 04:02 | The first question here is do we want to
use this Calendar to share member's schedule?
| | 04:06 | Notice where the apostrophe is,
it's not schedules of members.
| | 04:10 | It's this member's schedule; the
person who's logged in right now.
| | 04:14 | Actually, I want my Calendar on there as well.
| | 04:16 | So I'm going to say Yes.
| | 04:18 | Every Calendar has the ability to receive email.
| | 04:21 | Actually every list in SharePoint has
the ability to receive email as does every
| | 04:26 | Document library, but there are times in
Calendars that people like to set it up
| | 04:30 | so that items can be emailed to the Calendar.
| | 04:33 | We're not going to do that right now,
but it's an interesting feature and you
| | 04:36 | might find a utility for that if you
have a Calendar that would be used more as
| | 04:41 | a Calendar to receive posts when every
group could simply send something then it
| | 04:46 | would be posted on the Calendar and we
don't care if there are conflicts or not.
| | 04:50 | I want to click Create and here's
the Member Calendar with me in it.
| | 04:55 | So now I'd like to add another person to
this Calendar and I'm going to add Mark LaCie.
| | 05:01 | This is a Check Names icon and
there's Mark LaCie's Calendar.
| | 05:05 | So as we scroll through our individual
Calendars, we would see our events here.
| | 05:11 | If I don't want to show my Calendar for
a while, I just turn me off and I can go
| | 05:16 | back and add me again.
| | 05:17 | So this works a lot like the
Scheduling Assistant does in Outlook.
| | 05:22 | Here's an individual Calendar and we
can put as many folks there as we want.
| | 05:28 | We can also click Calendars in View here
and we can add individual Calendars to this.
| | 05:33 | So now if I wanted to go ahead and
say, "Well, we also want to show the
| | 05:37 | whole team's Calendar.
| | 05:38 | That would be great."
| | 05:41 | It's a SharePoint Calendar rather
than an Exchange Calendar and it might be
| | 05:44 | in our organization, every time we show
that Team Calendar, we want it to be in
| | 05:49 | a particular color.
| | 05:50 | If so, pick a color way down the list
that doesn't get reused very often.
| | 05:54 | I'm going to resolve what we see here
and the list allows me to choose Team
| | 06:01 | Calendar in the Calendar view.
| | 06:04 | If I want to, I can say no matter who
else we are looking at we're going to flip
| | 06:08 | between showing my information and mine
and Mark's and maybe Jaryl's information,
| | 06:13 | Tom's, and so on; always show this
Team Calendar in this particular view.
| | 06:18 | Let's click OK and we're back and we're
seeing the Team Calendar and individual
| | 06:25 | member Calendars. That works well.
| | 06:30 | So let's go back to our Team Calendar,
one more time and click Calendars in
| | 06:38 | View and earlier I added my Calendar here so
that I could see it, but I've turned it off.
| | 06:44 | I can just click Visible in View again
and turn it back on and have a quick and
| | 06:48 | easy view that shows my
Calendar against the team Calendar.
| | 06:53 | These are some of the ways you can
use views to be able to show multiple
| | 06:57 | Calendars in Overlay mode, again
up to ten different Calendars.
| | 07:02 | Showing Calendars here from
SharePoint, showing Calendars from your local
| | 07:06 | Exchange server, equally easy.
Simply click Calendars in View.
| | 07:11 | Say you'd like to Add a New Calendar.
| | 07:13 | Specify the Calendar type
and go take a look forward.
| | 07:17 | So now if in this Calendar, I want to
add Mark here to this Calendar view, and
| | 07:27 | again with some judicious work you can
always make sure that you're choosing a
| | 07:30 | color that isn't being used elsewhere.
| | 07:32 | Notice that when I choose Exchange, I can say,
"Okay, now go find Mark's Calendar for me."
| | 07:38 | SharePoint calls the Exchange server
and says, "What do you have over there for
| | 07:41 | someone named Mark LaCie?"
| | 07:43 | We want to give this a minute.
| | 07:44 | But I don't have to know all these
settings and that's pretty amazing.
| | 07:47 | I don't have to call somebody in IS and
asked for the URL for our exchange server.
| | 07:52 | I don't have to find out how it can use OWA.
| | 07:55 | I can just go ahead and add a
reasonable way to find Mark's name and click Find
| | 08:02 | and now Mark's on our Calendar as well.
| | 08:06 | Most teams, whether they're working on
projects, whether they're working on items
| | 08:11 | in the line of business--for
example, sales, marketing, fulfillment--
| | 08:16 | whether they're a special ad hoc group
that was put together to plan an event or
| | 08:21 | a series of seminars,
| | 08:24 | all of those different kinds of
teams have need for Calendars.
| | 08:27 | So I'm very excited about what you can
do with Calendars here in SharePoint.
| | 08:31 | It's a very powerful feature you'll find
that your users will love being able to
| | 08:36 | work this easily with Calendars.
| | 08:38 | So I commend this feature to
you in SharePoint foundation.
| | Collapse this transcript |
| Creating a wiki page| 00:00 | The word Wikiwiki means hurry or quick-
quick in the Hawaiian language, and Wikis
| | 00:07 | are quickly created pages that allow
you to edit in a rather freeform manner so
| | 00:12 | that you don't need to have a lot of
structure to be able to create content.
| | 00:17 | Let's go ahead and create and take
a quick tour of a Wiki page here in
| | 00:22 | SharePoint Foundation.
| | 00:24 | So I'm going to go to Site Contents and Add an
App, and the app that I want to add is a Wiki.
| | 00:33 | And there is Wiki Page Library.
| | 00:35 | Now, you can have more than one library.
| | 00:39 | When you create a Wiki, your users
will create lots of different pages and if
| | 00:44 | you're not familiar with Wikis, I
would encourage you to go take a look at
| | 00:47 | Wikipedia and see how it's organized
and how it works because it's a great
| | 00:52 | example of what can be done with a Wiki.
| | 00:54 | In our particular instance, we want
a Wiki for our folks who are working
| | 00:58 | directly with customers.
| | 01:00 | Some of them are sales people, some of
them are in customer service, but they're
| | 01:04 | collecting ideas all the time from
customers and we want to provide a place for
| | 01:08 | them to go ahead and
enter information about those.
| | 01:11 | So this is actually our Customer
Information Wiki that we're going to create here.
| | 01:15 | We're just going to call this the
CI Wiki, I think that will be a cool name.
| | 01:22 | So our "Customer Info Wiki is used to
record and discuss information provided by
| | 01:33 | customers about NOI products and services."
| | 01:40 | So I'm just going to go ahead and Create this.
| | 01:42 | When we create our new Wiki,
it has two pages on it.
| | 01:45 | The first is the Homepage and the
second is the How You Use This Library page,
| | 01:50 | and it's worth keeping both of
those around for a little bit.
| | 01:53 | Although, I tell you that the Homepage
probably has some information that we
| | 01:57 | don't necessarily need like, "in business
environments, this is a low maintenance
| | 02:01 | way to record information," that sort of thing.
| | 02:03 | So we're going to click Edit.
| | 02:06 | This is how everybody edits the
Wiki and I'm going to get rid of
| | 02:10 | some information here.
| | 02:11 | There is, What is a Wiki Library?
| | 02:13 | So I'm going to go ahead and create an
entry by editing this item that already exists.
| | 02:19 | I'm going to say, "How To Use This Wiki,"
and I'm going to say, "The CI Wiki is for
| | 02:30 | information harvested from
interactions with our customers.
| | 02:37 | If you are in the field and hear a
great customer suggestion for product
| | 02:46 | improvement, put it on the Wiki."
| | 02:51 | So let's say we had an idea
for a product improvement.
| | 02:56 | What I can do is put two brackets in
front of and two brackets behind Product
| | 03:01 | Improvement just like that.
| | 03:03 | What I could do first if I wished
is I could actually take Product
| | 03:06 | Improvement and I could search to see
if that exists someplace else in my Wiki
| | 03:10 | already by searching for it.
| | 03:12 | But if it doesn't, I'm just going
to put Product Improvement here.
| | 03:16 | And by putting two brackets to the left
of it and two brackets to the right of
| | 03:20 | it, something magical is
going to happen in a minute.
| | 03:22 | I'm going to click Save and this Product
Improvement now is a link to a new page.
| | 03:29 | So when the next the person comes in
and says, "I do! I heard a great customer
| | 03:34 | suggestion for product improvement."
| | 03:35 | They click and it says, "This page doesn't exist.
| | 03:39 | Do you want to create it?"
| | 03:40 | They click Create and they are
now on a Product Improvement page.
| | 03:45 | So not only can I create a page that I
want to put content on, I can create the
| | 03:50 | possibility of a page that someone
else can then launch when it's needed.
| | 03:55 | So the use of those brackets around
information, around a string of text is what
| | 04:01 | provides a link for us to be
able to go back to create a page.
| | 04:06 | In the same way, if I'm looking and it
says, "Harvested from interactions with
| | 04:11 | customers," maybe what I want to do is
I actually want to have a page that's
| | 04:15 | called Interactions and if I were to do that.
| | 04:18 | Now notice if I just want to link to
something that's already here--I'm being
| | 04:22 | prompted to do that--but I can simply
tag something up and say I think that
| | 04:26 | would also be a great page.
| | 04:28 | I want to just be able to link off and
discuss what do I mean by Interaction? Is
| | 04:34 | an interaction a phone call? Is an
interaction an email? Is an interaction a
| | 04:39 | business meeting or a luncheon?
| | 04:42 | Do I want to have a more structured way?
| | 04:44 | So as soon as I see this, I start
wanting to have a conversation, and that's one
| | 04:48 | of the things a Wiki is good for,
is being able to capture information.
| | 04:51 | The other thing you can do when
you're editing your Wiki, the other
| | 04:55 | possibilities are you can
Check Out and Save this.
| | 04:58 | You have access to all your formatting
tools; you have the ability to be able to
| | 05:02 | add Tables, to be able to add App Parts
and Web Parts right here in your Wiki,
| | 05:08 | to be able to Upload and Insert a file
right here, to create an external Link,
| | 05:14 | --so a hyperlink to someplace not in our Wiki--
| | 05:17 | and of course, we have the
ability to insert pictures.
| | 05:19 | We do not have the ability to insert
video but you could have a hyperlink that
| | 05:23 | went to a video that was
hosted somewhere else on the web.
| | 05:27 | The very last thing I want to do is just
do a little bit of text formatting here
| | 05:31 | just because it will make
this look a little bit better.
| | 05:37 | And, "How To Use the CI Wiki." Here we go.
| | 05:46 | Finally, this is a page and if I wish I
can change its Library Settings and say
| | 05:50 | I actually want this CI Wiki to be
displayed on the Quick Launch so that people
| | 06:00 | can get to it quickly.
| | 06:03 | There we go and here we are in our new
Wiki page: quickly created and quickly
| | 06:09 | and easily used by the
folks in your organization.
| | Collapse this transcript |
|
|
8. Integration: SharePoint 2013 and Office 2013Co-authoring with SharePoint| 00:01 | Co-authoring is a fabulous feature of
Microsoft Office that's supported by SharePoint.
| | 00:07 | I opened this document to edit it and
I need to make some changes but I'm not
| | 00:12 | the only person editing it right now.
| | 00:14 | When I look at my Status Bar, I can see that
there are multiple authors on this document.
| | 00:18 | And if I click I can see
that I'm editing but so is Mark.
| | 00:23 | The way that Microsoft SharePoint
manages this is the part of the document that
| | 00:27 | I'm working in and a very small part
--usually a paragraph or a table--is actually
| | 00:32 | marked off so that no one else can use it.
| | 00:35 | The section that Mark is editing in,
would be treated exactly the same.
| | 00:39 | So if I were to go and edit in a place
where he was editing, it would actually
| | 00:44 | create a conflict and SharePoint would
resolve that by letting me know I can't
| | 00:48 | make that kind of a change.
| | 00:49 | But I can be in here working, making
some changes, reversing some changes,
| | 00:55 | formatting text, adding sections,
formatting some headings and then I can find
| | 01:05 | out what changes Mark has been making.
| | 01:07 | All I need to do is Save and when I
save my changes, I'll also get any
| | 01:11 | changes that Mark made.
| | 01:13 | So I now have a new version of
the document totally refreshed with
| | 01:17 | everyone's changes in them.
| | 01:20 | So now I'm going to go ahead and make
some changes again and save my changes.
| | 01:25 | And even though Mark has this opened,
I'm noticing that I'm not seeing any
| | 01:28 | changes on his part.
| | 01:29 | So I just dropped him a little
chat and said, "Do you want to save any
| | 01:33 | changes you've made?"
| | 01:34 | And he wrote back, "Okay."
| | 01:36 | And so I'm now going to save again.
| | 01:40 | And it says look for the green overlay.
| | 01:43 | I'm going to say OK.
| | 01:44 | And now I can see the changes
that Mark is making at the same time.
| | 01:48 | So it's always helpful when you're
working in this environment to save more
| | 01:52 | frequently than you would on your own.
| | 01:54 | I don't want to spend a lot of time
making major changes to the document in
| | 01:59 | particular without doing a Save because
I have somebody else who could easily be
| | 02:04 | trying to change the same
section that I'm trying to change.
| | 02:08 | So that's how co-authoring works.
| | 02:09 | Now a couple of other
grace note about co-authoring.
| | 02:12 | Remember that when you're doing co-
authoring, you can't check the document out.
| | 02:16 | If Mark had checked the document out,
it wouldn't be available for me to
| | 02:19 | be authoring at the same time.
| | 02:21 | Now as I'm working, it may end up that
I'm authoring alone because for example
| | 02:25 | if Mark closes this document and saves the rest
of his changes, I won't be a co-author anymore.
| | 02:31 | I'll be the only author.
| | 02:33 | And so I know that I'm the only
author left on the document because
| | 02:37 | eventually this will drop down and
show me that there aren't two authors
| | 02:40 | anymore, or because I Save and
notice it says, "Mark LaCie is no longer
| | 02:46 | editing this document."
| | 02:48 | Click the Status Bar to show all authors.
| | 02:50 | It would only show me and then when
I'm down to being the only author, notice
| | 02:54 | that the Co-authoring icon
is gone from the Status Bar.
| | 02:58 | So that's how easy it is for us to co-author.
| | 03:01 | We don't have to co-author only
in Word, we can co-author in other
| | 03:04 | Office applications.
| | 03:05 | So as I open up this presentation that
we'll be using for our update for the
| | 03:11 | year end, for our December staff
meeting, I'm going to go ahead and enable
| | 03:15 | editing and I'm notified that Mark
LaCie is also editing this document.
| | 03:20 | So it works exactly the same as
Microsoft Word does with one exception.
| | 03:26 | I'm actually going to jingle up Mark and ask
him, "What slide are you working on right now?"
| | 03:30 | He's working on the very
first slide making some changes.
| | 03:33 | What is often the case is that I won't
be able to edit on this slide if he's
| | 03:38 | editing because what SharePoint will
do is lock an entire slide as opposed
| | 03:42 | to simply a paragraph.
| | 03:43 | So if he is going to change the
name of this, for example from New Hire
| | 03:47 | Orientation to Year End Presentation.
| | 03:52 | If I can make that change, he's
not editing in that same area.
| | 03:55 | So I'm going to go ahead and save my changes.
| | 03:59 | And I know that there are changes
that come from the work that Mark has
| | 04:02 | been doing because it's telling me
that there are changes that have been
| | 04:05 | made by other authors.
| | 04:07 | Notice For Q1 Onboarding Year End
Presentation, so we were both able to change
| | 04:12 | that because we changed it
slightly different times.
| | 04:14 | So maybe one of us should be doing
something different but I'll trust he
| | 04:18 | knows what he's doing.
| | 04:19 | So there is our Quarter 1 Onboarding.
| | 04:21 | Let's do something a little
different. So here we are.
| | 04:25 | Mark and I once again are editing the
same document together and I'm going to go
| | 04:29 | ahead and click Save.
| | 04:31 | And it says that I can compare the
presentation with a previous version
| | 04:35 | clicking the File tab.
| | 04:37 | So I don't get that wonderful green
outlining like I do in Microsoft Word but
| | 04:41 | I'm simply going to click OK and know
that there have been some changes made.
| | 04:45 | Again if I go to File tab here I can
see that Mark and I are both editing.
| | 04:50 | I have the ability to send a message
to Mark with email or instant messaging,
| | 04:54 | for example, to ask him what he edited.
| | 04:58 | I can protect a presentation and
control the kind of changes that people can
| | 05:01 | make but I can't do that in the middle
of a co-authoring session because it's
| | 05:05 | assumed that Mark is already making
some changes that would be allowed.
| | 05:09 | And I can actually go back and take a look at
various versions further back in this document.
| | 05:16 | Again, not quite as robust as the co-
authoring in Word, but pretty cool that we
| | 05:22 | can both be working on the same document.
| | 05:23 | So I'm going to go ahead and add some
other information to the end here and this
| | 05:28 | is going to be the Overview of our
new SharePoint site, and I'm going to go
| | 05:33 | ahead and save this so
that Mark can get my changes.
| | 05:37 | Even more than in Word, I think it's
important to communicate well using
| | 05:40 | instant messaging or email or even pick
up the phone when you're co-authoring a
| | 05:45 | presentation in Microsoft PowerPoint.
| | 05:47 | It's really easy as you're getting
down to the last minute to have somebody
| | 05:51 | moves from slide or make some
adjustments that you don't all agree with.
| | 05:54 | So don't be afraid to over
communicate as you're working on this particular
| | 05:58 | product with co-authoring.
| | 06:00 | Finally, we can do some co-authoring in
other platforms like Microsoft Excel and
| | 06:05 | it works in the same basic way that
it does here in Microsoft PowerPoint.
| | 06:09 | Go ahead and open a document, you'll
notice someone else is co-authoring.
| | 06:14 | It's not a bad thing just to skip to
instant message and drop them a message
| | 06:18 | right away and say, "Hey!
| | 06:19 | I noticed we're working in the same document.
| | 06:21 | Is there anything that I
should know before I begin working?"
| | 06:25 | That's how co-authoring works
in Microsoft Office supported by
| | 06:29 | Microsoft SharePoint.
| | Collapse this transcript |
| Outlook 2013 and SharePoint| 00:00 | In this chapter, we're going to talk
about how the Office 2013 applications
| | 00:05 | interact with SharePoint.
| | 00:07 | Outlook is an interesting case because
there's actually duplication between the
| | 00:11 | features of Outlook, and the features
of SharePoint that we don't see with the
| | 00:15 | other Office applications like Word and Excel.
| | 00:17 | For example, here we are in Outlook,
and Outlook has a Calendar, and it has
| | 00:23 | People or Contacts, and Tasks.
| | 00:27 | If we go over now to SharePoint,
here is our SharePoint site and it has a
| | 00:32 | Calendar, and it has Tasks,
and it also has a Contacts list.
| | 00:36 | There is the possibility that we might
enter information on a Calendar, and then
| | 00:41 | feel we had to enter it somewhere else.
| | 00:43 | But, you don't have to.
| | 00:44 | There is amazing potential here
because these lists can be synchronized.
| | 00:49 | So with just a little care, you can
leverage the power of SharePoint to bring
| | 00:54 | the Calendars, Tasks, and Contacts
from your entire team to Outlook for every
| | 00:59 | single team member on their
desktops or on their mobile devices.
| | 01:03 | Let's see how we do that.
| | 01:05 | Here we are in our SharePoint
Calendar, and we would like to be able to
| | 01:08 | show this in Outlook.
| | 01:09 | Now, every member of your team will
need to be able to do this because
| | 01:12 | connecting your own Outlook to a
SharePoint list is at the level of the individual.
| | 01:18 | I'm going to click Calendar on the ribbon,
and I'm going to choose Connect to Outlook.
| | 01:24 | When I do that, I'll be prompted to open
Outlook or switch to it if it's already
| | 01:29 | open, and I need to say Yes.
| | 01:30 | And then you're going to see a dialog
that asks you, the user, "Is it okay if
| | 01:37 | this SharePoint Calendar is connected
back to Outlook?" or "Is it okay with you if
| | 01:42 | SharePoint connects this Calendar to Outlook?"
| | 01:45 | You can click Advanced here and
there is a reason that you might.
| | 01:49 | Let's say for example you have four or
five Calendars in this particular site
| | 01:54 | that you want to connect to;
| | 01:55 | a Team Calendar, a Vacation
Calendar, a Vendor Events Calendar.
| | 01:59 | Every one of these Calendars is
going to get the name of the site, a dash
| | 02:03 | and the word Calendar.
| | 02:04 | So you have the opportunity to say
this Calendar is more specific than that.
| | 02:10 | This Calendar is the
Calendar for Partner Events.
| | 02:14 | So you might want to come in and make a
change just to get a more specific name.
| | 02:20 | There are a few other
settings here that you can't change.
| | 02:23 | For example, you have read
permissions on this, those permissions are the
| | 02:27 | permissions that are available to you.
| | 02:29 | You can choose to display this list on
any other computer that you log in on.
| | 02:33 | So if you log in on multiple devices or
multiple computers, simply leaving this
| | 02:38 | default checkbox checked ensures that
you will get the same Calendar available
| | 02:42 | in all those spaces.
| | 02:44 | The last choice here is the Update
Limit and it says how often this list should
| | 02:49 | be updated and the default turned on is
that whoever created this Calendar and
| | 02:54 | published it, gets to
determine how often it should update.
| | 02:57 | In reality, it might not even be the
person who created and published it, it's
| | 03:02 | more likely the person who
set up the SharePoint server.
| | 03:05 | But, they set up some kind of regularity for
publishing, and you can just leave that set.
| | 03:11 | And I'm going to go ahead and click OK.
| | 03:14 | Now, I'm back in my dialog
box, and I need to say Yes.
| | 03:18 | You may need to enter some
credentials at this point.
| | 03:21 | And here are the two Calendars;
| | 03:24 | here's my Calendar and here's the
Partner Events - Calendar that I renamed
| | 03:28 | coming in from our No Obstacles site.
| | 03:31 | Notice that I can click Overlay, and
overlay these two Calendars just as I could
| | 03:35 | if I were looking at two Calendars in
my mailbox, or the Calendar in my mailbox and
| | 03:39 | the Calendar that belong
to one of my colleagues.
| | 03:42 | If I don't want to show this
Calendar, I can simply turn it off.
| | 03:45 | It's that easy to be able to
Connect Calendar and see it in Outlook.
| | 03:49 | So if there's a change on the
SharePoint Calendar, that change will be
| | 03:52 | synchronized with my Calendar in
Outlook at the next regular time that it's
| | 03:57 | synchronized based on those
publishing settings we looked at a moment ago.
| | 04:02 | So let's go back to
SharePoint and create a new event.
| | 04:09 | So, here on the 24th of December, we're
simply going to say that this is an all
| | 04:14 | day activity, and the office is closed.
| | 04:19 | And I'm going to go ahead and save this.
| | 04:22 | There's the new event here on my Calendar.
| | 04:24 | Now, at some point usually in the
next 20 minutes that change would appear
| | 04:29 | on the Calendar of every single
person who had connected this Calendar to
| | 04:34 | their Outlook profile.
| | 04:35 | Let's go back to Outlook.
| | 04:39 | Sometimes if I turn the Calendar off
and choose to turn it back on, that will
| | 04:43 | show it, and indeed, it actually does.
| | 04:46 | So here is my Calendar
connected from SharePoint.
| | 04:50 | I don't need to enter any of those
items here because they're already on a
| | 04:55 | Calendar that I have a view of.
| | 04:57 | But, if I wanted to, I actually have
the ability to take an item from this
| | 05:00 | Public Calendar, and I
can copy it to my Calendar.
| | 05:04 | Now, I'm just doing a regular drag and
you'll notice that I have the Plus sign.
| | 05:08 | I don't have the ability to move this,
I only have the ability to copy it.
| | 05:12 | And there it is now on my Calendar.
| | 05:14 | So if I choose that some of these items
that are events on the partner Calendar,
| | 05:18 | I also want to have in my Calendar,
I need to drag them and drop them.
| | 05:22 | A caution about this, I'm making
a separate copy when I do that.
| | 05:25 | If there is a change in this event, I
won't get that change here in the copy
| | 05:31 | that I made at this specific point in time.
| | 05:34 | And the same thing is true
for any specific appointment.
| | 05:37 | But, it is good to be able to drag
items for example that this might be a
| | 05:42 | Training Calendar, and I want to
attend a particular training to be able to
| | 05:46 | drag that training and drop it on my Calendar,
that's a pretty good piece of functionality.
| | 05:51 | What happens if I want to drag an item
from here and drop it on this Calendar?
| | 05:55 | That depends on what my permissions are.
| | 05:57 | You might remember when I set this
Calendar up, I was told that I really only
| | 06:01 | had read capability on this Calendar.
| | 06:04 | So, it may or may not be willing to
let me update it, and in fact, it's not
| | 06:09 | willing to let me update it because I don't
have adequate permission to this Calendar.
| | 06:12 | It will let me drag, and it will let
me drop, but it won't do anything as a
| | 06:16 | result of my having done that.
| | 06:19 | If I wanted to have permission to
write to this Calendar, then I wouldn't be
| | 06:22 | connecting in this particular way, and
I'd be talking to my server administrator
| | 06:27 | about allowing me to have right
commissions from Outlook back to SharePoint.
| | 06:32 | In the same way that I can connect my
Calendar, we can connect a Contacts list,
| | 06:36 | and we can connect a Tasks list.
| | 06:39 | Let's go ahead and switch back to SharePoint.
| | 06:41 | And our SharePoint site has a contacts list.
| | 06:45 | Now, I have a contacts list in Outlook.
| | 06:47 | But, this is a particular contacts list
that I am not responsible for updating
| | 06:52 | alone, and this is part of the secret
about how you might want to think about
| | 06:58 | connecting to things here in SharePoint.
| | 07:01 | Our Site Contents includes a Vendor list.
| | 07:03 | Now, the rule that we have is when
anybody is out working with a vendor and they
| | 07:08 | find that there is a new representative
at that vendor or they've changed their
| | 07:12 | phone number or an email address,
somebody comes in here, and changes this.
| | 07:16 | Because we all share responsibility for
keeping the list updated, it's usually
| | 07:20 | in pretty good shape.
| | 07:22 | And I don't need to have all of
these folks in my personal Outlook
| | 07:26 | Contacts list, my personal People list,
because what I can do is connect back to this list.
| | 07:32 | Every time it's updated, I will
get those updates back in Outlook.
| | 07:36 | We're going to do this in exactly
the same way we connected the Calendar.
| | 07:40 | We're going to choose List, we're
going to choose Connect to Outlook.
| | 07:44 | We're prompted to switch to the
desktop where Outlook is running.
| | 07:49 | If Outlook isn't running, it will
start running when we get there.
| | 07:52 | In the same way that we changed what
the Calendar was called by clicking
| | 07:56 | Advanced, you can actually change what this
Contacts list would be called here in Outlook.
| | 08:01 | I am going to simply click Yes.
| | 08:06 | And notice now that my No Obstacles
Collaboration Zone vendor contacts appear
| | 08:11 | here in Microsoft Outlook.
| | 08:14 | Let's now go take a look at how we
would synchronize the Tasks list.
| | 08:19 | Here we are back in our SharePoint site.
| | 08:22 | We'll click on the Tasks list.
| | 08:23 | So, there are no tasks on this list yet,
but that doesn't mean that I have to
| | 08:29 | wait in order to synchronize this.
| | 08:31 | As soon as the list exists, I have the
ability to sync Tasks, Calendar, and Contacts.
| | 08:37 | So, I'm simply going to click on
List, and choose Sync to Outlook.
| | 08:43 | There's one other thing that happens
when you sync Tasks, and that is that your
| | 08:47 | Tasks will also appear in your news feed.
| | 08:49 | But, other than that, this is exactly
the same as when we sync Calendar or when
| | 08:53 | we sync our People or Contacts.
| | 08:56 | So, what happens if we're moved to
another team, we're no longer working and
| | 09:01 | purchasing, we don't work directly
with vendors, and therefore, we don't
| | 09:04 | necessarily need this list anymore?
| | 09:06 | How do we disconnect a list
that was connected to Outlook?
| | 09:10 | Well, all you need to do is right
-click and choose Delete Folder.
| | 09:15 | This is going to make you feel like
there's a lot at stake when I am deleting things,
| | 09:19 | but notice, it says "Deleting this
folder removes the related SharePoint list
| | 09:23 | from the computers that you use." But,
it is not going to remove the list from
| | 09:27 | SharePoint; it will only
delete it here in Outlook.
| | 09:30 | I am going to go ahead and click Yes.
| | 09:33 | Notice that that Contacts
list is gone from Outlook for me.
| | 09:37 | But, if we return to our site, and we
take a look at our Contents, you'll find
| | 09:44 | that that vendor list still exists,
and anyone else who is connected to it
| | 09:48 | doesn't even know that I've left.
| | 09:49 | There is one other way some people have
created a connection between SharePoint
| | 09:55 | and Outlook in the past.
| | 09:58 | If we go back to the top of our site and
go to our Documents library, one of the
| | 10:04 | things you'll find is you actually
have the ability to connect a Document
| | 10:08 | library to Outlook and you might
wonder why in the world would I do that?
| | 10:14 | Outlook has the ability to work offline.
| | 10:16 | So if you imagine that you needed some
way to take a set of documents that were
| | 10:21 | in SharePoint and use them when you
weren't connected to the network, this
| | 10:25 | actually isn't a bad way to do that.
| | 10:27 | You can say, I'd like all of these
documents to be available offline to me by
| | 10:31 | using the offline capability, the
offline store of Microsoft Outlook.
| | 10:37 | You don't need to do that in this
version of SharePoint because you can
| | 10:40 | more easily do this using SkyDrive Pro to
synchronize the Document library to Outlook.
| | 10:47 | So, those are all the ways that we
can connect Outlook to SharePoint.
| | 10:51 | That way, you get the latest
information on your desktop, and you get to share
| | 10:56 | that information with
everyone else on your team.
| | Collapse this transcript |
| OneNote 2013 and SharePoint| 00:00 | OneNote is an incredibly amazing
and totally under-used member of the
| | 00:05 | Microsoft Office family.
| | 00:07 | And if you're not using OneNote and
it's on your computer, I want to commend it
| | 00:11 | to you, because I am a major OneNote user.
| | 00:15 | Now in 2013 when you're working with
SharePoint, your OneNote Notebook that gets
| | 00:22 | created is automatically
created in your SkyDrive.
| | 00:26 | It doesn't matter, if you're using
Office 365, or if you're using Office 2013
| | 00:32 | installed on your computer.
| | 00:33 | If you have a SkyDrive and almost every
single one of us does by the time we are
| | 00:38 | done installing Office that's
where OneNote is going to live.
| | 00:41 | So, here's my OneNote Notebook and I
have a folder, a section that I use to
| | 00:45 | put Diagrams in--every Diagram on its
own page--I have a small Essay section,
| | 00:51 | this is clearly not my OneNote Notebook, which
is huge, this is a sample that I am showing you.
| | 00:57 | But this actually lives in
SharePoint in my SkyDrive section.
| | 01:03 | If I go to Settings, here it is in
SkyDrive; I can actually see if this is
| | 01:08 | synchronized, and it says we should
Sync automatically whenever there are
| | 01:13 | changes. And by the way if you're offline,
it knows to wait or to Sync manually;
| | 01:17 | I actually kind of like to have it Sync
on its own without me, but I can Sync
| | 01:22 | when I want to and it's syncing to my SkyDrive.
| | 01:27 | If I wish, I can invite other people
here by clicking Share and it's connecting
| | 01:32 | to the server, and I'm
sharing again out of my SkyDrive.
| | 01:36 | So, I can add people here, and they
will connect to my SkyDrive in the public
| | 01:42 | area to be able to work with this NoteBook.
| | 01:44 | So, when I go back to my SharePoint site,
I have access through my SkyDrive back
| | 01:49 | to this Notebook by clicking SkyDrive
and opening my SkyDrive so I can see it.
| | 01:56 | Additionally, we have the ability to
go find this on our Windows Desktop.
| | 01:59 | So, here I am in Windows 8 and here's my
SkyDrive and right there, because I was
| | 02:04 | in this folder a bit ago, here's my
Notebook. Once again, I can open it up.
| | 02:09 | Here's my Shared NoteBook accessible
through my SkyDrive with SharePoint,
| | 02:15 | shareable with anyone else with my
SkyDrive, and because it lives in my SkyDrive
| | 02:20 | rather than on my computer, two big
wins for users like you and me in 2013.
| | 02:26 | One is it's not taking up space on my
local drive, the second is my SkyDrive
| | 02:32 | NoteBook is accessible to me on every
device I use that can access my SkyDrive.
| | 02:37 | So, I can get there from my tablet as
well as from my laptop as well as from a
| | 02:43 | desktop in a public library.
| | 02:45 | So, easy to work on and access
anywhere for me, even if I don't have my
| | 02:51 | laptop with me. I'm liking how OneNote
works with SharePoint Foundation 2013.
| | 02:56 | in my SkyDrive.
| | Collapse this transcript |
| Excel 2013 and SharePoint| 00:00 | Integration between SharePoint 2013 and
Excel 2013 ranges from the simple to the
| | 00:07 | extreme and magnificent, and it's
simple and we start with Collaboration.
| | 00:11 | And it's the same type of integration
that we see with Word or PowerPoint or
| | 00:16 | other applications that we have the
ability, for example, to save this Excel
| | 00:20 | Workbook in a SharePoint library.
Simply choose File>Save As and in the
| | 00:25 | Other Web Locations, select a Web
Location or Browse and enter a new
| | 00:30 | SharePoint library.
| | 00:32 | We can open Excel Workbooks that are
stored in SharePoint libraries, and because
| | 00:36 | of this we can collaborate; we can
have multiple people working on Workbooks.
| | 00:40 | So, if we go to SharePoint and we
select a Workbook, we can click the Call Out,
| | 00:48 | and choose Edit, and
Open this Workbook in Excel.
| | 00:52 | You can also tell who it's shared with
and that's one of the collaboration
| | 00:55 | features, as I can tell that this
Workbook is shared with only two other users, and
| | 00:59 | when it was last Changed, and by who.
| | 01:02 | When we open this Workbook though for
editing, and we go to Excel, there are some
| | 01:07 | other things that we can do
once we have this Workbook open.
| | 01:11 | So, this Workbook has one tab here
that has a list of vendors. Any Excel
| | 01:18 | table can be published as a Custom List.
| | 01:20 | So, that's really easy to do; all we
need to do is be somewhere in our list--for
| | 01:25 | example, this list--and I would format
this as a Table if it's not, because the
| | 01:31 | Table tools make it very
easy for me to publish this.
| | 01:34 | So, I am just going to say
Format This as Table, so OK.
| | 01:38 | On my Tables tools then I have a
choice to Export to a SharePoint List.
| | 01:44 | So, that's a good reason just to make
this easy. Format This as Table and
| | 01:48 | then jump to SharePoint.
| | 01:51 | You'll be asked to provide the URL for the
site, where you want to publish your table.
| | 01:55 | Now remember, you're not publishing
this to an existing list, you are actually
| | 01:59 | publishing this as a new list, so
all you need to do is provide a site.
| | 02:02 | So, you can swing back over to
SharePoint and select your site name, which is
| | 02:07 | basically everything up to and
including the slash before you see Layouts.
| | 02:13 | So, you can copy that, switch back to
Excel and Paste and if you would like to,
| | 02:19 | you can create a Read-only
connection to the new SharePoint List.
| | 02:22 | Now this provides a real interesting
benefit when you do this; you'll be able to
| | 02:25 | see when this is updated.
| | 02:27 | Let's go ahead and provide
some information then, and this is
| | 02:30 | actually, NOI_Home_Products.
| | 02:34 | Remember that you are creating the URL
--even though it doesn't tell you that here--
| | 02:38 | that will be attached to the end we
were publishing our table, and we can
| | 02:42 | provide a Description here,
or we can provide it later.
| | 02:45 | You may be asked to provide some
credentials, and then you will be asked to
| | 02:49 | verify what type of
information you have in this Table.
| | 02:53 | This is a very important point right
here, because if for example, you have
| | 02:58 | Dates that are entered in such a
way that they show up as text here.
| | 03:02 | And that could be because, in your
Table there is a cell where a Date should be,
| | 03:06 | where text is entered, like somebody
has typed NA, because they didn't have a
| | 03:10 | date, they want to say Not Available.
| | 03:12 | If I try to change this Data Type
later in SharePoint, I will lose not just
| | 03:17 | the Data that I'm willing to lose that
might be wrong, but I'll lose the Data in
| | 03:22 | this column totally.
| | 03:24 | Therefore, you want to examine all of
these columns and Data Types and make
| | 03:28 | sure they are correct.
| | 03:30 | If they're not, they are usually
incorrect, because they are marked as Text,
| | 03:34 | when they should be a date or number
and 99.9% of the time when that happens,
| | 03:39 | what you need to do here is Cancel,
and go back and look in that column, and
| | 03:44 | find out where somebody has put Text,
rather than putting a Date or Number
| | 03:50 | in that Column.
| | 03:51 | My Purchase Dates are dates, my
Quantities are numbers, and I'm going to just
| | 03:56 | go ahead and click Finish.
| | 03:58 | Now this Table is being created in
Excel as an app, a Custom List app, and all
| | 04:04 | these records are being added to SharePoint.
| | 04:07 | It says my table was successfully
published and may be viewed on this URL.
| | 04:12 | I am going to click, I may be
prompted for my credentials, and here I am
| | 04:18 | viewing my new Custom List that was created here
in SharePoint by publishing a table from Excel.
| | 04:25 | What else can I do?
| | 04:27 | Let's say we add an item to this list; I
am going to stop editing and I am going
| | 04:32 | to enter a new item and let's enter
something that absolutely doesn't exist.
| | 04:37 | So, our vendor is Zoo Products--they
don't actually exist in our list--and let's
| | 04:43 | say that we are purchasing on the 17th
some plush animal heads--so they would be
| | 04:51 | like teddy bears, those kinds of things,
because they are plush, they are not
| | 04:55 | real--and the Variety is Bears, and we
have 5 of those and I am just going to go
| | 05:01 | ahead and Save this.
| | 05:03 | Now let's go back to Excel. Here's
the list that we originally published.
| | 05:09 | Because it's been published there
have been some changes made to it.
| | 05:13 | First, here is information about where
this list lives in SharePoint. Prior to
| | 05:19 | SharePoint 2010 and Office 2010,
| | 05:22 | if I published a list from Excel to
SharePoint, the master copy of that list
| | 05:28 | lived in Excel, and what that meant
was I as the user sort of owned the
| | 05:33 | major version of this, that's
backwards from how the whole rest of the
| | 05:37 | server world works.
| | 05:38 | In an ideal setting actually in the
only logical setting, the master copy of
| | 05:43 | something lives not on some
user's desktop, but on the server.
| | 05:47 | So, now by publishing this from Excel
to SharePoint what it's done is it's made
| | 05:52 | SharePoint the master,
the copy that's in charge.
| | 05:55 | What I have here then is, a query tied
back to Microsoft SharePoint that shows
| | 06:01 | the information that was
originally here in my list.
| | 06:03 | I am going to go down to the
bottom and let's Refresh this list.
| | 06:09 | When I do, there is my new item
that was added just now in SharePoint.
| | 06:15 | So, what this means is, if I want to
be able to collect information from
| | 06:18 | users and keep it in an Excel Workbook,
SharePoint has just given me a very
| | 06:23 | easy way to do that.
| | 06:24 | All I need to do is create the
structure of the list that I want, and I can
| | 06:29 | then publish that to SharePoint and
as users add in information, it will
| | 06:33 | automatically appear here in my list
each time that I Refresh the query that
| | 06:38 | points back to SharePoint.
| | 06:40 | So, if for example, I wanted to have
people be able to enter Vendor Requests,
| | 06:45 | I would like to add Zoo Products to
our Vendor list, I would like to add this
| | 06:49 | other company to our Vendor list, or this
fifth source for desk lamps to our Vendor list.
| | 06:53 | All I would need to do would be to publish
this list and allow users to enter information.
| | 06:59 | Let's see how easy this is to do.
| | 07:02 | Again, normally when I publish, I
simply start by formatting whatever I'm going
| | 07:07 | to publish as a table.
| | 07:08 | Doesn't matter what format you use,
what I'd like it to do is be a table; my
| | 07:13 | table only has headers.
| | 07:15 | Now Export to SharePoint. Where
would I like to put this? Right there.
| | 07:22 | Create a read-only connection,
and this is for Vendor Requests.
| | 07:27 | Remember you're creating an URL, so
my preference would be that you either,
| | 07:31 | enter underscore or use camel case to be able
to make sure you have a URL that doesn't
| | 07:38 | have extra spaces in it, all of which
will be replaced with percent 20 symbols.
| | 07:44 | And this is, "Add a new record to this list
to request a new vendor." We'll click Next.
| | 07:53 | It has absolutely no idea what any of
these are, so it assigns them text and
| | 07:57 | that's because there are no
entries in rows 4, 5, 6 and so on.
| | 08:02 | If I wanted to make sure that I had
the correct Data Type and they weren't
| | 08:06 | all text, the easiest way to do that
would be for me to put one sample record
| | 08:11 | in each of these cells, Publish, then
come back and delete row 4, but actually
| | 08:16 | all of these are text.
| | 08:19 | So, I'm going to click Finish.
| | 08:21 | I know it's been published to
SharePoint, because here's the Item Type and my
| | 08:26 | Path back to this list.
| | 08:28 | I am going to click the hyperlink,
and here's my Vendor Request list.
| | 08:33 | So, I am going to go ahead and edit
or add a new item, and I'm going to say
| | 08:38 | that, the item that I'm hoping that
we'll begin to carry would be a Map of the
| | 08:43 | world rug and I have
actually seen this at RugMaps Inc.
| | 08:47 | And that's www.georugsandmore.com.
| | 08:48 | I am going to go ahead and Save this.
| | 08:56 | So, I've gone in and added to the list;
it looks great, but the whole point was
| | 09:01 | to be able to capture information
from users in my Excel spreadsheet.
| | 09:05 | So, when I return to Excel now, and we
Refresh the Data, notice, there is my
| | 09:13 | information entered in SharePoint.
| | 09:15 | Excel Tables and SharePoint Lists are made
to go together, and it's very easy to
| | 09:20 | create new lists in SharePoint using
Excel Tables and to bring that Data from
| | 09:25 | SharePoint down to your desktop by
simply connecting Excel back to SharePoint.
| | Collapse this transcript |
| Word 2013 and SharePoint| 00:00 | Microsoft Word has some touch
points with SharePoint as well.
| | 00:04 | We already know that when you create a
new Dcument library, by default, the
| | 00:09 | Document Type for new
documents is a Word document.
| | 00:13 | So, it's clear that SharePoint knows
how to support Microsoft Word, but there
| | 00:17 | are some interesting things that we
can examine that tell us more about the
| | 00:21 | relationship between these two applications.
| | 00:24 | First, we already know how to edit a
Microsoft Word document from SharePoint; we
| | 00:28 | simply go into our Documents library,
point to the Word Document, click on the
| | 00:33 | call out and say I would
like to Open this Document.
| | 00:36 | Microsoft Word starts and the Document opens.
| | 00:39 | And again, if you're opening this
outside of a trusted environment, you may be
| | 00:44 | asked to Enable Editing, and you may be
prompted a couple of times on your way
| | 00:49 | here, but here we are, Microsoft Word,
and we can easily edit this document.
| | 00:53 | If we have library that requires
check-in and check-out, we can check the
| | 00:56 | document in and out with Microsoft
Word, all of that works just fine.
| | 01:00 | If we are in Word and want to
save a document to SharePoint,
| | 01:04 | that works equally well we can go to
Microsoft Word Backstage and say that we
| | 01:11 | would like to Save this Document and
our choices will include our Folders in
| | 01:17 | SharePoint where we saved earlier.
| | 01:19 | But there are a few other things that
aren't as obvious about how Microsoft
| | 01:23 | SharePoint supports Microsoft Word.
| | 01:26 | If we go to Backstage and look at the
Properties section, one of the things we
| | 01:30 | will find is the ability to add a
Title and that may start ringing a bell at
| | 01:34 | this point, but this is
our Founder's Newsletter.
| | 01:38 | So, if we save this again, and we go
back and take a look at SharePoint and
| | 01:45 | Refresh this page, and take a look at
the Properties of this Document, we'll find
| | 01:54 | that the title that we entered in the
Properties section has been translated
| | 01:58 | here to metadata in SharePoint.
| | 02:00 | In other words, the Properties of the
document in Word and the Properties in
| | 02:05 | SharePoint are the same, and that
doesn't just work for the built-in Properties
| | 02:10 | like Title; it also works for
Custom Properties that we add.
| | 02:14 | You may recall that we created a
Document library first--an employee orientation
| | 02:18 | document--that has some
very specific custom columns.
| | 02:22 | Let's go look at that library for just a moment.
| | 02:24 | So, this Document library has two
custom columns that we created to be able to
| | 02:30 | describe the documents that would be saved here.
| | 02:33 | It has an Owner, and it has a
Provider, and the Owner list is actually a
| | 02:38 | dropdown list when we save a new document.
| | 02:41 | Let's go ahead and open this
particular Word document from SharePoint and now
| | 02:46 | let's click File to go to Backstage
View, and take a look; here are these two
| | 02:51 | custom columns that were
required in the library.
| | 02:54 | By adding the custom columns to the
library, we also added them to every
| | 02:58 | document saved in the library, and
you'll notice that they're required here.
| | 03:02 | All of these fabulous features that
we get, whether we're taking a look at
| | 03:07 | collaboration, document storage,
document management, metadata enforcement, with
| | 03:12 | the co-authoring that we saw earlier
in these movies, Microsoft Word and
| | 03:16 | Microsoft SharePoint are made to work together
| | Collapse this transcript |
| PowerPoint 2013 and SharePoint| 00:00 | There really aren't any new features for
PowerPoint-only users in SharePoint 2013.
| | 00:06 | PowerPoint itself has some amazing
new features, but what we'll be doing in
| | 00:11 | SharePoint is simply saving
documents so that we can collaborate on them, or
| | 00:15 | manage them or version them.
| | 00:17 | So, if we're here in SharePoint
and we want to upload a document from
| | 00:21 | PowerPoint, we know we can do that.
| | 00:23 | We can also Save our PowerPoint
Presentation directly to SharePoint, simply by
| | 00:29 | choosing File>Save As and selecting the
SharePoint site where we would like to be
| | 00:36 | able to save the file.
| | 00:39 | Or we can click Browse of course, and if
you haven't saved anything here yet, we
| | 00:44 | can go ahead and say, "Well, we would
like to save it here, and we would like to
| | 00:48 | call this our December Update."
| | 00:53 | By saving this on a SharePoint site
we can collaborate with lots of other
| | 00:56 | users who would like to either co-
author this with us, or who would like to be
| | 01:00 | able to use this later on.
| | 01:02 | You might consider in your organization
creating one library for all PowerPoint
| | 01:08 | Presentations that have reusability.
| | 01:11 | One of the things I think people
struggle with is, where they can find the
| | 01:15 | PowerPoint Presentations that they want to use.
| | 01:18 | So, don't be afraid if your team
creates a lot of different PowerPoint
| | 01:22 | Presentations, don't be afraid to create
a Custom Document library to house them.
| | 01:27 | The reason I suggest a separate
Document library is that there is metadata
| | 01:32 | that you might consider adding to be able to
track information from PowerPoint Presentations.
| | 01:37 | For example, what's the scope of the
Presentation? Is it something that anyone
| | 01:41 | in your organization could use or is
it specific to the eastern sales team or
| | 01:46 | the manufacturing team? Are there
specific slides that folks might want to focus
| | 01:51 | on? And you might also want to make
sure that you create space for key words.
| | 01:55 | When people are looking for slides that
they can reuse then, it makes it easier
| | 01:59 | for them to find them in Microsoft SharePoint.
| | Collapse this transcript |
| InfoPath 2013 and SharePoint| 00:00 | InfoPath is a relatively new Office product.
| | 00:04 | It's not brand new; it's been around for
almost a decade, but in terms of Office
| | 00:09 | products, that makes it relatively new.
It's part of Office, but InfoPath is not
| | 00:13 | included in every edition of Office.
| | 00:16 | InfoPath is a form creation tool and
it's designed to work with SharePoint,
| | 00:22 | although it was originally created
to work with a Microsoft Workflow
| | 00:26 | Orchestration Engine called BizTalk,
BizTalk is now integrated into SharePoint
| | 00:32 | and so InfoPath is
SharePoint's Form Creation Tool.
| | 00:36 | Now you can use InfoPath if you wish to
create forms that you would distribute
| | 00:41 | using Microsoft Outlook, but if you
are using SharePoint and you are creating
| | 00:46 | forms, you need to know about Info path.
| | 00:50 | With InfoPath, you create a Form template,
you publish the template in SharePoint
| | 00:54 | and then you let users to fill out
forms created from that template and you
| | 00:58 | store the results in SharePoint
in a Document library or in a List.
| | 01:02 | Beginning with Office 2010, there
were two different InfoPath products.
| | 01:07 | One, called InfoPath Designer, is the
tool that you will use to create those
| | 01:11 | templates, and the second, called
InfoPath Filler, is a client tool a lot like
| | 01:17 | for example, Adobe Reader that's used
simply to fill out forms created based on the
| | 01:23 | template that someone using Designer built.
| | 01:27 | Now we don't have enough
time here to learn InfoPath.
| | 01:29 | There is a separate course on it and I
am pretty excited about it because it's a
| | 01:33 | course that I developed, so go to the
lynda.com library and look for InfoPath.
| | 01:37 | But I do want to show you how this
process works, because I find that many of the
| | 01:43 | organizations I consult with have
InfoPath, have SharePoint, and don't know how
| | 01:48 | to leverage the two for some amazing results.
| | 01:51 | Let's go ahead and start InfoPath
Designer and you will find that there are lots
| | 01:56 | of different Form templates available;
| | 01:58 | there are actually some sample templates
included with InfoPath so that you can
| | 02:02 | take a look at some possibilities, but
the two that we are going to focus on
| | 02:07 | here are SharePoint List
or SharePoint Form library.
| | 02:09 | We are going to create a brand
new Form library based on a Form.
| | 02:14 | So I am going to choose SharePoint Form
Library and Design Form and my form has
| | 02:20 | a basic layout table, just a basic
structure that would allow me to get started.
| | 02:25 | I want to create a form that we
are going to use for Travel Request.
| | 02:31 | And I want to add a control here and the
control that I add is going to be a Text Box.
| | 02:37 | Notice when I add a Text Box here,
there is automatically a corresponding piece
| | 02:43 | of data infrastructure created over
here and if I, for example, decide that I
| | 02:49 | would name this, I can name it here
or I could name it over here, but the
| | 02:53 | easiest thing to do actually is to
right-click and check, click the Properties
| | 02:57 | here and we are going to
call this FName for First Name.
| | 03:01 | We have some text that we are going
to include here and it cannot be blank.
| | 03:04 | Whoever is filling this out has to be
willing to tell us their first name.
| | 03:08 | When I change this, notice it has changed
here and it's changed here and I can add a label.
| | 03:13 | Now this isn't necessarily the best
way to work through these controls.
| | 03:18 | I can Add Fields here and simply lay
them all out one after another really
| | 03:22 | quickly, so here is LName which, as you
would guess, would be Last Name, and it
| | 03:26 | also cannot be blank.
| | 03:29 | And the next thing I am going to do is
I am going to have a TravelStartDate and
| | 03:34 | that field is going to be the Date type
and I am going to put a TravelLocation,
| | 03:41 | and it will be text and it also cannot
be blank. I left StartDate blank, because
| | 03:46 | we might have a little bit
of negotiation space on that.
| | 03:49 | Then we are going to have a
TravelPurpose and that also cannot be blank.
| | 03:55 | Let's also add one more and that's
for EstimatedCost and let's just say
| | 04:02 | TotalCost, so someone will actually
think of the whole thing and we are going to
| | 04:07 | include a decimal number here,
and I am going to say OK.
| | 04:11 | If I wish, I have all these properties
that I can change; I can go back to these
| | 04:16 | at any time, but now that I have
created these other fields, so I can actually
| | 04:22 | drag and drop them into the space if I wish.
| | 04:24 | Notice that the name is
automatically applied for me or I can type it in.
| | 04:30 | Take my TravelStartDate here and notice
that if I choose not just one space, but
| | 04:36 | if I hover over the center, it will put
TravelStartDate here; it will actually
| | 04:40 | add the spaces. How did
it know where to put them?
| | 04:44 | Because every place I started a new
word with a capital letter that camel case
| | 04:48 | that I have been encouraging to use
throughout the course, InfoPath knows
| | 04:51 | exactly what to do with that.
| | 04:54 | So as I grab TravelLocation and drag it
here, and notice how it easily, it knows
| | 04:59 | where to put spaces.
| | 05:01 | TravelPurpose, again drag to the point
where you are selecting both the label
| | 05:05 | and the control space and EstTravelCost.
| | 05:11 | And because I use an
abbreviation here, looks great.
| | 05:16 | Actually don't need any of the rest of
these forms, so there are areas here that
| | 05:20 | I can just choose to delete, and
I want to just delete these rows.
| | 05:25 | There is my TravelRequest form.
| | 05:28 | Now the only thing that I would go back
and do just for consistency is I would
| | 05:32 | go ahead and put those colons in that
are automatically added when I use drag
| | 05:36 | and drop, and let's go ahead and now save the
form, and I am going to save this form locally.
| | 05:40 | I do not want to save this form up on
the server; I want to save it some place
| | 05:45 | here in my own local development
environment, so I am in Libraries/Documents and I
| | 05:50 | am going to call this
TravelRequestForm and there we go.
| | 05:57 | All I have is a file locally.
| | 05:59 | I don't have anything on SharePoint.
The next thing I need to do is I need to
| | 06:02 | publish this to SharePoint so
that I can actually use it there.
| | 06:06 | So I need to know what
SharePoint site I am going to place it on.
| | 06:09 | I of course have to have permission
to be able to use that site, so I have
| | 06:13 | opened up my SharePoint site and I am
going to go ahead and grab the information
| | 06:18 | about the site name.
| | 06:19 | That's all of this information,
always when we talk about the site;
| | 06:23 | it's everything prior to Layouts.
| | 06:24 | Layouts begin to provide the
explanation about how this site is going to be
| | 06:29 | presented to us, but the site itself
is everything before underscore Layouts.
| | 06:34 | And we are going to go ahead and
copy that and go back to InfoPath.
| | 06:38 | So now we are going to choose File>Publish.
| | 06:43 | I can't publish the form
in its current location.
| | 06:45 | I am going to Publish the
form to a SharePoint Library.
| | 06:48 | So let's go ahead and click and it
says, "Where is your SharePoint or InfoPath
| | 06:54 | Form Service's site?" I am going to say
Ctrl+V to paste; you can expect that you
| | 06:59 | are going to get prompted
to log in at this point.
| | 07:03 | The Publishing Wizard tells us that
this form is browser compatible, but it
| | 07:06 | cannot be browser enabled on the site
that I am publishing it on. That's fine;
| | 07:11 | I expected that. We are actually
creating a form to be filled out in
| | 07:14 | InfoPath Form Filler.
| | 07:15 | So I am going to click Next and it says,
"What do you want to do" and I actually
| | 07:20 | need to create a new Form
library; it doesn't exist.
| | 07:22 | I have other libraries, but
they are document libraries.
| | 07:25 | A Form Library has to be created by
InfoPath as it's publishing the form.
| | 07:31 | Now if you used InfoPath a few
versions ago, that wasn't necessarily true.
| | 07:36 | But the best practice now is don't
create a Form library ahead of time or a
| | 07:40 | Document library you believe you will
repurpose; you are always going to
| | 07:44 | create your InfoPath Form libraries in the
Publishing Wizard through InfoPath. Let's click Next.
| | 07:52 | So what's its name?
| | 07:53 | How about TravelRequest?
| | 07:57 | Remember that we are creating a library,
so we are creating a URL. I am going to
| | 08:01 | use camel case rather than putting a
space in; we will go back and clean that
| | 08:05 | heading up later, and these are, "A form
library for staff travel requests." Let's click Next.
| | 08:16 | It's asking us what columns do we
want to be able to use in SharePoints.
| | 08:20 | Think for a moment about a typical
Document library: when we put a document
| | 08:24 | in there, we have a column for the
document's name, when it was created and
| | 08:29 | who it was created by, when it was
modified, who it was modified by; those
| | 08:32 | are the built in columns.
| | 08:33 | We have also added some
custom columns to our libraries.
| | 08:36 | Right now this library doesn't have any
columns until you and I start adding them.
| | 08:40 | So here are our columns; they
are the fields in our library.
| | 08:44 | We will click Add and I would like to
include maybe the last name and I am
| | 08:51 | going to add the TravelStartDate and I am going
to add the TravelLocation, and the TravelCost.
| | 09:00 | Just four fields.
| | 09:02 | I could add different fields if I wish.
We are not going to talk about Web Part
| | 09:07 | connection parameters; we don't
have any need for that at this point.
| | 09:09 | I am going to click Next.
| | 09:11 | Verify the Form information listed below.
We are going to create a library called
| | 09:15 | TravelRequest, so it will be https//no-
obstaclehostpilot.com travel request.
| | 09:20 | The Server is a SharePoint server
and we are going to click Publish.
| | 09:25 | So what's happening right now is
InfoPath is telling SharePoint, "Create a library
| | 09:29 | and make me the template."
| | 09:32 | This usually takes a little bit of time,
but not a lot of time, because it's not
| | 09:37 | creating any content, other than a
template, and don't be surprised if you are
| | 09:41 | asked to verify your
credentials perhaps even twice.
| | 09:46 | And the reason that you're maybe asked
twice is the first time you have been
| | 09:52 | asked to create the library and the second
time you are being asked to replace the template.
| | 09:57 | And it says, "Your form
template was published successfully."
| | 10:01 | Now you can also use InfoPath to
create forms that you then email to folks;
| | 10:05 | that's what this first checkbox is for,
as I would like to take this form now
| | 10:09 | and distribute it by email.
| | 10:11 | But if you have SharePoint, there is not a
good reason to distribute this form by email.
| | 10:17 | So we are going to go ahead and Open
this Form library when we close, and you are
| | 10:21 | going to see our InfoPath Form.
| | 10:23 | Here we are in our TravelRequestForm
library that we created again. If we wanted
| | 10:27 | to take just a moment and rename this
library, it wouldn't be a bad thing. A
| | 10:31 | reminder of how to do that:
| | 10:32 | We go to the Library Settings, go to
List Name and Description and we will just
| | 10:36 | go ahead and put a space in there,
if we want this to appear on the Quick
| | 10:40 | Launch--which I do--I am going to go ahead and
click Yes before I save, and then we are back.
| | 10:46 | And we have it here on our Quick Launch.
| | 10:48 | But I want to create a New Document
and when I do, what you will notice is
| | 10:52 | that Microsoft SharePoint asks
Microsoft InfoPath to open up the Form Filler
| | 10:59 | and there's my form.
| | 11:00 | Now you may have had a couple of dialog
boxes that you needed to say Allow or OK
| | 11:05 | to on the way, but here is
my form and it looks great.
| | 11:08 | So I am going to go ahead and fill
out a Travel Request, TravelStartDate is
| | 11:12 | going to be December 26th and my
TravelLocation is Mexico and my TravelPurpose
| | 11:20 | is to Learn Spanish and the
EstimatedTotalCost is $1500, and I can go ahead
| | 11:29 | and save this and it's going to save it and
ask me to actually give it a name, so I could.
| | 11:39 | Let's go back over to SharePoint now,
Refresh the library and there is my Travel Request.
| | 11:47 | So that's how easy it is to create a
form that you can quickly use. Notice my
| | 11:52 | Custom Columns: here they are, Last
Name, Travel Date, Travel Location,
| | 11:57 | Estimated Total Cost.
| | 11:59 | As each person fills their
information out, it's placed here in SharePoint.
| | 12:03 | Now I can standardize some aspects of this.
| | 12:06 | For example, we could have a standard
naming convention that actually created
| | 12:11 | a file name from the fields of Last
Name, Travel Location, Date, Estimated
| | 12:16 | Cost and so on, and that would be a really
good business practice to be able to do that.
| | 12:21 | But notice that I have an easy-to-fill-
out form that saves automatically back to
| | 12:26 | SharePoint when the user saves it.
| | 12:28 | That's pretty amazing.
| | 12:29 | But what if your users
don't have InfoPath Form Filler?
| | 12:33 | What you can do is you can actually create
a form that can be filled out in a browser.
| | 12:39 | In order to do that you need
something to be running the InfoPath Form
| | 12:43 | services--typically SharePoint
Enterprise Server--and when you do that you'll
| | 12:47 | enable the form so it can be filled
out in a browser. You'll publish it and
| | 12:51 | then when your user opens it,
SharePoint won't go looking for InfoPath Form
| | 12:56 | Filler; it will simply open the form in
whatever browser the user already has
| | 13:01 | opened to visit SharePoint.
| | 13:03 | So InfoPath gives us some great tools
to be able to create and design forms. If
| | 13:09 | we wished, we could do so much more to
this form, because we have tools like
| | 13:13 | Date Pickers that were used here,
the ability to put in Option buttons,
| | 13:18 | Bulleted List and so on.
| | 13:19 | So you can create really complex
powerful forms here that pair up incredibly
| | 13:26 | well then with SharePoint and can be
filled out either using InfoPath Form
| | 13:30 | Filler as we see here, or completed
using the same browser that your users are
| | 13:36 | already using.
| | Collapse this transcript |
| Access 2013 and SharePoint| 00:00 | The SharePoint 2013 products have a
number of different touch points back
| | 00:04 | to Microsoft Access.
| | 00:06 | We're going to take a look at how
Access and SharePoint Foundation are
| | 00:09 | integrated and then know that
there are a few more integration points
| | 00:13 | with SharePoint Server.
| | 00:15 | One imagining of the role of Access in
the enterprise right now is that, you'll
| | 00:21 | actually use Access to report on data
from a wide range of sources, sort of a
| | 00:27 | better, more professional front end
than things that you create in Excel.
| | 00:31 | So Access is actually built to be able
to work with external data; you can link
| | 00:36 | to data from a wide range of sources
including a SharePoint List, and you can
| | 00:42 | export data in a wide range of
manners including as a SharePoint List.
| | 00:47 | Additionally, you actually have the
ability to have Access move all of your
| | 00:52 | tables to SharePoint and then
create links back to those tables.
| | 00:56 | You might wonder, what's the benefit of that?
| | 00:58 | Well, you're actually creating a client
server environment where your data is
| | 01:02 | served on a server with SharePoint, but is also
backed up there and protected there as well.
| | 01:08 | You don't have to worry then about
how you connect to it, because Access is
| | 01:13 | already built in that model where you
can actually easily separate the data in
| | 01:18 | Access from forms, queries, reports and so on.
| | 01:22 | So this is a paradigm that works very
well for Access and it's really good to
| | 01:26 | have all of your data
hosted and secured somewhere.
| | 01:28 | You might think about this particularly
for databases that have multiple users
| | 01:32 | in many different environments.
| | 01:34 | Also, you have the ability here in
Access to create application parts, to
| | 01:38 | create apps and those apps are
similar to the apps that we've actually been
| | 01:43 | using in SharePoint.
| | 01:44 | So we have the ability to create
apps and consume them on our SharePoint
| | 01:50 | sites. We have the ability easily to
create a SharePoint List right here from
| | 01:55 | Access, even if it doesn't already exist or
again, to connect to an existing SharePoint List.
| | 02:00 | So you see SharePoint scattered all
over the user interface here in Access, but
| | 02:05 | let's take a look at two very
specific ways that we can connect data from
| | 02:10 | SharePoint to Access and
from Access to SharePoint.
| | 02:14 | I have this list of products, an
Inventory list, and I'd like to take that
| | 02:19 | inventory and I'd like to
have it available in SharePoint.
| | 02:23 | So, several different ways I can do
this: I can click on External Data and
| | 02:27 | Export, but I can simply right-
click Export>SharePoint List.
| | 02:31 | The Export>SharePoint Site dialog opens
and you can choose a site that you have
| | 02:36 | visited already or you can enter a URL here.
| | 02:40 | Again, these are for
sites, not for specific lists.
| | 02:44 | So, if you didn't have this already,
you would simply go to your site,
| | 02:49 | right-click and choose the portion that
ends in .com, .org, .edu or so on, copy
| | 02:56 | that and that's what you're
being asked for, just the site name.
| | 02:59 | Now specify a name for the list. And
it says No if there's already a list
| | 03:04 | in SharePoint called Inventory.
This one will be called Inventory1 or
| | 03:08 | Inventory2 and so on.
| | 03:10 | And then finally, Open the list when
it's finished and it says, "Exporting a
| | 03:14 | table to the SharePoint site will
move all related tables as well."
| | 03:17 | So we're going to go ahead and click OK,
and I'm amazed at how quickly this all
| | 03:23 | happens and gets created in SharePoint.
| | 03:26 | I'm being asked to log in, because we're
done and here we are running our browser
| | 03:30 | in the desktop there is our list.
| | 03:32 | Isn't that amazing?
| | 03:34 | It's in Edit mode because I just pasted
everything in, I can stop editing my list and wow!
| | 03:39 | That's pretty cool.
| | 03:40 | Let's go back to Access. It says, "Do you
want to save these export steps," so you
| | 03:45 | can do this again and again?
| | 03:46 | Remember that when new items are added
to the inventory we might want to go back
| | 03:50 | and be able to export this inventory
again to append records to the end of my
| | 03:54 | SharePoint List. So I can save this
--it can have a really long name or I can
| | 03:59 | edit this name if I wish--
and I might say something like
| | 04:02 | Export-Inventory-to-SharePoint.
| | 04:06 | Give it a description if you wish.
| | 04:08 | And if you need to do this on a
periodic basis, if you need to upload the
| | 04:12 | inventory every Wednesday afternoon,
you can create an Outlook task and then it
| | 04:17 | even gives you a hint on how
to make that a recurring task.
| | 04:20 | So if I want to save this export
file, I can, and that works just fine.
| | 04:24 | So, in that case the next time I want
to do this, I'll actually go to my Saved
| | 04:29 | Exports and here it is.
| | 04:30 | Now what if I have data in SharePoint
that I want to be able to show here?
| | 04:34 | See from my point of view, in Access my
favorite data is data that somebody
| | 04:38 | else is responsible for updating, so
if I know that there's a list I need in
| | 04:42 | Access, but someone else is maintaining
it in SharePoint or Excel or in a ODBC
| | 04:47 | database, that makes me
really hungry to go get that list.
| | 04:51 | Let's go ahead and import a SharePoint
list right now from our same site and I'm
| | 04:55 | going to link to the list.
| | 04:56 | If I import the data source in a new
table, I'm actually going to be creating a
| | 05:01 | copy of it and I'll be
responsible for maintaining that copy.
| | 05:04 | This is dynamic data, so I want to
link to it, and the data that I want to go
| | 05:09 | get is data about our vendor contacts.
| | 05:11 | So let me go show you that data real quickly.
| | 05:14 | This is a list we haven't used a lot,
but here it is, our Vendor Contacts, and
| | 05:19 | let's go back to Access and create this link.
| | 05:23 | So I provided the name of the site,
this is every single list that is available
| | 05:27 | for me to link to and I just
need to choose the right one.
| | 05:31 | It tells me the last time it was
modified and if this date is five years ago and
| | 05:35 | you know this data changed yesterday,
you're probably looking at the wrong list
| | 05:38 | or on the wrong site.
| | 05:39 | I'm going to click OK and it's here,
that's all the harder that was, here's my
| | 05:44 | Vendor Contacts List.
| | 05:46 | Now, this list is
actually linked back to the data.
| | 05:50 | So what that means is, I can change
data here or I can change data over in my
| | 05:55 | list in SharePoint provided that I
have the right permissions to change it in
| | 06:01 | either place to do more than just see it.
| | 06:03 | So let's say for example that the
name of this company changed to Fab Home
| | 06:08 | Designs and I change it here.
| | 06:10 | Notice that it's still writing, we
still have a little pencil there.
| | 06:13 | When I go to the next record that
should actually be written, there's my Fab
| | 06:17 | Home Designs that Naree Montri works for.
| | 06:20 | Let's go back. I don't expect to see
anything change here because the browser
| | 06:24 | hasn't been refreshed.
| | 06:26 | As soon as I refresh my
browser, notice Fab Home Designs.
| | 06:30 | In the same way if I make a change here,
so we have for example At Home, Inc.,
| | 06:35 | but they have changed their name,
so let's go ahead and edit this.
| | 06:38 | And they are now an LLC, so we're
going to go ahead and change this.
| | 06:43 | It's changed here. It's saved in
SharePoint. Let's go back to Access.
| | 06:47 | Now you'll notice that nothing has
happened here yet and that's because Access
| | 06:51 | is not refreshing on a constant basis.
| | 06:54 | If I'd like to refresh I have some
choices, I have the choice to say that I'd
| | 06:58 | like to refresh this particular list.
| | 07:00 | So right-click More Options>Refresh List, and
when I do you'll notice it's now At Home, LLC.
| | 07:07 | I have other ways that I
can refresh lists as well.
| | 07:10 | Refresh a specific list or Refresh All
of them here on the Home tab in Access.
| | 07:16 | So, quickly and easily I can link or
copy via Import Information from SharePoint
| | 07:23 | into Access. I can take list that I
created here in Access and I can share them
| | 07:29 | in SharePoint by publishing them.
| | 07:32 | And finally the other choice that I
have is to actually take my entire database
| | 07:37 | here in Access and publish all of the
tables to a SharePoint site and connect
| | 07:43 | to them back in Access to make my database
portable and secure all at the same time.
| | 07:47 | That's just some of the ways that
Access and SharePoint work together.
| | Collapse this transcript |
| Visio 2013 and SharePoint| 00:00 | There are a number of integration points
between Visio and SharePoint, and we're
| | 00:04 | going to look at a
couple of them in this course.
| | 00:07 | The first is that when I create a
document in Visio, I can easily save it in
| | 00:12 | SharePoint in the same way I can
create and save any other Microsoft Office
| | 00:16 | document in SharePoint.
| | 00:18 | So, when I choose File, I can then
save the document, or choose Save As, and
| | 00:25 | here are my web locations:
| | 00:26 | my SharePoint sites.
| | 00:28 | When the document is on the site though,
there are a couple of other interesting
| | 00:31 | things that we might want to know about it.
| | 00:34 | Here in SharePoint, there's a Visio document.
| | 00:36 | Now, remember that in most organizations,
and probably in your organization as
| | 00:41 | well, there are a number of users who
would like to see Visio diagrams, but only
| | 00:46 | a small number of users that
actually have Visio installed.
| | 00:49 | So, when a user goes to open this
particular document and they don't have Visio
| | 00:54 | or even if they do, it initially will
open here in this Visio Web Access Viewer.
| | 01:00 | So, this allows you to create Visio
documents, post them, and have other people
| | 01:06 | who don't have Visio interact with them.
| | 01:08 | Now, you might say, I could just
save it as a PDF. Yes, you could.
| | 01:12 | But, then you're working with a copy,
and whenever you make a change, you
| | 01:16 | have to make a new PDF.
| | 01:17 | With Visio Web Access, you never have to
create a PDF, and users can come in and
| | 01:22 | can work with this document however they wish.
| | 01:24 | They can actually leave you comments
about the document here, which is something
| | 01:28 | that's a lot easier to do here than it
is to do for example in a PDF, like, "I
| | 01:33 | like this new design you're using," for example.
| | 01:38 | So, Visio Web access, which is a
service that actually is installed with
| | 01:42 | SharePoint, works really well and makes
it easy for all of your folks to be able
| | 01:47 | to engage with your Visio diagrams.
| | 01:49 | Now, of course by saving my document
here in SharePoint, I have all of the
| | 01:53 | benefits that I have when I save Word
and Excel and PowerPoint documents here,
| | 01:57 | which is I can share them with
folks; we can collaborate on them.
| | 02:01 | Visio does not support, for example, full
co-authoring that we saw in Microsoft Word.
| | 02:06 | But, folks are able to follow this
particular document, get alerts on this
| | 02:11 | document, so all of the benefits that
we get from having used SharePoint to
| | 02:16 | be our document store.
| | 02:18 | But, there's yet another way that Visio
and SharePoint Foundation interact, and
| | 02:23 | that's that I can create a workflow
diagram in Visio, and use that to direct an
| | 02:29 | automated workflow process using SharePoint.
| | 02:32 | You're going to see that later in this course.
| | Collapse this transcript |
|
|
9. SharePoint Foundation WorkflowsWorkflows: The basics| 00:00 | A workflow is an automated business process.
| | 00:04 | For example, you might have a process
that you do on a weekly basis where you
| | 00:09 | submit hours, or, a process after
each trip where you get your expenses
| | 00:13 | reimbursed, or a process that you have
whenever your organization hires a new
| | 00:18 | employee--called Employee
Onboarding--that consists of several steps.
| | 00:22 | Whether your process repeats on a
periodic basis like every day, week, month or
| | 00:27 | year, or on an ad hoc basis like with
each new employee, you can create an
| | 00:33 | automated workflow that will
help you manage that process.
| | 00:37 | You'll see the word Workflow every time
you look at a SharePoint list or library.
| | 00:42 | So, if we go to the Document library,
and we go to the ribbon, you'll notice
| | 00:47 | that there are Workflow Settings here.
| | 00:49 | And that's because every single
SharePoint list and library is all ready
| | 00:53 | to accept workflows.
| | 00:55 | Even in SharePoint Foundation here, we
can create a new workflow to go along
| | 01:00 | with every list and library.
| | 01:02 | And the reason that workflows are so
ubiquitous in SharePoint is that workflows
| | 01:07 | are typically triggered on one of two
events, either when there's a new document
| | 01:12 | placed into a library, or a new item
placed in a list, or, when there's a
| | 01:18 | modification to items in libraries and lists.
| | 01:22 | SharePoint includes built in
workflows, and it includes the ability to
| | 01:26 | create custom workflows.
| | 01:28 | So, for example, if I look here and say,
I'd like to add a workflow, here in
| | 01:32 | SharePoint Foundation,
there is one built in workflow;
| | 01:35 | the Three-state workflow.
| | 01:37 | If we're looking at SharePoint
Server, you'll see that there are other
| | 01:40 | workflows possible.
| | 01:42 | You'll notice that there is an Approval
workflow, a Collect Feedback workflow,
| | 01:46 | and other workflows as well.
| | 01:48 | But, all of these workflows are meant
to be able to manage a process that you
| | 01:52 | first need to be able to design.
| | 01:55 | And so, the third way you can
create a workflow in addition to an
| | 01:58 | out-of-the-box workflow--a custom
workflow--with SharePoint Designer is creating
| | 02:03 | a workflow in Visio.
| | 02:05 | If you need to be able to determine
along with other users what your actual
| | 02:09 | process is before you create an automation for
it, Visio can be a very good tool to do that.
| | 02:15 | So, in this chapter, we're going to
look at all three ways that you can use
| | 02:20 | to create workflows;
| | 02:21 | the out-of-the-box workflows using
SharePoint Foundation's Three-state workflow,
| | 02:28 | new workflows created using
SharePoint Designer, or workflows created using
| | 02:34 | Microsoft Visio Premium.
| | 02:36 | Let's get going.
| | Collapse this transcript |
| Using the Three-state workflow| 00:00 | SharePoint Foundation has one built in workflow.
| | 00:04 | It's called the Three-state workflow.
| | 00:06 | And so you'll use this Three-state
workflow engine to create workflows for
| | 00:10 | lists and/or libraries.
| | 00:13 | A couple of examples of a Three-state
workflow might be a document approval process.
| | 00:18 | When a document gets saved to the
library, then the first state is Submitted.
| | 00:23 | And then, someone takes a
look at it, and they Review it.
| | 00:27 | And finally, the third state
is that it's marked as Approved.
| | 00:31 | So, that's an example of a Three-state workflow.
| | 00:34 | Another common example is an Issues List,
and this could be an Issues List for a
| | 00:39 | software project; this could be an
Issues List for a help desk; this could be an
| | 00:43 | Issues List of people raising issues
about why we might want to do a project or
| | 00:49 | not want to do a project;
| | 00:50 | so variations on what are issues.
| | 00:53 | But, the first is that the issue's active.
| | 00:57 | So, let's imagine this in a help desk setting,
and we have an open issue. We say, "Well!
| | 01:01 | I need help with this.
| | 01:02 | This is how my computer is behaving,
or this is how our printer is working or
| | 01:07 | not working, and it's active."
| | 01:09 | And some activities take place that
then cause someone to resolve that issue.
| | 01:13 | And based on the resolution
then, the issue is closed.
| | 01:17 | We're actually going to take a look at
creating a Three-state workflow for an Issues List.
| | 01:22 | Now, whether you're using a document
approval, or you're doing some kind of an
| | 01:27 | issues problem, the Three-state
workflow relies on one thing that you have a
| | 01:33 | choice field that has exactly three
states, and that this is what they are.
| | 01:38 | So, if you want to add a Three-state
workflow to a document library, you need to
| | 01:43 | ensure that that library has a choice field;
| | 01:46 | in our example, Submitted,
Reviewed, and Approved.
| | 01:50 | The Issues app in SharePoint comes with a
choice field that has three built-in states;
| | 01:56 | Active, Resolved, and Closed.
| | 01:58 | So, we can easily create an Issues
List by simply adding an app, and then we
| | 02:03 | can take that Issues List, and
fire it up with automation by adding a
| | 02:07 | Three-state workflow.
| | 02:10 | So, let's go ahead and add an Issues
List to our No Obstacles Collaboration
| | 02:14 | Zone, and then create a workflow
using the Three-state workflow.
| | 02:18 | So again, this is really easy.
| | 02:20 | We're going to go over here to Site
Contents, we're going to add an app, and the
| | 02:24 | app that we're going to use is the
Issues List, right here, Issue Tracking.
| | 02:30 | We're going to call this Issues.
| | 02:32 | This could be Help Desk, this could be
Tickets, this could be whatever kind of
| | 02:35 | an Issues List you want.
| | 02:38 | And now let's go Home.
| | 02:40 | Go back to our Site
Contents and open our Issues List.
| | 02:45 | If we were to create a new item, what
you'd see is that we actually have this
| | 02:49 | dropdown right here with Issue Status:
| | 02:51 | Active, Resolved, Closed.
| | 02:52 | There are other dropdowns here, but they're
actually made to prioritize, to sort our Filter.
| | 02:57 | This is the one that's actually made to
help you organize the workflow for items
| | 03:01 | that are dropped into this Issues List.
| | 03:02 | So, we can cancel here, and let's go to
List>Workflow Settings>Add a Workflow.
| | 03:11 | Here we are, our Three-state workflow.
| | 03:13 | If you were using SharePoint
server or something else, you might have
| | 03:16 | other workflows, or if somebody has done some
customization to your server to add workflows.
| | 03:20 | We are going to enter a unique name for
the workflow, and we could call this for
| | 03:25 | example, Issue Resolution.
| | 03:29 | You're asked now, where SharePoint
should create list to track the tasks that
| | 03:35 | are being done in the workflow and
to track a history of the workflow.
| | 03:39 | This is our first workflow.
| | 03:40 | So, the only choice here is New Task List,
and the only choice is a New History List.
| | 03:46 | That's fine!
| | 03:47 | Next, we're asked how this workflow will start.
| | 03:51 | If you want this workflow to start
automatically, you have to make a choice here
| | 03:55 | in addition to the choice
that is already here by default.
| | 03:59 | The default choice favors
workflows that are manually started.
| | 04:02 | In other words, a workflow that will not
begin unless a user says, launch this workflow.
| | 04:08 | And there are great reasons to have
workflows like that. For example, you might
| | 04:11 | want a document approval process, where
it doesn't kick off when a document is
| | 04:16 | saved to the library, but instead, kicks
off at the point where the author says,
| | 04:19 | I'm ready to have this reviewed.
| | 04:21 | But, we would like to have
this workflow begin automatically.
| | 04:24 | So, we're going to say, "Creating a
new item will start the workflow."
| | 04:27 | I'm going to go ahead now and click Next.
| | 04:32 | Here we are in the Add or
Change a Workflow screen.
| | 04:36 | And it says, Select a Choice field.
| | 04:38 | Now, because we're using the Issue Tracking
app, these choices are all filled in for us.
| | 04:44 | If we were instead using a Document
Library, we would need to choose and verify
| | 04:48 | our Choice Field because there are others here.
| | 04:51 | And we would need to choose the States
that are Active, Resolved, and Closed for
| | 04:55 | second and third states.
| | 04:57 | So now it says, "What do you want to
have happen when the workflow starts?"
| | 05:02 | And we have some choices.
| | 05:03 | So, we can have a custom message that
says the workflow is initiated, and we can
| | 05:08 | include a List Field and we might want
to use ID--that's the very first one-- and
| | 05:13 | it has the value of being unique.
| | 05:14 | But, we could also have, for
example, the Title of the item.
| | 05:18 | And the custom message is,
"A workflow has been initiated."
| | 05:23 | And we can include a description; we
can include a link to the item; we can
| | 05:29 | include other information--so the
task due date--or we can turn this off.
| | 05:33 | So, if a due date has been set, it can
be here. If not, simply turn this off.
| | 05:38 | We can say who the task has been assigned
to, and we can include the Assign To field.
| | 05:43 | Now normally, there's no one
assigned to a task when it first begins.
| | 05:46 | But, that doesn't matter,
that will work just fine.
| | 05:49 | And then the next thing is, do
we want to send an email message?
| | 05:53 | If I turn this off, I won't
be asked for any information.
| | 05:56 | But, if I turn this on, I actually can
provide information to the person who
| | 06:01 | this was assigned to, or I can provide
information back to the submitter; it
| | 06:05 | depends on who I would rather email.
| | 06:08 | So, we could say send an email message to,
and it says Include Task Assigned To.
| | 06:14 | We don't need to fill anything else in.
Include the task title, and insert
| | 06:18 | a link in the body.
| | 06:19 | If I'm a person who is working in the
IT department and getting lots of emails,
| | 06:23 | I'm used to getting these, and I don't need
you to make this look any nicer than it is.
| | 06:27 | We don't need to add any extra text.
| | 06:29 | I appreciate just getting
something with the task title in it.
| | 06:33 | That will allow me to very quickly
look and click the link without sorting
| | 06:37 | through a lot of other information.
| | 06:39 | So, that's the first state.
| | 06:42 | The first state is the workflow is active,
and we are sending an email about it,
| | 06:47 | and creating a task.
| | 06:49 | What happens when it moves to its middle state?
| | 06:52 | Well, the middle state is Resolved.
| | 06:54 | So, the person who has been working on
this task believes they are done with it.
| | 06:59 | And so, now what happens is someone
actually needs to review and agree that the
| | 07:03 | work that has been done has been sufficient.
| | 07:07 | All of this again is set up to
actually work really well without you making
| | 07:11 | any changes at all.
| | 07:13 | But, let's review these.
| | 07:15 | So, it's going to review the task, and
if we're using Title above, we should
| | 07:19 | use Title here as well.
| | 07:21 | "A review task has been created for
| | 07:24 | the following item."
| | 07:25 | Here's the description; here's a
link, so that you can get there.
| | 07:28 | You need to review it by this date.
| | 07:31 | And we are going to include the
field of who this was created by.
| | 07:35 | You have the ability in all of these
to create a custom field rather than, for
| | 07:39 | example, who it's assigned to,
or who is working on it next.
| | 07:44 | And you would simply click and say, "I'd
like to check names," or, "I would like to
| | 07:47 | choose other people out of the address book."
| | 07:49 | But, these are using the fields like
Created By and Modified By that SharePoint
| | 07:53 | is using to track this message.
| | 07:55 | And then, we can send an email
including who the task was assigned to, and at
| | 07:59 | this point, it's a different person,
the person doing the review, the task
| | 08:03 | title and the body.
| | 08:04 | So, when that has been completed now,
we should be all done with the workflow.
| | 08:10 | Let's go ahead and click OK.
| | 08:13 | If I go take a look now at List and go
to Workflow Settings, and check, I'll
| | 08:18 | find that I've created a workflow for
this list that's called Issue Resolution,
| | 08:22 | and that there are no workflows in progress.
| | 08:25 | So, with just a few clicks, in an
Issues List, I have a workflow all ready to go,
| | 08:30 | and let's see what it's like
now when we run that workflow.
| | 08:33 | And I really can't stress this
enough that you actually need to test the
| | 08:37 | workflow when it's all done, and make
sure it behaves in the way you expect it to.
| | 08:41 | I'm going to create a new item here in my list.
| | 08:46 | I'm going to call this
"Incorrect information on 401k site."
| | 08:53 | If I want to do testing, I could just
test this by assigning this to myself.
| | 08:57 | But, it's usually good to have a couple
of people because I'm going to get some
| | 09:01 | emails that come back to me because I'm
the submitter, and I want to make sure
| | 09:05 | that both the submitter, and the
Assigned To people are getting email.
| | 09:08 | So, I've asked Mark if he will help me test
this, and we're going to assign a task to him.
| | 09:13 | The task is active when I first
started, and I can say that this is a High,
| | 09:17 | Medium, or Low priority.
| | 09:19 | And I'm going to say "We are sending
employees to Jones' site for 401k info, but
| | 09:29 | their site is not up to date."
| | 09:32 | Now, both the Priority and Category
fields are customizable in the list.
| | 09:37 | Users of course just get to choose one.
| | 09:39 | The purpose of Related Issues is to
point out that there might be an issue
| | 09:43 | previously reported that this issue relates to.
| | 09:47 | So, this list will be populated with
issues that are already reported that you
| | 09:52 | could then add to the list and say,
for example, "This is related to an issue
| | 09:56 | about Jones' information about
employee beneficiaries," or something similar.
| | 10:02 | This bottom Comments box is actually
reserved normally for the person who is
| | 10:06 | doing the work on this project.
| | 10:08 | So, we're going to go ahead and leave that.
| | 10:10 | In some organizations, this Due Date
would be filled in automatically by
| | 10:13 | calculating seven days from the drop
date or three days from the date that
| | 10:18 | this was submitted.
| | 10:19 | I'm simply going to choose a date
that seems reasonable to have some
| | 10:22 | information back about this.
| | 10:24 | We are coming to the end of the year
and employees that might need to make some
| | 10:28 | changes, based on this information, so
I believe this is fairly important, and
| | 10:32 | I'm going to go ahead and save this.
| | 10:36 | Here's my item in the list, and here
in the Issue Resolution column which was
| | 10:43 | created, because there is a workflow
here, it shows that this is in progress.
| | 10:48 | I can click and see what the progress
is. It says the workflow is initiated,
| | 10:52 | nothing else has happened, and it's
currently assigned to Mark who hasn't done
| | 10:55 | anything with it yet.
| | 10:57 | This is the history, when it was kicked off.
| | 10:59 | It looks fine to me.
| | 11:01 | So now we're going to wait
and see what Mark has to say.
| | 11:05 | But, in the meantime, let's go take a
look at the email that was generated
| | 11:09 | simply by my adding this item to the list.
| | 11:13 | So here, it shows the workflow was initiated,
there is incorrect information on the 401k site.
| | 11:18 | That's the title that we specified in state one.
| | 11:21 | Here's the link that we specified in
state one, so could come and take a look at
| | 11:26 | items that were added.
| | 11:27 | And notice that this email
is going to me and to Mark.
| | 11:30 | So, this is exactly what he receives as well.
| | 11:32 | This is almost like a copy to me, so
that I know that this information was being
| | 11:37 | provided to him to go ahead,
and do some work on this workflow.
| | 11:41 | The Issue Resolution will stay
in progress until its workflow
| | 11:44 | actually completes.
| | 11:45 | So, In Progress doesn't mean progress
has been made, it also doesn't mean that
| | 11:50 | no progress has been made.
| | 11:51 | If I want to know if anything has been
done with this, then I really need to
| | 11:55 | wait until I receive some information
back that says that it's been resolved,
| | 11:59 | or, if I'm a little obsessive about
it, I can come back to this site on a
| | 12:03 | regular basis and refresh my browser
and see if anything has been done yet.
| | 12:08 | But, I will receive an email as
well as being able to see it here.
| | 12:12 | So, I'm going to refresh this page, and you'll
notice that Mark has marked this as Resolved.
| | 12:19 | So, I'm going to go ahead and click
and take a look at this, and see what he
| | 12:22 | has to say about it.
| | 12:24 | He says, "It looks like the issue is
now resolved and information has been
| | 12:27 | displayed correctly, thanks."
| | 12:29 | So, I could go take a look at that site
and see if I agree with him about that.
| | 12:33 | But, I should also receive an email
that says I have a review task, to take a
| | 12:38 | look at incorrect information on the 401k site.
| | 12:41 | So now, I can click, and this will
actually take me right back to the task so
| | 12:46 | that I can see that Mark
provided me with this information.
| | 12:49 | And if I wish, I can just go ahead
and edit this item, and I can say
| | 12:54 | Close; that's fine.
| | 12:56 | If I wanted to add some additional
comments, I could, and save this.
| | 13:02 | Notice that the workflow is now completed.
| | 13:05 | The issue is closed and SharePoint is
no longer tracking this item through a
| | 13:10 | workflow; it is all done.
| | 13:12 | So, that's how this Three-state workflow works.
| | 13:15 | Rather than having to send emails,
rather than having to update each other at
| | 13:19 | meetings, it's really easy for us to
manage something like a set of issues using
| | 13:25 | SharePoint's built in Three-state workflow.
| | Collapse this transcript |
| Creating workflows with SharePoint Designer 2013| 00:00 | The three stage workflow is perfect if
you have exactly three stages that you
| | 00:05 | move through in a linear
fashion: one, two, three.
| | 00:09 | Not one and then two or
three, but one, two, three.
| | 00:12 | And where you really need to simply
keep track of where something is in the
| | 00:16 | process by changing its status and send
some emails to submitters and to people
| | 00:22 | who are working on an item.
| | 00:23 | If you want to do more or other than
that, you need a tool other than the
| | 00:28 | three stage workflow.
| | 00:29 | One of the best ways to create
other types of workflows is with
| | 00:33 | SharePoint Designer.
| | 00:34 | SharePoint Designer is a free
download from Microsoft if you're working
| | 00:39 | in SharePoint 2013.
| | 00:41 | So you can download it from the Microsoft site.
| | 00:43 | There are two versions of 32-bit and
64-bit version and you need the same
| | 00:48 | version as the version of Office
you have installed on your machine.
| | 00:52 | So if you have 64-bit Windows, but installed
32-bit Office, you need the 32-bit version.
| | 00:57 | We are going to use Microsoft
SharePoint Designer to create a workflow for
| | 01:03 | this particular list.
| | 01:04 | This is a Suggestion Box that's been
sponsored by the administration in our organization.
| | 01:09 | Not by manufacturing, and not by
fulfillment, but by the departments like
| | 01:13 | Information Services, HR, Accounting and so on.
| | 01:16 | They are simply looking for
people to make suggestions.
| | 01:19 | Here is the suggestion I'd like to make.
| | 01:21 | Give it a brief description--the
benefit--and then assign it to Accounting,
| | 01:25 | Human Resources, or Info Services.
| | 01:28 | The idea is that when somebody drops a
new suggestion in the Suggestion Box, it
| | 01:32 | will be sent to someone in Accounting
or Human Services or Info Services based
| | 01:36 | on this choice, and that's
something the three stage workflow can't do.
| | 01:40 | It can't do one of two or three or
four or five or six different things.
| | 01:45 | There's no way it can make
a decision and change path.
| | 01:48 | So, because it can't do conditional
workflow, we need to now move to a different
| | 01:55 | tool to be able to complete our workflow.
| | 01:58 | Let's go start your SharePoint Designer.
| | 02:00 | Before I drop over there I'm actually
going to copy my URL for the top of my
| | 02:05 | site here, because I'm going
to need it when they get there.
| | 02:08 | So we'll choose Copy and I am actually
keeping SharePoint Designer right there.
| | 02:13 | Now the very first time you start
SharePoint Designer you'll go to Open Site and
| | 02:17 | you will paste your URL in here.
| | 02:20 | Like all the other Office products, once
you've gone to a site it actually keeps
| | 02:23 | track of your recent sites and you
have the ability to have a number of them
| | 02:28 | here and as long as you
don't remove them, they're around.
| | 02:32 | But I am going to go ahead and
click Recent Sites: my No Obstacles
| | 02:35 | Collaboration site.
| | 02:36 | I will be asked for my credentials.
| | 02:38 | This always happens even if you're in a
trusted environment, even if you're not
| | 02:42 | normally prompted for your credentials,
you will almost always be prompted when
| | 02:46 | you approach the site from
SharePoint Designer, because you're not really
| | 02:49 | credentialed in this tool.
| | 02:51 | You're outside of your site. Here we go.
| | 02:54 | It's loading information from the site
to see why it needed to know who we are.
| | 02:58 | And here we are, SharePoint Designer.
| | 02:59 | There are a lot of choices here.
| | 03:01 | This is a really grand tool to do many,
many different things in SharePoint.
| | 03:05 | We are simply going to create a
workflow, but you can use this tool to create
| | 03:09 | many workflows and incredibly powerful
workflows that you can reuse in different sites.
| | 03:14 | Workflows that don't even need a list
or library, but work at the site level.
| | 03:19 | You can customize views here in
SharePoint Designer and you can do a lot of
| | 03:24 | branding of your site.
| | 03:25 | So you will find other courses in the
lynda.com Training Library that will
| | 03:28 | point to different uses of SharePoint
Designer including a Workflow course that
| | 03:32 | I recommend highly.
| | 03:33 | But we are going to create a List
Workflow and when we do, there are all of the
| | 03:38 | different lists that are on this site.
| | 03:40 | So I am going to choose Suggestion
Box and now we're naming the workflow.
| | 03:45 | The name of the workflow shouldn't be
about the list or library; it should be
| | 03:49 | about the action that's being taken.
| | 03:51 | This is going to actually
Route suggestion to department.
| | 03:55 | Based on the user's choice of
category, send a notice to the
| | 04:00 | appropriate department.
| | 04:02 | So it looks like the SharePoint 2013
Workflow platform still hasn't been configured.
| | 04:07 | That's fine.
| | 04:07 | It's not a problem.
| | 04:08 | If it is, it will show up as our default here.
| | 04:11 | We are still in the process
of building out this server.
| | 04:13 | So we are just going to say OK.
| | 04:15 | SharePoint Designer is now going back
to my server and saying, "Okay, what have
| | 04:19 | you got for me about this
particular list?" and here we are.
| | 04:22 | So it says, "Start typing or use
the Insert group on the ribbon."
| | 04:26 | What's our first step?
| | 04:27 | Now we name steps up here at the top
and then we make choices about what it is
| | 04:31 | we'd like to insert.
| | 04:33 | So our first step is to Email Submitter.
| | 04:36 | That's just polite, and the action that we're
going to take is we are going send an email.
| | 04:41 | It says, "Who do we want to email?"
| | 04:43 | This is a lot like completing a rule, for
example, in Outlook, and it says these users.
| | 04:50 | Who is this message to?
| | 04:51 | Now when you click the hyperlink, we
need to fill out the whole message.
| | 04:53 | We won't be prompted
separately for subject or anything else.
| | 04:57 | So who we're going to email is we are
actually going to email the user who
| | 05:02 | created the current item.
| | 05:03 | Who are these other folks?
| | 05:05 | Well, they are people who have permissions
on this particular site, people and groups.
| | 05:08 | But we're going to say the user who
created the current item and the subject is
| | 05:13 | "Your suggestion was received."
| | 05:15 | Now we can add some text, whatever you
would add to make this look like a great email.
| | 05:20 | You can format it however you wish.
| | 05:22 | So we will provide some information
here that says thank you for submitting.
| | 05:27 | We can add lookups that come from the list item.
| | 05:31 | So for example, we can say in the
Current Item, find out what Benefit it was
| | 05:35 | that they felt it was going to have.
| | 05:37 | Find out what Title it is.
| | 05:39 | So we can say Thank you
for submitting this Title.
| | 05:42 | We have another Field that we can pick.
| | 05:44 | Now it's like we are working
with Word Mail Merge, right?
| | 05:47 | We ask them to actually choose a category.
| | 05:50 | It has been forwarded to the appropriate
person, and usually you need a signature.
| | 05:55 | So who is in charge of this?
| | 05:57 | Even if the email comes from a
server that's owned by the IT Department,
| | 06:00 | somebody is in charge of this project
and you'd like to know who it is, because
| | 06:04 | you don't want people to come knock
on IT's door about decisions about an
| | 06:08 | administrative project that they
didn't really have full charge of.
| | 06:11 | Sincerely, and then whoever it is who's
in charge of this or whatever team is.
| | 06:16 | Maybe it's the Suggestion Box Team.
| | 06:18 | That's what we do when we don't
know who else to blame, right?
| | 06:21 | You can select this all and
change the font if you wish.
| | 06:24 | You do want to have one font all the
way through here so that it looks really
| | 06:28 | good, and there is our email message.
| | 06:30 | Now while you're working on this
and you're testing it, you might put your
| | 06:34 | own email in so that you can see what
this looks like, especially if you're
| | 06:38 | testing with someone else. That's okay.
| | 06:40 | That's my first step.
| | 06:42 | Now my second step is to send
an email based on a condition.
| | 06:46 | So let's go ahead and add our second step
and this is going to be Email Department.
| | 06:50 | We're going to insert a condition.
| | 06:53 | If Current Item Field equals Value is
what you're going to use, and it says,
| | 06:57 | "What field?" We are going to say if
the Category Field equals -- well, the
| | 07:01 | first choice here in the Category field was
Accounting; I don't even have to write this down.
| | 07:05 | It's right here for me, because I'm
connected back to my SharePoint List.
| | 07:08 | If that's the case then the action we
are going to take is we are going to send
| | 07:14 | an email and that's going to work
just like this last email we set up.
| | 07:17 | So if the Category is Accounting,
here's the email to Accounting.
| | 07:20 | I want to mention one thing.
| | 07:22 | When you choose someone here now, you're
not going to pull the information about
| | 07:25 | who to email this to from the item in
the list, we actually have to insert this
| | 07:30 | information from knowledge that we have.
| | 07:32 | So one of the things we would have
been given is, well, if it's Accounting,
| | 07:35 | send it to this person.
| | 07:36 | If it's IT, send it to this person, and so on.
| | 07:40 | I want to encourage you if you're
doing this kind of development and
| | 07:43 | particularly if you work in information
technology or information services, to
| | 07:48 | not be hard coding in email addresses
of specific users, because when their
| | 07:53 | assignments change you have to come
back and maintain this application.
| | 07:57 | So what I would encourage you would
be to have your folks who are in charge
| | 08:01 | of your email, your exchange
administrator set up an email address that would
| | 08:05 | be something like SPwfAccounting@ your
domain, @no-obstacles-inc.com, and the
| | 08:14 | Subject would be something like "You have a
new suggestion for the Accounting Department."
| | 08:20 | Then what you will do is direct to that
particular email address, you will alias
| | 08:24 | that to whoever should
be getting this right now.
| | 08:26 | Then when that person moves on, gets
promoted, and it's no longer Jerome
| | 08:32 | Cooper getting these emails, but now
it's Jeremy, we don't have to come back
| | 08:37 | in and change the app.
| | 08:38 | We just change the aliasing.
| | 08:39 | So what if it's not the Accounting Department?
| | 08:41 | What would we do next?
| | 08:42 | Well, what we do next is we'd have
another condition, and we'd say, well then,
| | 08:46 | if the Category equals Human Resources,
send an email to these users and it
| | 08:52 | would be exactly the same, but
with a different email address.
| | 08:55 | Put the same email, copy and paste it.
| | 08:58 | Finally, if the Category equals Info
Services, this is the email that gets sent.
| | 09:05 | There is our complete workflow.
| | 09:06 | All we're doing is a routing
an email to the proper place.
| | 09:10 | The only thing we need to be attentive
to, is that we don't want to simply send
| | 09:14 | an email that says there's a new suggestion.
| | 09:16 | We can do better than that.
| | 09:18 | We can include a link that
will go right back to this item.
| | 09:21 | So after we've said there is a new
suggestion that's been submitted for the
| | 09:27 | Accounting Department, here's a link.
| | 09:30 | And what we're going to do is from the
Current Item, include something that is
| | 09:34 | called the Encoded Absolute URL.
| | 09:37 | That's a link right back to this item.
| | 09:40 | So, each one of these emails will
have a link to this Encoded Absolute URL.
| | 09:45 | We'd probably like this to have
exactly the same font that we have here,
| | 09:50 | so that's Segoe, and remember that you can
do things like bold this URL if you wish.
| | 09:55 | It will already be underlined.
| | 09:57 | You can choose a different color if
you'd like, something to make it jump out
| | 10:00 | on the page and so on.
| | 10:01 | So there is the kind of
email that we will create.
| | 10:04 | Don't forget to provide a good
subject and you can, if you wish, to include a
| | 10:08 | Field in the subject as well.
| | 10:10 | Here's the title of it, for
example, the title of this suggestion.
| | 10:13 | So that's the kind of email which we will send.
| | 10:17 | If you want to send a link back, it's
easy to do every single time and it would
| | 10:21 | like me to include a subject.
| | 10:23 | For right now for test purposes it would also
like me to include someone to email this to.
| | 10:27 | So I'm testing and I'll send
this to myself. There we go.
| | 10:31 | So as you complete these items notice
that they will fill out Email Gini Courter.
| | 10:35 | I can go back and click on this,
edit this email if I need to.
| | 10:39 | When I'm all done with this I'm going
to go ahead and check it for errors and
| | 10:43 | it will say, well, you have to fill
out some more information here and this
| | 10:47 | would be for example a spwfHR@no, and remember
you weren't paying attention for a second there.
| | 10:53 | You don't get to make up email addresses.
| | 10:55 | Someone has to actually make sure
they go to someone, and you would fill in
| | 10:59 | the rest of the information including the
URL, and here we would have our final action:
| | 11:03 | Send an Email, these users. Subject:
| | 11:07 | New Suggestion for Info Services and spwfIS@.
| | 11:11 | Now if you have multiple workflows
this will get you by for a while, because
| | 11:17 | you'll probably only have a couple of workflows.
| | 11:18 | When you have more, then
you might need more roles.
| | 11:21 | There might be five or six different
people in IS who are receiving workflows
| | 11:24 | and these email aliases then are
named more specifically for the workflows,
| | 11:29 | spwfSuggestionBox for example.
| | 11:34 | Go ahead and click OK.
| | 11:35 | Check again for errors.
| | 11:38 | There are no errors.
| | 11:39 | It's not done; it's
incomplete, but that's not an error.
| | 11:42 | So there is a difference between not
baked and doesn't taste the way it's
| | 11:45 | supposed to, but this is fine.
| | 11:47 | When we are all done we can
go ahead and Publish this.
| | 11:50 | You can save it first if you wish, it's
always a good idea, and then we will publish.
| | 11:55 | The validation that's happening is the
same basic validation as when we were
| | 11:58 | checking for errors here and we
are all done. This looks fine.
| | 12:02 | Now there are some other things that we
can do here with workflows, that you can
| | 12:06 | take a look at in the longer SharePoint
workflow courses, but we have done as much
| | 12:10 | damage as we need to do; let's go
back and take a look at our lists now.
| | 12:15 | We go back to the Suggestion Box and we
go to List and we go to Workflow Settings.
| | 12:19 | We will find that we have a workflow,
that there aren't any in progress, but
| | 12:23 | here's the name of our workflow and
it works exactly the same way as our
| | 12:27 | workflow would that we created using
the three state workflow in our issues log
| | 12:33 | and you would check it in exactly
the same way if you want to see what's
| | 12:36 | happening with the workflow.
| | 12:38 | Once we've submitted a new item, you would
go in and make sure that the workflow started.
| | 12:43 | So that's an overview of how you would
create workflows in SharePoint Designer
| | 12:47 | rather than creating workflows
using the three-state workflow.
| | 12:50 | As soon as you outgrow the three states,
go ahead and jump over to that free
| | 12:54 | tool, SharePoint Designer.
| | 12:56 | In the next and last movie in this
section, we are going to show you the other
| | 12:59 | tool for creating workflows which is Visio.
| | Collapse this transcript |
| Creating workflows with Visio Premium 2013| 00:00 | If you're not a stranger to Microsoft
Visio, you might consider doing some of
| | 00:04 | your design work for workflows in
Visio Premium or Visio Professional.
| | 00:09 | There are a couple of real good reasons
that you might want work in Visio, and
| | 00:13 | one of them is that our users aren't
necessarily used to that kind of text-
| | 00:17 | based logic that we saw in SharePoint Designer
that says, "With this condition take this action."
| | 00:23 | But most of them actually follow flowcharts.
| | 00:27 | So it's not a bad idea to use Visio
to be able to capture your business
| | 00:31 | information in a flowchart
and run it past your users.
| | 00:34 | Well, as long as you're going to do
that, don't bother to use a basic flowchart
| | 00:39 | or a cross functional flowchart.
| | 00:41 | Instead use one of the flowcharts that's
actually designed to work with SharePoint.
| | 00:46 | Now this is important.
| | 00:47 | I can't turn a workflow diagram or an
SDL diagram or an audit diagram into a
| | 00:53 | SharePoint workflow.
| | 00:54 | I can turn a 3D workflow diagram into one
and I'd love to, because they're so cool.
| | 01:00 | But if it says Microsoft SharePoint
workflow, this is a diagram set that is made
| | 01:06 | to work directly with SharePoint.
| | 01:08 | You can create workflows using the
2010 workflow or 2013 workflow diagrams
| | 01:15 | for SharePoint 2013.
| | 01:18 | If you're using SharePoint
2010, you can't use the 2013 set.
| | 01:22 | You actually have to use the 2010 set.
| | 01:24 | So all you do is click on the diagram
that you want to use and choose Create and
| | 01:29 | you'll have a basic
diagram laid out in front of you.
| | 01:32 | If you're working at the 2013 set, it
starts with a start and it ends with a
| | 01:36 | terminator and you have three sets of
stencils you can use, components that are
| | 01:40 | combinations of steps and stages.
| | 01:42 | For example, this is a stage and
conditions and actions like you're used to
| | 01:46 | using in SharePoint Designer or even
like you're used to using a net three stage
| | 01:51 | process that's out-of-the-
box from SharePoint Foundation.
| | 01:55 | Again, this is a great tool for
creating your workflow diagrams, because you
| | 01:59 | can take your diagrams and print them; you can
share them with other users; you can create PDFs.
| | 02:05 | If you're doing a number of workflow
processes consider creating a singular site
| | 02:10 | or a singular document library for
these processes, because you can save any of
| | 02:15 | these diagrams in Visio, in SharePoint,
and your colleagues can view them from
| | 02:20 | the SharePoint site.
| | 02:21 | They can leave comments on them if you
encourage them to use the Visio Web Viewer.
| | 02:27 | So Visio: a third great tool that you
can use to create workflows that you can
| | 02:33 | automate in Microsoft SharePoint.
| | Collapse this transcript |
|
|
10. SharePoint PermissionsSharePoint permissions: The basics| 00:00 | Several times we've mentioned the
fact that permissions in SharePoint
| | 00:04 | work around inheritance.
| | 00:07 | Earlier on in the course we discussed
different roles in SharePoint: things like
| | 00:11 | Editor, Reader, Owner, and so on.
| | 00:15 | Those roles and the permissions
assigned to them are what get inherited when
| | 00:18 | you create new sites.
| | 00:19 | For example, we started with our No
Obstacles Collaborations Zone and that site
| | 00:25 | then had some permissions assigned.
| | 00:27 | I, for example, I'm an owner of that
site, but Mark LaCie is a contributor on
| | 00:32 | the site, and Jaryl is a contributor,
and Juan is a contributor and so on.
| | 00:37 | So any site that was created right
after that site, like Projects, had the
| | 00:42 | opportunity to inherit all of the same
permissions that the parent site had and
| | 00:46 | to keep inheriting those permissions
as time goes on so that when someone is
| | 00:51 | added to the Collaborations Zone, they
are automatically added to the Project
| | 00:55 | site, because the Project site
has no permissions of its own.
| | 00:59 | It gets them by asking what the
permissions are in its parent site, No
| | 01:03 | Obstacles Collaboration Zone.
| | 01:04 | We've also created some apps: for
example, a Documents library and a Team
| | 01:12 | Orientation library directly
in the Collaboration Zone site.
| | 01:16 | Because they're part of the
Collaboration Zone, they have exactly the same
| | 01:20 | permissions as the parent site.
| | 01:22 | We continued to add more subsites under
projects, for example, of a Staff Survey
| | 01:27 | and Relocation 2013 and all of those
have the same permissions that they've got
| | 01:32 | from Projects and Projects in turn got
its permissions from its parent, the No
| | 01:37 | Obstacles Collaboration Zone.
| | 01:40 | So currently in our site everything has the
same permissions all the way across the board.
| | 01:47 | If you have a small team or small
organization that might actually be the
| | 01:53 | reality that the people who can get
into the Project sites can get into both of
| | 01:56 | them and they have all of the same
permissions on the Team Orientation library
| | 02:01 | and the same permissions on Documents.
| | 02:03 | But as your site gets more complex,
inevitably there are apps and there are
| | 02:09 | sites that may end up
having different permissions.
| | 02:12 | Now to be clear, whenever you talk to
users in your organization, they will
| | 02:17 | almost always insist that they have
information that needs to be protected that
| | 02:21 | no one else can see and they'll
want to have different permissions.
| | 02:25 | I would always encourage you to ask,
is it true, for example, that they
| | 02:29 | shouldn't be able to see these
documents or is it simply that you haven't let
| | 02:33 | them see these documents?
| | 02:35 | This is a real difference, because you
don't want to spend a lot of your time
| | 02:39 | managing permissions in your site
or creating new roles because each
| | 02:43 | department has a slightly different
spin on who they believe should have
| | 02:47 | access to documents.
| | 02:49 | So it's helpful to have real
conversations about whether or not documents need
| | 02:54 | to be protected or they
simply need not to be advertised.
| | 02:59 | So let's take a look at what
happens, then, when we break inheritance.
| | 03:03 | If we say for example that this site,
the Project site, is going to have
| | 03:08 | different permissions than the No
Obstacles Collaboration Zone, then we simply
| | 03:13 | break that inheritance.
| | 03:14 | We say we're not going to look to the No
Obstacles Collaboration Zone anymore to
| | 03:18 | be able to find out who has
permission to the Project site.
| | 03:22 | But when we do that, we've made
that same decision for Staff Survey
| | 03:26 | and Relocation 2013.
| | 03:28 | We can't skip a generation on inheritance.
| | 03:31 | We either inherit from
our parent site or we don't.
| | 03:35 | So when we change permissions at any
subsite, every subsite below that then has
| | 03:41 | to either rely on its parent for
permissions or have specific new permissions.
| | 03:47 | I can also change the permissions
for a particular library, but because
| | 03:51 | libraries don't have sub-libraries I
don't have as much at stake here when I
| | 03:57 | decide for example that we need to have
a different set of permissions for the
| | 04:01 | Team Orientation library.
| | 04:03 | There are some best practices then to
make sure that you try to maintain as much
| | 04:07 | inheritance as you can.
| | 04:09 | If you think about what the nightmare
is from an administrative perspective,
| | 04:13 | it's that every site has different permissions.
| | 04:16 | If you think about what would be the
easiest administrative load, it's that
| | 04:19 | everything is inherited, and of
course the reality is always going to be
| | 04:22 | somewhere in the middle.
| | 04:23 | So the best practices around permissions
begin by saying that I'm never going to
| | 04:29 | give permissions to anything to an individual.
| | 04:31 | For example, let's say we're talking
about a library and right now the only
| | 04:37 | person who can go in and edit that
library is the product development director,
| | 04:42 | that's Laverne Cheval.
| | 04:43 | So we're going to give Laverne one
kind of permissions and other individuals
| | 04:47 | different permissions.
| | 04:48 | We will never give permissions just to Laverne.
| | 04:51 | Instead we will create a group and that
might be, for example, Product Development Owner.
| | 04:58 | Whatever the site name is that's
appropriate to describe that role and then
| | 05:02 | we'll pull Laverne into the group.
| | 05:04 | By doing that, when there is someone
else for example, when Laverne's job gets
| | 05:08 | really large and out of control and she says,
"I need to have someone else help me with this,"
| | 05:13 | we're not then adding another
individual, and when she switches roles and we
| | 05:17 | bring someone else in, we're not having to
change her permissions into someone else's.
| | 05:21 | So always we will create a group,
assign permissions to the group, and then add
| | 05:26 | people to the group.
| | 05:28 | We always want to set
permissions at the highest level possible.
| | 05:32 | If we have three libraries in a site
and we're told we need to set permissions
| | 05:38 | for this library so that we have a group
of readers and a group of contributors,
| | 05:42 | it's worth asking, is that true
for any other library in the site?
| | 05:47 | Because if it is, then it's worthwhile
to create that group at the site level,
| | 05:52 | put people in it, and then those
libraries can inherit those permissions.
| | 05:56 | I'd prefer to set permissions for site
collections for the entire server rather
| | 06:00 | than any individual site.
| | 06:02 | I'd rather set permissions for a site
rather than individual libraries and even
| | 06:07 | though I can set permissions for a
document, I really struggle not to do that
| | 06:12 | because then I'll have to manage all of
these permissions at the document level.
| | 06:16 | If it's a document that's
| | 06:17 | that important then only a small number
of people should have access, it's not
| | 06:21 | going to be the only one.
| | 06:23 | Sooner or later there
will be another and another.
| | 06:25 | So you may as well create a special
library for those documents and set
| | 06:28 | permissions in the library.
| | 06:30 | The same sort of logic is why we never assign
permissions to individuals, only to groups.
| | 06:36 | My practice is that we assign
permissions to libraries and not to documents.
| | 06:41 | Whenever possible I want to use
these broadly-based, higher-level groups.
| | 06:46 | So here we are in a library, in the No
Obstacles Collaboration Zone and it says
| | 06:51 | right here, "This library
inherits permissions from its parent,"
| | 06:54 | --The No Obstacles Collaborations Zone--.
| | 06:57 | When I look at the Permissions in
this library, I have some choices.
| | 07:02 | One is to go back and to Manage the Parent.
| | 07:04 | What it really means is go up to
the parent site to set Permissions.
| | 07:09 | The next choice then is to say I'm
going to Stop Inheriting Permissions, and I
| | 07:13 | will Set New Permissions here.
| | 07:15 | Then I can say I'd like to Check Permissions.
| | 07:18 | If I would like to have some different
choices for this particular library then
| | 07:24 | what I need to do is
Stop Inheriting Permissions.
| | 07:27 | If on the other hand, I believe that
the permissions for this library should be
| | 07:32 | the permissions for the entire site
then I need to go up to the parent site to
| | 07:36 | manage these permissions.
| | 07:38 | Those are the basics of how
security and inheritance works.
| | 07:43 | In the next few movies you'll see
how to create a new security group, how
| | 07:46 | to modify a group, how we place
users in then new group, and then how we
| | 07:50 | delete users from groups.
| | 07:52 | But remember that for every site you
already have a basic set of groups that
| | 07:57 | exist for you that were created by SharePoint.
| | 07:59 | Members who can edit, Owners who have
full control, and Visitors who can read.
| | 08:05 | When those three groups aren't enough
then it's time for us to watch the other
| | 08:10 | videos in this chapter.
| | Collapse this transcript |
| Creating a new security group| 00:00 | Now, before you start creating new
groups in SharePoint, you should probably
| | 00:04 | talk to your Active Directory
Administrator, or if you're not the SharePoint
| | 00:08 | Site Administrator, talk to your
SharePoint Administrator, because in many
| | 00:12 | environments, what you'll do is you'll
create the only groups that you want to
| | 00:17 | create in Active Directory and then
you'll actually trust those Active Directory
| | 00:21 | groups in SharePoint.
| | 00:23 | But in many other environments you can
create groups directly in SharePoint and
| | 00:27 | that's actually advised.
| | 00:28 | So if you need to create
groups, this is how you'll do it.
| | 00:32 | Here in your SharePoint site you'll
choose Site Contents, and then you'll choose
| | 00:35 | Settings, and then you'll choose People
and Groups, and you'll say, I'd like to
| | 00:41 | create a New Group, for example.
| | 00:43 | So while I'm looking at the
group, I can add people to it.
| | 00:47 | If I click More and I'm looking at my
groups, I can choose to Create a New Group.
| | 00:52 | So I want a new group that actually
owns the materials in the Orientation
| | 00:55 | folder, so I'm going to call
these folks Orientation Owners.
| | 00:59 | And About Me is about the group, not
necessarily about me the person typing
| | 01:05 | this information in.
| | 01:06 | And this is "Owners of the
Team Member Orientation library,"
| | 01:11 | --might be more than one library now
that I think about it--so that works.
| | 01:15 | The next questions are, this group
exists, who can see who's in the group.
| | 01:18 | And I don't mind if everyone sees
who's in this group, but there are other
| | 01:21 | groups that, for obvious reasons,
everybody doesn't need to know who's in them.
| | 01:25 | Who can edit the membership of this group?
| | 01:27 | Well, it's only three of us, but right
now only I have the authority to add people.
| | 01:32 | But you will often have small groups that
members of the group can add someone else.
| | 01:36 | For example, a group of
administrators of a site might be able to add
| | 01:40 | other administrators.
| | 01:41 | Are we taking any requests
to leave or join this group?
| | 01:44 | If we are, then there'll actually be a
link that says, "If you want to join this
| | 01:47 | group," or, "If you believe you should
have access to this site, click here."
| | 01:50 | And if so, and you say yes, you
can then auto accept requests.
| | 01:54 | Imagine this for a site where what
you're really trying to do is have more and
| | 01:58 | more people join, and you
could say, "Click here to join."
| | 02:01 | When the email comes in, it's
automatically granted, and that person can
| | 02:04 | then get to the site.
| | 02:05 | That's not the case here.
| | 02:07 | We're not trying to draw people in;
| | 02:08 | we're trying to keep people out.
| | 02:10 | In the permission level then for the
administrators is a Design Level of
| | 02:14 | Permission, so they can View, Add,
Update, Delete, Approve, and can even
| | 02:19 | Customize the columns, for
example, in the views themselves.
| | 02:23 | So let's go ahead and create this
new group, and I created it so I'm
| | 02:27 | automatically in it.
| | 02:29 | I want to create another new group as
well; I can add more users here, but first
| | 02:33 | I'm actually going to go to Groups
and say, let's create another New Group.
| | 02:37 | And this is Orientation Visitors.
| | 02:40 | Owners have full control, Members
are contributors, and Readers are
| | 02:44 | considered to be Visitors.
| | 02:46 | So this is, "Anyone who can view
the Team Orientation materials."
| | 02:51 | So again, I'm casting a net at a broader level.
| | 02:54 | Rather than saying it's this library,
we may have two or three libraries that
| | 02:58 | have these materials in them, or we may
have found that this group also has lists
| | 03:03 | that have similar kinds of constraints.
| | 03:05 | Who can view the membership? Everyone.
| | 03:08 | No requests and no
automated responses to requests.
| | 03:11 | And these folks can only Read, so
they can view pages and list items and
| | 03:16 | download documents, and I'm
going to create this group.
| | 03:19 | And I'm a member because I created it.
| | 03:22 | Now, you might say, "Well, that's
strange, because here you can only read and
| | 03:26 | here you actually can do
almost anything you want."
| | 03:28 | And I'd point out that because I'm a Site
Administrator, I can do even more than that.
| | 03:33 | You are always granted the highest
level of permissions that you have available
| | 03:37 | to you, so the fact that here I'm a
Reader, this never really kicks in; what
| | 03:41 | kicks in is that I'm an Owner.
| | 03:43 | But here's the interesting thing,
someday I may not be working with this server
| | 03:47 | in the same way, and I may be removed
from an ownership role; there will be
| | 03:51 | another Owner, and when that
happens I'll still be a Visitor.
| | 03:54 | That's not altogether a bad thing.
| | 03:57 | If you need to come back and modify
any of those group settings, it's easy
| | 04:01 | enough, just come back to Site Settings,
go to People and Groups, go to Groups,
| | 04:06 | choose the group that you want to
change the settings for, and then come in and
| | 04:10 | change the Owner, the Group
Settings, Membership Requests, and so on.
| | 04:15 | So, easy enough to create a group and
easy enough to modify the settings. Now
| | 04:19 | let's add some users to our group.
| | Collapse this transcript |
| Adding a user to a security group| 00:00 | I've just created two new Security
Groups called Orientation Owners and
| | 00:04 | Orientation Visitors, and now we're
going to add users to those groups.
| | 00:08 | So I'm going to choose New>Add Users,
and Mark is a member of this group and
| | 00:14 | Akee is a member of this group, and that's it.
| | 00:17 | Now, what I can do is I
can send an email invitation;
| | 00:20 | that option is already on.
| | 00:21 | And I can add a personal message to the
link that says, you're an administrator
| | 00:25 | of this group, and I'm
actually going to do this.
| | 00:28 | All right, I'm all set, I'm going to
click Share, and those emails are going
| | 00:31 | to go winging out to those folks,
and you can now tell that they're
| | 00:34 | Orientation Owners.
| | 00:35 | Now, the next thing I'm going to do is
go to Orientation Visitors, and I can add
| | 00:41 | then users to this group.
| | 00:43 | And I can actually add
people by adding entire groups.
| | 00:48 | And you want the equivalent of everyone,
which is sometimes everyone, but on
| | 00:52 | this server it's
actually the group called Users.
| | 00:55 | Those are the kinds of things you
know when you work on a site for a while.
| | 00:59 | So we're going to add all
users as Visitors to the site.
| | 01:02 | Now, what that means is that anybody
who can log into the site, anyone who has
| | 01:06 | permission, AllUsers@no-obstaclesinc.com,
will be able to go in and have the
| | 01:11 | Visitor permissions on this site, and
those are permissions where they will
| | 01:16 | simply be able to go in and to Read Only.
| | 01:19 | If they're also Members of course,
they'll have even more rights than that, and
| | 01:23 | if they're Owners, even more rights.
| | 01:25 | They'll always be granted
rights at their highest level.
| | 01:28 | But right now we have this Orientation
Visitors group that has everyone in it.
| | 01:32 | We have not yet linked either
of these groups up to a library.
| | 01:35 | So we're going to do that now.
| | Collapse this transcript |
| Deleting a user from a group| 00:00 | So what happens when we need to
remove somebody from SharePoint groups?
| | 00:03 | Well, as you can imagine we need to
show up in our Site Contents and click
| | 00:07 | Settings and come backstage here.
| | 00:09 | And you'll notice that here are my Groups.
| | 00:12 | I have my No Obstacles Members, and
let's say, for example, that we're removing
| | 00:16 | Tom from this group; we simply choose
and we say that we're going to Remove
| | 00:21 | Users From the Group.
| | 00:22 | We're about to remove Tom from this
group; is that okay? And I can say, all
| | 00:26 | right, and now he's gone.
| | 00:28 | That's how it works.
| | 00:29 | The other thing is, it's kind of nice
to be able just to look at all of the
| | 00:33 | people that I have to begin with.
| | 00:35 | So if I click on Site Contents and we
go to Settings, and we go to People and
| | 00:39 | Groups, then I actually have the
ability to go group by group and to make sure,
| | 00:43 | oh, well Tom is still an Owner here. I
might want to remove him here, and he's
| | 00:48 | part of All Users so he'll
still have some permissions.
| | 00:50 | So remember, you're always given
permissions at your highest level, but Tom will
| | 00:53 | still be able to be a Visitor to No
Obstacles even if we've removed him from
| | 00:57 | Members and even after
we remove him from Owners.
| | 01:01 | If you really want someone gone, they
need to be removed from the Site Collection.
| | 01:05 | So remember that if you're managing
the entire SharePoint Foundation site for
| | 01:11 | folks, that one of the things that you'll
need to consider is having a process in
| | 01:14 | place to add new users whenever they've
been hired and to remove users when they
| | 01:20 | leave your organization.
| | 01:22 | That's how easy it is to add someone to a
group and to remove someone from a group.
| | 01:26 | So now we know how to manage groups and
how to manage users, the last thing we
| | 01:31 | need to do is to be able to put
together our libraries and sites and these
| | 01:37 | groups of users that we've
created and given permissions to.
| | Collapse this transcript |
| Setting permissions for a library or site| 00:00 | We started this entire conversation
about permissions because we had a
| | 00:04 | business problem to solve.
| | 00:06 | And the business problem was that
our Team Member Orientation library has
| | 00:10 | permissions that are different
than the rest of the SharePoint site.
| | 00:13 | In the site as a whole it's just fine
for everyone who has access to the site to
| | 00:19 | be able to contribute and to be able to
edit the documents that are here, but in
| | 00:23 | this library there's a smaller group
of folks who are allowed to edit and
| | 00:26 | everyone else who would normally be a
Contributor is instead simply a Reader.
| | 00:31 | So we need to set different
permissions for this library.
| | 00:34 | Let's click Library>Library Settings and
choose Permissions for this Document library.
| | 00:40 | Currently this library inherits
permissions from its parent, and there is a
| | 00:45 | broad yellow stripe that lets us
know that, and that is the No Obstacles
| | 00:48 | Collaboration Zone: that's the
parent site that this library sits in.
| | 00:52 | We're going to Stop Inheriting Permissions.
| | 00:55 | Now, notice that already there's a raft
of Permissions that have been set up at
| | 00:59 | the site level, and this is the
beauty of us setting up those Orientation
| | 01:03 | Owners and Visitors in the site, because now
we can inherit them in any library we wish.
| | 01:08 | But I'm going to Stop Inheriting
Permissions, click OK, and now this library
| | 01:13 | has unique permissions.
| | 01:15 | Orientation Owners and Orientation
Visitors are the two groups that I want to
| | 01:19 | have permissions to this site.
| | 01:22 | I don't want the permissions from the No
Obstacles Site as a whole to be at play here.
| | 01:27 | So I'm simply going to select those three
groups here and we're going to delete them.
| | 01:33 | I click Remove User Permissions.
| | 01:35 | It says, "Are you sure you want to
remove all permissions for the selected users
| | 01:39 | and groups," and I'm going to say OK.
| | 01:41 | And here now are the two unique groups
we created and these and the folks who
| | 01:47 | are in the Owners group are the only
people who will be allowed to do anything
| | 01:51 | other than Read in this particular library.
| | 01:54 | Now, I should also show you how you
reverse this, because sometimes you'll have
| | 01:58 | a Document library and you actually
want it set up this way to begin with.
| | 02:02 | You don't want other people editing
it until you have all the documents in
| | 02:05 | place, but then you'd like to change
that and fall back on the same permissions
| | 02:09 | the rest of the site has.
| | 02:11 | To return and reinherit the permissions
from the parent site, you simply delete
| | 02:16 | the unique permissions.
| | 02:17 | This feels a little scary when you just
look at the button, it's like you delete
| | 02:20 | the only permissions you have, but what
it's really deleting is uniqueness, not
| | 02:25 | the unique permissions.
| | 02:27 | And therefore, when I delete the
unique permissions, all of the permissions I
| | 02:31 | had before come back.
| | 02:32 | So this is how we set permissions in a subsite.
| | 02:35 | This is how we set permissions in a library.
| | 02:39 | Say that you want to stop inheriting
the permissions, make sure you have the
| | 02:42 | groups in place already with the
permissions that you'd like to have for the
| | 02:46 | new permissions and then simply remove the
user permissions that you don't want to have.
| | 02:50 | That looks all set; we have the unique
permissions here in our library, let's go
| | 02:55 | back to our No Obstacles site.
| | Collapse this transcript |
|
|
ConclusionNext steps| 00:00 | Well, that's the end of SharePoint
Foundation 2013 Essential Training.
| | 00:04 | It's truly been a privilege to be
able to create this course for you.
| | 00:08 | So what might your next steps be?
| | 00:11 | Well, you'll always find great
information about SharePoint on
| | 00:14 | sharepoint.microsoft.com, so I
encourage you to visit there pretty frequently.
| | 00:19 | For example, you'll find resources;
| | 00:22 | you'll find information about what
different customers have done with SharePoint.
| | 00:27 | You can download trials of SharePoint
if you're actually looking at this in
| | 00:31 | advance of having installed it.
| | 00:33 | And you'll find really great SharePoint
Blogs that give you information to keep
| | 00:37 | you up to date on what's happening
with Microsoft SharePoint, not just this
| | 00:42 | version, but rolling back for quite a while.
| | 00:45 | In terms of other learning resources,
if you enjoyed taking a look at Workflows
| | 00:50 | or feel that you'd like to do more
with branding in your site, consider the
| | 00:54 | SharePoint Designer courses in
the lynda.com Training Library.
| | 00:58 | For example, Building Custom Workflows,
Branding SharePoint Sites, and Creating
| | 01:03 | Data-Driven Web Pages.
| | 01:05 | There's so much integration between
Office and SharePoint, whether you're
| | 01:10 | working in Office 365 or you're
working with an installed version of Office,
| | 01:15 | that this is a great time to leverage
your learning around the Office products
| | 01:20 | that touch SharePoint most deeply.
| | 01:22 | For example, if you want to do forms
development in SharePoint, I'd like you to
| | 01:27 | take a strong look at InfoPath,
because there's not a faster, better, more
| | 01:31 | accessible tool for form creation.
| | 01:34 | Take a look at Excel; Excel
has so many touch points back to
| | 01:39 | Microsoft SharePoint.
| | 01:41 | And you've seen what you can
do with Access and Outlook.
| | 01:44 | So please take a look at these Essential
Training courses in the lynda.com Library.
| | 01:49 | And finally, there will be future
SharePoint courses on lynda.com, so visit
| | 01:54 | frequently to find out what new
learning we have in store for you, as you work
| | 01:59 | with Microsoft SharePoint
Foundation and the other SharePoint products.
| | Collapse this transcript |
|
|
