IntroductionWelcome| 00:04 | Welcome to SharePoint
Server 2013 Essential Training.
| | 00:07 | My name is Gini Courter. In this
course we will be taking a look
| | 00:10 | at the features of Microsoft
SharePoint. Server both the enterprise and the
| | 00:15 | standard version. And we
will began with basic questions
| | 00:18 | like what is your point? And how do I use it?
| | 00:21 | We'll learn how to work in team
sites. The zones that are created for
| | 00:25 | collaboration in SharePoint.
You'll learn how to edit and share and
| | 00:29 | save documents in this environment.
How to work with libraries and lists.
| | 00:34 | How to use the social features of
SharePoint, many of which are new in this version.
| | 00:40 | So that you can collaborate
with your co workers in other ways.
| | 00:43 | We'll talk about how you
can create content types.
| | 00:46 | And document sets. That are
specific to your organization and
| | 00:50 | its work. Whether it's Office or Outlook,
| | 00:53 | Excel or InfoPath, OneNote or Visio,
| | 00:57 | SharePoint makes the experience of
all of those office applications more
| | 01:01 | powerful and rich. There's a
lot to learn in this course,
| | 01:05 | let's get started.
| | 01:07 |
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1. Introducing SharePointWhat is SharePoint?| 00:00 | Different people work with different
aspects of SharePoint, so for some of us,
| | 00:03 | SharePoint is a collaboration site.
For others of us, SharePoint is simply a
| | 00:08 | place to store documents. For
some of us, SharePoint is a workflow
| | 00:12 | engine that's used to automate
tasks that we do on a 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
| | 00:23 | MIcrosoft Excel. It's not
even a suite of applications
| | 00:27 | like Outlook 2010 with the
calendar, tasks, and email.
| | 00:31 | Or Microsoft Office, Microsoft SharePoint is
more than simply an application or program.
| | 00:37 | SharePoint is what's called a platform.
And you and I can use SharePoint to do
| | 00:42 | the thing it does best which is to create
powerful websites that have features that
| | 00:45 | allow you and I work together in
ways that we hadn't previously imagined.
| | 00:51 | SharePoint is a product that's installed
on a server, so unlike Word for example,
| | 00:56 | or Outlook, or Adobe Reader, we don't
install SharePoint on our local desktop.
| | 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 work flows,
| | 01:10 | or to change how SharePoint appears.
Or we might want to use InfoPath to
| | 01:14 | create forms that work with SharePoint.
But SharePoint itself, lives on a server.
| | 01:19 | And you and I then connect to that
server, using a browser, from our desktop
| | 01:23 | or laptop, from a tablet, from a mobile device.
| | 01:27 | But for many of us, our first
introduction to SharePoint, and the
| | 01:30 | primary way that we use
SharePoint, isn't using a browser.
| | 01:34 | It's by using the Office
products that we use already.
| | 01:37 | For example, we can create and save
products in Microsoft Word, PowerPoint,
| | 01:41 | or Excel on our SharePoint site. We
can edit the documents that we create,
| | 01:46 | either on our desktop, in a browser
using Office 365 or we can view them on a
| | 01:50 | mobile device. Word, Excel,
and PowerPoint, these core
| | 01:55 | Office products, are made to
work with Microsoft SharePoint.
| | 01:59 | And so it's very easy to collaborate on
documents by placing them in a SharePoint environment.
| | 02:05 | The other thing we get then of course is
because that document is hosted on a server.
| | 02:10 | I don't necessarily need to have access
to my own laptop or desktop to be able to
| | 02:14 | go retrieve a document. It's
very easy to access my documents
| | 02:18 | from this common store where I
save them, 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
| | 02:30 | in SharePoint that I connect back to Outlook.
| | 02:34 | Perhaps my team's calendar or a
calendar of events that we're 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 on vacation or attending conferences.
| | 02:50 | So we can create group or team
calendars in SharePoint that every single of the
| | 02:54 | member can view using Outlook. The
same thing is true for contacts and
| | 02:59 | for tasks. InfoPath has
a special relationship to
| | 03:03 | SharePoin because InfoPath is used to
create forum templates that other users
| | 03:07 | can then fill out using
InfoPath forum filler and SharePoint.
| | 03:12 | So I'll create a forum, host it in
SharePoint, and make it broadly available
| | 03:16 | for an entire team. I can
publish Visio diagrams as webpages
| | 03:20 | and host them in SharePoint.
And there are enterprise services
| | 03:25 | available in SharePoint server, which
provide hosting for things like Visio,
| | 03:30 | Access, Excel, and so on.
Microsoft Project actually uses a
| | 03:35 | particular version of SharePoint for
people who want to collaborate using
| | 03:39 | project at the enterprise level. So
we have these core Office applications
| | 03:45 | that are well supported by
every version of SharePoint.
| | 03:48 | And then we have these other members
of the Office family that have some
| | 03:51 | integration with all versions of SharePoint.
| | 03:54 | But that have special services in
SharePoint Enterprise, the version that
| | 03:57 | we'll be talking about in this
course. But what is SharePoint?
| | 04:02 | I've told you a little bit about what it does.
| | 04:04 | But what is it? Microsoft
has been asked this question
| | 04:07 | ever since the very first version of
SharePoint came out, which was called
| | 04:10 | Team Sites. So, Microsoft Team Sites, which was
| | 04:13 | around for a couple of versions, was
difficult for people to imagine, hard for
| | 04:17 | them to wrap their heads around. And
that basic foundation of Team Sites,
| | 04:22 | has done nothing but expand to provide
more and more features that you and I can use.
| | 04:28 | So, how does Microsoft
explain what SharePoint is?
| | 04:31 | Well they start by saying, that we use
Microsoft SharePoint to create websites.
| | 04:36 | We create sites that are places
where people can work together, can save
| | 04:40 | documents, can go find information. So
very specific full featured websites.
| | 04:47 | You can then invite members of
your team to work on a site with you.
| | 04:51 | Because you have a site in common, you
have a common platform for collaboration.
| | 04:56 | So when my group of folks in my workplace
saves things togheter in a particular site.
| | 05:02 | We can then access those documents, we
can share them, we have a single source
| | 05:05 | of truth about where they are when I ask,
where's the latest version of the calendar?
| | 05:10 | The answer would be, it's on our team site.
| | 05:13 | Where's the up to date contacts list?
I don't have to ask who has that, it's
| | 05:16 | the one on our team site. And
we create this community together
| | 05:20 | then of people who have access to a
common set of information that's always
| | 05:23 | kept current. I can
invite particular people to one
| | 05:27 | site, a different set of folks to another.
| | 05:30 | This can be based on things like
geography or having common tasks that we share.
| | 05:34 | But it can also be that we want to
create a quick community of folks who want to
| | 05:38 | help plan a shower for one of the
employees in the workplace or want to be
| | 05:41 | able to get together to bounce
ideas around a particular project.
| | 05:46 | So the communities can be long lived,
they can be institutionalized communities
| | 05:50 | or they can short lived ad hoc
communities of folks who need to work together.
| | 05:55 | Because we have really good content
controls, we don't have to worry about
| | 05:58 | having versions of documents
availabe that peoople shouldn't see.
| | 06:02 | .
So, we'll be generating lots and lots of
| | 06:04 | content, for project teams,
institutional content, being provided by groups, like
| | 06:09 | the HR department, new
documents for employee inboarding.
| | 06:14 | We can have all of our policy
manuals here, all of our forms that are
| | 06:17 | necessary, to get our work done.
And all of that content, can live in
| | 06:21 | SharePoint that creates a
huge problem. How do we find it.
| | 06:26 | Well, SharePoint has
excellent search capabilities.
| | 06:29 | So, when I create my documents, I can
search for them in a particular library
| | 06:32 | or a larger zone. A site or I
can even search on all of the
| | 06:36 | sites that I have access to
to find particular content.
| | 06:40 | Whether it's an Excel Spreadsheet
that I know that I need or a Power Point
| | 06:43 | presentation that I saw yesterday.
So, SharePoint provides great search
| | 06:48 | capability that allow us to go and
search all the content that we've created.
| | 06:54 | But because we've aggregated all of
this content in one place we also have the
| | 06:57 | ability to gain insights from it.
That we wouldn't if it was sitting on
| | 07:01 | different peoples desktops in different
peoples inboxes, in different network shares.
| | 07:07 | So, we can aggregate
information about the content we have.
| | 07:10 | Wether we're gaining information out of
a database, or getting information from
| | 07:14 | some lists that we're keeping. We
can do some regular kinds of reporting
| | 07:18 | about the information that
we're keeping in SharePoint.
| | 07:23 | Our ability to gain insights from the
data that we have stored in SharePoint,
| | 07:26 | is based on which version of
SharePoint we're working with.
| | 07:30 | We have some limited ability to be able
to mine data from SharePoint foundation.
| | 07:35 | But we're working with SharePoint
Enterprise Server and we have all the
| | 07:39 | tools necessary to create key performance
indicator pages and to work with business
| | 07:44 | intelligence robustly in SharePoint.
And then finally there's the sixth aspect
| | 07:50 | of SharePoint. This is the
SharePoint product as designed.
| | 07:54 | Finally we have something called
Composites, and what Composites means is
| | 07:56 | the extensibility of SharePoint.
The ability to create new things with
| | 08:00 | SharePoint that are very
specific to your business.
| | 08:05 | For example, there's the ability to add a
workflow to a document library or a list
| | 08:09 | or even a site. There's the
ability to create customized
| | 08:14 | content, custom lists, custom libraries.
All kinds of custom apps that you would
| | 08:19 | create, that would allow
SharePoint to best meet your situation.
| | 08:25 | There is lots of out of the box
capability to create sites, to invite
| | 08:29 | people to specific communities. To
be able to manage our content, to
| | 08:34 | search through it and to goner some
kind of business inside around it.
| | 08:39 | But composites truly make SharePoint
extensible and useful in every business setting.
| | 08:44 | So what is your point? It's not
an application like word or excel.
| | 08:48 | It's not a set of applications like output
Outlook, SharePoint is more than a program.
| | 08:53 | SharePoint is a platform that
organizations use to build web based
| | 08:57 | solutions to solve a wide
variety of business problems.
| | 09:01 | And with SharePoint It's easy for
us as users because we use the same
| | 09:05 | applications we've always used.
But now we use them with SharePoint,
| | 09:09 | Outlook with SharePoint, Word with
SharePoint, Visio with SharePoint.
| | 09:14 | And SharePoint simply enhances the user
experience and allows us to collaborate
| | 09:18 | and do more together than we
could possibly have done alone.
| | 09:23 |
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| Understanding SharePoint roles| 00:00 | When you're invited to a SharePoint
site, you'll be able to interact with the
| | 00:03 | things you find in that site.
Different lists and libraries, documents
| | 00:08 | and items 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 rule is that of an owner.
And an owner has full control of a site,
| | 00:21 | or a list or a library, and can do
anything with it that they want, they own it.
| | 00:25 | Next, we have designers, their
permissions are little more limited.
| | 00:29 | They can view, add, update, delete,
approve, and most importantly, they can
| | 00:33 | customize the things that they're
given a designer role in relationship to.
| | 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
| | 00:45 | don't have the ability to do
things like customize the site's design.
| | 00:50 | A contributor has even more limited
permissions because well editors have the
| | 00:55 | 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 posts.
| | 01:08 | Finally, we have members of a site who
we only want to have read items there and
| | 01:12 | we'll give them the reader role. So
they have the ability to look at any
| | 01:17 | item that's there. They
might even have the ability to
| | 01:20 | download a document and
edit it but not to resave it.
| | 01:24 | If they want to save it, they'll need to
save it locally on their desktop or laptop.
| | 01:28 | So these are the five primary roles.
You might have different roles on
| | 01:32 | different SharePoint sites, you may have
different roles within a SharePoint site.
| | 01:38 | In SharePoint, role can be established at the
higher level, at the level of a site collection.
| | 01:43 | A site collection is just what it sounds like.
| | 01:45 | A whole collection of site in one
container generally administered by the
| | 01:48 | same person or group of people. And
the members are generally the same
| | 01:52 | people or with a great deal of overlap.
So we can have a set of roles that are
| | 01:57 | assigned at the collection level, or
at the level of an individual team site.
| | 02:03 | Or we can have different roles based on
specific apps within a site, a library or
| | 02:07 | a list. So, I might for example in site A be
| | 02:11 | someone who can only read the documents
in library one but, I actually have the
| | 02:14 | ability to contribute to library two.
In site B, I may have permissions for any
| | 02:20 | lists and library there
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 one, library
two and list one in site A.
| | 02:36 | We would generally simply set the
permissions at the level at the site,
| | 02:39 | establish those roles there. And
then allow those roles to also work
| | 02:44 | for the libraries and lists. Now
I've used the words permission and
| | 02:48 | role together here in the same sentence.
When you, in turn, are establishing a
| | 02:52 | site later on in SharePoint. And you
need to determine what user roles are.
| | 02:58 | After you've established the roles
that are available, you will then assign
| | 03:02 | specific groups of people permissions,
and that is how they will get these roles.
| | 03:08 | We could talk about SharePoint roles,
but when you go to actually set these in
| | 03:11 | SharePoint the title of the
pages, permissions levels.
| | 03:15 | And you'll learn more about this later in the
course under the title SharePoint Permissions.
| | 03:20 | For now its enough to know that the
roles that you have are assigned by someone
| | 03:24 | else a site owner or
SharePointed administrator.
| | 03:28 | And that your role may different from
site to site and within a site from one
| | 03:32 | list or library to another.
| | 03:35 |
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| Understanding SharePoint products| 00:00 | As if SharePoint itself wasn't complex
enough, Microsoft has made it a little
| | 00:04 | 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, some place nearby there is
SharePoint 2013 Foundation that would be
| | 00:36 | available for you to use. Then
there's SharePoint Server 2013,
| | 00:42 | Standard version. This is a
separate product that larger
| | 00:45 | organizations can purchase, and install.
It has all of the bells and whistles of
| | 00:50 | Foundation, plus a few more
things, improved search, and so on.
| | 00:54 | Then SharePoint Server 2013 Enterprise.
Now, SharePoint Server Enterprise has a
| | 00:59 | lot more capability, because in
addition to everything that's offered in
| | 01:03 | Foundation and in Server Standard,
Enterprise includes some specific
| | 01:07 | services, that are made to
extend the capabilities of SharePoint.
| | 01:13 | For example, content management services,
business intelligence services and so on.
| | 01:18 | And then a new version of SharePoint that
came out in 2011, is called SharePoint Online.
| | 01:24 | Now SharePoint Online, is one of the
servers that comes with Office 365, which
| | 01:28 | is a subscription version of Microsoft Office.
| | 01:32 | Some organizations purchase the
subscription version of Office 365 that
| | 01:37 | also includes licenses or Office on the desktop.
| | 01:41 | But for many Office 365 users,
their entire experience of Office and
| | 01:45 | SharePoint both is
through a browser in the cloud.
| | 01:50 | Any of these SharePoint products can
be hosted in the cloud, but SharePoint
| | 01:53 | Online really only lives there. In
this course we will be focusing on
| | 01:57 | SharePoint Server 2013, the
standard an enterprise versions.
| | 02:02 | But you will find other courses for
SharePoint 2013 foundation and SharePoint
| | 02:08 | online or SharePoint in office
365 in the lynda.com library.
| | 02:14 |
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| Connecting to SharePoint| 00:00 | The last part of our introduction, is
learning how we'll connect to SharePoint.
| | 00:04 | SharePoint sends email messages
to people to invite them to sites.
| | 00:08 | And my colleague Mark Lacey, has given us
permission to look into his inbox, to see
| | 00:12 | the various invitations that he's
received from SharePoint, and from me.
| | 00:18 | Normally someone will send you an
email or will provide you with a link.
| | 00:23 | If you already have a username and
password somewhere else in the site
| | 00:26 | collection, or if your site is set up
internally, and you can log in to active
| | 00:30 | directory in Windows, all
you really need is the link.
| | 00:35 | So, I'm going to go ahead and click
this link, and I'll be taken to my site.
| | 00:40 | I'm already logged in and
it knows what to do with me.
| | 00:42 | But it's possible that I'd
begin with another type of task.
| | 00:45 | Another type of email. For
example, I've sent Mark Lacey a
| | 00:49 | document, but that document
isn't attached to this message.
| | 00:53 | This is just a link. So,
that Mark can open this document
| | 00:56 | directly from the SharePoint site. So,
that's another way you may be invited
| | 01:00 | to a site. A third
possibility is that you actually
| | 01:04 | have a role. You're given
for example a task in a work
| | 01:07 | flow and you're asked to go open
up a forum and make some changes.
| | 01:11 | And finally you can receive an invitation
that says you have a new change in role.
| | 01:17 | In this case, Mark has been added as
an owner of the orientation library on a
| | 01:21 | site, and here is a link that takes
him to the site where he's the owner.
| | 01:26 | So, it almost always starts with an
email invitation, and it always starts with a
| | 01:31 | URL of some kind. However
you receive your invitation, I
| | 01:35 | encourage you to click that
hyperlink and jump into SharePoint.
| | 01:39 | Let's go ahead and start on the
rest of our learning together.
| | 01:42 | It'll be an amazing journey.
| | 01:44 |
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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 with.
| | 00:11 | Some of them are your colleagues, they
may be external partners like vendors,
| | 00:15 | they might be customers. People
in your office, folks in different
| | 00:18 | offices, you might work on a global
team with members in different countries.
| | 00:23 | Or you might be in a smaller
organization, where everybody's in one
| | 00:26 | building or in one floor of a building together.
| | 00:30 | You can belong to many different teams in
almost any organization, from the formal
| | 00:34 | teams of a project team, or a
department or a work group, to less formal teams.
| | 00:39 | All of the people who have
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
| | 00:47 | giving or charitable work.
Everybody who's interested or who's been
| | 00:52 | assigned to work on the company
picnic. All of those are different teams.
| | 00:56 | And when you have a team that's
working together, all of a sudden that team
| | 01:00 | starts to generate artifacts. For
example, you'll be creating Excel
| | 01:04 | spreadsheets, and Microsoft Word
documents, and PowerPoint presentations.
| | 01:08 | And perhaps, Access databases and
project plans, and Visio diagrams.
| | 01:11 | And a few things in Adobe Acrobat, and
you'll be taking all those things and
| | 01:14 | emailing them to each other. All
of you will have inboxes full of
| | 01:18 | documents, folders in your
network share full of documents.
| | 01:22 | And you begin to think, isn't there a
better way than e-mailing documents,
| | 01:26 | clogging up our servers, having to wonder
who has the proper version of a document?
| | 01:32 | If we're a team together, surely there
has to be a way that we can support the
| | 01:36 | work of a team by providing a common
space for the things that we create
| | 01:39 | together, in order to get our job
done here for this organization.
| | 01:45 | Enter SharePoint Team Sites. A
team site is a private web space.
| | 01:49 | By private, I mean only the folks who
you give permission to participate will be
| | 01:53 | allowed access to the website.
Everyone else in your organization, and
| | 01:58 | everyone outside of your organization
won't be able to get to this website.
| | 02:02 | A SharePoint Team Site provides
a container for your team's work.
| | 02:05 | So that when you are working on a
project, you can place that information
| | 02:09 | in your project teams website. On
the other hand, when you're working on
| | 02:13 | some other document, you won't save it
there because that's not part of the work
| | 02:17 | of the team. And it
provides a collaboration space for
| | 02:21 | team members because a team site
has social networking capability.
| | 02:25 | So, this is where members of a team
can go find out who else is online.
| | 02:29 | You can connect with them using some of the
other Microsoft products that are available.
| | 02:33 | Or, you might decide that you want to
create some kind of conversation in your
| | 02:37 | team site, around an issue
that you're working to resolve.
| | 02:40 | So, a team site provides a space for
conversation and collaboration around documents.
| | 02:46 | Because when I post a document, I don't
have to email it to you 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
| | 02:54 | editing work on the document, either
before I edit the document, after I'm
| | 02:58 | finished with the document,
or while I'm editing it.
| | 03:03 | We can both edit a document together,
if we've housed it on a team site.
| | 03:07 | A team site also includes apps
that help our team stay organized.
| | 03:10 | For example, we can have a timeline,
we can have lists of information perhaps
| | 03:14 | links that we want to investigate.
Or lists of vendors that we're working
| | 03:18 | with, lists of potential issues
that have come up in our project.
| | 03:22 | We can have document libraries where
we store the documents that we want to
| | 03:25 | collaborate on together. The
team site supports social networking
| | 03:28 | within the team. But it also
supports reaching out across
| | 03:31 | our team boundary to other people who
are within our same site collection but who
| | 03:35 | maybe are not members of our team.
The social networking extends not just
| | 03:40 | within the team but beyond the team, we
also have forums for collection information.
| | 03:45 | So, that we could survey folks. Or,
if part of our work is collecting new
| | 03:48 | ideas, we could create a
form, like a suggestion box.
| | 03:52 | Tell us your new idea, click here,
and drop it into our SharePoint site.
| | 03:56 | SharePoint allows our team to
create automation for our work flows.
| | 04:00 | So, let's extend the idea
of that suggestion box form.
| | 04:03 | But now, when someone drops a form in
our team site, automatically SharePoint
| | 04:07 | scoops it up. And looks at
it and says, oh, this idea
| | 04:10 | needs to go the Marketing Department, and
automates it and send it on down the line
| | 04:13 | using email. This entire site
structure is secured by permissions.
| | 04:18 | SharePoint's very clear about who's a
member of the team, and who's not, who's
| | 04:21 | an owner of the team and whose not.
What role you have in the team, whether
| | 04:25 | you are a contributer and
editor, or 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
| | 04:35 | members to your site. And it's
extendable because SharePoint
| | 04:39 | doesn't stop with its out
of the box functionality.
| | 04:42 | You can also use other tools, like
SharePoint Designer, and the built-in
| | 04:46 | tools in SharePoint
itself to provide automation.
| | 04:51 | Forms, custom libraries, custom lists and
whatever else your team needs to best be
| | 04:55 | able to do its work
using SharePoint server 2013.
| | 04:59 |
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| Navigating in a team site| 00:00 | Every single SharePoint site has
navigation, a way that you can get around
| | 00:04 | within the site. And so,
we're going to take a look at how
| | 00:07 | navigation works in SharePoint, so you'll
be very comfortable moving around in your
| | 00:11 | SharePoint site. On the left
-hand side, we have an area
| | 00:15 | that's called the Quick Launch, and it
has for example, links to take you Home,
| | 00:18 | to Documents, which is a particular
library, a list of places that I've
| | 00:22 | recently visited, News Flash,
and Events, and sit contents.
| | 00:28 | Because I have permission at the bottom,
I'm also allowed to edit these links, you
| | 00:32 | may not see that particular function.
So, on the left, is the Quick Launch.
| | 00:37 | In some site designs, that Quick Launch
will actually appear here, at the top,
| | 00:41 | underneath the title for the site.
Above the site title, we have what's
| | 00:45 | called the Top Navigation. It's
not always turned on on every site,
| | 00:49 | on this one, it is. And what
we see is, the site we're in
| | 00:52 | right now, Inside No Obstacles. And
then, this is actually another site,
| | 00:57 | a subsite, that if I click,
I'll go visit that subsite.
| | 01:02 | That subsite has exactly the same
navigation, by the way, this is a site
| | 01:05 | that's under development, so we'll
be seeing this a lot in the course.
| | 01:10 | But here's that same navigation on the top
and here's a Quick Launch here on the left.
| | 01:14 | A lot less site content here. If I
want to return, I can simply click
| | 01:20 | Inside No Obstacles and
I'm back in the parent site.
| | 01:24 | Inside Sport is a child site
or a sub site of this site.
| | 01:29 | Every single SharePoint
component also has a Ribbon.
| | 01:33 | I'm on a web part page here, and so,
I have a page Ribbon that's available.
| | 01:38 | If I were in the Documents library, I
would instead have a Ribbon that has tabs
| | 01:44 | for Files, Documents, and tabs for
the settings for the library as a whole.
| | 01:53 | Normally, when you go to a new page,
you'll simply be in Browse mode, but know
| | 01:57 | that you can click the page, or the
library, or the items link in order to
| | 02:00 | fire up that tab of the Ribbon. And
then, click here if you want to close
| | 02:06 | the Ribbon and go back to browse. In
the upper right-hand corner, we have a
| | 02:10 | couple of different features. One
is the feature that has my name on
| | 02:13 | it, which is a place that I can go in
and enter information about myself, my
| | 02:17 | profile, which we'll do later,
or I could sign out if I wished.
| | 02:21 | There's not necessarily a need to do that.
| | 02:24 | But if I'm using a computer in a public
place, it's a good idea to sign out when
| | 02:27 | I leave SharePoint. To the
left of my name, you'll actually
| | 02:30 | see the social networking area of
SharePoint, where I have a news feed, my
| | 02:34 | SkyDrive, a place to store information in
sites, and we will be exploring all those
| | 02:38 | features later. Directly
below that, we have the ability
| | 02:43 | to share exactly where we are, so I can
share this page with someone else, I can
| | 02:46 | follow this page. I can
synchronize things on this page,
| | 02:51 | and if I have permission, I can edit this page.
| | 02:54 | Finally, I have the ability to hide the
navigation features and see simply the content.
| | 03:00 | It's sort of interesting to do that,
because all of those tools that get me
| | 03:03 | back and forth go away, and I can
click again to remove the focus on content.
| | 03:09 | And get my Navigation tools back, both
my Quick Launch and my Top Navigation bar.
| | 03:14 | Another way you'll navigate in a site is
you'll enter a search term, and return a
| | 03:18 | results set, and then click a particular
item, and go visit that, whether it's in
| | 03:21 | a library or a list, a
person perhaps, or a document.
| | 03:26 | So, search itself is part
of navigation in SharePoint.
| | 03:31 | Finally, within this page,
I have a number of apps.
| | 03:35 | In earlier versions of SharePoint,
these were called lists or libraries.
| | 03:39 | So, this is a Document library, and
this is a particular view of this library,
| | 03:42 | showing me documents that are new this week.
| | 03:45 | But all of the titles here are
hyperlinks, if I point to New This Week
| | 03:48 | or News Flash or Events, they are all
hyperlinks that will take me from this
| | 03:52 | display of, some or even all of the
items to the list of library itself.
| | 03:59 | So there are two ways to get
to the documents library here.
| | 04:01 | One is to click the
hyperlink, that's the View title.
| | 04:06 | Here I am with all of my documents. Or,
if I were back on my Homepage, again,
| | 04:12 | I could click Documents and go
directly to the Documents library.
| | 04:19 | So many ways we can navigate in
SharePoint using hyperlinks, using the
| | 04:23 | Quick Launch, using the Top
Navigation. Welcome to SharePoint.
| | 04:27 | After you've been working for just a
few hours or a few days, all of this will
| | 04:31 | become very easy and very intuitive.
So you'll be able to work in all of your
| | 04:36 | SharePoint sites by using
the navigation effectively.
| | 04:40 |
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| Viewing all site content| 00:00 | When you visit a SharePoint site, you
don't necessarily see every single piece
| | 00:03 | of the site when you look on the Quick
Launch, because the person who develops
| | 00:07 | the site can make choices about whether
or not particular libraries or lists are
| | 00:10 | available over here on the Quick
Launch. This is prime real estate here.
| | 00:17 | So if I have 15 or 20 different apps.
15 of 20 different lists or libraries or
| | 00:23 | pieces of information on my site. I
don't necessarily want all of them to
| | 00:28 | appear on a quick launch. Only
the ones that you need to get to on
| | 00:31 | a regular basis. Because
there are other ways I can
| | 00:33 | provide navigation. And I
might have libraries and lists that
| | 00:37 | I actually don't want to have exposed
so that people would go and open them.
| | 00:43 | Perhaps I have a list of information
that's used within the sit itself, and
| | 00:47 | there's no need for normal
users to go in and to modify it.
| | 00:52 | That's something that the site owner would do.
| | 00:54 | So in that case I won't put
it on the Quick Launch either.
| | 00:56 | So how do I get to the things
that aren't on the Quick Launch?
| | 01:00 | Well that's where the
Site Contents link comes in.
| | 01:03 | When you click Site Contents, SharePoint
opens a list of all of the items that are
| | 01:07 | on the site. So at the
top we have all of the apps,
| | 01:11 | lists libraries and other apps and we can
see that we are using eight apps on this
| | 01:15 | site right now. Here's our
Documents library, our Events
| | 01:19 | list, we have some Forum Templates,
this is simply an empty library, it has no
| | 01:24 | items in it. We have a
Microfeed that's information
| | 01:28 | that's coming out of the social networking area.
| | 01:31 | And there are two items in it, one
of them got there a half an hour ago.
| | 01:35 | We have Newsflash, our announcements list.
| | 01:37 | Site Assets, this is a library that's
created by SharePoint whenever I upload
| | 01:42 | an icon or a logo or an
image for use on the site.
| | 01:47 | For example, that library was actually
created because I uploaded this logo for
| | 01:51 | no obstacles, as soon as the site is
created there is needs to be a place were
| | 01:55 | the pages can be stored and finally there
is a Style Library that's assigned to the
| | 01:59 | site that keeps track of things
like what the site colors are?
| | 02:05 | Where the navigation lives and so on, so
these are some of our site content list
| | 02:09 | libraries and other apps but within a
site, I can also have a subsite, also
| | 02:12 | called a child site, and that's part of
the navigation of the site as well, this
| | 02:16 | site hierarchy. It says,
within inside no obstacles,
| | 02:22 | we're going to create two sites for right
now, one for each of the two divisions of
| | 02:26 | this company. So no
obstacles has a sport division and
| | 02:30 | a home division. This is the
subsite, for the sport division.
| | 02:35 | Later on, you and I will create,
the subsite for the home division.
| | 02:39 | And here is that subsite, inside
sport, right here that you saw earlier.
| | 02:44 | There are a couple of other features, of
the site contents area that I'd like to
| | 02:47 | point out before we leave. One is,
that you can create Workflows and
| | 02:52 | assign them to a site. And
that's where you would see them.
| | 02:56 | You can actually click on Site
Workflows and see a list of workflows that are
| | 02:59 | assigned here. We have no
workflows right now, but if we
| | 03:03 | did we could come into here to start a workflow.
| | 03:07 | We'll return to Site Contents.
There are also some settings that are
| | 03:11 | specific to this particular site.
And this is one way to get to them.
| | 03:17 | So this is where we have everything
ranging from permissions to how search
| | 03:20 | works to what the name of the
site should be and what this logo is.
| | 03:25 | All of this information that's
about the site is here in Site Settings.
| | 03:29 | And we get to that link in Site
Contents. And finally there's a recycle bin.
| | 03:33 | So, if I delete something from
this site this is where it goes.
| | 03:36 | There's not a separate recycle bin for
each library or each list but, there's
| | 03:40 | simply one recycle bin just like on
your computer you don't get a different
| | 03:43 | recycle bin for each drive. You
actually have one recycle bin for the
| | 03:48 | entire computer. Now you may
not see a Site Workflows link
| | 03:51 | or a settings link because you may
not have permission to be able to change
| | 03:55 | settings, but this is what the
entire site contents area looks like.
| | 04:00 | So if I want to know if there's
something in a site, and I don't see it on the
| | 04:03 | Quick Launch, I wonder for example, is
it possible that on this site, as well as
| | 04:07 | having documents, that we have some
kind of a calendar that I'm not aware of?
| | 04:13 | I'm always going to click on Site
Contents, to be able to come and take a
| | 04:16 | look and see what the
actual contents of the site are.
| | 04:19 | This is also where I'll go, when I want
to add to the Site Contents, by adding
| | 04:24 | extra apps or extra sub sites to my site.
| | 04:28 |
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| Viewing SharePoint on the desktop| 00:00 | When we work with SharePoint,
we're working in a browser.
| | 00:02 | So, our browser version actually changes
what we see when we look at SharePoint.
| | 00:08 | Also, Windows Effects are SharePoint Settings.
| | 00:11 | So right now, in this course, when
you're working along with me, you're seeing my
| | 00:16 | screen, which is Windows 8. So,
this is a Metro view, and also the
| | 00:21 | latest version of Internet Explorer. You'll
notice that there are no tabs, for example.
| | 00:26 | I can't look at other pages of this
site side by side because the Metro view in
| | 00:30 | Windows 8 and Internet Explorer combine to
give me this Single Window view of SharePoint.
| | 00:36 | But there are many times that I want to
be looking at SharePoint and looking at
| | 00:40 | another page and be able to
easily flip back and forth.
| | 00:44 | Now, if I go to the bottom of my screen
and this is my Internet Explorer feature,
| | 00:48 | I can simply right-click on my screen
anywhere and I can switch back to another screen.
| | 00:54 | So, that's not hard, but I'd actually
like to have tabs and work with them side
| | 00:58 | by side. Or, I might
want to be able to work with
| | 01:01 | something that's on my desktop.
Because, for example, if I wanted to drag
| | 01:06 | something from my desktop into
SharePoint, I have to be able to see my
| | 01:09 | desktop, and I can't. If I'm
working in this view, I'm not
| | 01:13 | seeing the desktop at all. So,
how can I display SharePoint in a
| | 01:17 | more traditional Browser view that
also gives me access to the desktop?
| | 01:22 | Again, if I'm anywhere in my page, I
simply right-click, click the Page Tools
| | 01:27 | button, and choose View On The
Desktop. What happens when I do that is,
| | 01:33 | SharePoint opens another version
of this page out on the desktop.
| | 01:38 | Here I am in my tabbed interface, that
I'm very familiar with, and here's the
| | 01:42 | ability to open up other
items that are on my desktop.
| | 01:46 | So, if I'd like to view on the
desktop, it's really quick and easy.
| | 01:49 | When I close this particular window,
I still have my other window open.
| | 01:55 | I can simply return to Start. And
here I am right back in the same
| | 02:01 | window I left just a moment ago in
that Metro view in Internet Explorer.
| | 02:06 | Now, if while I was out, viewing
SharePoint in the desktop I made any
| | 02:10 | changes, I added some files, for example,
or deleted some, then, I want to just
| | 02:14 | refresh this really quickly to make sure
that I'm actually seeing the latest version.
| | 02:21 | But that's how easy it is to go out and
view SharePoint on the desktop, and then
| | 02:25 | return and view SharePoint in
that Single Window or Metro view.
| | 02:31 |
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|
|
3. Editing, Saving, and Sharing DocumentsUsing a library| 00:00 | There are two broad categories of content
that you'll use in SharePoint, Libraries
| | 00:05 | and Lists. That's not all
inclusive, but it's a lot
| | 00:08 | of your content and lists are analogous
to Microsoft Excel Spreadsheets or Task
| | 00:13 | Lists in applications like Microsoft Outlook.
| | 00:18 | In a list, each row is a
record and has information.
| | 00:21 | So if we look, for example, at the
Events Web part, it's a list, and actually the
| | 00:25 | Newsflash Web Part above it is also a list.
| | 00:28 | The Library on the other hand, on
the right, new this week, is actually
| | 00:32 | composed not of records of information,
but of documents and so every single item
| | 00:35 | here is a document. We can
also have Picture libraries that
| | 00:41 | hold images or Video libraries, or we
can put pictures and videos right here in
| | 00:45 | this library if we wish. There
are some basic things that you can
| | 00:50 | do to every Web part, whether
it contains a Library or a List.
| | 00:54 | For example, I can choose to
sort this in alphabetical order.
| | 00:58 | Simply click on the name
Hyperlink, we wait a second.
| | 01:02 | And now it's sorted in order. Click
again, it's sorted in the opposite
| | 01:07 | order, ascending or descending. Or,
I might say, I'd like to be able to
| | 01:11 | filter this list. Just show
me documents from Mark, and the
| | 01:17 | list will be filtered. You see
the little filter symbol, the
| | 01:22 | little funnel. I can remove that filter.
| | 01:25 | Simply clear the filter or add other folks.
| | 01:27 | So, the ability to sort and
filter, that works just fine.
| | 01:31 | When I'm actually in the Web Part
clicking on items, I get the tools that
| | 01:35 | would be available to me
in the Document library.
| | 01:38 | Here is my Files tab. Here's my Library tab.
| | 01:42 | But when I'm on the page itself, I
just clicked here, those items go away.
| | 01:48 | And the easiest way for me to access
the Ribbon that goes with my library, as
| | 01:51 | opposed to the Ribbon that's designed
for this page is to actually open the
| | 01:55 | Document library by clicking this
hyperlink or the documents link over in
| | 01:58 | the Quick Launch. Now, those two tabs are back.
| | 02:04 | I can browse, I can click Files, and
see the commands that work with Files.
| | 02:10 | I can click Library and see the
commands that work with the Library.
| | 02:13 | So let's talk about these for a moment.
We'll be spending more time on the Files
| | 02:18 | tab of the library when we talk about
how we edit, save, and share documents.
| | 02:23 | But broadly, if what you want to do is
change something about one document or
| | 02:27 | learn information about one document,
then you're going to find that on the
| | 02:31 | Files tab. This is where you would create a new
| | 02:36 | Document in this library
using the default template.
| | 02:39 | This is where you would Upload a
Document to the library, Create a New Folder.
| | 02:43 | Please don't do this until we've talked
some about metadata later in this course,
| | 02:46 | because folders are nowhere near as
useful in SharePoint as they are in
| | 02:49 | Windows and they actually
get in the ways sometimes.
| | 02:54 | This is where you would
select a document and edit it.
| | 02:57 | This is where you manage documents, this
where you download copies of documents so
| | 03:01 | you can use them, and
where you would tag documents.
| | 03:04 | You'll notice that most of the commands
on this Ribbon are not enabled right now,
| | 03:08 | that's because no document is selected.
But if I select a document, notice that
| | 03:13 | this Ribbon comes to life, so that we
could actually go in and work with these
| | 03:16 | tools that are file specific. When
I click Library tab of the Ribbon, I
| | 03:22 | see some ways that I can use this
particular library or ways that I can
| | 03:26 | modify it. For example, when I'm looking at this
| | 03:30 | library right now, I'm
seeing one view of this library.
| | 03:34 | It's called All Documents and it's
default view, but there are actually two
| | 03:38 | others views available in this library.
One is called by Category, and this is a
| | 03:43 | view that's sorted by the category of
the document, a custom field that I added,
| | 03:46 | and we'll talk more about how you can
add custom fields to your libraries in
| | 03:50 | another movie in this section. And then,
there's a view called New Documents.
| | 03:56 | This is actually a dynamic view and it
shows us documents from the last seven days.
| | 04:01 | This view was created to work with the
Web Part on the Home Page of our Internet
| | 04:06 | where it has that documents new this week.
| | 04:10 | So views allow us to see all of the
documents in a different order or a
| | 04:13 | subset of documents by applying a filter.
Of course, we also have the ability to
| | 04:18 | search and to find a file which we'll
talk about later, and the ability to add
| | 04:22 | a document either by clicking New
Document and uploading it or dragging
| | 04:25 | files here. Now, all of
those views that exist are
| | 04:30 | also available here on the Ribbon.
Here's our default view called All Documents.
| | 04:35 | That's the view that we'll be showing
to everybody as soon as they click on the
| | 04:39 | Documents link to come into the Library,
and then, the Bicategory view and the New
| | 04:42 | Docs view. This is also where I'd modify a view,
| | 04:47 | where I would create a view, where I
would choose a view, and where I could
| | 04:51 | even add an column that didn't already
exist to this view and to the entire library.
| | 04:58 | This is were I would e-mail a link to one
or more selected documents to someone or
| | 05:02 | to the entire library. I could
go see the items that were most
| | 05:07 | popular as a way of tracking. I
could export this list to Microsoft
| | 05:12 | Excel using Connect and Export. And
I can customize this library in ways
| | 05:16 | you'll see later in the section. So,
when you're in a Document library,
| | 05:20 | the Files tab shows you commands that are
pertinent to one or more selected files.
| | 05:26 | The Library tab shows you commands
that are pertinent to the entire library,
| | 05:30 | including the creation of new views.
Whenever you're in a Document library or
| | 05:35 | whenever you are working in a Web Part
that is displaying the Document library.
| | 05:40 | These are the commands that you'll see to
use that library in Microsoft SharePoint.
| | 05:46 |
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| Opening and saving Office documents| 00:00 | So, the first time I want to save a
document to a SharePoint library, I need
| | 00:04 | to figure out how to do that. And
the library, of course, lives in the
| | 00:08 | world wide web. So, it
has a web address or a URL.
| | 00:12 | There's lots of complexity to
this if I want it to be complex.
| | 00:15 | But it really doesn't need to be. So,
let me show you what I could do if I
| | 00:19 | needed to. So, I want to put
this in a document library.
| | 00:23 | I know what document library it's going into.
| | 00:26 | So, we can go to that site and go to that
document library because I have permission.
| | 00:31 | So, here we are in our site. I
actually want to go to the documents
| | 00:35 | library to save this
calendar there that I'm working on.
| | 00:39 | And here's the name of the documents library.
| | 00:42 | Now, every single URL in SharePoint
ends with something that's showing you how
| | 00:46 | you're seeing a page. So, this
is what's called a view, one way
| | 00:50 | to look at this library. There
are other ways to look at this
| | 00:53 | library, other views that
we'll be talking about later.
| | 00:57 | And when I click that, it actually
changes the name of the view here.
| | 01:00 | Here's what you need to know. The
document library's name ends right
| | 01:05 | here before the word forms. So, if
I select this, I actually have the
| | 01:09 | name of the library right here. The
rest of it isn't part of the name.
| | 01:13 | And I can copy that if I want.
Let's go back now to Microsoft Word and
| | 01:18 | if I wanted to save this document, I
can click Save > Computer > Browse.
| | 01:25 | And it asks me where I want to put this.
It's grabbing the very first text that
| | 01:31 | was in this document and I could
paste this whole URL and press Enter.
| | 01:36 | I might at this point be prompted to
provide some credentials if I'm not
| | 01:39 | already logged in to SharePoint, but I am.
| | 01:43 | And this is going to be the 2013 calendar
and I can provide that information right here.
| | 01:48 | (SOUND). Notice where I
am in the document library.
| | 01:52 | So, that's one way to do this.
That's the longest way to do this, the
| | 01:56 | most painful way to do this, because
there are easier ways as you're going to see.
| | 02:00 | So, let me show you how to do this the easy way.
| | 02:04 | Let's go back to our document and
let's go to our Document Library.
| | 02:09 | Now, normally when you get invited to
a site, or you get invited to look at a
| | 02:13 | document or any other way that you want
to access a SharePoint library or site,
| | 02:17 | you'll get an email that has a hyperlink in it.
| | 02:22 | So, Mark Luci has been receiving some
emails from me from some documents I'd
| | 02:26 | like him to look at. And he's
agreed to let us look in his
| | 02:30 | inbox right now. So, here's
Mark's inbox in the Outlook
| | 02:33 | Web Client. Here, is where
I invited him to this site.
| | 02:37 | This is a hyperlink he can
click and he'll go to the site.
| | 02:40 | Here's the email where I asked him to
take a look at a particular document.
| | 02:44 | And if he clicks here, depending on
the browser he's using, it will either
| | 02:47 | download this document or it
will take him to the document.
| | 02:51 | But the best thing to do, actually,
is to go directly to the site.
| | 02:56 | So, if we go directly to the site.
We were there just a minute ago.
| | 03:01 | However we get there, all I
need to do is open a document.
| | 03:05 | So, I'm going to choose the No Obstacle
story, and I'm simply going to click this
| | 03:09 | link to open it. I'm still in Word.
| | 03:13 | Here's the document presented in read
only view, so that we're seeing it as in
| | 03:17 | a reader pane rather than in an edit pane.
| | 03:21 | But lets say we want to edit the
document because what I really want to do is I
| | 03:25 | want to go over here to the File tab >
Open, because this is my recent document,
| | 03:30 | the document I just opened. And
if I choose other web locations,
| | 03:36 | here's where it lives. I can
go ahead and pin this right here
| | 03:40 | and I will always have a link to be
able to save a document in this folder.
| | 03:46 | Let me summarize that
again. I can open a document.
| | 03:50 | Then I can go backstage here, choose
open, and I can pin this documents folder
| | 03:55 | right here to the list.
Now I can't pin this one.
| | 03:59 | There's no pin on it cause all I can
do is click and go to that folder but
| | 04:02 | anything in the recent list I can pin.
If I decide later I don't want to use
| | 04:07 | this library anymore, I
can right-click and unpin it.
| | 04:10 | But right now, I like it being
here. And that was the whole point.
| | 04:15 | So, let's return, I can go ahead and
close this document, I don't really need it.
| | 04:20 | I want to save this one now. Click Save,
Other Web Locations, Share Documents.
| | 04:28 | It's that easy. Once I've
opened a document from here,
| | 04:30 | it's here. So Word's firing up SharePoint.
| | 04:34 | So now I can enter a name. This
is our 2013 NOI monthly calendar.
| | 04:38 | I'm going to go ahead and click Save
and save it to the document library.
| | 04:49 | Now, you're going to see this type of a
prompt whenever you try to save something
| | 04:53 | in a document library that
requires information you haven't provided.
| | 04:58 | So we're going to open the
document information panel here.
| | 05:02 | It'll open right in the
document, and it would like a title.
| | 05:05 | That's not what stopped us, that's not
required because it doesn't have a red asterisk.
| | 05:10 | We can call this the NOI 2013 calendar,
it doesn't have to be the same name as
| | 05:13 | the file name. It doesn't hurt if it's the same.
| | 05:18 | And if we leave it blank, the
filename will be used as its title.
| | 05:22 | And now this is about, I'd like to say
this is other, it's not really about NOI.
| | 05:27 | So, let's just say that this is identity.
That's probably the closest match we have.
| | 05:31 | I can then add some key words to this if
I wanted to and some other information.
| | 05:36 | But the only required field
was this one. It was starred red.
| | 05:39 | Now what I can do is I can retry the save.
| | 05:44 | And we're going to wait a moment
while Word talks to the server.
| | 05:50 | And our document has been saved.
We do not need to keep this Document
| | 05:54 | Properties panel open. We can just close it.
| | 05:57 | If you want to see those properties
again or if you'd wanted to fill them in in
| | 06:00 | another place, you could have gone
to file information and here are the
| | 06:03 | properties right here. We
had the opportunity to do that.
| | 06:08 | We didn't. So we sent it to the server and
| | 06:10 | SharePoint said, whoa, wait a minute. You
need to tell me more about this document.
| | 06:15 | What if I want to be able
to open a document on a site?
| | 06:18 | Well we've already done that,
we did that to begin with.
| | 06:20 | Simply go to the site and go to the
document that you'd like to be able to
| | 06:24 | work with. And you have
several choices about how
| | 06:27 | you'd work with a document. We're
actually looking here at our home
| | 06:31 | page of our site. So, we're seeing
one view of the Document Library.
| | 06:36 | If we click the Hyperlink at the top,
we'll see all of the Library documents
| | 06:39 | and the tools that we can use in the Library.
| | 06:43 | Notice that we now have a
Files tab and a Library tab.
| | 06:47 | Another choice we could have made here,
was to select any document, and when we
| | 06:50 | did, we would get those
same tabs here on our Ribbon.
| | 06:54 | But if you click files, you'll notice
that you have an opportunity to download
| | 06:57 | a copy. And there are some browsers, that that's
| | 07:00 | their default setting. If
you're in SharePoint, you click on a
| | 07:03 | document, you get a copy. But if
I want to make sure I'm editing
| | 07:06 | this document, I can click right here
and say, I'd like to edit this document.
| | 07:11 | And it will open it for editing.
Here we are back in Word and here we are
| | 07:16 | in our document. So,
that's how easy it is to open a
| | 07:21 | document from a site, and how easy
it is to save a document to a site.
| | 07:27 | If you have the URL you can copy and
paste it, you can even type it in if you wish.
| | 07:32 | But once you've opened a document from a
library or saved the document there, can
| | 07:36 | that reference and you can use it time
and time again to open and save office
| | 07:40 | documents whether your in Word, Excel,
PowerPoint, or any of the other Microsoft
| | 07:44 | Office applications.
| | 07:48 |
| | Collapse this transcript |
| Using Check In and Check Out| 00:00 | In some of your libraries, you may have
documents that you are required to check
| | 00:04 | out before you edit and check back in.
Now to be clear, what check in and check
| | 00:09 | out does is it makes sure that if Mark
has checked out a document and is editing
| | 00:13 | it, that I can't accidentally also edit it.
| | 00:17 | Because if I did, there would be no way
to make sure that my changes and Mark's
| | 00:21 | were actually synchronized with each other.
| | 00:25 | And it could even be that we'd
changed the same part of the document
| | 00:28 | accidentally but in different ways. So,
when you check a document out, you're
| | 00:32 | the only person who can edit it.
Other people can create a read-only copy
| | 00:37 | that they edit. But the
document version that's here in
| | 00:40 | SharePoint is reserved only
for you while it's checked out.
| | 00:44 | When I'm done with the document, I check
it back in and make it available for others.
| | 00:48 | So, with this particular document, I
have a choice, for example, to check it out.
| | 00:55 | That's one place I can check this document out.
| | 00:58 | I can also select the document and go
to the Files tab on the Ribbon and choose
| | 01:03 | Check Out. When I check
out a document, it changes
| | 01:07 | its icon. You'll see this
downward pointing green arrow.
| | 01:11 | And if I actually point to that arrow, it
will say this document was checked out to me.
| | 01:16 | So, you can always see who
has a document checked out.
| | 01:19 | At this point then, I can edit the document.
| | 01:23 | You may be prompted with a dialog box
that reminds you that some documents have
| | 01:27 | viruses because they
didn't start on your computer.
| | 01:31 | If so, just go ahead and click OK.
And here, I am working in the document.
| | 01:37 | There is a little subtle thing that
lets me know that this document is actually
| | 01:41 | checked out to me, and that is that the
Save icon up here in the Quick Access Toolbar.
| | 01:47 | Actually, has a small Refresh icon on it,
so I'm going to make some changes to this
| | 01:52 | document while it's checked out
to me. We have some slogan ideas.
| | 01:57 | Defy obstacles, live boldly.
No obstacles, no excuses.
| | 02:02 | We're missing a period there. We
have their company description.
| | 02:07 | We live in a society. No-Obstacles-Inc.com.
| | 02:10 | And phone feature, 24-hour support.
I'm going to go in because I'm actually
| | 02:15 | changing this after it's
been changed by anybody else.
| | 02:19 | And I'm going to edit the footer, and
say that I've actually made these changes.
| | 02:27 | And that the latest revision date on
this is, these are the changes that I
| | 02:35 | wanted to make. We're all set.
| | 02:43 | So, I'm going to click the File tab,
and notice that this document has been
| | 02:46 | checked out. I have two
choices at this point, one is
| | 02:50 | I can check the document back in
or I can discard the check out.
| | 02:56 | These are two different options. If
I check the document back in, then I
| | 02:59 | should provide some information
about what it is I did to the document.
| | 03:04 | If I discard the check out, it's like I
never checked it out to begin with and I
| | 03:08 | won't have a way to document that.
I'm going to go ahead and check it back
| | 03:13 | in, and I'm going to note that I changed
the footer and made minor modifications.
| | 03:18 | Note that I can keep this document
checked out, even after I'm checking in
| | 03:22 | this version, and there's
a clue in the word version.
| | 03:28 | Let's say, they're a group of us working
on this document, and I want everybody to
| | 03:31 | see the changes that I've
just made so they can read them.
| | 03:35 | Remember, they can't edit this document
because I have control of it while it's
| | 03:37 | checked out. But they
might want to see the latest
| | 03:40 | information that I've placed in it.
So, I could periodically go back in,
| | 03:44 | check the document in, but keep it
checked out to me so I can continue editing.
| | 03:50 | Or I can say, no I am all done, I am
going to go ahead and check this document
| | 03:55 | back in. When I check the document back in, now
| | 04:00 | the version that I'm looking at is
opened in read-only form on the server because
| | 04:04 | the editing that I was
doing has been checked in.
| | 04:09 | And it's inappropriate for me to
continue editing without knowing that I need to
| | 04:14 | click Edit Document in order to do that.
Let's go take a look at the document on
| | 04:19 | the server. If I Refresh
my browser, notice that the
| | 04:23 | document is no longer checked out, it
shows that it was modified by me about a
| | 04:28 | minute ago. But now,
anybody can open this document.
| | 04:34 | If a document is checked out to another
user for a long period of time, and you
| | 04:38 | can't reach them, you can always talk
to your SharePoint Administrator who has
| | 04:42 | permission to pull documents back in
if another user hasn't bother to check a
| | 04:45 | document in. For example,
when they leave to go on a 2
| | 04:50 | week vacation. All the
commands that you need to check
| | 04:55 | documents in and out are here. So,
another way I could have done this is
| | 04:59 | I could have chosen the
document, I could have check it out.
| | 05:03 | I could now go back and say, with the
document selected, that I want to discard
| | 05:07 | the checkout, or I want to check
it back in, or I want to edit it.
| | 05:13 | Whether I'm in Word or SharePoint, I
have the tools available to me to check
| | 05:16 | documents out so they're protected for editing.
| | 05:19 | And then, check them back in when I'm done.
| | 05:22 | One more though, it may be that rather
than editing documents alone and checking
| | 05:26 | them out so that only one user
has permission to work on them.
| | 05:31 | We'd like to support broader collaboration.
| | 05:34 | There's another feature you will see
later in this section called Coauthoring,
| | 05:38 | that actually allows two or more people
to edit the same document at the same time.
| | 05:45 | Coauthoring does not work on a
document that document that is checked out.
| | 05:50 | So, if your used to using
check out in your organization.
| | 05:54 | And now, you've moved to SharePoint
2013, you may want to consider whether
| | 05:58 | requiring people to check documents out
actually provides the kind of authoring
| | 06:02 | and review environment that you'd like to have.
| | 06:08 | So check in, check out, provide good
tools to ensure that you won't have two
| | 06:12 | people accidentally overwriting each other.
| | 06:16 | On the other hand, with the
Coauthoring feature, we don't need those tools.
| | 06:21 | This is how check in check
out works in SharePoint 2013.
| | 06:25 |
| | Collapse this transcript |
| Uploading and creating documents in the library| 00:00 | I'm in the documents library of our
Inside Sport site here on our intranet,
| | 00:04 | and I want to show you how we can add
documents to a library using drag and drop.
| | 00:11 | So, what I'd like to do is add a new
document, and one choice is to be able to
| | 00:15 | click New Document and to
browse to a particular document.
| | 00:21 | Choose whatever document I wish. For
example, this document, click Open,
| | 00:31 | and OK, and that's an easy way
to add a document to a library.
| | 00:38 | But this link says drag files here. Now,
there's nothing that happens when I
| | 00:42 | drag files, and the reason for that is,
I'm in this metro view where I have one
| | 00:46 | singular window. And I want
to drag from one window to
| | 00:50 | another, but this view
doesn't allow me to do that.
| | 00:54 | So what I'm going to do, is I'm actually
going to right-click, click on the page
| | 00:58 | commands here, and choose View on the desktop.
| | 01:01 | And when I do this, SharePoint is going to
open a second version of this document library.
| | 01:07 | This entire web page, on
the desktop. Here we are.
| | 01:14 | Now, what I can do is, I can actually
choose the documents that I want, out of
| | 01:21 | the Sport library, and when I drag,
notice this box that opens up here.
| | 01:30 | And I can simply drop that document.
And here it is, that's how easy it is to
| | 01:35 | upload documents using drag and drop, I
could select several documents and drag
| | 01:40 | them all at one time. So, here
is our bulk upload place were we
| | 01:45 | go choose a bunch of documents, and
drag them and notice its willing to let me
| | 01:49 | copy five of them. It says
move and I'm dragging between
| | 01:54 | drives, so it's actually going to copy.
Now, you'll have a message that says, the
| | 01:59 | upload has been completed, if I have 25
large documents, you'll get a progress
| | 02:04 | bar, and dismiss doesn't dismiss the
document, it simply dismisses this message.
| | 02:11 | So, I'm going to go ahead and click
dismiss, and that's how this works.
| | 02:14 | Well, it's how it works in this library.
But now I want to show you a library
| | 02:18 | where it's a little bit more complex.
Over here, in our employee self service
| | 02:23 | portal, we have a document library,
and I want to add a timesheet.
| | 02:27 | That timesheet actually lives
right here, it's the NOI timesheet.
| | 02:32 | And I can do it exactly the same
way. I'm going to drag and drop it.
| | 02:39 | Right here. And its
already been done but notice it
| | 02:42 | says upload completed with one checked out.
| | 02:45 | Hm, why is that? Well, the
reason is there are custom
| | 02:49 | columns of information here that are
required, there not just present I need
| | 02:53 | to provide them. And so this
document is marked as checked
| | 02:58 | out, if I try to check it back in.
I'll get an arcane message that isn't
| | 03:04 | going to help me that much.
Something went wrong, and if I try to
| | 03:08 | discard the checkout I'll also get
another message that says, sorry you
| | 03:12 | can't do that, do you want
to discard your checkout?
| | 03:16 | I can say okay, but it actually won't
let me do that either because I've never
| | 03:19 | checked this document in.
So what I need to know is.
| | 03:23 | That if I have custom required
columns in a document library.
| | 03:26 | I'm actually going to need to fill those in.
| | 03:28 | Let's go ahead and view the properties.
Actually edit the properties here.
| | 03:34 | Take a little short cut. And
this is our bi weekly time sheet.
| | 03:37 | But that title's just fine.
The category is formed.
| | 03:41 | The department is finance and
accounting, and I'm going to click Save.
| | 03:45 | And when I've provided that
required information, in these two fields,
| | 03:49 | SharePoint will be perfectly happy,
to allow me to check this document in.
| | 03:55 | I can provide whatever information I
want, or none at all, it's the first time
| | 03:58 | this document has been in this library.
And I'm simply going to say OK, and check
| | 04:03 | the document back in.
Occasionally you have to know that an
| | 04:06 | error message isn't going to help you all
that much, and this is one of those instances.
| | 04:11 | So, I can drag documents into a
library, if there's additional metadata I'm
| | 04:14 | required to provide I'll have to provide it.
| | 04:18 | And I'll know that because SharePoint
will mark the document as checked out
| | 04:21 | until I provide it. Now
there's yet one more way to get a
| | 04:25 | document into a library,
besides dragging it in or saying new.
| | 04:29 | And that's to create it right here. So,
if I say I want to create a new document.
| | 04:35 | Not by clicking here which is
actually about adding an item.
| | 04:39 | That plus sign is a clue. But
to say, I want to create a new
| | 04:43 | document using the default template.
Now in this case, it's just a Word
| | 04:46 | document, and you might think, well
what's the advantage of actually doing that?
| | 04:51 | I want to create a new document and
provide some information on how to use
| | 04:55 | that timesheet, but why
wouldn't I just go to Word?
| | 04:59 | Well the reason that I might want to open
it from here, is that this library knows
| | 05:04 | that it requires some metadata. So,
I can go in and I can say that this
| | 05:09 | is going to be using the timesheet.
because we'll have some new people using it.
| | 05:16 | And that the category here is probably
other, it's descriptive or informational.
| | 05:21 | And that, this information is coming
out of finance and accounting area, when I
| | 05:26 | could have using the timesheet, provide
the entire document, lots of information.
| | 05:34 | More here later, and now I am ready to
save this, when I click save, notice that
| | 05:39 | Microsoft Word knows
where this document came from.
| | 05:44 | It came from the shared documents folder here.
| | 05:46 | When I double-click, it picks up the
information that I provided in the title
| | 05:51 | to be the name, I can click Save.
I've already provided the information
| | 05:56 | that's required in those
metadata fields. My document was saved.
| | 06:01 | Here it is. And when I
switch back over, to Microsoft
| | 06:05 | SharePoint, and look at my document
library, here is that document that I
| | 06:10 | just saved about a minute
ago, and here's the metadata.
| | 06:16 | So, I can create a new document, in any library.
| | 06:21 | With File > New, and that
will use the default template.
| | 06:24 | I can upload a new document, singly or in a
batch, when I open the browser on the desktop.
| | 06:32 | There are three easy ways to add new
documents to our SharePoint libraries.
| | 06:38 |
| | Collapse this transcript |
| Co-authoring in SharePoint| 00:00 | Coauthoring is a really great
collaborative feature of SharePoint.
| | 00:04 | And with Coauthoring, I can be editing a
document and somebody else can jump right
| | 00:09 | in and join me. The way
SharePoint handles this is it
| | 00:13 | locks paragraphs or small sections of the
document so we can't accidently overwrite
| | 00:17 | each other's changes.
Coauthoring also assumes that when I
| | 00:22 | opened this document, I never checked it out.
| | 00:25 | Because when a document's checked out,
it can have only one person working on it.
| | 00:30 | But here I am in the Using the Timesheet
information document in Microsoft Word,
| | 00:34 | and I'm going to make some changes.
While I'm editing though, somebody else
| | 00:39 | could join me. So, I'm just
adding some language here.
| | 00:45 | I don't have tracking on, I could have.
But here I am all reporting employees to
| | 00:52 | the appropriate manager or managers.
Notice something just happened here.
| | 00:58 | It's a subtle thing. But down
here on the Status Bar, there's
| | 01:00 | a little number 2 and two people.
And it says Mark Lesie is also editing
| | 01:05 | this document. I can click the
Status Bar to see all the authors.
| | 01:09 | Not surprisingly, it's myself and Mark.
And if I went backstage, I'd also find
| | 01:13 | that same information two
people are editing the document.
| | 01:17 | And I actually could send an email
message to everybody editing the document.
| | 01:21 | I don't need to do that,
but it's an easy thing to do.
| | 01:24 | To fire up Outlook and let everybody
know something about, you know, could simply
| | 01:28 | be hey, we're all working here
on Sunday, isn't that interesting?
| | 01:32 | Or it could be that we want to say,
whatever changes you're making, please
| | 01:37 | make sure that you're
referencing this latest information.
| | 01:42 | Here's the information that Mark's changed.
| | 01:45 | So, something in the third paragraph.
Notice that I have a small update
| | 01:49 | available so I can save
my document to refresh it.
| | 01:54 | I click Save, and I'm going to
get the changes that Mark made.
| | 01:57 | Now, the first time you use Coauthoring,
it will show you information about how it
| | 02:00 | works and say, look for the green overlay.
| | 02:03 | And you can see the new content. If
you don't want to see this message
| | 02:06 | again, turn it off. If you
don't Coauthor very frequently,
| | 02:09 | you might leave it on for
awhile. So, it says employee may.
| | 02:12 | All right, so those are the
new changes. That looks great.
| | 02:16 | I have a few other changes that I need to
make, and Mark's still working some place
| | 02:19 | in the document because he still shows
as online when I look at my Status Bar.
| | 02:25 | If I look at this section, you'll notice
that there's a small gray bracket around it.
| | 02:28 | This is a section that's locked for me to edit.
| | 02:30 | When I click somewhere else and begin
working, it will show that I'm working
| | 02:35 | elsewhere in the document. Errors
found in your time sheet, find in
| | 02:40 | your time sheet. Nope, that
was the other thing I needed
| | 02:42 | to fix. Notice that Mark's done editing the
| | 02:45 | document, he's gone and it lets me know that.
| | 02:47 | It doesn't show that there's just one author.
| | 02:50 | If you're the only author,
you don't see anything here.
| | 02:53 | And I'm just going to update this one
more time to see if there's anything else.
| | 02:56 | There are no new changes
that Mark made before he left.
| | 02:59 | I've made all the changes I need to make,
so I'm going to save my document and I'm
| | 03:04 | going to close it. That's
how easy it is to co-author in
| | 03:09 | Microsoft Word in SharePoint. Now,
we can also co-author in Microsoft
| | 03:13 | Excel, and you'll see that later in the course.
| | 03:16 | But Word was the first application that
allowed Coauthoring, and it provides the
| | 03:19 | richest coauthoring
experience for obvious reasons.
| | 03:23 | There are many, many times that we'll
want to have more than one author working
| | 03:27 | on a complex document. Don't
forget, Coauthoring doesn't work
| | 03:31 | with check in. So, if you
have a number of established
| | 03:34 | document libraries that require check in,
you may want to revisit that decision to
| | 03:38 | be able to support coauthoring.
| | 03:41 |
| | Collapse this transcript |
| Working with copies| 00:00 | Here's a common organizational problem.
I have a document, and I'd like to have
| | 00:04 | that document available in
many different locations.
| | 00:08 | For example, I'd like that document
available here, in this library, but also
| | 00:11 | in the New Employee Documents library,
because I want to make sure every new
| | 00:15 | employee receives it. I'd also
like it to live in a document
| | 00:20 | library in the inside sport intranet, and
later on in the inside home intranet when
| | 00:25 | we create that. What's the problem?
| | 00:28 | Well the problem is, as soon as I have
three or four copies of the document,
| | 00:32 | it's easy for one of them to get updated,
or even two or three, but not all of them.
| | 00:37 | I risk having different
versions of this document.
| | 00:40 | In my perfect world what I want is one
source document or master document that I
| | 00:45 | can then create copies of that
synchronize back to that document.
| | 00:51 | So that when I change my source
document, in just a couple of clicks I can
| | 00:54 | propagate any changes I made
out to every copy of the document.
| | 01:00 | And whenever anyone goes to Edit the
document, they'll see that it actually is
| | 01:03 | connected to another source document,
and they can go there and take a look and
| | 01:06 | Edit there. That feature
exists in SharePoint 2013,
| | 01:10 | and the feature is called managing copies.
| | 01:14 | Let's start by selecting the
using the time sheet document.
| | 01:19 | Now I'd like to note before we do this
that there is actually a download a copy
| | 01:24 | button here and if you click this
command you will get a local copy of using the
| | 01:28 | time sheet, but it won't
be synchronized to anything.
| | 01:34 | What I need to do is Choose send to other
location and I'm being asked, where's the
| | 01:39 | first library you would
like to send this document to?
| | 01:44 | Now, let's just cancel for a second. I
want this library, and when I point to
| | 01:48 | it, notice down in the lower left-hand
corner of the screen, I can see the URL
| | 01:52 | for this library. It tells
me that it's the site that I'm
| | 01:56 | in, which is the ESS site, and then the
specific name for the library is New EMPL.
| | 02:02 | The text that follows New EMPL forms
AllItems.aspx is information of the view
| | 02:08 | of the library, but the
library itself ends with new EMPL.
| | 02:14 | So let's go back. Send to other location.
| | 02:18 | This is where I am right now
and I just need to add New EMPL.
| | 02:22 | It's not case-sensitive, I can type the
caps in it if I wish, but I don't need to.
| | 02:28 | The second thing is, what's
the file name for the copy?
| | 02:31 | So, when this copy is created and sent
to the new employee library, what will its
| | 02:35 | name be? Your
organization might want to develop a
| | 02:39 | protocol or a best practice that says,
for example, this is a synced copy.
| | 02:43 | Where this is a copy, but you
don't need to do any of that.
| | 02:46 | When an author checks this source
document out for editing, this one right
| | 02:50 | here, when they check it back in, I can
ensure that they're prompted to send out updates.
| | 02:55 | Now, normally, what I'll do is I'll have a
source library for the original copy of documents.
| | 03:02 | And we'll have that as a protocol for
every document in the library, but it's
| | 03:05 | not a bad idea, to make
sure people are prompted.
| | 03:09 | And if I'm in charge of making sure
that these copies are synchronized?
| | 03:12 | Then I can Create an alert on the source
document, that would let me know anytime
| | 03:15 | it was changed. I don't want
to do that in this case, but
| | 03:18 | i could. And I'm going
to now click OK, but first
| | 03:22 | I can do one quick thing to test.
Let me click, Click here to test.
| | 03:28 | It takes me to the document library.
Yes, that's where I want to go.
| | 03:32 | That'll work. So lets go back and click OK.
| | 03:39 | And it says, it's going to create a
copy. The status is, waiting for user
| | 03:43 | confirmation, that would be me. I'm
going to click OK and the status is
| | 03:48 | that it's finished. The
copy completed successfully.
| | 03:52 | So now if we got take a look, we can
go to the New Employee Docs library.
| | 03:57 | And you'll see that this
document exists here and it's a copy.
| | 04:01 | If I click, it actually allows me to go
to the source item for this, and it will
| | 04:06 | take me back, to the original
document in the original library.
| | 04:13 | I told you I wanted to make a
couple copies of this document.
| | 04:16 | Let's go ahead and do that. The
other site that I'd like to put it on
| | 04:20 | right now is Inside Sport,
in the document library.
| | 04:25 | Again, if I point to this library, I
can read at the bottom, in the URL, that I
| | 04:29 | have inside no obstacles inc.com/sport,
rather than ESS and then share documents.
| | 04:36 | Remember that that percent 20 sign takes
the place of a space, and that we don't
| | 04:41 | need the end of this, forms/allitems.aspx.
| | 04:45 | Let's go back to ESS. Go to
the document library > Select our
| | 04:51 | document > Go to Files > Send to.
Notice that we have some existing copies
| | 05:00 | we didn't have before. Let's
send to another location yeah, and
| | 05:04 | in this case it's sport/shared space documents.
| | 05:08 | If I want to test this, I can. It
should take me right back to that
| | 05:12 | document library we were in
a moment ago. That's great.
| | 05:24 | I'm going to prompt the author,
and I'm going to click OK.
| | 05:29 | Waiting for user confirmation, OK, and
this copy also completed successfully.
| | 05:35 | If I go back, to the Inside Sport site,
you go to the Shared Documents library,
| | 05:42 | here's using the time sheet,
that was modified a few seconds ago.
| | 05:51 | So now let's return to our source document.
| | 05:54 | We'll find that in our original documents
library, and the employee self service quota.
| | 06:01 | And let's say I open this document for editing.
| | 06:11 | Word's opening here I want to
Choose to Edit this document.
| | 06:14 | I could have checked it out,
but I don't necessarily need to.
| | 06:19 | We need to put some revision
information on this, so this document was last
| | 06:25 | revised (SOUND) January
27th, 2013 by Gini Courtier.
| | 06:31 | That looks good. I want
to go ahead and save this
| | 06:37 | document, and I'm going to close Microsoft Word.
| | 06:45 | Let's return to SharePoint now. So
let's select our using the time sheet
| | 06:49 | document, click the Files tab and
let's go take a look, because there are two
| | 06:54 | ways that I can update this document.
If I Choose Manage copies, then I can
| | 07:00 | click Update copies and open the
dialog box and say select all and update.
| | 07:06 | Or, I can Choose send to, existing copies
and I'll see a page that's much like that
| | 07:12 | dialog box. Select all and click OK to update.
| | 07:18 | Before we do that, let's go take a
look at the current state of either one of
| | 07:22 | these documents. I'm going
to open using the time sheet,
| | 07:26 | here in Microsoft Word, and this is a
copy that's ready to synchronize, but
| | 07:30 | notice that we have no information here,
none of the editing that I provided in
| | 07:34 | the source document. Let's go
back to our Documents Library
| | 07:42 | now, select the document,
Files > Send to existing copies.
| | 07:48 | Select them all, and let's update
them. It's waiting for confirmation.
| | 07:54 | There we are. They're finished.
| | 07:57 | So, if I go now to that same document
that we were in a moment ago, and we open
| | 08:00 | using the time sheet, there we go, last revised.
| | 08:04 | So, it's very easy for me to
synchronize these documents.
| | 08:08 | I don't need to save this
one it's already been saved.
| | 08:15 | So what happens if I delete a document,
well if I'm in this New Employee Docs
| | 08:20 | library and I delete this document and
simply remove it, I don't want it anymore.
| | 08:27 | I'll see a dialog that says this was
copied from another location and deleting
| | 08:32 | it is not enough because, the source
document, will continue to send updates
| | 08:37 | if this document doesn't
exist, it might recreate it.
| | 08:43 | So, the best practice that I can
have, is to also remove the link.
| | 08:47 | I'm going to delete the document, say OK.
It's gone, but now, I need to return to
| | 08:54 | my source document, select it, Go to
Manage Copies, and here's that document
| | 09:03 | that I just deleted. I need to
click Edit and remove the link.
| | 09:13 | In this way there'll no longer be a
copy created that goes to that location.
| | 09:19 | If I fail to do that, that
document will try to persist.
| | 09:22 | So, copies is just a stunningly good
feature for SharePoint 2013 because it
| | 09:28 | allows me to create one source document.
Copy that document to other places and
| | 09:34 | synchronize those copies
whenever I change my source.
| | 09:38 |
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| Using your SkyDrive| 00:00 | If you're a Windows 8 user like me, you
probably have a SkyDrive app, sitting out
| | 00:04 | here on your Start. The
SkyDrive is actually connected to
| | 00:09 | your Microsoft account, whether that's
a Live account, or a Hotmail account.
| | 00:15 | But it's a place that you can store
information that then is synchronized
| | 00:18 | across your devices. If you
have a desktop, it can be there,
| | 00:22 | if you have a laptop, if you have a
surface tablet, any of those places can
| | 00:26 | share this Document Library. So,
that's your personal SkyDrive
| | 00:31 | connected to a Microsoft account.
To confuse matters, Microsoft uses
| | 00:36 | exactly the same name for another
SkyDrive, that isn't your personal
| | 00:40 | SkyDrive connected to Microsoft, but is
your personal SkyDrive in Microsoft SharePoint.
| | 00:48 | This SkyDrive, is actually called
SkyDrive Pro, and it lives right here.
| | 00:54 | So, think of this as your organizational
SkyDrive, your business SkyDrive if you prefer.
| | 01:00 | When I click on SkyDrive, I have
the ability to store documents here.
| | 01:05 | And every document that I place here,
that I don't put in the Shared With
| | 01:09 | Everyone folder, is by
default, Private, only to me.
| | 01:14 | So if I wanted to add a new document here,
you already know all the ways to do it.
| | 01:18 | I can click New Document
and upload a single document.
| | 01:22 | (SOUND). And that now will be a document that's
| | 01:27 | only mine. If I wanted to
share this document with
| | 01:32 | everyone, I can click to open that
folder first, and I can click New Document.
| | 01:41 | And again, Browse to put one document up here.
| | 01:46 | Those are public, that would be okay.
And this document now is broadly shared.
| | 01:53 | But if I return and say, well what
I'd like to do is I'd like to look at my
| | 01:57 | other documents as well as these. I
can also go in and say, this particular
| | 02:03 | document that right now is Shared Only
With Me, I can choose to share with others.
| | 02:09 | I have control over it, so I can say
I'd like to share this document, and I can
| | 02:13 | say other people can view or edit. So,
every document by default is private
| | 02:19 | to me, but every document not placed
in the Shared With Everyone folder, is a
| | 02:22 | document that I can share with other people.
| | 02:25 | I can remove that sharing later if I wish.
| | 02:28 | So, I can say, I'd like to make this
document public for a while, and have
| | 02:31 | everyone look at it. Or I
might say I just want two or three
| | 02:34 | of my colleagues to look at it. And
when they're done, I can remove those
| | 02:38 | permissions and once again,
only I can see this document.
| | 02:42 | I can drag files here, we
already know how to do that.
| | 02:45 | I'll have to start, of course, by saying
that I'd like to view this page on the desktop.
| | 02:51 | But after I've done that, I can
easily drag files into my SkyDrive.
| | 02:56 | And the benefit of that is, that then I can
choose to share them with people specifically.
| | 03:00 | If they're sitting only on my
computer, it's harder for me to do that.
| | 03:06 | And then, of course, I can go to Files,
and I can say I'd like to Create a New
| | 03:08 | Document, and it will create a new
document using the default template, in
| | 03:11 | this case, a Microsoft Word template.
And I'll create a new document here.
| | 03:17 | I can also check documents in and out
here, just like I can in any library.
| | 03:22 | So, this is a robust SharePoint
library that I totally control.
| | 03:27 |
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| Sharing documents, libraries, and sites| 00:00 | So I'm saving my documents in SharePoint
libraries, and I want to know how I can
| | 00:04 | share documents and libraries with other
users, and while I'm at it, why don't I
| | 00:08 | learn how to share sites
with other people as well?
| | 00:13 | Now sometimes you'll have folks who have
access to lots and lots of sites So many,
| | 00:16 | that they actually don't have
time to look at all the information.
| | 00:20 | So, sharing will actually generate an
email that will tell somebody hey, Jenny
| | 00:23 | would like you to look at this site.
That's a great way to be able to attract
| | 00:28 | attention to a document. Now of
course, I could put the document
| | 00:31 | in an email, but then it creates a
copy, so I don't want to do that.
| | 00:35 | One important purpose of SharePoint is
to have one source of truth, one copy of
| | 00:39 | each document. So it's
important that I understand how
| | 00:42 | to be able to share. Let's
start with how I would share this
| | 00:45 | entire site. Here I am inside
the inside no obstacles intranet.
| | 00:50 | If I wanted to share this entire site
with someone, the link is right up here,
| | 00:54 | under my social networking tools So
to give people access to the site I can
| | 00:58 | click share, and I can invite
people either to edit, or these are site
| | 01:02 | permissions that you'll learn about
later, to own the site, or to be a
| | 01:05 | visitor, who could only read information here.
| | 01:12 | Now remember, I have lots, and lots of
permissions on this site, you may only be
| | 01:15 | able to allow people to come in and read.
The ability to share depends on your
| | 01:21 | permissions as well. But I
could say that I'd like Mark to
| | 01:25 | come look at a document here.
And when I click Share, Mark will
| | 01:30 | actually receive an email that says,
you've been invited, and notice that I
| | 01:33 | have an alert here that says that this
entire site has been shared with Mark.
| | 01:40 | What if I would like to invite Mark to
see all the documents in this library.
| | 01:44 | Not the entire site, but I
want to direct him to a library.
| | 01:47 | In that case, I'll click on the
Library tab, here on the Ribbon, and I will
| | 01:52 | choose Shared With. This lets
me see everyone who has access
| | 01:57 | to the library. And I can
actually see that Mark already
| | 02:00 | has permission to see this library but I
might want to invite someone else specific.
| | 02:05 | There's a cool tool sitting
right here. That's email everyone.
| | 02:09 | This is a shortcut to be able to email
every single person who has permissions
| | 02:12 | on this library. But I'm
simply going to invite one person.
| | 02:21 | And I'm going to invite
Akeenen Woo to be able to edit.
| | 02:25 | If I want to give her read-only
permissions, again, I can change that.
| | 02:29 | Notice these permissions look different. The
last set of permissions were site permissions.
| | 02:34 | These are the types of permissions
that are available for libraries.
| | 02:37 | So, I can invite Akee and I can say You
have the ability to read, or you have the
| | 02:41 | ability to edit. I'd even like you to be able to
| | 02:45 | contribute, which is a
slightly lower level than edit.
| | 02:48 | So, I can click share,
and share that with a key.
| | 02:51 | What if I want someone to
look at just one document?
| | 02:55 | Well, for example, I might want
somebody to review this moving to office 2013.
| | 03:01 | I have a colleague and I'd like to say,
hey, would you just take a look and see
| | 03:04 | if this would meet your needs,
you're my good typical user.
| | 03:07 | So I'm going to click, and choose Share,
and I actually want to invite Ron Ricado
| | 03:14 | Estas, to look at this. I don't
necessarily want him to edit it,
| | 03:20 | I'd just like to have a conversation with him.
| | 03:23 | I've already warned him that I'm
going to do this and he's willing.
| | 03:26 | So I'm going to invite Juan. Notice
also though that I could add other people.
| | 03:30 | I mean that's not a problem. And each
person I add, I simply type some information.
| | 03:36 | If I start with their name as it's listed
in SharePoint, it will help me fill it in.
| | 03:42 | But if I indicate any portion of their
name, like for example a key's last name,
| | 03:46 | it will pick it up. If I
want to remove someone from the
| | 03:51 | list, simply click the blue x. So
I'd like to share this document only
| | 03:56 | with Juan Ricardo. I click
share, and the email is winging
| | 04:01 | it's way out, saying, Gini has
shared this document with you.
| | 04:05 | It would be nice if there was just one
interface that said share, and you chose
| | 04:10 | document, library, or site,
but this is pretty close.
| | 04:15 | Here I am in the site, share the site.
Here I am in the library tools, click
| | 04:19 | shared with, and share the library.
Or, at the document level, choose the
| | 04:24 | document And choose share or click
files and choose share for this document.
| | 04:29 | That's how easy it is to share documents
libraries and sites in SharePoint 2013.
| | 04:39 |
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| Syncing a document library to your computer| 00:00 | A new feature in SharePoint 2013 is
the ability to synchronize a library from
| | 00:04 | SharePoint with your local
computer for offline use.
| | 00:09 | For example, you're going
to be on a train for a while.
| | 00:12 | The Internet connectivity isn't all that good.
| | 00:15 | So what you'd like to do is grab this
set of documents from the library, and be
| | 00:23 | able to take a copy on your
laptop, use them on the train.
| | 00:34 | And then, when you arrive at your
destination, you're in your hotel later
| | 00:37 | tonight, you can reconnect and
synchronize all the changes that you've
| | 00:40 | made back to this library.
That's how this works.One of the
| | 00:44 | libraries that you can sync is your SkyDrive.
| | 00:46 | You'll be asked, do you want to
switch from SharePoint to SkyDrive Pro?
| | 00:48 | This is a little confusing because
Microsoft has named this SkyDrive, your
| | 00:52 | SharePoint SkyDrive, SkyDrive Pro,
and it's also named the synchronization
| | 00:55 | software, SkyDrive Pro for the desktop.
But we'll say yes, sync the library
| | 01:01 | documents from Jenny Quarter, notice
that it's going to put it under favorites in
| | 01:05 | Windows explorer. And it
says it will save it here.
| | 01:09 | I can choose a different place,
a different location if I wish.
| | 01:12 | But this is fine, and I'm going to say sync now.
| | 01:16 | The first time obviously it takes a
little bit longer because none of the
| | 01:20 | documents are here yet. If it's a
large library it can take quite awhile.
| | 01:26 | So, this is not an activity to reserve
til you're packing your office and trying
| | 01:30 | to get out the door. Do this
a little earlier if you have a
| | 01:33 | large library. But here we
go, we have Sky Drive Pro.
| | 01:38 | Here in my favorites and these are my
documents, those that are shared with
| | 01:41 | everyone and the storage guidelines
that I had saved earlier on my Sky Drive.
| | 01:47 | That's a private document. Let's
return now to SharePoint because I
| | 01:50 | have some other documents
that I'd like to take with me.
| | 01:54 | This is the other document library that I'd
like to take, and it also has a Sync button.
| | 01:58 | Every library in SharePoint has a Sync button.
| | 02:01 | So, I'm going to click Sync,
Did you mean to switch apps?
| | 02:05 | Yes I did. We'll save the
library here, this is the
| | 02:08 | same place. I could
create a folder for this, but
| | 02:11 | there's really no need. And
SkyDrive Pro, is synchronizing that
| | 02:14 | document library. I don't
need to create a separate folder
| | 02:19 | for my SharePoint document libraries
because Sky Drive Pro automatically
| | 02:23 | creates one link to my Sky Drive
Pro synchronization, and another to my
| | 02:27 | synchronized documents for my SharePoint site.
| | 02:32 | So, I've got my documents here,
I'm ready to leave the office.
| | 02:35 | I'm going to shut down my laptop and
we're going to see what this experience
| | 02:37 | is when I'm offline. So, I
need to edit the no obstacles
| | 02:41 | story, the version that
we did in November of 2012.
| | 02:44 | It needs a little clean up,
it was never really finished.
| | 02:47 | So, I'm going to open this
document in Microsoft Word.
| | 02:50 | I'm opening it from my local
machine, this is a local copy.
| | 02:53 | So, even if I'm normally prompted
to approve opening documents from
| | 02:56 | SharePoint, I won't be 'cuz it's right here.
| | 02:59 | Notice that I have an alert that says, this
is an offline copy of the server document.
| | 03:04 | It was last up to date on 27th and at what time?
| | 03:08 | And it shows me that this is an offline copy.
| | 03:09 | So, what I'd like to do is we have few
changes that we knew we wanted to make.
| | 03:19 | And I could make other changes as well. All
right, and I'm ready to save this document.
| | 03:29 | Notice on the status bar, it says that I
have an upload pending, and there was an
| | 03:32 | alert that said, we've saved your
changes, we've saved em locally, and
| | 03:34 | we're waiting til we reconnect to the server.
| | 03:38 | I can go ahead and close Microsoft Word.
Notice when I look at the icon for the No
| | 03:43 | Obstacle story that it actually
shows that it needs a refresh.
| | 03:48 | So I can easily tell which documents
I've edited and which ones I haven't.
| | 03:54 | I'm done with my work.I'm ready to
close my computer, go to my hotel room, and
| | 03:58 | connect to my SharePoint site once again.
So, as soon as I connect to my SharePoint
| | 04:03 | server, SharePoint and SkyDrive Pro are
automatically synchronized in this document.
| | 04:08 | Notice that my changes have already
been taken care of there was nothing that I
| | 04:12 | needed to do I didn't have to restart
Microsoft Word I didn't even have to
| | 04:15 | visit the SharePoint site all I
needed to do was to connect to SharePoint.
| | 04:22 | Sky Drive Pro automatically synchronized me.
| | 04:25 | So this is how you can easily
synchronize document libraries to your computer.
| | 04:29 | If I wish I can synchronize this
document library now and synchronize a different
| | 04:34 | document later. It doesn't
really matter which libraries
| | 04:38 | I want to synch at a time because any
library I go to is going to give me the
| | 04:41 | ability to synchronize
Microsoft SharePoint to my local drive.
| | 04:47 | SkyDrive Pro, is a heavyweight
synchronization tool for SharePoint.
| | 04:53 | So, the items here in my SkyDrive that I
can synchronize, up to 20,000 items here.
| | 04:57 | And then, 5,000 other SharePoint
items that I'd find in document libraries.
| | 05:02 | And when I say item, I mean a file, or
a folder, because both of them account.
| | 05:06 | Any single library, I can
synchronize, up to two GB.
| | 05:10 | Long before I have synchronized 20,000
items and a million gigabytes, I am out
| | 05:14 | of space on my local drive. So how
do I unsynchronize a library that
| | 05:19 | I've synchronized? Don't try going here.
| | 05:22 | If you Click Sync you'll
actually just Synchronize again.
| | 05:25 | It's a great way to update information.
If you think for any reason that there's
| | 05:30 | a mismatch between the version that's
here and the version that you have on
| | 05:33 | your laptop. For example
if you've just uploaded a
| | 05:37 | whole bunch of documents and you're in a
hurry you might click sync just to push
| | 05:41 | that a little faster but how do
I unconnect, unsync a library?
| | 05:47 | Well, that's actually in Windows. So
here's my SkyDrive in my task tray.
| | 05:52 | You may have the system trays showing all
the time, and you're used to seeing this
| | 05:56 | little SkyDrive Pro cloud. And
if you right-click, one of the
| | 06:00 | choices is to stop sinking a folder.
So if I choose stop sinking, I can say
| | 06:04 | I'm done syncing Skydrive Pro right now, I
can choose to sync again later, that's fine.
| | 06:10 | Or, I can say, this is the folder I wish
to stop syncing, the more I'm syncing the
| | 06:13 | more folders that will be listed here,
and I just choose the one I no longer
| | 06:17 | wish to sychronize, choose Stop Syncing,
and it says it will permaneatly stop
| | 06:20 | syncing, but nothing's permanent, you can
go back and click the Sync button again.
| | 06:27 | Don't let this dialog scare you. Just say yes.
| | 06:30 | Skydrive Pro will stop synchronizing this
folder with the next synchronization action.
| | 06:37 |
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|
|
4. Working with Library and List AppsUsing a list| 00:00 | Like our new this week web part, our
events web part, and flash news web part
| | 00:04 | can also be sorted and
filtered, using the headings.
| | 00:09 | So for example, if we had many
announcements in our news flash, we could
| | 00:12 | sort it by clicking on title. We
can also filter, and if we click this
| | 00:16 | dropdown we, we can actually filter,
based on when something was modified.
| | 00:21 | So this one works really well.
But if we have something either that
| | 00:25 | recurs or that where multiple items are allowed.
| | 00:29 | You might find that you
actually can't sort on a column.
| | 00:33 | Says this column type can't be sorted
but in this case we can still filter.
| | 00:38 | There are other types of columns
that you can not filter either.
| | 00:41 | So if you click a dropdown and it says
you can't do that, there's nothing you
| | 00:45 | did wrong. It's simply based on how the data
| | 00:48 | actually works. But
normally, for most of our regular
| | 00:52 | columns in Excel spreadsheet type data tables.
| | 00:55 | You'll be able to sort and
filter to your hearts content.
| | 00:59 | You'll be able to sort and
filter as much as you would like.
| | 01:03 | Let's go take a look then at a list of
our employees, and see how that works.
| | 01:07 | I'm going to click
Employees on the quick launch.
| | 01:09 | And were going to drop into this list.
An interesting thing about this list is
| | 01:14 | that it's actually opened ready for us to edit.
| | 01:17 | It looks just like Microsoft Excel.
And that's because it actually is ready
| | 01:23 | for us to edit. We can
click in here and make changes.
| | 01:27 | We can actually use a fill button
just as we would in Excel if we wish.
| | 01:33 | You can do dangerous things in here if you want.
| | 01:35 | So, this is one view of the list and this
particular type of list view is actually
| | 01:38 | called a Quick Edit view. I can
either say stop editing this list
| | 01:45 | to return to a standard view or I
could have clicked the View button.
| | 01:50 | If I want to get back to that editing
view I can choose Quick Edit and so I can
| | 01:55 | easily edit in my list. Make
whatever changes I would like.
| | 02:01 | Sort, if I would like to have my list
sorted by last name, simply click Last name.
| | 02:06 | And even though this list crosses many,
many pages, it's still going down and
| | 02:10 | pulling the records out from
pages 29, and 30, and so on.
| | 02:15 | This is a very long list. So
unlike Excel where you used to be
| | 02:19 | unable to see every single thing
that's being sorted by scrolling the table.
| | 02:23 | Here in SharePoint we get to the end of
the list and there's more pages but when
| | 02:27 | we sort it's the entire data set. The
entire list that's being sorted for us.
| | 02:33 | If I wanted to sort, for example by hire
date, simply click, wait a moment while
| | 02:37 | SharePoint shuffles through that list
and tells me that our very first employee
| | 02:40 | who's still with is is Zachary Tate.
So, what else can I do with this
| | 02:46 | particular list? Well, if we
go up to the Ribbon, you'll
| | 02:50 | find that just as with our library.
There are a list of things you can do
| | 02:54 | with individual records or individual
items, and then some things that I can do
| | 02:57 | with the entire list. With
items, I have the ability to add a
| | 03:02 | new item, to view an item, to
edit the selected item, to delete it.
| | 03:08 | And then some things that I can do
with workflows, and the ability to tag or
| | 03:12 | place a note on an individual item.
Many of these of course require me to
| | 03:18 | actually select an item, and after
I've selected an item, then I'll have more
| | 03:21 | choices available to me. When I
click on the list I have access to
| | 03:27 | the settings for the entire list.
They are very similar to the settings for
| | 03:32 | libraries, this is were I switch views,
create a new view as you'll see later on
| | 03:35 | in this section, email a
link again tagging and noting.
| | 03:40 | Some lists can be connected
Outlook and we'll talk about that later.
| | 03:44 | Those are the types of lists that already
exist in Outlook, like contacts and calendar.
| | 03:50 | I can export any list to Excel.
And then there's actually a form that
| | 03:54 | exists for every single list that's
created and I have the ability to edit or
| | 03:58 | customize that. Finally there
are settings for the entire list.
| | 04:03 | I can see who the list is shared with,
and I can modify the workflow settings.
| | 04:08 | So those are the choices that I have for lists.
| | 04:11 | Very easy to go in and modify a
list by sorting and filtering.
| | 04:16 | Very easy to go in and add new items to the
list, as you'll see later in this section.
| | 04:22 | In SharePoint the capabilities for
lists and libraries are very similar.
| | 04:38 |
| | Collapse this transcript |
| Adding a list app to your site| 00:01 | Now that we know how to use libraries and
lists, it's good to know how you can add
| | 00:05 | a list or a library app. to your site.
| | 00:08 | So, let's start by going to site contents.
| | 00:13 | And we can there, the items that are
already on this site, and then other
| | 00:16 | items that we could optionally add. So
first you'll see everything that we're
| | 00:23 | using on our site. Here's our
Documents folder, our list of
| | 00:26 | employees, our events list, our empty
forms Templates folder, our microfeed and
| | 00:30 | our announcements list and so on, and
finally an app that we got from the app
| | 00:34 | store, that's the world clock and
weather that we'll be working with later.
| | 00:41 | So this is what we have already, the
question is how do we add capability that
| | 00:44 | we don't yet have, so I am going to go
ahead and click add an app and this opens
| | 00:48 | the list of the apps that are available
for us to add and also has a link to that
| | 00:52 | shared point store so we can get more
apps, if there is an app that we want.
| | 01:00 | That's available commercially, either for
a price or for free, to use in our site.
| | 01:05 | So, let's taek a field
trip and see what's available.
| | 01:08 | At the top, you see three apps
that are listed as noteworthy.
| | 01:12 | A document library, a custom list, and tasks.
| | 01:15 | Now, they're simply listed as
noteworthy for every single site that's created
| | 01:19 | using the template we're using here.
We already have a document library.
| | 01:24 | It doesn't mean that they're more
useful than the others, it's simply what sits
| | 01:28 | there by default. And then
we have apps you can add.
| | 01:32 | So, we could add another document
library, and indeed we will later.
| | 01:36 | We could add a formal library. We'll
do that later in the course as well.
| | 01:40 | Wiki pages, picture libraries.
Those are all different types of
| | 01:44 | libraries that we can
create. But we also have lists.
| | 01:48 | We have links lists. Links
are used to simply put a list of
| | 01:52 | hyper-links on your site so that people
can access different pages in other places.
| | 01:58 | If you want to see the details of any
one of these, simply click the app details,
| | 02:03 | and you'll get a description, a list of
web pages or other resources That you can
| | 02:07 | reach with a URL. What types
of other lists do you have?
| | 02:13 | Announcements list, we
have one of those already.
| | 02:16 | And this contacts list, and the calender
app next to it have something in common.
| | 02:20 | They can both synchronize to Microsoft Outlet.
| | 02:24 | The discussion board is another type of list.
| | 02:26 | The promoted links list is very interesting.
| | 02:29 | It's a list of links that are held in
common, that appear on a site, so that
| | 02:32 | you have a core set of functionality.
And we're going to see how that promoted
| | 02:38 | links list works when we create a
new sub-site later on in the course.
| | 02:42 | The tasks list, like contacts and
calendar, synchronizes with Outlook.
| | 02:46 | We have a fabulous issue
tracking app that's just amazing.
| | 02:50 | You can use if your rolling out a new
product or if your working on developing
| | 02:54 | some software or a process. Or if
you just want people to be able to
| | 02:58 | report things as they would to a help desk.
| | 03:01 | Were going to look at
that app later in the course.
| | 03:03 | A custom list that you create either as
a standard list, or in data sheet view,
| | 03:07 | we'll look at both of those methods. An
external list, that we're importing, a
| | 03:12 | survey is a type of list. But
wait there's more, there's also a
| | 03:16 | library of data connections to external data.
| | 03:20 | A particular access app, a report
library where we would keep reports.
| | 03:26 | And asset library that's made for not
just pictures, but rich media content
| | 03:30 | that could be audio, video, and so on.
And were going to create one of those
| | 03:35 | libraries as well. And
finally the ability to import a
| | 03:38 | spread sheet. Which we
can use an app to import it.
| | 03:42 | And import a spreadsheet from
excel or another similar application.
| | 03:46 | Or if we start in excel, we
can actually publish a table.
| | 03:49 | Back here to SharePoint.
And acomplish the same thing.
| | 03:51 | SOmething that we'll see later in the course
when we take a look at how Excel intergrates.
| | 03:55 | With Microsoft SharePoint.
There are two different things that I
| | 03:59 | would like to add to my site. Ones a library.
| | 04:01 | And ones a list. So lets go
back and pick up the lengths list.
| | 04:05 | So that we can have a place. To store lengths.
| | 04:08 | To information that we
would like our employees to see.
| | 04:11 | Simply go to links and click.
You'll briefly see this working on it.
| | 04:17 | You want to enter a name. Now,
I'm going to say something you'll
| | 04:20 | hear me say many times during this course.
| | 04:22 | When you're only offered the opportunity
to be able to enter a name, that name is
| | 04:26 | probably going to be converted to a URL.
And every single space that we put in it,
| | 04:32 | because you'll never see a URL with a
space in it, will be replaced with a %20
| | 04:36 | sign, which is actually the ASCII
character code for a space, %20, takes up
| | 04:41 | three characters. So, what
we'd like to have here is, we'd
| | 04:47 | like to have new employee
links or orientation links.
| | 04:52 | But if I name it orientation links like this.
| | 04:56 | When this is converted to a URL
what will be added will look like that.
| | 05:02 | That doesn't look great,
and it takes up more space.
| | 05:05 | You might think not a big deal, but
ultimately as we start creating libraries
| | 05:08 | and then have file names in them
with spaces in the file names, we start
| | 05:12 | throwing three extra characters in many,
many times and we can actually have a
| | 05:15 | file who's name is too long for us
to store it in SharePoint any longer.
| | 05:22 | So, what I'm going to suggest is that
we provide a short name, for example.
| | 05:29 | Or if we wanted to make
sure it had lengths in it.
| | 05:31 | We could just call it O links.
Because this is the name, that's going to
| | 05:35 | go in the URL. We'll come back later.
| | 05:37 | In this chapter. And I'll show
you how we can change any name.
| | 05:41 | That we've provided here,
once the url has been created.
| | 05:46 | So here's our orientation links list.
I'm going to go ahead and click create.
| | 05:51 | And notice, that it's been
added here, to our site contents.
| | 05:55 | Now, there's really nothing in it yet,
but it's already on the recent list, and
| | 05:59 | we can change some settings later, to
be able to modify what this looks like.
| | 06:05 | Let's go ahead, and click orient
links, and see what our list is.
| | 06:09 | Let's add a new length to this. Excellent.
| | 06:12 | So lets say for example that we would
like our employees to go look at the
| | 06:16 | SharePoint site at
Microsoft. We can type in a URL.
| | 06:21 | Click here to test. Make
sure it actually goes somewhere.
| | 06:25 | That worked well. Right-click and lets go back.
| | 06:30 | And then we could add some notes.
For example, training and resources for
| | 06:34 | SharePoint users, and click Save.
And now we've added our very first item
| | 06:39 | to our new list that we created.
That's how easy it is to create a new list.
| | 06:44 | We need one more list. So let's
charge in and create it really quickly.
| | 06:48 | We're going to create a Contact's list.
That we can use to add people to, so that
| | 06:52 | everybody that we need to
track at this level can be added.
| | 06:57 | For example, a vendor that we're doing
some work with right now, anybody's whose
| | 07:00 | important to our team, we
could put into this list.
| | 07:04 | So, it's our important peoples list,
let's see how easily we can create this.
| | 07:08 | Go to Site Content Add an app.
We're looking for something that has a
| | 07:15 | picture of a person on it,
there we are, a Contacts folder.
| | 07:18 | If we want to see the details, you'll
actually see that we can synchronize this
| | 07:21 | with Microsoft Outlook. You
want to commit to memory the fact
| | 07:25 | that you can do that with
calendar, tasks, and contacts.
| | 07:28 | Because it makes them incredibly useful lists.
| | 07:31 | And we're going to call
this VIPs, and create it.
| | 07:36 | We now have a new VIPs list. If
it wasn't here in Recent, we could
| | 07:41 | always go to Site Contents to find it.
It would bring us right back here.
| | 07:44 | And we can click, and go look. And
we have the ability to add new items
| | 07:49 | to this list. That's how
easy it is to create a new
| | 07:53 | list using the built in list
apps in Microsoft SharePoint.
| | 07:58 |
| | Collapse this transcript |
| Adding a custom list app| 00:00 | There are many different ways that you
can add a list to your site, lets go take
| | 00:04 | a look at some of them, so in SharePoint
you can create a list first by using one
| | 00:08 | of the built in list apps that we
say, list like calendars, context,
| | 00:11 | announcements and issue tracking And I
can't stress enough that before you build
| | 00:16 | a list in any other way you should go and
see if there's a build in app that would
| | 00:20 | allow you to create the list you want.
Because the kind of list apps that you
| | 00:30 | see in SharePoint address common
business needs like keeping a calendar.
| | 00:35 | Or make announcements to a group or
tracking issues about some type of a
| | 00:39 | project so look there first and we
already know how to do that but we can
| | 00:42 | then use the custom lists app to create
a list because the built in lists don't
| | 00:46 | meet this particular business need.
There's a new custom list app, in
| | 00:53 | SharePoint 2013, that allows us to
create a custom list on the fly using a data
| | 00:57 | sheet view type of app.
Additionally, we have the ability to
| | 01:02 | import lists from Excel, and other
spreadsheet programs, using the import
| | 01:06 | list app. And if we're in Excel we can take any
| | 01:10 | table and publish it as a list in
SharePoint so we can generate the data
| | 01:13 | from Excel rather than
pulling it from SharePoint.
| | 01:18 | Finally, we have one more app that
allows us to connect to an external list.
| | 01:23 | So, if you think about how you're
creating a list in SharePoint you have
| | 01:26 | all of these different ways that you can do it.
| | 01:30 | We already know how to work with our
built-in lists, now we're going to take a
| | 01:34 | look at the custom list app, the
custom list and data sheet view app, and the
| | 01:37 | import list app. We will
talk about publishing Excel
| | 01:42 | tables as lists, and the
external list app later in this course.
| | 01:46 | So let's take a look at
the custom list app first.
| | 01:49 | And let me describe the business
problem, that we'd like to address.
| | 01:52 | We have an employee self service site.
Where employees go to get forms and other
| | 01:58 | information that they need. Now we
have a need for a list of departments.
| | 02:03 | This list of departments doesn't
change all that much in our organization.
| | 02:07 | So we want to be able to choose from a
dropdown list that a particular form is
| | 02:11 | used in human resources
or information technology.
| | 02:15 | Or that a particular document needs to be
updated by the administrative department
| | 02:20 | or by the finance group So this list of
departments is a list that we're going to
| | 02:24 | use over and over again in this site.
Let's look at 3 different ways then that
| | 02:30 | we could create this list and talk about
the advantages of each of these methods.
| | 02:35 | Let's go to site contents and choose add an app.
| | 02:41 | Now first we would actually take a
look and see if there happen to be a
| | 02:45 | department list. I promise you there's not.
| | 02:48 | So we're going to use the custom list app.
| | 02:52 | This is a list of departments in their name.
| | 02:54 | So that's all it is. Again it's
always helpful to have shorter
| | 02:58 | names and to have names without spaces.
So I'm going to simply create this custom
| | 03:02 | list called. DEPTS as
with some of the other lists
| | 03:05 | that we've created in libraries.
We'll see later how to change the
| | 03:09 | settings to have a more verbose
name, department names for example.
| | 03:13 | But this is going to be used in the
URL, so we'll have a nice short name.
| | 03:18 | Here's our new list right here, and if I
click it says new item or edit this list.
| | 03:24 | A basic list simply has a
title in it. That's all we see.
| | 03:28 | And I could add a new item here.
Let's go ahead and add one.
| | 03:31 | Just so we see how this
works. (NOISE) And click save.
| | 03:37 | We have an item. Now what
I'd like to be able to do is to
| | 03:39 | see how I would customize this list,
so that I could add other columns to it.
| | 03:44 | Because I'm in a list, I
can click list on the Ribbon.
| | 03:48 | List settings, and this is where
I could see all of the columns.
| | 03:53 | I can only enter a title, but SharePoint
is tracking when this item was modified
| | 03:56 | and created, and by whom. That's
happening in the background, we
| | 04:00 | don't even have any say about
whether or not those columns exist.
| | 04:04 | SharePoint's just busy tracking that stuff.
| | 04:06 | If I wanted to create a new column To be
able to add to this particular app, I'd
| | 04:10 | click create column here, and I'd say
for example we wanted to have the location
| | 04:15 | for a department, or the
manager for a department.
| | 04:21 | And I could create a new column here,
now what I really want to do is I want to
| | 04:24 | know whether this department's active.
Remember that we're creating not just for
| | 04:29 | now, but for the future. So
let's image that right now we have an
| | 04:32 | HR department, but later on we replace
that HR department, with a professional
| | 04:36 | development department, and an
employment services department.
| | 04:41 | But some people right now work in Human
Resources, so we don't want to lose track
| | 04:44 | of the fact, that department ever existed.
| | 04:48 | So, one method of maintaining a list is
to say, we don't have an HR department
| | 04:52 | any more throw it away. Another
method of maintaining a list says
| | 04:56 | we use to have an HR
department, we don't any longer.
| | 05:00 | Let's keep it on the list but simply
not to show it to people lets filter that
| | 05:04 | list based on whether or not items are
active, I am going to set the default
| | 05:08 | values yes and I am going to type a brief
description that says Is this department
| | 05:12 | currently active. The default is yes.
| | 05:18 | This is going to show up in a couple of places.
| | 05:20 | Here for me, but also when the user
goes in and adds a new department.
| | 05:23 | And this check box, Add to
default view is automatically enabled.
| | 05:27 | So the view I have of this list will
automatically get a new field with a
| | 05:31 | check box on it. Let's click
OK and see how this all behaves.
| | 05:35 | We'll go back to our
departments lists. Here's human resources.
| | 05:38 | Notice there's nothing here for active
because when this item was created, when
| | 05:41 | I typed human resources,
this wasn't a requirement.
| | 05:45 | But I can actually choose to edit this
item and when I do I can say yes and save it.
| | 05:54 | When I create a new item, for example,
Accounting, that default new field, new
| | 06:01 | column is already enabled. So
this is one way to create the list.
| | 06:07 | I can go in and say I'd
like to have a new custom list.
| | 06:10 | I can add whatever columns I'd like to add.
| | 06:13 | By choosing list and modifying the
list settings, and that works well enough,
| | 06:17 | However, I want to show you now the
second way we could have created this list.
| | 06:22 | So let's start by going to site contents,
and I'm going to choose this departments
| | 06:26 | list we just created, and simply
remove it, let's throw it away.
| | 06:31 | And let's create it again using another
app that custom lists in Datasheet view app.
| | 06:42 | Now when I open this app up. It
looks a little bit different because
| | 06:48 | I'm in a small Datasheet view.
This is our Selection column.
| | 06:52 | You can always point to these to find out.
| | 06:54 | This is Type, there's
nothing for me to type here.
| | 06:56 | And in Title, I'm going
to enter Human Resources.
| | 07:00 | Looks good. This plus sign, will allow me to add
| | 07:03 | another column. And when I
click Add, it asks me what
| | 07:06 | type of column it is. I
actually want to add that same Active,
| | 07:10 | Inactive type of Check box, I don't
see check box as a choice, or yes no as a
| | 07:15 | choice, so I'll just click and I'm
back in a page that shows me just the
| | 07:19 | information I need to add a column. I
could add a description that says, is
| | 07:28 | this department active, and I could
add check as yes or default equals yes.
| | 07:34 | I'm going to say OK. Here we go.
| | 07:37 | When I add a new item, it says No. I
actually want to change this to yes,
| | 07:47 | but I'd like my default to be Yes. So,
even in this list, I can go to list,
| | 07:51 | list settings Take a look at a
particular column, like active.
| | 07:58 | See the properties of that column again.
Say, is this the department active?
| | 08:03 | The default value equals yes. Say, OK.
| | 08:09 | And return back to my list. So,
if I simply want to quickly, enter
| | 08:14 | some information. This is an easy way to do it.
| | 08:18 | There's actually one other plus
to using this particular method.
| | 08:22 | This is a grid just like Excel. So if I
wish I can actually drag to fill values.
| | 08:28 | And then add other items. So if
I have a bunch of information I
| | 08:31 | want to add quickly, this
is a very nice way to do it.
| | 08:34 | I also have the ability to copy and
paste here because it's an Excel grid.
| | 08:38 | So, if I have a list of departments
somewhere else that I want to place here,
| | 08:41 | it's not a bad way to do it.
So, that's our second method.
| | 08:46 | Creating using the datasheet list app.
Let me talk for a moment about why we
| | 08:51 | might want to use import list,
published list or external list app.
| | 08:56 | If I already have a whole list of data
somewhere, rather than retype it myself,
| | 09:00 | its always better to go get that data and
the question that I want to ask before I
| | 09:04 | make the decision if I want to import it,
to publish it from Excel here is a list
| | 09:08 | which is exporting from Excel but the
same as importing in SharePoint or to
| | 09:12 | connect to that list, on a
permanent basis as an external list.
| | 09:21 | So here's the question, how
often does this data change?
| | 09:24 | When we take the example of a list of our
departments, the odds are pretty good it
| | 09:27 | doesn't change a lot. Maybe it
changes once or twice a year,
| | 09:31 | and someone can come in and update the list.
| | 09:34 |
| | Collapse this transcript |
| Using the Import Spreadsheet app| 00:00 | I have a need for a list in SharePoint, and
that data already exists in Microsoft Excel.
| | 00:06 | There are two or three
different ways to get that data here.
| | 00:09 | The way we don't want to use, is to
print it out and to sit and type it again.
| | 00:13 | Because re-entering data or retyping
data always creates the opportunity for
| | 00:16 | additional data entry errors, as
well as just being a waste of our time.
| | 00:20 | So what we would like to do
is grab this data from Excel.
| | 00:24 | And there are two very different ways to do
this, that will create a copy of the data.
| | 00:29 | The first is to say I want to import it
into SharePoint, the second method is to
| | 00:33 | be in Excel and say I want to
export it out of Excel to SharePoint.
| | 00:37 | We're going to look at that second
method later, when we take a look at the
| | 00:41 | integration touch points between
Microsoft Office and Microsoft SharePoint.
| | 00:46 | And there are reasons that we actually
might prefer that method, because we'd
| | 00:50 | like to be able to work with the
data later on in Microsoft Excel.
| | 00:55 | But right now, all we want is the list
that's here and we're going to do that by
| | 00:59 | using the Import App, here in SharePoint.
So I'm going to click Site Contents > Add
| | 01:06 | an App, and it's on the second page.
We saw it earlier, import Spreadsheet
| | 01:12 | right here. I'm going to click.
| | 01:15 | And it says what name do you want to
give, and again we're being asked for a
| | 01:18 | name that will appear in a URL. So
we don't want to introduce spaces and
| | 01:23 | we can change this name later on,
to customize this particular list.
| | 01:27 | The description is that this is a list
of department names, and now I need to go
| | 01:31 | find the list. It's at the
root of my documents so that
| | 01:38 | wasn't all that hard. We're all set to go.
| | 01:40 | I'm going to click Import. Now
the first thing is it says you know,
| | 01:45 | what type of information is this. It
can be a range of cells, a named range
| | 01:50 | or it can be a table range.
Now this actually isn't a table.
| | 01:54 | It's just a range of cells. So
I'm going to select that range, and
| | 01:58 | say it's this data right here. So
I'm on the department spreadsheet,
| | 02:02 | I've selected the data. This
is the same way you would select
| | 02:04 | data in Excel for any other purpose. If
you have a number of different sheets,
| | 02:08 | it's always a choice to be able to
name your ranges in Excel, or to save as a
| | 02:11 | table, but this will work every single time.
| | 02:15 | And I'm going to click Import. And
we're going to wait for a moment,
| | 02:19 | while SharePoint goes and, taps on Excel
and says, okay, bring me back that list,
| | 02:22 | and here it is. That's all
the harder it was to take this
| | 02:25 | list of data, and bring it
over here into SharePoint.
| | 02:29 | Now a couple of notes, just
so we're clear what we've done.
| | 02:32 | This data isn't linked to
that Excel list any longer.
| | 02:35 | So this isn't the method that we want
to use if we have a data set that changes
| | 02:38 | frequently and we need to
know what the current data is.
| | 02:43 | But our list of departments
isn't going to change all that often.
| | 02:46 | And this is exactly the method that
we want to use for lists that change
| | 02:49 | infrequently, or when we want to start
with a list that's a pretty good list but
| | 02:52 | that we might want to
change this list in some way.
| | 02:57 | Because now we have the ability to
go in and to customize this list, add
| | 03:00 | additional columns if we wish, for
example, sort, filter, everything else
| | 03:04 | that we would do with this list.
Because this is our own copy, totally
| | 03:09 | different from the data that
sits in that Excel Spreadsheet.
| | 03:13 | That's how easy it is to be able to
use that Import Spreadsheet App here in
| | 03:17 | SharePoint 2013.
| | 03:20 |
| | Collapse this transcript |
| Customizing a library| 00:00 | We've just seen a fistful of different
ways to create lists in SharePoint 20 13
| | 00:04 | from Built-In lists to Custom
lists and all different ways to do it.
| | 00:09 | But there aren't that many different
kinds of libraries, and most of the
| | 00:12 | libraries that you create
will be Document libraries.
| | 00:15 | Now, later on in this course, we'll
create from libraries and a Wiki Page Library.
| | 00:20 | We'll even create a Picture library.
But most of the libraries that you create
| | 00:24 | will be Document libraries, and
therefore, most of the time, when you
| | 00:27 | create a library, you're
going to need to customize it.
| | 00:31 | We already have a library here
in our Employee Self-Service site.
| | 00:35 | Here it is, this is how it came out of the box.
| | 00:39 | This library was actually placed in this
site by SharePoint when we created a team site.
| | 00:43 | And what we're going to put here are
documents for employees to be able to
| | 00:46 | open and use. We want to
be able to track several
| | 00:50 | things about these documents.
For example, we want to know what
| | 00:53 | department is responsible for posting
and reviewing them that will also provide
| | 00:56 | users with a way of asking
questions about a document.
| | 01:00 | And we'd like our employees to know what
type of a document it is, not just is it
| | 01:04 | Word, or Excel, or PowerPoint, but is it a
brochure a form, a document, poster, or presentation?
| | 01:11 | That kind of information, data about
data or metadata is something that sets
| | 01:15 | Microsoft SharePoint apart from Windows.
Because if I wanted to have that kind of
| | 01:20 | information in a Windows environment, I'd
either need to include information about
| | 01:24 | the document type in the file name
or I'd need to create a folder for it.
| | 01:29 | But here in SharePoint, we can simply
add columns that are going to provide
| | 01:33 | information about that data. Let's see how.
| | 01:37 | I'm going to click Library and
we're going to choose Library Settings.
| | 01:42 | As we scroll down on this Settings page,
what you'll see is the columns that are
| | 01:45 | included by default in a Document library.
| | 01:49 | When the item was created, when it was
modified last, what the name or title of
| | 01:53 | it is, who created it, who modified it.
And who is currently working with this
| | 01:58 | document, is it checked out to anyone?
We're going to go ahead and create a new column.
| | 02:03 | And the new column that we want
to create first is document type.
| | 02:07 | Now, as you might imagine, document
type is actually a name that's used already
| | 02:11 | and it refers not to the category of
document, but it refers to, is it a
| | 02:14 | PowerPoint Document, is it a Word Document?
| | 02:19 | When we say document type we
generally mean application.
| | 02:23 | That information exists
already and is tracked by SharePoint.
| | 02:26 | So we need a word other than type. We
could say DocType if we wanted to and
| | 02:31 | that works. Or, we could
say category and there's
| | 02:34 | another word that works. There
aren't that many words for what
| | 02:38 | something is, whether it's a
kind or a type or a category.
| | 02:42 | So you'll find that these
words get used over and over again.
| | 02:46 | Our choices now are, is it a single line
of text, multiple lines of text, is there
| | 02:50 | a drop-down menu to chose from. If I
want to be able to sort or filter by
| | 02:54 | column, I'm going to avoid
allowing users to simply type in choices.
| | 02:59 | Because they will make up whatever
choices work for them, and then, when I
| | 03:03 | go and try to filter, I
won't capture everything I want.
| | 03:07 | Or when I try to sort, I won't be able
to actually put things in order, because
| | 03:11 | different users entered different
free-form text on a single line or
| | 03:14 | multiple lines. If I want
to be able to accurately sort
| | 03:19 | and filter, I'm going to need
to constrain my user choices.
| | 03:24 | And so, I'm going to actually use a
choice field, the description is and
| | 03:28 | users will see this, so I should give a
user friendly description and it is type
| | 03:32 | of document, I can require that this
column contains information, if I do a
| | 03:36 | user will have to make a choice here or
they wont be allowed to actually upload
| | 03:40 | there document. If I say
enforce unique values that means
| | 03:48 | that every choice has to be different.
That's not a good thing to do, because
| | 03:52 | I'm hoping that they'll make the
same choices over and over again.
| | 03:55 | So the types of information that we
believe are being used right now in our
| | 04:00 | current site that we're moving
things from is, we have brochures, we have
| | 04:04 | documents, we have forms. We
have posters that people can print,
| | 04:09 | and we have presentations.
Those are our five major types.
| | 04:14 | Now, it's possible that
there's a type that we're missing.
| | 04:17 | As we start uploading information,
we'll actually find that forcing people to
| | 04:21 | choose something from this list doesn't
work, because the list isn't big enough.
| | 04:27 | What we can do then, is we can say Other.
We simply Add that choice to the List.
| | 04:30 | This gets us out of that problem, and
what it allows us to do is, whoever's
| | 04:33 | managing this site, right now it's me,
can go back in and see when people chose
| | 04:37 | Other, what they really meant. I
could actually call them on the phone
| | 04:41 | or e-mail and say, okay, you chose Other,
how would you describe this document?
| | 04:45 | And that would allow me to
update this List in the future.
| | 04:48 | Just a strategy about how we think
about a list when we're requiring someone to
| | 04:52 | choose something. If we
really believe that the list is the
| | 04:56 | entire universe of choices, for
example a credit card list, we take Visa,
| | 04:59 | MasterCard, American Express and that's it.
| | 05:03 | If it's all the choices, then we can
safely simply put those three choices down.
| | 05:07 | Because, if the user says, well, I'd
like to be able to use a Diners' Club card.
| | 05:12 | The answer is, we don't take Diner's Club.
| | 05:14 | So it's not a valid choice on our list.
But for things like the way someone
| | 05:18 | classifies a document, we might want to
provide the option for someone to say,
| | 05:22 | none of these really fit. If we
don't do that, the user only has
| | 05:26 | two choices, don't upload the document
or chose whatever seems close, and by
| | 05:30 | forcing users to do that, they will
muddy the categories that are already here.
| | 05:36 | So, earlier on lets chose other, I
can have a drop-down menu Radio buttons.
| | 05:41 | They take up more room or check
boxes that allow multiple selections.
| | 05:45 | I actually hope that these categories
are mutually exclusive, so I'm not going to
| | 05:48 | allow multiple selections. And
I'm not going to allow our users to
| | 05:52 | fill in a choice, that's another possibility.
| | 05:56 | If I don't include Other on the list, I
can say, go ahead and fill in the choice
| | 05:59 | that you don't believe we've provided.
But I'd like something a little more
| | 06:04 | constrained, because we have some
agreement that these were the choices
| | 06:06 | that were here. SharePoint
automatically grabs the very
| | 06:09 | first choice on the list and says,
that's probably your default.
| | 06:13 | And I can choose to leave that there, I
can enter something else, or I can simply
| | 06:17 | say, actually, we don't
have any default here at all.
| | 06:21 | And finally, this check box adds this
particular column to the Default view.
| | 06:25 | Let's go ahead and click OK. Our
new column is already on the list,
| | 06:29 | Category, a Choice Type Column.
It's required and we can go back to our
| | 06:36 | Library now. And if we add
a new document, for example
| | 06:41 | are department names, we will be prompted,
it's been uploaded, there's its name.
| | 06:49 | I could give it a different title here.
This allows me to provide information.
| | 06:53 | I can a show a title rather the name if I
have a lot of really archaic file names.
| | 06:57 | The kind of things that folks kept little
lists to say, well, this file name really
| | 07:00 | means this. Notice that I'm required, that's the
| | 07:04 | asterisk, to be able to choose and this
actually, for example, Other and there we are.
| | 07:10 | So here's our Category. Here's our Name.
| | 07:13 | This is how it works. Let's
take a look at adding a different
| | 07:16 | type of category to this library. So,
back to Library > Library Settings.
| | 07:22 | Remember that Department list that we
spent a lot of time making sure that we
| | 07:26 | imported it to our site? I
actually want to use that right now.
| | 07:30 | So, we're going to create a new column
and the column is going to be Department.
| | 07:35 | Now, I have department names that are
pretty long, so I might as well spell it
| | 07:39 | out here. And I'm going to say that this is a
| | 07:42 | lookup of information
that's already here on the site.
| | 07:46 | I should give a description, require
that this contain information, absolutely.
| | 07:52 | Enforce unique values, no. Get
information from, there's our
| | 07:56 | Departments list. And it says, in what column?
| | 08:00 | Well, we really only have the Department column.
| | 08:03 | There's an ID that's
automatically provided by SharePoint.
| | 08:06 | There's a modify date created inversion in,
but department is where we have information.
| | 08:11 | Now, the question is am I
going to allow multiple values?
| | 08:15 | Nope. Will I allow unlimited length, especially
| | 08:17 | if I have, you know, multiple values, then
we could have lots and lots of data here.
| | 08:23 | Say No. Okay.
| | 08:25 | And then, I can add columns
to show additional fields.
| | 08:28 | This is a new feature in this version of
SharePoint that makes it really easy to
| | 08:31 | say not only am I choosing Department,
but I'm going to show other information
| | 08:34 | out of that particular list. I
don't need any other information.
| | 08:40 | This is great. Now, what we
have is a relationship, then
| | 08:43 | that is created between the list that has
the department names on it and individual
| | 08:47 | documents stored in this library.
And the question is how do we want to
| | 08:53 | relate that list to this library?
If I don't enforce the relationship
| | 08:59 | behavior, then the relationship between my
library here and my list Is a casual relationship.
| | 09:06 | When I add a new document, it goes over
and says to the list, hey, what have you got?
| | 09:10 | It grabs an item and says, good enough for now.
| | 09:13 | But if I want that relationship to
be more formal, I can enforce the
| | 09:16 | relationship behavior. And
when I do that, there are two
| | 09:20 | different choices, and they're huge
choices, so you really want to understand
| | 09:24 | the difference. The first
possibility says, that once
| | 09:28 | I've used or am using a particular
value out of the list here, other users and
| | 09:33 | even I can't go delete that value.
So for example, if there's a document
| | 09:39 | here that uses the value human resources
out of the department's list and I try to
| | 09:43 | delete human resources. I'll be
told I can't, because it has to
| | 09:48 | exist there in the list.
Because it's used here in the library.
| | 09:51 | So that's one possibility. The
second possibility, Cascade Delete is
| | 09:56 | incredibly powerful. And it's
the kind of choice that if you
| | 10:00 | make it accidentally, you won't like
what happens later, because this is exactly
| | 10:03 | the opposite. This says,
it's so important to us to
| | 10:07 | make sure that there's not a document in
this library that uses a department name
| | 10:11 | that doesn't exist in the other list.
That if I were to delete Human Resources
| | 10:17 | from the departments list, it would
cascade over to the library, and delete
| | 10:21 | every Human Resources document in the library.
| | 10:26 | So, unless you want to allow users
to delete items, and then as a result,
| | 10:31 | delete documents, you don't
want to do Cascade Delete.
| | 10:37 | The question of whether you wanted to
restrict delete and enforce relationship
| | 10:41 | behavior, it is a real question. If
I want to make sure that I actually
| | 10:46 | have a current department name for every
document in my list, then I want to make
| | 10:50 | sure that I restrict deletions. If not,
I'll turn this off and that's the default.
| | 10:56 | Let's go ahead and click OK. That
was a little bit more complex than
| | 11:00 | simply entering a bunch of typed in
values, but it's very, very powerful,
| | 11:03 | because now, let's go back to our
documents and see how this works.
| | 11:09 | For example, let's go back and edit the
properties for this document and we could
| | 11:14 | enter a title, it's optional. But
under department, there are all of
| | 11:19 | our choices. Now, here is
the cool thing about this.
| | 11:23 | Whenever this list changes, this
drop-down is going to change as well.
| | 11:27 | I won't need to come back
in here ever and update this.
| | 11:31 | Anytime the list is updated, the
drop-down updates automatically.
| | 11:35 | And if I enforce that
relationship, which I didn't.
| | 11:38 | But if I had, the fact that I had
actually used a value here would protect
| | 11:42 | it on the list. So it's
very easy to go in and to
| | 11:45 | customize a library in many different
ways to add columns of data that allow us
| | 11:49 | to sort and filter our library, so that
it's far more useful to us than it would
| | 11:52 | be if it was simply the kind of
library you'd have in a Window Share.
| | 11:59 | That's the power of
Custom Libraries in SharePoint.
| | 12:02 |
| | Collapse this transcript |
| Creating a custom view| 00:01 | Whenever we create a new documents
library, SharePoint automatically creates
| | 00:05 | one and only one view so that it can
show us the information in the library.
| | 00:11 | That view is called all documents and
it includes the default columns that are
| | 00:14 | present in every single library. So,
we get to see the type of document,
| | 00:20 | the name. When it was modified, and who it was
| | 00:25 | modified by. In this
instance, we actually have two
| | 00:28 | other columns that we see as
well, because we added them.
| | 00:31 | We added a category column and a
department column, and there was a check
| | 00:34 | box that said, do you want to add these
to the default view, and we didn't clear
| | 00:38 | that check box, so those two
columns were added to this view.
| | 00:43 | Think of your all documents view. As
your standard view that you will use
| | 00:48 | as a starting point to create most of
the other views of your document library.
| | 00:53 | Because you will want more than one view.
Unless you have a very small number of
| | 00:58 | documents, there's usually a need to be
able to sort and to filter our library.
| | 01:04 | For example we might want to see. All
of the forms, then all of the documents.
| | 01:09 | Or we might want to see all of
the documents that were posted by a
| | 01:11 | particular department, or we might
want to group them by department.
| | 01:15 | Sorting, grouping, and filtering are
three of the features that we can use to
| | 01:19 | create views for our document library. Let's
start by creating a view based on department.
| | 01:26 | I'd simply like to sort these so I'm
going to point and say let's sort these
| | 01:29 | in Ascending order, and look how easy
it's going to be to create a new view.
| | 01:34 | Simply click Save this view as, and
I'm asked OK what do you want to call it?
| | 01:39 | I do not want to call it All Documents
because I actually like having an All
| | 01:42 | Documents view, that is sorted by the
document name and isn't filtered at all.
| | 01:48 | So I'm going to give this a new name.
I'm designing a URL, this will appear
| | 01:52 | within the URL for this library when this
particular view is applied, so I'm simply
| | 01:57 | going to say that this is by department.
The word by means sorted or ordered by
| | 02:03 | when you see it in a view name. So,
if I were going to create a view that
| | 02:09 | was by the author, I would say by author.
| | 02:13 | Not simply author or
author order, but the word by.
| | 02:17 | I also have the choice now to have a view
that everyone can see or a view that only
| | 02:20 | I can see. And I'm going
to make this a public view.
| | 02:24 | That view is added here. Now,
notice there's no space in it.
| | 02:28 | Just as there's no space here but we'll
go back and clean that up in a moment.
| | 02:31 | Perhaps I'd like to have a
view that is sorted by category.
| | 02:34 | Just as easy. Click here,
ascending, save this view as,
| | 02:40 | by category or by cat if you prefer.
Notice that these appear in alphabetical
| | 02:48 | order, not in the order in which I created them.
| | 02:51 | So if I want to switch from one view, to
another, I can click here, and go to all
| | 02:55 | documents, sorted in name order, by
department, sorted by department, by
| | 03:00 | category, sorted by category. I'll
find all of these same choices here
| | 03:07 | on the library tab of the Ribbon and the
manage views group where I can choose one
| | 03:11 | view or another here. And it
will always tell me what the
| | 03:16 | current view is by category right
now. What if I'd like to filter?
| | 03:21 | Well, I can create a filter just as easily.
| | 03:23 | For example, maybe I would like to see
all of the items that were posted by HR
| | 03:27 | because they'll have a lot of
them. First, apply a filter.
| | 03:32 | And then I probably would like
these to be in alphabetical order.
| | 03:38 | The order currently is by
category but if I click name.
| | 03:43 | Now their sorted in alphabetical
order. I'm only seeing human resources.
| | 03:49 | And I could save this view as well.
Now just as we use the word by to speak
| | 03:53 | to the fact that were
organizing a particular order,
| | 03:57 | I'll often use the word only To say that
there's a filter being applied, you can
| | 04:02 | use the word only first, or you can
use the word only second, but this is HR
| | 04:06 | only, or if you prefer, only HR.
Remember that these will be sorted in
| | 04:13 | alphabetical order, so if I believe
that I would like to have Views grouped
| | 04:17 | together so that I have all of
the bi's then all of the only's.
| | 04:22 | I would use only. If on the
other hand, I believed that I
| | 04:24 | would like to be able to find all of
the views that were created for human
| | 04:27 | resources together. And I
would see those before information
| | 04:31 | technology and I would see
those before manufacturing.
| | 04:35 | Then that would drive me towards HR only.
You can always rename these later if you
| | 04:38 | wish it's just. Easier if
you start with a paradigm, and
| | 04:41 | say hm, that's probably the
direction I want to go in.
| | 04:44 | I'm going to choose only HR, and click Save.
| | 04:47 | So now I have all documents, by category,
notice there's a limit to how many I'm
| | 04:52 | going to see here. So I can
go up to my Library tab, of the
| | 04:57 | Ribbon and I can choose
whatever I would like to see.
| | 05:02 | I also have the choice to click here
on the ellipsis and say, here's the one
| | 05:06 | that's missing, and as I add more
and more views to this library, they'll
| | 05:10 | appear here. So we know
how to sort, and we know how
| | 05:14 | to do some basic filtering. How
else can we enhance these views?
| | 05:18 | Well often when I'm doing some kind of
a sort and I want more of a mega sort.
| | 05:23 | Rather than sorting I'll actually use grouping.
| | 05:26 | So if I have by department or by category.
| | 05:31 | Maybe it's better particularly if I
have a lot of documents in this library to
| | 05:35 | have collapsible groups.
Let's choose by category view.
| | 05:41 | We can go in and modify our by category
view, to put a space in it, and to apply
| | 05:47 | grouping if we would like,
and group by category.
| | 05:54 | So grouping is nothing more than super-sorting.
| | 05:57 | And here we are, by category. So
when I click on a view that says by, I
| | 06:01 | don't necessarily know that
it's going to be sorted or grouped.
| | 06:06 | What I do know is that it will be
ordered, and the question of sorting or
| | 06:09 | grouping was really up to
the person who created it.
| | 06:13 | We have one more view, that's our
filtered view, only HR. And again we can
| | 06:17 | switch to this view. Modify it if we wish.
| | 06:22 | Change its name. The filter
area is right below the sort area.
| | 06:27 | So this says, show all items
in this view as the default.
| | 06:31 | That's an unfiltered view. But in
this case we've said we only want
| | 06:34 | to show items where the following is true.
| | 06:37 | The department is equal to HR. So
that was the view that we created or
| | 06:40 | set up. But we actually create another filtered
| | 06:44 | view very easily. Go back to all documents.
| | 06:47 | Let's say for example we would like
to see all of the administrative areas
| | 06:51 | documents but we don't want to see
areas like manufacturing or creative.
| | 06:56 | So in this case we'd like to see
finance and accounting IT and Human Resources.
| | 07:01 | So what we can do again is we have the
choice to say we'd like to see finance
| | 07:05 | and accounting, HR, and IT all three,
lets go ahead and close this, now the
| | 07:09 | next thing we can do is we can say
you know we'd like to sort those in
| | 07:13 | descending order So that puts our
finance and accounting together, are HR and RT.
| | 07:21 | Let's now go and save this view, and this
view would be called, only admin, or only
| | 07:28 | administrative, we'll go
ahead and save this view.
| | 07:35 | Easy enough to quickly go in and modify
it, and this is the way you will create
| | 07:40 | most of the views you create. So
you'll create it, then immediately go
| | 07:45 | in and modify it, and let's
see what that filter looks like.
| | 07:48 | Department is equal to finance
accounting or department is equal to human
| | 07:52 | resources, or department is equal to IT.
One of the mistakes people sometimes make
| | 07:58 | when they create a filter, is they say,
well, I want finance accounting and HR
| | 08:02 | and IT. But no document has all three of those.
| | 08:07 | If we chose and, all three of
these statements would need to be true.
| | 08:12 | The department would need to be finance
accounting and human resources and IT,
| | 08:16 | and of course, none of our
documents have more than one of these.
| | 08:20 | So, or was the correct choice.
That was created for us when we set up
| | 08:26 | this particular filtered
view out in the library itself.
| | 08:31 | There are a couple of other choices
I'd like you to see and it doesn't really
| | 08:35 | matter which view we use to work with
but, as well as sorting and filtering.
| | 08:43 | We have the ability to say that, we want
individual check box items in our view,
| | 08:48 | or not. So, that we can choose five or six
| | 08:52 | documents, and open them at once,
or do something else with them.
| | 08:56 | So, that's an attribute of the tabular view.
| | 08:59 | We already know what happens here in group.
| | 09:02 | Totals actually allows us to say that
we would like to display a total, and you
| | 09:06 | can display a total for all the
documents in a library, but more normally, you
| | 09:10 | would display a total for a group.
So when you use grouping in a view,
| | 09:16 | totaling is automatically turned on.
There are some different styles that you
| | 09:21 | can use to be able to display views.
This is our default style but there are
| | 09:26 | also shaded styles for example, if
you wanted to see what that looked like.
| | 09:33 | We get every other row highlighted,
which makes it really easy to be able to see.
| | 09:38 | So that's a nice gift to put into a view.
You have some choices about how folders
| | 09:46 | will be displayed. Again, I
would encourage you not to use
| | 09:50 | folders automatically, but only to use
folders if you can't think of another way
| | 09:54 | to organize your information. But
your choice is, when you use folders,
| | 09:59 | to have SharePoint go look for all the
documents in the folders and to display
| | 10:04 | them in this view, or simply to show
all of the items that aren't in folders.
| | 10:11 | In this case if you had several
folders in this library, and then 50
| | 10:14 | free-floating documents that weren't
in folders, the documents inside folders
| | 10:18 | would not be displayed if
we made the second choice.
| | 10:23 | We have the ability to say we only
want to show a specific number of items.
| | 10:27 | And the default is only show me 30 on a page.
| | 10:31 | That way if you have a library with 500 items.
| | 10:33 | The user doesn't have to scroll,
to get to, tab from page to page.
| | 10:36 | By choosing next and previous. You
can also say, we're only going to
| | 10:41 | show the first 30 items, and you
might wonder, why would you do that?
| | 10:45 | Well, you might choose for example, to
create a view that says, our ten newest documents.
| | 10:50 | In that case, you'd say, I only want
the ten newest, limit the total number of
| | 10:55 | items. And then we would actually
sort these based on the newest items.
| | 11:01 | The first 10 then would be the 10 newest
but normally you'll say simply use this
| | 11:05 | number here to be able to batch.
The final group of settings dictate
| | 11:11 | whether or not this view will be
available on a noble side if you have one.
| | 11:16 | And whether or not it's the
default view for mobile access.
| | 11:21 | Let's go ahead and click OK and
return to our document library.
| | 11:25 | So, sorting, filtering, grouping, also
totaling, choosing a style, including a
| | 11:30 | nice banded style that we'd
appreciate. Items limits and mobile settings.
| | 11:36 | Those are the groups of setting that are
available to you to set up a new custom
| | 11:40 | view here in sharepoint in your library.
| | 11:43 |
| | Collapse this transcript |
| Creating a dynamic view| 00:00 | One reason you might create a view is to
help users focus on their own work within
| | 00:05 | a library or list. In this case,
there are documents in this
| | 00:09 | library that I have a personal attachment to.
| | 00:12 | They're documents that I
created or documents that I modified.
| | 00:15 | And the odds are good that they're the
same documents that I'll have to return
| | 00:18 | and modify in the future. So,
I'd like to create a special Jenny
| | 00:22 | view that shows me the documents that I
created, or the documents that I modified.
| | 00:27 | It's kind of easy to do that. Let's
create just one for modified so you
| | 00:31 | can begin to see how you might do that.
So, there we go and I could save this
| | 00:35 | view, and I could say that this is only Jenny.
| | 00:41 | I could even make it a personal view, so
that only I would see it, and no one else would.
| | 00:47 | And when I could quickly move to the
only Jenny view, they'd all be amazed and
| | 00:50 | they'd say, wow, I wish I had a view like that.
| | 00:54 | And Mark would want a view, and Akhi
would want a view, and Gerald would want
| | 00:56 | a view. And sooner or
later, everybody would want
| | 00:59 | their own view. And they'd
be creating them or they'd be
| | 01:02 | asking the IT support staff to create them.
| | 01:05 | And we'd have 700 views for our 700 employees.
| | 01:10 | There's an easier way. I can
create a view that says, let me see
| | 01:14 | who it is who's logged in. And
let me then show them the documents
| | 01:18 | that they might care about. This
kind of view is called a Dynamic
| | 01:22 | view, and it's incredibly powerful.
Because it gets us out of the business of
| | 01:27 | creating several views
for different individuals.
| | 01:30 | So I'm going to go that only Jenny
view real quickly, and modify this view.
| | 01:35 | And one of the choices is to delete it,
and I'm just going to get rid of it.
| | 01:40 | Now let's create a view that will
pay attention to who's logged in.
| | 01:46 | Let's create a new view based on all documents.
| | 01:51 | Good reason to keep it around and
this view is going to be called Mydocs.
| | 01:55 | Now when you say my the assumption is
that its actually focused on one user.
| | 02:01 | If we were looking at a page called my,
or a list that included the word my.
| | 02:04 | There would also be the newUNKNOWN that
would be something that user could customize.
| | 02:09 | In this case they can't,
were creating it for everyone.
| | 02:12 | But it's still a good thing to have,
and I'm not going to make this a personal
| | 02:15 | view because then only I could see it.
It would be like that special Jenny view.
| | 02:19 | We're going to create a Public view and
that way we're going to create a Special
| | 02:22 | view for every single user who can log in.
| | 02:25 | Because I used the All Documents view
as my starting point, my documents are
| | 02:29 | sorted by name already.
All I need to do is filter.
| | 02:34 | So show items only when the following is true.
| | 02:38 | When modified by is equal to me. Now that
me goes in a set of brackets not parenthesis.
| | 02:48 | Not braces. If you forget
anything about how to use
| | 02:51 | me as a variable in a view. You'll
find some help about it right here
| | 02:55 | on the left. This would show me documents that I
| | 02:57 | modified last. If I also want to be able to see
| | 03:00 | documents that I created. Then I
would also have to say, oh it's
| | 03:04 | true that created by is equal to me.
When a view includes me as a filter, what
| | 03:10 | SharePoint does is it
looks up and says who's me?
| | 03:15 | Jenny Quarter, got it. Let
me go ahead and click Okay and
| | 03:21 | there's the My Docs view applied.
Notice that there's some documents here
| | 03:27 | that other people modified. That
probably means that I created them
| | 03:31 | to begin with. What would
happen if someone else logged
| | 03:34 | in here? Well, let's go take a look.
| | 03:36 | Let's have someone else log in, and
see what their experience is, of this
| | 03:40 | particular view. So, here
we are in another browser
| | 03:45 | Window, and Mark LaCie is logged in.
So when Mark goes in, and chooses My
| | 03:51 | docs, Mark only sees
documents that he created or modified.
| | 03:57 | That's how this view works.
SharePoint says, who's me?
| | 04:00 | Mark LaCie, and shows him this particular view.
| | 04:04 | Now there's another variable that we
can also use to create a Dynamic view and
| | 04:07 | it's a time based variable. Let's
go take a look at how we can use
| | 04:12 | Today, as a variable in a view. I'd
like to create a view that would show
| | 04:17 | me documents that were either
modified or created recently.
| | 04:21 | Let's say in the last three
days. How do I choose three.
| | 04:25 | I've got a lot of documents
coming in this library, so.
| | 04:29 | I don't want to have a list of 50 new documents.
| | 04:31 | Just a few. It might be
that if I have a library.
| | 04:34 | Where there aren't as many new documents.
I might say, documents added in the last
| | 04:38 | week or documents added in the last month.
| | 04:40 | It works the same, no matter
what duration of days you choose.
| | 04:44 | Let's go ahead and create a new view.
And I've been going here to the call out
| | 04:48 | to do that. But remember
that you can always go to
| | 04:50 | the library, and say, I'd
like to be able to create a view.
| | 04:54 | And you'll go to exactly the same place.
We're going to use all documents as our
| | 04:59 | starting point and this is going to be New docs.
| | 05:03 | Now, if I intend to create several views,
one for documents in the last 30 days,
| | 05:07 | one for documents in the last week.
One for documents in three days, New
| | 05:12 | isn't helpful in this context. So
I might say something like New3docs
| | 05:16 | for documents in the last three days. Now
all I need to do is apply a dynamic filter.
| | 05:23 | Show only items where the following is true.
| | 05:26 | First documents created in the last three days.
| | 05:29 | Well that would be created is
greater than or equal to today minus 3.
| | 05:38 | Now if I leave a space in here, I'll
actually get an error when I save this.
| | 05:43 | It's a formula just like in Excel, we
don't throw any extra spaces in there.
| | 05:47 | Or, where modified, is greater then or
equal to, now if I just chose greater
| | 05:51 | than, I would only see documents
that were exactly three days old.
| | 05:57 | Greater than or equal to gives me the
last three days, today, Minus 3, okay.
| | 06:05 | And here are all of the documents that
have been modified or created within the
| | 06:09 | last three days. So if we
visit this document library in a
| | 06:13 | week and nothing new has been posted then
we would expect that new three docs would
| | 06:17 | show us nothing. New three
docs isn't a great name so, I'm
| | 06:23 | going to go back and modify the view.
And the view name is New 3docs, and the
| | 06:28 | web address includes New3docs.
I'm simply going to say new and past
| | 06:34 | three days okay, looks good. So,
Dynamic views created using Me or
| | 06:42 | Today, are powerful ways
that we can filter information.
| | 06:47 | I don't need to make a view for
January, February, March, and April.
| | 06:51 | I can simply make a view that
says, created in the last 30 days.
| | 06:55 | And I will always see that, no
matter what month of the year it is.
| | 07:00 | I don't have to create a view for
Jenny and a Akhi and Mark, I simply need to
| | 07:03 | create a view that's My Documents. A
view for me, and it will work for everybody.
| | 07:08 | So today and me, two really powerful
ways that you can create Dynamic views in
| | 07:14 | SharePoint 2013.
| | 07:16 |
| | Collapse this transcript |
| Working with calendar views| 00:01 | Calendars have particular types of views.
They are available to other types of
| | 00:06 | apps., so we're going to spend a little
time here looking at how we can create
| | 00:10 | views that work with calendars.
This is our normal calendar view.
| | 00:15 | It's a grid, it looks just like the
calendar you're used to seeing all the
| | 00:18 | time, and it's one possibility. We
can also create calender views that
| | 00:23 | are more like lists and they
have a utility as you may recall.
| | 00:26 | We actually have an event list right
here on our side, takes up less space in a
| | 00:30 | calender, allows us to see specific items
without putting them in a visual context
| | 00:34 | to each other in the same way that a grid does.
| | 00:40 | So a lot of people like this kind of a
calender, but I'll always have a utility,
| | 00:44 | when I have limited real estate to
work with, to create some kind of a list.
| | 00:49 | So to create a list view of a calender,
you simply say, I'd like to create a new
| | 00:53 | view, and when we're in a calender, are
choices are a standard view, which is a
| | 00:58 | list, a calender view which is the grid.
A Gantt Chart view which actually is used
| | 01:05 | to take a look at a series of milestones
and tasks, and when they start and end,
| | 01:10 | very popular for project management. A
standard view with expanded recurring
| | 01:16 | events, so if you want to show each
instance of a recurring meeting, for
| | 01:20 | example, this is a view you could use.
And then finally, a Datasheet view, which
| | 01:27 | is much like Excel. All of
the views in SharePoint can be
| | 01:31 | customized using
SharePoint designer, another tool.
| | 01:35 | So if we were to start and say, we
would like to create a standard view, then
| | 01:39 | we're asked what the name of that
view is, and this might be for example,
| | 01:43 | current events. Remember
that we are creating a u r l
| | 01:49 | here so I'm not going to use spaces. And
these are the columns that are available.
| | 01:55 | Does it recur? What's its workspace?
| | 01:59 | What's it title? I might
choose not to have workspace,
| | 02:02 | start time, end time. Is it an all day event?
| | 02:06 | And then I'm going to apply a filter.
The default sort when you're in a
| | 02:10 | calendar is by start time, in other words,
arrange the dates in chronological order.
| | 02:16 | So I'm going to say, only show items
when the following is true, when the start
| | 02:23 | time Is greater than or equal to today,
so here's one of those dynamic views, and
| | 02:29 | let's go ahead and click OK. And so
here's the event we have where the
| | 02:37 | start time is greater than or equal to today.
| | 02:41 | That's in our current calender.
Now you might wonder why we don't see
| | 02:45 | these items and that's
because they are recurring events.
| | 02:49 | So, if we wanted to see each of the
recurring events then when we would
| | 02:52 | choose in a view we would actually
choose standard view with expanded recurring
| | 02:57 | events and that would show then each instance.
| | 03:02 | Right now, it's not going to show each instance.
| | 03:04 | It's simply going to show the first.
And that instance is in our past.
| | 03:09 | In addition to creating list views, one
of the most powerful things we can do is
| | 03:13 | create calendars that display
multiple calendars in one view.
| | 03:18 | Let's return to our Events calendar. Here it is.
| | 03:23 | When we created this calendar, the idea
that we had was that we would post events.
| | 03:29 | This for example is an event, and the
setup for the San Diego home show, that's
| | 03:33 | an event. Payday and
year end close, not so much,
| | 03:37 | those are more like milestones. And
yet, folks immediately jumped on and
| | 03:42 | put these on the calendar. So
it maybe that we have a need for
| | 03:46 | another calendar that's just for
milestones, that we could create.
| | 03:51 | And then we'd have the ability to show
either calendar or both in the same view.
| | 03:57 | So if we want to show a second
calendar in this view, we have to first create
| | 04:00 | that calendar. So let's go
to site contents let's add an
| | 04:06 | app, and we're going to add another
calendar you can have as many calendars
| | 04:12 | as you wish within your website. So
this one we're going to name milestones.
| | 04:20 | We could also name it deadlines, we
could also name it administrative dates,
| | 04:24 | whatever we want. Perhaps
even naming it administrative,
| | 04:29 | gives people a better idea of what
goes on it, but let's just call it admin.
| | 04:33 | Let's have a good short name for this calendar.
| | 04:36 | We'll change its name later when we
change some library settings. And we're
| | 04:39 | going to create an admin calendar. There it is.
| | 04:43 | It exists. If I open my admin calendar it has
| | 04:47 | nothing on it but, this would be a great
place to encourage people to put some of
| | 04:51 | the things they put on our events calendar.
| | 04:55 | For example, paydays and so on. But
what I'd like to do now is I'd like
| | 04:59 | to expand this view to show
not just the admin calendar.
| | 05:02 | But also to show the events
calendar right here in the same view.
| | 05:05 | So, let's go to calendar.
Let's choose calendars overlay.
| | 05:10 | And it says, I only have the
calendar I have but let's add another one.
| | 05:16 | I want to add a SharePoint calendar
and the name of that calendar is Events.
| | 05:22 | In this overlay, then, I can describe
how I'd like this calendar to be viewed.
| | 05:28 | Not literally viewed, but how I'd
like this calendar to be thought of.
| | 05:31 | And this is NOI Corporate Events. The
first calendar is the default green.
| | 05:39 | I can choose another color.
And red kind of stands out.
| | 05:45 | Dark purple, that's not too bad.
And I can say, here's the URL of the
| | 05:50 | SharePoint site. I don't
need to enter this, it was
| | 05:54 | already here for me, so I'm going to
click the resolve button, and when I
| | 05:58 | resolve the URL I get a list of all of
the different calendars that are here,
| | 06:03 | besides the one I'm in, and
using the name I provided.
| | 06:10 | So, I want to choose events, I want
to choose the calendar view, and I'm
| | 06:15 | going to click OK. Now
there's an events calendar.
| | 06:19 | Its description here is the
description that I just entered.
| | 06:23 | And now when we go back and say, I'd
like to see that first calendar again, my
| | 06:29 | admin calendar, that view
includes the events calendar.
| | 06:35 | This view of the admin
calendar includes both calendars.
| | 06:38 | You can always go back to calendars
overlay and say I don't want to see the
| | 06:42 | events calendar here. But
you're also free to simply choose a
| | 06:47 | different view. Or create
other views of the calender
| | 06:50 | that are not overlay views. So if
I need to go back and simply add
| | 06:54 | some items to the calender. I
might choose for example, to do that in
| | 06:58 | an all events you. That list view.
| | 07:00 | And simply add one item after the other.
The calendar overlay is particularly powerful.
| | 07:05 | You can have up to ten separate
calendars displayed at one time using this
| | 07:10 | particular view in Microsoft SharePoint.
| | 07:15 |
| | Collapse this transcript |
| Viewing Exchange calendars in SharePoint| 00:00 | I'd like to introduce you to a couple of
different ways you might imagine viewing
| | 00:04 | exchange calendars and SharePoint.
So an exchange calendar is your Outlook
| | 00:09 | calendar or an Outlook public folder
calendar someone else's Outlook calendar.
| | 00:16 | Calendars that are viewed in Outlook
are hosted by Microsoft Exchange Server.
| | 00:20 | So you can use Outlook or SharePoint
to create a connection between the two
| | 00:24 | provided that you have the appropriate
permissions and are in the right place at
| | 00:28 | the right time. The group
work site template has been
| | 00:32 | removed from SharePoint 2013.
Existing group work sites that you've
| | 00:36 | migrated from 2010 will still work,
but you won't be able to create new group
| | 00:40 | work sites in the next version, and the
group calendar actually comes out of that
| | 00:44 | group work template. It
duplicates the kinds of calendars that
| | 00:49 | you can make very, very easily in
Outlook, but I'll show it to you anyway
| | 00:52 | just so you know how it works broadly.
When you create a calendar using the
| | 00:59 | calendar app and you change the
settings so that you say you're using this
| | 01:04 | calendar to share member's schedule
take just a moment and look there that
| | 01:09 | singular possessive, one member's schedule.
| | 01:16 | But this is where it starts and you
click Save, and you will get a calendar that
| | 01:20 | looks like this, and
that can show your schedule.
| | 01:24 | Now you can temporarily add someone
else and see their schedule as well.
| | 01:29 | So this is a group calendar, and if I
want to view multiple users' information
| | 01:34 | here, what I need to do is go up to my Ribbon.
| | 01:39 | And in the scope group, I have to
choose whether I want to create a group where
| | 01:42 | I'm going to view members' schedules in
a day, or members' schedules in a week.
| | 01:47 | So let's say I wanted to created a day
group, and I wanted to add Mark Lacie /g,
| | 01:52 | and I would be able to view
both of our schedules here.
| | 01:57 | Now the thing is, as soon as I refresh
this page it's gone, and we're just back
| | 02:01 | to me. So, this is a
temporary way to create a schedule.
| | 02:06 | But you could do the same thing very
easily in Microsoft Outlook, simply by
| | 02:09 | opening up an appointment
form, and inviting someone.
| | 02:13 | It would persist longer on Outlook,
because I could open that same
| | 02:16 | appointment and look at it again.
What if I wanted to create a schedule
| | 02:20 | that wasn't temporary, that actually
would every time it was opened, go back
| | 02:24 | and find out what different
users had on their schedules?
| | 02:29 | Well, I've created a different calendar,
it's called a staff calendar, and in the
| | 02:33 | staff calendar, the settings
are a little bit different.
| | 02:37 | In the staff calendar, it doesn't believe
that its purpose is to share a member's schedule.
| | 02:43 | That a member, by the way, is
always going to be whoever's logged in.
| | 02:46 | I can't share a member's schedule
if I'm not logged in as that member.
| | 02:51 | And that's why I can't persist that
free'/busy information for users in the
| | 02:55 | group schedule. I'm not them.
| | 02:58 | So in order to show My Calender here,
because this isn't a group calendar I
| | 03:03 | actually need to go up to the calendar
and choose calendars over lay and add My
| | 03:08 | calendar as a new calendar. So I
am going to click New calendar.
| | 03:15 | It's an exchange calendar that's almost
all I would need to say, because I can
| | 03:19 | only add my own calendar here but I'll do
that, again, I don't need to add a lot of
| | 03:23 | other information here,
because it's my own calendar.
| | 03:28 | And I can choose a color for me.
Dark teal is the initial choice, but I
| | 03:32 | can make other choices as well.
Now what I need to do is put in
| | 03:36 | information about where SharePoint
is going to find my mail settings.
| | 03:40 | So, now I need to provide some
mail settings for SharePoint.
| | 03:44 | I can actually click Find and it
will go check with mail and say, oh.
| | 03:48 | This is where we actually think you are
and you're just looking for this to say
| | 03:51 | exchange at the start and
we're in pretty good shape.
| | 03:54 | So, I'm going to click OK. Now,
this calendar is available in this
| | 03:59 | view, and I'll click OK again. So if I
refresh the page, there's my information.
| | 04:05 | Now notice even though I'm logged in as me,
I'm only getting free busy information.
| | 04:10 | I'm out of the office, I'm busy at
particular times, I'm free at particular times.
| | 04:14 | So how do I get other calendars in here
well what I'm going to do is click Share.
| | 04:20 | And I'm going to invite people to edit
and I'm specifically going to ask Mark
| | 04:25 | and I'm going to ask a key and I'm
going to ask Juan if they will add their
| | 04:29 | schedules as well. I'm giving
them instruction on how they
| | 04:36 | can do this. This is
actually the description of the
| | 04:39 | calendar list, so I'm just going to
take that line out, make it a little more
| | 04:43 | personal, need more info, email SharePoint help.
| | 04:47 | Show options, send an email invitation,
and I'd like them to be able to edit
| | 04:51 | because that's how they're going to
be able to add their calendars here.
| | 04:56 | I don't need them to have full
permission, but I need them to have more
| | 04:59 | than read-only. And they
already have these permissions.
| | 05:03 | But it doesn't hurt for me to
invite them, because this is the way I'm
| | 05:06 | going to send an email
invitation. I'm going to click Share.
| | 05:12 | This has been shared with Mark, with Aki,
and with Juan, and hopefully each of them
| | 05:16 | will come in some time in the next day or
day and a half, and we'll be able to see
| | 05:20 | their calendars because they will
add their calendars to this view.
| | 05:27 | I see now that Mark has added his calendar.
| | 05:29 | When I open the calendar and look at the
view, I have access to both of our calendars.
| | 05:34 | I can hardly wait to see a key
in Juan's calendars here as well.
| | 05:38 | That's how easy it is to share
exchange calendars in SharePoint.
| | 05:43 |
| | Collapse this transcript |
| Changing settings for files and libraries| 00:01 | Before we leave the library and list
apps, I'd like to review the settings
| | 00:05 | that are available to you,
for documents and libraries.
| | 00:09 | In the next movie, we'll look at the
settings that are available for items in lists.
| | 00:14 | Some of these of course are features that
you're going to learn about later in the course.
| | 00:18 | It's important to know where these items are.
| | 00:21 | Let's start then in this library, by
clicking on the files tab of the Ribbon,
| | 00:24 | and you'll notice right away that in
the new group, we have the possibility of
| | 00:28 | creating a new document. Based
on the default template, normally
| | 00:33 | Microsoft Word, to upload one or more
documents, or to create a new folder.
| | 00:37 | Again, something I would encourage
you not to do early on in the life of a
| | 00:41 | SharePoint library. If I
wanted to create a new document, I
| | 00:45 | also have links here, and I can
drag files here to import documents.
| | 00:49 | When I select one or more documents,
the rest of the Ribbon comes to life.
| | 00:54 | I have the ability to open a document
for editing, and in the open and checkout
| | 00:57 | group, I can also choose to check
a document out, giving me exclusive
| | 01:01 | permission to work with that document.
You'll see more about the open and check
| | 01:07 | out settings in the next set of movies.
In the manage group, I have the ability
| | 01:12 | to view the properties of the
document and to edit the properties.
| | 01:16 | For example, when I've added
custom meta dated columns like category.
| | 01:21 | This is where I would change the category.
| | 01:23 | Either here, by editing properties or
by actually editing the properties here
| | 01:28 | after switching into a data sheet view.
I also have the ability to see who else
| | 01:32 | shares a document, and to delete the
document provided I have permissions.
| | 01:37 | The next section share and track, and
the last section, tags and notes, are both
| | 01:42 | social networking features. I can
share a document with others, I can
| | 01:48 | see how popular it is, and by choosing to
follow a document, I can have it show up
| | 01:52 | in my news feed here. Part of the
social networking of SharePoint.
| | 01:58 | If I wish, I can apply a tag to a
document, much like the tags that we use
| | 02:01 | in Instagram or Twitter, and that way I
can also have those tags show up in my
| | 02:05 | news feed. So, if I feel that a document for
| | 02:10 | example, is around a particular issue
like the no obstacles green newsletter
| | 02:14 | has a wonderful article about
engaging children in greening.
| | 02:18 | And I might want to simply included a
tag, that simply says children or youth.
| | 02:24 | And that way, I don't have to
remember what version of the newsletter that
| | 02:27 | content was in. It's one
more way for me to keep track of
| | 02:30 | the documents that I work with. In
the copy section, there are a couple
| | 02:35 | of things going on here. One is,
I can download a copy of the
| | 02:38 | document and work with
it then in Microsoft Word.
| | 02:42 | So, if I click download a copy,
I'm asked do I want to save this.
| | 02:46 | I can save it, and open it and work with it.
| | 02:49 | But please notice, that that particular
copy is not synchronized to this version
| | 02:54 | of the file. So, as the
SharePoint site guide gets
| | 02:57 | changed here in SharePoint, the
information that I have in my copy will
| | 03:01 | not be changed. And then
there are some other tools that
| | 03:06 | are interesting, I have the ability
to send a copy to another location.
| | 03:10 | And I actually have the ability to make
this document, the source for some other
| | 03:14 | versions of the document. So, I
don't have to keep track of changes
| | 03:18 | made to one I can synchronize them one to
the next, if I want this SharePoint side
| | 03:21 | guide to appear on every single SharePoint site.
| | 03:26 | I can synchronize all those copies back
here, and you will learn more about how
| | 03:29 | to work with documents and copies in
that way, in the part of this course on
| | 03:33 | editing, saving, and sharing documents.
Next, we see workflows, and workflows
| | 03:39 | give us the ability to have a
library execute a set of actions.
| | 03:45 | For example, I might say that any time
there's a new document dropped into this
| | 03:48 | library, we need to email the person
who's in charge of it and say hey, new
| | 03:52 | document here, you might want to check it out.
| | 03:56 | Now they could easily
accomplish that in some other ways.
| | 03:59 | But I could actually have a workflow that
has many different steps or stages, where
| | 04:03 | one person's notified that the document's here.
| | 04:06 | Someone else has to approve the
document, to be viewed by other people.
| | 04:10 | Workflows are an incredible extension
of the power of Microsoft SharePoint, and
| | 04:15 | you will learn about
workflows later in the course.
| | 04:19 | So, even though workflows are set at a
library or list level, the ability to
| | 04:23 | say, start the workflow for this
document, is a file command, rather than
| | 04:27 | a library command. Now,
let's take a look at our features
| | 04:32 | that are based on libraries. On the
left-hand side, we have all of the
| | 04:37 | information about views, so you can
switch to a Quick edit view, back to a
| | 04:40 | Regular view. Create views
create columns whenever you
| | 04:44 | want to work with views,
this is a great place to do it.
| | 04:48 | Next, we have the ability to
share and track the entire library.
| | 04:52 | What are the most popular items here,
you have 500 documents what are the ones
| | 04:56 | people pay attention to. In the
same way that I can apply a tag to
| | 05:00 | a document, there's a tags and notes
command here, that allows me to tag an
| | 05:04 | entire library. Connect to
Outlook is almost a legacy
| | 05:08 | command, because it used to be that the
easiest way, for me to take a document
| | 05:12 | library and synchronize it to my
computer was to use Outlook to do that.
| | 05:19 | That's no longer the case. We'll
be looking a feature called Sky
| | 05:23 | Drive Pro, however, it's
a way you could still use.
| | 05:27 | Export to Excel doesn't
necessarily do what you think it might.
| | 05:31 | When you export to Microsoft Excel,
it doesn't export all the documents.
| | 05:34 | It doesn't know how.
Instead, it exports this list.
| | 05:38 | A great way to get a snapshot of
all of the documents in your library.
| | 05:42 | The customize library commands are
advanced commands, that allow you to go
| | 05:47 | in and create different forms,
do different kinds of editing.
| | 05:52 | Those are high end commands that we
will look at much later in the course, and
| | 05:55 | only briefly in this course.
Finally in the settings group, we have
| | 06:00 | all the settings for the library. What
is the name of the library, for example?
| | 06:06 | What is the URL for the library? It's
another way to access the ability to
| | 06:10 | manage views, that are also on the Ribbon.
| | 06:13 | I'm going to click library settings,
just so you can see the wealth of
| | 06:16 | possibilities that are available here.
Many of these items will be covered later
| | 06:22 | in the course. And by the
way, delete this document
| | 06:25 | library, actually works. But I
want to show you, so you might not
| | 06:29 | want to click it. But I want
to show you that this is where
| | 06:32 | you would provide for example, a
description for your document library.
| | 06:37 | Finally, we can see who else shares
this library, and we can see what workflows
| | 06:40 | are available for the library as a whole.
And this is also where one would add a
| | 06:46 | new workflow, if you wanted to
add a workflow to this library.
| | 06:50 | So, an entire huge group of settings.
Let's take the 50,000 foot view for a moment.
| | 06:58 | If I'm talking about a particular file,
I have a set of choices here on the call
| | 07:01 | out and on the call out Context menu.
If the choice I want isn't there, then it
| | 07:07 | will probably be on the files tab of the Ribbon.
| | 07:12 | For libraries, many of these choices
are duplicated in two places or more.
| | 07:19 | The ability for example, to share an
entire library, to see who a library is
| | 07:24 | shared with. The ability
to look at the settings for
| | 07:28 | views here, but also here, but this is
where you will find the library settings
| | 07:33 | in SharePoint. If the
command you're looking for isn't
| | 07:37 | on this tab of the Ribbon,
then click Library Settings.
| | 07:41 | To go to more settings. It
involves things like the columns and
| | 07:44 | the views. That's it.
| | 07:46 | A whole raft of settings that are
available as you work with files and libraries.
| | 07:51 | And you will learn even more about
them, in the rest of this course.
| | 07:55 |
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| Changing settings for items and lists| 00:01 | Let's take a look at the settings that are
available for items, and lists in SharePoint.
| | 00:07 | Here we are in our employees list, and
if I click the Items tab of the Ribbon,
| | 00:11 | you'll notice that I can create a new item,
which I could also do by clicking here.
| | 00:17 | When I select one or more items, now,
some of the other commands on the
| | 00:22 | Ribbon are available. For example,
I can view this item in a form.
| | 00:27 | I can edit the item, which of course I
could do simply by choosing that I wanted
| | 00:32 | to edit the item here. I can
also see who this item has been
| | 00:36 | shared with. I can delete this item.
| | 00:40 | So all of these command are commands
that are actually available to me here.
| | 00:46 | And while work flows are based on an
entire list, I have the ability to fire a
| | 00:50 | work flow if there is a work flow
assigned to this particular list.
| | 00:56 | So I could say for example, please take
the workflow that says, send information
| | 01:01 | to this person and run that by clicking this
button and choosing the Appropriate workflow.
| | 01:08 | You'll learn more about
workflows later in the course.
| | 01:11 | This is the social networking section of
the list, which is to say I'd like to go
| | 01:15 | ahead and classify this item by entering a tag.
| | 01:19 | So you'll learn more about tags when we
look at social networking, but we can tag
| | 01:23 | individual items in a list, so that we
can track them as part of our method of
| | 01:26 | classifying information. When you
tag items, you can either have a
| | 01:31 | personal tag that only you can see, or
you can have a public tag so other folks
| | 01:34 | can see it as well. When I
click the List tab of the Ribbon,
| | 01:39 | I'm now seeing commands
that apply to the entire list.
| | 01:42 | So, for example, I can
switch to a Quick Edit View.
| | 01:46 | That's the same view I get
when I click Edit This List.
| | 01:49 | It's the view that in prior
versions was called a Data Sheet View.
| | 01:53 | Or I could click View to
go back to my standard view.
| | 01:56 | This is where I create and manage views,
where I switch from one view to another.
| | 02:01 | Here, I can email a link to the entire
list to someone, or set up an RSS feed.
| | 02:08 | Two different ways of sharing. In
the same way that I could tag an
| | 02:11 | individual list item, I also have
the ability to tag the entire list.
| | 02:16 | So that information about changes to the
list will show up in my news feed, part
| | 02:19 | of my social networking here in SharePoint.
| | 02:23 | I can connect the entire list to Outlook.
It's not enabled right now, depends on
| | 02:29 | what type of list it is, so the types
of lists that connect to Outlook are the
| | 02:32 | ones that actually exist in Outlook.
Calendars, contacts, and tasks.
| | 02:38 | I can export this entire list to Excel.
When I do that, I'm making a copy.
| | 02:43 | There's nothing synchronized about it.
When I'm working in Excel, changes I make
| | 02:47 | there aren't reflected here. And
if I am working here, we don't have
| | 02:51 | changes that are reflected in excel.
If we want to have a synchronize list
| | 02:55 | with excel, you'll learn more about
that later in the course when we talk about
| | 02:59 | integration touch points between
Microsoft Office and Microsoft SharePoint.
| | 03:05 | Some lists can also be opened with access
or project ,depending on the type of list
| | 03:09 | they are. We have
different capability built into
| | 03:13 | different types of lists. In a
customized list group, we see
| | 03:16 | choices that affect how a user
would interact with the list.
| | 03:20 | I can customize the form that's used
to enter information using InfoPath, yet
| | 03:24 | another application that works with SharePoint.
| | 03:28 | I have the ability to edit the list in
SharePoint Designer, to add quick steps
| | 03:31 | here, like the same types of quick
steps we see in Microsoft Outlook.
| | 03:36 | And I can also customize different forms
that are used to display or to edit the
| | 03:40 | forms data. These are
forms that actually were built
| | 03:43 | by SharePoint. If the
setting that I want isn't here,
| | 03:46 | the odds are good that where
I'll find it, is in list settings.
| | 03:50 | And of course, as we've seen in other
parts of SharePoint, I'll also see some
| | 03:53 | choices that are already here. So I
can add columns, as we did earlier,
| | 03:58 | but I can also create new views,
from the Ribbon or from here.
| | 04:04 | I have choices about the list
name, description and navigation.
| | 04:09 | Whether or not it appears on the
quick launch as one piece of navigation.
| | 04:13 | And I have the ability to delete this list.
| | 04:15 | And if I do that, it will be gone.
| | 04:18 | Here's the general rule, when we're
looking at an individual item, you'll
| | 04:21 | look in two different places to
find out how to interact with it.
| | 04:25 | One is, you can click on the Call Out,
and see what kind of menu choices you have.
| | 04:31 | If you don't find the choice you want
here, you can look on the Items tab of
| | 04:34 | the Ribbon. If you're
looking for how you affect the
| | 04:38 | entire list, look first on
the List tab of the Ribbon.
| | 04:43 | But if you don't find the choice here
that you want, then I'd encourage you to
| | 04:47 | click Unlist Settings, and look here.
It seems a little complex at first, but
| | 04:53 | if you're clear about whether you're
trying to affect one item or affect an
| | 04:56 | entire list. Then you'll know where to go on the
| | 05:00 | Ribbon, and where to go in the
command structure of SharePoint.
| | 05:04 |
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| Using asset libraries and rich media| 00:01 | The SharePoint asset library is a
vastly improved feature in SharePoint 2013.
| | 00:06 | And there are also some new ways that
you get to work with both rich media and
| | 00:10 | video here in 2013. And the
two of those come together in
| | 00:14 | some really powerful ways. So I'm
looking at a library called Sport
| | 00:19 | Assets, in my Inside Sports SharePoint site.
| | 00:22 | Let me show you first how I created this.
All I did was go to site contents, and
| | 00:27 | added a New app, and the New
app is of the asset library type.
| | 00:32 | So here we are in our asset
library, and it has images.
| | 00:36 | We're seeing thumbnails now we can take a
look at an all assets view, really similar.
| | 00:42 | And these are all videos. So if I
click on a video, what we'd like
| | 00:45 | to have happen and what's actually
going to happen are two different things.
| | 00:50 | And I'll talk to you a bit about why.
When I click I'm actually taken to a
| | 00:55 | custom page for this particular video.
And that's amazing and wonderful.
| | 01:01 | The other thing I have is the
opportunity to install Microsoft Silverlight.
| | 01:05 | That's not so great because
we've actually installed it already.
| | 01:08 | We're running the latest and greatest here.
| | 01:10 | We're running Windows 8 and
we're running Internet Explorer 10.
| | 01:14 | And Internet Explorer 10 doesn't support
add-ins including Microsoft Silverlight.
| | 01:19 | So when you see this, don't spend a lot
of time downloading the media, you can do
| | 01:23 | that and install it repeatedly, but your
best bet actually, is to say, I'd like to
| | 01:26 | view this page on the desktop on a browser.
| | 01:30 | And when I do that, I actually see the
video, because Silverlight works here.
| | 01:35 | So that's the first thing.
Don't be discouraged by what you're
| | 01:38 | seeing when you're looking at the
Metro view of Internet Explorer 10.
| | 01:43 | I spend much of my time working in
SharePoint in the desktop because
| | 01:48 | everything seems to work here. So
here's everything else about this that
| | 01:53 | we'd like to know. First,
not only do we have files in a
| | 01:56 | library, we also have
manage. That's the first thing.
| | 02:00 | So we can manage our rich media and video
assets, and by rich media, what we really
| | 02:05 | mean is audio and video assets. The
second thing is, I have the ability
| | 02:10 | to attach related
information to this video file.
| | 02:15 | This is fabulous, because what this
means is I can have a video, and its metadata
| | 02:19 | is often going to be a document, or
another audio file, or another image.
| | 02:24 | And they're all related because when I
want to show a video, I might want to
| | 02:28 | have a static image there first. So
I have the ability to upload other
| | 02:32 | information and so, I'm
going to go ahead and do that.
| | 02:36 | I'm going to add a new item, and the
new item I'm going to add is sitting on my
| | 02:40 | desktop, and it is a JPEG of this video.
So, here comes surfer Fred, and we're
| | 02:46 | just going to add surfer Fred here.
This is and I don't need to supply any
| | 02:52 | keywords, and this is
when the picture was taken.
| | 02:58 | Copyright we on this.
I'll go ahead and save this.
| | 03:06 | So here's our surfer image.
And we take a look real quick.
| | 03:10 | That's what it looks like. That's great.
| | 03:13 | So now when I want a static image any
place in front of this video, including
| | 03:16 | for example in PowerPoint, where I can
have a static image that appears in the
| | 03:19 | slide, click it and the video runs. I
can do that in PowerPoint as well as on
| | 03:25 | the web. The other thing
I can do though, is I can
| | 03:27 | manage this video. So, I'm
going to click Manage > Manage
| | 03:31 | Video Renditions. I can have
multiple versions of this video.
| | 03:36 | The one I have here is pretty high res.
But I might want a lower bit rate video
| | 03:41 | that I can use on smartphones. I
might want a lower bit rate video that
| | 03:45 | I can use if I just want a lower bit
rate video, so what I can do is upload other
| | 03:49 | Video Renditions that we've created.
Actually have two of them, and we put
| | 03:56 | those on the desktop, as well.
Here's the first one, in a video so it
| | 04:01 | takes a little bit, says
it shouldn't take too long.
| | 04:06 | So this is a Video Rendition, it
knows exactly what kind of document it is
| | 04:10 | because I clicked upload
Video Rendition to upload it.
| | 04:16 | And this is, Surfer Fred Lowe. Now,
what I can do if I wish is I can
| | 04:20 | actually assign a preview image
to any one of these video versions.
| | 04:25 | And that's where the JPEG that we took
earlier comes in handy because if I wish
| | 04:29 | I can put that in here. Now I
have to go get it so we're not
| | 04:34 | going to do that right now. But
that's a great thing to do, so let's
| | 04:37 | go ahead and save this.
We'll do that in a minute.
| | 04:40 | There's our low-res, and now let's go
pick up the version that we're going to
| | 04:46 | use on our mobile site. And
this is surfer Fred mobile, I'm
| | 04:51 | going to click save. So three
very different versions, sport
| | 04:56 | surfer Fred really dense. Surfer
Fred mobile, much much smaller file.
| | 05:10 | So a user now can choose full screen,
they can choose to get the code to embed
| | 05:14 | this someplace else or
they can switch renditions.
| | 05:20 | So this is what 19KB a second
look like. Let's play it again.
| | 05:27 | So there's our mobile version, a little better.
| | 05:36 | (SOUND) And finally just plain excellent.
Although we have three different files,
| | 05:45 | they're all versions of this and we
want to keep them all in one place.
| | 05:49 | So, let's go back and add that
surfer Fred image now as our preview.
| | 05:55 | I can click the call out.
There's where our image lives.
| | 06:01 | Copy that. Let's go back into manage.
| | 06:04 | Manage Video Renditions and the
time I most likely to want to use that.
| | 06:09 | Well, there are two times
with both of these actually.
| | 06:12 | So let's go ahead and, say that we would
like to go in and edit the properties, of
| | 06:18 | our original video. So it's a
Video Rendition like all of the
| | 06:23 | others are. But let's
put in a preview image URL.
| | 06:28 | There's our preview image, so
we would see surferfred.JPEG.
| | 06:32 | Then a user could click and actually see more.
| | 06:36 | Remember that what we'd like to do
always when we have a static image.
| | 06:38 | Is we like to provide some information
that would allow someone who's using a
| | 06:42 | screen reader or screen
scraper to know what this is.
| | 06:46 | And so this is image of surfer Fred.
And I'm going to say OK and save this.
| | 06:51 | So, even though I didn't have an image
at first, it wasn't that difficult to go
| | 06:55 | back and add it afterwards. And
before I save, one more thought here
| | 06:59 | is by default, the video with the lowest
bit rate is the one that we're going to see.
| | 07:05 | So, what I'd like to do is
actually use this one here in the middle.
| | 07:09 | This gives us about four
times faster than the original.
| | 07:12 | But not as fast as the mobile would
be. It's a good mid range resolution.
| | 07:20 | That looks pretty good. And our
users who work with this all the
| | 07:22 | time will appreciate that this
video gets here pretty quickly.
| | 07:26 | That they can look at it, but they
also have the ability to say, I'd like to
| | 07:30 | change to a different resolution.
These two things together, an asset
| | 07:36 | library that's been revamped, and then
this new capability for my work with rich
| | 07:41 | media and video, put together, create
an amazing user experience in SharePoint.
| | 07:48 |
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|
|
5. Social Networking in SharePointViewing your newsfeed| 00:00 | SharePoint 2013 has a lot of
social networking capability.
| | 00:04 | This area in the upper right hand corner,
where you have your name and it has about
| | 00:08 | me, that's your profile,
this part of social networking.
| | 00:13 | But so is the news feed and SkyDrive sites.
| | 00:15 | Let's go ahead and look at the news feed,
which is where you would see information
| | 00:18 | that you or others had posted. And
I just got here, so this is what it
| | 00:23 | looks like, there's nothing here.
For example, this isn't me, I kind of
| | 00:28 | look like that, but not quite. But
I can change my photo, but I haven't
| | 00:32 | done that. I'm following
no people, no documents, no
| | 00:35 | sites, and because of
that there's no content here.
| | 00:39 | There's a hint that says,
it's pretty quiet here.
| | 00:40 | Follow more people to see some activity,
or to see what everyone's talking about.
| | 00:45 | Someone has mentioned me,
but I don't know who it is yet.
| | 00:49 | So if your news feed looks like this,
then you need to pay attention to the
| | 00:52 | next few movies, where you'll find
out how to build out your profile.
| | 00:58 | How to follow folks, how to Microblog up
here by sharing comments with everybody.
| | 01:03 | Right now though, let's get some incentive.
| | 01:06 | Let's take a look and see what this site
will look like, when we're actually doing
| | 01:10 | some work or following some people,
or following sites or documents.
| | 01:15 | My colleague Mark, we'll see he's
actually been working a lot on his site,
| | 01:17 | so let's go see what it looks
like. Here's Marks news feed.
| | 01:22 | Marks following three people.
He's following one site.
| | 01:26 | And he's adding all kinds of
information. So here are some post from Akee Wu.
| | 01:32 | From our CEO, Gerald Leonard.
A post from Mark down here.
| | 01:36 | Mark's following me. I'm
just not saying anything yet.
| | 01:40 | Some other posts from Gerald. So
you notice, all you have to do is
| | 01:43 | start posting, and start following,
and all of a sudden, there's something of
| | 01:46 | interest in your news feed. Mark's
filled out his profile, his about
| | 01:51 | me section, and so we can see
that Mark has some interests.
| | 01:55 | Some of them business related, some of them
around his family and his other interests.
| | 02:01 | This shows the list of his activities,
much as you would see on someone's
| | 02:04 | Facebook page. And Mark's
been creating some posts, some
| | 02:08 | microblogging, a lot like what you
would see on Twitter, a set of tweets.
| | 02:13 | Mark's filled in his email address, but
he's also provided some other information.
| | 02:18 | I don't know if Mark has a blog yet he does.
| | 02:22 | Isn't that amazing? So, he was
up in the middle of the night
| | 02:25 | making sure that he created a blog. I
told him I was going to show you his
| | 02:29 | social networking area. So
here's his new blog, there's not much
| | 02:32 | here yet. He can create and manage post's.
| | 02:35 | He hasn't put a picture up here
yet, but it looks pretty good.
| | 02:39 | Mark can also add some apps here to this
page, a document library for example, or
| | 02:43 | a special list if he wishes. And
there's a way for Mark to be able to
| | 02:47 | track his tasks, and we'll be
looking at those items later.
| | 02:51 | But for just a moment, just appreciate
that with only a little effort, following
| | 02:55 | a small number of people and only one
site, Mark is already in the thick of
| | 02:59 | things here at No Obstacles
in a way that I clearly am not.
| | 03:05 | So in the next few movies, I'm going to
get up to speed too, and then I'll have a
| | 03:08 | great looking social networking
area in my SharePoint site as well.
| | 03:14 |
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| Editing your profile| 00:00 | So, here I am in my news feed, and I can
see some aspects of my profile, but if I
| | 00:04 | want to see all of them, I can click About Me.
| | 00:08 | And I have an invitation to Edit my
profile, and to be a little more active.
| | 00:12 | The other way I can get to this exact
same spot, is to Choose My Name, and
| | 00:15 | Choose About Me no matter
where I am in SharePoint.
| | 00:19 | So, let's start by clicking Edit your profile.
| | 00:22 | Now, some of this information might have
been pre-populated by your IT department.
| | 00:29 | That's not unusual or it might
be just as empty as mine is here.
| | 00:33 | There's some basic information to fill in.
| | 00:36 | Some contact information that will
appear in my profile, and some details.
| | 00:40 | And it's sort of helpful to look at all
of these things because, then you get an
| | 00:43 | idea of the scope of
information that you might provide.
| | 00:47 | If you're familiar with MySpace or
Facebook, nothing here is going to really
| | 00:50 | surprise you. Except that
your organization has more
| | 00:54 | control over this, than you have over
your Facebook account in terms of who can
| | 00:57 | see things and when those rules might change.
| | 01:02 | So, there's a place to have a
conversation that's About Me, and this is
| | 01:06 | a rich text box, so I had a ribbon
open up to be able to format text.
| | 01:11 | You might want to ask for some guidance on
this or look at some other people's profiles.
| | 01:15 | Occasionally I'm in an organization and I
go to someone's About Me page, and it's a
| | 01:19 | lot more focused on, for example,
their own childhood or their family than
| | 01:23 | everyone else's is. And so,
there's probably a norm in your
| | 01:29 | organization, for what goes in About Me,
exactly how personal you want to get.
| | 01:34 | But in this organization, we're
encouraged to be a little forthcoming and
| | 01:38 | also to provide some information about
what it is we do in the organization.
| | 01:43 | So, I'm going to say, life long geek.
Jenny has served as our IT director since 2009.
| | 01:53 | Now, also I'm writing this
sort of in the third person.
| | 01:57 | You might be encouraged in your
organization, for this to be About Me
| | 02:00 | from a personal point of view so I might say,
I have served as IT director since 2009.
| | 02:07 | Again these are dialogistic sorts of things.
| | 02:09 | Find out what other folks in your
organization are doing and follow suit.
| | 02:13 | My first computer, was a
Commodore 64 and I've never looked back.
| | 02:19 | I grew up in Michigan, and love the
oceans here almost as much as I love the lakes.
| | 02:29 | Sounds good. Now, I have an
opportunity to upload a picture.
| | 02:34 | I'm going to click Upload Picture, It's
going to look in my pictures library if I
| | 02:39 | can find it. That'll work
and, that's a pretty nice
| | 02:44 | picture of me. So I'm just
going to grab that one right
| | 02:47 | there and upload it. There's the
new me and everyone can see this.
| | 02:52 | I love this description. This
is so when I go to a meeting,
| | 02:55 | someone knows what I look like, so a
picture to help others easily recognize
| | 02:59 | you at meetings and events. Now
ask me about is a list of topics.
| | 03:04 | That might be topics for example that
have to do with the workplace, so you
| | 03:08 | could ask me about IT governance, but
you could also ask me about SharePoint.
| | 03:13 | And you could also ask me about
orchards. So I'm going to save all of those.
| | 03:18 | Says don't worry if you don't
see your changes right away.
| | 03:22 | Notice that each of those individual
items, that I listed, is a different length.
| | 03:28 | It says, feel free to ask me
about this, or this, or this.
| | 03:33 | And someone can actually click, and
then say, I want to talk with Gini Courter
| | 03:37 | about orchards, in the microblog.
Let's go back now, and continue editing
| | 03:45 | our profile. Let's go to contact information.
| | 03:49 | It says what's my mobile phone, and again
your organization may have a policy about this.
| | 03:55 | If so, you'll want to know what that is.
Do you post your fax number or not, do
| | 03:59 | you post your home phone, and you have
a choice with these to say you know, I
| | 04:02 | actually don't want a
lot of people seeing these.
| | 04:06 | There will be choices other than
everyone and only me when we work on the
| | 04:09 | permissions for our site. Enter,
your current location and my
| | 04:14 | current location is, if I have an
assistant, I get to choose them.
| | 04:20 | Now, I'm going to go to details.
Provide information on previous projects,
| | 04:25 | teams, or groups. Wow, I
actually have been with this
| | 04:29 | organization for a while, so I could say I
was team member on the ERP Innovation project.
| | 04:38 | Or I could simply say, because I was
only a member ERP Innovation project and I
| | 04:43 | also participated in
Challenge 2011. What are my skills?
| | 04:50 | Lots of things. (SOUND)
Public speaking, training,
| | 04:54 | management, Oakland University and I'm
using semicolons here to break these up.
| | 05:01 | If I don't use semicolons and I
simply put in a list of words with spaces.
| | 05:06 | SharePoint will do the best with it it
can but, I actually know where these break.
| | 05:10 | University of Michigan. If I
want to include my birthday, I can.
| | 05:15 | And what are my other interests?
I could so for example that I'm
| | 05:18 | interested in Challenge 2013 when it comes up.
| | 05:22 | I'm also interested in leadership, so
here's some business related interests.
| | 05:26 | Someone else has used
that and made it a keyword.
| | 05:29 | So, I'm going to go ahead and click there
and I will delete this other item and I'm
| | 05:34 | going to save all and close. Now
notice that I put Ventura comma
| | 05:40 | California and therefore I had a, an
extra California, because the comma as
| | 05:44 | well as the semicolon can be used to
delimit or separate the items on the list.
| | 05:50 | So, another choice if I want to do
that, is I could actually type Ventura
| | 05:55 | California and see how that goes.
When we go back and Edit my profile, and
| | 06:01 | we look at our details in
our content information.
| | 06:06 | You'll notice that it understood
Ventura California to be just one place.
| | 06:10 | So, now that I've filled in my
profile, I'm feeling a little bit more
| | 06:13 | respectable, and I'm ready to start
microblogging, so I'll look as cool as
| | 06:17 | Mark LaCie does. I've saved
my profile, it's all good, and
| | 06:22 | when folks ask About Me, they'll
see the information that I provided.
| | 06:27 |
| | Collapse this transcript |
| Following people, documents, and sites| 00:00 | If you'd like to see something in your feed
in Facebook, you need to have some friends.
| | 00:04 | If you want to see something in your feed
in Twitter, you need to follow some folks.
| | 00:08 | And here in SharePoint, if I want to see
anything in my Newsfeed, I need to follow
| | 00:11 | some people, or some documents, or some
sites, or some tags, or all of the above.
| | 00:17 | So I want to start by following some people.
| | 00:18 | I'm going to click People, and
I can follow multiple people.
| | 00:24 | So I want to follow Mark, and notice
that as I start entering somebody's name,
| | 00:28 | they'll show up here, and I can choose them.
| | 00:32 | And I'd better follow our CEO, that's
just a good idea no matter where I work.
| | 00:38 | And hm, I think I'd also like to follow Akee.
| | 00:44 | That's a good start. I'm going
to go ahead and click Follow.
| | 00:48 | And all three of them have
been added to my Newsfeed.
| | 00:52 | Now, Akee hasn't posted anything lately.
But you'll notice that I actually saw
| | 00:57 | right away, a post from
Jaryl and a post from Mark.
| | 01:00 | And I can go in and take a look at other
things that have happened here in Akee's feed.
| | 01:07 | Akee started following me earlier.
I can take a look at Jaryl's feed.
| | 01:13 | And I can take a look at information that
Mark's posted that would have been in my feed.
| | 01:17 | So, these are items that happen earlier.
Notice 3 hours ago, Mark and Jaryl are
| | 01:21 | having a conversation.
Sometime, since then, other folks.
| | 01:27 | And I can actually say, okay, I can get a
little bit caught on what they did recently.
| | 01:32 | And that looks just fine.
And I'm following three people.
| | 01:34 | Four people are following me. Oh,
Juan Ricardo's following me too.
| | 01:39 | We'll add him in a minute. So now,
when I go back to my Newsfeed,
| | 01:42 | look at all this information that I have.
Everything from these three people comes
| | 01:47 | flowing in. So, this is the easy way to follow
| | 01:50 | people, to simply say, I want to
begin finding out more about the kinds of
| | 01:55 | things that Jaryl or Akee
or Mark are posting about.
| | 02:00 | How do I get documents in here?
Well, I get documents and sites by
| | 02:04 | actually going to a document or a site.
So let's return to the main page of our
| | 02:09 | SharePoint site. So, if I
want to follow a specific
| | 02:12 | document for example, this newsletter
or the Moving to Office 2013 Document, or
| | 02:16 | any other document, I can simply click
and say, I'd like to follow this document.
| | 02:23 | There's a little alert that happens, and
I'm following this document now, until I
| | 02:27 | stop following it. What if I
want to follow a particular site?
| | 02:32 | Well, be anywhere on the site, for
example, in our employee self-service
| | 02:36 | quota, and so I'd like to follow this site.
| | 02:40 | Now, I'm following ESS. Or, if
I'd like to follow Inside Sport, a
| | 02:45 | site that we'll be working on later.
It's just that easy to follow it.
| | 02:50 | So I can follow individuals,
specific documents, and sites.
| | 02:55 | Let's go back now to our Newsfeed.
You will notice that I'm following three
| | 02:59 | sites, two documents, and three people.
The same way that I can click here to see
| | 03:04 | who the people are. I can
also click here and see what
| | 03:07 | documents I am following. If
I want to start following the
| | 03:11 | document, I simply click Stop
following. Based on the documents that I am
| | 03:15 | following over time, SharePoint will
actually suggest some other documents
| | 03:19 | that I might want to follow and I can
choose to do that or I can choose to
| | 03:22 | ignore that information if I wish.
And in terms of my sites, here are the
| | 03:28 | sites that I'm following. If I
want to stop following a particular
| | 03:32 | site, simply choose Stop following
and it won't be on my list any longer.
| | 03:38 | That doesn't mean I can't
get to the site if I want to.
| | 03:41 | It just means that it won't show up on
the list of sites that I'm following and
| | 03:44 | new information posted on that site
is not going to show up in my Newsfeed.
| | 03:49 | So, People, Documents, Sites, and
finally, Tags are feeding our Newsfeed.
| | 03:56 | We'll talk about tags in our next
movie, but for now, we know how to follow
| | 03:59 | people, documents, and sites
in SharePoint social networking.
| | 04:04 |
| | Collapse this transcript |
| Understanding tags and mentions| 00:00 | If you're new two Micro Blogging tools, I
want to spend just a moment talking with
| | 00:04 | you about tags and mentions.
Because if you understand how they work
| | 00:08 | it'll make a lot more sense when you
start working with Micro blogs and SharePoint.
| | 00:13 | Hashtags are tags begin with a pound sign
and there's no space after the Pound sign
| | 00:16 | and before the words begin.
So for example, #SharePoint,
| | 00:19 | #Election2012, and note, no
space between Election and 2012.
| | 00:22 | As soon as there's a space,
that's the end of that tag or hashtag.
| | 00:23 | 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
| | 00:41 | because somebody's used it.
That Office365 is more specific.
| | 00:47 | Election2012 is more
specific than simply Election.
| | 00:50 | Specificity is a hallmark
of a really good hashtag.
| | 00:54 | As is brevity. Tags are used
for sorting and for filtering.
| | 00:58 | So for example if you were
participating in a conversation on twitter with a
| | 01:02 | number of other people. There
are tools that would allow you to
| | 01:06 | say, simply show me every single
item that has Pound SharePoint in it.
| | 01:10 | And then you would know, that
everybody was in that same conversation.
| | 01:14 | As people are posting several different
posts, you can see oh, here's all of the
| | 01:17 | SharePoint posts. It keeps them all together.
| | 01:21 | And it allows you to take all
of the information that you have.
| | 01:24 | And to be able to sort it out
based on how people have tagged it.
| | 01:28 | There is no official repository for hashtags.
| | 01:31 | Despite the fact that if you use Google, or Bing,
or Yahoo, and search for hashtag dictionary.
| | 01:36 | You'll find lots of sites
that will tell you it's them.
| | 01:40 | But there really isn't any
official repository for hashtags.
| | 01:43 | Hashtags, or tags, are made up by users.
So let's imagine that I want to start a
| | 01:48 | conversation and I'd like
to name that chocolate cake.
| | 01:51 | And that's my conversation.
We're going to talk about all the
| | 01:54 | different ways one could make
a really superb chocolate cake.
| | 01:57 | Well if somebody else simply has cake
or c, h, o, c cake or shortens it up or
| | 02:01 | chocolate cupcakes. And they
use different Hashtags, it'll be
| | 02:05 | hard for us to have a conversation. So,
while there is no official repository.
| | 02:11 | There is a need for at least a silent
agreement among the participants, that
| | 02:15 | this is a hashtag that's worthy. So
you see a hashtag, Election2012, and
| | 02:19 | you start using that Hashtag.
Someone else uses elections2012, and all
| | 02:23 | of a sudden, there are
two separate conversations.
| | 02:27 | Because of this, you'll find that in some
organization they will actually create a
| | 02:30 | list of hashtags that they're using. So,
if you're going to be talking about a
| | 02:35 | particular project for
example the staffing project.
| | 02:39 | It's going to be called pound
staffing PROJ, and that's what you use.
| | 02:43 | Again, there's no way on a global
level to be able to say that's the hashtag
| | 02:47 | we're using. And more
importantly there's no way to
| | 02:51 | retire a hashtag so any hashtag
that's ever used will be used forever.
| | 02:56 | Because everyone can start 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.
| | 03:05 | 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.
| | 03:16 | The fourth one there is
actually my Twitter name.
| | 03:19 | Mentions are used for connecting.
So if I want to make a comment about
| | 03:22 | something that Mark said I want to include Mark.
| | 03:25 | It's a call out. Hey, Mark
LaCie said this, or it's saying
| | 03:29 | I'd like Mark LaCie to see this. So
I will include him because anytime
| | 03:34 | someone's mentioned. That
post or that Micro blog post will
| | 03:37 | show up in their feed,
whether they're using Twitter.
| | 03:40 | Or Instagram or Google Plus or SharePoint.
| | 03:44 | Each platform maintains its own
repository for mentions so when you want
| | 03:47 | to follow someone on Twitter.
You'll need to know what their name is
| | 03:51 | and if you put in a mention that's not
accurate it goes nowhere and it connects
| | 03:55 | to nothing. If you're an
Instagram user, you'll also
| | 03:59 | have a particular name there
that is used to mention you.
| | 04:03 | And SharePoint does not have a global
repository of users, it has a repository
| | 04:08 | with each SharePoint installation.
So I actually have more than one
| | 04:13 | SharePoint name, because the naming
conventions used by some of the sites
| | 04:16 | that I'm on are different. So, a hashtag.
| | 04:20 | Everyone can make up. And
as they get to be popular.
| | 04:24 | And more people use them. There's
a community agreement around them.
| | 04:29 | Mentions are exactly what they are. I
can't make up a new name for Mark LaCie
| | 04:34 | and have it work. I have to
use the name that Mark was
| | 04:37 | given officially in the repository.
So hashtags and mentions two different
| | 04:41 | tools you'll need to be familiar with.
To be effective when you do Micro
| | 04:46 | blogging on Twitter, Google Plus,
Instagram or here on SharePoint.
| | 04:51 |
| | Collapse this transcript |
| Microblogging in SharePoint| 00:00 | So, now that we know a little bit more
about how hashtags and mentions work,
| | 00:03 | it's time for us to jump into the conversation.
| | 00:06 | If you're familiar with Facebook, or
MySpace, or some of the other social
| | 00:10 | networking sites, you'll already know
what to do with some of the things you
| | 00:13 | see in front of you. Gerald
has posted a beautiful sunset
| | 00:18 | here, taken outside of our
headquarters, and has added a tag here.
| | 00:24 | Tag sunset. A couple of
people have already jumped in
| | 00:27 | to like it. If I want to
like it too, I can click Like.
| | 00:32 | If I want to reply to this
photo, I can click Reply.
| | 00:34 | And if I'd like to see other sunset
photos, whether they're posted by Gerald
| | 00:38 | or someone else, or anything else
that's tagged sunset, I can choose to follow
| | 00:42 | this tag by clicking follow right here.
Speaking of following, here's one Ricardo
| | 00:49 | and I had not chosen to follow him
earlier, but I can add him to my list of
| | 00:53 | people I'm following by simply clicking follow.
| | 00:57 | Right here. Here's his last post.
| | 01:00 | I'm now following this person.
Note that the number doesn't
| | 01:03 | automatically update here. Don't
look here for guidance on whether
| | 01:07 | or not something's actually happened,
because it isn't until I refresh this
| | 01:10 | page that I'm actually going to see that.
I've been wondering what's going on with
| | 01:16 | Challenge 2013. So, I'm just
going to ask, what's up with
| | 01:19 | Challenge with 2013 tag? And as
I start typing challenge, notice
| | 01:23 | that I have the tag symbol in
front of it or the pound sign.
| | 01:27 | Notice that what we have
here is we have Challenge 2013.
| | 01:31 | I can ask the question. There's my tag.
| | 01:35 | It's hard to tell sometimes with this tag
is actually shaded here to show that it's
| | 01:39 | different than regular text and
I'm going to go ahead and click post.
| | 01:44 | So, now what's up with Challenge 2013.
We'll see if somebody has something to
| | 01:48 | say about that. If you're
like me when you first go into
| | 01:51 | your social networking area, your news
feed, it's a good thing to get caught up
| | 01:54 | with people. Oh, look at, I'm new to this.
| | 01:59 | What are the at and tag symbols.
And Mark says, well, ask Gini Courter.
| | 02:05 | I'm going to bet that's
what this mention is up here.
| | 02:08 | Someone mentioned me. I'd ask Ginny Quarter.
| | 02:11 | That's how a mention works.
Somebody actually calls you out and
| | 02:14 | you'll show up, it'll show up here on
your list until you click it and take a
| | 02:17 | look at that. So, I want to see the entire
| | 02:21 | conversation, which we saw below,
because my reply probably shouldn't go to Mark.
| | 02:26 | It should go to Akee. Although,
it would be kind of cute just
| | 02:29 | to like Mark saying that.
So, I think I'll do that.
| | 02:32 | And I'm going to reply to Akee.
And I'm going to say, when you're
| | 02:36 | microblogging conversation, news feed,
and you start with the tag symbol, then
| | 02:42 | you're creating a keyword, when you start
with, you can choose person from a list.
| | 02:52 | So, it's when you're Microblogging,
adding to a conversation and news feed,
| | 02:58 | you start with the tag or pound
symbol, then you're creating a key word.
| | 03:06 | When you start with at, you
can choose a person from a list.
| | 03:10 | And I actually want to say, you're
creating a tag which is like a key word,
| | 03:14 | (SOUND) because I want to make sure that
she has the, the proper language for this.
| | 03:21 | Other people can use the same tag,
and that creates a conversation.
| | 03:27 | So, now I've posted and
that will go back to Akee.
| | 03:33 | That's great. Perfect.
| | 03:36 | Now go back to my news feed again. I've
taken care of every time it was mentioned.
| | 03:40 | That's a good thing to do. And
I'm not seeing anything back yet
| | 03:44 | about Challenge 2013. But
notice that my page is refreshed.
| | 03:48 | I have a tag that I'm following if I
want to know which one it is I can click
| | 03:52 | and go to my tags page.
And I'm following sunset.
| | 03:56 | This is the latest thing in the Newsfeed,
but there have been some other activities
| | 04:00 | as well. For example, Akee has also commented on
| | 04:04 | Gerald's photo. That looks good.
| | 04:07 | The trending hash tags area lets us see
what types of topics are of interest in
| | 04:11 | our organization. For example,
many of us have been writing
| | 04:15 | posts in our micro blog about Challenge 2013.
| | 04:19 | So, here, that is, 19 uses in the past week.
| | 04:22 | By far, the most prevalent
conversation tagged that were using.
| | 04:26 | But there are other social tags.
That are showing up here as well.
| | 04:30 | Purchase project, for example,
and LOL or laughing out loud.
| | 04:35 | So, when you look at this trending
hashtags area, what you're seeing is the
| | 04:38 | hot topics list for your organization
that are shared with everyone because
| | 04:42 | we're seeing them here on the news feed.
This is my public newsfeed and by default
| | 04:48 | whenever I'm microblogging here,
I'm micro blogging to everyone.
| | 04:52 | But I'm a member of other
sites like ESS and Inside Sport.
| | 04:56 | And while I'm posting to everyone here,
I could choose one of these sites and
| | 05:00 | actually post to the news feed on that site.
| | 05:04 | So, if I wish, I can post very publicly
or post more specifically to the teams
| | 05:08 | that I'm working with. In
this way, I don't have to bother
| | 05:12 | everybody with posts that
are really meant for one group.
| | 05:16 | look. My following just changed.
| | 05:19 | I have some new information here.
So, I can click the following link.
| | 05:24 | Akee wrote to me and is
thanking me for the information.
| | 05:29 | So, this was a great piece of time
spent working on my microblog in SharePoint,
| | 05:33 | keeping up with my colleagues at work.
| | 05:37 |
| | Collapse this transcript |
| Keeping track of your tasks| 00:00 | Every version of SharePoint since the
very first one has supported the ability
| | 00:04 | to have a task list. So that
you could create tasks, assign
| | 00:08 | them to people, watch them
progress with the tasks and complete them.
| | 00:13 | But in SharePoint 2013, we have the
ability to synchronize private tasks,
| | 00:18 | personal tasks, our own work between
SharePoint and Outlook, and this is a
| | 00:22 | great feature. So, I'm
going to go to my tasks list and
| | 00:28 | I have a couple of tasks. In case
you weren't with me earlier, the
| | 00:33 | way these tasks got here, was
I was actually in my news feed.
| | 00:38 | And I saw something that I felt I needed
to do some more work on, and so I decided
| | 00:43 | that I would follow up on it. So
for example I went to this item, and
| | 00:49 | one of my choices is to follow up, and if
I Choose Follow up, as opposed to follow,
| | 00:54 | it actually adds it to my
tasks list. There we go.
| | 01:00 | This is just so convenient, because I
don't have to switch to another Window
| | 01:04 | and log that I want to follow up on this.
I don't have to email it to myself like I
| | 01:09 | do on some other social sites.
I really love this feature.
| | 01:13 | Then I can set it as
important or not important as I wish.
| | 01:16 | So, I have the ability to sort
my tasks, important and upcoming.
| | 01:20 | Loving the timeline,
active tasks, completed tasks.
| | 01:25 | Actually I've finished this work already
so when I look at completed tasks it will
| | 01:30 | show me tasks that have completed,
after of course it does its update.
| | 01:35 | And I can search for tasks,
so this is a great view.
| | 01:39 | But here's where I believe the power of this is.
| | 01:42 | Let me switch over to Outlook for a minute.
| | 01:45 | I have tasks here in Outlook as
well, these are my current tasks.
| | 01:51 | And they are not related
to my tasks in SharePoint.
| | 01:54 | When I synchronize to my iPhone, this
is the task list that gets synchronized.
| | 01:59 | So I would like to have
all my tasks in one place.
| | 02:01 | The easiest way to do that is to
synchronize my SharePoint tasks with my
| | 02:05 | tasks here in Outlook, and I'm
going to do that from SharePoint.
| | 02:10 | So here I am, back in my tasks list, and
I'm going to Choose tasks > Sync To Outlook.
| | 02:19 | It says, it'll sync tasks between
SharePoint and my inbox, work with then
| | 02:22 | anywhere, my changes show up in
SharePoint Outlook tasks also show up here.
| | 02:27 | In other words if you don't want to
read all this, it's a two way sync.
| | 02:32 | I'm going to sync my tasks and click OK.
And this will take a second the first
| | 02:37 | time we do this. If you have
lots of tasks in Outlook, it
| | 02:40 | will take a long time. I'm
going to refresh my screen, look at
| | 02:45 | my active tasks, notice that
it's updating and here they are.
| | 02:51 | This task from Outlook, the other
three were already in SharePoint.
| | 02:55 | Let's go back to Outlook now.
All of my tasks are here.
| | 02:59 | My Outlook tasks and my SharePoint tasks.
So when I mark this task complete here,
| | 03:04 | this will be synchronized with
SharePoint on the next regular synchronization.
| | 03:09 | If I add a new task here to this list,
register for the Home Expo and I want to
| | 03:14 | do this next Thursday, due
in five days Save and close.
| | 03:20 | I have a new task here and that will
be synchronized in the next regular
| | 03:24 | synchronization with Microsoft SharePoint.
| | 03:28 | So, I have three different
tasks lists here in Outlook.
| | 03:31 | The first, my to do list, consists of
every task created in Outlook, and every
| | 03:35 | task that I created by flagging an item,
and making it something that needed action.
| | 03:42 | So if I was in email and flagged an item,
or perhaps I flagged a contact so I would
| | 03:46 | remember to call or fax them,
it would show up on this list.
| | 03:50 | My tasks list is all of the tasks that I
created in SharePoint for myself, and all
| | 03:55 | of the tasks that I created here.
This tasks list is actually synchronized
| | 04:02 | list with a particular list in SharePoint.
| | 04:06 | It's not my personal list. It's a
specific list in the inside home
| | 04:09 | SharePoint site. So let's go back, here we are.
| | 04:14 | Last updated a few minutes ago, I'm
going to simply refresh my page and see if I
| | 04:18 | get an update. And I don't yet.
| | 04:22 | But I will on the last regular
synchronization, which is typically about
| | 04:25 | every 20 minutes. So, this
is one of my favorite new
| | 04:28 | features in SharePoint. One
of the things that I've always
| | 04:32 | struggled with, is how to maintain one
consolidated task list, regardless of
| | 04:37 | where I am. I can have my tasks for my Microsoft
| | 04:41 | project work synchronized with Outlook.
Now that I can synchronize my SharePoint
| | 04:46 | tasks there as well, I have the
ability to manage my work far more easily in
| | 04:50 | SharePoint 2013.
| | 04:53 |
| | Collapse this transcript |
| Viewing your sites| 00:00 | The sites page, is a place where you can
create a new site, where you can search,
| | 00:05 | or where you can view
sites that you are following.
| | 00:10 | A reminder of how we would follow a site,
for example, if we wanted to follow the
| | 00:13 | employee self-service site, we would
simply click the follow button, and we're
| | 00:17 | now following this site. If I
wanted to follow inside sport, I
| | 00:24 | simply click and chose follow, and now
when I go to sites, I'll see that I'm
| | 00:29 | following those two sites. So, I
have control over what appears here
| | 00:36 | and what doesn't appear here. Yeah,
I can follow a site for a while
| | 00:40 | because I'm interested in its content.
And then when my focus or my job function
| | 00:45 | changes, I can say, I actually
don't need to follow this site anymore.
| | 00:50 | As you add sites to the list, eventually,
you will start to get suggestions about
| | 00:53 | sites that you could follow. I
won't get many suggestions from having
| | 00:57 | just two sites, but over time, SharePoint
is tuned to say, well based on your profile.
| | 01:03 | And the people you follow, and the
sites that you're following, and the content
| | 01:07 | you're interested in, here are some
other sites that you might be interested in.
| | 01:13 | This is how the site
feature works, in SharePoint 2013.
| | 01:17 |
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| Tagging documents and sites| 00:00 | In addition to being able to create
microblog posts that include tags, or
| | 00:05 | including tags in posts in your blog,
you can also use tags as a method of
| | 00:09 | categorizing information
that we find in libraries.
| | 00:16 | So, for example, I might want to be able
to keep track of some documents and tag
| | 00:20 | them in a way that only I can see them
or in a way that everyone can see them.
| | 00:27 | I can also create public notes about documents.
| | 00:30 | So, here we are in the home page of our
site and I want to create a note about
| | 00:33 | this using the time sheet doc.
Specifically, Mark and I have been
| | 00:38 | working together on a project to
be able to create some workflows.
| | 00:43 | You'll see that later in our course.
And we're looking specifically for
| | 00:47 | business processes that we can automate. So,
I'm going to select using the timesheet.
| | 00:54 | And when I do, notice I get two new tabs
for my ribbon that are specific to this
| | 00:58 | library into a document. If I
haven't selected a document, I don't
| | 01:03 | see those. Another choice is to go into the
| | 01:06 | documents library itself. And
when I do that, I would get these two
| | 01:11 | new tabs. I'm going to
select using the timesheet,
| | 01:15 | click Files and say, I'd like to tag this.
| | 01:18 | There are two areas of this
tags and note board dialog box.
| | 01:23 | The first is for you to be able to supply tags.
| | 01:25 | The second is to be able to supply public notes.
| | 01:28 | I'm going to go there first. So, here's my note.
| | 01:32 | If anybody else wants to see it, they can
easily do that by selecting the document.
| | 01:37 | Going to the Files tab
and choosing Tags and Notes.
| | 01:40 | And I'm going to say, I think that
the timesheet process would be a great
| | 01:43 | process to automate. Can
we add this to the list?
| | 01:46 | I can go ahead and click post. Check that out.
| | 01:50 | Here we are. So, now I want to apply a tag.
| | 01:54 | So, here's the news. In this
version of SharePoint, there's
| | 01:58 | support for two separate tag lists.
One is a keywords list, and the other is
| | 02:02 | a hashtags list. You can have
keywords that start with the
| | 02:07 | hash sign. You can't have hashtags that start
| | 02:10 | without it. So, my advice,
and we'll talk about this
| | 02:14 | a little more later in the course, when
we talk about how we organize community
| | 02:18 | spaces, is that you simply proceed any
keyword you want to create right here
| | 02:22 | with the hash key. Because
when you do, that makes it
| | 02:28 | available to the social networking space.
So, I actually would like to tag this in
| | 02:32 | a number of ways. One way I'd
like to tag this is I'd like
| | 02:36 | to tag this as SBIP, and if I want to
tag that privately, I can just do that and
| | 02:41 | then save this. There's
another suggested tag that was
| | 02:46 | inserted for me. We're
just going to get rid of that.
| | 02:50 | And we're going to Save
and I'm going to close this.
| | 02:54 | Now, later on I might want to tag this
with something else and I can do that as well.
| | 03:00 | So, I want to add the purchase project to it.
| | 03:02 | As I begin typing the tag,
it comes up as a suggestion.
| | 03:06 | And I'm going to go ahead and
make all of these public now.
| | 03:10 | And I'm going to click Save again. If
I want to go take a look at my tags,
| | 03:14 | they're available to me
from two different places.
| | 03:17 | And one of the easiest places is
right here in the tags and notes section.
| | 03:21 | I can click my tags and I'll actually go
see everything that I tagged with either
| | 03:25 | one of these tags. So, if I
have already applied a tag to a
| | 03:30 | document, for example, it's very easy
from this Tags and Notes dialog box to
| | 03:36 | get right back to my tags. Before
we go back there again though, I
| | 03:42 | can also tag not just documents,
but I can tag entire libraries.
| | 03:48 | So, if I click the library tab,
I can tag the whole library.
| | 03:52 | Notice what's being selected here.
Not a document, but new documents as a
| | 03:56 | whole, this entire library that I'll
be tagging them as they get created.
| | 04:02 | I can put a note on the library or I
can put tags on the library itself.
| | 04:06 | So, you want to be clear what place
you're in, whether you're in a document,
| | 04:09 | a selected document or a library,
before you begin applying tags.
| | 04:14 | Let's go back to our File,
Tags and Notes, My Tags.
| | 04:20 | So, here I am on my Tags and Notes pages.
I can see the activities for a particular
| | 04:25 | month if I wish. I can make a
particular tag private if I wish.
| | 04:30 | So, I could change that one
back to private by itself.
| | 04:34 | And I could look at my tags, my notes,
my private tags and my public tags.
| | 04:44 | All of them appear here. So,
tagging is a great internal system
| | 04:48 | for being able to manage information
about the classification of documents
| | 04:53 | that really works mostly for you,
but could work for others as well.
| | 05:00 | Remember, that notes are available to
anyone and tags can be private here in
| | 05:05 | SharePoint 2013.
| | 05:08 |
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| Posting on your blog| 00:00 | In addition to your Microblog in
SharePoint, which is a lot like Facebook
| | 00:05 | or Twitter, you also have a blog
blog, a Weblog that you can keep.
| | 00:11 | If you click the Blog Link here, you'll
go to your blog and you'll find your Blog
| | 00:14 | tools over here on the right,
and some categories on the left.
| | 00:20 | Before we create our first post, I'd
like to introduce you to categories because
| | 00:24 | there are three built in,
Events, Ideas and Opinions.
| | 00:29 | And categories are used to classify your posts.
| | 00:32 | I actually want to create a new
category right now, because I'm going to be
| | 00:36 | writing about information technology.
And so I'm going to create SharePoint and
| | 00:43 | I am going to create another new
category, lets call it Office 2013.
| | 00:51 | So I have those categories available to use.
| | 00:56 | Now I want to create a new post, I have
one already nobody is all that interested
| | 01:01 | in, welcome to my blog, so, let's create a post.
| | 01:05 | Every post has a title and the title's
required, and I'm calling this series
| | 01:11 | actually that I'm writing, Best
New Features of SharePoint 2013.
| | 01:19 | And this of course is Opinions,
but it's also SharePoint.
| | 01:25 | So, now I'm going to enter some text.
All of this text is about SkyDrive Pro,
| | 01:32 | so I'm going to add that here and I have
the ability to format all of this text if
| | 01:37 | I wish. So, I could say for example, that this
| | 01:43 | is, SkyDrive Pro is bold, the first time
it appears, copies an entire SharePoint
| | 01:50 | library, so you can work offline.
So you have access to all of the
| | 01:56 | different tools and styles
that you might want to use.
| | 01:59 | You can copy and paste here,
this is a rich text box.
| | 02:02 | And then I want to publish this.
There's automatically a date here.
| | 02:08 | I'm just going to click Publish and
publish this post in my blog or weblog.
| | 02:14 | Notice that the post above, it gets
shoved down the page, that this appears
| | 02:18 | in opinions and in SharePoint. It
automatically has the ability for
| | 02:23 | somebody to go in and to like this post.
They can also email a link, and I can
| | 02:28 | edit it, but others cannot. I
have the ability now for other people
| | 02:33 | to be able to comment about this post.
There aren't any comments yet, but
| | 02:37 | somebody hopefully will
read this and will comment.
| | 02:41 | And blogs are a place that I can
provide content that's more than simply the
| | 02:45 | morsel, that I can put into a Microblog.
It's not appropriate for me to write 10
| | 02:51 | or 20 paragraphs in a Microblog,
but it is appropriate here.
| | 02:56 | I can also include other information, I
can include hyperlinks in a blog post.
| | 03:02 | And if I want people to read my blog on a
regular basis, to follow me so to speak,
| | 03:06 | then I want to post on a regular basis.
Once a week, or once a month, any less
| | 03:11 | frequently than that, no one will pay attention.
| | 03:16 | They're some people who will
actually do short blog posts everyday.
| | 03:19 | Although, more, and more of those folks
seem to be moving to the Microblogging tools.
| | 03:24 | So here's my blog. I also
have the ability to put a picture
| | 03:27 | in here, and I can do that later but
right now it says, it isn't my picture
| | 03:30 | and that's just fine. So this
is how easy it is to create a new
| | 03:35 | blog post and publish it in Sheer Point 2013.
| | 03:39 |
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| Managing your blog| 00:00 | Once I've attracted a reader to my blog,
it's easy for them to say, I'd like to
| | 00:03 | have information about this
blog on an on going basis.
| | 00:08 | Let me know when ever Jenny post's a new
post, so they can choose to be alerted,
| | 00:12 | or they can choose to get an RSS feed.
In either case, that will allow them
| | 00:17 | easily to return to my
blog and to post comments.
| | 00:22 | I can then manage the comments
here because this is my blog.
| | 00:26 | So, if I wanted to manage comments for example.
| | 00:29 | Here are the comments about this
particular post because all of them are
| | 00:33 | for the same post. I might have
100 posts and thousands of comments.
| | 00:39 | And all of these are comments that
I can actually do something with.
| | 00:43 | Let's go back and look at the
comments in place in the post.
| | 00:46 | Well, this is great. Everybody's commenting.
| | 00:49 | So, Gerald likes it, drawn right
away to what the CEO has to say.
| | 00:54 | And Mark said I get the stamp of approval.
| | 00:57 | Juan Ricardo, oh, wow. Well,
Akee's telling a joke but I'm not
| | 01:01 | sure that it's that funny in our culture here.
| | 01:05 | I have the ability to edit this or I
have the ability simply to remove it.
| | 01:10 | If I go to Manage comments, I can click
the Edit button, and just clear this out.
| | 01:19 | Or I can delete it as a whole. I'd
rather delete this comment than try
| | 01:24 | to edit it. And I'll
simply give Akee a call and say,
| | 01:27 | actually got rid of that. So,
now I only have three comments and
| | 01:33 | that's great. So far, I
haven't had anyone like this
| | 01:36 | but that's alright. What
else can I manage as well as
| | 01:40 | managing other peoples comments? Well,
it might be, that I want to manage
| | 01:44 | my own posts. I can go in
and say, you know what I'd
| | 01:47 | like to edit this or I'd like
to assign it to some categories.
| | 01:51 | So, if I'd like to go back and edit
anything that I've posted, I simply click
| | 01:54 | the edit button. And I can,
for example say that this is
| | 01:59 | an idea, and I could add other information.
| | 02:03 | Now, it's not generally a good idea to go
back to old posts and update them all the time.
| | 02:08 | But it's a good idea to categorize them,
particularly, if you create a category
| | 02:11 | later that older posts belong to.
When you're all done, simply go in and
| | 02:16 | publish this again, either clicking
this button or the button on the toolbar.
| | 02:20 | The use of our categories, is that
someone can click on an item and see what
| | 02:25 | posts you have that pertain to that category.
| | 02:30 | Here's my SharePoint category, for example.
| | 02:33 | I don't have anything yet in
the Office category or Events.
| | 02:37 | But the Categories allow users to say,
well, what is this person blogging about?
| | 02:43 | We have a couple of other choices as well.
| | 02:47 | I have the ability to change my post layout.
| | 02:51 | This is what my post look like boxed.
Here's what my post look like when they
| | 02:57 | are inline. It's kind of
a crafty looking display.
| | 03:02 | And here we are back to basic.
Notice I don't get to change one post.
| | 03:08 | I'm changing the entire blog. You'd
already seen how to manage categories.
| | 03:13 | And finally, I can launch a blogging app.
Now, right now, there actually aren't any
| | 03:17 | apps available for SharePoint for blogging.
| | 03:20 | But as different developers create apps,
they'll be available in the SharePoint store.
| | 03:26 | And we would simply add an app to our
page that was a blogging app, and then,
| | 03:30 | that app would be available if you
preferred to blog with the tool other
| | 03:34 | than the built in tools here in SharePoint 2013.
| | 03:39 |
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| Changing newsfeed settings| 00:00 | When you look at your news feed, you'll
see lots of information about what you're
| | 00:04 | doing and what other people
are doing. Who likes what?
| | 00:08 | Who's following what documents?
Who's paying attention to which tags and
| | 00:12 | which people? In
SharePoint, you get to determine
| | 00:15 | within limits, how much of that
information you share with others.
| | 00:20 | So, when you're seeing lots of
information from Juan Ricardo or from
| | 00:24 | Mark Lucey. It's because
they're providing that information.
| | 00:28 | In order to change your news feeds
settings, to determine how much you would
| | 00:31 | like to share, you can either choose About Me.
| | 00:34 | Edit your profile. And then
select News Feed settings.
| | 00:41 | Or, more easily, if you're in the news
feed already, simply click Tags because
| | 00:47 | it's all on the same page. At
the top you'll see the tags that
| | 00:52 | you're following. You can
type new tags in here, or you can
| | 00:56 | click and you can choose Other Tags.
They're listed here in alphabetical order.
| | 01:02 | So, I'd actually like to
follow. Mark's post on 401K.
| | 01:06 | You just click Select and add it to the list.
| | 01:09 | To remove a tag, simply select it and delete it.
| | 01:14 | It's that easy. Here's what
you're following, and that's fine.
| | 01:18 | The question is, do I want everyone
to be able to see what I'm following?
| | 01:22 | Now where they will see this, is when
they look at About Me, and they choose
| | 01:26 | Show More. They can actually see the tags I'm
| | 01:30 | following, some details like my birthday
and so on that I'm allowing others to see.
| | 01:35 | If I don't want the followed tags to
show here, then all I need to do is to turn
| | 01:39 | that off and say you know there are a
lot of different tags that I follow.
| | 01:45 | But I don't believe I want
everyone to see them, simply me.
| | 01:48 | In the next section, you get to
determine how much e-mail you would like to get
| | 01:52 | about your social networking.
Every time someone follows you, the
| | 01:57 | default is you'll get an e-mail.
So, it will say this person's now
| | 02:01 | following you. If you don't
want that in your inbox, you
| | 02:04 | would simply turn this off.
Likewise, there are suggestions that can
| | 02:09 | be sent by SharePoint, for people and
keywords you might be interested in.
| | 02:13 | The fact that you're mentioned by someone.
| | 02:16 | That someone has replied to a
conversation that you started.
| | 02:19 | That someone has replied to a
conversation you replied to, or that
| | 02:23 | someone replied to a post that you
posted in the community discussion.
| | 02:28 | I normally turn this off, because
I might reply to a conversation.
| | 02:32 | Someone else will reply and we're
actually replying about different aspects
| | 02:36 | of the conversation but, I do like
to know when someone replied to a
| | 02:40 | conversation I started. I
don't particularly want suggestions
| | 02:45 | but, this is up to you. The next section asks.
| | 02:50 | If you're going to follow someone, would
you like people to be able to see that?
| | 02:54 | And would you like people to be able
to see that someone is following you?
| | 02:58 | You can turn this off if you
wish, or you can leave it enabled.
| | 03:01 | And finally, there's a list of everything
that goes in your news feed that you want
| | 03:05 | to share. If you're following someone new, one
| | 03:08 | place to turn it off is to say, I don't
want people to be able to see who I follow.
| | 03:13 | But another is do you want your news
feed to actually note that all of a sudden
| | 03:16 | you're following a bunch of new
people. So, you can turn that on or off.
| | 03:22 | Whether you're following a document or
site, following a tag, tagging an item
| | 03:26 | and that would be if you're not
applying a private tag which we'll talk about
| | 03:29 | later in the course.
Whether you're having a birthday
| | 03:33 | celebration, your job title changed and so on.
| | 03:36 | So, you get to choose all of
these settings on a granular basis.
| | 03:41 | And here, you can choose who gets
to see tags that you're following.
| | 03:45 | When you're content with the settings
that you've provided here in the news
| | 03:49 | feed, simply choose Save All and close.
If you didn't want to make any changes,
| | 03:53 | you could simply choose Cancel, and go back.
| | 03:57 | And SharePoint notes, that it may take
some time for these changes to go into effect.
| | 04:02 | So, if you wanted no one to know, that
you were following particular new tags
| | 04:05 | you're going to create. Don't
immediately go out and start
| | 04:09 | tagging things. After you
can set the who can see this to
| | 04:12 | only me. You'll want to wait until your profile
| | 04:14 | has been updated. And that
depends on settings in your
| | 04:17 | SharePoint information.
Generally speaking, your safe if you wait
| | 04:20 | till the next day. So with
SharePoint, you have control over
| | 04:25 | how public or private you would
like your social networking life to be.
| | 04:30 | Particularly in terms of who it is you
follow, the types of topics that interest
| | 04:34 | you, and who follows you in
SharePoint 2013 Social Networking tools.
| | 04:40 |
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|
|
6. SharePoint Sites and SharePoint Site CollectionsSite collections: The basics| 00:00 | Every SharePoint site is
part of a site collection.
| | 00:04 | A site collection is a
container that holds other sites.
| | 00:07 | At the top of the site collection,
there's one site called a team site, and
| | 00:10 | it's not unusual that there's
actually nothing in the team site here.
| | 00:15 | But that all of the other
sites fall underneath it.
| | 00:19 | So, it's purpose is simply
to hold the collection space.
| | 00:22 | This top level site then has sub sites, a
team site, a project site, another team site.
| | 00:29 | In the case of our site, the No Obstacles
Internet, what we see is, Inside No Obstacles.
| | 00:35 | And we actually have some document
libraries there at the top of our site
| | 00:38 | collection, this very first site.
But then, we have a site called Inside
| | 00:42 | Sport, another site for our Employee
Self Service that we've been using.
| | 00:47 | And a site that we'll be creating
in a bit for the Inside Home group.
| | 00:51 | Now, in many smaller organizations,
there's only one site collection.
| | 00:55 | And all of the other sites fall inside of it.
| | 00:57 | But if you have a larger organization
or if you have an organization where you
| | 01:01 | have very clear delineation
between different work groups.
| | 01:06 | You might want to have
more then one site collection.
| | 01:09 | You're not limited to one, every
SharePoint server can host more then one.
| | 01:13 | So, why might you use multiple site collections?
| | 01:17 | Well, you can use multiple site
collections if you have very different
| | 01:20 | areas of the business that don't overlap.
For example, here's our sales team and
| | 01:25 | they have a group of sites. We
have folks in manufacturing and they
| | 01:29 | have some sites as well. But
we don't have the same people in
| | 01:33 | sales as we have in manufacturing.
They're totally different areas of the
| | 01:38 | business, different domains. And
there's no reason for them to share
| | 01:42 | information by being in
the same site collection.
| | 01:45 | And then we have some
folks who are in operations.
| | 01:48 | And they have their sites. And
there's really no sharing here either.
| | 01:52 | Now we may have a handful of people who
participate in all of these site collections.
| | 01:57 | The CEO for example or someone else
who's in a particular relationship to each of
| | 02:01 | these groups. But if the
vast majority of the people in
| | 02:06 | sales have no desire to take a look
at the information in manufacturing or
| | 02:10 | operations have no business need to do so.
| | 02:15 | If the vast majority of the people in
manufacturing will never need to work
| | 02:18 | with the materials on the
sale site or the operations site.
| | 02:23 | This is a reason to have
more than one site collection.
| | 02:26 | There are real benefits to
having multiple site collections.
| | 02:29 | For one, you get to be
able to have a unified focus.
| | 02:32 | You can have a group of settings that are
simply for the sales staff or a group of
| | 02:36 | settings that are simply for
the folks in manufacturing.
| | 02:40 | And you have dedicated reporting, the
ability to go in and to get a report on
| | 02:43 | the entire site that isn't diluted by the fact
that you have different groups participating.
| | 02:50 | If you want to know how the sales group
is using it's SharePoint site, you can
| | 02:54 | pull that report quickly and easily.
The same for manufacturing or operations.
| | 02:59 | Next, you have the ability to
distribute administrative tasks.
| | 03:03 | When you start managing a few
SharePoint sites in a collection, it's usually
| | 03:07 | something you can do fairly easily.
But as your number of SharePoint sites
| | 03:12 | grows, and as the complexity of the sites
increase, now those administrative tasks,
| | 03:17 | whether it's been attentive to
workflow logs, adding new users, creating new
| | 03:21 | sites, helping train employees, whatever
that group of tasks is, is much larger.
| | 03:28 | And if you have 14,000 desktops in
your organizations, it's great if you can
| | 03:32 | share those tasks among
different administrators.
| | 03:36 | One way to do that is to have a
different administrator for each site collection.
| | 03:41 | Finally, in SharePoint,
security is actually inherited.
| | 03:46 | So, if I have security in this sales
site, I can use that same security in
| | 03:50 | each of the three sub sites here. So,
everyone in sales has read access to
| | 03:56 | all of these sites, great. That
will work every single time I create
| | 04:00 | a new site in this site collection.
So the ability to inherit or cascade
| | 04:05 | permissions is a huge win if I have to
have many different types of security at
| | 04:10 | the highest level. Some for
the manufacturing staff, some
| | 04:15 | for sales, some for our operational
staff, perhaps even different permissions
| | 04:19 | for consultants or for vendors or for customers.
| | 04:24 | When I begin mixing all of those
different groups of users into one site
| | 04:27 | collection, it's hard for me to have
the kind of unity of permissions that will
| | 04:31 | serve me all the way down the site. So,
every SharePoint site lives in a collection.
| | 04:38 | If you're a SharePoint administrator you
have a choice about how many collections
| | 04:41 | you're going to have. And if
you can take a look at your users
| | 04:46 | and the work that they do as different
universes that you can easily separate, I
| | 04:50 | want to encourage you to use
more than one site collection.
| | 04:56 | As your site grows, you'll be grateful
that you didn't try to do it all in only
| | 05:00 | one container that you'll need to manage.
| | 05:04 |
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| Creating a new site collection| 00:00 | You need to have administrative
permissions on your SharePoint server to
| | 00:05 | create a new site collection. I'm
going to show you briefly how to do
| | 00:09 | this just so you know where it is.
We're in Central Administration.
| | 00:13 | In Application Management you'll
see a link to create site collections.
| | 00:18 | You can create more then one site
collection, within the same web application.
| | 00:23 | But you'll want to know what
web application you're using.
| | 00:26 | If you need to change web applications,
Choose Change Web application to go to
| | 00:30 | the proper page, and pick
up your web application.
| | 00:34 | If you need to create a new one, click
the New Web Application page, things are
| | 00:38 | much more complex there. And the
title of your site collection is
| | 00:43 | displayed on every page in the top level site.
| | 00:47 | So this is going to be something like,
inside manufacturing retail sales,
| | 00:52 | fulfillment, whatever the section of
sites are that you would like to create a
| | 00:57 | new collection for. This where you'll put them.
| | 01:02 | It's a good thing to include a description.
| | 01:05 | So, lets call this inside fulfillment.
I have another place to put a URL.
| | 01:09 | So it's fine with me if I put a space here.
| | 01:12 | And this is going to be the (SOUND)
intranet for our fulfillment centers,
| | 01:18 | around the world. In the
website address, go ahead and
| | 01:22 | enter an address. You may
have more then one choice on the
| | 01:25 | dropdown. Frequently the
choices our sites or my,
| | 01:28 | depending on how you've
provisioned the web application.
| | 01:31 | And so we're going to put fulfill,
and then you get to choose an experience
| | 01:35 | version for this site collection.
The two choices are 2013 and 2010.
| | 01:42 | So let's say we had a group of users who
were really used to using SharePoint 2010.
| | 01:47 | And you have some custom solutions you
had created in that space, and you didn't
| | 01:51 | really want to migrate those user skills yet.
| | 01:54 | You wanted to show them the
same experience that they have now.
| | 01:57 | That would be a reason to you 2010, and
to have then a plan, for how you would
| | 02:01 | migrate those users to 2013. But
the default is to have a site in 2013.
| | 02:08 | You will also need to choose a template
and typically the template that you will
| | 02:11 | choose for a site collection is
the default template team site.
| | 02:16 | You need to have a primary site
collection administrator, this cannot be
| | 02:20 | a group it has to be a person. And
you should check their name, and make
| | 02:24 | sure it finds them, and underlines
them. The second site collection,
| | 02:29 | administrators optional,
but it's always a good idea.
| | 02:34 | And then you have a possibility of
putting a quota on here, and the quota is
| | 02:38 | created by applying a particular
template that says how many resources are
| | 02:42 | available for the site collection.
This is done by whoever your SharePoint
| | 02:48 | Administrator is for the entire server firm.
| | 02:52 | So, if you've been instructed to create
your site collections with a particular
| | 02:56 | template, it will be here on the list.
When you're all done, you're going to
| | 03:01 | click OK and that will
create this site collection.
| | 03:04 | This takes a few minutes. After
some period of time, 30 seconds,
| | 03:08 | perhaps as long as two or three minutes,
your site collection will be created.
| | 03:14 | Here's the new top level site that
appears here, no obstacles, sites fulfull.
| | 03:21 | If I click OK, then we can go visit
that site and begin creating sub sites.
| | 03:28 | This is only the top side in our site
collection and again in, in many site
| | 03:31 | collections this site would necessarily be used.
| | 03:35 | We'll merely serve as a place to house
the permissions for all of the users of
| | 03:39 | the many sub sites that we would now
create within their site collection.
| | 03:45 | I don't have a need for this site
collection, we won't be using it.
| | 03:48 | But now that we know how to set it up, I
feel pretty confident, that you'll know
| | 03:52 | how to use additional site collections
in your large SharePoint installs for
| | 03:57 | SharePoint 2013.
| | 04:00 |
| | Collapse this transcript |
| Creating a new team site| 00:00 | We're back in our familiar site
collection for No Obstacles Intranet and
| | 00:04 | we're going to create a new team site.
At the top of our site collection we have
| | 00:10 | this site, Inside No Obstacles we
then have two sub-sites already.
| | 00:15 | One is called Inside Sport, we
haven't spent a lot of time here yet.
| | 00:20 | We've spent most of our time instead
in either the top level site or in our
| | 00:24 | Employee Self Service site, here.
We need to create yet another site.
| | 00:30 | It's a parallel to Inside Sport,
because the other major division at Inside No
| | 00:34 | Obstacles, is Inside Home. Inside
Sport and Inside Home are our two
| | 00:39 | major departments or divisions. And
they have retail locations, they have
| | 00:44 | fulfillment centers, they have all of
the attributes of two separate businesses.
| | 00:50 | If we were a much larger association,
I would probably have created different
| | 00:54 | site collections for Inside Sport, and
Inside Home, but a great deal of crossover.
| | 00:59 | The share Chief Financial Officers, CEOs,
they share some specific types of consultants.
| | 01:07 | So it made sense when we talked about
this to have one site collection for all
| | 01:11 | of inside know obstacles, but it's time
to create this site for the inside home
| | 01:15 | team to use. This is how we're going to do it.
| | 01:20 | First, we want to make sure that we are
in inside no obstacles, and then we'll go
| | 01:24 | to site contents. When we
scroll to the bottom of the site
| | 01:28 | contents, we should see subsites there already.
| | 01:31 | Here's Inside Sport, and here's
our Employee Self Service site.
| | 01:36 | We're going to click the new
subsite link to create a new site.
| | 01:40 | Its name is Inside Home, and the
reason I'm not taking out the space, is I
| | 01:44 | actually have the ability here to type a URL.
| | 01:49 | This is going to be collaboration site,
that's the language we've used, for Staff
| | 01:54 | and Others, in the, No Obstacles, so. A
collaboration site for Staff and Other
| | 02:01 | in the no obstacles incorporated home division.
| | 02:05 | And we've been using the word inside,
so this is going to be Inside Home.
| | 02:10 | Now I get to choose a template.
We'll talk more about templates later in
| | 02:14 | the course. There are
some very specific templates
| | 02:16 | that are available, for things like
document centers, or search centers.
| | 02:21 | And then, there are the
collaboration zones, like a team site, a blog, a
| | 02:25 | project site, or a community site.
Each of them has a brief description, and
| | 02:31 | you will create team sites over and
over again because they're the most common
| | 02:34 | SharePoint sites. We want to
get together and work with a
| | 02:39 | group of people. A blog is a
place for a person or team to
| | 02:42 | post ideas. A project site
is specific to a project,
| | 02:45 | and the difference between a project
and regular work is that a project has a
| | 02:49 | specific start and end and outcomes
and milestones, and it doesn't tend to be
| | 02:53 | what you do every day in your business.
So project sites are specific to one
| | 03:00 | effort, even if that effort
bridges two or three years.
| | 03:03 | And then a community site, which is a
place that we could discuss topics, that
| | 03:07 | we could kick things around, have a
group of ideas that we discuss together.
| | 03:12 | We'll be looking at
community sites later as well.
| | 03:16 | But as you've noticed, Team Site is a
place to work together, and that's what
| | 03:19 | this is. The inside home
employees work together.
| | 03:24 | Permissions we have two choices, one is
I'd like to inherit permissions from the
| | 03:28 | parent site, these are the cascading
permissions that we discussed when we
| | 03:31 | talked about site collections. The
site above us, the higher level site
| | 03:36 | has a group of permissions and if we can
use those same permissions here that's a
| | 03:41 | great start. The other
possibility is to say that I'd
| | 03:45 | like to use unique permissions that
this site is so different, the entire site
| | 03:49 | that I actually can't use the same
permissions I have on the parent site.
| | 03:55 | You can always change your mind about
this later but I would encourage you to
| | 03:58 | simply inherit the permission from
the parent side when you're creating the
| | 04:01 | site, even if you know you're
going to change the mina bit.
| | 04:05 | Now we get to navigation. First
does this site belong on the quick
| | 04:09 | launch of the parent site. So when I
look at the Inside No Obstacles Internet.
| | 04:15 | Here, do I expect to see this
site over here under sub sites.
| | 04:21 | Notice that our employee self service
site is here as well as at the top, but
| | 04:25 | Inside Sport isn't. There's a reason for that.
| | 04:29 | We actually left Inside
Sport off the quick launch.
| | 04:33 | But we do want it on the top
length bar of the parent side.
| | 04:36 | These are the exact
settings that inside source has.
| | 04:38 | And it makes sense to use it on inside home.
| | 04:42 | Then the question is. What
should the top length bar look like?
| | 04:46 | Should we inherit one from the parent side?
| | 04:48 | And we've actually done that.
It's hard perhaps to remember.
| | 04:52 | But if we went and took a look at
Inside Sport or the ESS site, we would find
| | 04:56 | exactly this same top
navigation bar on all of those sites.
| | 05:01 | We're doing that everyplace in
our Internet, including here.
| | 05:07 | If you don't know what these settings
are, you should feel free to cancel out
| | 05:10 | of this, take a look at some of the other
sites in your collection and say, oh, okay.
| | 05:15 | That's what they've done with the quick
launch, that's what they've done with the
| | 05:18 | top link bar. This is how
they are inheriting or not
| | 05:22 | inheriting navigation. The
same thing is true when you're
| | 05:25 | filling out the name or
filling out the description.
| | 05:28 | If you don't know the pattern
that's being used for URLs, go find out.
| | 05:32 | You'd rather have all of this stuff
right to begin with, than have to turn around
| | 05:36 | and modify some of these things
and some of them can't be modified.
| | 05:40 | So let's make sure we have it right,
go all the way back up to the top.
| | 05:44 | Take a look. There's our title, there's our URL.
| | 05:47 | We're using the team site
template, inheriting permissions.
| | 05:50 | We've got our navigation and
our navigation inheritance set.
| | 05:54 | Let's click Create, and create our team site.
| | 05:57 | That was amazingly fast. So
here we are in our team site.
| | 06:02 | We know that we're not in Inside No
Obstacles anymore because this link is
| | 06:06 | highlighted as opposed to the other
ones. This is however exactly the same
| | 06:12 | navigation bar that we see everywhere else.
| | 06:15 | So, users will know how to navigate
within this site as easily as they can
| | 06:19 | within Inside Sport or our
employee self service site.
| | 06:24 | The next things we need to do are
customize our site, make any other
| | 06:27 | changes we'd like to make to navigation
and then we'll be able to expand our site
| | 06:31 | and build out that full featured home
site that's more like for example the
| | 06:35 | Employee Self Service site or the
home site for Inside No Obstacles.
| | 06:42 | But creating our Team Site is the
first step in providing all of this
| | 06:46 | functionality for the
users in the Inside Home group.
| | 06:51 |
| | Collapse this transcript |
| Branding your site| 00:00 | SharePoint team sites arrive with this
Get Started With Your Site part here.
| | 00:06 | It allows me to quickly go through and
share my site, add a timeline, and tasks,
| | 00:09 | and calendar to my site, add lists,
libraries, and other apps, change the
| | 00:12 | look of my site, and brand my site.
We're actually going to work through this
| | 00:18 | list backwards, and the first thing
we're going to do is brand our site.
| | 00:22 | And the reason that I do it in this
order, is that I'd actually prefer to
| | 00:26 | brand my site and see what the colors
of my logos and things are, before I'm
| | 00:29 | choosing other colors and style. I
want to have the style down and that
| | 00:36 | part out of the way before I start
adding lists, libraries, and other apps.
| | 00:40 | The Deadline Tools are also
other apps so, these two go together.
| | 00:44 | And finally, I want the site done before
I begin sharing it with most other people.
| | 00:49 | I might share it with one or two
people, I can do that at any time.
| | 00:52 | And even after this link is gone, I can
still share my site using this Share link
| | 00:57 | up here. But let's start
now by branding our site.
| | 01:02 | Here's the title and the description that
we entered earlier when we created the site.
| | 01:07 | This is where we would go
to edit them if we wish.
| | 01:11 | I already have a logo, and this
logo came to us from the parent site.
| | 01:16 | If I wanted to have a
different logo, I can do that.
| | 01:19 | And actually, I have a different logo
because we have a different logo for
| | 01:23 | Inside Home, Inside Sport. And
then, the logo we see here, is the
| | 01:27 | logo for the entire organization. So,
we are going to go get that specific
| | 01:34 | logo for Inside Home, I have it on my computer.
| | 01:41 | So, I have a licensed plate version of
this, that's what it looks like, and then
| | 01:44 | I have one that's transparent. And
I prefer to use the transparent one
| | 01:49 | until I choose a color for my background,
so let's go ahead and choose this one,
| | 01:53 | and click Open, let's say OK.
There's the No Obstacles Home logo.
| | 01:59 | Some of the people who use websites, are
individuals who have visual challenges,
| | 02:03 | and many of them use what are called
Screen Scraping Utilities, a utility that
| | 02:06 | reads the text on the screen to them.
When the screen utility hits a graphic,
| | 02:12 | it doesn't know how to read it.
You'd think it would read the words No
| | 02:16 | Obstacles Home here, but it really won't.
It will simply know that it's a graphic.
| | 02:21 | It can't pull the words out of it. So,
whenever you see an opportunity to
| | 02:24 | enter alternative text for a picture,
you're actually providing alternative
| | 02:28 | text for someone who can't see
the image or can't see it well.
| | 02:33 | So, this is actually not the Green
Cycle logo, this is the No Obstacles Home
| | 02:38 | Division logo. And so, when
a Screen Reader reads this,
| | 02:42 | it will say image, No Obstacles Home
Division logo, and then it will go on.
| | 02:47 | Here's our web address that we
provided earlier, this all looks good.
| | 02:51 | Let's go ahead and say OK.
Here's our new logo up in the upper
| | 02:56 | left-hand corner. So, that's
all we need to do to be able
| | 02:59 | to add this piece of branding to our site.
| | 03:04 | Anytime we want to return and change
any of the information about our site's
| | 03:08 | brand, the description, the name
that's shown on the top of the site, Inside
| | 03:13 | Sport, the logo, this is where we will go
to do it as long as this Get Started With
| | 03:17 | Your Site part is here. After
this part is no longer here, you
| | 03:24 | would change those same settings
here by choosing Site Settings.
| | 03:30 |
| | Collapse this transcript |
| Changing the look of your site| 00:00 | When we talk about the look of our site,
what we're primarily focused on is, what
| | 00:04 | are the fonts that are used?
What are the colors that are used?
| | 00:08 | What kind of background
image, if any, do we have here?
| | 00:11 | All of those things are things that we
might think of in a Office setting as theme.
| | 00:16 | As we would in, for example, Word or PowerPoint.
| | 00:20 | Here it simply says what's your style so
let's click that link and you'll see an
| | 00:25 | entire set of pre built themes or
style sets that we can apply to our site.
| | 00:32 | The default is the colors of the
Microsoft Office pallets so here's Office
| | 00:36 | the current set. We also
have the choice for one called
| | 00:41 | orange that's very similar,
and one that's called green.
| | 00:45 | You'll notice on some of these,
there's a quick launch on the left.
| | 00:48 | On the others, the quick
launch is actually on the top.
| | 00:51 | Don't worry, that's a separate choice.
And the question of what image, if any,
| | 00:55 | goes on the background,
that's yet another choice.
| | 00:58 | So try, at this point, to focus primarily.
| | 01:02 | On the color set that's
used. The color of the frame.
| | 01:06 | These colors. And we want
to look for something that
| | 01:08 | will go along with No Obstacles Home.
That typically is going to keep me in the
| | 01:12 | green family; however,
there's also some purple used there.
| | 01:16 | A dark purple in my logo
and that would work as well.
| | 01:20 | So scroll until you find the set you want.
| | 01:23 | Let's try this one. So, we
could choose different color sets
| | 01:26 | but, before we even do that let's go
ahead and try this out and see what it
| | 01:30 | looks like. So, here's a
preview of my site in the
| | 01:35 | new theme. Because I used
a transparent graphic for
| | 01:38 | my branding, this works well. I don't
have a white box around it for example.
| | 01:44 | This seems pretty intense to me, and so
I'm going to choose no, not quite there.
| | 01:50 | But if I like it, I simply choose yes, keep it.
| | 01:56 | If I wish, I can choose a
different set of colors.
| | 01:58 | The black background used here is
because this color set Starts with black.
| | 02:04 | So this one does as well. But if
I wanted simply a color set that
| | 02:08 | used a purple and white.
I could choose this one.
| | 02:13 | If you point to any of
these color swatches or pallets.
| | 02:16 | You'll get a description. This
one says primarily black with 25%
| | 02:19 | gray and some red. This one
primarily white with some gray
| | 02:24 | again, and some dark yellow. I'm
looking for something that goes well
| | 02:31 | with my No Obstacles Home, and I'm
thinking that this palette might work.
| | 02:40 | I also believe this palette might work.
So I'm going to try this one and try this
| | 02:45 | set of colors out. That
actually looks good to me now to be
| | 02:50 | honest I'm somebody who will ask
for advice about whether two pieces of
| | 02:53 | clothing match. If your
like me you might want to have
| | 02:57 | somebody else look at this as well.
Now the next choice that we have here is
| | 03:01 | whether this site is laid out with a
quick launch on the left or the quick
| | 03:05 | launch up here. This
layout with the left hand quick
| | 03:10 | launch is called Seattle.
This layout is called Oslo.
| | 03:15 | I'm going to use Seattle because I'm using
it in every other site in this collection.
| | 03:20 | This is not a good time to start
to confuse a group of my users.
| | 03:24 | Because the same people who use this
site, will also be using the top level
| | 03:28 | site, inside NOI, and the
employee self service site.
| | 03:32 | So consistency in navigation is important.
| | 03:36 | That's also by the way, the reason that I
inherit navigation It gives me consistency.
| | 03:41 | Here are my sets of fonts. I
don't have as much control here as I
| | 03:45 | would like. Now, if I have
access to other people to
| | 03:48 | work on this site all of the changes that I'm
making here could be made using other products.
| | 03:54 | This is just a shortcut so I
can set my site up quickly.
| | 03:57 | Somebody can come in here and restyle
this site using Dreamweaver, or using
| | 04:01 | SharePoint designer, or
using any other HTML editor.
| | 04:06 | But when I'm using these built-in tools
to change the look of SharePoint, these
| | 04:09 | are the choices that I have. So, I
could choose this font for example,
| | 04:14 | Bodoni Book. My text for my body is still Segoe.
| | 04:20 | I could choose Typewriter and
Calibri. I could choose Impact.
| | 04:26 | I could choose Century Gothic. I
can make any of these choices I wish.
| | 04:31 | I'm actually going to go back
to the choice I had originally.
| | 04:34 | Right here. If I wanted to change any of these
| | 04:37 | choices later, remember I have access to do
it, up here under settings, change the look.
| | 04:44 | One more thing I can do is
I can drop an image here.
| | 04:47 | So if I'd like to have an image
on my background, I can do that.
| | 04:51 | There's no image here yet but I will
still click Change > Browse, and I could
| | 04:56 | choose any of my no obstacles images or
my home images to put on the background.
| | 05:03 | So perhaps the home logo on
white. Let's see how that looks.
| | 05:09 | So I have no obstacles
home in the background here.
| | 05:13 | I'm willing to try that and see if we like it.
| | 05:15 | If not, we can always remove it. If I
want to remove it, I'll click right here.
| | 05:20 | And by the way, when it said I could
drag and drop an image here, I would do that
| | 05:23 | in the same way that I would drag
and drop a document into a library.
| | 05:29 | I'd need to be able to
view this page on the desktop.
| | 05:35 | So let's go ahead and try this out.
Here's the preview of my new site.
| | 05:41 | This feels just a little bit busy with
the lightness of the text and the image
| | 05:45 | in the background. So let's
go back one time, remove the
| | 05:50 | image, tell it okay. Try it
out one more time and let's keep
| | 05:55 | this version. So that's how
you change the look of your
| | 05:59 | site, using these tools right here.
This site now looks markedly different
| | 06:04 | than all the other sites,
and that's really the point.
| | 06:07 | We'd like them to share a common palette,
common functionality and navigation, but
| | 06:11 | we want someone to be able to
tell quickly what site they're on.
| | 06:15 | Inside no obstacles Inside Sport, the
employee self service site or Inside Home.
| | 06:24 | This feels homey. I like it a lot.
| | 06:26 | I hope you do too. If we
want to change this later we can
| | 06:30 | always come back and change the look yet
again, here in SharePoint or with some of
| | 06:34 | the other HTML editing tools that are available.
| | 06:39 |
| | Collapse this transcript |
| Editing site navigation| 00:00 | We have two different Navigation Bars
we're using here, one at the top and one
| | 00:04 | in the left. The one on
the left is called our Quick
| | 00:07 | Launch, and we have the ability to edit
this here if you have sufficient permission.
| | 00:12 | So, I can click Edit Links, and I'm
allowed to drag and drop links here, or
| | 00:16 | to click the Plus sign
and actually enter a link.
| | 00:21 | This is easy way to do this. So,
if I wanted for example, to allow
| | 00:24 | somebody to go from here to Microsoft,
or here to any place else, I can do that.
| | 00:30 | So, if I wanted them to go to
SharePoint at Microsoft, I could put
| | 00:35 | www.microsoft.com/sharepoint,
or sharepoint.microsoft.com.
| | 00:42 | And I actually have the ability to try
this link out and make sure it takes me
| | 00:47 | to where I want to go. There we go.
| | 00:53 | So, this is the way that I can
add a link, and I can just say OK.
| | 00:56 | And there's my new link. And it
doesn't need to matter to my users
| | 01:00 | that this link is an external link. It works.
| | 01:03 | It's a link that works for them. If I
wanted to, I can put a whole list of
| | 01:07 | links elsewhere in my site, in a web
part or on a page, and you'll see how to do
| | 01:10 | that in the next chapter of this course.
But this is how easy it is to add a link.
| | 01:16 | And this is how easy it is to remove a link.
| | 01:19 | Just click and it's gone from the navigation.
| | 01:21 | You can also rearrange these by
dragging and dropping by tradition.
| | 01:26 | And tradition is good because your users
understand tradition and it works for them.
| | 01:33 | By tradition, Home is at the top.
Site Contents is at the bottom, and
| | 01:37 | everything else is in between. So,
that's how I would modify this set of links.
| | 01:44 | There's no Edit Links
button for the top navigation.
| | 01:47 | And if you've been watching these
movies consecutively, you know why.
| | 01:51 | But I'll tell the rest of you. I
inherit this top link bar from the
| | 01:55 | parent site, from Inside No Obstacles. So,
if I want to edit this top Navigation
| | 02:01 | Bar, I need to go there to edit it. Here
we are, and we're ready to edit the links.
| | 02:06 | Now, I would have edited this a while
ago because I'd like to have these in some
| | 02:10 | order that's not random.
Well, it's not quite random.
| | 02:14 | This is the order in which these
sites were created, one, two, three, four.
| | 02:18 | But that's not useful to my users.
So, I'm going to click Edit Links.
| | 02:23 | Notice that I can create a new link here,
in the same way that I created it in my
| | 02:27 | Quick Launch. What I'd
like to do is simply put these
| | 02:31 | in order. This is my home site.
| | 02:35 | This is my Inside Home Internet side.
And I want to have it to be second.
| | 02:40 | Inside No Obstacles, Inside Home,
Inside Sport, Employ Self Service.
| | 02:46 | I'm all done and I'm going to click Save.
Because I changed the navigation here and
| | 02:51 | I inherit the navigation, when I go to
Inside Home, it's fixed here as well.
| | 02:57 | So, this is how you modify navigation by
editing your Quick Launch or editing your
| | 03:03 | top Navigation Bar in your SharePoint sites.
| | 03:07 |
| | Collapse this transcript |
| Saving a team site as a template| 00:00 | Let's imagine that we were going to
create five or six team sites all at the
| | 00:03 | same time and we'd like them to be very similar.
| | 00:06 | So, once we've adjusted our
navigation and our style and our branding and
| | 00:10 | perhaps, even added a few additional
apps, some other lists and libraries, and
| | 00:15 | so on, we have the site as we mostly want it.
| | 00:20 | We might change the color scheme or we
might change the title but mostly, this
| | 00:23 | is the site as we'd like to see it.
So, at this point, a really brilliant
| | 00:28 | thing to do is to save this site that
we've invested an hour or two hours or
| | 00:32 | even 20 minutes in as a template that
we can use then to create all these other
| | 00:37 | new sites from. So, I'm
going to show you how to do that.
| | 00:42 | You may not be ready to save your site
as a template yet, you might want to add
| | 00:45 | some other apps or add some documents.
But it's valuable to know right now how
| | 00:50 | you might want to do this.
So, let's save the site.
| | 00:54 | All we need to do to save our site as a
template is to go up here and click the
| | 00:57 | Settings, and choose the Site Settings.
Then, under Site Settings, choose Save
| | 01:03 | Site As Template. You'll want
to give this a name, and the
| | 01:07 | name isn't the name of this site.
The name is the name you would want to
| | 01:10 | use for your template
over and over and over again.
| | 01:14 | So, what I could say is that this is a
Division Site because that's what it is.
| | 01:19 | Inside Home, Inside Sport, they're divisions.
| | 01:22 | And this is the name that's going to be
given to the file, so it's never a bad
| | 01:25 | idea to make this easier, either with
CamelCase or an underscore rather than
| | 01:29 | leaving a space in a file name. Then
we have a name for the template, and
| | 01:36 | this is again, Division Site. This
name is going to show up in the list
| | 01:40 | of sites. You saw that
list earlier when we created
| | 01:43 | our team site, where it had names
like, team site, blog, and so on.
| | 01:48 | And the template description is, This is
used for division sites on the Internet.
| | 01:53 | And I'm giving people an
example so they can go see it.
| | 01:56 | For example, the Inside Home
site is based on this template.
| | 01:59 | Now, here's the magic check box, and it's
very important because you either want it
| | 02:03 | checked or you don't, and both
possibilities are pretty cool.
| | 02:07 | First, what I can do is I can say,
I'm going to leave this check box blank.
| | 02:11 | If I have a library, then the library
will appear in the template, but if it
| | 02:15 | has five documents in it, they won't appear.
| | 02:18 | All of the content is
stripped out. So, what's left?
| | 02:22 | Well, what's left are my pages, my
apps, my color choices, my branding, my
| | 02:26 | navigation, everything else. The
only thing that is not maintained
| | 02:31 | here is, it would not maintain my content,
and it wouldn't maintain my permissions.
| | 02:36 | Because those permissions, the security
for individual items is not maintained by
| | 02:41 | the template. The other
choice is to include the content.
| | 02:45 | Now here's what's cool about this.
Let's imagine in every single site, we
| | 02:49 | have a few documents or a few
presentations, or a few whatevers that
| | 02:52 | are part of every site.
Let me give you an example.
| | 02:56 | Every single project site has a project
handbook template, has a project budget
| | 03:00 | template, and has a project roster.
Every time I create a new project site,
| | 03:06 | all three of those things need to
be in the Administrative Library.
| | 03:10 | For me to make that happen, all I need
to do is create that library, put those
| | 03:14 | three documents in it, and
check the Include Content check box.
| | 03:19 | Now, here's the downside. You
either do or do not include content.
| | 03:23 | So, if I have some other content in the
site that I don't want to have, I don't
| | 03:26 | really have an easy choice here. I can
have all the content or none of the content.
| | 03:32 | But I will tell you that occasionally,
I've had a site where I needed a lot of
| | 03:35 | the content but not all of it. And
what I've done is I've saved that
| | 03:39 | original site as a template with all the
content, gone in and removed the content
| | 03:43 | I don't want, and then saved that
revised site, edited to remove content we don't
| | 03:47 | need, as a new template yet again. So,
save the site as a template, create a
| | 03:53 | new site based on it, remove the content
you don't want, save that revised site as
| | 03:57 | a template again. I'm going
to say, I don't want to include
| | 04:01 | the content. The
documents that are in this library
| | 04:04 | aren't documents I want every place else.
I simply want them in this library, in
| | 04:09 | the Inside Home Division Site. Let's say OK.
| | 04:13 | Note that SharePoint is working on it,
and this site will be saved as a template.
| | 04:17 | And in a moment, we're going to
see where that template lives.
| | 04:23 | All of the templates that are created are
sent to a place called the Solution Gallery.
| | 04:26 | You might want to know where that is,
because if you have a template, that's
| | 04:30 | incorrect, or in the example I gave you
earlier, where I created a template just
| | 04:33 | as an interim step in a process,
you'll want to be able to go in and edit it.
| | 04:39 | And you can actually delete
the template here if you wish.
| | 04:42 | So, I can select a template, deactivate it.
| | 04:48 | And then, I have the permission to select
it again after it's deactivated and deleted.
| | 04:56 | I can't delete an active template,
because if a template is activated, that
| | 05:00 | means that there might be
sites that depend on it.
| | 05:04 | I can select a template that's been
deactivated and activate it, so I don't
| | 05:08 | have to delete a template. But
this isn't where I'll go to use a
| | 05:12 | template, where I'll go to use a
template, is I'll go create a new site.
| | 05:17 | So, if we go back to inside No Obstacles,
and we go through the same process we did
| | 05:21 | before, where I choose Site Contents,
scroll to the bottom, say, I'd like to
| | 05:24 | create a new subsite. Here is
a tab that wasn't there just a
| | 05:29 | little while ago, a Custom tab,
and there is my new Division Site.
| | 05:34 | So, I can create a site and it will
look just like the site we just created for
| | 05:38 | Inside Home, but it won't
have any contents in it.
| | 05:42 | That's how easy it is to save a site as
a template and then use that to stamp out
| | 05:46 | as many new sites as you
want with or without content.
| | 05:51 |
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| Searching in SharePoint| 00:00 | Search has been redesigned in SharePoint
2013 to make it easier for you to search,
| | 00:04 | and easier for you to narrow
down and view search results.
| | 00:09 | So let's start by talking
about how search is organized.
| | 00:13 | Search is organized in four
different search verticals.
| | 00:16 | The first is, search everything.
The second is search people.
| | 00:20 | The third is search conversations.
Like would show up on your news feed.
| | 00:24 | And the fourth is the default. Search this site.
| | 00:27 | So when you click in a search box anywhere.
| | 00:31 | You are choosing search this site.
But if you knew you wanted to search for
| | 00:35 | people or search
everywhere or search conversations.
| | 00:37 | You could do that. But I'm
going to simply search this site
| | 00:41 | for the word recipe, and here are my results.
| | 00:45 | Now if I want to search everywhere,
if I check and I go, I want to search
| | 00:48 | everywhere, notice that at both the top
and the bottom of the list, you have the
| | 00:51 | ability to expand your search and choose
that first vertical, search everything.
| | 00:57 | But I'm finding some information. On
the left, I have what are called refiners.
| | 01:02 | I have result types, authors, and dates.
So if, for example, I knew what I was
| | 01:06 | looking for was a word document, I can
simply click the word refiner, and now I
| | 01:11 | have a subset, a smaller set.
So these refiners are filters.
| | 01:16 | If I know I'm looking for something that
Akiev wrote, I can click here and I can
| | 01:21 | go back to all authors. If I
know it was something that was
| | 01:25 | modified at a particular time, I can
slide over and say, let me see just items
| | 01:29 | at this time. So, that's
how these refiners work.
| | 01:33 | You can set ranges. You can
say I'd only like to see items
| | 01:38 | from this period, a year ago to a month ago.
| | 01:41 | Now after you've been searching for a
while you'll start typing in a search
| | 01:46 | term, and SharePoint will supply the rest of it.
| | 01:51 | Will provide a fill in that you can use,
some suggested search terms, that you
| | 01:55 | might want to select from. I
don't have any right now but you can
| | 01:59 | simply choose one of those. It makes it faster.
| | 02:02 | It's the same functionality we see on
sites like Google for example where you
| | 02:06 | begin filling in text and there are
options given to you or when you're
| | 02:09 | shopping at Amazon.com. If I
know that I want to have two things
| | 02:14 | that show up or more than
two so, I know that I'm.
| | 02:18 | Actually looking for something
that included both recipes and jaryl.
| | 02:23 | I can actually include
recipes jaryl and I will get both.
| | 02:27 | I don't have to type the word and but its
the same as if i had chosen recipes and jeryl.
| | 02:33 | You'll also find that
wildcards will work in your search.
| | 02:36 | So, if I'm looking for something and I
can't remember the rest of Jarald's name,
| | 02:40 | I can just do j, a, r asterisk and I'll
find every place where Jarald shows up
| | 02:44 | that's in the search vertical that I used.
| | 02:48 | Now when I find something for example
the essential veggie recipes for the No
| | 02:51 | Obstacles kitchen. When I
point to that, I get a hover panel
| | 02:55 | over to the right, and this hover
panel allows me to see who the contributors
| | 02:58 | were for a document. It allows
me to edit it, to follow this
| | 03:02 | document, to send a link
to this document to someone.
| | 03:06 | Or to view the library or the site or the
list that the particular item is in that
| | 03:11 | I found. So this is very
helpful this hover panel.
| | 03:15 | I like it a lot and it's
different for different things.
| | 03:17 | Here I'm seeing a micro
blog post so I'm seeing a feed.
| | 03:20 | Here, I'm seeing information about a document.
| | 03:24 | Here, another piece of
information about a document.
| | 03:27 | I can view this entire conversation if I wish.
| | 03:31 | So the hover panel works really well.
So the other thing that I can do is once
| | 03:35 | I've, once I've searched for
something. Let's go back to recipes again.
| | 03:42 | I could say if there were a long list
of names, show more, and simply enter one
| | 03:46 | name, and go pull that
person up out of the list.
| | 03:51 | And if the result I want doesn't show
anywhere here, I can say, you know what,
| | 03:55 | I'd like to do, I'd like you to alert me
whenever there is a document posted or a
| | 03:59 | microblog post. Or,
anything else that I can search for
| | 04:05 | that would have the word recipes in it,
may be I want to be more specific than
| | 04:11 | that, I want to have recipes and inside home.
| | 04:17 | So now I am going to say alert me
and I am going to set an alert for this
| | 04:21 | particular search term I can say,
send alerts to me by email, that'll work.
| | 04:27 | And I only want to get an alert when
there's a new item in the search result.
| | 04:31 | If I want to be informed the same
day, I'd choose a daily summary.
| | 04:35 | If not, I can choose to have a weekly summary.
| | 04:38 | Sometimes I'd like to have something that
was even less frequent than that, or even
| | 04:41 | more immediate. But these are
the two choices that I have.
| | 04:44 | So I can set this search alert, and now
I don't have to create this search again.
| | 04:49 | I know I'll get this information in my inbox.
| | 04:52 | So that's how we search for everything,
or search in this particular site.
| | 04:58 | What if I want to search for a person?
So, when I search for people, I'm
| | 05:05 | actually taken into the social
networking portion of our SharePoint site.
| | 05:10 | And here we are, looking at a key.
Now in prior versions of SharePoint, you
| | 05:13 | would have seen some
basic information about a key.
| | 05:15 | This has really been beefed up for
SharePoint 2013, because I can point and
| | 05:18 | get a hover panel. And it
shows me information about Akee,
| | 05:22 | like documents she's authored and I can see
more information about her if I would like.
| | 05:27 | I can view her profile. I can
follow her, or if I follow her
| | 05:30 | already, I can stop following. Now,
Akee isn't publishing as much of her
| | 05:35 | information as I am. So if we
go look for me, you'll find that
| | 05:39 | I've also published many of my details,
like skills, and interests, and where I
| | 05:43 | went to school and, it
shows also who I'm following.
| | 05:48 | And you can look at my
profile from here if you wish.
| | 05:52 | Our third possibility is that
we'd like to look at conversations.
| | 05:59 | Here are the conversations Akee is
in. But I was looking for recipes.
| | 06:06 | So this is the only thing that I'm
going to show in conversations, because it's
| | 06:10 | the only folks that I'm following
who posted about recipes are me.
| | 06:15 | I can also search videos if I wish from here.
| | 06:19 | We'll find that there are not video
recipes, but there are surf videos.
| | 06:23 | I'd like to say if I click, I can play this.
| | 06:26 | That's almost true, but I'm actually
running Windows 8 and Internet Explorer 10.
| | 06:31 | And Internet Explorer 10 does not allow add-
ins, and you need an add-in to play a movie.
| | 06:37 | So when I click, I'm prompted to be
able to install Microsoft Silverlight.
| | 06:42 | There is an easier answer. I'm going
to simply view this on the desktop.
| | 06:47 | And now, when I click, I can actually view
the movie right here in my search results.
| | 06:52 | That's pretty sweet. So,
whether you're searching a particular
| | 06:59 | site, everything, people,
conversations, or videos, or other rich content.
| | 07:09 | I believe you'll find that search in
SharePoint 2013 feels incredibly intuitive.
| | 07:14 | It's a mix of returning lots of results,
which can be pretty overwhelming in a
| | 07:19 | large SharePoint site in an enterprise
with filters and the ability through the
| | 07:23 | use of either verticals ore
refiners to narrow your search quickly.
| | 07:30 | So the types of content or the types of
authors or the types of time line your
| | 07:34 | looking for, I love this search
feature and I hope you enjoy it as well.
| | 07:40 |
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| Improving search with query rules| 00:00 | If you searched a lot, you've
probably come across many times where you've
| | 00:04 | searched for one thing but
received search results for another.
| | 00:08 | For example, if I go look for online
training, and I spell it wrong, notice
| | 00:13 | that instead of saying online training
It's showing the results for online training.
| | 00:22 | That's because somebody has taken
the time to notice that when I misspell
| | 00:25 | something this badly, it probably means
something else, and it's not personal for
| | 00:29 | me, this is set up for
millions of users around the world.
| | 00:34 | You type one thing, and you
actually get results for another.
| | 00:41 | Then within those results
there's some priority given.
| | 00:44 | Here, there are ads related to online training.
| | 00:48 | So these first 3 results are at the top,
not necessarily because they're clicked
| | 00:52 | most frequently, but because they were paid for.
| | 00:56 | The ability to prioritize some sites
rather than others, and the ability to
| | 01:00 | say, when a user searches
for A they probably mean B.
| | 01:05 | Are both ways of customizing search of
promoting different search results inside
| | 01:10 | Microsoft SharePoint. In
SharePoint 2010, if we wanted to
| | 01:15 | promote particular search results to
the top of the list or say if someone
| | 01:20 | searches for A, let's give them B
instead was based on a system of keywords and
| | 01:25 | best bets. In SharePoint
2013 we have new features
| | 01:31 | that do this, Query Rules. So
Query Rules is incredibly powerful,
| | 01:36 | because with Query Rules we have the
ability to take a word and match it to a
| | 01:40 | variety of circumstances. For
example If you include the word
| | 01:46 | picture in a search result,
then what you will see are images.
| | 01:52 | You don't need to have a rule
that says picture also means images.
| | 01:57 | We can say that whenever someone types
the word picture or they type the word
| | 02:00 | camera or they type any other word that
looks like image in that broad category,
| | 02:04 | let's show them some images. In a
similar way, if a user types the
| | 02:10 | word video, or the word watch, or the
word see, then we can take them to video
| | 02:14 | libraries, and optimize
those results at the top.
| | 02:19 | Here's a general rule, whenever users
use words like watch, or see, or video, or
| | 02:24 | movie let's show them
videos at the top of the list.
| | 02:29 | If you're a person whose in charge of
searching for your organization, you'll
| | 02:33 | want to know a lot About how
Querry rules work in SharePoint 2013.
| | 02:39 | But I want to give you a small flavor
of how they work as a replacement for the
| | 02:42 | best bets that we used in SharePoint 2010.
| | 02:46 | How we can say when users look for this.
Let's put this at the top of the list.
| | 02:51 | Result promotion. And by the way.
| | 02:53 | If you'd already created best bets. Or
you searched key words in SharePoint 2010.
| | 02:59 | You'll find that when you
migrate to SharePoint 2013.
| | 03:03 | All of those search key
words have been transformed.
| | 03:07 | Into SharePoint 2013 query rules. So
what we're going to do now, is we're
| | 03:11 | going to create a query rule,
and it's a very basic query rule.
| | 03:15 | Whenever someone says they're look for
a video library, we want to take them to
| | 03:19 | the video library on the site.
We've been using it earlier, it's not
| | 03:24 | called video library, it's called sport assets.
| | 03:27 | Even if we'd called it video library,
somebody might put in movie library or movies.
| | 03:32 | So, what we want to do is create a rule
that makes it easy for somebody to go to
| | 03:35 | this particular library even if they
don't know its name because they know
| | 03:38 | what they're looking for, what its content is.
| | 03:42 | So let's begin by clicking our settings
button and let's choose site settings.
| | 03:48 | If I happen to be in the top level
of the site and look at my top level
| | 03:52 | information, I'm going to find query
rules in 2 places, one is at the site
| | 03:57 | level and the other is right here but
these are the query rules for the entire
| | 04:01 | site collection. Right
now I don't want to do that.
| | 04:07 | I could do that but I don't want every
one who searches for movies anywhere in
| | 04:11 | the site collection. To end up
in our inside sport movie library.
| | 04:17 | So let's go back and let's use the query
rules here that are specific to this site.
| | 04:25 | The first thing I want to do is I want
to say okay, how do I want to figure these
| | 04:28 | particular rules? I need to set a result source.
| | 04:32 | Now when a user goes in and searches by
default they're actually looking in local
| | 04:35 | SharePoint results. So this is
everything except people, and
| | 04:40 | I'm going to go ahead and
choose local SharePoint results.
| | 04:44 | So this is the default search that I'm
using everywhere through the site, local
| | 04:48 | SharePoint results. Now what
I want to do is create a new
| | 04:52 | query rule. So I'm going
to click new query rule.
| | 04:56 | I need to give this a rule name, and the
name for this is Direct to sport asset library.
| | 05:04 | I have the choice to look for an exact
keyword to say it contains an action term
| | 05:09 | that's for example, Watch, see, look It
matches something specific dictionary,
| | 05:15 | I'm simply going to say,
query matches keyword, exactly.
| | 05:23 | And now I'm going to enter
phrases, separated by semi colons.
| | 05:26 | So my first phrase is going to be movie
library, I don't want to simply put in movie.
| | 05:33 | Because if somebody looks for surf movies.
| | 05:35 | I don't necessarily want
them to go to the library first.
| | 05:38 | I actually would like them to go
to one of the two surf movies first.
| | 05:42 | So movie library. Video library.
| | 05:45 | Sport movies. That will work and sports videos.
| | 05:52 | So I'm including the plural. And
remember, we're going to look for
| | 05:56 | exact keywords. So if they
typed sport video, it's not
| | 06:00 | going to trigger that. Now the action.
| | 06:04 | Well, what I'd like to do, is
I'd like to add a promoted result.
| | 06:07 | The promoted result, is our sport library.
| | 06:12 | So, I need to know where
that is. Easy enough to find.
| | 06:20 | I'm just going to go to
another tab, go to Inside Sport.
| | 06:25 | Go to our Sport Assets. Here's our Library.
| | 06:30 | And I don't need forms
and I don't need thumbnails.
| | 06:34 | But I can present it exactly this way if I wish.
| | 06:36 | That's fine. So we're
going to copy this and go back
| | 06:39 | to add query rule and enter this as our URL.
| | 06:43 | We have a choice to render this as a banner.
| | 06:47 | But i'm simply going to put
it as the top link in the site.
| | 06:49 | Much like they did in the
results we saw earlier in Google.
| | 06:53 | And I can put a note here that says, that
says here is our library of sport videos.
| | 07:02 | Click on a thumbnail to view the video.
Here's our collection of sport videos.
| | 07:08 | Click on any thumbnail to view the video
or click on a thumbnail to view the video.
| | 07:14 | I'm going to go ahead and click Save.
This is our first promoted result.
| | 07:23 | So, when someone enters Movie Library,
Video Library, Sport Movies, or Sport
| | 07:27 | Videos, this is the first
result that will be there.
| | 07:31 | Notice I can add other
promoted results as I wish.
| | 07:34 | There are many more options that we could
explore here, but I'm going to click Save
| | 07:39 | and we have one new query rule that
we've created right here that is defined for
| | 07:43 | this site. Here are all of the other SharePoint
| | 07:49 | provided query rules that already
exist. If you are working with search in
| | 07:56 | SharePoint you'll want to spend some time
looking at all of these because this is amazing.
| | 08:01 | All of this search infrastructure
has been set up for you, but more
| | 08:05 | importantly, it's transparent, so you can
actually go in and modify these if you wish.
| | 08:11 | Let's now go test our rule, let's go back
to inside sport, and I'm going to search
| | 08:16 | this site for sport videos.
Here we go, this asset checked off.
| | 08:23 | Here's our library of sports videos.
Click on a thumbnail to view the video.
| | 08:27 | And then, we have other items that follow.
| | 08:30 | In sports, assets, all assets, that's
this same library we see a couple of videos.
| | 08:36 | If I look simply for surf. I
see a document in this library.
| | 08:42 | But if I look for movie library, there we go.
| | 08:47 | Once again, our promoted result. So
if you used best bets and key words
| | 08:52 | and search terms in SharePoint 2010, And
you upgraded to SharePoint 2013, you'll
| | 08:57 | find that they have already been
transformed into query rules for you.
| | 09:04 |
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| Using project sites to manage work| 00:00 | I'm here in my news feed, and last week,
Mark LaCie was proposing a sourcing
| | 00:05 | practices project, and here's
the hashtag, hash purchaseproject.
| | 00:11 | And we've had some conversation, Juan
Ricardo's had something to say about it
| | 00:13 | and I've said, I think we should automate this.
| | 00:16 | But what's a project anyway? Well,
project is an effort to create a
| | 00:22 | unique product or service. In
this case, the service would be
| | 00:26 | revamping the purchasing
process here at No Obstacles.
| | 00:30 | Projects are bounded by time and
resources and requirements, which is
| | 00:34 | another way of saying they have
clearly defined timelines, clearly defined
| | 00:37 | budgets, and goals that are specific.
And projects are different from the
| | 00:43 | ongoing efforts of your organization.
Often, people who are first learning
| | 00:47 | about project management are trying to
find some way that they can say their job
| | 00:51 | is a project. But most of
what we do every day isn't a
| | 00:55 | project, unless, you're a person who
is always a member of a project team or
| | 00:59 | you're a project manager. Most of
us have ongoing work that happens
| | 01:04 | every day and no matter what the
timeline is that work will continue.
| | 01:09 | Projects, on the other hand, have a
starting point and a stopping point, even
| | 01:13 | if they take decades. And
there's always a time that you say,
| | 01:17 | this project is done. Let's
now evaluate it and go on to the
| | 01:20 | next project. Project
management then is managing those
| | 01:24 | type of efforts. And
project managers focus on five
| | 01:27 | specific types of tasks.
Initiating, planning, executing,
| | 01:31 | controlling, and closing their projects.
And so, project managers are really
| | 01:37 | concerned with things like, the tasks in
a project, the timeline of a project, and
| | 01:41 | the budget of a project. And you
already know that you can track
| | 01:46 | your tasks in Microsoft SharePoint, and
that you can develop timelines in SharePoint.
| | 01:52 | As your team is working on a project, you
also want a place that you can raise issues.
| | 01:56 | And we've seen the issue log that
you can create in Microsoft SharePoint.
| | 02:00 | Additionally, project managers have to be
concerned about risks from outside of the project.
| | 02:06 | What happens for example if the
environment in which you're working changes?
| | 02:10 | So, these are the types of lists that we
would want to keep in SharePoint in order
| | 02:14 | to use SharePoint for project management.
If you're working in a large organization
| | 02:20 | or an organization that manages many
projects, then, you were probably already
| | 02:24 | using project management software,
perhaps Microsoft Project Server.
| | 02:29 | And if you're using Project Server and
SharePoint, then, those two servers can
| | 02:33 | be configured so that each time a new
project is created, a new SharePoint site
| | 02:37 | is created. But even if you don't have Microsoft
| | 02:41 | Project Server, even if you don't use
Microsoft Project, you can use Microsoft
| | 02:45 | SharePoint to create a special kind of
site called a project site that will make
| | 02:50 | it easier for you to manage your project.
So, let's quickly look at how we would
| | 02:57 | create a project site to help
Mark with this purchasing project.
| | 03:02 | Mark's project isn't the only project that
we'll be doing at No Obstacles this year.
| | 03:08 | We have a number of
projects that are already lined up.
| | 03:11 | So, we've created a Projects site to host
all of these individual project efforts.
| | 03:18 | It's called Inside Projects, in the
same way we have Inside No Obstacles, and
| | 03:21 | Inside Home. So, here we
are on the Inside Projects
| | 03:25 | site, which is a regular team site, and
now, let's create that special site for
| | 03:28 | the purchasing project. I'm
going to click Site Contents, and
| | 03:33 | choose new subsite. This
is the purchasing project.
| | 03:38 | Now, purchasing is an entire area.
They may have more than one purchasing
| | 03:42 | projects at any time. So this
is Purchasing Redesign project,
| | 03:47 | that's what Mark told me.
We're going to put the project
| | 03:50 | description here that Mark would have given me.
| | 03:53 | You can always put, Mark, your
project description will go here.
| | 04:00 | And we're going to call this again
short names, as best we can, Purchasing
| | 04:05 | Redesign, and when we choose a
template, this is what's different.
| | 04:11 | We're going to choose a project site.
Notice that it's made for managing and
| | 04:16 | collaborating on projects. The
site template brings together all of
| | 04:19 | the information that we're going to want.
I'm going to use the same permissions as
| | 04:23 | the parent site for now. I'm
going to use the top link bar from
| | 04:26 | the parent site as we do throughout our
site collection and I'm going to click create.
| | 04:32 | Here's our new site. When I
create a team site, SharePoint
| | 04:35 | offers me the opportunity to include a
timeline, but in a project site, I get
| | 04:40 | one, it's right here.
Here's my Newsfeed and here's my
| | 04:45 | Documents library. So the
ability to immediately go in and
| | 04:49 | edit a tasks list is an
important part of working with this site.
| | 04:54 | The ability to work with a timeline,
the ability to work with a calendar.
| | 04:58 | If I look at the contents of my
project site, these are the core items.
| | 05:03 | My Documents library, my Calendar,
and my Tasks list with a timeline.
| | 05:09 | I can also add anything
else I'd like to this site.
| | 05:12 | One of the things I'm going to add
almost automatically here is I'm going to add
| | 05:16 | the issue log. So I
clicked add an app and I choose
| | 05:21 | issue tracking. Because I
like to be able to make sure
| | 05:26 | that from the very start, rather than
people e-mailing me or catching me in the
| | 05:30 | hallway, and say, hey, I have an idea
or excuse me, but this needs some work.
| | 05:38 | I can point them to this issues
log and ask them to log their issues.
| | 05:43 | So here's my project
management site for Purchasing Redesign.
| | 05:46 | Very similar to a team site, but with the
addition of a couple of apps that make it
| | 05:50 | very easy for me to manage my project.
One more thought about project site.
| | 05:55 | This is a skeleton of a project site if
in your organization you have specific
| | 05:59 | project management documents that are
required, things like a template for
| | 06:03 | updates and PowerPoint or
specific budget documents.
| | 06:08 | This is a great site to
customize and then save as a template.
| | 06:13 | If all of your projects require the same
infrastructure, SharePoint gives you an
| | 06:17 | easy way to provide it.
| | 06:19 |
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|
|
7. Editing SharePoint PagesUnderstanding app parts| 00:01 | Every time we add an app to a
SharePoint site, there's a corresponding Web Part
| | 00:05 | that's created for it. So, when
we're looking, for example, at
| | 00:10 | the documents that are new this week,
what we see is a Web Part called New This
| | 00:14 | Week, that displays these documents.
If I go to the Documents Library itself,
| | 00:20 | I'll also see another Web Part and this
isn't a two-stage process, it's one-stage.
| | 00:27 | I go in and say I'd like a Document Library.
| | 00:29 | SharePoint says, well, we have to
show that to you some place on a page.
| | 00:34 | So, we're going to go ahead
and create a Web Part to do that.
| | 00:37 | So, when I create the
Library, I get the Web Part.
| | 00:40 | That's true with almost every app
that you're going to use in SharePoint,
| | 00:43 | because SharePoint is used to
create websites with pages to present
| | 00:46 | information to you. Now often,
when we're talking about pages
| | 00:51 | in SharePoint, we'll talk about this
being a Web Part, but that the real data
| | 00:54 | lives in the Documents Library. But
actually, the data doesn't live here either.
| | 01:00 | All of these documents live
in a Microsoft SQL server.
| | 01:04 | This is simply one presentation, and we
can have as many different presentations
| | 01:08 | of this Library app, a list app, or
any other app in SharePoint as we wish.
| | 01:14 | And we can position those any place we want.
| | 01:16 | This simply is a page that shows only
a Web Part for the Document Library.
| | 01:21 | But if I go back to the homepage,
you see three different parts here.
| | 01:25 | One for Announcements, one for, not
all the documents, but just the Newest
| | 01:29 | Documents, and another for Events.
This space is the homepage of the top
| | 01:35 | site in our site collection. This is
going to be the homepage for many users.
| | 01:41 | If I'm in information technology and have
my say, I'm going to make sure that every
| | 01:44 | single, no obstacles employee that
checks in and launches their browser, is
| | 01:47 | going to go immediately to
one of our Internet pages.
| | 01:51 | They're not going to go to Google or
Bing, they're going to end up here where
| | 01:54 | we can provide them with information. And
this is the most prime real estate I have.
| | 02:00 | Right here, the homepage. I
don't want to waste even one little
| | 02:04 | inch of this on content that's boring or banal.
| | 02:07 | I want to make sure that the content
here is information that my users want,
| | 02:10 | information that will help them do their job.
| | 02:13 | So, what I'm going to provide here, the
Apps and the Web Parts I'm going to use,
| | 02:17 | are going to need to point
to that critical content.
| | 02:22 | Almost every SharePoint page you'll go to
is actually a page composed of Web Parts
| | 02:25 | like this one. Whether it
has only one Web Part on it,
| | 02:29 | like our Employees page, it's simply
showing all these employees in the list.
| | 02:35 | Yep, it's a Web Part, or the Documents
Library, where we see, again, just one
| | 02:38 | list, or the homepage, where we have several.
| | 02:42 | You can also link directly to an HTML
only page in SharePoint where we might
| | 02:45 | show a graph, or a chart, or an image.
But most of the pages are Web Part pages.
| | 02:51 | Let's take a look at how
Web Parts and Apps work.
| | 02:54 | First, if I wanted to edit this page,
which we'll be doing, I would go to Page
| | 02:58 | and actually choose Edit. I can
also click the Edit link up here,
| | 03:02 | they're the same. I might be
required to check this page
| | 03:06 | out and certainly, if this site is in
production and I have users, I'm going to
| | 03:09 | want to make sure that I have a process
that doesn't have users working on a page
| | 03:13 | at the same time I'm
editing it. So, here we are.
| | 03:17 | We have a page that has different zones in it.
| | 03:21 | News Flash is a Web Part, Events is a Web
Part, and you can see the borders around
| | 03:24 | them at this point. But if
I click the Insert tab, I'm
| | 03:27 | actually going to see all of the
different things that I can insert on a page.
| | 03:31 | And we're going to focus right now, not
on video and audio and pictures, we're
| | 03:34 | going to focus on the parts. As
I indicated before, every time we
| | 03:39 | created an app, there's a corresponding part.
| | 03:42 | So, for example, I have a list
of department names on my site.
| | 03:46 | And here's the Departments Name App Part.
I have a Documents Library right here,
| | 03:51 | and here's the Documents App Part,
our Employees List, our Events Calender.
| | 03:58 | And it's very helpful if you know
just a little bit about these icons.
| | 04:02 | Which ones are Calendars, which ones are
Lists, notice that we have a List here,
| | 04:06 | which ones are Libraries,
they have a folder on them.
| | 04:10 | This is a special icon for a kind of
library that holds all the pages used in
| | 04:14 | the site. There's an Announcements List.
| | 04:17 | So, some have special icons, if you see
a little image of a person in it, it's a
| | 04:20 | Contacts List. And then,
this is an app that I added
| | 04:24 | from the Apps Store, an additional app. It's
not part of my original SharePoint installation.
| | 04:31 | This is something that was free.
But there are also apps that I can
| | 04:33 | purchase on the apps store.
And when I added that app to this
| | 04:37 | particular site, the Web Part comes with it.
| | 04:41 | So, let's say, for example, I would like to
add the Administrative Calendar to my site.
| | 04:47 | All I'll do is click on this App Part,
position my Insertion Point wherever I
| | 04:52 | would like the App Part to
be placed and then click Add.
| | 04:57 | Now, in addition to the
App Parts, we have Web Parts.
| | 05:00 | And the Web Part starts with the App parts.
| | 05:03 | Here they all are again under Apps. But
there are all of these additional categories.
| | 05:08 | And if you don't see all of these
categories, you might be using Microsoft
| | 05:11 | SharePoint Foundation rather than
SharePoint Server because there are many,
| | 05:15 | many more Web Parts that
come with SharePoint Server.
| | 05:20 | For example, we have some Blog Web Parts.
We see these here, and in Foundation.
| | 05:25 | Business Data, an entire list of parts
that we can use to go in and analyze our
| | 05:30 | business data. Access to
Visio, access to Excel, so that
| | 05:35 | we can have very large workbooks and
display only part of them here, one chunk
| | 05:39 | at a time. Some business indicators and some
| | 05:43 | business items. We have
some community Web Parts about
| | 05:46 | this community, what's happening. We
have what are called Roll-up Web Parts
| | 05:51 | that take information and summarize them
so I can get a summary of a project, or I
| | 05:55 | can aggregate information
about a series of sites.
| | 06:01 | I can have a timeline. This
particular Web Part, we see in
| | 06:04 | almost every version of SharePoint.
Because it's very useful to tie a
| | 06:08 | Timeline to a Task Lister Calender.
And the ability simply, to see XML.
| | 06:12 | We have documents set, which we
will learn about later in this course.
| | 06:16 | The ability to apply a
filter to a particular page.
| | 06:20 | The ability to use a Date Filter to
a filter based on the current user.
| | 06:24 | These Filter Parts are used in
conjunction with Lists so that we can
| | 06:28 | quickly and easily filter information.
We have two kinds of forms supported here.
| | 06:34 | The ability to create an HTML form or
modify one, or the ability to serve an
| | 06:39 | info path form that users can fill out.
We have Media and Content Parts that
| | 06:45 | allow us to display
information from a wide range of places.
| | 06:48 | The Content Editor Web part is often
used simply to label other Web Parts because
| | 06:52 | it's a rich text part that you can type
data into, like a description for how one
| | 06:56 | might use a list. It started
with your site, is actually a
| | 07:01 | set of tiles that we saw earlier.
And on every new SharePoint site, is
| | 07:05 | actually a list of tiles we saw
earlier when we created the Inside Home site,
| | 07:09 | those choices to brand our
site or to invite people.
| | 07:13 | The Image Viewer displays one image, the
Media Web Part can display video or play audio.
| | 07:20 | The Page Viewer Web Part can be pointed
to another web page, and display it here.
| | 07:25 | For example, we might, display part of,
the page that's in our customer-facing
| | 07:30 | extranet site. We can point this Picture Library
| | 07:34 | Slideshow Part to a particular
Picture Library, and have it run as a show.
| | 07:39 | This allows us to insert some HTML,
and this allows us to show Silverlight
| | 07:43 | Applications that were developed
probably for Windows to begin with.
| | 07:48 | We have two different sets of Web Parts
that are used for nothing but searching.
| | 07:54 | We have the Social Collaboration Web
Parts that allow us to do things like
| | 07:58 | show the users who are part of a site,
display the contact details for a site,
| | 08:02 | display each person in a chain in a
way that we can look at it like an
| | 08:05 | organizational chart. This
assumes that you have that
| | 08:11 | information provided in active directory,
a tag cloud, so that we can see what are
| | 08:16 | the trending tags within our organization.
| | 08:20 | So, all of these different Web Parts,
and they all work in exactly the same way.
| | 08:25 | And if these parts aren't enough, we can
always go to the Apps Store, add another
| | 08:28 | app, and we'll have the
corresponding App Part for it.
| | 08:33 | So, SharePoint is composed of Web Part
pages, and those Web Parts or App Parts,
| | 08:38 | tie to data here in SharePoint
or tie to data from other sources.
| | 08:44 | We'll spend this next chapter looking at
how we edit pages in Microsoft SharePoint.
| | 08:50 |
| | Collapse this transcript |
| Adding an app part| 00:00 | Our Inside Sport site has several apps
that aren't reflected on the home page,
| | 00:05 | but we believe they should be. For
example, we have a set of links to
| | 00:10 | external sites that can be helpful as
we're planning our sport promotions.
| | 00:16 | We have the calendar that lists
all those up-and-coming promotions.
| | 00:19 | And we have a discussion board. It's
a little different than the newsfeed.
| | 00:23 | The newsfeed comes and goes, but the
discussion board persists conversations
| | 00:27 | so that we can actually use that
discussion board as an archive to go back
| | 00:31 | later and find solutions to
questions that were raised.
| | 00:37 | So, what we'd like to do, ultimately,
is remove the documents library, remove
| | 00:41 | this, get started with your site web
part at the top and add, add parts for our
| | 00:46 | promo links, our promo events in our
discussion board here in this prime real
| | 00:51 | estate on the home page
of the Inside Sport site.
| | 00:58 | So, let's start. We can
already see that we have these apps.
| | 01:02 | So, let's simply go to Page.
I'm going to check this page out.
| | 01:08 | It says it's checked out and
editable. It was editable regardless.
| | 01:12 | I could have clicked this Edit link here
or the Edit link here but checking it out
| | 01:15 | is good practice. We're
simply going to choose Edit.
| | 01:21 | There are three areas on
this page, different zones.
| | 01:25 | The first at the top spans
the entire width of the page.
| | 01:30 | We'll save that for things that are wide.
For example, we might want to put a large
| | 01:34 | calendar there but we could
also put a discussion board there.
| | 01:40 | Then I have two zones here that take
up less than the full width of the page.
| | 01:44 | So, I'd like to place my calendar
here above the documents library.
| | 01:51 | I'm going to click and its
hard for me to click here.
| | 01:56 | But if I can get close to it even here, I
can use the Up Arrow key to get to this space.
| | 02:02 | I want to place the insertion
point where I intend to place my part.
| | 02:06 | I'm going to click Insert > Add
Part > I'd like Promo Events > Add.
| | 02:14 | Now, the promo events will be
added in whatever the default view is.
| | 02:18 | There are other views of this calendar
that we can use when we modify the web part.
| | 02:23 | But right now, we have it in
place where we'd like it to be.
| | 02:26 | Now what I'd like to do, is
place the discussion board here.
| | 02:30 | And it doesn't really matter if I put
it above or below this part because we're
| | 02:33 | going to remove it in the next movie.
But I'm going to put it here and we
| | 02:38 | want to choose the discussion board. So,
Insert > App Part > Discussion Board
| | 02:45 | > Add. Notice that this discussion board gets a
| | 02:49 | lot of space because it's in a wider zone.
| | 02:52 | Now, what I'd like to do is add our links list.
| | 02:55 | This is the last item. And I'm
going to put the links list just
| | 03:00 | above the news feed. So, let's click here.
| | 03:04 | And again, easier to click almost unto Arrow Up.
| | 03:11 | That's where we need to be above the site feed.
| | 03:14 | This is a part of it's own. And
now let's go to Insert > App Part >
| | 03:22 | Promo Links - External > Add.
Notice that it's loading, and the promo
| | 03:30 | links list appears right there. So,
that's how easy it is to add an app
| | 03:36 | part to a web part page. As
long as the app exists in your site
| | 03:41 | contents, all you need to do is position
the insertion point in the proper place.
| | 03:46 | Go to the Insert tab after you've
checked the page out or opened it for editing.
| | 03:51 | Choose the App Part and click Add.
| | 03:55 |
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| Adding a web part| 00:00 | So, remember that Web Parts are simply
parts that include all the App Parts, and
| | 00:05 | then all of the other parts that
are built in here, in SharePoint.
| | 00:11 | I'd like to add a Content Editor Web
Part above the list of promo events.
| | 00:17 | The reason is, I don't want to have a
long title on the calendar but I do want
| | 00:20 | to provide some additional
information about the events that are here.
| | 00:24 | So, I'm going to click. Notice
that my Insertion Point was placed
| | 00:28 | at the bottom. I'm going
to hit the Up Arrow once.
| | 00:31 | It takes me all the way up to the top
and I'm going to choose under Media and
| | 00:37 | Content, a Content Editor Rich
Text Web Part, and click Add.
| | 00:44 | That looks great. Now later
on, we'll actually be adding
| | 00:48 | some video to our site and we
have Web Parts for that as well.
| | 00:53 | So, if I look under Insert Web Part
under the Media Content, I have a Media Web
| | 00:58 | Part that I can use to
embed video or audio here.
| | 01:02 | Remember also that I have a Slideshow Web Part.
| | 01:05 | But we'll come back and pick
that Media Web Part up later.
| | 01:09 | For now, I've added
everything that I need to add here.
| | 01:13 | So, I'm going to go back to page.
We're going to save this, it's still
| | 01:20 | checked out to us. So, we'll
click Page, and choose Check
| | 01:26 | In, and the comments are, added App
Parts for several lists and a Content Editor
| | 01:33 | Web part to describe the promo events calendar.
| | 01:41 | Looks good. Continue, we're all checked back in.
| | 01:49 | This is what our site looks like right now.
| | 01:50 | The next thing we need to do is modify
these App Parts and the Web Part that we added.
| | 01:56 | And you'll see how to do that in our next movie.
| | 01:59 |
| | Collapse this transcript |
| Modifying app and web parts| 00:00 | All Web Parts including app parts have
groups of properties that determine how
| | 00:05 | they look and how they behave. Each
web part has a Content section and
| | 00:10 | the content section identifies
what will appear in the web part.
| | 00:14 | For example, in a editor web
part it may be actual text.
| | 00:18 | In an image viewer web part, it will be a
link to where the picture can be found on
| | 00:21 | the site. If it's a list
it will be the name of the
| | 00:26 | list, but it will also have the
particular view that we're using.
| | 00:30 | The other three sections are Appearance,
Layout, and then all of the Advanced properties.
| | 00:36 | So for every single web part these
are the properties that you will set.
| | 00:40 | Let's go take a look at how we do that.
So, here's what we're going to do we're
| | 00:44 | going to modify the web parts in this
site so that they better meet our needs
| | 00:48 | there's a big new push on
promotions here in the inside sports team.
| | 00:54 | So, what we're trying to do is make sure
that the websites going to support that effort.
| | 00:58 | Let's start with the Calendar. Now,
there's a lovely grid here and it
| | 01:02 | works just fine. There are
many times that what you want
| | 01:05 | in a calendar is a grid, and we have some
information posted here, but we'd like to
| | 01:09 | actually see a list. So what
I'm going to do is first, I'm
| | 01:14 | going to check this page out, so let's
go to Page > Checkout, it's checked out in
| | 01:20 | editable, let's edit it. And
now I want to go to that web part,
| | 01:27 | and as I move my mouse into the web part,
you'll notice that there's a Check Box,
| | 01:31 | and a dropdown arrow. So I'm
going to click the arrow, and say
| | 01:36 | I'd like to edit this web part. All
of the properties of this web part
| | 01:43 | are now over on the right and because
we're a ways down the page they're above us.
| | 01:48 | So it doesn't look like
there's anything going on.
| | 01:51 | But when we scroll up, here's the
Promo Events Web Part Properties.
| | 01:56 | The first thing I want to do
is choose a Different View.
| | 01:59 | Now one way I can do this is to edit the view.
| | 02:01 | Here's the problem if you
just go in and edit the view.
| | 02:04 | It's not saved anywhere
outside of this SharePoint site.
| | 02:08 | And so if someone changes the view or you
accidentally change it, then you'll need
| | 02:11 | to recreate it again. My
advice to you is to actually create
| | 02:16 | the view you want and save it as
you save other views in SharePoint.
| | 02:21 | I did that earlier and the name of the
view I want is called Compact I'm told
| | 02:24 | switching to a different view removes any
changes that I have already made to this
| | 02:28 | view yelp that's fine. So, I
just want to see that change
| | 02:33 | reflected in my page before we do
anything else with the appearance and the
| | 02:37 | layout in the advanced
properties. So I'm going to click OK.
| | 02:46 | So here's our new promo events web
part with the new compact view applied.
| | 02:52 | So let's make some other
changes to our other web parts.
| | 02:56 | For example, the content editor
web part is used to provide content.
| | 03:02 | So once again, let's go back up to our page.
| | 03:07 | I could chuck this back in, and that
would actually be a really good idea.
| | 03:11 | Okay, continue there, let's go
ahead and chuck this back out and edit.
| | 03:21 | And now, let's take a look at
the content editor web part.
| | 03:28 | Going to click, choose Edit Web Part.
The purpose of this web part is to add
| | 03:33 | rich content to my site. It
could be rich text content, it can be
| | 03:37 | a table. What you don't
want to do, is use this to
| | 03:41 | display for example, a hyperlink if I
want to have a web page here, I'm going
| | 03:45 | to use a different web part for that.
I'm going to use a page viewer web part.
| | 03:52 | So the content editor is for content. I
can link to a text file if I wish, or I
| | 03:57 | can just say that I'd like to start
editing right here in the web part.
| | 04:03 | So, I want to provide some
information about the promo events list below.
| | 04:08 | And there's really no place for me to
add a description other than the title.
| | 04:12 | Enter the content editor.
Remember, this is rich text, so I can
| | 04:16 | select some text here for example,
promo events, and bold it if I wish.
| | 04:23 | I can change the color of
the font kind of looks slick.
| | 04:31 | And there we go. Now, I'd
like to look at some of the
| | 04:34 | other choices. Because I want
more than simply content here.
| | 04:38 | Here are my Appearance Properties.
This would allow me to provide a fixed
| | 04:42 | height and width for this particular web part.
| | 04:46 | I don't need to do that Chrome
indicates whether this web part is open or
| | 04:50 | compressed or minimized when the user
hits this page, so if you want the user
| | 04:54 | to see the entire web part you choose normal.
| | 05:00 | If you want them to be able to just see a
title, and have to expand it to see more,
| | 05:03 | then you choose minimized. For a
content editor web part, normal is
| | 05:08 | what you'll normally use. The
chrome type is talking about the
| | 05:12 | border and the title. Think about
chrome on a car all of the trim.
| | 05:17 | So this is how we're trimming out the web part.
| | 05:19 | So, the default is that it will have
a title and border in this particular
| | 05:23 | installation but it's getting the
default from your site collection.
| | 05:28 | If I have none I'll have
free floating text on a page.
| | 05:32 | If what I have is a table,
that might be just fine.
| | 05:35 | The choice depends on the content
that I'm displaying in the web part.
| | 05:39 | If I want to only have a border here, so
that it doesn't say content editor at the
| | 05:44 | top, I'll chose border only chrome.
Layout let's me determine what zone I'm
| | 05:50 | presenting this web part in.
For example, this is zone two.
| | 05:55 | Advanced Provides other settings that
determine what users can and can't do
| | 06:00 | with this web part. So Allow
Close, Allow Hide, and Allow
| | 06:05 | Zone Change are turned on
and I can't change that.
| | 06:08 | But I could say, for example, that I'm
not going to allow users to minimize this
| | 06:13 | web part. Or I'm not
going to allow them to connect
| | 06:17 | to it. Or better yet that they can't edit this
| | 06:20 | at all in personal view that I want to
make sure that this web part is available
| | 06:24 | they can't hide it and they can't move it.
| | 06:28 | I'm all set here so I'm going to click Okay
to accept and apply all of these properties.
| | 06:36 | And I'm going to check my page in. Now,
you might wonder, do I need to check
| | 06:41 | this in after every single change I make?
And the answer is no, we're just walking
| | 06:46 | through it piece by piece.
Notice that, it says that there's a
| | 06:50 | spelling error found. After I
added the content editor web part
| | 06:54 | and checked this in,
SharePoint's checking my spelling.
| | 06:58 | It didn't find an issue in the content
editor web part, it's disagreement is
| | 07:02 | actually with the word download here. So,
the spelling error doesn't have to be
| | 07:06 | in anything I did, but it can be
in information that a user posted.
| | 07:11 | Anything that's a title or a
note available to the site.
| | 07:15 | Let's click continue. So
here's what our content editor web
| | 07:19 | part looks like. Its
presented in a normal state and the
| | 07:22 | chrome is the boarder only so it doesn't
say content editor it just has a boarder.
| | 07:28 | This nice description then above
the promo events that looks great.
| | 07:33 | My promo links list, that's fine. And
our document library, we're not going
| | 07:38 | to be displaying here in a little bit.
This is how we customize our app parts
| | 07:42 | and our web parts. Our App
Parts, most of the choices that
| | 07:46 | you'll make are the same choices that are
available to you when you're working with
| | 07:50 | the app, any place else but on a page.
When you're looking at the web parts and
| | 07:56 | the positioning on the page, then we get
to adjust the appearance and the layout
| | 08:00 | as well as the content. Pretty
straightforward, and a good way to
| | 08:05 | be able to customize our
home page in SharePoint.
| | 08:09 |
| | Collapse this transcript |
| Deleting app and web parts| 00:01 | Just as we can add App Parts and Web
Parts to a page, we can also remove them.
| | 00:07 | So, I'd like to remove the app part
that's showing the Documents Library on
| | 00:12 | the homepage. This library
just isn't that important
| | 00:16 | here, and there's a link to it right over here.
| | 00:19 | So, we need to open the page for editing.
And to do that, we don't have to check it
| | 00:23 | out but we're going to, because that's
the practice in our organization, and
| | 00:27 | it's a good practice. And
we're now going to edit this page.
| | 00:32 | So first, let's scroll down to the
Documents Library and let's delete the
| | 00:37 | Web Part. And it says,
You are about to permanently
| | 00:40 | delete this Web Part. Are
you sure you want to do this?
| | 00:43 | Well, remember, it's not permanent, I
can place this Web Part on the page once
| | 00:47 | again, and also, remember that this is
the Web Part, it's not the app itself.
| | 00:54 | I'm not doing anything that's touching
the Document Library, I'm just changing
| | 00:57 | its presentation here. Yes,
I'm sure I want to do this.
| | 01:03 | And the Document Library Web Part is gone.
| | 01:07 | I like the rest of this I
like the links as it sits.
| | 01:11 | I like the Content Editor, I'd maybe like
to modify the texture a little, I can do
| | 01:15 | that later. Now, this is
an amazingly cool Web Part
| | 01:19 | here, and it's new with
this version of SharePoint.
| | 01:24 | It's actually of a type, and you can
create your own tiles and your own Web
| | 01:28 | Part like this if you're a person who
uses Visual Studio or some of the other
| | 01:32 | tools that you can use to create
app Parts and Web arts for SharePoint.
| | 01:39 | But if we wanted to see where this part
lives and place it on a page that didn't
| | 01:44 | have one, it's a Web Part, it's in Media
and Content, and it's called Get Started
| | 01:49 | With Your Site. It displays
a set of tiles with common
| | 01:55 | SharePoint actions. We don't need to do that.
| | 01:57 | We already have one of these. And
I don't know that I want to keep it
| | 02:01 | any longer. I've already
taken care of the branding,
| | 02:04 | the styling, we've added our
list libraries and other apps.
| | 02:08 | And I don't necessarily need the parts
that allow me to work on the deadline or
| | 02:12 | share our site. But before I
delete this, this is a part
| | 02:17 | that actually can be used by other
users as well as by the site owner.
| | 02:23 | Let's go take a look and see what this
part looks like to a user who doesn't
| | 02:26 | have the kind of permissions that I do.
Mark LaCie is logged in here in our
| | 02:31 | Inside Sports site. And to
get started with your site, part
| | 02:36 | has just two tiles for him. He can
add lists, and he's allowed to do
| | 02:41 | that because he has member
permissions, and he can share the site.
| | 02:46 | But he can't do any of the design work,
and he can't change its infrastructure.
| | 02:51 | So, before I get rid of this part for
myself, I might want to take a look and
| | 02:55 | say, what utility does this part have
for my other users, for folks like Mark?
| | 03:01 | Remember though, it takes up a lot of space.
| | 03:03 | And if I remove it, if Mark
needs to share, he can go here.
| | 03:07 | And if he needs to add list libraries
and other apps, he can do that by going to
| | 03:12 | Site Contents in the same way I would.
So, I'm feeling okay about removing this
| | 03:18 | from the site. I'm going
to go back to my Public View
| | 03:21 | that I'm editing, and I'm going to
remove that Web Part, just like that.
| | 03:28 | I've gotten rid of two
different parts, looks pretty good.
| | 03:33 | I'm getting ready now to save this.
Let's go back to page, let's save it.
| | 03:39 | Looks great, it's still checked out.
So, let's now go and check it in.
| | 03:49 | Here we go, here's my comments.
Removed, get started, and Documents Web
| | 03:53 | Parts from homepage. And
here is our new site with our
| | 03:58 | promotions discussion board at the top,
our promo links in the middle, a news
| | 04:02 | feed, so that we can have that ongoing
conversation in our site, Promo Events.
| | 04:09 | And then above that, simply a Content
Editor to tell people how to use that
| | 04:13 | Promo Events Part. We're
not done with this site by any
| | 04:18 | means, but this is a really good start.
This is how you delete App and Web Parts
| | 04:23 | from a Web Part page in SharePoint 2013.
| | 04:27 |
| | Collapse this transcript |
| Understanding media and content web parts| 00:01 | In the last few movies we've seen how to
insert app and web parts, how to modify
| | 00:04 | them, how to delete them. And
now we're going to drill down into
| | 00:09 | one category so, we can think about how
we might use these web parts in a site.
| | 00:14 | And then we'll actually add a web
part and customize it start to finish.
| | 00:19 | The Media and Content web parts include
parts that you would use to display information.
| | 00:26 | That either doesn't come from a
SharePoint list or library, or doesn't
| | 00:31 | come from a document library. So
we'll use the Media and Content web parts.
| | 00:37 | For example to embed audio and video
files that maybe stored in an Assest
| | 00:41 | Library in SharePoint but that need
a way for us to be able to show them.
| | 00:47 | The Content Editor is for rich text content.
| | 00:50 | Whether we're including a
table, fully formatted text.
| | 00:54 | Content editors are often
used for description boxes.
| | 00:58 | If you have some information that you
want to display in a table or in an image
| | 01:02 | or a chart. You can do
that with the Content Editor.
| | 01:06 | You've already seen the Get Started
web part because it appears in every team
| | 01:10 | site by default. This set
of tiles with common actions,
| | 01:14 | it'll allow us to customize and brand our site.
| | 01:17 | And even share our site with others.
The Image viewer is used to display one
| | 01:22 | static image that's stored on your site.
The Page viewer is used to display the
| | 01:28 | contents of another web page, or part
of a web page in an eye frame within the
| | 01:32 | current web page. So, we
could for example create a Page
| | 01:38 | view or web part that went and got some
dynamic information from another site.
| | 01:44 | If it's static information you may as
well take a picture of it and display it
| | 01:48 | in Image viewer. The Picture
Library is actually a slide
| | 01:52 | show web part. It doesn't display one image.
| | 01:55 | It displays a slide show using all of the
different images or photos in a library.
| | 02:00 | The Script Editor allows the author
of a page to insert some HTML scripts.
| | 02:06 | And the Silver Light web part displays
a Microsoft Silver Light application.
| | 02:11 | An example of a Silver Light application is
actually video played inside a search page.
| | 02:17 | And we'll see that later. Here
we are in our Inside Sports site.
| | 02:21 | And while you were watching the last movie,
I was busy adding some additional apps.
| | 02:26 | I have some Sport Assets,
these are actually videos.
| | 02:31 | I have some Sport Images. This
library is a mix of product images
| | 02:36 | and models and so on. So, both
of these are available for us to
| | 02:41 | use to be able to show off
the Media and Content web part.
| | 02:46 | Let's go back to our home page. And
I'd like to run a slide show of the
| | 02:50 | image library. And I'm
going to put it perhaps, right
| | 02:55 | here above the Content editor
web part we inserted earlier.
| | 03:00 | So Page, Checkout and then Edit. So,
I'm going to click and use the up
| | 03:07 | Arrow key to get to the very top of this zone.
| | 03:13 | And let's choose Insert> Web part>
Media and Content> Picture Library Slideshow
| | 03:19 | Web part. So just add part
two Rich Content click Add.
| | 03:24 | So here's our Picture
Library Slideshow web part.
| | 03:28 | And we're prompted to start
editing this web part right away.
| | 03:33 | So I'm going to go ahead and click and
choose Edit web part to open up the list
| | 03:37 | of properties. Says how
long should show each picture
| | 03:42 | before it flips to the next one?
We enter this duration in seconds.
| | 03:48 | Then it says which
images would you like to show.
| | 03:51 | Which view do you want to use.
So I have all pictures, View.
| | 03:56 | I have Thumbnail's view that
shows them in a smaller view.
| | 03:59 | And I have a Slide's view. And
I can go decide which of those I
| | 04:02 | want to use. I'm actually
going to use the Slides view.
| | 04:06 | And then it says you want them in a
random order, or sequential order.
| | 04:10 | Now, if your looking at a list of items
that you want to cycle through, in one,
| | 04:14 | two, three, four, five, six.
Clearly you'd choose Sequential Order.
| | 04:21 | But you might also choose Sequential
Order if you have a small number of images.
| | 04:26 | Because Random Order is
exactly that, it's random.
| | 04:29 | I've watched slideshows with four or five
images where the same image will come up
| | 04:33 | seven or eight times in a row. You
might think that's beyond the odds.
| | 04:38 | No, it actually isn't. It's all random.
| | 04:40 | And then, do we want to display a
title? A title and a description.
| | 04:45 | No title or description. I'm
going to choose Title only below
| | 04:49 | image for right now. And then
I can display or not display a
| | 04:52 | Tool bar, and I'm going to turn it off.
The title, Picture Library Slideshow web
| | 04:58 | part, well, that's one title. But
I'm going to put, Sport Images which
| | 05:03 | is the name of the library. I'm not
going to do anything to set the height.
| | 05:10 | I want it to open in Normal
view rather than minimize.
| | 05:15 | I'm going to use the Default
chrome and I'm going to click Okay.
| | 05:22 | There's our image. So if
I check our page back in.
| | 05:25 | And say, and there are our images.
Now there are some things that you might
| | 05:31 | want to think about in terms
of using these images first.
| | 05:36 | The titles of these are actually the
number are stack number for the photo.
| | 05:40 | Not all that cool. They're
different sizes, and because of
| | 05:45 | that, some of them are tall, some of them
are landscape mode rather than portrait mode.
| | 05:51 | And it takes up a lot of space. If
you look, my promo events have been
| | 05:56 | slid way down the page. kind of
nice but, not exactly what I want.
| | 06:01 | Also, I'm thinking that I might
wannna simply display, my products.
| | 06:07 | As opposed to, showing images that
include outdoor shots that we've taken,
| | 06:11 | and products. What I'd like
to do then, is modify this
| | 06:15 | web part. Let's go to our sport images.
| | 06:20 | First of all, Thumbnails
is a, a really nice view.
| | 06:25 | All pictures and slides, and
slides is this larger view.
| | 06:30 | So if I'm using the larger
images they're going to vary in size.
| | 06:33 | Whereas the thumbnails are going to be small.
| | 06:35 | That seems quite nice. But I'd
like to be able to just sort out
| | 06:39 | our products, here, here, and here.
And not these other images that we have.
| | 06:45 | So, I need a new view. Let's go
to the Library and let's create
| | 06:49 | a new view. And let's base
it on the Thumbnails view
| | 06:54 | that already exists. And so
this is going to be Slideshow.
| | 06:59 | It's a Public view, because otherwise,
the only person who will be able to
| | 07:03 | display this view on this page would be me.
| | 07:06 | I can include all that information,
but I also want to include a category.
| | 07:10 | And that's right here. So, in
the category, I have some choices.
| | 07:15 | And I can use that as a filter I can
say that I'd only like to show items where
| | 07:21 | the category is equal to product.
And I'm going to click Okay.
| | 07:29 | Looks good. Now let's return to our Home page.
| | 07:35 | Let's click Page> Checkout> Edit.
Let's edit our web part, the Library
| | 07:43 | view, Slideshow, The Order, Sequential.
I don't even want this title down here,
| | 07:53 | so let's go ahead and
have no title or description.
| | 07:59 | And the Chrome Type, I'd
like to have a Border Only.
| | 08:06 | So I won't even have the title at
the top, that says Sport images.
| | 08:10 | Say, Okay. Looks good.
| | 08:15 | Save and check in, I could
simply check in as well and refresh.
| | 08:23 | And here are my images. Now all
of these thumbnails are roughly
| | 08:27 | the same size. If the user
wants to know more about this
| | 08:30 | image, they can click to
open the image full screen.
| | 08:39 | They can right-click and
choose to copy this image.
| | 08:42 | Or they can open this link in another tab.
| | 08:46 | So that's the way this web part works.
So we've seen how to use two of the Media
| | 08:52 | and Content web parts. The Image
Viewer and the Picture Library.
| | 08:59 | I'm sure you noticed that with the
Picture Library it's good if all of the
| | 09:03 | images have the same
orientation and the same size.
| | 09:07 | Because it provides a smoother slideshow.
That's true with the Image Viewer as well.
| | 09:12 | Even though nothing's moving in there,
you'd like to have a series of images
| | 09:15 | that you can use changing
them at different times.
| | 09:19 | That are all the same so you
don't need to resize the web part.
| | 09:23 | So our February Footwear gets
replaced by a new product in March.
| | 09:28 | And we'd still like to have that
picture in the same orientation size.
| | 09:33 | In the next movie we'll take a look at
another of the Media and Content web parts.
| | 09:38 |
| | Collapse this transcript |
| Displaying images in web parts| 00:00 | Now, let's spend just a moment and
take a look at the difference between the
| | 00:05 | Picture Library Slideshow web
part and the Image Viewer web part.
| | 00:11 | I'm going to remove our Picture
Library Slideshow web part and I'm going to
| | 00:16 | replace it with an Image Viewer web part.
Remember that the Image Viewer is meant
| | 00:24 | for only one image at a time. So, this
would be a featured image, for example.
| | 00:29 | So, we'll choose the Image Viewer and add it.
| | 00:32 | And just as with the Content Editor or
any of these other content web parts, the
| | 00:37 | first thing is we need to do something
to point it to the proper image, or to the
| | 00:42 | proper information. So, we
wan't to display a particular image.
| | 00:49 | So, I can either type in to this builder,
or I can type here, but I need to have
| | 00:53 | some information about my image.
Remember, a moment ago that I had an
| | 00:58 | image right here. There
it is, and here's its URL.
| | 01:04 | So, I'm going to copy this URL, go
back to my page, and paste it in.
| | 01:13 | And if I would like to test it, I can do so.
| | 01:17 | That's a good idea because I
want to make sure this works.
| | 01:21 | (SOUND). And I'm going
to supply some alternative
| | 01:24 | text, and that is that these are the 20
-second sneakers, even though earlier,
| | 01:28 | we were displaying them for 15 seconds.
It wants to know how I'd like the image
| | 01:34 | aligned, horizontally and vertically.
Do I want any background on the web part
| | 01:40 | other than transparent? Remember
that I have some other choices here.
| | 01:45 | I don't want to have this title up here.
So, I'm going to set the Chrome to a
| | 01:52 | Border Only and say, OK. And
there's my Image Viewer web part.
| | 02:00 | Let's go ahead and check our page back in.
| | 02:03 | So, if we wanted to add text to this,
this might be the title that says, This
| | 02:08 | Week's Best Bargain,
Featured Footwear, whatever it is.
| | 02:15 | We could either provide a title or we
could put another Content Editor web part
| | 02:18 | above this. So, here's our
static image displayed in
| | 02:23 | the Image Viewer web part. So,
we've seen how to use two of the
| | 02:27 | media and content web parts, the
Image Viewer and the Picture Library.
| | 02:34 | I'm sure you noticed that with the
Picture Library, it's good if all of the
| | 02:38 | images have the same orientation and the same
size, because it provides a smoother slideshow.
| | 02:44 | That's true with the Image Viewer as well.
| | 02:46 | Even though nothing's moving there, you'd
like to have a series of images that you
| | 02:50 | can use, changing them at different times
that are all the same, so you don't need
| | 02:54 | to resize the web part. So, our
February footwear gets replaced
| | 02:59 | by a new product in March and we'd
still like to have that picture in the same
| | 03:03 | orientation and size. In the
next movie, we'll take a look at
| | 03:08 | another of the media and content web parts.
| | 03:11 |
| | Collapse this transcript |
| Creating a wiki page| 00:01 | All of our SharePoint sites are created
using pages, and most of the pages that
| | 00:05 | we see are called content pages.
Content pages are pages that display
| | 00:10 | content, and let you edit content. And
there are 3 primary types of content pages.
| | 00:16 | The first type of content pages is a Wiki page.
| | 00:20 | And in earlier versions of SharePoint
these were rare, but now you'll see Wiki
| | 00:23 | pages all over the place and you don't even
necessarily know that's what you're seeing.
| | 00:29 | So Wiki pages are open content pages,
pages that allow users to edit, so
| | 00:33 | multiple people can access them.
Wiki Wiki is the Hawaiian word for quick
| | 00:38 | or speedy and it originally
these were called Wiki Wiki pages.
| | 00:43 | On team sites in SharePoint 2013, every
new team site that's set up has a Wiki
| | 00:47 | page as its default homepage and you
can create other Wiki pages if you wish.
| | 00:53 | You'll use Wiki pages whenever you want
to share information in a way that you
| | 00:57 | don't have to have it be
incredibly structured or locked down.
| | 01:02 | The second type of page is called a web
part page, and web part pages are used to
| | 01:06 | display web parts. We've
seen web part displayed on Wiki
| | 01:10 | pages as well, so it's not the only
way to display webpages,and it was the
| | 01:13 | primary method that was used in
versions of SharePoint before SharePoint 2010.
| | 01:20 | The final type of content
page is called a publishing page.
| | 01:23 | And we'll see those briefly later in the course.
| | 01:26 | But they are only available in publishing sites.
| | 01:29 | Publishing pages are created using
very specific page templates and they're
| | 01:33 | structured far more than
either Wiki pages or Web-part pages.
| | 01:38 | Both in terms of how they're laid out
and in terms of the processes behind them.
| | 01:44 | Because they're used to create sites that
automatically include approval work flows.
| | 01:49 | Those are our three types. Now,
let's go create a wiki page.
| | 01:53 | It's easier than you might think.
Here we are in one of our team sites, and
| | 01:57 | again, by default, this actually is a
Wiki page that we're looking at right here.
| | 02:03 | Now this is a site setting. Each
new team site will be created with a
| | 02:06 | home page that's a Wiki page If I want to
see the pages in my site, I need to go to
| | 02:10 | Site Contents and there is
a library called Site Pages.
| | 02:16 | Our site has a lot of pages in it already.
| | 02:18 | This is the home page we were just
on and this is the primary Wiki page.
| | 02:24 | So, if I click How to use this library.
I'm taken to a page that tells me how the
| | 02:29 | Wiki pages work.
Including the one we were just on.
| | 02:33 | So we start by having two Wiki pages.
One, this instructional page and the
| | 02:37 | other is a page that displays our
home page or home page information.
| | 02:42 | So if we want to edit this page, we
click Page > Edit and there we are.
| | 02:49 | There's actually an invitation that
tells us to do that, click on the Edit page
| | 02:52 | icon at the top of the page to
edit, or click on the Page tab.
| | 02:56 | This is information that we can leave,
we don't need to move it, if it's helpful
| | 03:00 | for other users, or we
could use it here as well.
| | 03:04 | This gives us information about how to
create wiki links how to link to another
| | 03:07 | item and this gives us
information about how to create new pages.
| | 03:12 | So we'd like to create some new pages and
the recommended way to do it is to create
| | 03:16 | a link to a page that doesn't exist
and then when someone wants to actually
| | 03:19 | create that page, they'll click on it.
So I could leave some of this information
| | 03:26 | and delete some of the rest.
Let's imagine I'm deleting all of the
| | 03:30 | information below this, and if we want to
create a new page, for example a page for
| | 03:35 | inside home, then I can simply
take that page and put it in brackets.
| | 03:42 | And maybe now I want to create one
for Inside Sport and one for ESS.
| | 03:50 | Let's go ahead and save this page.
Now when we do what's happened is, these
| | 03:55 | are now marked as potential
pages. There's not a page yet.
| | 04:00 | It doesn't exist because no
one has clicked to go there.
| | 04:03 | But if I click on ESS, I'm asked,
this page does not exist, do you want to
| | 04:07 | create it? So this is how easy it is to create a
| | 04:11 | table of contents, for a wiki collection.
Let's go back and edit this page again.
| | 04:18 | And what if I wanted to
create a link to a document?
| | 04:21 | Well let's say that I'd like to edit these.
| | 04:24 | And I will say that this is inside home issues.
| | 04:28 | Because we're going to
create pages around an issues log.
| | 04:32 | And then I'd like to create a link. So later on.
| | 04:35 | I'm typing some information and I
want to link to any Wiki page on my site.
| | 04:40 | And we already know there are several.
So I could say for example, for more
| | 04:44 | information on the issue I'm describing
see, and I can either type a \ and create
| | 04:50 | a Link or I can simply begin entering
and say, We want people to go to the
| | 04:55 | Community Home Page to see this.
And then I can close that off.
| | 05:04 | Now that page exists. If we
save this page now, I've created a
| | 05:08 | link that will take me to the
community home page, just like that.
| | 05:14 | That's all the harder it is
for me to create hyperlinks.
| | 05:16 | Simply take a place that's already
named and include it in the link.
| | 05:22 | This is how easy it is to create new pages.
| | 05:25 | And this is how easy it
is to create possibilities.
| | 05:28 | Where I create this wiki, depends on its scope.
| | 05:31 | Here I have a wiki that can be used by
everyone inside my organization, but if
| | 05:35 | I'm creating a large Wiki space, the best
thing that I can do is actually create it
| | 05:39 | in a site collection of its
own, an enterprise wide wiki.
| | 05:45 | If you haven't used wikis before, imagine
using them whenever you have a team that
| | 05:49 | can't really define the requirements as
tightly as they'd like but they have a
| | 05:53 | need to be able to capture information.
That's the best place to insert a Wiki.
| | 06:00 | Go in, ask them a few questions, help
them set up some categories or pages.
| | 06:05 | And then show them how to create new
pages by simply putting them in brackets.
| | 06:10 | Wiki's are a wonderful tool for people
who have needs to capture unstructered
| | 06:14 | data and there fun as well.
| | 06:17 |
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| Creating a Web Part page| 00:00 | When a new SharePoint site is created it
normally has one main page, the Home Page
| | 00:05 | and no others, but you can
add other pages to the site.
| | 00:10 | There are two primary
types of pages that you'll add.
| | 00:13 | The first is a Web Part Page that
consists of parts just like the Home Page.
| | 00:18 | And the second is a Wiki Page. In
this movie, we're going to create a
| | 00:22 | new Web Part Page. And in the
next movie, you'll learn about Wikis.
| | 00:26 | Let's go to Site Contents. All
the pages for the site are kept in a
| | 00:30 | library called Site Pages. Now,
you can easily just click to create
| | 00:35 | a new Wiki Page. This is
the existing home page that we
| | 00:38 | have right now. But to
create a Web Part Page, click
| | 00:42 | Files > New Document, and choose Web Part Page.
| | 00:47 | First, you'll be asked to give it
a name, don't use the name Home.
| | 00:51 | And the reason that I'm creating
this page is we'll be using this page to
| | 00:55 | create a filter with a couple of
different lists, so that we can take a
| | 00:59 | look at a filtered events list.
So I'm going to call this Promos.
| | 01:09 | Notice that you can overwrite
this file if it already exists.
| | 01:12 | Now, next, you have a
choice of a Layout Template.
| | 01:16 | So, we've been working with some
different templates as we've gone along,
| | 01:20 | we've worked with one with a, a Header.
We've worked with one with a Left Column,
| | 01:26 | here's what's important. You
can't change your mind later.
| | 01:29 | There's no setting that says, oops,
let me change to a different template.
| | 01:35 | So if you take a look, here is a Full
Page Vertical, so you would simply have
| | 01:39 | every single web part
taking up the width of the page.
| | 01:44 | Then we have the possibility to
have a Left Column and a Body.
| | 01:48 | Now, normally, left columns are used for
navigation, so I want to do something a
| | 01:52 | little different than that. And
I'm going to choose Header, Right
| | 01:57 | Column, and Body. The next
question is where should this be saved?
| | 02:02 | And we're going to save this in
Site Pages, where our pages belong.
| | 02:06 | There might be reasons to put
them in a different Document library.
| | 02:10 | But it would be a library that we
haven't created yet, that might be even more
| | 02:14 | restrictive in terms of who can edit
it. Let's go ahead and click Create.
| | 02:20 | Here we are, this is our new Web Part Page.
| | 02:23 | It looks a little daunting. All it
has is a Quick Launch on the left
| | 02:26 | and nothing else. We'll
need to add parts to this page.
| | 02:30 | Fortunately, it's not very hard.
We'll be able to simply click where it
| | 02:35 | says Add a Web Part to add
new web parts to this page.
| | 02:39 |
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|
|
8. Integration: SharePoint 2013 and Office 2013Outlook 2013 and SharePoint| 00:00 | In this chapter, we're going to talk
about how the Office 2013 applications,
| | 00:04 | interact with SharePoint, and we're
going to start with Microsoft Outlook.
| | 00:09 | Outlook is an interesting case, because
there's actually duplication between the
| | 00:13 | features of Outlook and
the features of SharePoint.
| | 00:16 | That we don't see with the other
office applications like Word and Excel.
| | 00:20 | For example, here we are in Outlook and
Outlook has a calendar and it has people
| | 00:26 | or contacts and tasks. If
we go over now to SharePoint.
| | 00:32 | Here's our SharePoint site and it has a
calendar and it has tasks and it also has
| | 00:36 | a contacts list. There's
the possibility, that we might
| | 00:41 | enter information on a calendar and then
feel we had to enter it somewhere else.
| | 00:46 | But you don't have to. There's
amazing potential here, because
| | 00:49 | these lists can be synchronized. So,
with just a little care, you can
| | 00:53 | leverage the power of SharePoint, to
bring the calendars, tasks, and contacts
| | 00:57 | from your entire team. To
Outlook for every single team member,
| | 01:02 | on their desktops, or on their mobile devices.
| | 01:06 | Let's see how we do that. Here
we are in our SharePoint calender,
| | 01:09 | and we would like to be
able to show this in Outlook.
| | 01:11 | Every member of your team, will need
to be able to do this because connecting
| | 01:15 | your own Outlook to a SharePoint list,
is at the level of the individual.
| | 01:21 | I'm going to click calendar on the Ribbon.
| | 01:23 | And I'm going to choose Connect Outlook.
When I do that, I'll be prompted to open
| | 01:28 | Outlook or switch to it, if it's
already open and I need to say yes.
| | 01:34 | And then you're going to see a dialog
that ask you the user, is it okay if this
| | 01:38 | SharePoint connect calendar
is connected back to Outlook?
| | 01:43 | Is it okay with you, if SharePoint
connects this calendar to Outlook?
| | 01:48 | You can click advanced here and
there's a reason that you might.
| | 01:52 | Let's say for example you have four or
five calendars, in this particular site
| | 01:55 | that you want to connect to. A
team calendar, a vacation calendar, a
| | 01:59 | vendor events calendar. Every
one of these calendars, is going to
| | 02:03 | get the name of the site. A
dash and the word calendar.
| | 02:07 | So, you have the opportunity to say
this calendar is more specific than that.
| | 02:13 | This calendar is the
calendar for partner events.
| | 02:17 | So, you might want to come in and make a
change, just to get a more specific name.
| | 02:23 | There are a few other settings here that
you can't change, for example, you have
| | 02:26 | read permissions on this that, those
permissions are the permissions that are
| | 02:29 | available to you. You can
choose to display this list on
| | 02:33 | any other computer that you login on. So,
if you log in on multiple devices or
| | 02:38 | multiple computers, simply leaving this
default check box checked, ensures that
| | 02:41 | you will get the same calendar
available in all those spaces.
| | 02:47 | The last choice here, is the update limit and
it says how often this list should be updated.
| | 02:52 | And the default turned on is that, who
ever created this calendar and published
| | 02:56 | it, gets to determine
how often it should update.
| | 03:00 | In reality, it might not even be the
person who created and published it, it's
| | 03:04 | more likely the person who
set up the SharePoint server.
| | 03:08 | But they set up some kind of regularity
for publishing, and you can just leave
| | 03:12 | that set. And I'm going
to go ahead and click OK.
| | 03:16 | Now I'm back in my dialog
box, and I need to say yes.
| | 03:20 | You may need to enter some
credentials at this point.
| | 03:23 | And here are the two calendars.
Here's my calendar, and here's the
| | 03:27 | partner events calendar that I renamed
coming in from our no obstacles site.
| | 03:33 | Notice that I can click overlay, and
overlay these two calendars just as I
| | 03:36 | could if I were looking at
two calendars in my mailbox.
| | 03:40 | Or a calendar in my mailbox and a
calendar that belonged to one of my colleagues.
| | 03:44 | If I don't want to show this
calendar, I can simply turn it off.
| | 03:47 | It's that easy to be able to
connect calendar, and see it in Outlook.
| | 03:52 | So, if there's a change on the
SharePoint calendar, that change will be
| | 03:55 | synchronized with my calendar in
Outlook. At the next regular time that it's
| | 03:59 | synchronized based on those
publishing settings we looked at a moment ago.
| | 04:04 | So, let's go back to
SharePoint and create a new event.
| | 04:12 | So, here on the 24th of December, we're
simply going to say that this is a all
| | 04:16 | day activity, and the office is closed
and I am going to go ahead and save this.
| | 04:23 | There's the new event here on my calender.
| | 04:27 | Now at some point
usually in the next 20 minutes.
| | 04:30 | That change would appear on the calendar,
of every single person who had connected
| | 04:34 | this calendar to their outlook
profile. Let's go back to outlook.
| | 04:41 | Sometimes if I turn the calendar
off and choose to turn it back on.
| | 04:45 | That will show it. And indeed it actually does.
| | 04:48 | So, here's my calendar
connected from SharePoint.
| | 04:52 | I don't need to enter any of those items here.
| | 04:55 | Because, they're already on a
calendar that I have a view of.
| | 04:58 | But if I wanted to actually have the
ability to take an item from this public calendar.
| | 05:04 | And I can copy it to my calender,
now I'm just doing a regular drag.
| | 05:08 | And you'll notice that I have the plus
sign, I don't have the ability to move
| | 05:11 | this, I only have the ability to copy
it, and there it is now on my calender.
| | 05:16 | So, if I choose that some of these items
that are events on the partner calender,
| | 05:19 | I also want to have on my calender,
I need to drag them and drop them.
| | 05:24 | A caution about this, I'm making
a separate copy when I do that.
| | 05:28 | If there's a change in this event, I
won't get that change here in the copy
| | 05:32 | that I made at this specific point in time.
| | 05:36 | And the same thing's true
for any specific appointment.
| | 05:40 | But it is good to be able to drag items.
For example, this might be a training
| | 05:44 | calendar and I want to attend a
particular training, to be able to drag
| | 05:47 | that training and drop it on my calendar.
That's a pretty good piece of functionality.
| | 05:53 | What happens if I want to drag an item
from here, and drop it on this calendar?
| | 05:58 | That depends on what my permissions
are. You might remember when I set this
| | 06:02 | calendar up, I was told I really only
had read capability on this calendar.
| | 06:07 | So, it may or may not be
willing to let me update it.
| | 06:10 | In fact, it's not willing to let me
update it, because I don't have adequate
| | 06:13 | permission to this calendar. It
will let me drag and it will let me
| | 06:16 | drop, but it wont do anything as
a result of my having done that.
| | 06:21 | If I wanted to have permission to
write to this calendar, then I wouldn't be
| | 06:24 | connecting in this particular way and
I'd be talking to my server administrator.
| | 06:30 | About allowing me to have write
permissions, from Outlook back to SharePoint.
| | 06:34 | In the same way that I can connect my
calendar, we can connect a contacts list
| | 06:38 | and we can connect a tasks list.
Let's go ahead and switch back to
| | 06:43 | SharePoint, and our
SharePoint site has a contacts list.
| | 06:47 | Now I have a contacts list in Outlook,
but this is a particular contacts list
| | 06:52 | that I'm not responsible for updating
alone and this is part of the secret
| | 06:55 | about how you might. Want to
think about connecting to things
| | 07:01 | here in SharePoint. Our site
contents includes a vendor list,
| | 07:05 | now the rule that we have is, when
anybody's out working with the vendor,
| | 07:08 | and they find out that there's a
new representative at that vendor.
| | 07:13 | Or they've changed a phone number or
email address, somebody comes in here and
| | 07:17 | changes this. Because we
all share a responsibility for
| | 07:21 | keeping the list updated, it's
usually in pretty good shape.
| | 07:24 | And I don't need to have all of these
folks in my personal Outlook contacts
| | 07:28 | list, my personal people list.
Because, what I can do is connect back to
| | 07:33 | this list, every time it's updated
I'll get those updates back in Outlook.
| | 07:39 | We're going to do this in exactly the
same way we connected the calendar, we're
| | 07:42 | going to choose List, we're
going to choose Connect Outlook.
| | 07:47 | We're prompted to switch to the
desktop where Outlook is running, if Outlook
| | 07:50 | isn't running it will start
running when we get there.
| | 07:55 | In the same way that we changed what the
calendar was called by clicking advanced.
| | 08:00 | You can actually change, what this
context list would be called here in outlook.
| | 08:05 | I'm going to simply click yes.
And notice now, that my no obstacles
| | 08:10 | collaboration zone vendor contacts,
appear here in Microsoft Outlook.
| | 08:17 | Let's now go take a look at how we
would synchronize the tasks list.
| | 08:21 | Here we are, back in our SharePoint
site. We'll click on the tasks list.
| | 08:26 | So, there are no tasks on this list yet,
but that doesn't mean that I have to wait
| | 08:30 | in order to synchronize this. As
soon as the list exists I have the
| | 08:36 | ability to sync tasks, calendar, and contacts.
| | 08:40 | So, I'm simply going to click on
lists, and choose sync to Outlook.
| | 08:45 | There's one other thing that happens
when you sync tasks, and that is that your
| | 08:48 | tasks will also appear in your news feed.
But other than that, this is exactly the
| | 08:53 | same as when we sync calendar or
we sync our people, or contacts.
| | 09:00 | So, what happens if we're moved to
another team, we're no longer working in
| | 09:03 | purchasing, we don't work directly with vendors.
| | 09:07 | And therefore we don't necessarily need
this list anymore, how do we disconnect a
| | 09:10 | list that was connected to outlook?
Well, all you need to do is right-click
| | 09:15 | and choose delete folder this is going to
make you feel like there's a lot at stake
| | 09:18 | I'm deleting things. But notice,
it says deleting this folder
| | 09:23 | removes the related SharePoint lists from
the computers that you use but, it is not
| | 09:27 | going to remove the list from SharePoint.
It will only delete it here in Outlook.
| | 09:33 | I'm going to go ahead and click yes.
Notice that that contacts list is gone
| | 09:37 | from Outlook for me but,
if we return to our site.
| | 09:43 | And we take a look at our contents.
You'll find that that vendor list still
| | 09:47 | exists, and anyone else who's connected
to it doesn't even know that I've left.
| | 09:52 | There's one other way, some people have
created a connection between SharePoint
| | 09:57 | and outlook in the past. If we go
back to the top of our site, you
| | 10:02 | can go to our documents library.
One of the things you'll find, is that
| | 10:07 | you actually have the ability to
connect a document library to Outlook.
| | 10:12 | You might wonder, why in
the world would I do that?
| | 10:16 | Outlook has the ability to work offline.
So, if you imagine that you needed some
| | 10:21 | way to take a set of
documents that were in SharePoint.
| | 10:24 | And use them when you weren't connected
to the network, this actually isn't a bad
| | 10:28 | way to do that. You can
say I'd like all of these
| | 10:31 | documents to be available offline to me,
by using the offline capability, the
| | 10:35 | offline store of Microsoft Outlook.
You don't need to do that in this version
| | 10:41 | of SharePoint, because you can more
easily do this using Sky Drive Pro to
| | 10:45 | synchronize a document library to Outlook.
| | 10:49 | So, those are all the ways that we
can connect Outlook to SharePoint.
| | 10:53 | That way, you get the latest
information on your desktop, and you get to share
| | 10:58 | that information with
everyone else on your team.
| | 11:02 |
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| OneNote 2013 and SharePoint| 00:00 | OneNote is an incredibly amazing and
totally underused member of the Microsoft
| | 00:05 | Office family. And if
you're not using OneNote and it's
| | 00:09 | on your computer, I want to commend it
to you because I'm a major OneNote user.
| | 00:15 | Now, in 2013, when you're working with
SharePoint, your OneNote notebook that
| | 00:20 | gets created is
automatically created in your SkyDrive.
| | 00:25 | It doesn't matter if you're using
Office 365 or if you're using Office 2013
| | 00:30 | installed on your computer. If you
have a SkyDrive, and almost every
| | 00:35 | single one of us does by the time
we're done installing Office, that's where
| | 00:38 | OneNote is going to live. So
here's my OneNote notebook.
| | 00:43 | And I have a folder, a section
that I use to put diagrams in.
| | 00:47 | Every diagram on its own page,
I have a small essay section.
| | 00:51 | This is clearly not my
OneNote notebook which is huge.
| | 00:55 | This is a sample that I'm showing you.
But this actually lives in SharePoint, in
| | 01:00 | my SkyDrive section. If I go to
Settings, here it is, in SkyDrive.
| | 01:06 | I can actually see if this is
synchronized, and it says, we should sync
| | 01:09 | automatically whenever there are changes.
And by the way, if you're offline, it
| | 01:15 | knows to wait. Or to sync
manually, I actually kind of
| | 01:18 | like to have it sync on its own without
me, but I can sync when I want to, and
| | 01:21 | it's syncing to my SkyDrive. If I
wish, I can invite other people here
| | 01:28 | by clicking Share. And
it's connecting to the server.
| | 01:32 | And I'm sharing again out of my SkyDrive.
So I can add people here, and they will
| | 01:38 | connect to my SkyDrive in the public
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 to
| | 01:49 | this notebook by clicking SkyDrive
and opening my SkyDrive so I can see it.
| | 01:55 | 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.
| | 02:02 | And right there, because I
was in this folder a bit ago.
| | 02:06 | Here's my notebook. Once
again, I can open it up.
| | 02:09 | Here is my shared notebook,
accessible through my SkyDrive with SharePoint,
| | 02:14 | shareable with anyone else with my SkyDrive.
| | 02:18 | And because it lives in my SkyDrive
rather than on my computer, two big wins
| | 02:22 | for users like you and me in 2013.
One is, it's not taking up space on my
| | 02:28 | local drive. The second is,
my Skydrive Notebook is
| | 02:32 | 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
| | 02:41 | desktop in a Public library. So,
easy to work on and access anywhere
| | 02:47 | for me, even if I don't have my laptop with me.
| | 02:51 | I'm loving how OneNote works
with SharePoint in my SkyDrive.
| | 02:56 |
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| Excel 2013 and SharePoint| 00:00 | Integration between Sharepoint 2013 and
Excel 2013 ranges from the simple to the
| | 00:06 | extreme and magnificent. On
the simple end we start with
| | 00:10 | collaboration and it's the same type
of integration that we see with Word or
| | 00:14 | PowerPoint or other applications.
That we have the ability, for example, to
| | 00:19 | save this Excel workbook
in a Sharepoint library.
| | 00:22 | Simply choose File, Save As,
and any other web locations.
| | 00:27 | Select a web location and browse
or enter a new Sharepoint library.
| | 00:32 | We can open Excel workbooks that
are stored in Sharepoint libraries.
| | 00:36 | And because 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 Callout and
| | 00:46 | choose Edit and open this workbook in Excel.
| | 00:51 | You can also tell who it's shared
with and that's one of the Collaboration
| | 00:54 | features is I can tell that this
workbook's shared with only two other users.
| | 00:59 | And when it was last changed, and by who.
When we open this workbook though for
| | 01:04 | editing, and we go to Excel, there are
some other things we can do once we have
| | 01:08 | this workbook open. So this
workbook has one tab here that
| | 01:14 | has a list of vendors. Any
Excel table can be published as a
| | 01:18 | custom list. So that's really easy to do.
| | 01:22 | All we need to do is be somewhere in our list.
| | 01:26 | For example, this list. And I
would format this as a table if
| | 01:30 | it's not because the table tools make
it very easy for me to publish this.
| | 01:34 | So I'm just going to say,
Format This As Table, say okay.
| | 01:39 | On my table 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.
| | 01:46 | Format this as a table,
and 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
| | 01:58 | list, you're actually publishing this
as a new list, so all you need to do is
| | 02:01 | provide a site. So you can
swing back over to Sharepoint
| | 02:05 | and select your site name, which is
basically everything up to and including
| | 02:09 | the slash before you see
layouts. So you can copy that.
| | 02:15 | Switch back to Excel, and paste.
And if you'd like to you can create a
| | 02:19 | read only to the new SharePoint list.
Now this provides a real interesting
| | 02:23 | benefit when you do this you'll be
able to see when this is up dated.
| | 02:27 | Let's go ahead, and provide some
information then and this is actually.
| | 02:30 | NOI Home Products. Remember
that you're creating a URL even
| | 02:36 | though it doesn't tell you that here,
that will be attached to the end of where
| | 02:39 | we're publishing our table. And we
can provide a description here or
| | 02:43 | we can provide it later. You
may be asked to provide some
| | 02:47 | credentials and then you will be asked to
verify what type of information you have
| | 02:50 | in this table. This is a
very important point right here
| | 02:55 | because if for example you have dates
that are entered in such a way that they
| | 02:59 | show up as text here and that could be
because in your table there is a cell
| | 03:02 | where a date should be where text is entered.
| | 03:07 | Like somebody has typed NA
because they didn't have a date.
| | 03:11 | They wanted to say not available. If
I try to change this data type later
| | 03:14 | in SharePoint, I will lose not just
data that I'm willing to lose that might be
| | 03:18 | wrong, but I'll lose the
data in this column totally.
| | 03:23 | Therefore, you want to examine all of
these columns in data types and make sure
| | 03:27 | they are correct. If they're
not they're usually incorrect
| | 03:32 | because their marked as text when they
should be a date or number and 99.9% of
| | 03:36 | the time when that happens what you need
to do here is cancel and go back and look
| | 03:40 | in that column and find out where
somebody has put text rather than putting
| | 03:44 | in a date or number. And in that column.
| | 03:51 | My purchase dates are dates, my
quantities are numbers, and I'm going to
| | 03:55 | just go ahead and click finish. Now
this table is being created in Excel
| | 04:01 | as an app, a custom list app. And
all of these records are being added
| | 04:05 | to Sharepoint. It says my
table has been successfully
| | 04:09 | published and may be viewed
on this URL I'm going to click.
| | 04:13 | I may be prompted for my credentials.
And here I am viewing my new custom list
| | 04:19 | that has been created here in
SharePoint by publishing a table from Excel.
| | 04:25 | What else can I do? Let's say
we add an item to this list.
| | 04:30 | I'm going to stop editing and
I'm going to enter a new item.
| | 04:33 | 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.
| | 04:43 | And let's say that we are
purchasing on the seventeenth.
| | 04:48 | Some Plush Animal Heads. So,
they would be, like, teddy bears,
| | 04:52 | those kinds of things because
they're plush, they're not real.
| | 04:55 | And the Variety is Bears
and we have five of those.
| | 04:59 | And I'm just going to go ahead and Save this.
| | 05:02 | 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's information about
where this list lives in SharePoint.
| | 05:17 | Prior to SharePoint 2010 and Office 2010 if
I published a list from Excel to SharePoint.
| | 05:26 | The master copy of that list lived in
Excel and what that meant was I as the
| | 05:30 | user sort of owned the major version of this.
| | 05:34 | That's backwards from how the
whole rest of the server world works.
| | 05:39 | In an ideal setting actually in the
only logical setting the master copy of
| | 05:42 | something lives not on some users desktop.
| | 05:46 | But on the server. So now, by
publishing this from Excel to
| | 05:49 | SharePoint, what it's done is it's made
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
| | 05:59 | the information that was
originally here in my list.
| | 06:03 | I'm going to go down to the
bottom, and let's refresh this list.
| | 06:09 | When I do, there's 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 users
| | 06:18 | and keep it in an Excel workbook,
SharePoint has just given me a very easy
| | 06:21 | way to do that. All I need
to do is create the structure
| | 06:26 | of the list that I want and I can then
publish that to SharePoint and as users
| | 06:30 | add new information, it will
automatically appear here in my list each
| | 06:34 | time that I refresh the query
that points back to SharePoint.
| | 06:40 | So if, for example, I wanted to have
people be able to enter vendor requests.
| | 06:45 | I'd like to add Zoo Products to our vendor list.
| | 06:47 | I'd like to add this other company to our
vendor list or this fifth source for desk
| | 06:51 | lamps to our vendor list. All
I would need to do, would be to
| | 06:55 | publish this list and allow
users to enter information.
| | 06:59 | Let's see how easy this is to do.
Again, normally when I publish, I simply
| | 07:04 | start by formatting whatever
I'm going 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.
| | 07:13 | My table only has headers.
Now export to SharePoint.
| | 07:18 | Where would I like to put this. Right there.
| | 07:22 | Create a read only connection.
And this is for vendor request.
| | 07:27 | Remember, you're creating a URL, so my
preference would be that you either enter
| | 07:32 | an underscore or use camel case to be
able to make sure you have a URL that
| | 07:36 | doesn't have extra spaces in it, all of
which will be replaced with percent 20 symbols.
| | 07:45 | And this is add a new record to
this list to request a new vendor.
| | 07:51 | Click Next. It has
absolutely no idea what any of
| | 07:55 | these are so it assigns them text, and
that's because there are no entries in
| | 07:59 | rows 4, 5, 6, and so on. If I
wanted to make sure that I had the
| | 08:04 | correct data type and they weren't all
text, the easiest way to do that would be
| | 08:08 | for me to put one sample record in each
of these cells Published then come back
| | 08:12 | and delete row 4. But
actually all of these are text, so
| | 08:18 | I'm going to click finish. I know
it's been published to share point
| | 08:24 | because here's the item type
and my path back to this list.
| | 08:28 | I'm going to click Hyperlink
and here's my vendor request list.
| | 08:33 | So I'm going to go ahead and add it or
add a new item and I'm going to say that
| | 08:38 | the item that I'm hoping that we'll begin
to carry would be a map of the world rug
| | 08:43 | and I've actually seen this at Rug Maps
Incorporated and that's www.georugsandmore.com.
| | 08:54 | I'm going to go ahead and save this. So
I've gone in, added it to the list, it
| | 08:59 | looks great. But the
whole point was to be able to
| | 09:02 | capture information from
users in my Excel spreadsheet.
| | 09:05 | So when I return to Excel now and we
refresh the data, notice there's my
| | 09:10 | information entered in SharePoint.
Excel tables SharePoint list are made to
| | 09:17 | go together. And it's very
easy to create new lists in
| | 09:21 | SharePoint using Excel tables and to
bring that data from SharePoint down to
| | 09:25 | your desktop by simply
connecting Excel back to SharePoint.
| | 09:31 |
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| Word 2013 and SharePoint| 00:00 | Microsoft Word has some touch
points with SharePoint as well.
| | 00:03 | We already know that when you create a
new Document Library, by default, the
| | 00:08 | document type for new
documents is a Word document.
| | 00:13 | So, it's clear that SharePoint
knows how to support Microsoft Word.
| | 00:16 | But there are some interesting things
that we can examine that tell us more
| | 00:19 | about the relationship
between these two applications.
| | 00:24 | First, we already know how to edit a
Microsoft Word document from SharePoint.
| | 00:28 | We simply go into our Documents Library,
point to the Word document, click on the
| | 00:32 | Call Out and say, I'd
like to open this document.
| | 00:36 | Microsoft Word starts, and the document opens.
| | 00:40 | And again, if you're opening this
outside of a trusted environment, you may be
| | 00:43 | asked to enable editing and you may be
prompted a couple of times on your way here.
| | 00:49 | But here we are in Microsoft Word
and we can easily edit this document.
| | 00:53 | If we have a 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.
| | 01:01 | If we're in Word and want to save a
document to SharePoint, that works
| | 01:04 | equally as well. We can go
to Microsoft Word Backstage,
| | 01:09 | and say that we'd like to save this document.
| | 01:13 | And our choices will include our
folders in SharePoint where we saved earlier.
| | 01:19 | But there are a few other things that
aren't as obvious about how Microsoft
| | 01:22 | SharePoint supports Microsoft Word.
If we go to Backstage and look at the
| | 01:27 | Property section, one of the things
we'll find is the ability to add a title, and
| | 01:31 | that may start ringing a bell at this point.
| | 01:34 | But this is our founder's newsletter.
So if we save this again, and we go back
| | 01:41 | and take a look at SharePoint and
Refresh this page and take a look at the
| | 01:47 | Properties of this document. We'll
find that the title that we entered
| | 01:55 | in the Properties section has been
translated here to metadata in SharePoint.
| | 02:01 | In other words, the Properties of the
document in Word and the Properties in
| | 02:04 | SharePoint are the same. And
that doesn't just work for the built
| | 02:09 | in properties like Title. It also
works for custom properties that
| | 02:13 | we add. You may recall
that we created a document
| | 02:16 | library for some employee orientation
documents that has some very specific
| | 02:20 | custom columns. Let's go look at
that library for just a moment.
| | 02:26 | So, this document library has two
custom columns that we created to be able to
| | 02:29 | 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 drop
| | 02:37 | down list when we save a new document.
Let's go ahead and open this particular
| | 02:43 | Word document from SharePoint.
And now, let's click File to go to
| | 02:47 | Backstage View, and take a look, here are
these two custom columns that we require
| | 02:51 | in the library. By adding
the custom columns to the
| | 02:55 | Library, we also added them to
every document saved in the Lbrary.
| | 03:00 | And you'll notice that they're required there.
| | 03:03 | All of these fabulous features that
we get, whether we're taking a look at
| | 03:07 | collaboration, document
storage, document management.
| | 03:11 | Metadata enforcement or the
coauthoring that we saw earlier in these movies
| | 03:15 | Microsoft Word and Microsoft
SharePoint are made to work together.
| | 03:20 |
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| 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.
| | 00:09 | But what we'll be doing in SharePoint is
simply saving documents, so that we can
| | 00:13 | collaborate on them or
manage them or version them.
| | 00:16 | So, if we're here in SharePoint and we
want to upload a document from PowerPoint
| | 00:20 | we know we can do that. We
can also save our PowerPoint
| | 00:25 | presentation directly to SharePoint,
simply by choosing File > Save As and
| | 00:30 | selecting the SharePoint site where
we'd like to be able to save the file or we
| | 00:36 | can click Browse, of course. And if
we haven't saved anything here yet
| | 00:43 | we can go ahead and say well, we'd
like to save it here and we'd like to call
| | 00:48 | this our December update. By
saving this on our SharePoint site we
| | 00:54 | can collaborate with lots of other users
who'd like to either co-author this with
| | 00:58 | us or who'd like to be
able to use this later on.
| | 01:03 | You might consider in your organization
creating one library for all PowerPoint
| | 01:07 | presentations that have reusability.
One of the things I think people struggle
| | 01:13 | with is where they can find the
PowerPoint presentations that they
| | 01:16 | want to use. So, don't be
afraid if your team creates
| | 01:19 | a lot of different PowerPoint presentations.
| | 01:22 | 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's metadata that you
| | 01:31 | might consider adding to be able to track
information from PowerPoint presentations.
| | 01:37 | For example, what's the
scope of the presentation?
| | 01:39 | Is it something that anyone
in your organization could use?
| | 01:42 | Or is it specific to the eastern sales team?
| | 01:45 | Or the manufacturing team? Are
there specific slides that folks
| | 01:49 | might want to focus on and you might
also want to make sure you create space for
| | 01:53 | key words. When people
are looking for slides that
| | 01:57 | they can reuse then it makes it easier for
them to find them in Microsoft SharePoint.
| | 02:03 |
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| 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
| | 00:08 | products that makes it relatively new.
It's part of Office, but InfoPath is not
| | 00:13 | included in every edition of Office.
InfoPath is a form creation tool, and
| | 00:18 | it's designed to work with SharePoint.
All though it was originally created to
| | 00:24 | work with a Microsoft workflow
orchestration engine, called Biz Talk.
| | 00:29 | Biz Talk is now integrated into Share
Point, and so Info Path is SharePoint's
| | 00:34 | form creation tool. Now you
can use Info Path if you wish to
| | 00:38 | create forms that you would
distribute, using Microsoft Outlook.
| | 00:43 | But if you're using SharePoint and you're
creating forms, you need to know about InfoPath.
| | 00:49 | With InfoPath you create a form template.
You publish the template in SharePoint,
| | 00:53 | and then you let users fill out forms
created from that template and you store
| | 00:56 | the results in SharePoint in a
document library or in a list.
| | 01:02 | Beginning with Office 2010 there
were two different SharePoint products.
| | 01:07 | One called SharePoint Designer is the tool
that you'll use to create those templates.
| | 01:12 | And the second called Info Path Filler
is a client tool a lot like, for example,
| | 01:17 | Adobe Reader that's used simply to fill
out forms created based on the templates
| | 01:22 | that someone using Designer built.
Now we don't have enough time here to
| | 01:28 | learn InfoPath. There's a
separate course on it, and I'm
| | 01:31 | pretty excited about it because
it's a course that I developed.
| | 01:35 | So, go to the lynda.com
library and look for Infopath.
| | 01:38 | But I do want to show you how this
process works, because I find that many
| | 01:41 | of the organizations I consult with have
Infopath, have SharePoint and don't know
| | 01:46 | how to leverage the two
for some amazing results.
| | 01:51 | Let's go ahead and start Infopath Designer.
| | 01:54 | And you'll find that there are lots
of different form templates available.
| | 01:57 | There are actually some sample templates
included with Infopath so you can take a
| | 02:02 | look at some possibilities. But
the two that we're going to focus on
| | 02:06 | here are SharePoint List
or SharePoint Form Library.
| | 02:10 | We're going to create a brand
new form library based on a form.
| | 02:13 | So I'm going to choose
SharePoint Form Library and Design Form.
| | 02:18 | And my form has a basic layout table,
just a basic structure that would allow
| | 02:22 | me to get started. I want to
create a form that we're going
| | 02:26 | to use for travel requests. And I
want to add a control here and the
| | 02:32 | control that I add is going to be a text box.
| | 02:37 | Notice that when I add a text box here
there's automatically a corresponding
| | 02:41 | piece of data infrastructure created over here.
| | 02:45 | And if I for example decide that I
would name this I can name it here or I can
| | 02:49 | name it over here but the easiest
thing to do actually Is to right-click and
| | 02:53 | check, click the properties here, and
we're going to call this f name, or first name.
| | 03:01 | We have some text that we're going to
include here and it cannot be blank.
| | 03:04 | Whoever's filling this out has to be
willing to tell us their first name, when
| | 03:07 | I change this, notice it's changed here
and it's changed here and I can add a label.
| | 03:13 | Now this isn't necessarily the best
way to whip through these controls.
| | 03:18 | I can add fields here and simply lay them
all out one after another really quickly.
| | 03:23 | So here's L name, which as you
would guess would be last name.
| | 03:25 | And it also cannot be blank. And
the next thing I'm going to do Is I'm
| | 03:31 | going to have a travel start date and
that field is going to be the date type.
| | 03:38 | And I'm going to put a travel location and
it wil be text and it also cannot be blank.
| | 03:44 | I love start date blank, because we might
have a little bit of negotiation space on that.
| | 03:49 | Then we're going to have a travel
purpose and that also can not be blank.
| | 03:56 | Let's also add one more,
and that's for estimated cost.
| | 04:00 | And let's just say total cost so someone
will actually think of the whole thing.
| | 04:05 | And we're going to include a decimal
number here, and I'm 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've created these other
| | 04:20 | fields I can actually drag and
drop them into this space if I wish.
| | 04:23 | Notice that the name is
automatically applied for me or I can type it in.
| | 04:30 | Take my travel start date here, and
notice that if I choose not just one
| | 04:33 | space,but if I hover over the center
it will put travel start date here.
| | 04:39 | It will actually add the spaces.
How did it know where to put them?
| | 04:43 | Because every place I started a new
word with a capital letter that camel case
| | 04:46 | that I've been encouraging
to use throughout the course.
| | 04:50 | InfoPath knows exactly what to do with that.
| | 04:53 | So as I grab travel location and drag it
here, notice how easily it knows where to
| | 04:58 | put spaces. Travel purpose,
again, drag to the point
| | 05:03 | where you're selecting both the label and
the control space, and estimate a travel cost.
| | 05:11 | And because I use an
abbreviation here, looks great.
| | 05:15 | I actually don't need any
of the rest of this form.
| | 05:18 | So, there are areas here that I can
just choose to Delete, and I want to just
| | 05:22 | delete these rows.
There's my travel request form.
| | 05:28 | Now the only thing that I would go back
and do just for consistency is I would go
| | 05:31 | ahead and put those columns in that are
automatically added when I use drag and drop.
| | 05:36 | And let's go ahead now and save the form.
And I'm going to save this form locally.
| | 05:40 | I do not want to save
this form up on the server.
| | 05:44 | I want to save it some place here in
my own local develeopment environment.
| | 05:48 | So I'm in libraries, documents and I'm
going to call this travel request form,
| | 05:54 | and there we go. All I have is a file locally.
| | 05:58 | 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.
| | 06:05 | So I need to know what SharePoint site
I'm going to place it on, I of course
| | 06:08 | have to have permission to
be able to use that site.
| | 06:13 | So I've opened up my SharePoint site,
and I'm going to go ahead and grab the
| | 06:16 | information about the site name.
That's all of this information.
| | 06:20 | Always when we talk about the site,
it's everything prior to layouts.
| | 06:24 | Layouts begins to provide the
explanation about how this site is going to be
| | 06:28 | presented to us, but the site
itself Is everything before _layouts.
| | 06:33 | And we're going to go ahead and
copy that, and go back to InfoPath.
| | 06:38 | So now we're going to choose File > Publish.
| | 06:42 | I can't publish the form
in its current location.
| | 06:45 | I'm going to publish the
form to a SharePoint library.
| | 06:47 | So let's go ahead and click. And
it says where is your SharePoint or
| | 06:52 | InfoPath form services site? And
I'm going to say CTRL +V to paste.
| | 06:58 | You can expect that you're going to
get prompted to log in at this point.
| | 07:02 | The Publishing Wizard tells us that this
form is browser compatible, but it cannot
| | 07:06 | be browser enabled on the
site that I'm publishing it on.
| | 07:10 | That's fine, I expected that.
We're actually creating a form to be
| | 07:13 | filled out in InfoPath Form Filler.
So I'm going to click Next, and it says
| | 07:16 | what do you want to do and I actually
need to create a ew form library, it
| | 07:19 | doesn't exist. I have
other libraries but they're
| | 07:23 | document libraries. A form
library has to be created by
| | 07:27 | InfoPath as it's publishing the form.
Now, if you used Infopath a few versions
| | 07:33 | ago, that wasn't necessarily true, but
the best practice now is, don't create a
| | 07:37 | form library ahead of time or a
document library you believe you'll repurpose.
| | 07:43 | You are always going to create your
Infopath form libraries in the publishing
| | 07:47 | wizard through Infopath. Let's click Next.
| | 07:52 | So what's it's name? Well,
how about Travel Requests.
| | 07:56 | Remember that we're creating a
library, so we're creating a URL.
| | 07:59 | I'm going to use camel case
rather than putting a space in.
| | 08:03 | We'll go back and clean that heading up later.
| | 08:06 | And these are a form
library for staff travel requests.
| | 08:11 | Let's click Next. It's
asking us, what columns do we
| | 08:17 | want to be able to use in SharePoint?
Think for a moment about a typical
| | 08:21 | document library. When we put
a document in there, we have
| | 08:24 | a column for the document's name, when
it was created, and who it was created by.
| | 08:29 | When it was modified, who it was modified by.
| | 08:31 | Those are the built in columns.
We've also added some custom columns to
| | 08:34 | our libraries. Right now
this libray doesn't have any
| | 08:37 | columns until you and I start adding them.
| | 08:40 | So here are our columns,
they're the fields in our library.
| | 08:43 | We'll click Add, and I'd like to include
maybe the last name, and I'm going to add
| | 08:49 | the Travel Start Date. And I am
going to add the Travel Location
| | 08:57 | and the Travel Cost, just four fields.
I could add different fields if I wish.
| | 09:04 | We're not going to talk about web part
connection parameters, we don't have any
| | 09:07 | need for that at this point. I am
going to click Next, verify the form
| | 09:11 | information listed below. We're
going to create a library called
| | 09:15 | Travel Request, so it'll be https no
obstacles, host-piles, account travel request.
| | 09:19 | The server is a SharePoint server,
and we're going to click Publish.
| | 09:23 | So, whats happening right now is
InfoPath is telling SharePoint, create a library
| | 09:28 | and make me the template. This
usually takes a little bit of time,
| | 09:34 | but not a lot of time, because it's not
creating any content other than a template.
| | 09:39 | And don't be surprised if you're asked to
verify your credentials, perhaps even twice.
| | 09:45 | And the reason that you may be asked
twice, is the first you time you'll be
| | 09:49 | asked to create the library and the
second time, you're being asked to
| | 09:53 | replace the template. This
says your form template was
| | 09:58 | published successfully. Now, you
can also use InfoPath to create
| | 10:02 | forms that you then email to folks.
That's what this first check box is for
| | 10:06 | is, I'd like to take this form
now and distribute it by email.
| | 10:10 | But if you have SharePoint, there's not a
good reason to distribute this form by email.
| | 10:16 | So we're going to go a head and
open this form library when closed.
| | 10:20 | And you're going to see our Infopath form.
| | 10:22 | Here we are in our travel
request form library that we created.
| | 10:26 | Again if we wanted to take just a moment
and rename this library it wouldn't be a
| | 10:29 | bad thing, a reminder of how to do that,
we go to the Library settings, go to list
| | 10:32 | Name and Description, and we'll
just go ahead and put a space in there.
| | 10:38 | If we want this to appear on the quick
launch, which I do, I'm going to go ahead
| | 10:41 | and click Yes before I
save, and then we're back.
| | 10:45 | And we have it here on our quick launch.
But I want to create a new document and
| | 10:50 | when I do, what you'll notice is
that Microsoft SharePoint asks Microsoft
| | 10:54 | InfoPath to open up the Form
Filler. And there's my form.
| | 10:59 | Now you may have had a couple of dialog
boxes that you needed to say Allow or OK
| | 11:03 | to on the way but, here's
my form and it looks great.
| | 11:08 | So I'm going to go ahead
and fill out a Travel Request.
| | 11:11 | Travel start date is going to be
December 26th, and my travel location is Mexico.
| | 11:17 | And my travel purpose is to learn Spanish.
| | 11:23 | And the estimated total cost is $1500.
And I can go ahead and save this, and
| | 11:30 | it's going to save it and ask me to
actually give it a name, so I could.
| | 11:35 | Let's go back over to
SharePoint now, refresh the library.
| | 11:45 | And there's my travel request. So
that's how easy it is to create a form
| | 11:49 | that you can quickly use. Notice
my custom columns, here they are.
| | 11:54 | Last name, travel date, travel
location, estimated total cost.
| | 11:58 | As each person fills their
information out, its placed here in SharePoint.
| | 12:02 | Now, I can standardize some aspects of this.
| | 12:06 | For example, we could have a standard
naming convention that actually created a
| | 12:10 | file name from the fields of last name,
travel location, date, estimated cost,
| | 12:15 | and so on. And that would
be a really good business
| | 12:18 | practice to be able to do that. But
notice that I have an easy to fill
| | 12:23 | out form that saves automatically back
to SharePoint when the user saves it.
| | 12:28 | That's pretty amazing. But
what if your users don't have
| | 12:31 | InfoPath form filler? What
you can do is you can actually
| | 12:35 | create a form that can be
filled out in a browser.
| | 12:38 | In order to do that you need something
to be running the Info Path form services.
| | 12:43 | Typically SharePoint enterprise server
and when you do that, you'll enable the
| | 12:47 | form so it can be filled out in a
browser, you'll publish it and then when
| | 12:50 | your user opens it, SharePoint won't
go looking for InfoPath form filler.
| | 12:56 | It will simply open the form and
whatever browser the user already has open to
| | 13:00 | visit SharePoint. So InfoPath
gives us some great tools to
| | 13:05 | be able to create and design forms, if
we wished we could do so much more to this
| | 13:09 | form because we have tools like
date pickers that were used here.
| | 13:15 | The ability to put in option
buttons, bulleted lists, and so on.
| | 13:20 | So you can create really complex,
powerful forms here, that pair up
| | 13:23 | incredibly well then with SharePoint.
And can be filled out, either using
| | 13:29 | InfoPath form filler ss we see here or
completed using the same browser that
| | 13:33 | your users are already using.
| | 13:37 |
| | Collapse this transcript |
| Access 2013 and SharePoint| 00:00 | Early versions of SharePoint, did
not support saving Access databases and
| | 00:04 | document libraries. And the
reason is, you couldn't store a
| | 00:07 | database in a database. In
SharePoint 2013, I can save an Access
| | 00:11 | database in a document library. When
I open it It can't open in a browser
| | 00:16 | on the server. It can only open in Access.
| | 00:20 | So here I'm seeing my database opened in Access.
| | 00:23 | The security wraning is simply because I
have some macros in here, but this is the
| | 00:27 | thing that's different. If I
make some changes here I have to
| | 00:31 | actually click to Synchronize those
changes back to SharePoint server.
| | 00:36 | So I don't really have a browser client
for access even though my status bar says
| | 00:41 | I'm online with SharePoint, I have
to make sure that I'm synchronizing any
| | 00:45 | changes that I'm making
while I have this data base open.
| | 00:52 | And here we are saving it
back to it's document library.
| | 00:58 | One imagining of the role of access in
the enterprise right now is that you'll
| | 01:02 | actually use access to report on
data from a wide range of sources.
| | 01:08 | And so access is actually built to
be able to work with external data.
| | 01:12 | You can link to data from a wide range
of sources including a SharePoint list.
| | 01:17 | And you can export data in a wide range
of manners including as a SharePoint list.
| | 01:24 | There's also another access feature
that's amazing, built around SharePoint.
| | 01:29 | If we go to data base tools access has
always had the ability to split a data
| | 01:33 | base in two. To separate
the forms and the reports
| | 01:36 | that users interact with, called the
front end from the data itself, which is
| | 01:40 | called the back end. With
SharePoint and access I can an
| | 01:45 | access database and share it on the web.
When I create my access database to use
| | 01:50 | it on the web there are a few
differences in how I will design it.
| | 01:55 | For example, I'm not going to put any
Visual Basic macros in this database.
| | 01:58 | But when I'm all done creating the
database I'm going to click to move the data.
| | 02:03 | And SharePoint is going to create each
one of these tables as a SharePoint list.
| | 02:09 | Then it will also create my forms and
reports so they can be viewed in a browser.
| | 02:13 | So I have a database that
I can use in SharePoint.
| | 02:19 | And I can use SharePoint's permissions
permissions to determine who get's access
| | 02:23 | to different parts of the data base.
This is an incredible feature and when
| | 02:27 | the data is served up to me, it's
served by access services if I am running
| | 02:31 | SharePoint Enterprise server. So
if I have data tables with thousands
| | 02:37 | or hundreds of thousands of records,
I'm going to have Access services on the
| | 02:41 | server determining how I can best view
that data and delivering it to me very,
| | 02:45 | very quickly. So this
ability to create a web-based
| | 02:50 | database hosted in SharePoint is a great
feature for Access and SharePoint 2013.
| | 02:56 | Also, you have the ability here in Access
to create application parts, to create apps.
| | 03:02 | And those apps are similar to the apps
that we've actually been using in SharePoint.
| | 03:07 | So we have the ability to create apps
and consume them on our SharePoint sites.
| | 03:13 | We have the ability, easily, to create a
SharePoint list right here from Access.
| | 03:18 | Even if it doesn't already exist. Or,
again, to connect to an existing
| | 03:21 | SharePoint list. So, you see
SharePoint scattered all over
| | 03:25 | the user interface here in Access.
But let's take a look at two very
| | 03:29 | specific ways, that we can connect data
from SharePoint to Access and from Access
| | 03:33 | to SharePoint. I have this list of products, an
| | 03:38 | inventory list, and I'd like to take
that inventory and I'd like to have it
| | 03:42 | available in SharePoint. So
several different ways I can do this.
| | 03:47 | I can click on External Data and
Export but I can simply right-click Export
| | 03:51 | SharePoint List. The Export
SharePoint Site Dialogue opens.
| | 03:56 | And you can choose a site that you
visited already, or you can enter a URL here.
| | 04:02 | Again, these are for sites,
not for specific lists.
| | 04:06 | So if you didn't have this already
you would simply go to your site, right
| | 04:11 | click, and choose the portion that
ends in dot com dot org dot edu or so on.
| | 04:18 | Copy that and that's
what you're being asked for.
| | 04:21 | Just the sign name. Now
specify a name for the list.
| | 04:24 | And it says note, if there's already
a list in SharePoint called inventory.
| | 04:28 | This one will be called
inventory one or inventory two and so on.
| | 04:32 | And then finally. Open
the list when it's finished.
| | 04:35 | And it says exporting a table to the
SharePoint site will move all related
| | 04:38 | tables as well. So we're
going to go ahead and click Okay.
| | 04:42 | And I'm amazed at how quickly this all
happens and gets created in SharePoint.
| | 04:48 | I'm being asked to log in because we're done.
| | 04:51 | And here we are, running
our browser in the Desktop.
| | 04:54 | There's our list, isn't that amazing?
It's in edit mode, because it just pasted
| | 04:57 | everything in. I can stop editing my list.
| | 05:00 | And wow, that's pretty cool.
Let's go back to Access.
| | 05:04 | It says, do you want to save these export
steps, so you can do this again and again?
| | 05:08 | Remember that when new items are added
to the inventory, we might want to go back
| | 05:11 | and be able to export this inventory
again to append records to the end of my
| | 05:15 | SharePoint list, so I can save this.
It can have a really long name, or I
| | 05:20 | could edit this name if I wish. And
I might say something like export,
| | 05:26 | inventory, to SharePoint. Give
it a description if you wish.
| | 05:30 | And if you need to do this on a periodic basis.
| | 05:33 | If you need to upload the inventory
every Wednesday afternoon, you can create an
| | 05:37 | Outlook task. And then it
even gives you a hint on how
| | 05:40 | to make that a recurring task. So if
I want to save this export file I can.
| | 05:45 | And that works just fine. So, in
that case, the next time I want to
| | 05:48 | do this I'll actually go to my
saved exports, and here it is.
| | 05:52 | Now, what if I have data in
SharePoint that I want to be able to show here?
| | 05:57 | See, from my point of view, in Access.
My favorite data is data that somebody
| | 06:00 | else is responsible for updating. So
if I know that there's a list, I need
| | 06:05 | an access that someone else is
maintaining at, in SharePoint or Excel,
| | 06:08 | or in an ODBC database. That
makes me really hungry to go get
| | 06:12 | that list. Let's go
ahead and import a SharePoint
| | 06:15 | list right now from our same site.
And I'm going to link to the list.
| | 06:19 | If I import the data source in a new table.
| | 06:22 | I'm actually going to be creating a
copy of it, and I'll be responsible for
| | 06:24 | maintaining that copy. This is
dynamic data, so I want to link
| | 06:28 | to it. And the data that I want to go get is
| | 06:31 | data about our vendor contacts. So let
me go show you that data real quickly.
| | 06:36 | This is a list we haven't
used a lot, but here it is.
| | 06:39 | Here are our vendor contacts. And
lets go back to access and create
| | 06:44 | this link. So I've
provided the name of the site.
| | 06:47 | This is every single list that is
available for me to link to, and I just
| | 06:50 | need to choose the right one.
It tells me the last time it was
| | 06:54 | modified, and if this date is five
years ago and you know this data changed
| | 06:57 | yesterday, you're probably looking at
the wrong list or on the wrong site I'm
| | 07:01 | going to click OK, and it's here.
That's all the harder that was.
| | 07:07 | Here's my vendor contacts list. Now,
this list, is actually linked back
| | 07:11 | to the data. So what that
means is, I can change data
| | 07:14 | here, or I can change data Over in my
list in SharePoint, provided that I have
| | 07:19 | the right permissions to change it in
either place, to do more than just see it.
| | 07:26 | So let's say for example, that, the name
of this company changed to Fab Home Designs.
| | 07:31 | And I change it here. Notice
that it's still writing, we still
| | 07:34 | have a little pencil there. When
I go down to the next record, that
| | 07:37 | should actually be written.
There's my Fab Home Designs that Neri
| | 07:41 | Montry works for. Let's go back.
| | 07:44 | I don't expect to see anything changed here
because the browser hasn't been refreshed.
| | 07:48 | As soon as I refresh my
browser, notice Fab Home Designs.
| | 07:52 | In the same way, if I make a change
here. So we have for example at home
| | 07:56 | incorporated, but they've changed their name.
| | 07:59 | So lets go ahead and edit
this and their now an llc.
| | 08:03 | So were going to go ahead and change this.
| | 08:05 | It's changed here, it's saved in SharePoint.
| | 08:08 | Let's go back to Access. Now
you'll notice that nothing's happened
| | 08:12 | here yet, and that's because access
is not refreshing on a constant basis.
| | 08:16 | If I'd like to refresh, I have some choices.
| | 08:18 | I have the choice to say that I'd
like to refresh this particular list.
| | 08:22 | So right-click > More Options > Refresh List.
| | 08:26 | And when I do, you'll
notice it's now at Home LLC.
| | 08:29 | I have other ways that I can refresh
lists as well, refresh a specific list or
| | 08:34 | refresh all of them here
on the home tab in access.
| | 08:39 | So quickly and easily, I can link or
copy via import information from SharePoint
| | 08:44 | into access. I can take
lists, that I created here in
| | 08:49 | Access, and I can share them in
SharePoint, by publishing them.
| | 08:54 | And finally, the other choice that I hav,
is to actually take my entire database
| | 08:59 | here in Access, and publish all of the tables.
| | 09:03 | To a SharePoint site, and connect to
them back in access to make my database,
| | 09:07 | portable and secure, all at the same time.
| | 09:10 | That's just some of the ways that
acces and SharePoint work together.
| | 09:15 |
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| 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
| | 00:11 | SharePoint and the same way I can
create and save any other Microsoft Office
| | 00:15 | document in SharePoint. So,
when I choose to File, I can then
| | 00:20 | save the document or choose Save As.
And here are my web locations, my
| | 00:26 | SharePoint sites. When the
document is on the site, though,
| | 00:29 | there are a couple of other interesting
things that we might want to know about it.
| | 00:33 | Here in SharePoint there's a Visio document.
| | 00:36 | Now, remember that in most
organizations and probably in your organization as
| | 00:40 | well, there are a number of users who
would like to see Visio diagrams but only
| | 00:44 | 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
| | 00:53 | Visio, 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
| | 01:04 | people who don't have Visio interact with them.
| | 01:08 | Now, you might say, I
could just save it as a PDF.
| | 01:11 | Yes, you could, but then
you're working with a copy.
| | 01:14 | And whenever you make a change,
you 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
| | 01:21 | can work with document however they wish.
They can actually leave you comments
| | 01:26 | about the document here. It's a
lot easier to click Comments and
| | 01:30 | put a comment here than it is to comment in
a PDF and then email it back to the author.
| | 01:36 | Like, I like this new
design you're using, for example.
| | 01:41 | So, Visio web access, which is a
service that actually is installed with share
| | 01:45 | point, works really well and makes it
easy for all of your folks to be able to
| | 01:49 | engage with your Visio diagrams. So,
because we're running SharePoint
| | 01:55 | server, this diagram, which is
created based on an Excel workbook, can be
| | 02:00 | automatically refreshed by
Visio web access in SharePoint.
| | 02:06 | So, I've saved my Excel workbook in
SharePoint, I created this diagram based
| | 02:10 | on that workbook, it's also living in
the same site, that's important, and when I
| | 02:14 | make a change to the Excel workbook, we
can automatically refresh that change here.
| | 02:20 | That's what that refresh button is for.
So, if I'm running SharePoint server as
| | 02:24 | opposed to SharePoint foundation, I get
even a little bit more out of Visio web access.
| | 02:29 | And there are two more things I can do
with Visio in this version of SharePoint.
| | 02:33 | Vizio's always capable of creating a
web page that can include some controls to
| | 02:38 | allow me to view a document in a browser.
So, if I have a huge organizational chart
| | 02:44 | or a huge diagram of any kind, I can
still create a webpage, an HTML page, and
| | 02:48 | connect that page to a SharePoint site.
You'll find lots of information about
| | 02:54 | different ways to save Visio diagrams in
the Visio essential training courses in
| | 02:58 | the lynda.com library. The last
thing that I can do with Visio
| | 03:02 | is amazing, and it's something that's
new in the last two versions of SharePoint.
| | 03:08 | I can create a Visio diagram, and use that
diagram to automate a workflow in SharePoint.
| | 03:14 | Now, most of the time, I'm going to use
SharePoint Designer or another tool to
| | 03:18 | create workflows,
because I'm familiar with them.
| | 03:21 | But here's the beauty of using Visio.
If your organization is like many I work
| | 03:25 | with, you'll have a number of people
in your organization that understand
| | 03:28 | flowcharts just fine. And if
you give them access to Visio
| | 03:32 | Professional or Visio Premium,
they can create workflows.
| | 03:36 | And then, you can automate them.
This empowers business users to be able
| | 03:40 | to do an analysis of their own processes.
And even if you don't choose to create
| | 03:45 | your flowcharts using Visio, you can
always take your SharePoint Designer
| | 03:50 | workflow you created and save it
in Visio to share with the business.
| | 03:56 | It's an easier way to communicate process
information, than for example, opening up
| | 04:00 | the SharePoint designer
and saying see what's here.
| | 04:03 | So, a lot of integration between the
work flow features of Vizio and the diagram
| | 04:08 | presentation features of
Vizio and Microsoft SharePoint.
| | 04:13 | These two products go well together.
If you're a person who uses Visio, you
| | 04:17 | want to know more about SharePoint.
And if you're a person who works as a
| | 04:21 | business analyst full time or part time
in your workplace, this is a great set of
| | 04:25 | tools that work well together and that
help you create products and deliverables
| | 04:29 | that your business will understand.
| | 04:33 |
| | Collapse this transcript |
|
|
9. SharePoint PermissionsSharePoint permissions: The basics| 00:00 | When people talk about permission to
use a SharePoint site, there are often
| | 00:04 | different ways in which
they use the word permission.
| | 00:08 | For example if I say, I have permission
to log into a server or log into a site,
| | 00:11 | it's really not permission I'm talking about.
| | 00:15 | It's something more specific,
that's actually called authentication.
| | 00:19 | How does the server know I'm who I say I
am, so that I can have appropriate access.
| | 00:25 | But the access that I get once I've been
authenticated, once Windows or some other
| | 00:29 | system has told the server,
hey, she's who she says she is.
| | 00:34 | The permissions I have after
that point are site permissions.
| | 00:38 | In this movie, I want to talk to you
about how you can think about and plan
| | 00:41 | permissions for your SharePoint site.
And then, in the next few movies, we'll
| | 00:46 | see how to set permissions. I'll
tell you first, that this is an area
| | 00:50 | where many SharePoint administrators
wish they'd known more when they started.
| | 00:55 | And that they'd had a better frame
work for thinking about permissions.
| | 00:59 | So, my job here is to provide
you with a way to think about this.
| | 01:02 | First, there are two
things that you need to balance.
| | 01:06 | One is, you want to make sure that users
only have access to the information that
| | 01:09 | they need to do their jobs. The
second is, you want to make sure that
| | 01:14 | you can actually administer the server,
and administer that level of permissions.
| | 01:19 | So at one end of the spectrum, I could
actually set permissions at the document level.
| | 01:24 | And say, you work in payroll, you need
to have access to these five files in this
| | 01:28 | SharePoint library that has hundreds of files.
| | 01:32 | But if I did that for every user, I would
never have time to keep those Permissions
| | 01:37 | up to date. So at the
opposite end is that need to be
| | 01:41 | able to arrange my Sites, my Lists and
Libraries in such a way that managing
| | 01:45 | Permissions becomes easy.
Because if managing Permissions is
| | 01:51 | difficult or impossible, sooner or later
someone will have permission to something
| | 01:55 | they shouldn't have had permission to.
Simply because it's hard to administer
| | 02:01 | the permissions that we laid out.
When you start working with permissions
| | 02:05 | for your site, begin by relying on
the standard permissions groups that are
| | 02:09 | built in to SharePoint.
The first group is members.
| | 02:13 | And many of the people on
any site will be members.
| | 02:16 | Members are allowed to edit
documents, to add documents to the library.
| | 02:21 | But they're not allowed to change the structure.
| | 02:24 | They can delete a document that they posted,
but they can't add columns to the library.
| | 02:30 | So, members have the ability to be
contributors but not to change the structure.
| | 02:36 | Then you have visitors,
visitors have read only access.
| | 02:39 | And sometimes distinguishing between
these two groups will actually get you a
| | 02:43 | long way in setting permissions, because
there are often many people who should be
| | 02:48 | aloud to read documents. And we
don't normally give them permission.
| | 02:54 | We say, well, you know, if
they need it, they can ask for it.
| | 02:57 | But really, if they could read it, and
should be able to read it, but we don't
| | 03:01 | want them changing it, there's your visitors.
| | 03:05 | Interestingly enough, in many sites that
I work with, visitors might be people who
| | 03:09 | aren't visitors to the organization,
but are leaders in the organization.
| | 03:14 | But what they need to do is read
the work that's being done by teams.
| | 03:18 | They don't need to edit it
themselves. Finally you have owners.
| | 03:22 | Owners are people who can change site settings.
| | 03:26 | You want to have a small number of
people in your owners group because these are
| | 03:29 | people who can change the
structure. They can change the settings.
| | 03:33 | They can change the look and feel of your site.
| | 03:36 | They can delete entire lists and
libraries, and then empty the recycle bin
| | 03:39 | if they wish. So this is a
small number of trusted people.
| | 03:44 | It's not unusual on a site to have only
a small handful of owners, 1 or 2 or 3
| | 03:49 | people, in addition to the
SharePoint server administrator.
| | 03:55 | Another key concept when we think
about permissions is inheritance.
| | 03:59 | I have the Inside No Obstacles Internet
site that we've been working with, and it
| | 04:03 | has a set of permissions. It has
a group of owners, it has a group
| | 04:07 | of members, and it has a group of visitiors.
| | 04:10 | And each of them have different permissions.
| | 04:12 | Then we have the Inside Home site.
It's possible for me to inherit all the
| | 04:17 | permissions from Inside No
Obstacles in the Inside Home Site.
| | 04:21 | As a matter of fact, that's the default setting.
| | 04:24 | So that if I'm an owner in Inside No
Obstacles, I'm automatically an owner in
| | 04:27 | Inside Home. If I'm a
visitor in Inside No Obstacles,
| | 04:31 | I'm automatically a visitor in Inside Home.
| | 04:34 | And the same with members. The
same thing is true of Inside Sport, I
| | 04:37 | can inherit permissions. And I
can inherit the same permissions
| | 04:41 | from my Employee Self Service portal.
We've spent some time in the employee
| | 04:45 | self service, so I'll remind you that
there's a shared documents library there
| | 04:48 | and a new employee documents library.
So the question is, is it appropriate for
| | 04:54 | me to inherit
permissions for all of these sites.
| | 04:57 | And libraries and lists. And all
of the items that are in each one
| | 05:01 | of the lists and
libraries. I want to be planful.
| | 05:05 | Because, in my best world, what will
happen is, I will inherit permissions as
| | 05:10 | much as I can. When I
inherit permissions, the bonus I
| | 05:13 | get is, I only have to manage permissions once.
| | 05:16 | So if, for example. I can
imagine that everyone on Inside No
| | 05:21 | Obstacles has the same user groups and
permissions as everything inside Employee
| | 05:26 | Self Service, and everything
inside both of these document libraries.
| | 05:33 | I only have to set permissions once,
here in the Inside No Obstacles site.
| | 05:38 | Two ways this is spoken of. One is,
that the Employee Self Service
| | 05:42 | site and its libraries would inherit
permissions from Inside No Obstacles.
| | 05:47 | Or, that the permissions from Inside No
Obstacles cascade through Employee Self
| | 05:52 | Service, Shared Documents,
and New Employee Documents.
| | 05:58 | So when you hear the word inherit, or
cascade it's the same notion just from
| | 06:01 | two different directions.
When you're planning your site
| | 06:05 | permissions then, you want to
determine how you can inherit or not inherit.
| | 06:11 | Because if I assume that I need
different unique permissions in Insight Home.
| | 06:16 | Then I have to manage the permissions there.
| | 06:18 | If I need different permissions for
Inside Sport, I have another place I need
| | 06:22 | to manage permissions. And
unfortunately, in this site, and in
| | 06:26 | many sites, that's how this works.
So, when we take a look at our site.
| | 06:31 | Inside No Obstacles is the top-level
site and it has unique permissions.
| | 06:35 | But Inside Sport is a sub-site, and
it has unique permissions, too for the
| | 06:39 | entire sport division. However,
all of the libraries and list
| | 06:43 | inside the sport division can inherit
the permission of the sport division.
| | 06:49 | So, here's one unique set of permissions
and another, but at that point I'm then
| | 06:53 | inheriting permissions.
Inside Home has another set of
| | 06:57 | permissions because it's a totally
different staff group from Inside Sport.
| | 07:02 | But once I've set up those unique
permissions from Inside Home, I can those
| | 07:06 | same permissions in its libraries and less.
| | 07:09 | Employees Self Service site can actually
inherent all of the permissions directly
| | 07:13 | from Inside No Obstacles,
and so can it's libraries.
| | 07:17 | And that's because Inside No Obstacles,
the top level site is actually pretty
| | 07:21 | buttoned down, as is the Employees Self
Service site and it's libraries and list.
| | 07:28 | I can create a spreadsheet like this in Excel.
| | 07:32 | You can create it in Power
Point if you wish as a drawing.
| | 07:35 | But this is exactly the kind of
spreadsheet that you need, to be able to
| | 07:38 | plan out your permissions. It's a
really good thing if under site or
| | 07:42 | library, you have the actual URLs to
the site because if your in excel, you can
| | 07:45 | click and go directly to that
site, and take a look at it.
| | 07:50 | And you want to make sure that whenever
you're refering to permissions that are
| | 07:54 | inherited, they're
inherited from the level above.
| | 07:58 | So, Employee Self Service
inherits from Inside No Obstacles.
| | 08:03 | Shared Documents and New Employee
Documents inherit from Employee Self Serivce.
| | 08:09 | They can't inherit from Inside Sport or
Inside Home, because they're not related.
| | 08:14 | The other way we'll talk about this
structure, is to say this is a parent
| | 08:18 | site, these are child sites, and these are
actually child libraries inside this site.
| | 08:25 | So I can only inherit
permissions from my parent site.
| | 08:29 | So what are our best practices for permissions?
| | 08:31 | How do we put this all together
and imagine what it is we want to do?
| | 08:35 | Well, first start with that spreadsheet.
But then I would say that many SharePoint
| | 08:39 | administrators are agreed that the
biggest mistake one can make, is to be
| | 08:43 | willing to sign permissions to individuals.
| | 08:47 | You always want to create groups.
And then add people to the groups.
| | 08:52 | Even if it's only one person. So
image someone comes to you and you
| | 08:56 | need to give them unique permissions.
Create a group describing their permissions.
| | 09:02 | Perhaps site designer, not contributer.
Create that set of permissions for that
| | 09:08 | group, and then once you've created the
group and assigned permissions, you can
| | 09:12 | add that user to it. Later on
you'll have another user like
| | 09:16 | that, put them in the same group.
Set permissions at the highest level
| | 09:21 | possible and inherit permissions.
So if you can, the ideal would be to
| | 09:25 | create a set of permissions at the site
collection level that are going to serve
| | 09:29 | for most of the sites. Then, in
Inside Sport and Inside Home, we
| | 09:35 | can set unique permissions, but
we'll try to set them at the site level.
| | 09:41 | If you need to, then, you could set
permissions at the library or list level.
| | 09:46 | But I would suggest that you totally
avoid setting permissions for individual
| | 09:50 | documents, for the same reason that you
shouldn't set permissions for individuals.
| | 09:55 | If you have a document or data that
needs a particular level of security, because
| | 10:00 | it's more sensitive, then place
it in its own list or library.
| | 10:06 | So when possible, we're going to set
these broadly based high level groups,
| | 10:10 | and we're going to plan our sites so that
the items in them can share permissions.
| | 10:16 | So that if we have three libraries in a
site In the best of all worlds, we can
| | 10:19 | inherit permissions from that site to
two or all three of those libraries.
| | 10:25 | But if I have that sensitive or
confidential information, I will put it
| | 10:30 | in its own library or its own sub-site.
And provide unique permissions for that
| | 10:36 | library or site, rather than unique
permissions for individual documents.
| | 10:42 | If you follow these best practices,
you'll find it much easier to be able to
| | 10:47 | plan your permissions for your SharePoint site.
| | 10:52 | And also easier to maintain
those permissions going forward.
| | 10:56 |
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| Viewing group and user permissions| 00:00 | Let's take a look at how you examine the
permissions for groups and individuals in
| | 00:04 | a SharePoint site. I'm going
to click the Settings button
| | 00:08 | and choose Site Settings, and I will
see a whole lot of settings because I'm an
| | 00:12 | administrator, an owner on this site.
If you're not an owner on this site you
| | 00:18 | may not see very much here. You
might only see a couple of choices,
| | 00:22 | and that would let you know that you
don't have the sufficient permission to
| | 00:26 | do what we're going to do right now.
I'm going to click in the users and
| | 00:31 | permissions group, site permissions.
These are the groups that are set up for
| | 00:35 | this site, and if there were any
individuals listed they would also show
| | 00:39 | here, but I don't have any
individuals who have permission on this site.
| | 00:45 | That's a good thing. So here is
the No Obstacles Members group.
| | 00:50 | The No Obstacles Owners group.
And the No Obstacles Visitors group.
| | 00:55 | So let's go take a look at the
permissions that have been given to each
| | 00:58 | of those. Broadly the
members can edit, owners have
| | 01:02 | full control, and visitors can read, but
it's actually a little more interesting
| | 01:06 | than that. So if I chose
this group, I can click to
| | 01:10 | edit user permissions, and
that also lets me very them.
| | 01:15 | So if you're a member of the
No Obstacles Incorporated group.
| | 01:19 | You can edit. Now notice
that you can edit, and add and
| | 01:23 | delete lists. So these are
broader permissions on lists.
| | 01:28 | You could create a list,
you could also delete it.
| | 01:31 | And you have the ability to view, add,
update, and delete, list items and documents.
| | 01:37 | So no ability to create libraries,
but the ability to create lists.
| | 01:42 | And also some limited access with
specific lists, document libraries, list
| | 01:47 | items, folders or documents
when giving special permission.
| | 01:52 | So, there's some limited access in some
specific settings, because on some sites
| | 01:56 | this members group has been giving more
limited access, but right now we really
| | 02:00 | looking at someone who can create lists.
And who has the ability to be able to add
| | 02:07 | items to lists, and add
items to documents libraries?
| | 02:11 | Now let's take a look a
permissions for our visitors.
| | 02:18 | Our visitors can view pages, and list
items, and they can download documents.
| | 02:27 | So they have the ability to have a
document offline, but they can't save the
| | 02:32 | document back to the SharePoint site. So
this is a little bit more than Read Only.
| | 02:39 | We often think that Read Only means
that you can simply read but you can't
| | 02:42 | actually edit a document. They
can, but the edited copy can't be
| | 02:47 | re-saved to SharePoint by this user.
Let's contrast that with view only.
| | 02:53 | They can view pages, list items and
documents but they can't download a document.
| | 02:59 | So if we really meant a user to have view
only permissions, and we're going to have
| | 03:03 | some of those, then we would want
to create a different group than the
| | 03:06 | visitors group, and we'll be
doing that in a little bit.
| | 03:12 | Now let's go take a look and
find out what our owners can do.
| | 03:17 | Once again i select the group. I click
Edit User Permissions > Full Control.
| | 03:22 | So the owner can do anything. All of
the permissions that are listed here.
| | 03:26 | I can: view, and add, and update,
delete, approve and customize.
| | 03:31 | I can accidentally do
things I wish I hadn't done.
| | 03:34 | This is a lot of power to have, so owners
are your full control folks on the site.
| | 03:39 | Now that's how you find out what
permissions there are for groups.
| | 03:42 | How would I find out what
permission an individual has?
| | 03:46 | Well, whether I want to know about an
individual or a group I can click the
| | 03:50 | Check Permissions button. And if,
for example, I want to find out
| | 03:54 | what Mark LaCie's permissions were, I
can enter Mark, click Check Now, and I'll
| | 03:58 | find that Mark has read permissions
because he's a member of the Visitor's
| | 04:02 | group, but he also has edit permissions
because he is a member of the Member's group.
| | 04:10 | You might think, why is
he a member of both groups?
| | 04:12 | Because he's in another group that's
been added to both of those groups.
| | 04:18 | This isn't unusual. Let's go
do that again, and let's take a
| | 04:21 | look at what our CEO's permissions look like.
| | 04:28 | So I'm going to check the
permissions for Gerald Leonard.
| | 04:34 | Gerald is a member of one group, the
members group, and by being a member of
| | 04:39 | that group, has edit permissions. So
this is how you check to find out what
| | 04:45 | kind of permissions a user or a group has.
| | 04:50 | If I'd like to see the Permission Levels
on the site as a whole I can simply click
| | 04:54 | Permission Levels, and I will see all of
the possible Permissions that are here,
| | 04:58 | including Full Control Limited Access and so on.
| | 05:03 | Note that I can actually delete some of
these Permission Levels but two of them I can't.
| | 05:08 | I can't delete Full Control,
and I can't delete Limited Access.
| | 05:11 | So this is how we see what
permissions are available to what groups.
| | 05:16 | If the groups that are here
meet all of my needs that's fine.
| | 05:20 | I simply add members to these groups,
and we'll see how to do that next.
| | 05:25 | But if I don't have all of the groups I
need I can create my own security groups.
| | 05:31 | And we're also going to learn about
that in this section of the course.
| | 05:35 |
| | Collapse this transcript |
| Adding users to a security group| 00:00 | When you have users or groups of users
that need to access parts of SharePoint
| | 00:04 | they haven't accessed before, you'll need
to give them permission to have that access.
| | 00:10 | Now this is different than authentication.
| | 00:13 | Authentication is Windows saying
this user is who they say they are.
| | 00:17 | And that's what allows them to Login to
SharePoint, but after they're here, if
| | 00:21 | they're going to do anything, even if
they're going to simply view this page,
| | 00:24 | they need to have
Permissions that you grant them.
| | 00:28 | I'm going to begin then by clicking
on Settings and choosing Site Settings.
| | 00:35 | And you can tell that I have lots of
Permissions here or I wouldn't see almost
| | 00:38 | any of this. If you only
see a very short list here
| | 00:42 | then you may not have
permission to change site permissions.
| | 00:47 | But in the users and permission section,
if you click on Site Permissions, you can
| | 00:52 | see the groups that are
established on this site.
| | 00:57 | And I need to grant permissions to a new user.
| | 01:00 | There are several ways to do this.
One way is, that I can click the group I
| | 01:04 | need to add them to. In this
case, No Obstacles Members.
| | 01:09 | And we can say that we're
going to add users to this group.
| | 01:13 | Now, we're going to be
removing everyone as a group.
| | 01:19 | Because everyone shouldn't have
the member level of permissions.
| | 01:23 | So, we'll be adding a number of users.
We're going to add Gerald and we're
| | 01:28 | going to add Juan Ricardo,
and Mark LaCie is already there.
| | 01:34 | And I have owner permissions,
but we need to add a key.
| | 01:40 | And I have some options here, that say
send an email invitation to these folks.
| | 01:45 | And that's a great thing to do, because
then they get an email with a link that
| | 01:48 | will bring them to the site. So if
this is a new site, this is exactly
| | 01:52 | what you want to do. And you can
also add some personal information.
| | 01:55 | Now, in this case, I actually wouldn't do
this, because they're still going to have
| | 01:59 | the permission they had in the Everyone Group.
| | 02:02 | But if I were adding a new person to this site.
| | 02:05 | Then I'd be saying, "welcome to the." And
telling them information about the site.
| | 02:11 | A nice practice around that is actually
to have a welcome letter written for each
| | 02:15 | of the sites. By whoever
the business owner of that
| | 02:19 | site is. If it's the Inside Home Group, then
| | 02:21 | perhaps the director of that
group, or the vice president.
| | 02:25 | Have those in a Word document, so you can
copy and paste those in to say, you know?
| | 02:29 | Welcome, and here's a link. In
this case, though, I'm not going to
| | 02:33 | send an email invitation. And
remember that that's an option, it's
| | 02:37 | just a little hidden. And I'm
going to go ahead and share with
| | 02:41 | those folks. And there they are.
| | 02:44 | So, that's how easy it is to add someone.
Another way that I can do that, is rather
| | 02:51 | than choosing the group first,
I can click Grant Permissions.
| | 02:57 | And it says 'invite people to edit',
but if I show the options I actually have
| | 03:01 | access to all the groups. So if
I wanted to add someone to the
| | 03:06 | Members Group or say the Visitors
Group. We're going to add everyone to the
| | 03:11 | Visitors Group for this particular site.
I really don't want to send an email
| | 03:16 | invitation to everyone because I like to stay
on good terms with my exchange administrator.
| | 03:23 | So I won't send that new email
invitation unless we're in the process of rolling
| | 03:28 | this out in a relatively small organization.
| | 03:32 | I might want to send an email to
everyone of 50 people, but I do not want to send
| | 03:36 | an email to everyone of
the 7000 employees we have.
| | 03:40 | Now I'm going to go ahead and click Share.
| | 03:45 | So now, when we take a look at our
visitors, you'll notice that we have
| | 03:49 | everyone, and we have Mark. We're
going to fix that in a future movie.
| | 03:54 | So, this is how we add a
user to a Security Group.
| | 03:58 | We simply either choose the group and
add them, or we click, Grant Permissions.
| | 04:04 | And then, we'll show Options, and choose the
level of permissions that we wish to provide.
| | 04:10 | Either of those methods will
allow you to add users to your groups.
| | 04:15 | And will allow you to add groups to your
groups, as well, here in SharePoint permissions.
| | 04:21 |
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| Deleting users from a security group| 00:00 | Just as we can add users or groups of
users to a security group, we can also
| | 00:04 | delete or remove them from a security group.
| | 00:09 | So, if for example, we
look at the members group.
| | 00:12 | We saw earlier that everyone, the
group that is all people who can be
| | 00:15 | authenticated on this server, not
everyone in the world, but everyone who
| | 00:19 | can get this far,
actually has member permissions.
| | 00:24 | And that's not what we want to do here.
We actually would prefer to have all of
| | 00:29 | our members either listed here, or
in other groups that we then provide
| | 00:33 | permissions to here. One of the two.
| | 00:37 | But we don't want everyone
to have member permissions.
| | 00:41 | We do want everyone to have permissions
that are similar to visitor permissions,
| | 00:45 | and we'll work on that in a bit. But
right now, we're going to remove the
| | 00:49 | Everyone group here. So, we'll select it first.
| | 00:55 | We'll choose Actions > Remove Users From Group.
| | 01:01 | So, we're going to remove
everyone from the members group.
| | 01:05 | And that works. So, now when
I return back to my settings
| | 01:08 | and look at the permissions tab and open
up members again, I'll find that I only
| | 01:13 | have members, members here.
And if I want to find out what
| | 01:19 | permissions everyone has, remember
that I can go to check permissions.
| | 01:24 | And we can say, okay, show me what everyone has.
| | 01:28 | And we find that the everyone group
is a member of the visitors group.
| | 01:35 | And therefore, anyone in the
organization that isn't given specific members or
| | 01:40 | owners permission, will still have
the ability to read here on our site.
| | 01:46 | It's always a good idea to go through that
process after you delete a user or group.
| | 01:53 | Go ahead and check their Permissions.
It's a great double-check to ensure that
| | 01:57 | you've set the permissions as you
intended, particularly if someone is
| | 02:01 | moving from one area of your
organization to another or has left employment or
| | 02:05 | consulting with your group. So,
always go back, double-check, and
| | 02:11 | make sure that the permissions that
are remaining are exactly the permissions
| | 02:14 | that you would expect to see. (SOUND).
| | 02:18 | And yes they are. So, that's
how we delete a user or group.
| | 02:25 | Simply choose them and delete them.
| | 02:28 |
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| Creating and modifying security groups| 00:00 | I want to create a new security
group that doesn't already exist.
| | 00:04 | And here's the reason. On our
No Obstacles site and on our
| | 00:08 | Employee Self Service site, I have
documents that I'm happy to have people
| | 00:12 | look at, but only members
should be able to download them.
| | 00:17 | I actually don't want visitors to download them.
| | 00:19 | Although, they're free to
read them on the screen.
| | 00:22 | So, we're going to add a new view
only group to our site collection.
| | 00:28 | Let's choose Settings > Site
Settings > Site Permissions > Create Group.
| | 00:41 | Now, I'm going to give this group
the same kind of name the other groups
| | 00:44 | already had. And let me
go back and just show you
| | 00:48 | those names, No Obstacles Inc.
Members, Owners, and Visitors.
| | 00:54 | These are viewers of a different
portion of the site, Excel Services.
| | 00:58 | And in our site collection, as we
develop more and more unique permissions, we'll
| | 01:02 | want to make sure that we
faithfully use the same nomenclature.
| | 01:08 | So, if this group is going to be for all
of No Obstacles Inc., View Only, it needs
| | 01:11 | to start exactly the same way these
do. So, No Obstacles Inc., View Only.
| | 01:21 | It says about me but this
has nothing to do with me.
| | 01:24 | I'm going to provide a
description for this group.
| | 01:27 | This is a rich text back, so I have
the ability to provide a long description
| | 01:31 | with a numbered list or anything else I wish.
| | 01:34 | But this is simply view only
access. No document download.
| | 01:39 | Group owner. SharePoint chooses me.
| | 01:44 | That's wonderful but what
happens if I win the lottery?
| | 01:47 | Or if there's need for someone
to do some work as a site owner?
| | 01:51 | Or if there's a need for some
group owner work while I'm on vacation?
| | 01:56 | So, I'd love to add someone else. But
actually I'm only allowed to have one
| | 02:01 | name here. And at this
point, it's very tempting to
| | 02:04 | say oh, I'll just leave myself. But
the same rule I told you earlier for
| | 02:09 | individuals at any level of
permission in a site, applies here.
| | 02:15 | I should never be entering an
individual's name as the owner.
| | 02:18 | I should be adding a group. In this
case, the No Obstacle Owners Group.
| | 02:23 | That way, there are two of us, both of
us in the owners group, who can actually
| | 02:27 | make changes here. Who can
view the membership of this group?
| | 02:31 | Well, we're going to add everyone to this
group, so I'm happy to let everyone see.
| | 02:37 | And who can edit the membership?
Well, that's the group owner, the No
| | 02:40 | Obstacles Owners. You might
set up a group sometime where
| | 02:44 | individuals who are in the group are
allowed to give other people permission.
| | 02:49 | But that's unusual. Let's say
I have a group that I'm setting
| | 02:55 | up for a site where
people are encouraged to join.
| | 03:00 | For example, all of the individuals in
our company who are going to donate time
| | 03:04 | to work for a particular non profit cause.
| | 03:08 | So, it might be that we have a group that
we want people to jump into because then
| | 03:12 | they can have access to this site. In
that case, I would allow requests for
| | 03:17 | people to join the group. And
if I'm simply going to say yes to
| | 03:21 | everyone who applies, then, we may as
well let SharePoint automatically accept
| | 03:26 | those invitations and requests. If
I am not willing to allow folks to
| | 03:31 | apply to join the group, then obviously
I wouldn't auto-accept requests, because
| | 03:36 | I'm not taking any. Finally, I
need to give group permission
| | 03:43 | to this site. If I want to see the permission
| | 03:46 | assignments, I can click here. But
if I do, it will wipe out everything
| | 03:49 | in this form that I've filled in. So
I don't want to click that link and
| | 03:53 | leave this page. I
actually want to simply check, and
| | 03:57 | click and create, to
provide view only permissions.
| | 04:01 | I'm automatically added to
this group. That's fine for now.
| | 04:04 | We know how to delete me.
And here's the, no obstacles
| | 04:08 | incorporated, view only group.
When I look at my list of groups it
| | 04:12 | appears here, and it makes sense it
looks like the others if you only access no
| | 04:16 | document download. I could
have put a hyperlink in, that
| | 04:21 | would be nice. I should have
this work exactly the same way.
| | 04:26 | That's something that I can do right
now because we can actually modify this if
| | 04:29 | we'd like. So I like this description, use this
| | 04:32 | group to grant full control permission. I
can actually select this one right here.
| | 04:39 | Let me just copy that, and
let's go modify this group.
| | 04:46 | Use this group to grant people
View only permissions to this site.
| | 04:53 | That's how easy it is to modify a group.
Simply go to the list of groups and click
| | 04:57 | edit, make whatever
changes you wish, click okay.
| | 05:01 | And now let's go back to our list of groups.
| | 05:05 | No Obstacles Inc. view only,
use this group to grant people
| | 05:08 | view only permissions to this SharePoint site.
| | 05:12 | There's a beautiful thing. Now that's
how easy it is to create a new group.
| | 05:17 | When you create security groups they
are good for the whole site collection.
| | 05:21 | So, I can't have a duplicate of a name I
already have and if I want to create new
| | 05:26 | members, owners, and visitors groups for
Inside Home and Inside Sport, there's a
| | 05:30 | really easy way to do that when we
disinherit the permissions, as you'll see
| | 05:35 | in the next movie. But when
you want to create a new group
| | 05:42 | for a site that already has unique
permissions of it's own, this is the way
| | 05:45 | to do it. And this is
how you modify those groups
| | 05:50 | once they've been created.
Pretty easy very straight forward.
| | 05:55 |
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| Setting unique or inherited permissions| 00:00 | Currently, all of our sites here use
the same set of permissions and the same
| | 00:04 | permissions groups
inherited from Inside No Obstacles.
| | 00:09 | We need to create different permissions for
the Inside Home and Inside Sport sub-sites.
| | 00:16 | They can't inherit the permissions
of Inside No Obstacles and meet their
| | 00:19 | business need. So, what
we're going to do is disconnect
| | 00:23 | the inheritance for Inside Home,
and then later for Inside Sport.
| | 00:29 | And at the same time, we're going to
create some new groups for Inside Home.
| | 00:35 | And at the same time that we disconnect
the inheritance, we will be creating new
| | 00:40 | groups for visitors,
members and owners of the sites.
| | 00:45 | Let's see how that's done. I
always just like going do this site
| | 00:50 | first because it reminds me
where I am and what it is I'm doing.
| | 00:55 | And then, let's go to Site
Settings and choose Site Permissions.
| | 01:02 | Notice that when I'm in the sub-site,
rather than the site at the top of the
| | 01:06 | site collection, I have many fewer choices.
| | 01:10 | Because the site collection choices
are only available in the top level.
| | 01:16 | Let's choose Site Permissions.
And it says, this website inherits
| | 01:21 | permissions from it's parent. Yup, it does.
| | 01:24 | We need to stop that. So, I am
going to click Stop Inheriting
| | 01:28 | Permissions, the message says, you
are about to create unique permissions.
| | 01:33 | If you make any changes to the parent
website permission, they will no longer
| | 01:37 | affect this site. And to
manage changes in permissions
| | 01:41 | across multiple websites
using groups as recommended.
| | 01:44 | No kidding. We've been
talking about groups for awhile.
| | 01:46 | No individual permissions.
Bad road to start walking down.
| | 01:51 | Here's an interesting thing. I
often find SharePoint Administrators
| | 01:54 | who are creating whole site
collection, creating a site.
| | 01:59 | And immediately going and stopping the
permission inheritance, sort of a start
| | 02:03 | of the setup for a site. If I'd
done that, I would've disconnected
| | 02:07 | the permission inheritance
for this site a long time ago.
| | 02:11 | The reason I didn't is I'm
going to wait as late as I can.
| | 02:14 | Because the permissions on the parent
site are going to be copied down to this
| | 02:19 | site when I stop inheriting permissions.
When I click OK, I don't just get the
| | 02:24 | security groups that were built in, I get
any security groups that I created after
| | 02:28 | that time. We'll see that in a minute.
| | 02:32 | But right now, SharePoint's asking me
okay, how are you going to deal with your
| | 02:35 | visitors, your members, and your owners?
My choices are to use an existing group
| | 02:41 | or to create a new group. So, if
I use an existing group, then I
| | 02:45 | would probably be using no obstacles visitors.
| | 02:49 | And there's nothing that prevents me from
doing that just because I don't need all
| | 02:53 | of the inheritance, doesn't
mean I don't want some of it.
| | 02:59 | But I'm going to create a new group,
it will use the name Inside Home, and it
| | 03:02 | will say Inside Home Visitors. Now,
members of the site, Inside Home
| | 03:08 | members, and owners of the site, I could
have a new group called Inside Home Owners.
| | 03:15 | In that case, I should
actually put another group in here.
| | 03:20 | I should automatically assign some owners
to this site right away but for right now
| | 03:25 | I'm actually happy if the site owners
are exactly the owners we had already.
| | 03:32 | So, two new groups for visitors and members.
| | 03:36 | Keep the same owners as the parent
site has, and I'm going to click OK.
| | 03:41 | Now, let's go back to our Site
Settings and take a look at our permissions.
| | 03:48 | And you'll see that this website has
unique permissions and we have lots of groups.
| | 03:54 | The groups that already existed
and the groups that I just created.
| | 03:57 | All of them have some permissions.
If I go, for example, to check
| | 04:02 | permissions and say, okay, well what
happens with the no obstacles members?
| | 04:10 | And it says, well, they can edit. Why?
| | 04:14 | Because they could edit in the parent site.
| | 04:17 | So, all of those permissions have been copied.
| | 04:20 | If I do not want No Obstacles Members and
No Obstacles Visitors to have permissions
| | 04:26 | on this site, then I'll need
to get rid of those groups.
| | 04:31 | I can also simply keep them
and remove everyone from them.
| | 04:35 | And that's another possibility. But
if I wish to get rid of these groups,
| | 04:39 | the No Obstacles Members and the No
Obstacles Visitors, I can simply remove
| | 04:43 | these user permissions and they will
not have any permissions to this site, the
| | 04:48 | Inside Home site. I sort
of like this New Obstacles
| | 04:54 | Incorporated View Only group, though.
Perhaps, more than the visitor's group
| | 04:59 | that was set up. So right
now, Inside Home Visitors, it
| | 05:04 | doesn't have anyone in it. And No
Obstacles Incorporated View only
| | 05:10 | has a group of settings that I like.
So, we can take a look at that group.
| | 05:18 | We can add users to this group, and we
could say, we'll let everyone have View
| | 05:26 | Only access to this site. So again,
remove what you don't want, or
| | 05:35 | remove the people or groups you don't want.
| | 05:38 | And notice that we have the ability to
assign even groups from the parent site
| | 05:45 | to have permissions here or not. So,
that's how we stop inheriting permissions.
| | 05:53 | But what if we change our mind? But if we
decided I really do want that inheritance.
| | 06:00 | And you might think that
you would never do that.
| | 06:03 | But I think in many of the site
collections I've worked with, a site
| | 06:06 | owner has had a reason to go back and
to start inheriting permissions again.
| | 06:14 | So if we go back, then what we're going
to do is delete the unique permissions
| | 06:18 | and reinherit all permissions from the parent.
| | 06:23 | Before you do this, what you will want
to do is go take a look at the groups that
| | 06:27 | are used only in this site,
the Inside Home Members.
| | 06:32 | Make sure we know who those people are.
In this case, of course, just me, because
| | 06:37 | we haven't added anyone. The
Inside Home Visitors, make sure that
| | 06:41 | we're paying attention to
who's in this group as well.
| | 06:45 | Now, even if we go back to the inherited
permissions, these groups will continue
| | 06:51 | to exist. We'll have to
delete them at some point.
| | 06:56 | A good practice is actually to delete
them now if they're not used anywhere
| | 07:00 | else other than inside home. If
I delete unique permissions, the
| | 07:05 | groups that I created just for this
site the Inside Home Members and the Inside
| | 07:09 | Home Visitors will no longer
have permissions on this site.
| | 07:14 | But the groups will actually exist
and I will still need to delete them.
| | 07:18 | So, a good practice, at this point, is
to make sure that I don't have someone in
| | 07:22 | this group that isn't in any other group.
That I don't abandon a user who needs to
| | 07:27 | have access because I left them in one of these
groups and then removed the group's permission.
| | 07:33 | So, let's go ahead and
delete the unique permissions.
| | 07:37 | It says, this site includes things that
have been shared with specific people.
| | 07:41 | Those people will lose access,
I would be that person actually.
| | 07:46 | Notice now that the Inside Home groups
are no longer being given any permissions
| | 07:51 | in this site. So, we are
back to inherited permissions
| | 07:55 | that we would manage at the level of the parent.
| | 07:59 | Let's now go clean up
those groups we no longer need.
| | 08:02 | Let's go to Settings > Site
Settings > People and Groups > More.
| | 08:10 | And here, we have Inside Home
Members and Inside Home Visitors.
| | 08:13 | I'm going to edit Inside Home Members.
And now, we'll return and delete our
| | 08:20 | other group. (SOUND) And
we can go check, and those
| | 08:25 | two groups we created that were no
longer being used have been deleted.
| | 08:34 | So, if those groups are being used,
what's the harm of leaving them in the
| | 08:38 | site collection? Well, as we
customize our permissions and
| | 08:42 | we have additional sites with unique
permissions, we'll be creating more and
| | 08:47 | more security groups. Every site,
you'll generate at least two,
| | 08:52 | and usually more security groups.
Therefore, you really don't want extra
| | 08:57 | security groups that aren't connected to a
site floating around in your site collection.
| | 09:02 | It's important to try to keep things as
neat and tidy as you can here in SharePoint.
| | 09:07 | Because an important part of security is
only having security groups you're going
| | 09:11 | to use. Having them well
named and clearly delineated.
| | 09:17 | So, that's how we work with inheritance
and unique permissions when we set up our
| | 09:21 | SharePoint sites in SharePoint 2013.
| | 09:25 |
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|
|
10. SharePoint WorkflowsWorkflows: The basics| 00:00 | So, what's a workflow? Well, in
your organization, a workflow is
| | 00:04 | a process that goes from one activity to
the next, to the next, until it's complete.
| | 00:11 | So, in this example, perhaps we
have a phone call with a customer.
| | 00:15 | And then, after we take the phone
call, someone fills out an order form.
| | 00:20 | That order form is then sent to a
supervisor who determines whether a group
| | 00:24 | of people need to do some work on it or
whether it can simply be filed and then acknowledged.
| | 00:31 | So, in this particular workflow,
there are two different branches.
| | 00:35 | One branch that requires some human
work and another branch that doesn't.
| | 00:39 | But this workflow could just
as easily be a vacation request.
| | 00:43 | I'm applying for some time off. So, I fill
out a form and I give it to my supervisor.
| | 00:48 | My supervisor can approve it, pass it
along to HR, and then I get an email back
| | 00:51 | that says, have a great vacation. Or,
perhaps, my supervisor has to have
| | 00:57 | someone else, their manager, sign
off on it before it's sent to HR.
| | 01:04 | And then, I receive
permission to go on vacation or not.
| | 01:07 | This type of a workflow is common in
any organization that's not very small.
| | 01:11 | And normally, workflows have
artifacts that go with them.
| | 01:15 | A form that gets filled out, an
envelope where more things are added as it goes
| | 01:19 | along and it's passed from one hand to the next.
| | 01:23 | We often think we're in pretty good shape
if what we've done is manage to replace a
| | 01:26 | paper form with something that's emailed.
But still, if the people in this process
| | 01:31 | have to keep track of what it is
they're doing with an item and where it goes
| | 01:34 | next, this process can get bogged
down at any point along the way.
| | 01:40 | In SharePoint 2007, we were able to
create this simple type of a workflow.
| | 01:46 | This kind of work flow assumes that
we go forward, step by step by step.
| | 01:50 | There's no way that we can have a
workflow that doesn't start at one point
| | 01:54 | and end at another point. And
there's really no way that we can
| | 01:59 | easily pass something off to someone
else that they then have to take a series of
| | 02:02 | actions with. In SharePoint 2010 we added a more
| | 02:06 | complex type of a workflow.
Here's a workflow that says we're
| | 02:11 | going to create a
presentation for the annual meeting.
| | 02:14 | And in this case, we have someone
designing the presentation, someone else
| | 02:17 | reviewing it. But then,
based on exactly who's going to
| | 02:21 | deliver the presentation, this
presentation might be reviewed by upper
| | 02:25 | management, or by someone in
accounting, or by someone in HR.
| | 02:30 | And whoever reviews it, then it's sent
off to IT, where it's published on the
| | 02:34 | server to be available as a
web page for the annual meeting.
| | 02:39 | This more complex workflow that has
other branches based on conditions.
| | 02:44 | Who's delivering the presentation?
Was a type of workflow that we could
| | 02:48 | create beginning in SharePoint 2010? We
also have also have the ability now in
| | 02:53 | SharePoint 2013, to have a workflow
that actually returns to a prior step.
| | 02:59 | Because one of the new features of
SharePoint 2013 workflows is the ability
| | 03:03 | to have stages as well as steps, groups
of steps put together, and the ability to
| | 03:08 | have a workflow that can return to
a prior step, which neither of these
| | 03:11 | workflows in SharePoint
2010 were capable of doing.
| | 03:18 | There are three types of
workflows in SharePoint.
| | 03:21 | The first is the type of workflow that we
will simply attach to a list, including a
| | 03:24 | document library. So, let's
image here, that rather than
| | 03:29 | filling out a form when you're
making your vacation request, you go to a
| | 03:32 | SharePoint document library, fill out
a template that's waiting there, click
| | 03:36 | Submit and the library in SharePoint
actually knows to let your supervisor
| | 03:40 | know it's time to review this request.
And based on your supervisor's decision,
| | 03:48 | SharePoint then knows whether it should
route the document to their manager or
| | 03:52 | send it directly to HR. So,
this type of workflow, a list
| | 03:57 | workflow, can be attached to a form
library, can be attached to a list, can
| | 04:00 | be attached to a document library.
Every single SharePoint list and library
| | 04:05 | is ready to take on workflows. So,
you will see the workflow come in as
| | 04:10 | part of the Ribbon in lists and in libraries.
| | 04:13 | The second type of workflow
is called a reusable workflow.
| | 04:17 | And you can create reusable workflows
using Visio studio or SharePoint designer.
| | 04:22 | And a reusable workflow is
exactly what it seems like it would be.
| | 04:26 | A work flow that does something basic that we
want to do in many places in the enterprise.
| | 04:31 | So, it could be an approval workflow,
documents placed in a library, someone
| | 04:35 | needs to approve it before
it can be broadly distributed.
| | 04:39 | Or a simple acknowledgment that a
document was actually received or that a
| | 04:44 | form was submitted. Those
types of workflows get used over
| | 04:48 | and over again, so you create and
save them as reusable workflows.
| | 04:52 | The third type of workflow is a site workflow.
| | 04:55 | And if you haven't worked with workflows
in a while, you might wonder, what's that?
| | 04:58 | Because it was a new type in the
previous version of SharePoint.
| | 05:02 | A site workflow is a workflow that
doesn't even need a list or a library.
| | 05:07 | It's a work flow that is
assigned directly to the site.
| | 05:10 | Regardless, of the type of work flow that
fits in your situation, using SharePoint
| | 05:14 | to automate workflows is just an amazing
relief on almost any organization because
| | 05:18 | many of the work flows we're
discussing are work flows that are supporting
| | 05:22 | functions for the business. If
you've ever started a work day by
| | 05:29 | calling to find out who has the form that
you're trying to complete or where we are
| | 05:33 | with an employee onboarding process or
exactly who has the document to approve a
| | 05:37 | new vendor. You'll
appreciate the ability to open up
| | 05:42 | a SharePoint List or Library and see when
a form was submitted and who's working on
| | 05:47 | it right now. And know
that it is being managed by an
| | 05:52 | automated workflow setup in SharePoint.
| | 05:55 |
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| Using out-of-the-box workflows| 00:00 | Every version of SharePoint, comes
with some out of the box workflows.
| | 00:05 | The one that is in every version is
actually called a three state workflow.
| | 00:09 | And then we have some others that
are based on a three state workflow.
| | 00:12 | The three state workflow, assumes a
column that has exactly three states that
| | 00:16 | something moves through. And
the issues list gives us a prime
| | 00:21 | example of that, because if we create a
new item, the issue when you first create
| | 00:26 | it is active. Then the issue gets worked on by
| | 00:30 | someone, and when they're
done with it, it is resolved.
| | 00:35 | And then, when the person who raised
the issue has checked on it, it's closed.
| | 00:39 | Three states. One, two, three.
| | 00:41 | Now, there are lots of lists
that have just three items in them.
| | 00:44 | One, two, three, one, two, three. But
with a three-state workflow, there's
| | 00:47 | an assumption that
something is moving through time.
| | 00:50 | So, we're going to create a three
state work flow here on our issues list.
| | 00:55 | Let's start by clicking List, and go to
WorkFlow settings, and we have some choices.
| | 01:01 | It doesn't hurt to ever go click work
flow settings because if you can't have
| | 01:04 | workflows, if they're turned
off it will show you right here.
| | 01:08 | And then you can go to the
site settings and fix that.
| | 01:15 | Now, there are three ways
we can create workflows.
| | 01:18 | Here are the built in or
out of the box workflows.
| | 01:21 | Custom workflows, created using
SharePoint Designer or reusable workflows
| | 01:24 | that are created using SharePoint Designer.
| | 01:28 | We also have the ability to
create workflows using Visio.
| | 01:31 | We'll talk about that later. But
most of the time, developers and
| | 01:35 | Power Users, will use SharePoint
Designer or the out of the box workflows.
| | 01:40 | So, I'm going to add a workflow, and
I'll come to the list of the three workflows
| | 01:43 | that are available for
this list. The three state.
| | 01:47 | The publishing approval workflow, or
the disposition approval, all of them take
| | 01:52 | things through a series of steps. But
let's start with the three state workflow.
| | 01:58 | Use this workflow to track items in a list.
| | 02:01 | So, what's the unique name for this workflow?
| | 02:04 | Well this could be issue resolution, is
a great name, because that's what we're
| | 02:07 | going to do. We're going
to resolve an issue through
| | 02:10 | this workflow. The next
thing we need to do, is we need
| | 02:15 | to assign a place for SharePoint to
keep track of this issue as it goes through
| | 02:19 | the work flow. That's
called a task list, and what it
| | 02:24 | says is a new task list will be
created. That's because there isn't one.
| | 02:29 | And there's also a need for a history,
that tracks each item when it's started
| | 02:32 | the work flow when it entered
each of the stages of the work flow.
| | 02:37 | And again, we don't have any work
flow history list so we need one.
| | 02:43 | Now we need to ask ourselves,
How will this work flow start?
| | 02:46 | There are a couple of possibilities.
One is that a user who has permission to
| | 02:51 | be able to edit an item,
could kick off a workflow.
| | 02:56 | You would do this for a workflow, that
you didn't want to have start automatically.
| | 03:00 | Let me give you an example of that.
I have a list, where a user actually
| | 03:04 | determines when it's time to archive something.
| | 03:08 | And so, that workflow
doesn't begin automatically.
| | 03:11 | The user actually selects the item they
want to archive, and starts the archive
| | 03:15 | workflow, that notifies other
people that it's being archived.
| | 03:20 | And then eventually moves it to another library.
| | 03:23 | So, you should always allow a
user to be able to start a workflow.
| | 03:27 | Particularly early, when you and I
would still be testing this workflow.
| | 03:31 | Because this allows us to make
sure we can still test it adequately.
| | 03:36 | But in this case, whenever someone
creates a new item it's going to start
| | 03:39 | the workflow. Remember,
they're going to go in and say,
| | 03:42 | I have an issue, and it's
automatically starting a workflow.
| | 03:46 | Let's click next. Next, we
want to know exactly which of
| | 03:52 | those choice fields with built-
in drop-downs are being used.
| | 03:58 | It's important that it's a drop-down
and not check boxes, because we can't have
| | 04:01 | multiple statuses. I reviewed
all three of the choice fields
| | 04:05 | with you, but the one we
want to use is issue status.
| | 04:09 | Notice that when we choose that,
SharePoint automatically goes out and say
| | 04:12 | okay, well it's got three
statuses and here is the order.
| | 04:16 | If we were to choose priority
it would go get those as well.
| | 04:19 | But that's not what we want. We
could also create a custom field, that
| | 04:24 | was a choice field with three
states and we could choose it as well.
| | 04:31 | Any three-state choice field is going to work.
| | 04:34 | So, now we want to specify what
happens when the workflow's initiated.
| | 04:38 | There's some text here on
the left for us to look at.
| | 04:41 | But the three stages are, it's initially active.
| | 04:41 | It's middle state, or center
state, is when it's been resolved.
| | 04:45 | So, initially, the workflow is
initiated. And we include a list field.
| | 04:56 | And this is simply the top one, so we
could choose, for example, the title.
| | 05:01 | Custom message, a workflow has been
innitated on the following list item.
| | 05:05 | Okay, and here's the description. It's
going to insert a link to the list item.
| | 05:11 | It's going to include when
the person marked it as due.
| | 05:15 | And it's going to include who
the task has been assigned to.
| | 05:18 | We could also include some
other custom information if we wish.
| | 05:23 | So, we're sending an email message to
the person the task was assigned to.
| | 05:27 | I don't need to include any other information.
| | 05:29 | What's the subject. Use the task title.
| | 05:34 | What's in the body? A link to the list item.
| | 05:36 | I could also put some other text in
here. But if I'm firing off issues, to a
| | 05:40 | customer service desk, they don't
need me to dress this up for them.
| | 05:45 | I'm only going to include extra body
text, If I'm creating a workflow that
| | 05:49 | some people will rarely get a workflow
item assigned to them, and they go huh,
| | 05:53 | what's this, and I need to
provide some information.
| | 05:58 | So, that's what happens when a user
creates a new issue in the list, and
| | 06:02 | therefore sets it to its
first, or active, state.
| | 06:08 | We send this email. Now,
somebody goes in and actually
| | 06:11 | resolves this, and they know that part
of their job is to change that state from
| | 06:16 | active to resolved. So,
there's a custom message sent to
| | 06:21 | review the task, I can include a task
field ID in there, but I'm usually going
| | 06:26 | to include the title. It says
review task has been created for
| | 06:31 | the following list items.
So, how does that work?
| | 06:34 | Well, the person who first asked to have
this task done, is going to get this task back.
| | 06:40 | And it's going to say
please review this. That's great.
| | 06:45 | Send an email message. Include
the person the task is assigned to.
| | 06:50 | Use the task title for the subject.
That looks great, let's click OK.
| | 06:57 | So, there was very little for me to do
in this three stage workflow, because this
| | 07:01 | one is tightly tied to the issues list,
it knows exactly how to behave, it knew
| | 07:04 | which field to choose. So,
let's see how this works because I
| | 07:08 | don't have to provide a lot of
effort to have a really powerful workflow.
| | 07:13 | So, someone goes in and creates new
issue because this is an issues list for this
| | 07:19 | particular site, the issue is that the
admin docs library needs to be created.
| | 07:27 | So, the issue is the admin
docs library needs to be created.
| | 07:33 | Now we need to assign this to someone.
So, I'm going to assign this to my
| | 07:37 | friend, Mark Lacey. If
you're doing a lot of workflow
| | 07:41 | development, you'll want to ask the
exchange administrator where you're
| | 07:44 | working, to create a couple of
extra email accounts for you.
| | 07:48 | So that you can test that the
email messages are firing properly.
| | 07:53 | It's hard to tell if you have two or
three messages in a work flow and you're
| | 07:55 | the initiator, and the reviewer.
Exactly how that's working.
| | 08:00 | So, the issue status is active.
I'm going to say it's very important.
| | 08:03 | I will add some more text here.
There are no related issues, and I do
| | 08:09 | need to put a due date on here. So,
lets put a due date of the 7th of
| | 08:15 | February and save this. Now at this
point the workflow is already running.
| | 08:23 | If I want to see the workflow, I can
actually choose this item, and go click Workflows.
| | 08:33 | And it says that we have a running
workflow called, issue resolution, that's
| | 08:36 | what we named it, that is already in progress.
| | 08:40 | So, that's how that works, it's
underway. But what's happening?
| | 08:44 | Well, let's login Mark Lacey's
email and see what he received.
| | 08:49 | So, here's the email that
Mark received. It's in his inbox.
| | 08:54 | Task assigned by Jenny Corter.
Remember, I initiated this by adding the
| | 08:57 | item to the list. A
workflow has been initiated on the
| | 09:00 | following item. To complete
this task, review the task.
| | 09:04 | And this is a hyperlink to the task.
So, Mark would click that hyperlink.
| | 09:09 | Mark goes in and admin docs
library needs to be created.
| | 09:13 | And he reviews that. And he says, okay.
| | 09:14 | That's what I need to do. And
there's some text that he read.
| | 09:19 | That's fine. So, here's the comments.
| | 09:21 | And the comment is. I created this library.
| | 09:24 | And added the custom
columns. That were requested.
| | 09:30 | So, Mark's done the work. He
says alrighty, this is resolved, and
| | 09:40 | he saves it. So now, if I'm
following this, I could go
| | 09:45 | look and see that it was in progress.
And I can see that it's resolved.
| | 09:51 | When I added a workflow, this is
actually the column that's displaying what's
| | 09:54 | happening with the workflow. So, if
I click this I can find out what's
| | 09:59 | happening so, here are the tasks that
we're created, my task, Mark's task and
| | 10:04 | here's the history of this workflow it's
kicking right along, still in progress.
| | 10:13 | So, what are we waiting on now
well we're actually waiting on me.
| | 10:17 | Because I've received an email that says,
hey, you need to go in, and make sure
| | 10:21 | that the work that was done
by Mark, is up to your spec.
| | 10:25 | It doesn't say all that. It
actually says there's new work that's
| | 10:28 | been done. And I can go
in and mark that as closed.
| | 10:31 | So, I'm going to go ahead
and open this. And edit it.
| | 10:40 | And I've seen, that the admin
docs library has been created.
| | 10:44 | I've followed the email that I
received, much like the one Mark got.
| | 10:48 | I've saved this, and we're
all done. This is closed.
| | 10:53 | If I refresh my browser. I'll see
that the workflow has been completed.
| | 11:00 | So, that's how this works,
it's a three step workflow.
| | 11:03 | Create an item, get an email, pass
the task along, when it's all done it's
| | 11:08 | marked as completed. That's
how out of the box workflows work
| | 11:14 | in SharePoint 2013.
| | 11:16 |
| | Collapse this transcript |
| Creating workflows with SharePoint Designer 2013| 00:00 | This is our Phone Request list. And
I want to create a workflow first in
| | 00:04 | this movie with SharePoint designer.
And then, I'll show you how the workflow
| | 00:08 | would work in Vizio Premium in the next movie.
| | 00:11 | But I'd like you to understand
what the business process here is.
| | 00:14 | This was originally a simple email
process, where somebody would send an
| | 00:18 | email to the Telecom Department.
And would say, I need a new phone.
| | 00:43 | And then it would be received and then
the question would be, did you ever take
| | 00:46 | that phone to a key? Oh yeah, I did.
| | 00:48 | And somebody would go back and do the
archaeology of their email to know when
| | 00:51 | it was they did that. So
here's what the process should be.
| | 00:55 | Somebody asks for a phone and we get
all the information we need from them to
| | 00:58 | begin with because we require it.
Then we send them an email that says
| | 01:02 | great, got your phone request. Next,
we email the person who can approve
| | 01:07 | that phone request and say, hey here's
a link, go check this phone request, and
| | 01:11 | approve it or don't, but make a note.
After that person takes action, then we'd
| | 01:17 | like this to go back to the staffer in
Telecom whose going to complete the next steps.
| | 01:23 | They're going to order the phone,
and place an order date here.
| | 01:26 | There going to deliver the phone,
and place a delivery date here.
| | 01:28 | And a few days after that delivery date,
we could choose to have this item whisked
| | 01:32 | out to another list. Or we can
just leave it here and create a
| | 01:35 | view that shows only the active items
that we're working on, not the ones that
| | 01:39 | have been completed. Let's
edit that list so we can see the
| | 01:43 | values in a couple of fields. So,
my choice in terms of phone type is
| | 01:48 | New Phone, Replacement
Phone, International or Other.
| | 01:53 | I don't have to have a comprehensive list.
| | 01:55 | If this gets me 80% of the way
or more, these three choices.
| | 02:00 | And then there are a
number of factors for Other.
| | 02:02 | It could be I'm getting it for a
vendor that we're using for a short time,
| | 02:05 | whatever it is that I can't anticipate.
For those, we could simply have someone
| | 02:10 | in Telecom send an email. The
fact is, now, they're having to email
| | 02:14 | 90% of the people. If we can
have them emailing only 10 or
| | 02:17 | 20%, they're much better off. And
we can, with information we gather
| | 02:21 | through that, start to create a
better list than the one we have.
| | 02:25 | Four stages here, Active,
Reviewed, Ordered, Completed.
| | 02:29 | If we only had three stages, we
could use the Three Stage Workflow.
| | 02:34 | Order date has a date
picker, so does Delivery Date.
| | 02:37 | Order, the choices are Yes or No.
This is for the reviewer to complete to
| | 02:40 | say, Yes, order this phone
or No, don't order this phone.
| | 02:44 | And finally, they can make some notes.
We can create a view that doesn't expose
| | 02:48 | the notes. We can rearrange this view however we
| | 02:50 | would like. And it would probably be good in the
| | 02:53 | future if I take order and notes, and
put them between status and order data.
| | 02:58 | But that's different work than this.
Our work here is creating a workflow.
| | 03:03 | Here's how we'll do it. I'll
turn off editing on the list.
| | 03:09 | Now, we'll go to the List Settings, and
Workflow is built into every SharePoint
| | 03:13 | list and library. We
already know how to create a Three
| | 03:17 | Stage Workflow here. We're
going to create a workflow in
| | 03:20 | SharePoint Designer. I'm
prompted, Do I mean to switch apps?
| | 03:26 | Because I'm leaving this site and
opening an office application on the desktop.
| | 03:34 | I'm going to say Yes. And
the connection is being made
| | 03:38 | automatically by SharePoint
Designer back to that SharePoint List.
| | 03:42 | It's making sure that I have the
necessary permissions to do every single
| | 03:44 | thing I want to do here. And so
this is a name for my workflow.
| | 03:50 | This is a phone request process. I
could simply call it phone request.
| | 03:56 | If it's in a workflow, it's probably
a process and this is a process for
| | 04:01 | requesting new replacement and other phones.
| | 04:07 | Requests are reviewed and approved or declined.
| | 04:13 | Approved requests are fulfilled. I
could create more text here if I wanted to.
| | 04:23 | If I'm doing this as a workflow for
someone else, they've probably provided
| | 04:26 | that text for me in terms of their requirements.
| | 04:30 | Now, I need to choose a Platform.
Remember that in SharePoint 2013, I can
| | 04:34 | host a SharePoint 2010 site if I wish, if
that's the user experience I want people
| | 04:39 | to have. So if I'm going to create workflows, I
| | 04:45 | actually want to match up to what
I'm doing in my server I can create
| | 04:48 | SharePoint 2013 workflows. I can
also create SharePoint 2010 workflows.
| | 04:54 | And another benefit of this backward
compatibility is, right now I'm actually
| | 04:58 | creating workflows for a
number of organizations.
| | 05:02 | And some of them are running
SharePoint 2010, some 2013.
| | 05:05 | 2013 has some different actions then
2010 did, so I'll want to have appropriate
| | 05:10 | knowledge about what it is I'm trying to do.
| | 05:15 | But I'm going to choose Share
Point 2013 Workflow and click OK.
| | 05:22 | SharePoint Designer's connecting back to
the server and pulling down information.
| | 05:26 | It already has a list of my
libraries, and it has a list of my lists.
| | 05:32 | Now it's going to this particular list and
downloading the custom columns and metadata.
| | 05:38 | And here we are. One of the
differences between SharePoint
| | 05:42 | 2010 and 2013 in terms of workflow is
2013 supports stages and I can have steps
| | 05:46 | inside those stages And I can start typing.
| | 05:51 | Or I can choose to simply go up to the Ribbon.
| | 05:54 | And choose a condition. Or an action.
| | 05:56 | Let me tell you breifly what a condition is.
| | 05:58 | A condition is a place where we want the
work flow to stop and to make a decision
| | 06:03 | based on a value. That value
could be who created an item.
| | 06:08 | Who modified it. When it was modified.
| | 06:11 | If it has a particular value in
it, so, this is the most typical.
| | 06:15 | If, any value equals value, that's
another way of saying that we could look
| | 06:19 | in and say, is it a new phone request? Or,
if it's a, replacement phone request,
| | 06:24 | and so on. Actions are
the things that you want the
| | 06:27 | workflow to do. And so a
workflow can be a series of
| | 06:30 | actions, but if at any point there's a
decision where we have to make one choice
| | 06:34 | or another, we'll use a condition.
In SharePoint 2013 we also have the
| | 06:41 | ability of course to insert steps in stages.
| | 06:45 | Just like this, and the ability to loop
back, and this is new to sharepoint 2013.
| | 06:53 | I can't loop in work flows I created with
previous versions of sharepoint designer.
| | 06:58 | If I decide I don't want
something, it's easy enough.
| | 07:01 | I can just delete it. So I'm
going to work on my first stage
| | 07:04 | here And the first action that I'm going
to take, is, I'm going to send an email.
| | 07:10 | So what's happened is, somebody has
just dropped an item here in this list.
| | 07:16 | They've entered a new request.
Whether they used a form to do it that I
| | 07:19 | haven't created yet. Or simply
typed into the list, there's a
| | 07:22 | new item created. And when
that happens, then I need to
| | 07:26 | fill out an email message form.
The subject is going to be something
| | 07:31 | like, your phone request received. The
person it goes to, is going to be the
| | 07:37 | user who created the current item. And
the text can have lots of text, thank
| | 07:46 | you very much for da, da, da, dah. We
can say you know, dear and we can put
| | 07:50 | their name in because we have
access to look them up on the website.
| | 07:55 | We can look in the current item and say
well who is this person, dear first name.
| | 08:01 | Thank you for submitting, I'm just
going to you know, blah, blah, blah.
| | 08:07 | And then I'm going to say to view the
status of your request at any time, click
| | 08:11 | this link. This is what
gets me out of the business
| | 08:14 | of being the help desk for every
single person who submitted a phone request.
| | 08:19 | I'm going to empower every requester to
be able to go get information on their own.
| | 08:25 | And the field that you want for this
is called and Encoded Absolute URL.
| | 08:30 | This is the same if you're on a website
someplace that you see a permalink, the
| | 08:34 | ability to go back to a specific item, in
this case, the item is the list item that
| | 08:38 | they gave us. Notice that
I have access to all of the
| | 08:44 | formatting tools when I'm here in the
body, so this came in in Times New Roman.
| | 08:49 | If I'd like it to be some other font, I
can select all of this and say, I really
| | 08:53 | wish that all of this text
was Candara, for example.
| | 08:57 | If I'd like to make this link in
bold, I can, I have the ability.
| | 09:02 | To put a particular color
on any of this that I wish.
| | 09:04 | So, this is how I can
create this customized message.
| | 09:09 | And just as I've used Custom Fields here
in the body, I can use them in the subject.
| | 09:14 | There's a function box that
allows me to build a custom subject.
| | 09:18 | So, if I'm sending lots of emails, not to
this person, but to the people who are in
| | 09:21 | the process of fulfilling these phone requests.
| | 09:25 | I don't want to simply say, your phone
request received or new phone request.
| | 09:29 | I might want to say new phone request
from Aki Woo, new phone request from
| | 09:33 | Jenny Quarter and so on. But
here's my basic email item.
| | 09:37 | Now, if I want to track how my work
flows going, I can also send a copy of this
| | 09:40 | right now to myself.
Normally, what I'd do is set up an
| | 09:45 | exchange account that was something
like phone request workflow at our
| | 09:48 | organization and have that
alias to me for right now.
| | 09:52 | Then I'm going to click OK,
there's my first stage.
| | 09:56 | So my very first stage is to
send an email back to the person.
| | 10:00 | I can now insert another action. And
the action that I want to do now is I
| | 10:07 | actually want to set a
field in the current item.
| | 10:12 | And so, the field in the
current item is the field status.
| | 10:16 | And no matter what they did to it, I'm
going to set it to active, because this
| | 10:19 | is now an active request. So
this is how we create our workflow,
| | 10:24 | here, using SharePoint Designer.
It's not as structured as what we saw
| | 10:29 | when we were using the out of the box
workflows, because they're locked down.
| | 10:34 | There is only 1 think I
can do with each of them.
| | 10:37 | But when I'm creating a custom workflow,
I have the ability to add actions and to
| | 10:42 | add conditions however I wish. To
be able to make this workflow really
| | 10:47 | do exactly what's needed in our
organizational setting, and meet our
| | 10:51 | precise business need. I can
check it for errors when I'm done,
| | 10:56 | says the transition section cannot be
empty, I need to insert a go to section.
| | 11:01 | So the actually the go to section, I
need to send one more email, so let's do one
| | 11:05 | more step. A reason to
insert a step is to be able
| | 11:09 | to just label things. So I
would say that this was email
| | 11:17 | reviewer step, and that my first stage
is new item Submit it, email submitter.
| | 11:30 | So I am going to email the review and
I will put together a similar email for
| | 11:33 | right now while I am testing this I
could decide just to send it to myself.
| | 11:42 | And the subject here would be, new
phone request, from whomever, and more text.
| | 11:49 | So the transition, then, to the stage
is that the reviewer has actually gone in
| | 11:53 | and has made a change. So
here's my common condition.
| | 11:59 | If a value equals value. And I'm
going to say, if in the current item.
| | 12:05 | The status equals reviewed. Then
our actoin is to go to stage two.
| | 12:21 | So I need to insert another stage. Stage two.
| | 12:27 | So if it equals reviews, go to stage two.
So this is how we create this workflow
| | 12:33 | piece by piece here in SharePoint designer.
| | 12:37 | It seems a little weird at first, but
the more of this you do the more it will
| | 12:40 | begin to make sense and be real
comfortable for you to work with.
| | 12:45 | You also can use a Visual Designer.
I'm using the Text-based Designer, but
| | 12:50 | you can use a visual designer that's new
in this version of SharePoint Designer 2013.
| | 12:55 | And a Visual Designer is a
very different interface.
| | 12:58 | If you haven't created workflows
before using either the, out of the box,
| | 13:02 | workflows or SharePoint designer 2010,
you might say, oh wow, this is great.
| | 13:08 | This is a totally different look. And you
might want to work with this view instead.
| | 13:14 | So here's the workflow that says we're
going to send an email, set a field in
| | 13:17 | the current item, we're going to
send an email to the reviewer and so on.
| | 13:22 | If any value equals value. So
these are the same types of conditions
| | 13:26 | we were working with earlier. Now,
the interesting thing is, this is
| | 13:31 | exactly what this design is going to
look like when we create it in Visio.
| | 13:37 | As a matter of fact the engine behind
the visual designer is the Visio engine, so
| | 13:42 | if I wish after I have saved this work flow ,
always a good thing to do as I'm working.
| | 13:50 | I have the ability to send this to
Visio just as it is and work with it there.
| | 13:57 | I also have the ability to create a
workflow in Visio and send it back to
| | 14:00 | SharePoint Designer. So
two tools, If you don't have
| | 14:03 | SharePoint Designer, it's a
free download from Microsoft.
| | 14:08 | If you have Visio, you can use Visio
Professional or Premium to be able to
| | 14:12 | design workflows. And again,
it will look exactly like this.
| | 14:17 | When I'm done I can export this
workflow to Visio as a stencil.
| | 14:23 | The benefit here is that I have
the ability then to show this stencil
| | 14:26 | workflow to other users. And
somehow they tend to get this
| | 14:30 | workflow between the workflow and
the list that we saw on the screen.
| | 14:34 | One of those two artifacts will speak to
almost any user who wants to be able to
| | 14:38 | look at this. So, this is
how we create a workflow,
| | 14:43 | beginning in our list, using
Microsoft SharePoint Designer.
| | 14:48 | So, we have a workflow. We can
export it to Visio to look at it there.
| | 14:52 | We can save it. Check it for errors.
| | 14:54 | When we are all done, what will make
this work flow go active is to publish it on
| | 14:59 | our list. And to change
some other settings there
| | 15:03 | as well. So, when I create my
workflow, that's the beginning.
| | 15:09 | For more information on workflows, look
at the Building Custom Workflows course
| | 15:13 | in the lynda.com Library.
| | 15:15 |
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| Creating workflows with Visio Premium 2013| 00:00 | You can create workflows for SharePoint
sites using Visual Studio, using the Out
| | 00:05 | Of The Box WorkFlows using SharePoint
Designer or using Visio Premium or Professional.
| | 00:12 | If I want to create a workflow using
Visio and I have SharePoint Designer, an
| | 00:16 | easy way to do that is to create the
workflow in SharePoint Designer and
| | 00:19 | switch to the Visual Design view. But
if I'm not using SharePoint Designer
| | 00:26 | or if I just want to run Visio by itself,
then the way that I would do that is, I
| | 00:29 | would actually start in Visio, because
there is no link here that says, by the
| | 00:33 | way, take me to Visio. Before I
leave the site, it's helpful if
| | 00:39 | I have copied the URL,
because I'm going to need it.
| | 00:42 | I'm not starting here and connecting to Visio.
| | 00:45 | When I start in Visio, Visio will need
to know from me how it's going to get back
| | 00:49 | to this list. And again, if
you have the Visio Standard
| | 00:53 | version, you're not going to have what
you need to create workflows, because it
| | 00:58 | requires Visio Professional . If
you don't have Visio Professional and
| | 01:04 | you're not a Visio user in your
workplace, I would encourage you towards
| | 01:07 | SharePoint Designer, because it's free
and someone else will probably figure
| | 01:10 | that out. Here, we have a
Microsoft SharePoint 2013 Workflow.
| | 01:17 | I actually am going to use this a lot,
so I'm going to click to move it up to the
| | 01:19 | top of the list. And I
have the ability to look for
| | 01:23 | categories as well. So, one
of the categories, for example,
| | 01:28 | is Flowchart, and when I look in
Flowchart, then I'll see also the
| | 01:32 | Microsoft SharePoint 2010 Workflow.
Remember that I can use SharePoint 2010
| | 01:39 | in SharePoint 2013, but also this has
backward compatibility just for Visio.
| | 01:45 | So if I want to create a 2013 Workflow,
if that's what I want to run, I can do
| | 01:49 | that here, I can also create a 2010 Workflow.
| | 01:54 | Let's fire off a 2013 Workflow,
click Create, and here's my workflow with
| | 02:02 | simply a start and an end. If I
click, what I'll find is that I can
| | 02:09 | look at my Properties here. And if
I begin by clicking on this stage,
| | 02:15 | then I can insert a step, a loop
with a condition, a parallel process.
| | 02:21 | All of these things are components, but
what I mostly want is the ability to take
| | 02:26 | action, and to be able to determine
whether or not it's time to take an
| | 02:31 | action based on a condition. So,
if I would like a step, drag, drop.
| | 02:42 | There's a step inside a stage. You
can put more than one step in a stage
| | 02:47 | by the way. A stage is
something that you need to
| | 02:50 | have a reason that you
enter it and you leave it.
| | 02:53 | But there's a second step in a stage.
I'm in an Office product, so Ctrl+Z gets
| | 02:57 | me back out very nicely, and if I decide
that I don't want to label things or have
| | 03:01 | steps, I don't necessarily need them.
My first action was the action of sending
| | 03:06 | an e-mail, and I can just drag that over here.
| | 03:10 | Here is my Send an E-mail. My
second action was set in a value in
| | 03:13 | the current item, which is
to say that now, it's active.
| | 03:18 | So, I'm going to send an e-mail back to
my submitter, and then I'm going to set
| | 03:23 | the value in the field to
active in case they had changed it.
| | 03:28 | I'm going to Save this. And this
is my Phone Request classes, and
| | 03:36 | often, I will start these with SP,
so I know it's a SharePoint request.
| | 03:42 | Notice they have all of these other choices
about how I could present this information.
| | 03:50 | So Microsoft Visio provides another
development platform that you can use to
| | 03:54 | build no code workflows
that work with SharePoint 2013.
| | 03:58 | So, four different ways again to enable
automation and SharePoint by using Visio,
| | 04:03 | by using SharePoint Designer only,
using the Out Of The Box Workflows, and using
| | 04:08 | Visual Studio if you wish.
Those are the tools we can use to
| | 04:14 | customize SharePoint to
automate our business processes.
| | 04:19 |
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|
|
11. SharePoint Content and DocumentsDocuments and content: The basics| 00:00 | You've already seen several ways you can
manage documents in Microsoft SharePoint.
| | 00:05 | For example, you know how to delete
documents, you know how to add documents
| | 00:09 | to libraries, you know how to ad
metadata to documents, so that you can better
| | 00:12 | organize and sort them. And you
know how to create new Document
| | 00:17 | libraries and permission those libraries.
So what is Document Management all about,
| | 00:23 | if it's not that? Well,
there's more we can do with
| | 00:26 | Document Management here in SharePoint.
And there are three particular things I
| | 00:30 | would like to focus on. How we manage documents?
| | 00:34 | How we manage records? And a
new feature, called eDiscovery.
| | 00:37 | So as we've been working with Documents,
we've been establishing specifications,
| | 00:41 | mostly Metadata. We also have
the ability to create Custom
| | 00:45 | columns, not just at the level of a
library, but at the level of the entire
| | 00:49 | site collection. Those are called Site Columns.
| | 00:55 | And we also have the ability to
create something called a Content Type.
| | 00:59 | What Content Types allow us to do is to
say, this isn't just a document, this is
| | 01:03 | a particular type of document.
This is a legal document.
| | 01:08 | This is a financial document. And
then, we can also say, it's not just
| | 01:12 | a financial document, it's a budget.
We can get very specific and we can
| | 01:17 | create Content Types that are
broad first, financial document, legal
| | 01:22 | document, proposal document. And
then, we can create more complex
| | 01:27 | types underneath that,
budget, proposal, and so on.
| | 01:32 | You'll see how to create Content
Type in the next couple of movies.
| | 01:36 | We can also create specifications that
apply to groups of documents and these
| | 01:39 | are called Document Sets.
Imagine if you will, that you have core
| | 01:43 | set of documents you use for a function.
For example, in my business, I'm often
| | 01:48 | responding to proposals, and so, I have
a proposal set and it includes a budget.
| | 01:53 | It includes a PowerPoint presentation.
It includes a Word Document, that's a
| | 01:57 | history of my company. It
includes another Word Document, that's
| | 02:01 | the core of the proposal itself. And
that's what I deliver up every single
| | 02:05 | time somebody sends me an
RFP, that's a Document Set.
| | 02:09 | So groups of documents that always
work together and we have the ability to
| | 02:13 | define the set, not just on file type,
but also to assign templates and even
| | 02:16 | workflows to particular document set.
Then we have the ability to provide
| | 02:22 | information policies and use those
policies to manage our documents.
| | 02:27 | We can set Information Management
Policies at the library level, so we can
| | 02:31 | say, any document that's stored in this
library, we want to know whenever it's
| | 02:34 | changed and we want to create an
audit trail that lets us know about that.
| | 02:39 | Or, here are documents that we want to
make sure have a particular bar code on
| | 02:42 | them when they're printed, so we can
track them back to the version that was used.
| | 02:47 | So you'll learn about
Information Management Policies.
| | 02:49 | Another way that you can work
with your documents in SharePoint.
| | 02:55 | And finally, you can create a Document Center.
| | 02:57 | Now, you could create one of these
for every single site if you wish.
| | 03:02 | So our Inside Home group
could have a Document Center.
| | 03:04 | Our Inside Sport group could have a
document center, but normally, these are
| | 03:08 | enterprise-wide document
centers that we're creating.
| | 03:11 | But normally, we'll be creating
enterprise-wide Document Centers where
| | 03:15 | we'll store documents that are used
very broadly through the enterprise.
| | 03:19 | But if you have a group in your
organization or a site that is document
| | 03:23 | rich, you can consider creating a
Document Center just for that group.
| | 03:28 | Records are different than documents.
In a very traditional sense, when I hear
| | 03:33 | the word record, I think a row in an
Excel file, a row in an Access database.
| | 03:38 | I think of records as rows in tables,
but, when we talk about documents and
| | 03:42 | records, records mean something different.
| | 03:46 | Records are documents that we need to
care about from the time they're created,
| | 03:50 | until the time they are archived.
Records normally are never deleted,
| | 03:55 | they're archived at the end of their life.
| | 03:57 | And every organization will have
items that they need to treat as records,
| | 04:01 | things that have retention
policies, auditing policies, and so on.
| | 04:07 | So, whatever your line of business is,
there are probably some core documents
| | 04:11 | that need to be managed very carefully.
And so, you can set up records policies
| | 04:16 | for those documents, but you can
also create a Records Center where those
| | 04:20 | documents live. And again,
this will normally be an
| | 04:24 | enterprise-wide record center because
records tend to live at the level of the
| | 04:28 | entire organization. There are
some really nifty benefits to
| | 04:33 | having a Record Center, because you can
automatically send documents from other
| | 04:37 | libraries to a Record Center in SharePoint.
| | 04:41 | Finally, in prior versions of SharePoint,
Record Centers were also used to Manage Discovery.
| | 04:47 | Discovery is when you have documents
that could be called into use as evidence.
| | 04:52 | For example, e-mails sent between
employees, legal documents, contracts.
| | 04:59 | What are the types of information that
your organization needs to retain and manage?
| | 05:05 | Because it could be subpoenaed, it
could be requested for legal purposes.
| | 05:10 | Electronic discovery or eDiscovery is
the process of being able to identify and
| | 05:15 | deliver electronic
information in response to a request.
| | 05:20 | In SharePoint 2013, there's a brand
new feature called an eDiscovery Center.
| | 05:26 | eDiscovery Center is an entirely new
type of site collection, much like a Record
| | 05:30 | Center is. And based on
the eDiscovery policies that
| | 05:34 | your organization has established, the
eDiscovery Center is a place to manage
| | 05:38 | what's called an eDiscovery
case, a request for eDiscovery.
| | 05:43 | But then, we'll go out and we'll
search through searchable file shares.
| | 05:46 | All of the document libraries and lists
not just in this site collection, but in
| | 05:50 | other site collections, and even
other SharePoint server farms that are
| | 05:53 | connected in your organization, as well
as Microsoft Exchange and all the e-mails.
| | 05:59 | eDiscovery is beyond the scope of
this course, but if you need to manage
| | 06:04 | documents at that level, don't
consider a Documents Center or Records Center,
| | 06:09 | instead look at the new eDiscovery
Center feature in SharePoint 2013.
| | 06:16 |
| | Collapse this transcript |
| Understanding content types| 00:00 | We've been creating libraries like this
one, our Documents Library, and adding
| | 00:05 | Metadata columns to those libraries.
We're really comfortable doing that.
| | 00:11 | So, this one has a category in it, for example.
| | 00:14 | And we have an Employees Table. And
in our Employees Table, we have lots
| | 00:19 | of custom columns of data. So,
we could have started with our
| | 00:23 | Employees List by beginning with a
Contacts List and then adding the other columns.
| | 00:28 | And then, when we have an Employees
Table somewhere else, we could add the custom
| | 00:33 | columns there. Just as
when we recreate this Document
| | 00:36 | Library, we might decide that we need
to have a category always, that we're
| | 00:40 | going to categorize our documents.
And so, each time we create a library or
| | 00:46 | create a list, we add
new columns of custom data.
| | 00:50 | Long before you find yourself doing that,
I hope you're watching this movie about
| | 00:53 | Content Types. Because,
what a Content Type does, is it
| | 00:57 | creates a type, like a document
but very specific to our enterprise.
| | 01:03 | So if, for example, we believe that every
document should have a category, and that
| | 01:07 | there's a select set of categories
we would work from, we could create a
| | 01:10 | Content Type called R Documents.
And R Documents could have category
| | 01:15 | Metadata already attached. So,
every time we create a document
| | 01:19 | library, we simply say, Use Our
Documents Content Type and we don't have to add
| | 01:23 | Metadata to it. So, a
Content Type is a happy integration
| | 01:28 | of Metadata along with
whatever our document or list is.
| | 01:33 | Let's go look at another example
so that we know how useful this is.
| | 01:38 | So, if I look in my Document Library,
there are three documents, two Word
| | 01:41 | documents, one Excel document.
That's one way of thinking about the
| | 01:46 | documents by file type. But the
documents are something more than that.
| | 01:50 | If you were to ask me, what documents
are in your Document Library, and I said, a
| | 01:52 | couple Word docs and Excel spread
sheet, you'd say, what are they good for?
| | 01:57 | What's actually in them? Because
that's only a small piece of the Metadata.
| | 02:01 | And I'm going to say, well, I've got a
contract, a budget, and a plan sitting in there.
| | 02:05 | Now, it might be true that some of our
contracts are done in Word and some of
| | 02:09 | our budgets are done in Word and
some of our plans are done in Word.
| | 02:14 | File Type and Content
Type are not the same thing.
| | 02:17 | I can use whatever tool I
need to create a project plan.
| | 02:21 | I've done some in PowerPoint, for example.
| | 02:23 | So, I can't simply say if something
happens to be in Excel, it's probably a
| | 02:27 | budget, or if it happens to be
in Word, it's probably a contract.
| | 02:31 | This is an entirely different piece
of Metadata, which is, what kind of
| | 02:34 | information is in there? So,
let's imagine that I have this
| | 02:38 | Finance Library created and I want to
know what category to place each document in.
| | 02:44 | Well, we can add a Metadata column,
that's what we've been doing up until now
| | 02:47 | and I could have choices on it
like contract, budget, and plan.
| | 02:52 | But it's a little more complex than
that because there's different Metadata I
| | 02:56 | want to track for a contract
versus a budget versus a plan.
| | 03:00 | For example, if I have a library with
contracts in it, I'll want to know what
| | 03:04 | company it is this
contract is being written with.
| | 03:08 | Who's reviewing the contract and when
was it reviewed, and when is the effective
| | 03:12 | date of the contract. So,
those are the kind of pieces of
| | 03:16 | Metadata I'd like to have for a contract. I
want very different Metadata for a budget.
| | 03:21 | For a budget, I want to know the fiscal year.
| | 03:24 | I want to know the scope of a budget.
Is it enterprise wide, is it for a
| | 03:28 | division, is it for a particular store?
And I want to know who owns this budget.
| | 03:33 | One way to address this is to say,
okay, here's what we're going to do.
| | 03:37 | We're going to create a document Library
for contracts and we're going to create
| | 03:40 | another document library for budgets.
And we'll assign those appropriate
| | 03:45 | Metadata columns to those particular libraries.
| | 03:49 | But that's the long way around the
block. The fast way is to notice that we
| | 03:53 | actually have two or three different
types of documents that we might want to
| | 03:56 | store in a library. One type
might be contracts, one type
| | 04:01 | might be budgets, and one type might be plans.
| | 04:04 | And there is one more reason that
we want to think of it this way.
| | 04:08 | Because what's true is, we really
don't want the library to have metadata, we
| | 04:12 | actually want the document to have Metadata.
| | 04:16 | So, by defining some extra information,
what we're going to do is actually create
| | 04:20 | a type of document that is called a
Budget, that has corresponding Metadata
| | 04:24 | for fiscal year, scope, and owner.
Were going to create a type of document
| | 04:29 | called a Contract that collects
Metadata for company, for when it was reviewed,
| | 04:33 | who the reviewer was, and the
effective date of the contract.
| | 04:38 | One more bonus then. If I take
one of those documents and move
| | 04:41 | it to any other library, its Metadata
will go with it even if those columns
| | 04:45 | don't exist in that library.
Because the Metadata isn't attached to
| | 04:50 | the library, it's not in a custom column,
it's attached to the Content Type that
| | 04:54 | that document was created in. So,
this is really exciting stuff.
| | 05:00 | When we start imagining how we're going
to keep track of documents, what Content
| | 05:04 | Types allow us to do is to
recognize what's real in a business.
| | 05:08 | When you hold a document in your hand,
it's not just a Word doc, it's not just a
| | 05:11 | PowerPoint presentation or an Excel spreadsheet.
| | 05:15 | It's actually a specific type of document.
| | 05:18 | And based on its type, we're going
to do something different with it.
| | 05:21 | If it's confidential employee data,
I'm going to make sure that it's secured.
| | 05:26 | If it's a document that has to have a
long shelf life because we have to retain
| | 05:30 | it for legal reasons, I'm going to treat
it differently than I'm going to treat a
| | 05:34 | few notes that were collected on
what we might do at the company event.
| | 05:41 | Content Types are one of the most
powerful features of SharePoint.
| | 05:45 | And if you're relatively new to
SharePoint, or if you have an increased
| | 05:49 | role in your SharePoint environment,
spending time understanding what content
| | 05:53 | types are, how to create them, and then
working with them, will be time well spent.
| | 06:00 |
| | Collapse this transcript |
| Creating a content type| 00:00 | We're going to create a new Content Type
for a particular sort of document that's
| | 00:04 | called a Budget. So that
when we save a document that's a
| | 00:08 | budget, we can take advantage of the
Metadata associated with that Content Type.
| | 00:13 | Here we go. We're going to choose Site Settings.
| | 00:17 | And if we are not at the top of our Site
Collection, we'll want to click to go to
| | 00:21 | Top Level Site Settings or the Site
Collection Settings, and I'm going to
| | 00:26 | choose in the Web Designer
Gallery Section, Site Content Types.
| | 00:33 | These are existing Content
Types that are already built in.
| | 00:36 | And if you scroll down,
some of them are familiar.
| | 00:39 | For example, there's a
Document Content Type called Document.
| | 00:43 | That's as basic as it gets. And
then, there's a type called Picture.
| | 00:47 | So, we're used to having pictures,
we're used to having documents.
| | 00:51 | As you scroll down to the List
Content Types, you can also create your own
| | 00:54 | Custom List Content Types.
You'll find, for example, Contacts,
| | 01:00 | Issues, Events, Tasks. So,
we've seen all of these different
| | 01:06 | types of content used in SharePoint.
Let's go ahead and create a new Content Type.
| | 01:12 | Here's the link at the top. And
we're asked for a name for our
| | 01:16 | Content Type and this is
going to be a Budget document.
| | 01:20 | (SOUND). And the description is Budget Document
| | 01:25 | created in any application. Now we
want to know what existing Content
| | 01:32 | Type we're going to use to
create this Content Type from.
| | 01:37 | There is not a choice here that says, New.
| | 01:39 | You can't create a Content Type that
doesn't already have an existing type to
| | 01:44 | base it on. So, what you
want to know is what type of
| | 01:47 | thing am I creating and we're
creating a Document Content Type.
| | 01:52 | Like a document, but with more
Metadata. If we were creating something with
| | 01:57 | contacts, we'd be in the List Contacts Type.
| | 02:00 | So, we want to create a Document Content
Type and the question is, what's the core
| | 02:05 | type of content that we are using?
And we're going to choose Document.
| | 02:11 | The description here is Create a New Document.
| | 02:15 | We've been using this all along and
customizing it on an ad hoc basis with
| | 02:18 | Metadata and different libraries. If
you took a look, you might see, for
| | 02:22 | example, picture. Upload an image or photograph.
| | 02:25 | Nope, not what we want. So,
it's usually easy to choose.
| | 02:29 | You're going to choose the most generic
type in this instance because that's what
| | 02:32 | we want to start with. The
next question is, where will this
| | 02:37 | Content Type live? If I'm
going to create a number of
| | 02:40 | different Content Types, I
might want to create a new group.
| | 02:44 | For example, I could create a group
called Finance Document Content Types or
| | 02:49 | Finance Documents. If I'm
not going to create many Custom
| | 02:53 | Content Types, I can put it in the
existing group, Custom Content Types.
| | 02:59 | I'm happy to do that, so I'm going to click OK.
| | 03:04 | Remember that we inherited from
the document parent and here it is.
| | 03:09 | All we get is basically a title. So
now, what I need to do is I need to
| | 03:14 | build out this Content Type. We
want to add more information, I can do
| | 03:18 | that from two different places. I
can add columns to this Content Type
| | 03:22 | from existing site columns or new site columns.
| | 03:26 | Let's take a look at the existing site
columns for just a moment because you
| | 03:29 | should be familiar with what's here.
We have here all different types of
| | 03:35 | columns that Microsoft built in.
And if we had already built any custom
| | 03:40 | columns, they would be here. So, here
are some Document Columns, for example.
| | 03:45 | Questions about the priority of the
document, the target library, and so on.
| | 03:51 | There are base columns, Categories,
End Date, Start Date, and so on.
| | 03:56 | And in all groups, you will find most of
the columns that would be in things like
| | 04:01 | calendar Items, Contacts, Document,
Libraries, and so on, Addresses, Owners.
| | 04:07 | So, the columns that I wanted to
have here actually include Owner.
| | 04:12 | So, I could go get that
one if I wished. (SOUND).
| | 04:15 | Click on and see who's the owner of
this document out of the Reports Group.
| | 04:22 | That will work. Now, I'm
asked, do I want to update any
| | 04:27 | Content Types inheriting from this type?
So, if I already had the Content Type in
| | 04:32 | place, we were using it. And
either I or someone else had created
| | 04:37 | new Content Types based on our
Budget Document Content Type, then I would
| | 04:41 | want to update it. That
hasn't happened, but it's never a
| | 04:46 | bad choice to say no right now. If
I think, oh, surely no one would've
| | 04:50 | done that, it's better to
choose No. I'm going to click OK.
| | 04:55 | So, here's my Owner. Now, I
want to add some new Site Columns.
| | 05:00 | Notice those are my choices.
Existing Site Columns, or create some new
| | 05:04 | Site Columns. So, we're going to do that.
| | 05:06 | We're going to click on
Add From New Site Column.
| | 05:09 | And I want to know the fiscal year. (SOUND).
| | 05:12 | Now, we actually use a calender
year right now, that works for us.
| | 05:18 | So, I'm going to go
ahead and enter some choices.
| | 05:23 | You might wonder why I don't enter a number.
| | 05:25 | Well, because I actually like to
have a set of choices in order.
| | 05:31 | So, I'm going to have 2013, 2014, 2015, 2016.
| | 05:39 | I don't need to do the next hundred
years, but I need to do some reasonable
| | 05:42 | number of years. And it's
helpful if all of us know what
| | 05:45 | those reasonable numbers are in our
enterprise and were using the same ones.
| | 05:50 | So, let's say, we all say,
we're going to end with 2020.
| | 05:53 | So, that in 2020, we're going to need
to go in and modify things like this, not
| | 05:57 | just in SharePoint but in a lot of
places where we were entering specific lists.
| | 06:02 | I'm going to display the
choices with a dropdown menu.
| | 06:05 | The description is going to be
Fiscal year for this document.
| | 06:15 | And I'm going to go ahead and click OK, yep.
| | 06:19 | So now, I have a fiscal year, and it's a choice.
| | 06:27 | We have one more field we want to add and
that's Scope, and it is also a choice column.
| | 06:31 | So, let's add. And let's
call this, we could call it
| | 06:35 | Budget Scope, we could call it Fiscal Scope.
| | 06:39 | It might have some other uses. We're
going to create this as a Choice Column.
| | 06:45 | (SOUND). And the choices are
Enterprise, the whole company.
| | 06:55 | I could put company wide if
that would be more understood.
| | 07:01 | Division, (SOUND) Department, Store, and
it's possible that other would be a Choice.
| | 07:07 | So, we'll include that. And I
can include a default value or not
| | 07:12 | as I wish. I can require that this contains
| | 07:16 | information when I actually look at the Library.
| | 07:20 | Update All Content Types, nope.
And I'm going to click OK.
| | 07:25 | So here, we have our Site Content Type
with its Metadata that is tied to every
| | 07:31 | document of this type,
Budget Document that gets created.
| | 07:38 | So now, what I'd like to be able to do
is use this Custom Site Content Type.
| | 07:46 | And to do that, I need to
actually connect it to a library.
| | 07:50 | Let's create a brand new
library for these document.
| | 07:53 | So, let's go to Site Contents, add an
App, Document Library, Finance Documents.
| | 08:08 | I'm going to go back and
clean that space up in a bit.
| | 08:11 | This is the URL name, so Finance Docs,
or even Fin Docs would probably work.
| | 08:18 | Let's create it and open it up.
Let's click the Library tab, choose
| | 08:27 | Library Settings. And if
you look here, you won't find
| | 08:33 | anything that says Content
Type. It's a Document Library.
| | 08:36 | Here are the columns that were
used to seeing in a Document Library.
| | 08:40 | So, where in the world are
we connecting Content Types?
| | 08:43 | Well, were going to go to the
Advanced Settings for this Document Library.
| | 08:49 | And right here, Content Types. Do
I want to allow the management of
| | 08:53 | Content Types? And yes, I do.
| | 09:00 | Scroll to the bottom, click OK. And
right here is what we've accomplished.
| | 09:08 | Content Types is a choice. So,
the first thing I want to do is Add
| | 09:14 | From Existing Site Content Types.
Custom Content Types > Budget Document >
| | 09:21 | Add > OK. So now, the
Budget Document is allowed in
| | 09:25 | this library. If I go back
to Finance Docs, and I go to
| | 09:30 | Files > New. Notice two
choices, Document, Budget Document.
| | 09:36 | The default, if I just click the
button, is the first one, Document.
| | 09:40 | So, let's go back to our Library Settings again.
| | 09:46 | And I click the second link,
Change The New Button Order.
| | 09:50 | And I'm going to say, I'd actually
like Budget Document to be first.
| | 09:55 | Click OK. Let's go take a look again.
| | 09:59 | Now, when I go to Files > New, Budget
Document is first and if I just click the
| | 10:04 | button, it will be chosen by default.
Finally, I don't need to allow the
| | 10:10 | creation of any other type of document here.
| | 10:13 | If I wish, I can turn this off. Now,
in that case, only Budget Documents
| | 10:18 | can be created here. But if I
wanted to, I can go back to the
| | 10:22 | Library Settings, scroll down to the
Content Types, change the Default Content
| | 10:26 | Type again and say, you know what, we
don't want documents in this library at all.
| | 10:37 | Now, when we return to our
library, new document, only one type.
| | 10:44 | So, when I create a new document, and you
may be prompted, we're opening a template
| | 10:49 | from somewhere other than your computer,
here's my new document, but notice at the
| | 10:53 | top, the Document pane opens
so that I can enter a title.
| | 10:59 | And this is going to be the Sport
Budget, and owner, I can choose someone and
| | 11:07 | validate their name. Nice little
things I get with that Owner field.
| | 11:15 | I can choose a year from
the dropdown list I provided.
| | 11:17 | This is the 17 Budget,
and it's a Division Budget.
| | 11:21 | And now, I can enter
whatever information that I want.
| | 11:23 | Notice that this is a word document. If
I upload a document, I'll have exactly
| | 11:27 | the same fields available to me. Or
if I'm in Excel and I save a document,
| | 11:32 | I'll be prompted. Remember
that you'll find these settings
| | 11:37 | on the Info panel, if we choose
to show all of the properties.
| | 11:42 | Here's the fiscal year, here's the fiscal scope.
| | 11:47 | Down below, we have the owner
as opposed to just the author.
| | 11:51 | This Library now is set to simply
allow me to create Budget Documents.
| | 11:57 | But I can create a Content
Type for that Planning Document.
| | 12:01 | I can create a Content Type for Contract
Documents, for Proposals, and I can allow
| | 12:04 | all of those Content Types in the same library.
| | 12:08 | Just because I have a Content Type,
doesn't mean that that's the only type
| | 12:11 | that's allowed in the Library. In
the same way that we were able for
| | 12:16 | awhile, to create new documents that
were blank documents or to create new
| | 12:21 | documents that were budget documents, we
can go back to our Library Settings and
| | 12:26 | we can allow other Content Types. I
can go back and Add From Existing Site
| | 12:34 | Content Types and add yet another
Content Type once I create if for planning
| | 12:38 | documents, for policy documents, for
whatever types of documents I wish to create.
| | 12:46 | Whenever I do that, I automatically get
all these fabulous columns based on that
| | 12:50 | particular Content Type. So,
Metadata tied to documents creates
| | 12:55 | new possibilities. This
Content Type exists independent of
| | 12:59 | this particular library. So,
when someone else wants to create a
| | 13:03 | library of Finance Documents, they
can start with this one if they wish.
| | 13:08 | So, having you know, fiscal year and an
owner and a scope, that's not a bad thing.
| | 13:13 | And it might naturally be the kind of
information that we'd want for a planning
| | 13:17 | document as well. So, I can
create other Content Types
| | 13:21 | based on this Content Type and inherit
everything from the original Document
| | 13:25 | Content Type through the Budget
Document Type to the new Content Type.
| | 13:31 | One more thing to take a look at before
we leave this topic, let's go back to our
| | 13:37 | Site Settings and our Site Content
Types, and look at our Budget Document.
| | 13:44 | And just as with a Document Library, I
have other settings that I can associate
| | 13:50 | with this Content Type. For
example, in a Document Library, I can
| | 13:56 | change the template that's used in that Library.
| | 13:59 | I don't need to use the blank Word Document.
| | 14:01 | I can choose something else. I can
even create a Customized Document
| | 14:05 | Template that I want to use. If I
look at the Advanced Settings here
| | 14:09 | for this Content Type, I can
actually do the same thing.
| | 14:13 | When we say Budget Document,
we mean this Document Template.
| | 14:19 | I also can assign a workflow
to this Document Content Type.
| | 14:24 | So that whenever a new document is
created, the workflow begins, if it's set
| | 14:27 | to begin automatically, regardless of
what library this particular document is
| | 14:32 | being used in. I can set
specific information management
| | 14:37 | policies about this document and I can
provide other information that will open
| | 14:41 | up in the Document Information panel
Settings that appear at the top of the
| | 14:44 | document when it opens in Microsoft Office.
| | 14:49 | So, once you begin using Content Types,
realize that we can hang even more on
| | 14:53 | that framework. So that if
we have a Document Library
| | 14:57 | that has different types of documents
coming in, by creating different Content
| | 15:01 | Types for them, we can create
independent workflows for each Content Type.
| | 15:07 | Content types are amazing, because they
take the best of SharePoint, Metadata,
| | 15:11 | and document management. And
seamlessly empower regular users to
| | 15:16 | be able to save documents that
then behave in different ways and have
| | 15:20 | different types of metadata. I hope
you explore and utilize Content Types.
| | 15:26 | This is one of the most powerful
features of Microsoft SharePoint.
| | 15:30 |
| | Collapse this transcript |
| Understanding document sets| 00:00 | There are many endeavors in your
organization that have a standard set of
| | 00:03 | documents that go along with them.
For example, you might have a vacation
| | 00:08 | request, and it has a single form, or
you might have a budget request, and it has
| | 00:13 | one Excel document. You might
have a whole variety of things
| | 00:18 | that are one document workflows or
one document processes, but some of your
| | 00:22 | processes need more than one document and
they use the same core group of documents
| | 00:27 | every time. For example,
you might have a business
| | 00:32 | plan where, when someone says,
I'm working on the business plan.
| | 00:36 | The assumption is that they're doing
financial projections in a specific Excel
| | 00:39 | Worksheet, that they're doing a
presentation in PowerPoint, and they can
| | 00:43 | use whatever Presentation Template they wish.
| | 00:47 | But there's an Executive Summary in
Word that is formatted in a particular
| | 00:50 | fashion, so it also has a template.
And then there are some Visio diagrams
| | 00:55 | that go along with this Business plan.
Or, another example of a Document Set is
| | 00:59 | a Training course, where we have a
course outline in Word, a presentation in
| | 01:03 | PowerPoint, some handouts that were
created in Word, and perhaps, saved even
| | 01:07 | as PDFs, an attendee list in Excel.
And a trainee name tag master document in
| | 01:13 | Word that we can use with that attendee list.
| | 01:16 | And so, when I go to deliver a trainee
course, these are all of the things that
| | 01:19 | I'll pull out of SharePoint to help me.
Or, it's time to assemble the quarterly
| | 01:24 | meeting packet and there's a
financial report using Excel Template, a
| | 01:28 | presentation in PowerPoint, and a
Word Document that used to create the
| | 01:32 | quarterly report Executive Summary.
All of these are examples of document
| | 01:37 | sets, and if you look around your
enterprise, you will find lots of these
| | 01:41 | in most organizations. Document
sets in SharePoint are Content Type.
| | 01:47 | And that means, you can create your own
document, set and add your own columns to it.
| | 01:52 | But a Document Set has additional
features that make it different, much
| | 01:56 | better than a regular content type.
For example, each document set has a
| | 02:01 | welcome page. The welcome
page provides a visual that
| | 02:05 | says, here's what this document set looks like.
| | 02:08 | It has a description. It has an
image part that you can replace.
| | 02:12 | And it has some properties. And
that welcome page also has columns,
| | 02:15 | so that you can decide what information
you're going to show about the document set.
| | 02:20 | When someone clicks a document set in a
library and opens up this welcome page,
| | 02:24 | within the document set you
can have allowed Content Types.
| | 02:28 | Now by default, that's very broad.
Everything ranging from audio files to
| | 02:33 | images to any kind of document you can imagine.
| | 02:36 | But you can actually say some Content
Types are not allowed in our particular
| | 02:40 | Document Set, and then, finally we have
shared columns, and the shared columns
| | 02:44 | are metadata columns. And they
are inherited in the Document Set.
| | 02:50 | So when I assign metadata to the
document set, it's inherited by each of the
| | 02:54 | documents in the set. These
shared columns make it really easy
| | 02:59 | for me to establish
metadata within my entire set.
| | 03:03 | Document Sets provide a powerful way for
you to organize information that's used
| | 03:07 | for common functions in your organization.
| | 03:12 | In the next movie, you'll see how how
easy it is to define a Document Set in
| | 03:16 | Microsoft SharePoint.
| | 03:18 |
| | Collapse this transcript |
| Creating a document set| 00:00 | We're going to create a new
Document Set for use here at No Obstacles.
| | 00:05 | And let me show what this
Document Set looks like.
| | 00:07 | We have five documents that are
included whenever you take a project before the
| | 00:11 | Management Board so they can approve it.
If you want to launch a new project at No
| | 00:16 | Obstacles, you have to provide five
different documents for the review meeting.
| | 00:22 | And so, as Mark LaCie gets ready for
his purchasing project, he needs to have a
| | 00:26 | break-even analysis, a timeline and a
budget, all created in Excel, a project
| | 00:30 | scope document created in Word.
And a presentation using a particular
| | 00:35 | PowerPoint template. This
isn't the only project that's every
| | 00:39 | going to happen at No Obstacles, we've
had them in the past, we'll keep having
| | 00:41 | them in the future. And so, we
want to create a Document Set
| | 00:45 | that makes easy for Mark and others to
go in and to create the documents that are
| | 00:49 | required to get their project
approved. Let' see how we do that.
| | 00:54 | The first thing you need to do is ensure
that the Document Sets Features is turned
| | 00:58 | down in the Site Collection. So,
we're going to click Settings here,
| | 01:04 | choose Site Settings, I'm on my top level sites.
| | 01:09 | And here, in Site Collection
Administration, we'll choose Site
| | 01:12 | Collection Features. Scroll
down to Document Sets, if it's not
| | 01:20 | active, you'd need to activate it. We've
activated it already in the Site Collection.
| | 01:28 | Now, what we want to do is
define a Document Set Content Type.
| | 01:34 | So, let's go back to our
Settings, choose Site Settings.
| | 01:41 | In Web Designer Galleries,
click Site Content Types.
| | 01:47 | And we're going to create a new
Document Set Content Type, in the same way we
| | 01:52 | created the Budget Document Custom Content Type.
| | 01:57 | So, we'll click Create, and this
is going to be Project Approval.
| | 02:05 | And this Document Set will include the
documents required for the project review
| | 02:08 | and approval meeting. Now,
remember that every Content Type
| | 02:12 | inherits from a Parent Content Type,
you'll never create one that doesn't.
| | 02:17 | And we want to be careful here because
we're not creating a new document, we're
| | 02:21 | creating a new Document Set. So,
I'm going to choose Document Set
| | 02:25 | Content Types. Parent
Content Type is a Document Set.
| | 02:31 | I can put this in an existing group as we
did with the Content Type we created, or
| | 02:34 | a new group. If I intend
to create lots and lots of
| | 02:38 | Document Set Types that are going
to support, for example, not just the
| | 02:42 | project approval but then, project status
report, project update, project evaluations.
| | 02:48 | I might want to create a new group that
is Project Document Set but right now,
| | 02:52 | we'll leave this in Custom Content
Types and then I'm going to click OK.
| | 02:58 | So, here we are now in our new Site
Content Type named, Project Approval.
| | 03:03 | And we're going to add to the
columns. All we have now is a title and a
| | 03:07 | description for our Document Set. So,
I'm going to Add From Existing Site
| | 03:14 | Columns and I'm going to add a Contact.
It's a person who is the contact here,
| | 03:23 | and a contact e-mail address. And
that's probably going to be the Head
| | 03:30 | of our Project Management Office. I
don't have any content types inheriting
| | 03:36 | from this type yet so it
doesn't matter if this says yes or no.
| | 03:40 | And I can add other Site Columns from the
existing Site Columns list or by creating
| | 03:45 | new Site Columns just as I did
with our regular Content Type.
| | 03:51 | So now, let's take a look at the other
settings because this is where the power
| | 03:55 | comes from. First, you can,
of course, go back and
| | 03:58 | make changes to the
information we've already provided.
| | 04:03 | So, if we have a better
description later, we can enter that.
| | 04:08 | In the Advanced Settings, we can
choose whether a Content Type is Read-only.
| | 04:13 | And we can always then go back when we
create a Content Type, and force other
| | 04:17 | Content Types based on it to
inherit so we can make that change here.
| | 04:23 | In the Workflow Settings, we can assign a
workflow to this Content Type in the same
| | 04:27 | way that we would assign a workflow to a
particular document or a particular list
| | 04:31 | or library. We'll talk
about Information Management
| | 04:37 | Policy Settings later in this course.
But I'd like to jump down to Documents
| | 04:43 | Set Settings right here. So
first, what types of content are
| | 04:47 | allowed in this Document Set?
And we have lots of information.
| | 04:53 | We start with documents, but we could say
we're willing to have some audio in there
| | 04:57 | or we're willing to have some other
specific types of information, Rich
| | 05:01 | Media, for example, which is video,
particular video rendering a Web Part page.
| | 05:08 | And so, you can say that there are
specific types of content that are allowed.
| | 05:14 | This is where though we will say
exactly what template should be used.
| | 05:18 | So, we have five
templates that we want to upload.
| | 05:21 | The first, it's a document,
we're going to click Browse.
| | 05:24 | And I want to include the break-even
analysis, and I'm going to choose Open.
| | 05:31 | Now, I'm going to add another default
Content Type, and we're going to add the
| | 05:36 | Project Approval Meeting. Now,
if I wanted to create a folder and
| | 05:41 | put all of these in a folder, I would
simply type a folder name and I would use
| | 05:44 | the same folder name over and over again.
But I'm going to choose each of these in
| | 05:51 | turn because they're each their own template.
| | 05:57 | (SOUND). This is our project scope.
| | 06:01 | And finally, the last is a Project Timeline.
| | 06:06 | Each of these, except the first,
begins with the word, Project.
| | 06:10 | And so, the next question I'm asked is,
do I want to add the name of the document
| | 06:13 | set to each file name? Well, that depends.
| | 06:17 | If, when someone creates a document set,
they include the word project in it, I
| | 06:21 | will wish that we hadn't done that. So,
for example, Mark LaCie's project is
| | 06:25 | the Purchasing Project. He would
have Purchasing Project, Project Scope.
| | 06:31 | I think we will not add the name of
the Document Set to each file name.
| | 06:36 | Perhaps, we would be better
off renaming the template.
| | 06:39 | This is the kind of choice that you'd
make at this point and say, hm, maybe
| | 06:42 | before I create this Document Set, I'll
just rename those scope, break-even, and
| | 06:47 | so on. There's a power, though, to having that
| | 06:51 | Document Set name
automatically added to the file name.
| | 06:54 | I think I like it. Now, we have Shared Columns.
| | 06:57 | And the Shared Columns are
shared within the Documents Set.
| | 07:01 | I have a description, a contact,
and a contact e-mail address.
| | 07:05 | If I would like all of these documents
to inherit Mark as their contact, I would
| | 07:09 | just click here. The next
question is, which columns
| | 07:13 | should show up on the
Welcome page for the Document Set?
| | 07:17 | And I actually want Mark's name
and e-mail address to appear there.
| | 07:21 | And I'm using Mark as the example, but
whoever the next project is, if (UNKNOWN)
| | 07:25 | is running a project, her name
and e-mail address will be there.
| | 07:29 | I now have the ability to customize
the Welcome page and that's actually a
| | 07:33 | hyperlink that's beyond
the scope of this course.
| | 07:37 | But you can put a logo there and some
other information and make the Welcome
| | 07:41 | page even a little bit more welcoming.
I'm going to go ahead and click OK.
| | 07:47 | And now, we have a fully functioning
Document Set Content Type called Project Approval.
| | 07:57 | Let's now see how we're going to
use that Document Set in a library.
| | 08:02 |
| | Collapse this transcript |
| Using a document set in the library| 00:00 | Whenever you have a content type that
you want to use, whether it's a regular
| | 00:04 | content type or this document set content type.
| | 00:09 | You actually need to enable a library to use it.
| | 00:12 | So, here we are in Inside Projects. We
want to use our new document set here.
| | 00:17 | So I'm going to click Documents, choose
Library from the Ribbon, and go to the
| | 00:22 | Library settings. And we're
going to go directly to the
| | 00:27 | Advanced settings, and say we want to
allow management of Content types, and okay.
| | 00:40 | When I allow Content Type management, I
get a new section here on my Properties
| | 00:44 | page for the library. I'm
going to Add from existing site
| | 00:48 | content types. And if I want
to make this easy, I can go
| | 00:51 | to the Custom Content Types,
and here's my Project Approval.
| | 00:57 | That's the description we entered,
includes the documents required for
| | 01:00 | project review and approval. Click Add and OK.
| | 01:03 | Now, notice that our library will now
support two different types of documents.
| | 01:09 | A Document document, which can be anything.
| | 01:13 | And a Project Approval which
happens to be a document set.
| | 01:16 | Looks good. I'm going to
go ahead and back to our
| | 01:20 | Documents library here in
our Inside Projects site.
| | 01:26 | So we want to create a new Document Set.
Let's click Documents, choose Files > New
| | 01:31 | Document drop-down. And notice the difference.
| | 01:35 | I can create a document using the Word
Template or I can create a Document Set
| | 01:39 | using Project Approval. It's a
very different icon, we haven't
| | 01:43 | seen this one before. I'm going
to click Project Approval, and
| | 01:47 | I'll be prompted for the name of the project.
| | 01:51 | I'm going to create a raft of documents
with every spaces in there for percent
| | 01:56 | 20s in them by doing that.
There is something responsible about
| | 02:01 | replacing those spaces with
underscores, I can't help myself.
| | 02:04 | And so, the purpose of this project is
review the current Purchasing Process and
| | 02:09 | make recommendations for greater efficiency.
| | 02:15 | Hopefully, Mark would have written that for me.
| | 02:17 | And he's the contact here. And his e-
mail address is mlacie@noobstaclesinc.com.
| | 02:29 | So now, I've filled in all
of the metadata necessary.
| | 02:33 | I'm going to click Save, and when I do,
the new documents set will be created.
| | 02:39 | And it's something we haven't seen
before, a brand new thing we're bringing
| | 02:44 | into existence. That our
Purchasing Process Review
| | 02:49 | Document set. Notice at the
top, here is our description.
| | 02:54 | Here's our contact, his e-mail address,
but notice, we've put in place all of the
| | 02:59 |
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