IntroductionWelcome| 00:04 | Hi! I'm Simon Allardice and welcome to
SharePoint 2010 Getting Started.
| | 00:09 | In this course I'll take you through
your first few hours with SharePoint 2010,
| | 00:13 | so you can understand what it is,
what it does, and the best and most
| | 00:17 | productive ways to use it.
| | 00:19 | We'll explore creating and using
SharePoint sites, lists and libraries.
| | 00:23 | We'll see how SharePoint streamlines teamwork.
| | 00:26 | We'll talk about office integration,
and even see features like workflow and
| | 00:30 | business intelligence.
| | 00:32 | SharePoint is a huge product, and it
can take time to really learn, but that
| | 00:37 | time is worth it, because SharePoint,
used correctly, makes your life easier, and
| | 00:41 | it really can give you new ways of
working that you may not have considered yet.
| | 00:45 | If you're looking for SharePoint to
help grow your business, help yourself or
| | 00:49 | your colleagues work together, or you've
just heard that you're supposed to know
| | 00:53 | his thing called SharePoint,
you're in the right place.
| | 00:55 | I've been working with SharePoint
since the first version of this product,
| | 00:58 | SharePoint Team Services in 2001.
| | 01:01 | So it's nearly ten years now, and
we have by far the best version yet
| | 01:05 | with SharePoint 2010.
| | 01:06 | I've taught hundreds of people how to
successfully and quickly navigate and
| | 01:11 | learn what can often be a very complex product.
| | 01:14 | Though you may have been using
SharePoint already, I'm going to start from
| | 01:17 | the very beginning.
| | 01:18 | So I expect no SharePoint knowledge,
though I do expect you're familiar with the
| | 01:22 | Microsoft Office products,
| | 01:24 | things like Word, Excel, and Outlook.
| | 01:27 | SharePoint is important.
| | 01:29 | It's one of the fastest growing
products in Microsoft's history, and it's just
| | 01:33 | getting bigger, and it's a great
skill to know how to use it well.
| | 01:36 | So let's begin with SharePoint 2010
| | 01:38 | Getting Started.
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1. SharePoint 101Exploring the SharePoint product line| 00:00 | First things first.
| | 00:02 | There is no product with the name SharePoint.
| | 00:05 | You can't actually go and buy
something called SharePoint.
| | 00:08 | That's just a useful phrase that describes
several different products and technologies.
| | 00:14 | But obviously something somewhere has to be
installed, so what actually gets installed?
| | 00:18 | Well, there are several choices.
| | 00:21 | First off is something
called SharePoint Foundation 2010.
| | 00:26 | This is free software that is
installed on your Windows Server machines and
| | 00:32 | SharePoint Foundation is the engine,
the core, the heartbeat of all the
| | 00:36 | SharePoint products.
| | 00:38 | While SharePoint foundation does
provide a great deal of functionality, most
| | 00:43 | larger organizations use another
technology called SharePoint Server 2010.
| | 00:48 | SharePoint Server 2010 wraps
around SharePoint Foundation.
| | 00:52 | If it's in the foundation
product, it's in SharePoint Server.
| | 00:55 | SharePoint Server is built on
top of and includes everything is
| | 00:59 | SharePoint Foundation.
| | 01:00 | Now SharePoint Server
2010 comes in two Editions.
| | 01:04 | There's a Standard Edition, and
there's an Enterprise Edition.
| | 01:08 | Just as the Standard Editions includes
SharePoint Foundation, the Enterprise
| | 01:13 | Edition includes everything in
Standard Edition, which includes everything in
| | 01:17 | the Foundation Edition.
| | 01:18 | We're going to cover all editions
in this course, beginning with the
| | 01:21 | Foundation functionality and moving up, and
I'll explain when I'm using each different version.
| | 01:27 | You might be wondering which one you have.
| | 01:29 | Well, the easiest way is going to
be ask the people who installed it.
| | 01:32 | But there will be ways you can tell by looking.
| | 01:35 | You need to do a bit of
a process of elimination.
| | 01:38 | Just because you're looking at a
SharePoint site that exists in SharePoint
| | 01:41 | Foundation, it doesn't mean
you don't have Enterprise.
| | 01:44 | You just need to go looking for
some of that Enterprise functionality.
| | 01:48 | So we're going to explore all three of
these products, because even if you don't
| | 01:53 | have SharePoint Server Enterprise,
you'd probably want to be aware of what's in
| | 01:56 | the Enterprise Edition.
| | 01:58 | If all you're working on is SharePoint
Foundation, you almost certainly want to
| | 02:01 | be aware of what's in the
SharePoint Server Standard Edition.
| | 02:04 | You might be surprised by just how
much functionality is baked into the free
| | 02:09 | SharePoint Foundation.
| | 02:11 | In fact, what most people talk about
when they talk about SharePoint is part of
| | 02:15 | SharePoint Foundation.
| | 02:16 | We'll explore exactly what
that is in the next few movies.
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| Using SharePoint| 00:00 | Most people find it hard to wrap their
head around SharePoint, and you might be
| | 00:04 | one of those people.
| | 00:05 | Perhaps you have been playing with
this thing called SharePoint for a file,
| | 00:07 | and you don't really get it yet.
| | 00:09 | You are waiting for that one simple description,
| | 00:11 | that one simple sentence that
will suddenly make it all make sense.
| | 00:14 | But you won't get that one sentence
from me, because SharePoint isn't a
| | 00:18 | simple thing to explain.
| | 00:20 | That's because SharePoint isn't one thing.
| | 00:22 | SharePoint is not a program. It's a platform.
| | 00:25 | It's a collection of many very
different products and technologies all wrapped
| | 00:29 | up and given a name, and from one
perspective, learning SharePoint is like
| | 00:34 | learning Microsoft Office. You don't.
| | 00:36 | You don't really learn office.
| | 00:38 | You learn Word, then Excel,
then Outlook and so on.
| | 00:41 | And in the same way, you
don't just learn SharePoint.
| | 00:44 | It a massive, massive set of solutions of
different things you can do with this platform.
| | 00:49 | With every version of SharePoint,
Microsoft have added more and more to it.
| | 00:52 | When you learn the different things it does,
you'll pick and choose your own combinations.
| | 00:57 | The things that are meaningful to you.
| | 00:59 | However, it is a little different
because SharePoint is a server product.
| | 01:03 | You don't install SharePoint
on your own desktop or laptop.
| | 01:06 | It's installed on your back-end systems and
shared across your network. You connect to it.
| | 01:11 | Now, there are some associated
programs that can installed on your desktop,
| | 01:16 | things like SharePoint Designer and
SharePoint Workspace, though you don't
| | 01:20 | always need them, because the most
common ways you'll talk to SharePoint, or
| | 01:24 | either using a Microsoft Office program,
| | 01:27 | Office love SharePoint, and the
feeling is mutual, or just by opening up a Web
| | 01:31 | browser to talk to SharePoint.
| | 01:33 | But if you are new to this, it still
doesn't tell you much. Okay, it's big.
| | 01:38 | It's installed on a server.
| | 01:39 | But what does it do?
| | 01:41 | Well, Microsoft talks about SharePoint
as having six different areas: sites,
| | 01:46 | communities, content, search,
insights and composites.
| | 01:50 | But that's not all that
helpful yet. This is jargon.
| | 01:53 | This is SharePoint speak.
| | 01:55 | Sure, we know what these words mean,
but these are terms that don't really make
| | 01:59 | sense in a product until
we've gone a little deeper.
| | 02:02 | So, what I'd like to do is
give you my version of this.
| | 02:06 | But first off, SharePoint makes Web
sites, SharePoint makes Web sites.
| | 02:11 | It's a massive Web site engine.
| | 02:14 | You tell SharePoint I need a Web site. Bang!
| | 02:17 | You have one.
| | 02:18 | Make another, bang! You get another.
| | 02:21 | You don't need special programs.
| | 02:22 | You don't need to be a Web designer.
| | 02:24 | You don't need to be a programmer.
| | 02:25 | But what are those Web sites?
| | 02:26 | Well, one might be a Web site just for you.
| | 02:30 | Another could be a Web site for your team.
| | 02:32 | Another could be a Web site for your company.
| | 02:34 | Another could be a Web site for the
world to see, and you might be involved
| | 02:38 | in creating these Web sites, or you might
just use SharePoint sites other people have made.
| | 02:44 | But SharePoint makes Web sites.
| | 02:46 | Now, unlike most Web sites at there
on the Internet where you just read
| | 02:50 | them, most Web sites that
SharePoint makes a design for you to be a
| | 02:54 | contributor to change them, to edit
them, to join in, and that's takes us to
| | 02:59 | the second principal.
| | 03:00 | SharePoint helps you work with other
people, and maybe that's just you and one
| | 03:06 | other person working on a
Word document at the same time.
| | 03:09 | SharePoint can let you do that.
| | 03:11 | Perhaps you want a company-wide Wikipedia or
knowledge base easily editable by a hundred people.
| | 03:17 | SharePoint can do that too.
| | 03:18 | It can give you shared calenders.
| | 03:20 | It can give you shared
task list, discussion boards.
| | 03:23 | SharePoint will do all of this.
| | 03:25 | It keeps track of immense amounts of
content and can let you know when things change.
| | 03:29 | The idea of collaboration is built-
into this thing, and that's because
| | 03:33 | you're able to take all the
content that makes up your organization's
| | 03:37 | day-to-day operations:
| | 03:38 | documents, spreadsheets, presentations,
agendas, images, audio, video, even
| | 03:44 | databases, and take all of it and
upload it all into SharePoint, and that's
| | 03:49 | because SharePoint gives you a place to
put your content, a place to put your stuff.
| | 03:54 | Instead, of saving in local folders or
on a network shared drive, or e-mailing
| | 03:58 | back and forth to people,
you put it all into SharePoint.
| | 04:02 | That's where it goes.
| | 04:04 | Some of that content can be in places
where it's super controlled, monitored,
| | 04:08 | audited, available to just a few people,
| | 04:10 | where you can only put certain types of content.
| | 04:13 | Another part could be a free for
all dumping ground, if you want that.
| | 04:16 | You could put everything in there.
| | 04:18 | This doesn't add drag to your system.
| | 04:20 | You continue to work
seamlessly the way you are used to.
| | 04:23 | You are simply saving everything in
SharePoint rather than on your own drive.
| | 04:27 | You create a document on your desktop.
| | 04:29 | Bob makes an update to it
on a meeting on his laptop.
| | 04:32 | Alice access it later on a mobile
device without worrying about how it gets
| | 04:35 | from one to the other.
| | 04:37 | You can even edit it
within the Web browser itself.
| | 04:41 | It's all in SharePoint.
| | 04:43 | Now, obviously after awhile, we can
end up with a lot of stuff and a lot of
| | 04:47 | people working together on that stuff.
| | 04:49 | Well, the danger is that we can't find anything.
| | 04:52 | So, the next part of
SharePoint is dealing with Search.
| | 04:55 | SharePoint let's you search your stuff.
| | 04:57 | It's got a massive supersmart
search engine built-into it.
| | 05:00 | This is not some tacked on afterthought.
| | 05:02 | It's an excellent and complex search
engine that not only allows you to search
| | 05:06 | your content in multiple ways,
| | 05:08 | it will let you search people,
and it will do this all securely.
| | 05:12 | So no one gets access to
anything they shouldn't.
| | 05:14 | Now, all of these things would
be useful but not compelling
| | 05:19 | if you could still only work with your
content in the old conventional ways.
| | 05:23 | But in the next part, insights,
SharePoint helps you bring all your
| | 05:27 | information together and not just
bring it together but bring it together to
| | 05:31 | understand it better,
| | 05:33 | to organize and make sense of
immense amounts of content, taking
| | 05:36 | different kinds of things,
| | 05:38 | Spreadsheets, and Blogs, and Business
Intelligence systems, and presenting it in
| | 05:42 | a way that make sense.
| | 05:44 | In advanced situations, you are
going to be building Dashboards and
| | 05:47 | Scorecards and Visio diagrams,
automatically updated in real time with
| | 05:52 | information inside SharePoint.
| | 05:54 | If you are watching this, whatever
your job is, you are almost certainly
| | 05:58 | a knowledge worker.
| | 05:59 | You are paid to use your
brain and not to do manual labor.
| | 06:02 | That means you make decisions,
and that means you need data,
| | 06:05 | not buried in ten different locations,
but right there, combined the way you
| | 06:09 | want it, in front of your face.
| | 06:11 | SharePoint helps you bring
that information together.
| | 06:16 | When all of that isn't enough,
SharePoint helps you build on top of itself.
| | 06:21 | No platform, no program, no operating
system can know exactly what you need.
| | 06:26 | So, SharePoint has fantastic
capabilities to be extended.
| | 06:30 | It's meant to be extended and customized,
and you don't have to be a programmer.
| | 06:34 | Using programs like SharePoint
Designer and Visio, you can build custom
| | 06:38 | workflows and forms without code.
| | 06:41 | And if you do know code, you can do even more.
| | 06:44 | SharePoint can also taught your
legacy applications and databases.
| | 06:47 | It can read their data and allow you to have
access to view and use it within SharePoint.
| | 06:52 | Always controlled, always secured.
| | 06:54 | Now, if all of these seems like a lot,
| | 06:56 | you are absolutely right and the
attitude to take more than anything -
| | 07:01 | SharePoint is not a program.
| | 07:03 | It's not a solution to a problem.
| | 07:06 | It is a platform that you will use to
build a hundred solutions to a hundred
| | 07:10 | different problems, and that's why it
can be hard to wrap your head around it
| | 07:14 | because it's different for
you than it is for anyone else.
| | 07:18 | But SharePoint makes Web sites.
| | 07:19 | It helps you work with other people.
| | 07:22 | It gives you a place to put your stuff.
| | 07:24 | It gives you a way to search all that stuff.
| | 07:26 | It helps you bring it together and
understand it better, and it helps you build
| | 07:30 | and extend it. Now many of these
pieces are deep enough that you could spend
| | 07:34 | months with them and never see everything.
| | 07:36 | You might end up living in the sites section,
building a public Web site with SharePoint.
| | 07:40 | You might live in the composite section, building
workflows or applications on top of SharePoint.
| | 07:45 | You might live in insights, building
dashboards and scorecards to understand
| | 07:49 | your information better.
| | 07:51 | Or you might just save some of your documents
into SharePoint and use it when you need it.
| | 07:56 | It's all good.
| | 07:58 | But by the time you are done with the
next few hours, you'll have seen enough of
| | 08:02 | all the major features to know if you
want to go deeper, and when you do, the
| | 08:06 | best way is to do it.
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| Understanding SharePoint's features| 00:00 | So we know that SharePoint makes Web
sites, and you might be brand-new to
| | 00:04 | SharePoint, or you may have made your
way around a few SharePoint sites already.
| | 00:09 | In this section, I'm going to show
you a couple of things to look at,
| | 00:12 | what you should be paying attention to,
to understand how SharePoint sites are
| | 00:16 | put together and how to find your way around.
| | 00:19 | To go to a SharePoint site
is like going to any Web site.
| | 00:23 | You need to know where it is.
| | 00:25 | What's the address of the site?
| | 00:28 | You can then type that into a
browser, hit Enter, and go there.
| | 00:33 | Now SharePoint will first
check are you allowed to go there.
| | 00:38 | If you're not, it may either give you
an authentication dialog box where you
| | 00:42 | have to tell SharePoint who you are, or
you make it an access denied message.
| | 00:46 | But to go to a SharePoint
site you just need the URL.
| | 00:49 | Now you might be wondering
how important is the URL?
| | 00:53 | Well, not really very important, other
than just knowing where the site is.
| | 00:58 | You're either going to type that address,
or you're going to click a link that
| | 01:00 | you might have been sent in an e-mail.
| | 01:02 | The thing is is the address can seem
important sometimes, because when you're
| | 01:07 | using public Web sites like eBay.com
and Amazon.com and lynda.com, you're used
| | 01:13 | to a nice, short compact address.
| | 01:15 | Whereas in SharePoint you can have a
much longer address, simply because one
| | 01:21 | SharePoint Server with one name can
support thousands of individual sites, so
| | 01:26 | you'll often have to see a longer
address with many slashes in it.
| | 01:30 | So what am I looking at?
| | 01:31 | Well, this is what's called a Blank
Site in SharePoint, and you might be
| | 01:35 | thinking, well, it doesn't
really look all that blank to me.
| | 01:38 | But this is about as blank as it gets.
| | 01:41 | We have sections here for navigation.
| | 01:43 | We have sections here for searching.
| | 01:46 | We have buttons we can click to say
I like it and put tags and notes on.
| | 01:50 | Because even when I tell SharePoint
that I want a Blank Website, it's still
| | 01:55 | going to generate a structure around
it to say, hey, I'm going to give you a
| | 01:59 | place your navigation.
| | 02:00 | I'm going to give you a way to edit this site.
| | 02:02 | That's all provided for you as
part of SharePoint, and what would that
| | 02:06 | typically look like?
| | 02:07 | Well, if I go to another SharePoint site,
and this one has a little bit of content in it,
| | 02:16 | so we've got some navigation options],
| | 02:17 | we can take a look at some of
the typical things that we'll see.
| | 02:21 | First off, we have this section
at the top here called the Ribbon.
| | 02:25 | This is new in SharePoint 2010, and
it's really making SharePoint more in line
| | 02:30 | with the other Office applications.
| | 02:32 | It can change and be full of graphical
buttons, depending on what you're trying to do.
| | 02:36 | If you ever accidentally click on the
link where the Ribbon is popping up,
| | 02:40 | and you didn't want it, the link that you
need to look for to correct that is just Browse.
| | 02:45 | Browse is the default state of a
SharePoint page when you're just moving around
| | 02:50 | from page to page to page.
| | 02:51 | Well, the question is what are we're looking at?
| | 02:53 | Well, in one sense, you need to start
approaching moving around in SharePoint
| | 02:58 | sites like you'd approach
moving around in any other Web site.
| | 03:01 | To learn sites like Amazon
and eBay, you just explore them.
| | 03:05 | You start clicking links and seeing
what happens, and that's certainly a good
| | 03:08 | mentality to have SharePoint,
because you will discover a lot that way.
| | 03:13 | But some core places to look are here.
| | 03:16 | On the left-hand side, we
have a navigational section.
| | 03:20 | This is often referred to in
SharePoint as the Quick Launch Bar.
| | 03:25 | Now that sometimes makes it sound
special like there's something about these
| | 03:29 | links, and there isn't. The reason that it's
called the Quick Launch Bar is just historical.
| | 03:34 | In old versions of SharePoint it
used to have a little graphic that said
| | 03:38 | Quick Launch on it.
| | 03:40 | But its just links, like any
other links on any other Web site.
| | 03:43 | Above the Quick Launch Bar you have
another area that you may see one, two or
| | 03:48 | multiple links, and this is called the
Top Link Bar, and just as you can think
| | 03:53 | of the Quick Launch Bar as being the
navigation on the left, the Top Link Bar
| | 03:57 | is, no surprise, the navigation on the top.
| | 03:59 | Now navigation in SharePoint is like
navigation on any Web site. It's flexible.
| | 04:05 | It can be changed.
| | 04:07 | However, SharePoint will try and
generate certain navigational elements in
| | 04:12 | each of these areas.
| | 04:14 | In the Quick Launch Bar, by default,
the links that you see are taking you to
| | 04:20 | different parts of this SharePoint site,
whereas the Top Link Bar, and I only
| | 04:26 | have really one link here apart from
Home, is going to be a link to take me to a
| | 04:31 | different SharePoint site.
| | 04:33 | So the Quick Launch Bar, content on this site.
| | 04:36 | Top Link Bar, take me to another site.
| | 04:40 | If I click that link to go to another
Site, we have our own Quick Launch Bar
| | 04:44 | here with our own content on this site.
| | 04:47 | Now the navigation is flexible.
| | 04:50 | It doesn't have to tell you everything
that exists, and that's the same on any Web site
| | 04:55 | if you think about it.
| | 04:57 | But SharePoint will at least attempt to
show you the most useful links in both
| | 05:01 | of these places, and one of the most
useful links you'll see on just about
| | 05:06 | every SharePoint site is the link at the bottom
of the Quick Launch Bar called All Site Content.
| | 05:13 | Clicking this is as if you're telling
SharePoint, hey, tell me what this site is made of?
| | 05:18 | What does that mean?
| | 05:20 | Well, if you're coming from a
conventional Web-design background, you think
| | 05:24 | of Web sites as being created of a
mass of Web pages, whether that's 20 Web
| | 05:28 | pages or 2000 Web pages.
| | 05:31 | That's not really the way
that SharePoint thinks about it.
| | 05:34 | SharePoint takes a different idea.
| | 05:36 | It says, okay, you tell me what
information you want to keep track of on this site?
| | 05:41 | What kind of things do you want to know about?
| | 05:44 | So, for example, I might say, well,
SharePoint I need a place to keep track
| | 05:48 | of calendar, a place to keep track of
announcements, a way to store links,
| | 05:53 | and to store tasks.
| | 05:55 | What SharePoint will do is build all the
necessary Web pages around those pieces
| | 05:59 | of information that I've told it I want to use.
| | 06:03 | So what you're really seeing when
you click the link to view all you're
| | 06:06 | site content is you're seeing those
building blocks, those components of
| | 06:10 | this particular site.
| | 06:12 | If I go to another site, such as this
blank one and say, well, I want to view
| | 06:17 | All Site Content here,
| | 06:20 | It's going to give me a couple of things.
| | 06:21 | I've got something called
Customized Reports and something called a
| | 06:24 | Style Library here.
| | 06:26 | We'll talk about Reports and
Libraries a little later on.
| | 06:29 | But there's really not
much going on, on this site.
| | 06:32 | We have no lists, no
discussion boards, no surveys.
| | 06:35 | We've got a Recycle Bin that's empty.
| | 06:37 | I can see it's got a count of zero.
| | 06:40 | The thing is this all SharePoint
sites are built using this model.
| | 06:44 | All SharePoint sites consist of a
collection of lists and libraries, and what
| | 06:50 | you see in this All Site Content page
is telling you what the site is made of.
| | 06:55 | Well, how can you change this?
| | 06:57 | Well, when you're affecting your
SharePoint sites, one of the most common menu
| | 07:01 | options you'll see is
this guy up at the top-left.
| | 07:04 | The Site Actions menu.
| | 07:06 | Now depending on the permissions you have
you may or may not see this on every site.
| | 07:11 | SharePoint is only going to show
you menu options if it makes sense.
| | 07:15 | It won't give you the option to
create a new site, if you don't have the
| | 07:18 | permission to make a new site.
| | 07:21 | In a lot of cases you won't even see the
Site's Actions menu at all, but this is
| | 07:25 | the key menu for affecting
what the site is made of.
| | 07:29 | Next to the Site Actions menu is a very
useful button called the Navigate Up button.
| | 07:36 | Right now, when I click it it's
telling me that this page is the All Site
| | 07:40 | Content page inside a SharePoint site
called Blank SharePoint Site, and I can
| | 07:45 | click that link to go back up to the
homepage of the Blank SharePoint Site.
| | 07:54 | When you have more complex sites in
SharePoint, that same button may give you
| | 07:58 | several levels, multiple, whether
that's 2, 3, or 12 levels of depth, but it's
| | 08:04 | a great way of being able to navigate up and
down through a complex hierarchy inside SharePoint.
| | 08:09 | Now if you're brand-new to SharePoint,
you might be wondering how am I supposed
| | 08:13 | to remember where all these options
are, particularly if I've got lots of
| | 08:17 | different SharePoint sites?
| | 08:18 | Well, here is the great thing.
| | 08:20 | Because all the SharePoint sites are
built using this same framework, that if
| | 08:25 | you become familiar with how to use one
of them, you pretty much become familiar
| | 08:29 | with how to use all the others as well.
| | 08:32 | Sure, there can be differences, and as you get
more advanced, you might find more differences.
| | 08:36 | But the most common SharePoint sites
behave very similar to each other, and if
| | 08:42 | you can remember the combination of
being able to use the Navigate Up button,
| | 08:46 | of being able to view All Site Content,
and using the Site Actions button when
| | 08:51 | you have it, you'll be able to
find your way around pretty much every
| | 08:54 | SharePoint site.
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2. Sites and WorkspacesExploring team sites| 00:00 | If there's one most common site in
SharePoint, it's this one, the Team Site.
| | 00:07 | It's not necessarily the most useful or the
most important, but it's one of the most common.
| | 00:13 | One of the reasons for that is when a
new Web site is created in SharePoint the
| | 00:17 | default is this one, the Team Site.
| | 00:20 | That doesn't make it special.
| | 00:21 | Something has to be the default. It's this one.
| | 00:24 | That's a little generic, but if you know
how to use a Team Site well, you pretty
| | 00:29 | much know how to use all the others.
| | 00:31 | I have a Team Site here, and it's
looking the way it looks pretty much as
| | 00:35 | soon as it's created.
| | 00:36 | It's got some stock images in
it, some placeholder content.
| | 00:40 | This is a site template that's
available in SharePoint Foundation 2010, and by
| | 00:45 | definition, then, of course,
available in all the others as well.
| | 00:49 | The question is well, what is it?
| | 00:50 | Well, it's a site organized around
a small team. It's a suggestion.
| | 00:56 | It's not magical.
| | 00:57 | If you didn't ever use a Team Site,
you're not doing anything wrong in SharePoint.
| | 01:02 | From one perspective, you know that you
can go out on the Web and buy Web site
| | 01:06 | templates to make some starter sites.
| | 01:08 | It's the same kind of thing. It's a template.
| | 01:11 | You could make one of these for every
team in your organization, whether that
| | 01:14 | team is a very formal structure
or if it's just an informal one.
| | 01:19 | The way you might want to approach it is this.
| | 01:21 | If you ignored SharePoint, you said I
want to build a Web site for my team, and
| | 01:26 | you had to spell out what did that
mean, you might say I want a homepage.
| | 01:31 | I would like a place to upload documents.
| | 01:33 | I'd like a place for a calendar.
| | 01:35 | I'd like a place to put a task list for
my team to work on, a place for some news.
| | 01:40 | Well, this is what a
SharePoint Team Site does for you.
| | 01:43 | We've seen that the way to see what a site is
made of is by using the All Site Content link.
| | 01:48 | If I go here, I can see that what I
have are what are Document Libraries.
| | 01:54 | We'll go through these a little later.
| | 01:55 | But what I'm seeing here is a place to
put my Shared Documents, a place to put
| | 02:00 | Site Assets, and these could be
things like images and logo files.
| | 02:04 | Probably more importantly, right
now, is this Lists section below.
| | 02:09 | We have a place to put announcements, a
place for a calendar, a place for links,
| | 02:13 | a place for tasks, a place for team discussion.
| | 02:17 | You may even see pointers to
other sites, and what are called
| | 02:21 | Workspaces underneath it.
| | 02:23 | Another way of looking at this content,
I'm going to go back to my Home page
| | 02:26 | here, is what are the links
that appear on my Quick Launch Bar?
| | 02:31 | Once again, the Quick Launch Bar does not
have to show you everything in this site.
| | 02:35 | It's simply showing you the most common things.
| | 02:37 | I can click the Calendar and go
and look at the Calendar here.
| | 02:41 | I can click the Task link
and go and look at that.
| | 02:44 | Right now, these are all blank.
| | 02:45 | There's nothing in them.
| | 02:47 | But I'm getting Web pages that show me my
Task, or Web pages that show me my Calendar.
| | 02:52 | And they allow me to add entries to it,
simply by mousing over one of the days
| | 02:57 | and clicking the Add link that appears.
| | 02:59 | Of course, this is the benefit.
| | 03:01 | We don't have to be a Web developer.
| | 03:04 | We don't have to know HTML.
| | 03:05 | We don't have to use a special tool.
| | 03:07 | We can start to change this Web
site just using the Web browser.
| | 03:13 | But yes, this team site, I'm going to
navigate up to the top of it, is kind of
| | 03:18 | generic, and it's kind of
dull. That's the point.
| | 03:21 | This is SharePoint.
| | 03:22 | You're meant to change it.
| | 03:23 | You're meant to make the changes that
you need to make it more useful for you.
| | 03:28 | Part of the reason for that is
SharePoint is expecting that most people who use
| | 03:33 | this site will be contributors, not
just readers, but contributors, able to
| | 03:37 | change, to add entries to the calendar,
to add a task to the task list, to
| | 03:41 | upload documents to the library.
| | 03:44 | If you have the right permissions, we
could also click the Site Actions menu and
| | 03:48 | say New Page, or New
Document Library, or even New Site.
| | 03:54 | As part of this same section, we also
have more options which allows us to add
| | 03:58 | all sorts of different things here.
| | 04:01 | The idea is that this is not just
editable, but easily editable, so that without
| | 04:07 | significant instruction,
I can go to the calendar,
| | 04:13 | I can mouse over Wednesday, I can click Add,
| | 04:16 | I can read the obvious page that appears,
| | 04:18 | that says, okay, I'll put in the
Title, a Weekly Meeting. It's from 2-3.
| | 04:25 | I've got a whole bunch of options to say whether
this is all day or make this a repeating event.
| | 04:31 | I'm just going to hit Save.
| | 04:33 | It's very easy to edit.
| | 04:34 | All the other contributors on this
Team Site could do the same thing.
| | 04:39 | They could see the changes I made.
| | 04:40 | I can see the changes they made.
| | 04:43 | Going back to the homepage of the site,
and I can either click the links that
| | 04:47 | appear in the Browse section of the
Ribbon, or I can use my Navigate Up button.
| | 04:52 | I have a link here saying Shared Documents.
| | 04:55 | I also have a link here saying Shared Documents.
| | 04:58 | Well, what's the difference?
| | 04:59 | Again, if I want to know what's the
authoritative part of this site, I could
| | 05:04 | go to view All Site Content where I
can see that I do indeed have something
| | 05:08 | called Shared Documents.
| | 05:09 | If I click that link, it
takes me to another page.
| | 05:12 | This is what's called a Document Library.
| | 05:14 | It is a place to upload documents, so you can
work on them and other people can work on them.
| | 05:19 | You can collaborate on them rather than
just keeping them on your own desktop.
| | 05:24 | In this, I can simply add
the link to add a document.
| | 05:27 | It gives me an upload ability.
| | 05:29 | I can even have the option
to upload multiple files.
| | 05:32 | But I can click Browse and just find one.
| | 05:35 | I'm going to navigate and
find a single document here.
| | 05:37 | I've gotten Meeting notes.
| | 05:39 | That's in a OneNote format.
| | 05:40 | This could be a Word
document, Excel spreadsheet.
| | 05:42 | It really doesn't matter.
| | 05:44 | That's now uploaded and
part of my Documents Library.
| | 05:49 | Navigating back up to the homepage, I
can see that what I just uploaded is being
| | 05:53 | shown on my homepage here.
| | 05:56 | That's because what I'm seeing on
the homepage is really a window to the
| | 06:00 | underlying structure of the Web site.
| | 06:02 | It doesn't have to be.
| | 06:03 | This is customizable.
| | 06:05 | But the homepage is allowing me to
see different pieces in the lists and
| | 06:09 | libraries that are on this site.
| | 06:11 | We'll see a little later how to edit the
homepage, how to choose what gets shown on it.
| | 06:17 | Perhaps we want this shown; perhaps we don't.
| | 06:19 | Everything is customizable in SharePoint, and
everything should be customized in SharePoint.
| | 06:25 | Microsoft is not trying to suggest that
their team site is the way you should work.
| | 06:30 | They're just trying to give
it to you as a starting point.
| | 06:33 | Team sites are very common.
| | 06:35 | They're good to learn, as they
contain many of the core building blocks of
| | 06:38 | other SharePoint sites.
| | 06:39 | Now while it would be perfectly
acceptable to never use a team site, because
| | 06:43 | there's nothing magical or unique about
it, most people who use SharePoint are
| | 06:47 | pretty familiar with a team site.
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| Understanding document workspaces| 00:00 | Let's take a look at another
very common SharePoint site.
| | 00:03 | And this one is called a Document Workspace.
| | 00:07 | What I'm looking at here is a Document
Workspace immediately after it's been created.
| | 00:11 | In some senses, it looks
very similar to a Team Site.
| | 00:14 | It doesn't have the stock imagery, but
it has a lot of the same elements, the
| | 00:18 | same default color scheme, the
navigation along the left, the same elements
| | 00:22 | along the top and the Ribbon.
| | 00:24 | The difference is the focus of the site.
| | 00:27 | The Team Site is organized around a
support system for a team of people.
| | 00:32 | The Document Workspace is a support
system for working on a complex document.
| | 00:37 | Sure, there's nothing that stops you
working on documents the way you always have.
| | 00:42 | But if you have a complex document, a
business plan, an annual report, you need
| | 00:46 | to get involvement from lots of
people across different teams,
| | 00:50 | the different roles providing different
information, lots of resources to track.
| | 00:54 | You need to input, and you
need to manage that input.
| | 00:57 | This is a site you might want to take a look at.
| | 01:00 | A Document Workspace allows
you to track everything you need.
| | 01:04 | If I was to look at what this site is
made of, in my All Site Content link, I
| | 01:09 | see that I have several Libraries,
including Shared Documents and several Lists,
| | 01:13 | a Calendar, a Links list, a
Talks list, and a Discussion Board.
| | 01:17 | Many of these are identical to the Lists
and Libraries you'd see on a Team Site.
| | 01:21 | And in fact, Document Workspaces and
Team Sites are very similar indeed.
| | 01:26 | And like Team Sites, you don't want to
get caught up in thinking that a Document
| | 01:29 | Workspace is in any way magical. It's not.
| | 01:33 | If you were to never use a Document
Workspace in SharePoint, you're not
| | 01:36 | doing anything wrong.
| | 01:37 | They're mainly suggestions, a
prearranged set of Lists and Libraries that you
| | 01:42 | might find useful if your problem is
that you're working on a big document, and
| | 01:47 | you need to manage a lot of resources.
| | 01:50 | Now some people get caught
up on the term "workspace."
| | 01:53 | This is a Document
Workspace not a document site.
| | 01:56 | Really as far as SharePoint is
concerned, there's no technical difference
| | 02:00 | between something called a
workspace and something called a site.
| | 02:03 | Workspace is just used when the idea is
that this site is probably more temporary.
| | 02:11 | You might create a Document
Workspace to work on the annual report,
| | 02:15 | work quite heavily with this workspace
for a couple of weeks or a couple of months,
| | 02:20 | and then when you're done with the
report, you're done with the site.
| | 02:23 | You can even delete the site.
| | 02:24 | So it might have a lifespan of weeks or
months, rather than years for a Team Site.
| | 02:30 | But there is no technical difference.
| | 02:32 | There's nothing that's going to make a
Document Workspace suddenly disappear.
| | 02:36 | Document Workspaces are SharePoint sites.
| | 02:39 | They're made of Lists and Libraries.
| | 02:41 | They're easy to create.
| | 02:42 | They're easy to use.
| | 02:43 | And you should almost regard
them as disposable resources.
| | 02:47 | Now that's a stretch,
| | 02:48 | particularly if you're used to
regarding sites as something special.
| | 02:51 | But the idea in SharePoint is
that you'd create one. You'd use it.
| | 02:55 | And when you're done, you'd get rid of it.
| | 02:57 | And then you make another
one for another project.
| | 02:59 | As we get further into SharePoint,
you'll see more complex and more
| | 03:03 | enterprise-level ways of managing
documents if you need that level of control.
| | 03:08 | But the Document Workspace can be a very
useful, very easy to create and easy to
| | 03:12 | use way of managing documents and
resources around those documents.
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| Exploring meeting workspaces| 00:00 | So let's look at one more SharePoint site.
| | 00:03 | And well, if a Document Workspace is
a simple SharePoint site designed to
| | 00:07 | help you work on the document, you can
probably make a guess as to where I'm
| | 00:10 | going with this one.
| | 00:11 | This is a Meeting Workspace.
| | 00:14 | We've got navigation.
| | 00:15 | We've got the Ribbon.
| | 00:16 | We've got the Site Actions menu.
| | 00:18 | We do seem to be missing the Quick
Launch Bar navigation along the left, but
| | 00:22 | otherwise it looks quite similar.
| | 00:24 | Again, it's all about the focus.
| | 00:26 | What is this site for?
| | 00:27 | It was no surprise that my answer is going to
involve the word Meeting, but let's face it.
| | 00:32 | There are meetings, and there are meetings.
| | 00:34 | This is not needed for a casual,
update, regroup, and chat meeting.
| | 00:39 | But if you have somewhere that you need
to put agendas, multiple documents, lists
| | 00:43 | of attendees, this is a great way to do it.
| | 00:46 | We can see that a Meeting Workspace,
out of the box - and I'm looking at what's
| | 00:50 | called a basic Meeting Workspace -
| | 00:53 | has a place to put Objectives, has a
place to put Attendees, has a place to put
| | 00:57 | Agenda and a simple Document
Library, all driven from this homepage.
| | 01:02 | Now because we're missing the Quick
Launch Bar, you might then think, well,
| | 01:06 | we're missing an ability to
look at the All Site Content link.
| | 01:09 | How would we get to see what
the site is really made off?
| | 01:12 | Well, luckily if you have your Site
Actions menu, you can select from this
| | 01:16 | option, where the View All Site
Content is also available as a link here.
| | 01:21 | And you will typically find
it on your Site Actions menu.
| | 01:25 | Here I can see again, we've got several
Libraries, and we have three Lists here,
| | 01:31 | Agenda, Attendees and Objectives.
| | 01:33 | This is actually a
pretty simple SharePoint site.
| | 01:37 | Again, they do use the word Workspace
here, instead of site because the idea is
| | 01:42 | this is probably more
temporary than a Team Site.
| | 01:46 | You might create a Meeting Workspace
to handle an important upcoming meeting.
| | 01:51 | Keep Agendas and Objectives in it.
| | 01:53 | And when the meeting is over, you might
keep it around for archival reasons, or
| | 01:57 | you might get rid of it.
| | 01:59 | So like a Meeting Workspace, probably
doesn't need a long lifespan, maybe a few weeks.
| | 02:04 | SharePoint won't delete it
without you telling it to.
| | 02:06 | But something that's actually worth
cultivating is the idea of using SharePoint
| | 02:11 | sites as fairly disposable resources.
| | 02:14 | Create it if you need it, or if you
might need it, use it. Get read of it.
| | 02:19 | Meeting Workspaces are SharePoint sites.
| | 02:21 | They're still made of Lists and Libraries.
| | 02:24 | They're easy to create.
| | 02:25 | They're easy to use.
| | 02:27 | They are customizable.
| | 02:28 | You can select your own combination of
Lists and Libraries if you find something
| | 02:32 | else is more useful for you.
| | 02:33 | The idea is they're
almost disposable. Create it.
| | 02:37 | Use it.
| | 02:37 | When you're done, get rid of it and
make another one for you next meeting.
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|
|
3. SharePoint ToolsUnderstanding lists| 00:00 | So, you've seen a few of the most
common SharePoint sites, and you probably
| | 00:04 | realize that many of them seem to share
the same pieces, including Calendars and
| | 00:09 | Document Libraries and Task Lists.
| | 00:11 | That's because you make SharePoint sites almost
like putting together a bunch of wooden blocks.
| | 00:17 | Some blocks represent Document
Libraries, other ones represent Calendars, and
| | 00:21 | other ones represent Task Lists.
| | 00:23 | Put them together one way, you get a Team Site.
| | 00:26 | Put them together another way, you get a
document workspace, or a meeting workspace.
| | 00:31 | Once you learn the available lists and
libraries, the available building blocks,
| | 00:36 | you can make some very helpful sites as
easy as putting a few blocks together.
| | 00:40 | So, I'm looking at a blank SharePoint site here.
| | 00:43 | On this site, I really haven't selected what
lists and libraries that I'm interested in.
| | 00:49 | When this blank site is actually
created in SharePoint, you may occasionally
| | 00:53 | see a couple of example lists and libraries
created, depending on how your farm is configured.
| | 01:00 | So, in this case, for example, I
see that I have one Document Library
| | 01:04 | called Customized Reports.
| | 01:05 | But I have no Picture Libraries, no
Lists, no Discussion Boards, no Surveys, no
| | 01:09 | Sites and Workspaces.
| | 01:10 | These are the building
blocks of SharePoint sites.
| | 01:13 | This is what your sites are created around.
| | 01:17 | So, what I could do with this site is say,
well, I want to start building it out.
| | 01:21 | I want to start adding things to this site.
| | 01:24 | Most of what you do can be
driven from the Site Actions menu.
| | 01:29 | This being SharePoint, you'll find that
there are multiple ways to get to the same place.
| | 01:33 | If I'm on my old site Content window,
I could also click the Create button.
| | 01:37 | But let's get used to
using the Site Actions menu.
| | 01:41 | I get an option here to make a new
Document Library, an option to make a new
| | 01:44 | site, or I see more options.
| | 01:47 | Create other types of pages,
lists, libraries and sites.
| | 01:52 | Again, if you're coming from a
conventional Web design background, you may be
| | 01:55 | used to thinking of your sites
as merely consisting of Web pages.
| | 01:59 | It's not really the case in SharePoint.
| | 02:01 | We're interested in our lists and our libraries.
| | 02:05 | I'm going to maximize this window, and
I'm seeing a Create window that pops up.
| | 02:08 | Now, I'm seeing a version that I only see
if I have the Silverlight plug-in installed.
| | 02:14 | If you didn't have Silverlight installed,
you'd see a slightly different window
| | 02:18 | when you hit that More Options
buttons of your Site Actions menu.
| | 02:21 | But what this is saying is here you can
get the Libraries that you can create,
| | 02:26 | such as Data Connection Libraries,
Document Libraries, Form Libraries, and
| | 02:30 | Picture Libraries, and then there's
multiple lists that you can make:
| | 02:34 | Announcements, Calendar, Contacts,
Custom List, if you want to define your own.
| | 02:39 | SharePoint has several built-in
predefined lists, but the idea is you'll often
| | 02:46 | define your own, because Microsoft just
don't know exactly what kind of data you
| | 02:51 | want to keep track of.
| | 02:52 | So they'll give you some generic things,
keeping track of links, keeping track
| | 02:56 | of tasks or surveys.
| | 02:58 | But once you've explored the basic
things, like the Contacts, the Calendar, and
| | 03:03 | Announcements, if you need something
more complex, you create a Custom List.
| | 03:07 | Well, before we do that, let's just start
off with something simple like a Contacts list.
| | 03:12 | I'm going to add a Contacts list to
this blank site, and all it's going to say is
| | 03:18 | select the list you want and give it a name.
| | 03:20 | I'll call this Useful Contacts and click Create.
| | 03:24 | By me adding a Contacts List to this
site, it will generate the page to view
| | 03:31 | this list, to add a new item to this list,
to edit the list, to edit settings of
| | 03:36 | the list, all done automatically.
| | 03:38 | Now if it's your first glance at
editing a list, it looks like the Ribbon's
| | 03:42 | little bit intimidating here.
| | 03:44 | Know that your list exists really in
two modes, the list itself and then the
| | 03:49 | individual items inside the list, in
this case, the list called Useful Contacts,
| | 03:55 | and then the individual contacts I might add.
| | 03:57 | The Ribbon is reflecting that.
| | 03:59 | I have a section of the Ribbon
called List, which allows me to change the
| | 04:03 | settings of the list, change
the permissions of the list.
| | 04:06 | E-mail a link to the list.
| | 04:09 | Then I have a section called Items,
which would allow me to say, make a new item
| | 04:15 | or edit an item if one already existed.
| | 04:17 | I'm going to click New Item.
| | 04:19 | I don't even have to leave the page.
| | 04:21 | It will pop up this window for me, have
the Last Name Smith, First Name of John.
| | 04:27 | The only things that are required are
these things that have the red asterisk here.
| | 04:31 | I'll give him an e-mail address and a
business phone number, and click Save.
| | 04:39 | With this one item in the list here, I
can click anywhere in this row to select it.
| | 04:44 | You see that the check box gets checked here.
| | 04:47 | When this individual row is selected,
certain other of the choices appear in my Ribbon.
| | 04:54 | If it's selected, I have the option
to view it, to edit it, to change the
| | 04:57 | permissions of it, to attach a file, or even
say that I like it or put my own notes on it.
| | 05:02 | Of course, I don't have to be
staring at the Ribbon all the time.
| | 05:05 | If I just wanted to look at the
list, I can be on the Browse tab.
| | 05:09 | That just shows me I'm in the Useful
Contacts inside the blank SharePoint site,
| | 05:15 | not so blank anymore.
| | 05:16 | If I go back to the homepage in my
blank SharePoint site, I can actually see
| | 05:19 | that I have a link generated to that list.
| | 05:23 | This is SharePoint attempting to be helpful.
| | 05:25 | You don't have to have that link on
your quick launch bar, but the default is
| | 05:29 | that when a new list is created,
it will add a link to that list.
| | 05:34 | Again, it's a way I can get back to it.
| | 05:35 | So, this is the way that I
would start to build out this site.
| | 05:39 | Going back to my Site Actions menu,
and either saying I want a new Document
| | 05:43 | Library or saying I want more options to
create other lists and other libraries,
| | 05:49 | and, in fact, in this case, even other sites.
| | 05:52 | If I look at my Libraries that are
available, we've got some specialized ones
| | 05:57 | like Data Connection Libraries, Wiki
Page Libraries, and Form Libraries, but the
| | 06:02 | majority of the libraries you will
make will be just Document Libraries, and
| | 06:05 | often, Picture Libraries.
| | 06:07 | My unofficial guess would be that
Document Libraries make up 95% of everything
| | 06:12 | you might want to create.
| | 06:14 | To create a Document Library,
it's the same as creating a list.
| | 06:18 | I simply give it a name.
| | 06:20 | The name is not magical.
| | 06:21 | It can be whatever you want.
| | 06:23 | It's very common to see your default
document library called Shared Documents.
| | 06:27 | But there is nothing remarkable
about that name. Click Create.
| | 06:33 | It looks very similar to
the list that we created.
| | 06:37 | In fact, if you're wondering if there
is a big difference between a list and a
| | 06:40 | library, the answer is no. There isn't.
| | 06:43 | Everything in SharePoint is a list.
| | 06:45 | A Library is really just a list of documents,
or a list of images, or a list of Web pages.
| | 06:51 | You can also see two that appear in the Ribbon.
| | 06:53 | We've got a Library section of the
Ribbon that allows us to affect the
| | 06:57 | settings of the library, or the permissions of
the library, or e-mailing links or creating views.
| | 07:02 | We'll talk about views later.
| | 07:04 | It also allows us to shift to the
Documents mode, which is work on the
| | 07:09 | individual pieces of the library,
create a new document or upload a document,
| | 07:14 | or make a new folder.
| | 07:15 | But again, this is one of the plus
points of a lot of the internal pieces of
| | 07:19 | SharePoint being very similar to each other.
| | 07:21 | If you know how to work with the
Document Library, you pretty much know how to
| | 07:25 | work with any library.
| | 07:26 | If you know how to work with a
Contacts List, you pretty much know how to
| | 07:30 | work with any list.
| | 07:32 | Even if you're not intending to make
your own sites or do significant site
| | 07:37 | customization, it's important to
understand that all SharePoint sites are made
| | 07:41 | of these fairly simple ingredients.
| | 07:43 | One benefit is that it becomes easy to
jump from one site to another, as most of
| | 07:48 | the lists and libraries will behave
the same way across multiple sites.
| | 07:52 | If you learn how to use a Document
Library in a Team Site, you know how to use a
| | 07:55 | Document Library in a document workspace,
or a meeting workspace, or some other
| | 08:00 | SharePoint site that you've never seen before.
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| Working with permissions| 00:00 | Every time you visit a SharePoint site,
SharePoint will check to see who you are.
| | 00:05 | SharePoint cares about permissions.
| | 00:08 | Some people can just read a particular
SharePoint site, some people can edit
| | 00:12 | things on the site, some can do
everything, including creating new sites, and
| | 00:16 | deleting others, and some people
may not be allowed to see it at all.
| | 00:19 | This affects everything
that you do in SharePoint.
| | 00:23 | One of the reasons that you want to be
flexible about some of the options you're
| | 00:26 | expecting to see is your
permissions can change that.
| | 00:29 | For example, I'm signed on to this Team
Site here as what's called an Owner. That
| | 00:35 | means I have full control over
this site. I can do anything.
| | 00:38 | When I click my Site Actions menu, I
see all sorts of different options here:
| | 00:42 | Edit the Page, create a New Page,
create a New Site, and even coming down I can
| | 00:47 | say Site Permissions,
| | 00:48 | Give people access to this site.
| | 00:51 | I'm going to switch to a different browser.
| | 00:53 | In this browser, I'm looking at the
same site and the same address, but I'm
| | 00:57 | signed on as a different
person with different permissions.
| | 01:01 | And if I go over to my Site Actions
menu here, I get precisely one option:
| | 01:07 | View All Site Content, because this person
is on this site as what's called a Reader.
| | 01:15 | That means they can just read.
| | 01:16 | They can't change anything.
| | 01:19 | While it does look quite similar on
this Home page, if I were to go to my Task
| | 01:25 | list, for example, I don't have
the ability to add anything new.
| | 01:29 | I don't see the link that says add
a new task, because I can only read.
| | 01:33 | I still often get the Ribbon, but you'll
notice that just about everything is grayed out.
| | 01:38 | I can Connect this list to Outlook.
| | 01:40 | We'll see what that does a little later on,
but things like List Settings I cannot affect.
| | 01:45 | The only things I can do with it are
read level passive pieces of information.
| | 01:50 | I can E-mail a Link to this library.
| | 01:52 | I can set up an RSS Feed.
| | 01:54 | These are all looking at it, not changing it.
| | 01:56 | So, SharePoint cares
very much about who you are.
| | 02:01 | And this permission is not global.
| | 02:03 | This is site level.
| | 02:04 | You might have Read Permissions on one
site, and Full Permissions on another
| | 02:09 | site, and No Permissions at all on a third site.
| | 02:12 | Your menus and your options will look
different based on what you're allowed to do.
| | 02:18 | What happens is that, by default, when a
SharePoint site is created, it makes three groups.
| | 02:24 | Those groups are called
Visitors, Members, and Owners.
| | 02:28 | Now, I'm actually an Owner
on this site. How do I know?
| | 02:32 | Well, I made it.
| | 02:33 | And if I made this site I'm an owner of it.
| | 02:36 | But when I look at my Site Actions here,
and I see that I have an option that
| | 02:40 | says Site Permissions:
| | 02:42 | Give people access to this site.
| | 02:44 | I'm going to click that.
| | 02:46 | It takes me to a different page that's
called the Permissions page, where I see
| | 02:50 | at the top I've got Example Team
Site Members, Example Team Site Owners,
| | 02:55 | Example Team Site Visitors.
| | 02:57 | If I were to be in the Members Group,
and there is nobody in there right now,
| | 03:02 | members would have contribute
permissions to SharePoint site, Example Team Site.
| | 03:07 | That means you could change the site.
| | 03:10 | You could change attach.
| | 03:11 | You could edit a calendar entry.
| | 03:13 | If you were in the Owners Group,
and right now the only person in the
| | 03:17 | Owners Group is me,
| | 03:18 | I cannot only do anything in this site, but
I can also create new sites from this site.
| | 03:24 | I'm going to go back.
| | 03:26 | If I look at the Visitors Group, the
only person in that group is Gini Paxon who
| | 03:31 | is the one I'm signed on
as on the other browser.
| | 03:35 | Visitors have Read Permissions.
| | 03:37 | They can just read.
| | 03:38 | That affects everything
that they see on that site.
| | 03:42 | So, what can I do? Well, I could change that.
| | 03:46 | If I were to decide to go into the
Members Group and add Gini here, I'm going to
| | 03:51 | click the New button to
say Add Users to this group.
| | 03:54 | I'm going to type her name.
| | 03:58 | Click the little button to Check it.
| | 03:59 | Yeah let's find her. We OK.
| | 04:03 | This is an instant affect.
| | 04:04 | I'm going to go back to the other
browser where I'm signed on as Gini
| | 04:08 | and refresh this page.
| | 04:11 | It doesn't look visually much different.
| | 04:13 | But if I click my Site Actions menu
where I had one option, I now have several.
| | 04:18 | I can edit the page.
| | 04:19 | I can create a new page.
| | 04:20 | I can view all site content.
| | 04:22 | I still don't have as many as I have,
but I have more than I had before.
| | 04:28 | If I come down on the page, I'll see
that I now have the ability to Add a
| | 04:32 | document to my Shared Documents library.
| | 04:34 | If I switch back to the other browser
and change the settings again, and this
| | 04:38 | time put Gini in the Owners Group, go back
over to her browser and Refresh her page.
| | 04:52 | Here it shouldn't be a surprise what's
going to happen in the Site Actions menu.
| | 04:55 | I get the ability to do everything,
including creating a new site if I wanted to.
| | 05:02 | And here's the thing to understand.
| | 05:04 | You don't have to tell
SharePoint what users exist.
| | 05:08 | SharePoint already knows that.
| | 05:10 | When your System Administrators hooked
it, up they connected it to your existing
| | 05:14 | user database. Often that's in a
technological called Active Directory,
| | 05:18 | though sometimes that may be in other
things like Lotus Notes, or Novell.
| | 05:22 | But what it means is SharePoint
knows what users exist in the system.
| | 05:26 | It just doesn't care.
| | 05:28 | As you get more and more permissions,
and more and more capabilities in
| | 05:32 | SharePoint, you'll find that adding
people to a site will become part of your job.
| | 05:36 | I didn't have to tell
SharePoint that Gini existed.
| | 05:39 | I have to tell SharePoint what was
Gini in this site, was she an Owner, a
| | 05:44 | Visitor, or a Member, or none of the above?
| | 05:47 | Now, if you don't have the ability to
change people, you may need to request
| | 05:52 | access to be able to view certain
sites in SharePoint, because from top to
| | 05:57 | bottom SharePoint cares about who you
are, and what you're allowed to do, and
| | 05:59 | that let's you collaborate and put
your content in SharePoint understanding
| | 06:04 | that it will be secure.
| | 06:06 | That if you create a site and add five
people to it, only those five people will
| | 06:10 | be able to use that site.
| | Collapse this transcript |
| Creating a site| 00:00 | If you have the right permissions, you
can create a new site in SharePoint.
| | 00:05 | Creating a site in
SharePoint is nothing special.
| | 00:08 | It can be done in a few seconds, and that
site might last for a few days, or a few years.
| | 00:14 | It all depends on what you need it for.
| | 00:16 | Regardless, the process is the same. If
you have the correct permissions, you can
| | 00:21 | go to your Site Actions menu, and you
will see an option that says New Site.
| | 00:26 | Now, bear in mind that permissions can
differ from one site to another, so you
| | 00:30 | may have this ability on one site,
and you may not have it on another site.
| | 00:35 | But first to understand is well, where are you?
| | 00:38 | I'm in an existing site,
and I'm making another site.
| | 00:41 | What this actually means is that
I'm creating what's called a subset,
| | 00:45 | that to choose this option, I'm
creating a site underneath an existing one.
| | 00:51 | Now, this may strike you as a bit of a
chicken and an egg situation, where did
| | 00:55 | the first site come from?
| | 00:56 | Well, we will talk about that a little later.
| | 00:58 | But when I'm in this position, I say New Sites.
| | 01:02 | I have my Create window, and it
gives me the available site templates.
| | 01:05 | Now, yours may look different
depending on your version of SharePoint, or if
| | 01:10 | your system administrator has
installed or removed certain templates.
| | 01:14 | And again, I'm seeing the
Create page that I get when I have
| | 01:17 | Silverlight installed.
| | 01:19 | You might have a slightly different
experience if you don't have the plug-in installed.
| | 01:23 | As I select each of these individual
options, we can see a little bit of
| | 01:28 | information about them. There's the
Team Site that we've seen before.
| | 01:32 | It gives us a Document Library and
Announcements List, a Calendar List, Task and Discussion.
| | 01:37 | We've got the Document Workspace, a
Document Library, a Task List, Discussion Board.
| | 01:43 | We've got the Basic Meeting Workspace
and all the other Meeting Workspaces.
| | 01:47 | Now, I'm not going to go
through every single one of these.
| | 01:50 | I invite you to explore the different
site templates that you find available.
| | 01:54 | We're trying to get to know SharePoint
at a bit of a higher level than this.
| | 01:58 | We have some more specialized Web site
templates here. We have the Contacts Web
| | 02:03 | Database, and Issues Web
Database, and Project Web Database.
| | 02:08 | These you'll typically see if you
have the enterprise edition of SharePoint
| | 02:12 | Server, because they're using a feature
called Access Services that allows us to
| | 02:17 | take Access databases and
publish them into SharePoint.
| | 02:20 | And you might see other things, such
as the Visio Process Repository, or the
| | 02:25 | Document Center, or Records Center;
| | 02:27 | specialized site templates only
available with the SharePoint server license.
| | 02:32 | I'm going to create something fairly simple.
| | 02:34 | In fact, I'm going to create the
simplest kind of site, the Blank Site.
| | 02:39 | Give it a name, and give it a URL.
| | 02:43 | The URL we're going to create this new
site at will be based on the URL of the
| | 02:48 | site we're in right now.
| | 02:50 | So, I'm in a site that's at this
address: ldcsharepoint.com/sites/example.
| | 02:57 | There's a couple of other pieces to the
URL here, but those are actually internal.
| | 03:01 | And what that means is that whatever I
type in here for the URL will always be
| | 03:07 | beneath the existing one.
| | 03:09 | So, I'm going to say blank and click Create.
| | 03:12 | It will think about it, and then what
will happen is we'll have our new site
| | 03:18 | Blank, will be underneath
ldcsharepoint.com/sites/example. This is a subsite.
| | 03:27 | Another way I could see that being
indicated is if I use my Navigate Up button.
| | 03:32 | I would see that right now I'm
on the homepage of a Blank Site.
| | 03:36 | That's underneath my Example Team Site.
| | 03:40 | Example Team Site was where I clicked the
Create Site button, but this site exists.
| | 03:45 | And what's happened is it's using
the permissions of the parent site.
| | 03:49 | That is actually the default way that this works,
since it's the way you want it to work.
| | 03:53 | So, if I'd added a user to the Owners
Group of my parent site, they will now be
| | 03:58 | an owner of this site too.
| | 04:00 | I could even go from this site and
create another one underneath here
| | 04:04 | Site Actions > New Site.
| | 04:07 | Select one, give it a name, give it a URL.
| | 04:10 | If you want to change behaviors like
permissions, you have the More Options
| | 04:14 | button that allows you to say things
like Use same permissions as parent site,
| | 04:19 | or Use unique permissions.
| | 04:20 | Do you want to display this site on the
Quick Launch bar of the parent site, or
| | 04:24 | the top link bar of the parent site?
| | 04:27 | Here's where we talked about this idea
that navigation does have some defaults,
| | 04:31 | but it can be changed.
| | 04:32 | I'm just going to cancel that
because I don't want to create one here.
| | 04:36 | Again, you need to regard
these sites as somewhat disposable.
| | 04:40 | If I wanted to, I could even get rid of it.
| | 04:43 | Every site has its own settings, just as
every site has its own All Site Content link.
| | 04:49 | In this case, my All Site Content link is blank.
| | 04:52 | I have no Libraries. I have no Lists.
| | 04:54 | I have no Discussion Boards, no service.
| | 04:56 | This is a Blank Site.
| | 04:58 | I could either start adding elements to it
to make it useful, or I can get rid of it.
| | 05:04 | To get rid of it, I'm going to go to my
Site Actions menu where I have a whole
| | 05:08 | bunch of other options here, but at
the bottom I have a section called Site
| | 05:13 | Settings, Access all settings for this site.
| | 05:16 | Now, Settings pages are interesting because
you see Settings pages all over the place.
| | 05:22 | There are settings for this site.
| | 05:24 | There is settings for
every library in this site.
| | 05:27 | There is settings for every list in this site.
| | 05:30 | So you'll see settings everywhere you
go in SharePoint if you have the right
| | 05:33 | permissions to see them.
| | 05:35 | But if I access the permissions for
this site, I get a whole bunch of options
| | 05:39 | such as the theme that this site is using.
| | 05:42 | What's the color scheme and fonts?
| | 05:43 | What does the Quick Launch bar look like?
| | 05:45 | What does the top link bar look like?
| | 05:47 | Can I change the title of this site?
| | 05:49 | I have some internal options we'll see
a little later, like Site columns, and
| | 05:54 | Site content types, and Master pages.
| | 05:56 | But one of the options that I do have
here that's kind of buried a little bit
| | 06:00 | is Delete this site.
| | 06:03 | I can select that, and
it will give me a warning:
| | 06:05 | You are about to delete the
following Web site at this address.
| | 06:09 | That will delete all Documents and
document libraries, all Lists and list data,
| | 06:13 | all settings, all Permission
Levels, do you want to do this?
| | 06:17 | This is a screen you want
to be very, very careful on.
| | 06:20 | You certainly want to make
sure you're in the right position.
| | 06:24 | If I had accidentally clicked this link,
and I was in a different position I might
| | 06:27 | be deleting more than I bargained for.
| | 06:30 | But in this case, I'm pretty
sure I'm in the right position.
| | 06:33 | I'm going to hit Delete. Yes, I am sure.
| | 06:37 | Your Web Site has been
deleted. I go back to site.
| | 06:40 | Go back, where?
| | 06:41 | I'm going back to the parent
site, our Example Team Site.
| | 06:45 | So the process of creating sites in
SharePoint is very quick, as is the
| | 06:50 | process of deleting them.
| | 06:52 | And again, you need to be very
careful there, because the sites you create
| | 06:55 | could be disposable, or the sites you make
could be intended to last for a long time indeed.
| | 07:00 | Now one of the things we haven't yet talked
about is where did the first site come from?
| | 07:05 | If I have to create a site by going to
my Site Actions menu of an existing site,
| | 07:09 | but where did the first site come from?
| | 07:11 | That leads us a bit deeper into the
idea that SharePoint likes to group sites
| | 07:16 | together into what are called Site Collections.
| | 07:18 | And Site Collections can actually only
be created by your farm administrator,
| | 07:23 | and that's really where
the first sites come from.
| | 07:25 | For most people the only options
they'll have of creating sites will be from an
| | 07:29 | existing one already.
| | 07:31 | So, we're not going to explore all of the
possible SharePoint sites in this course.
| | 07:35 | I do encourage you to try a few of
them out if you can, and if you have
| | 07:39 | the correct permission.
| | Collapse this transcript |
| Editing a page| 00:00 | When you are working with a typical
SharePoint site, you will usually be working
| | 00:03 | with the documents and the list items
that have been uploaded into that site,
| | 00:08 | but you can change the pages themselves.
| | 00:10 | I am looking at the
Homepage of the default Team Site.
| | 00:13 | We have got some placeholder text
and some stock photos that we would
| | 00:17 | probably want to get rid of.
| | 00:18 | So if I have the correct permissions,
I can shift this page into Edit mode.
| | 00:24 | I can do this in a couple of different ways.
| | 00:26 | There is an icon at the top of your Ribbon
that looks like a pencil writing on a page.
| | 00:30 | I can click that one.
| | 00:32 | What happens is that the Ribbon shift
into what are called the Editing tools,
| | 00:36 | and the different sections of
the page become directly editable.
| | 00:39 | You can see the cursor
blinking in this first section here.
| | 00:42 | I can simply select some
text here and start typing.
| | 00:49 | Now, as you can see, the
text is in different formats.
| | 00:51 | We have some heading text here,
and some more typical body text here.
| | 00:55 | It's all changeable.
| | 00:57 | From this section of the Ribbon,
we can do things like work with the
| | 01:00 | alignment of the text.
| | 01:02 | We can select from what are called Styles.
| | 01:07 | As I mouse over those, it will give me
a live preview of what this would look
| | 01:11 | like, or we can even use
what are called Markup Styles.
| | 01:15 | For those of you who are Web designers,
this is really applying HTML Markup to
| | 01:19 | the individual pieces here.
| | 01:20 | I am going to leave it at the
default, which is Colored Heading 1.
| | 01:25 | You can see that we have a small
selection of Formatting options here;
| | 01:30 | not as many as you would usually have
in Word, but you don't need as many that
| | 01:33 | you would usually have in the Word.
| | 01:34 | We have the ability to change the Fonts,
although there is a limited selection
| | 01:38 | of Fonts available, simply
because this is a Web page.
| | 01:42 | If you are working across multiple
platforms, you are not sure what Fonts will
| | 01:46 | be available, so we just
centralized to the common ones.
| | 01:49 | Most of the time you don't need to change that.
| | 01:51 | There is also the Insert section of
the Ribbon, which allows you to insert
| | 01:56 | pictures and tables.
| | 01:58 | If you have used the Table Insert on an
Office application like Word, you will
| | 02:02 | probably be familiar with this.
| | 02:04 | As you mouse over different sections
of it, it highlights and says you are
| | 02:08 | going to create a Table that has 2
rows by 7 columns, or 4 rows by 3 columns,
| | 02:14 | or 2 rows by 5 columns. Select that.
| | 02:17 | It inserts the Table into the page,
and you can start typing inside it.
| | 02:21 | Now, notice that you also have a new
section on the Ribbon called Table tools.
| | 02:26 | It allows you to affect the Layout
of it and the Design of it, including
| | 02:29 | having Table Styles.
| | 02:30 | But say if I had made a mistake here,
I could actually hit Ctrl+Z, the normal
| | 02:36 | Undo key and undo that.
| | 02:40 | Back on the Insert tab, I do have the
ability to do a Link, or to Upload a File,
| | 02:46 | which would also automatically add a
link to that file, or to insert a Picture.
| | 02:50 | Well, actually I do want to insert a Picture,
but first of all, I want to get rid of one.
| | 02:54 | I am going to highlight the picture on
the second section over here and just hit
| | 02:58 | Delete, and then say I am
going to insert a new Picture.
| | 03:02 | To properly use a Picture, I can't
just link to something on my own computer.
| | 03:07 | This is a Web site, so the picture
needs to be uploaded to the Web site first,
| | 03:11 | and thankfully, this is not the
default behavior of this page.
| | 03:14 | I am going to browse to a picture on my Desktop.
| | 03:17 | It's actually in my Pictures
Library. It's just a Logo.
| | 03:20 | Click Open.
| | 03:21 | It's actually going to
Upload this to Site Assets.
| | 03:24 | Site Assets is a document library
created when this Team Site was made, and this
| | 03:28 | is what it's meant for, to
upload things like images into it.
| | 03:31 | I am going to click OK.
| | 03:35 | It says it's a Logo.
| | 03:36 | I can give it a Title, which would be a
good practice to do, because this would
| | 03:41 | be alternate text if someone had a
browser or a device without images on, and
| | 03:46 | then there we have the Logo.
| | 03:48 | I can do a little basic bit
of resizing if I wanted to.
| | 03:50 | I have got some blank lines
in here. Get rid of those.
| | 03:53 | Now, obviously, images in SharePoint
are the same as images on any Web site.
| | 03:58 | For the best practices, you want to resize
them before you upload them to SharePoint.
| | 04:03 | So a little bit of basic resizing is
okay, but you don't want to do a lot here.
| | 04:07 | If I were done and I want to save my
changes, I can't just click off this page
| | 04:11 | and go somewhere else.
| | 04:13 | So up on the Ribbon, where I had had the
Edit page button, I now have Save & Close.
| | 04:18 | It doesn't really close the page when
I click it, but it does save it, and it
| | 04:23 | returns it to the Browse mode.
| | 04:25 | But let's say I wasn't finished.
| | 04:26 | Well, we had seen this button.
| | 04:28 | There is another way of getting there.
| | 04:30 | If I click the Page section of the
Ribbon, it also has an Edit button on it,
| | 04:34 | that we can shift into Edit mode, or
from the Site Actions menu, I also have the
| | 04:38 | first option here being Edit Page.
| | 04:42 | What I do want to do here is go back
to my Insert section of the Toolbar and
| | 04:47 | talk about this section here called Web Parts.
| | 04:49 | Web Parts are modular pieces of
content that you can put on a page.
| | 04:54 | In fact, I am already looking at one here.
| | 04:57 | This section here that says Shared
Documents, when I clicked it, it's surrounded
| | 05:01 | it with a blue box, just to show
me that this really is a Web Part.
| | 05:06 | What that means is I can't directly edit this.
| | 05:09 | I can't just change the text of this
section, because this whole box is one Web Part.
| | 05:16 | SharePoint has dozens of Web Parts that
can be used, for a variety of different
| | 05:21 | reasons, some to show content,
some to allow you to interact with it.
| | 05:25 | In this case, this is a
Shared Documents Web Part.
| | 05:28 | It's really a window to
the Shared Documents Library.
| | 05:32 | This is not the library itself.
| | 05:34 | It's just showing me if there is
anything in the library, and a lot of Web
| | 05:38 | Parts are like that.
| | 05:40 | In fact, if I click on a blank line in
this page and say that I want to insert a
| | 05:44 | Web Part, the three options that I
get are just a generic Web Part, then
| | 05:48 | Existing List, and New List.
| | 05:51 | What does this mean?
| | 05:52 | Selecting the Existing List option
will say, well, I have got Web Parts
| | 05:55 | available for the list on this Web site:
| | 05:58 | the Announcements List, the Calendar
List, the Customized Reports, Shared
| | 06:02 | Documents, Site Pages,
Tasks, and Team Discussion.
| | 06:05 | Now, many of the Lists and Libraries
you have on your site you don't need
| | 06:09 | to show in a Web Part.
| | 06:10 | You can just use the
Libraries and the Lists themselves.
| | 06:14 | But I could select, for example,
the Announcements Web Part.
| | 06:18 | Over here it says, where am I going to add?
| | 06:19 | Add to Rich Content.
| | 06:21 | We will see what that does. Click Add.
| | 06:25 | Now we have the Announcements Web Part.
| | 06:28 | If I click beside the word
Announcements here, the whole thing will highlight,
| | 06:31 | again, showing me that this is a Web Part.
| | 06:34 | In fact, the Web Parts themselves are
configurable in a couple of different ways.
| | 06:38 | With this Web Part selected, I do see
a section of the Ribbon called Web Part
| | 06:42 | tools, where I can affect the
Properties or the Settings of the Web Part.
| | 06:47 | Insert Related Lists, some lists
can be connected to other lists.
| | 06:51 | Delete the Web Part and Minimize it.
| | 06:53 | We can also get to a lot of these
options from each individual Web Part by
| | 06:56 | selecting this dropdown arrow,
where I can then select Minimize.
| | 07:01 | Minimize is taking me down
to just really the Title bar.
| | 07:05 | Restore, getting the contents back up.
| | 07:08 | I can Close a Web Part, or I can Delete it.
| | 07:11 | Now, what's the difference here?
| | 07:13 | Well, if I just Close the Web Part, it
will then still be available on this page
| | 07:17 | if I want to re-add it.
| | 07:18 | Well, if I Close the Web Part, it
effectively just makes it invisible.
| | 07:23 | If before I had closed it, I had
performed some customizations on it and changed
| | 07:27 | what I wanted to do, I can
always get those back if it's closed.
| | 07:30 | If it's deleted, however, then any
changes I made to that Web Part have gone.
| | 07:35 | I would have to re-add the Web
Part and customize it all over again.
| | 07:40 | Back to my Insert part of the Ribbon.
| | 07:43 | That's what I get if I say I
want to add an Existing List.
| | 07:47 | Again, your Web Parts are windows to your data.
| | 07:51 | When you say I am adding a
Web Part for an Existing List,
| | 07:54 | well that list better exist.
| | 07:56 | It was quite a common problem in
earlier versions of SharePoint that people
| | 07:59 | would say, oh, I want to add a Web Part
for a Task List, but I can't find it.
| | 08:03 | The first question would be, well, do
you actually have a Task List on your Web
| | 08:08 | site, because if you don't have the
Task List, you won't have the Web Part that
| | 08:12 | represents the Task List.
| | 08:13 | So I can actually choose to do two things
at once here in this version of SharePoint.
| | 08:18 | I can say I want to make a New List
on the site, and Insert a Web Part
| | 08:24 | representing that list onto the Homepage.
| | 08:26 | So perhaps I wanted to
Create a List of useful links.
| | 08:30 | I am going to give it the Title of Useful Links.
| | 08:34 | Select that it's a type
of Links List and click OK.
| | 08:37 | So it does two things there, both
create the List and add the Web Part
| | 08:42 | representing that list.
| | 08:43 | However, not all Web Parts have
to represent Lists on your site.
| | 08:49 | If you select the generic Web Part
option to insert a Web Part, you do have
| | 08:53 | multiple Categories.
| | 08:55 | The first category and the
primary one is your Lists and Libraries.
| | 08:58 | But after that you have things like
Business Data, Forms, Media and Content.
| | 09:03 | Now, your settings may be different
from mine, because a lot of this depends on
| | 09:08 | how your site has been configured
and what options you have and even what
| | 09:12 | license you have of SharePoint.
| | 09:14 | But as you can see, we have things like
an Image Viewer, and a Page Viewer, and
| | 09:18 | a Silverlight Web Part.
| | 09:20 | Now, in a short course like this, we
are not going to explore every single
| | 09:23 | one of the Web Parts.
| | 09:24 | I do recommend that you
check out several of them.
| | 09:28 | Like much of SharePoint, the best way
to get to know the different Web Parts is
| | 09:32 | to experiment with them.
| | 09:33 | If you can, get a site that's just
your own playground and start customizing
| | 09:38 | it, adding Web Parts to it, customizing the
Web Parts, changing the settings of the Web Part.
| | 09:42 | Well, the question is well, how do
you change the settings of the Web Part?
| | 09:46 | Well, I am just going to cancel out of
this window, because I do now actually
| | 09:50 | have three Web Parts on this page:
| | 09:53 | Shared Documents,
Announcements, and Useful Links.
| | 09:57 | Each Web Part has its own settings.
| | 10:00 | We have already seen that.
| | 10:01 | There is a lot of settings pages in SharePoint.
| | 10:04 | Every Web Part has its own settings.
| | 10:06 | Every List has its own settings.
| | 10:08 | Every page has its own settings.
| | 10:10 | Every site has its own settings.
| | 10:11 | But this Web Part, for example, if I click
the dropdown link here, I have Edit Web Part.
| | 10:19 | These are the settings, or the
properties of this Web Part.
| | 10:22 | It opens up a section over here on the
right that says, what View are we looking at?
| | 10:27 | We can open up this section called Appearance.
| | 10:29 | I could change the Title and say whether
this has a fixed Height and a fixed Width.
| | 10:34 | I have Layout options, which are
sometimes relevant, sometimes not.
| | 10:39 | Advanced options, AJAX
Options, Miscellaneous options.
| | 10:43 | A lot of the time you
won't need to mess with these.
| | 10:47 | You can just use the Web Part in its
default fashion, but understand that every
| | 10:51 | Web Part has its own settings.
| | 10:54 | So every Web Part, on every page, on every
site, can be customized to do what you want.
| | 11:00 | One last thing that you can do, and is
worth experimenting with, is that if you
| | 11:04 | are changing a page, going back to the
Editing tool section of the Ribbon, we
| | 11:10 | can even change the overall layout of the page.
| | 11:13 | There is a section on your
Ribbon called Text Layout.
| | 11:17 | This first makes people think
that it must be in alignment.
| | 11:19 | Well, Text Layout should be, is it a
left, is it a right, but no, it's more to
| | 11:24 | do with the Page Layout here.
| | 11:26 | We can say we want the page to be One column.
| | 11:28 | One column with a sidebar.
| | 11:30 | That's actually the default arrangement.
| | 11:32 | Two columns with a header and footer,
two columns with a header, three columns.
| | 11:37 | If I select the two columns
option, well, no big surprise.
| | 11:40 | It just really rearranges
my page a little bit here.
| | 11:43 | Now, this Text Layout option is only
available to you if you are editing a
| | 11:48 | fairly typical SharePoint
collaboration site, like a Team Site or a
| | 11:53 | Document Workspace.
| | 11:55 | Some of the more advanced SharePoint
sites, like Publishing Portals, have a
| | 11:58 | feature on them called the Publishing feature.
| | 12:01 | And what that actually does is impose much
more control over what the pages look like.
| | 12:06 | In a lot of cases you can't really have
this freedom to change them on the fly.
| | 12:11 | You create them with a particular layout,
and they have to keep to that layout.
| | 12:15 | So if you don't see the Text Layout
option, that might be one reason why.
| | 12:19 | One thing to know about Text Layout is
if you change to say a one-column layout,
| | 12:23 | take a look at that and think, well,
that wasn't really what I was after.
| | 12:26 | We can see how it's added the Logo and the
Getting Started section to the end of the page now.
| | 12:32 | If I think, well, I have changed my mind,
| | 12:34 | I am going to click and change
back to one column with sidebar,
| | 12:36 | well, the changes that you made may
unfortunately still keep the content into
| | 12:41 | the collapsed one column where it was.
| | 12:44 | We do have another column now,
but it's not as easily available.
| | 12:48 | In this case, if I was just
experimenting and I really wanted to get those
| | 12:52 | changes back, I could reenter everything,
| | 12:54 | although one of the easiest things
I could do is come to my Save & Close
| | 12:59 | section, and rather than clicking
the Save button, I will click the arrow
| | 13:02 | underneath it, which gives me more options:
| | 13:05 | Save & Close, Save and
Keep Editing or Stop Editing.
| | 13:08 | If I select Stop Editing, it will
ask me, do you want to save the changes
| | 13:10 | you made to this page?
| | 13:11 | I am going to say No, and it will
reload from the last time this was saved.
| | 13:16 | So that can be useful.
| | 13:18 | The whole idea here is that without HTML
skills you can change content on pages.
| | 13:24 | You can add new functionality, and even
through the Site Actions menu create new
| | 13:28 | pages and do the same on that page,
| | 13:30 | all done just using your Web browser.
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| Using themes| 00:00 | All SharePoint sites get created with a
very similar look and feel, and that's
| | 00:05 | good because there is immediate familiarity.
| | 00:07 | It's very quick to get up
in running with a new site.
| | 00:10 | However, if you have multiple sites
all looking exactly the same, it can be
| | 00:14 | difficult if you don't have some
visual cues to tell you where you are.
| | 00:18 | Let's see one way of changing that.
| | 00:20 | If you're a site owner, you can go
to your Site Actions menu and hit Site
| | 00:25 | Settings where you have a Look and Feel section.
| | 00:29 | In this section, you'll see several
options for changing the Title of this site,
| | 00:33 | for changing the Quick launch and Top link bar.
| | 00:35 | There is an option called Tree view,
which if you turn it on will actually
| | 00:40 | show the contents of the site in the Tree
view fashion on your Quick Launch Bar section.
| | 00:45 | It's literally just a check box that
you can turn on to Enable Tree View.
| | 00:48 | But the one we are interested
right now is the last one, Site Theme.
| | 00:53 | SharePoint comes with several themes, which
are really color schemes and font selections.
| | 00:59 | When a site is created, it uses what's called
the Default theme, which is no theme at all.
| | 01:04 | That's somewhat misleading because it
shows this color scheme that everything is
| | 01:07 | gray, and we can
obviously see it's not the case.
| | 01:09 | We have got some blues and
some light and dark grays.
| | 01:13 | As you click through several of the
different themes, you'll see combinations of
| | 01:17 | colors, and technically speaking,
you'll also see the fonts change.
| | 01:22 | There is a Heading Font and a Body Font.
| | 01:26 | Now when you're working with
typical theme sites, document workspaces,
| | 01:30 | meeting workspaces, those kinds of
things, you may not see as big a change as
| | 01:34 | you would be expecting.
| | 01:35 | I am going to select one of these themes and
come down where I have got a Preview button.
| | 01:41 | I can either just Apply it or click Preview.
| | 01:44 | Preview will generate a new window
that will show me what this theme would
| | 01:47 | look like on this site.
| | 01:48 | Sometimes you'll see a big
difference, and sometimes you won't.
| | 01:51 | In this case, I actually
quite like the look of this one.
| | 01:54 | So I will close that window and say Apply.
| | 02:01 | I might not be a big fan of the red
links, but it looks different enough from
| | 02:05 | the default one that I think it's useful.
| | 02:07 | Now going back to that section, again
to Site Actions > Site Settings and then
| | 02:13 | selecting Site theme from the Look
and Feel section of your Site Settings,
| | 02:17 | there is also the option of
selecting your own combination of colors.
| | 02:22 | Now when you're working with the
default SharePoint sites like theme sites
| | 02:25 | and document workspaces, you may not find
this as useful, or as obvious as you'd first hope.
| | 02:31 | Because it doesn't tell you for example,
which color is being obviously used in
| | 02:35 | the Top bar, which color is
being used in the Quick Launch bar.
| | 02:38 | You just have selections of Darks and
Lights, and Accent colors, and this is
| | 02:42 | really because the idea of the
theme is coming from Office rather than
| | 02:47 | typical Web design.
| | 02:48 | And when you have a theme in an
Office product like Word or PowerPoint, it
| | 02:52 | breaks down into darks and
lights and accent colors.
| | 02:57 | So you can certainly check out a few
of these themes and find if they're
| | 03:00 | close, but if you want to edit any
of them you may have to do a bit of
| | 03:03 | experimentation with this setting.
| | 03:06 | Now if you have just the SharePoint
Foundation, you may not even see the
| | 03:11 | Customize Theme being available.
| | 03:13 | You may only be able to select
from the predefined SharePoint themes,
| | 03:16 | though you should know that you can
create your own actually using PowerPoint.
| | 03:21 | PowerPoint seems like an odd choice for
a program to create themes, but that's
| | 03:25 | the way they have done it
in this version of Office.
| | 03:28 | In PowerPoint, you can create
something called a THMX file, which can be
| | 03:31 | uploaded into SharePoint, and then
you can select that, so you can easily
| | 03:34 | create a custom theme.
| | 03:36 | However, when working with
SharePoint sites like Theme sites and Document
| | 03:40 | Workspaces, you'll probably find that
selecting from this Font choice does not
| | 03:45 | quite do what you're expecting.
| | 03:46 | In fact, it will really make
very little difference at all.
| | 03:48 | If you want to work with Custom
Heading and Body fonts, you're typically going to
| | 03:53 | work with a more complex SharePoint site,
such as a publishing site, and in those
| | 03:59 | sites the actual heading and body font
choices will make a difference. On basic
| | 04:03 | SharePoint sites they really won't.
| | 04:05 | But even changing the color scheme can
make it easier to instantly recognize
| | 04:09 | where you are in your
groupings of SharePoint sites.
| | 04:13 | It's very helpful if you
work with a lot of them.
| | Collapse this transcript |
|
|
4. Microsoft Office 2010 and SharePointUnderstanding how Word works in SharePoint| 00:00 | SharePoint 2010 works great
with all the Office 2010 programs.
| | 00:05 | And you can certainly expect that the
integration between SharePoint and Office
| | 00:09 | is tightest when the versions are the same.
| | 00:12 | Yes, SharePoint can be used with earlier
versions of Office, but 2010 to 2010 is
| | 00:17 | always the way to go.
| | 00:18 | Let's see a couple of examples there.
| | 00:21 | If we are working with Word and
SharePoint, for example, there is really a
| | 00:24 | couple of ways to drive that first interaction.
| | 00:27 | Am I in SharePoint
wanting to do something in Word?
| | 00:30 | Or am I in Word wanting to
do something in SharePoint?
| | 00:33 | Let's say I am in SharePoint right now
and I go into a Shared Documents Library.
| | 00:37 | There is nothing in this library at the moment.
| | 00:40 | But if I wanted to create a new document,
I can either select the link here to
| | 00:44 | say Add document, or I can go to my
Documents section of the Ribbon and say New
| | 00:49 | Document here as well, or Upload.
| | 00:51 | But let's say I don't have an existing document.
| | 00:53 | So I will click this New Document option.
| | 00:55 | It's going to open up the default template here.
| | 00:58 | Depending on how your network
settings are, you may not see this.
| | 01:04 | It's going to open up the default
document template, which in this case is just
| | 01:07 | a blank Word document.
| | 01:08 | Now, depending on how your system
administrator has configured the SharePoint,
| | 01:13 | you may occasionally get security
prompts that you have to fill in.
| | 01:16 | But at some point we should be able to just
open up Word and start typing in this document.
| | 01:24 | Because we opened this from SharePoint,
if I were just to hit the Save button,
| | 01:29 | it should prompt me that I am going to
save this back into the same location
| | 01:33 | that I opened it from.
| | 01:35 | And that will do just fine.
| | 01:37 | However, let's say that the opposite was true.
| | 01:39 | Let's say we closed down Word.
| | 01:41 | We closed down SharePoint,
| | 01:44 | that from an Office application, I
wasn't even thinking about SharePoint when I
| | 01:48 | wrote my new document.
| | 01:55 | And the question is well, now
how do I get it into SharePoint?
| | 01:58 | Because the default for saving is just
Save to my Documents Library, but that's
| | 02:02 | not where I want to go.
| | 02:03 | Well, here we want to look at this
Backstage menu part of Office 2010.
| | 02:08 | We do have the normal Save and Save As ability.
| | 02:11 | The thing you are wanting to look at here is
Save & Send, which gives you a few more options:
| | 02:17 | Send Using E-mail, Save
to Web, Save to SharePoint.
| | 02:20 | Now, if you have been saving into
SharePoint already, you will see Recent
| | 02:24 | Locations of document libraries
and sites that you have saved to.
| | 02:28 | If the site that you want to go to
isn't in them, you can always select Browse
| | 02:32 | for a location and click Save As.
| | 02:33 | Now, what does this mean?
| | 02:35 | It's still opening up
our Documents Library here.
| | 02:37 | Well, I can actually just give it the address
of the SharePoint site that I am interested in.
| | 02:42 | Again, I could even Copy and
Paste this from the browser.
| | 02:46 | Typing the name of the
SharePoint site, I will hit Enter.
| | 02:49 | It will look at that SharePoint site.
| | 02:52 | And in this case it's actually showing
me the All Site Content link, allowing me
| | 02:56 | to choose from the Document Libraries.
| | 02:57 | I will double-click on the
Shared Documents Library.
| | 03:01 | I am now inside the Shared
Documents Library and I just hit Save.
| | 03:07 | A third way I could get content into
my Documents Library is by going to the
| | 03:11 | Documents section of the Ribbon
and just saying Upload Document.
| | 03:15 | You have a choice here saying Upload one or
Upload Multiple Documents at the same time.
| | 03:19 | And this would allow you just to
browse out to it, find it from your local
| | 03:22 | Desktop or a shared network drive.
| | 03:24 | Click OK and upload it.
| | 03:26 | From that point on, your
interaction should be fairly smooth.
| | 03:28 | You can select one of the documents in
your Document Library, and you just want
| | 03:31 | to do one at a time.
| | 03:33 | And click Edit Document.
| | 03:36 | It opens up in Word.
| | 03:37 | You make your changes.
| | 03:41 | You hit Ctrl+S to save, or
you just Close it down and Save.
| | 03:44 | And it's saving back to that Document Library.
| | 03:46 | Now, one thing to know if you are
coming from an earlier version of Office.
| | 03:49 | In previous versions of Office, you
actually had the ability to create a
| | 03:55 | document workspace directly from Word.
| | 03:58 | You can't really do that anymore.
| | 04:00 | They have actually removed
that from the Office applications.
| | 04:03 | In fact, they have removed a lot
of SharePoint site creation from the
| | 04:06 | Office applications.
| | 04:08 | So most of the time the relationship
between Word and SharePoint is really
| | 04:12 | driven from the SharePoint side,
not from the Word side of things.
| | 04:15 | And the idea of course is they are
trying to make it as simple and as
| | 04:18 | transparent as possible, that you
don't really have to think about where
| | 04:22 | your documents are.
| | 04:23 | It becomes as natural that they are in
SharePoint as it would do if they were
| | 04:27 | on your own Desktop.
| | Collapse this transcript |
| Exploring Outlook in SharePoint| 00:00 | As one of the other classic Office
applications, Outlook 2010 has a lot of
| | 00:04 | functionality in it to
work with SharePoint 2010.
| | 00:07 | But there are several ways to use
Outlook with SharePoint that you may not
| | 00:11 | be expecting. To understand why we need to
think of the things that Outlook is really good at.
| | 00:16 | Well obviously, it's where you create
and send e-mails, but apart from that,
| | 00:22 | Outlook has always been
good at keeping your calendar.
| | 00:25 | It's always been good at keeping
your contacts list, and task lists.
| | 00:29 | And it's always had a
good ability to work offline.
| | 00:32 | What do I mean by that?
| | 00:33 | Well, if you have Outlook installed
on your laptop, you can connect to the
| | 00:38 | network, download your e-
mails and then disconnect.
| | 00:40 | You can be sitting on the plane.
| | 00:41 | You can be working on e-mails, looking
at your calendar, looking at your task
| | 00:46 | list without a permanent
connection to the network.
| | 00:48 | And that can actually come in handy.
| | 00:50 | We will see how in just a minute.
| | 00:52 | As with the other Office programs, when
we're talking about hooking Outlook up
| | 00:57 | to SharePoint, we really need to
figure out which way around do we want to go?
| | 01:00 | Are we going from Share Point to
Outlook, or from Outlook to SharePoint?
| | 01:04 | And it doesn't limit you.
| | 01:05 | You just have to figure out how
do you start that conversation?
| | 01:09 | Most of the time, you are actually
going to start it from inside SharePoint.
| | 01:13 | So let's say, for example, I'm on a
SharePoint Team Site here, and I have got a
| | 01:17 | Contacts list on the site
called Useful Contacts.
| | 01:20 | This is a very common list
to have on a SharePoint site.
| | 01:23 | It's a great thing to be able to
share some useful e-mail addresses, useful
| | 01:27 | numbers, whether there is two of
them, in this case, or 20 of them.
| | 01:31 | And I could share these
between a team of people.
| | 01:33 | But the deal is where do I send e-mails?
| | 01:36 | I don't send the e-mails from SharePoint.
| | 01:38 | I send e-mail from Outlook.
| | 01:40 | So what I'd like do is get this information
into Outlook, and I can do that very easily.
| | 01:46 | When I'm in this list, I can go out
to my List tools section and click the
| | 01:50 | List part of the Ribbon.
| | 01:52 | And again, the difference here is I am
wanting to do something with the list
| | 01:55 | itself, not with an individual item.
| | 01:57 | What we have here is the
ability to Connect to Outlook.
| | 02:01 | And there is an important word
here is Connect, not export to Outlook
| | 02:05 | but Connect to Outlook.
| | 02:06 | I am going to click that.
It's going to ask Are you sure? Yes I'm sure.
| | 02:10 | And it's going to even
ask me that inside Outlook.
| | 02:12 | Yes I am perfectly sure, and we how
that information now available in Outlook.
| | 02:19 | The great thing about
this is that it's roundtrip.
| | 02:22 | Let's say I know that there has been
an update to Hedda's telephone number.
| | 02:27 | While I can double-click that, I can
come in here and change it to 3456, hit
| | 02:32 | Save & Close and go back to SharePoint.
| | 02:37 | I may need to refresh this page, but
when I do that, I can see that the phone
| | 02:41 | number here has been updated.
| | 02:43 | So it's completely roundtrip.
| | 02:46 | Any change I make in
SharePoint will push over to Outlook.
| | 02:49 | Any change that I make in
Outlook will push over to SharePoint.
| | 02:51 | Now one thing to understand is that
it's not replacing your contacts in Outlook
| | 02:57 | with the contacts in SharePoint.
| | 02:59 | It's adding to your contacts in Outlook.
| | 03:01 | So you still actually
have your own contacts list.
| | 03:04 | And then what you have is
another set of contacts,
| | 03:08 | in this case, contacts
from the Example Team Site.
| | 03:10 | If I widen that a bit, we
can see the full name of it.
| | 03:13 | That's the SharePoint site name,
and that's the list name.
| | 03:16 | So you could potentially have multiple
contacts list synchronized inside SharePoint.
| | 03:22 | So what else can we do?
| | 03:24 | Well, if I go back over to my SharePoint
Site, I am going to go into my Calendar here.
| | 03:28 | Again, having a team calendar is pretty
useful for having team-wide information
| | 03:34 | about meetings, and deadlines, and milestones.
| | 03:37 | But if you're a heavy Outlook user,
you want to drive a lot of the stuff from
| | 03:41 | your calendar in Outlook, and we can.
| | 03:43 | We can connect this calendar to Outlook
exactly the same way we connected our contacts list.
| | 03:48 | I go to the Calendar section of my
Ribbon, Connect to Outlook. Yes I'm sure.
| | 03:57 | And now we suddenly have two calendars.
| | 04:00 | You might think what do you mean two calendars?
| | 04:01 | Well, we don't want all our
SharePoint calendar information to suddenly
| | 04:06 | integrate with our personal calendar
and vice-versa, because that might mean
| | 04:11 | that your own personal information like
Visit Dentist and Day Off and Oil Change
| | 04:15 | pushes back to SharePoint.
| | 04:16 | You don't want that to happen.
| | 04:18 | So we do want to keep these calendars separate.
| | 04:20 | In the same way as having two
contacts lists, we now have two calendars.
| | 04:24 | We can just choose which
one we actually look at.
| | 04:27 | The default view is actually side-by-
side as we're seeing here, but if you want
| | 04:31 | to see a different kind of view, you
can actually right-click one of the
| | 04:35 | calendars and click Overlay.
| | 04:37 | Then we see kind of a combined view
where it shows me that the focus right now
| | 04:40 | is on my personal calendar with my
Visit Dentist, Day Off and Oil Change.
| | 04:45 | But dimmed out behind the scenes is
the Class Internal SharePoint Training,
| | 04:49 | Proofs due to Printer, the
Weekly Meeting and so on.
| | 04:52 | And I can just switch between these
and switch which one has the focus.
| | 04:57 | Again, like working with the
contacts lists, this is actually roundtrip.
| | 05:02 | If I looked at this Weekly Meeting and decided
to double-click it, well it's a weekly meeting.
| | 05:07 | It should be recurring.
| | 05:08 | So I am going to hit the Recurrence
on that, that this Recurs Weekly, every
| | 05:11 | one week on Wednesday. Click OK.
| | 05:14 | Hit Save & Close.
| | 05:17 | I can see that's repeated over here.
| | 05:20 | I switch back to SharePoint, refresh this page.
| | 05:24 | And I see that the Weekly
Meeting now appears over here.
| | 05:26 | Again, roundtrip, easy to edit in
Outlook, easy to edit in SharePoint.
| | 05:31 | The same thing can actually
be done with our Task list.
| | 05:34 | I don't have any tasks showing here, but
if I wanted to connect it to a task list
| | 05:38 | in Outlook, again I go to my List
section on my Ribbon and Connect to Outlook.
| | 05:43 | The last thing I am going to talk
about with SharePoint and Outlook is
| | 05:45 | sometimes unexpected.
| | 05:47 | And it's what we can do
with the Document Library.
| | 05:49 | Well, usually when people start working
with Document Libraries in SharePoint
| | 05:53 | they think about Word documents and
Excel spreadsheets and PowerPoint files, and
| | 05:57 | that's absolutely what you are going to do.
| | 05:59 | But there is something
interesting we can do here too.
| | 06:02 | If I go into my Document Library, any
Document Library, and go to the Ribbon
| | 06:06 | section, the Library part of the Ribbon,
| | 06:09 | I also see the ability to Connect to Outlook.
| | 06:12 | And the question is what
does this actually mean?
| | 06:14 | I am going to select that option. Are you sure?
| | 06:17 | Yes I am sure.
| | 06:19 | Now what it's going to do is
something very interesting.
| | 06:23 | Over here in my Mailbox section, a new
section will be created called SharePoint Lists.
| | 06:29 | And I see a folder here saying Example
Team Site - Shared Documents, meaning the
| | 06:33 | name of the SharePoint site and the
name of the library, and it downloads local
| | 06:38 | copies into Outlook.
| | 06:40 | What it's using here is the fact that
Outlook has always been able to work offline.
| | 06:45 | Outlook has always had the idea that we
can download our e-mails, disconnect from
| | 06:48 | the network and walk away.
| | 06:49 | So we are using that feature of
Outlook and kind of piggybacking on that and
| | 06:54 | saying well we can actually download
documents into Outlook, so that I can walk
| | 06:58 | away from the network and have a
local copies of these documents.
| | 07:01 | I can work on the documents offline
or on a business trip, or on a plane.
| | 07:05 | And when I reconnect to the network
and open up Outlook, it will tell me I am
| | 07:10 | going to try and resync your
information back to the network. Is that okay?
| | 07:13 | So it can be very useful as a quick way
to have offline copies of your documents.
| | 07:20 | Now just to let you know that the
recommended way of doing this, if you do know
| | 07:23 | you are going to work offline, is now
we have something called SharePoint
| | 07:26 | Workspace, which is very, very good at
giving you offline copies of all your
| | 07:30 | stuff, but know that you can
do this in Outlook as well.
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| Working with Office 2010 applications and SharePoint| 00:00 | Let's briefly explore some of the
other Office 2010 products and how they
| | 00:04 | interact with SharePoint.
| | 00:06 | While we don't have the time
to dive deep into everything,
| | 00:08 | this will give you a taste for they
can do, and you can see if it's something
| | 00:11 | that you are looking for.
| | 00:13 | First, understand that SharePoint
works very well with most Office
| | 00:16 | products, fairly generically.
| | 00:19 | We can pretty much put any
Office document in a Document Library.
| | 00:22 | While we often talk about Word documents,
| | 00:24 | we can put Excel spreadsheets here,
PowerPoint files, or even non-office
| | 00:29 | documents like Text files, and PDFs.
| | 00:32 | If you are working with Excel
spreadsheets, for example, these can just be
| | 00:36 | uploaded into a Document Library.
| | 00:38 | This is very similar to using Word.
| | 00:40 | From the backstage menu, you have
the Save & Send section, which itself has
| | 00:44 | Save to SharePoint.
| | 00:46 | This dialog box looks very similar to
the one in Word, although you do have a
| | 00:49 | slightly different option
here called Publish Options.
| | 00:52 | Now this is only useful if you are using
an advanced feature called Excel Services.
| | 00:58 | You don't need to use this and in
fact, if you don't have the SharePoint
| | 01:02 | Enterprise Edition, it won't make
sense to use because you can just save a
| | 01:06 | workbook up into SharePoint.
| | 01:08 | Using the advanced feature called Excel
Services, we can also do what's called
| | 01:12 | Publishing the workbook into SharePoint.
| | 01:15 | And the idea of this is you can take a
workbook and make parts of it available
| | 01:19 | for other people to read
without sharing the whole thing.
| | 01:23 | So, your Publish Options gives you the
ability to say I want to show the Entire
| | 01:27 | Workbook, or only certain Sheets, or
only certain Items in the Workbook.
| | 01:33 | This is not something
| | 01:34 | we are going to explore in this
course, but it's definitely something you
| | 01:36 | should know about if you work with the lot of
complex workbooks that you want to share parts of.
| | 01:41 | But Excel works just fine with
normal SharePoint document libraries.
| | 01:46 | If you are working with Access 2010, you
should know that there is a new kind of
| | 01:50 | database format in Access 2010
called an Access Web Database.
| | 01:55 | You can create a new Web Database in
Access, and this can actually then be
| | 02:02 | published into SharePoint.
| | 02:03 | What then happens is it creates a new site.
| | 02:07 | This is a special section of
SharePoint called Access Services.
| | 02:11 | It is also only available in the
SharePoint 2010 Enterprise Edition.
| | 02:16 | The difference here is that we are not
just uploading our database as a file.
| | 02:20 | We are actually creating a new
SharePoint site based on the database.
| | 02:24 | So, if you've ever had the issue of
challenges when sharing an Access database
| | 02:30 | that you created, it's a great way of doing it.
| | 02:32 | The process of publishing your Access
database as a SharePoint site will turn
| | 02:38 | your Access tables into SharePoint lists.
| | 02:42 | It will turn your forms into Web pages.
| | 02:44 | It will turn your macros into workflows
and make your Access database available
| | 02:49 | over the Web to people that don't even
have to have Access installed in order
| | 02:52 | to be able to use it.
| | 02:54 | InfoPath is an Office program that can
be used to create new custom forms, and
| | 02:59 | you can save this form template into SharePoint.
| | 03:02 | You could design, say, an Expenses Form
that you can have other people fill out.
| | 03:08 | Visio 2010 has some great new
abilities in SharePoint 2010.
| | 03:12 | You can now take a Visio diagram and
make it available as a Web page so it can
| | 03:17 | browsed by people without Visio.
| | 03:20 | Overall, the integration between the
Office 2010 products and SharePoint 2010
| | 03:25 | has become much tighter than ever before.
| | 03:28 | Office knows SharePoint.
| | 03:30 | SharePoint knows Office.
| | 03:31 | These things work very tightly together.
| | 03:34 | Some of them have very specialized
usage such as the Visio, Access, and
| | 03:38 | InfoPath, while others like Word, Excel,
and PowerPoint, you are primarily going
| | 03:44 | to be saving those files
just into document libraries.
| | 03:48 | Now one last thing to talk about if we
are talking about SharePoint and Office.
| | 03:51 | There is a new product called the
Office Web Apps that is often installed by
| | 03:57 | your farm administrators,
| | 03:59 | not officially part of SharePoint, but
it feels like it's part of SharePoint.
| | 04:03 | The idea with Office Web Apps, it can
actually be the default way of looking at
| | 04:07 | documents is that when I look at a
document in a Document Library and I click
| | 04:11 | this little dropdown menu, I have the
ability to Edit in Microsoft Word, but I
| | 04:16 | also have View in browser and Edit in browser.
| | 04:20 | Office Web Apps are simply Web-based
versions of four of the Microsoft programs:
| | 04:25 | Word, Excel, PowerPoint, and OneNote.
| | 04:29 | If you would ever use products like
Google Docs or Zoho, you will know that
| | 04:34 | having a Web-based version of your
Office applications can be very useful if you
| | 04:38 | are on, say, an alternate machine that
doesn't have Office installed, you are
| | 04:42 | using a mobile device, that kind of thing.
| | 04:44 | So you can even do simple editing in here.
| | 04:47 | I am browsing this in the browser, and
I can click Edit in browser where I can
| | 04:53 | kind of get an Office-like experience.
| | 04:55 | I get the Ribbon here.
| | 04:56 | I get some basic formatting options for
styling, not a great deal, but I don't
| | 05:01 | often need a great deal of
editing options if I am in the browser.
| | 05:05 | If I do want to significant editing, I
can always click Open in Word and do it
| | 05:09 | there, but a very useful thing to have
directly accessible from your Document
| | 05:14 | Library is Office Web Apps.
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|
|
5. Basic Functions in SharePointSaving changes in SharePoint| 00:00 | Let's talk about a pretty basic skill here.
| | 00:02 | You need to get a document from your
machine and save it into SharePoint.
| | 00:06 | That could be a Word
document, an Excel spreadsheet;
| | 00:09 | it really doesn't matter.
| | 00:10 | The most important thing you need here
is the address of the SharePoint site.
| | 00:14 | If you've never been to that site before,
you need to check to make sure that you can.
| | 00:19 | If you can't open up a Web browser,
paste in that address and go there, you
| | 00:23 | certainly won't be able to do
anything to it through Office.
| | 00:26 | Even if you can go to this site, do
you have the permission to upload?
| | 00:31 | The way to check that is to go to the
Document Library you want to upload to and
| | 00:34 | see, do I have the Add Document link?
| | 00:36 | If you don't have permission to create a
document in this library, you won't see that link.
| | 00:41 | The next question is where
do I want to drive this from?
| | 00:43 | I can get this document into
SharePoint either by telling SharePoint to do
| | 00:47 | something, or by telling, in
this case, the Office applications.
| | 00:51 | I can save it from Excel, or I
can upload it from SharePoint.
| | 00:53 | So, let's take the SharePoint
site first thing as I am in the site.
| | 00:57 | Instead of clicking Add Document,
which will create the default new document,
| | 01:01 | I want to go to my Documents section on the
Ribbon and click the option to Upload a Document.
| | 01:06 | Now when you click that option, you'll
also get the ability to Upload Multiple Files.
| | 01:11 | One of the nice things about the Upload
Multiple Files window is it allows you
| | 01:15 | to drag and drop from Windows
Explorer onto your SharePoint site.
| | 01:20 | Click OK and upload this.
| | 01:22 | In our case, now we have an Excel
spreadsheet that's up in SharePoint.
| | 01:27 | If I select this document, several of
the grayed out options become available to
| | 01:32 | Edit the Document, to Check it Out,
to View its Properties, to delete it.
| | 01:36 | If your system administrator has
installed Office Web Apps - the Web-based
| | 01:40 | version of four of the Office
applications - you may find that by selecting the
| | 01:45 | link, or the name of the file will
try and open up an Office Web Apps.
| | 01:49 | Sometimes that will work; sometimes it won't.
| | 01:53 | In this case, this particular
spreadsheet can't be opened because it has some
| | 01:57 | data validation that's
not supporting the browser.
| | 02:00 | So, it's offering me:
Can I try and open this in Excel?
| | 02:02 | Yeah, sure, with the opportunity here to
open in Read-Only mode or in Edit mode.
| | 02:07 | This document is now in SharePoint,
which does mean that I could get rid of the
| | 02:12 | one on my Desktop if I wanted to.
| | 02:14 | That's not going to affect anything.
| | 02:17 | It's not a link from SharePoint to my Desktop.
| | 02:19 | The document is now inside SharePoint's
internal databases. If I want to drive
| | 02:24 | it the other way around,
| | 02:25 | so for example, if I am opening up
this file and from Excel I want to save
| | 02:30 | it into SharePoint,
| | 02:31 | I am going to drive it from the Save &
Send section of my Office 2010 product,
| | 02:36 | which itself has saved to SharePoint.
| | 02:39 | I can either go from existing recent
locations that it knows about, or I can
| | 02:43 | Browse for a specific location.
| | 02:46 | That really means I highlight that,
| | 02:47 | click Save As, and I need to type
the address of the SharePoint site.
| | 02:51 | It's really treating the
SharePoint site almost as a folder.
| | 02:55 | One thing that you should know
about is that if you work a lot with a
| | 02:59 | particular Document Library, you can
decide to save this as a shortcut into
| | 03:04 | your Office programs.
| | 03:05 | To do this, you go into the Document
Library you want to save as a shortcut.
| | 03:09 | You go to it's Library Tools >
Library section and in the option that says
| | 03:14 | Connect to Office, you can say Add it to
SharePoint site, add a shortcut to this
| | 03:18 | library in Microsoft Office.
| | 03:21 | That little pop-up here saying Library added.
| | 03:23 | That might take a few minutes to appear,
but you'll find as you start to open
| | 03:27 | Office programs in the future, that when
you go to your Save & Send section Save
| | 03:32 | to SharePoint, that it will actually be
added as a Location in your Office program.
| | 03:40 | So, while there are a variety of
ways of getting your content into a
| | 03:44 | SharePoint Document Library,
| | 03:45 | It really doesn't matter all
that much which one you pick.
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| Editing and deleting| 00:00 | Once your documents are in
SharePoint, they are easy to work with.
| | 00:04 | The classic way is that once inside
your SharePoint site and inside your
| | 00:09 | Document Library, you are just going to select
the document and do whatever you want with it.
| | 00:13 | But the question is well what
different methods do we have for selecting it?
| | 00:17 | In SharePoint 2010, when you mouse
over the document, you'll see the bar
| | 00:21 | highlighting to the right-hand side,
and this gives you a dropdown menu with
| | 00:24 | multiple options, such as viewing it in
the browser, editing in the browser, if
| | 00:29 | your system administrator
has installed that feature,
| | 00:32 | in this case, Edit in Microsoft
Word for something else, obviously.
| | 00:35 | It could be Edit in
Microsoft Excel or in PowerPoint.
| | 00:39 | There are alternate ways of doing this.
| | 00:42 | If you go to the left-hand side of the
bar and select one of the check boxes
| | 00:46 | here, you'll see that the Ribbon changes into
a view where you get many of the same options:
| | 00:51 | Edit the Document, View or Edit its
Properties, Delete it, Download a Copy,
| | 00:55 | that kind of thing.
| | 00:56 | Now one of the things to be careful of is
selecting multiple documents with the check box.
| | 01:01 | That can be very useful because it
allows you to delete multiple documents
| | 01:05 | at the same time, but it won't then allow you
to edit multiple documents at the same time.
| | 01:09 | So, this control become grayed
out if there's more than one.
| | 01:12 | But once I pick one of the documents
and unselect the others, I'll get the Edit
| | 01:17 | Document option back.
| | 01:19 | I can open that document, make my
changes, save it back into SharePoint.
| | 01:26 | It doesn't matter whether you select
from the dropdown menu or whether you
| | 01:30 | select from the Ribbon.
| | 01:31 | They both have the same impact.
| | 01:33 | Also available from this dropdown is
the ability to Delete the document.
| | 01:38 | This is something you can do one at the
time from the dropdown menu, or if you
| | 01:41 | want to delete multiple documents,
you can select Several and click Delete.
| | 01:45 | Now, bear in mind that these
get sent to the site Recycle Bin.
| | 01:50 | They don't just immediately disappear.
| | 01:52 | So, that does mean if you made a
mistake there, you can click on the link
| | 01:55 | Recycle Bin, which appears for most
team sites, document, workspace, in fact,
| | 01:59 | most sites, and find out what's inside there.
| | 02:02 | In fact, a lot of cases
I've got a few things here.
| | 02:05 | I can decide to select the most recently
deleted options and say Restore Selection.
| | 02:11 | Yes, I am sure and back they go.
| | 02:14 | The Recycle Bin, by default, will
keep stuff in it for about 30 days.
| | 02:19 | I say "about" because that can change
depending on how your file administrator
| | 02:23 | has handled that part of SharePoint.
| | 02:25 | It's certainly not something that you
want to use as a get out clause, but you
| | 02:28 | should be aware that they will hang
around in the Recycle Bin for a while.
| | 02:31 | Now, when you first begin with
SharePoint, you may get caught up in trying to
| | 02:36 | figure out what way is the right way.
| | 02:37 | There seems to be five different
ways of doing the same option, and
| | 02:41 | that's absolutely true.
| | 02:42 | If it works and if it makes
sense, it's the right way.
| | 02:45 | Don't get too worried about
whether you should be using the Ribbon or
| | 02:48 | the dropdown menu.
| | Collapse this transcript |
| Understanding versioning| 00:00 | Document Libraries can be simple containers for
documents, just like a folder on your desktop.
| | 00:06 | You save the document there and if
you change it, you are changing that
| | 00:09 | document, and the old version is gone.
| | 00:12 | You can, also from your Documents
section of the Ribbon, make New Folders,
| | 00:16 | Subfolders inside this
Document Library if you want.
| | 00:19 | What's more interesting, and what
really adds value to SharePoint Document
| | 00:24 | Library, is some things that you can do
from the Library part of your Ribbon.
| | 00:28 | Because each Document Library in
SharePoint has settings where versioning can be
| | 00:33 | enabled, and this allow you to keep
multiple versions of the same document.
| | 00:37 | I can only change this setting if I
have the right permissions, typically being
| | 00:41 | an owner of this site.
| | 00:43 | If I was just a contributor, I
couldn't change the settings of the Library.
| | 00:47 | But with this section of my Ribbon
highlighted, I am going to go to Library
| | 00:51 | Settings where I have a section
here called Versioning Setting.
| | 00:55 | As we've seen several times, there are
settings pages all over SharePoint.
| | 00:59 | This is the Setting's page
for this Library on this site.
| | 01:04 | I select Versioning Settings,
and here is my main option.
| | 01:07 | Do I want to create a version each time I edit a
file in this document library? The default is No.
| | 01:13 | There is only one version of each document.
| | 01:15 | It's the latest version.
| | 01:17 | I can choose to either Create major
versions or major and minor versions.
| | 01:22 | What's the difference?
| | 01:23 | Well, really the key is in this word
draft when we create minor versions.
| | 01:29 | Well, there is nothing really magical
about whether something is a major or a
| | 01:33 | minor version, as far as SharePoint is concerned.
| | 01:36 | It's going to say, hey!
| | 01:37 | I am quite happy to keep multiple
versions of it, whatever you want to call them.
| | 01:41 | The idea of a draft version is really
based on what you are doing with this document?
| | 01:46 | Are you versioning it?
| | 01:47 | Because you perhaps have multiple people
that change it, add content, revise content.
| | 01:53 | But at some point you are
going to look at it and think,
| | 01:55 | you know, I'm done. That's actually published.
| | 01:57 | That's a major version.
| | 01:59 | Or don't you care about that?
| | 02:01 | If you don't care, you probably
just want to Create major versions.
| | 02:04 | If you have the idea that the document
really has two different statuses, that of
| | 02:08 | being in a Draft mode and the Published mode,
| | 02:10 | you might Create major and minor versions,
because there is an impact to doing this.
| | 02:15 | Now, one of the things to know
about is if you are doing versioning,
| | 02:18 | SharePoint says, okay, I'm just going
to keep a version for every change you
| | 02:23 | make to the document.
| | 02:24 | It doesn't make some kind of
comparison to the underlying document.
| | 02:28 | It just keeps another version.
| | 02:30 | So, if you are keeping unlimited
versions of large documents, you may end up
| | 02:34 | taking up a great deal of space.
| | 02:36 | So, we can also optionally limit
the number of versions to retain.
| | 02:40 | I might say I want to
keep up to 4 major versions.
| | 02:43 | Then the next option is how many of
those versions do I want to keep drafts for?
| | 02:49 | Now, notice the wording here.
| | 02:51 | This is not to keep the following
number of major versions and keep the
| | 02:54 | following number of minor versions.
| | 02:55 | It's keeping the following number of
major versions, and keep drafts,
| | 03:00 | meaning all drafts, for how
many of these major versions?
| | 03:03 | I might keep drafts for
just the past 2 versions.
| | 03:07 | Here, however, is the real impact to
selecting major and minor draft versions.
| | 03:12 | Because what we can say here
is Who should see draft items?
| | 03:16 | Who should see minor versions?
| | 03:18 | Anybody, or Only users who can edit items?
| | 03:22 | I really like this choice.
| | 03:24 | This means on a site that I have both
readers and contributors on, that if I am
| | 03:29 | a contributor, I can see
the document as it's changing.
| | 03:33 | But if I'm only a reader, I
see the last published version.
| | 03:37 | So, the contributors could be working on
say a document that's a contract or a policy.
| | 03:43 | While they're working on it, people who
are allowed to read it see only the last
| | 03:47 | published version on it.
| | 03:48 | They don't see the work in progress.
| | 03:51 | Then when they make enough
revisions and say okay I'm done.
| | 03:54 | I'm published, then they
can see the latest version.
| | 03:57 | One of the things is very useful, too,
here is the ability to Require documents to
| | 04:02 | be checked out before they can be edited.
| | 04:04 | This is that checkout feature that
you've seen several times already.
| | 04:08 | I am going to click OK here.
| | 04:10 | I've now turned on Versioning, turned on
Check In, Check Out required for this library.
| | 04:15 | So, I am going to go back to the library itself.
| | 04:18 | I am just going to use the Ribbon
section here of my Browse mode of the Ribbon.
| | 04:21 | It doesn't look any different, and it won't be.
| | 04:24 | However, if I decide to select one
of these, so I'll select this Excel
| | 04:29 | spreadsheet, for example,
| | 04:31 | I don't want to just look at it, so, I
am going to select the dropdown menu and
| | 04:35 | say Edit in Microsoft Excel.
| | 04:38 | Well, it's not just edit.
| | 04:39 | You see the message here, You
are about to check out and edit.
| | 04:43 | I could've checked it out manually.
| | 04:44 | But what's happening is SharePoint in
Office is smart enough to know, if I say I
| | 04:48 | want to edit it, well, I
have to check it out first.
| | 04:51 | The check box here to
use my local drafts folder
| | 04:53 | just means it's going to
temporarily save a copy of this document onto my
| | 04:58 | local machine, so that I wouldn't be
upset by any network issues, for example.
| | 05:02 | I am going to click OK.
| | 05:05 | Open this up, and make a simple change.
| | 05:09 | Either hit Save or just close this down.
| | 05:11 | Do you want to save the changes? Yes, I do.
| | 05:14 | That's reminding me, Other users can't see your
changes till your check-in. I checked it out.
| | 05:19 | I edited it.
| | 05:20 | But do I want to check it
back in? Well, I could say No.
| | 05:25 | Yes, check in would work fine,
but I am going to say No,
| | 05:28 | just to show how we Check In otherwise.
| | 05:30 | Now, the little icon that we can see
over here is that when this document is
| | 05:34 | checked out, I have a little
green arrow with a pointer to it.
| | 05:38 | That's the visual indicator
of a checked out document.
| | 05:41 | I can check it in either from the dropdown menu,
| | 05:43 | I have a Check In option,
| | 05:45 | or not surprisingly there is always
multiple ways to do the same thing in SharePoint.
| | 05:49 | If I select the document, I have the
option here to Check it In. Select that.
| | 05:58 | It's going to ask me, well, you've got
both Minor and Major turned on. What is this?
| | 06:03 | Now, notice that it's not
asking me to give it a number.
| | 06:07 | It's not saying, hey Simon,
tell me if it's 1.4 or 1.5.
| | 06:10 | It's going to decide the numbering for me.
| | 06:12 | I just have to tell it
| | 06:13 | is it a draft version, in which case it is
1.1, or a major version, in which case is 2.0?
| | 06:19 | I am going to say it's a draft right now.
| | 06:21 | I am uploading from my
local copy, and there we go.
| | 06:28 | So, the little checkout icon is now missing.
| | 06:30 | It's gone back to the
regular Excel spreadsheet icon.
| | 06:33 | But how might I see that information?
| | 06:35 | Well, once again, I can do this by
selecting the document and up on the Ribbon I
| | 06:42 | have a Version History.
| | 06:45 | It's telling me, well, the first one was 1.0.
| | 06:49 | That was when we actually turned on Versioning.
| | 06:51 | It considers everything 1.0 at that point.
| | 06:54 | See that I also have
options to Delete Minor Versions.
| | 06:58 | I could make another edit to this document.
| | 07:00 | It's already selected, so I'll Edit Document.
| | 07:03 | This time I'm not going to
say use my local drafts folder.
| | 07:06 | It shouldn't have any impact on what
I'm doing right now, make a change.
| | 07:11 | It doesn't matter how small
or how large the change is.
| | 07:15 | This is considered another version.
| | 07:17 | It's prompting me again
that it would check me out.
| | 07:20 | Do I want to check-in now? Yes, I do.
| | 07:21 | I am going to check-in using Office.
| | 07:24 | It's saying is it 1.2 or 2.0?
| | 07:25 | Oh, I am going to say this time its 2.0.
| | 07:27 | It's a Major version.
| | 07:28 | It's published, and click OK.
| | 07:31 | Back in SharePoint, I still see the little
icon saying that this document is checked out.
| | 07:36 | I've got a little green
arrow at the bottom of this file.
| | 07:39 | That's simply because
this page has not refreshed.
| | 07:42 | It's not been updated
since I came back from Excel.
| | 07:44 | Often, SharePoint does a good job of
automatically updating the page, but
| | 07:48 | sometimes it doesn't. I am just going
to click the link to go back to this
| | 07:51 | Document Library, which in this
case refreshes the icons, and I can see
| | 07:55 | yeah, it's checked back in.
| | 07:57 | It's not making a visual
difference to the Document Library, and we
| | 08:01 | wouldn't expect it to.
| | 08:02 | These settings are separate
for every library in every site.
| | 08:06 | Some libraries can have Versioning on, some off.
| | 08:10 | Some libraries just keep major versions.
| | 08:13 | Others keep major and minor.
| | 08:14 | Some have Check-In, Check-
Out required. Some others it's turned off.
| | 08:18 | Now, one of the questions is well, how do I
tell the difference between multiple versions?
| | 08:23 | Well, let me show you that.
| | 08:23 | I am going to find this Word
document here called Hiring Procedures.
| | 08:27 | There is really not much content in it.
| | 08:29 | I am going to Edit that Document.
| | 08:35 | As I can see, not terrifically impressive.
| | 08:39 | I am going to delete this section,
close the document, Save my changes.
| | 08:45 | Yes, I am going to check it in.
| | 08:47 | I'll call it a Minor version.
| | 08:48 | I am going to make one more edit to it.
| | 09:01 | Save it and close it down.
| | 09:04 | Yes, I am going to check it in.
| | 09:06 | I'll call this 1.2. Click OK.
| | 09:08 | We now have three versions of this
document being stored in SharePoint, the 1.0,
| | 09:14 | the 1.1 and the 1.2.
| | 09:16 | What's actually quite common is that people
want to know, well, what's the difference?
| | 09:20 | How can I tell the
difference between the versions?
| | 09:23 | Well, we might first think that I could
select it and go to Version History.
| | 09:28 | Well, that doesn't
really tell me the difference.
| | 09:30 | It tells me the versions exist, but
I don't really know what they are.
| | 09:34 | Now, I do have options.
| | 09:36 | In this case it says, to View.
| | 09:37 | I might think it'd go there.
| | 09:39 | But this just means view the
properties of it. Here is the deal.
| | 09:43 | SharePoint is not intending to store
the differences between the different
| | 09:47 | versions of your documents.
| | 09:49 | It just stores them.
| | 09:50 | It doesn't care what the differences are.
| | 09:52 | However, we do have a program
that's pretty good at telling us what
| | 09:55 | the differences are.
| | 09:56 | I'm going to take this
and open it again in Word.
| | 10:01 | Now, I could open it read-only,
or I could just say Edit Document.
| | 10:06 | From Word 2010 -- and this is also
available in earlier versions, if I look
| | 10:10 | at my Review section on the Ribbon, I
have a Compassion part, where I can say
| | 10:15 | I want to compare the last Major Version
or the Last Version or a Specific Version.
| | 10:20 | So, let's say I'll compare this
document with the last Major Version published
| | 10:24 | on the server, which was the 1.0. Select that.
| | 10:28 | It retrieves those versions,
and then starts to highlight.
| | 10:33 | This section over here
was the Original Document.
| | 10:36 | The Revised Document has had
something deleted and something added.
| | 10:40 | The Compared Document shows exactly
what's been inserted and what's been
| | 10:44 | deleted, and I could decide to
make even more changes if I wanted.
| | 10:47 | But we actually use Word to see visually
what the changes have been, if that's relevant.
| | 10:54 | I don't need to save any
changes there, so I am done.
| | 10:57 | So, just by turning on a few check
boxes in the Library Settings of this
| | 11:03 | Document Library, I can have
all this extra functionality.
| | 11:07 | Document Libraries are where the
majority of people spend the majority of their
| | 11:11 | time in SharePoint, even if
they don't think about it this way.
| | 11:14 | Versioning is one of the immediate
benefits you get from taking your content off
| | 11:19 | your desktop, or off your network
shares, and putting it into SharePoint.
| | Collapse this transcript |
| Exploring check-in| 00:00 | There is a downside to taking your
documents off your own desktop and
| | 00:04 | putting them in SharePoint.
| | 00:05 | If they're available for others to edit,
you may have two or three people trying
| | 00:09 | to edit the same document at the same time.
| | 00:11 | Now this could be good if
you're trying to be collaborative.
| | 00:14 | In fact, with the Office 2010 programs
you can do something called co-authoring.
| | 00:19 | That just simply means that two people
or more have the same document open at
| | 00:23 | the same time, and they can see each
others changes as they're being made.
| | 00:26 | But for some people that's exactly
what they don't want to have happen.
| | 00:29 | If they're trying to make major updates,
they might want to lock the file while
| | 00:33 | they're working on it, and this is
what we do using Check In, Check Out.
| | 00:37 | Now you can always Check In or Check
Out a document on a Document Library
| | 00:41 | without changing any settings.
| | 00:42 | I can just select a document, come up
to my Ribbon and say Check Out. Click OK.
| | 00:48 | It's Checked Out.
| | 00:49 | We see the little icon
there, the little green arrow.
| | 00:52 | However, by default, this
is not required on a Library.
| | 00:56 | Now when you work with Versioning, it
is an option there, and if I look on the
| | 01:01 | Library Settings of this Library, again, I
have to be a site owner to be able to do this.
| | 01:06 | In the Versioning Setting section
I'll not only find the ability to turn on
| | 01:10 | Versioning, keeping multiple versions in
this library, but at the bottom there's
| | 01:14 | this option, Require documents to be
checked out before they can be edited.
| | 01:18 | Now these things are often used
together, but they don't have to be.
| | 01:22 | You could just turn on the required
Check Out if you wanted without Versioning,
| | 01:26 | but you will find it in
your Versioning Settings.
| | 01:29 | Back in the Document Library here I've
got two things checked out, but I don't
| | 01:33 | necessarily know who checked it out.
| | 01:35 | I know I checked out one of them,
but what about the other one?
| | 01:38 | Well, SharePoint does know, obviously,
who's checked it out, and I can see that
| | 01:43 | information if I want to.
| | 01:44 | What I'm looking at in this Document
Library is simply a view of the available data.
| | 01:49 | It's showing me four pieces of data:
the type of document, the name of it, when
| | 01:54 | it was modified and who it was modified by.
| | 01:57 | And this is part of the Library
View, and this can be changed.
| | 02:00 | If I go to the Library section in my
Ribbon, decide to modify the view, it will
| | 02:07 | show me that there's a whole bunch
of different things that I can show:
| | 02:10 | who it was created by, what file size it is,
| | 02:13 | what content type, and
here's this Checked Out To.
| | 02:17 | This will be the name of the person who
Checked Out the document, so I'm going
| | 02:20 | to select that, come back up, click OK.
| | 02:22 | And I can see right now that I have two
documents Checked Out; one's Checked Out
| | 02:27 | to me, one's Checked Out to Gini.
| | 02:28 | Well, what if I know that Gini just
left on a seven-week sabbatical, and she'd
| | 02:34 | obviously check something out before she left.
| | 02:37 | I know it could be problematic
if other people are trying to edit it.
| | 02:40 | If I do have the correct permissions,
what I can do is select that document and
| | 02:46 | say Discard Check Out,
| | 02:49 | click OK, effectively forcing it
back in so somebody could check it out.
| | 02:54 | Now if you have people doing Discard
Check Outs all over the place, there is
| | 02:58 | always the potential to clash over edits.
| | 03:01 | But if you have both the Check In,
Check Out required, and good Versioning
| | 03:06 | Settings on, you can avoid
almost all of these common issues.
| | Collapse this transcript |
| Understanding document management| 00:00 | In SharePoint we have the word
Document used all over the place.
| | 00:04 | There are Document Libraries, Document
Workspaces, Document Sets. Documents are
| | 00:09 | in this product from top to bottom.
| | 00:12 | Now in a Getting Started Course
we're really talking about the core of
| | 00:15 | working with SharePoint, which is
primarily Document Libraries, where most
| | 00:19 | people spend most of their time.
| | 00:21 | And some of the immediate benefits are
really Versioning and Check In, Check Out,
| | 00:26 | things that support collaboration on
documents and that are real improvements
| | 00:31 | over storing your content on your
desktop or on a network shared drive.
| | 00:35 | SharePoint can of course
go much deeper than this.
| | 00:39 | Many of those settings you'll find
driven from the Library Settings Pane.
| | 00:43 | We saw this earlier for Versioning
Settings, but you have things like Workflow
| | 00:48 | and what's called Information Management Policy.
| | 00:50 | This is the idea that we can
define auditing and expiration.
| | 00:56 | So we can monitor everything that
happens to every document in this Library.
| | 01:00 | Well, we're not going to go
through the exercise of turning on all
| | 01:03 | these different features.
| | 01:05 | You should know that SharePoint has the idea
of working with different kinds of documents,
| | 01:10 | working Documents being the core of what we do,
the things that we're working on actively,
| | 01:15 | the things that we want to share and
collaborate on. But it also understands
| | 01:20 | Company Records, the idea of
having a repository of information.
| | 01:25 | It understands Workflow, the idea that
Documents might have a lifespan, and that
| | 01:30 | when they get changed or created we'll
want to cause things to happen.
| | 01:35 | In SharePoint, Document Libraries are
really the core of beginning to work
| | 01:39 | with Documents, but understand that
you don't just control your Document when
| | 01:42 | you're working on it.
| | 01:43 | You can, with SharePoint, control its lifespan.
| | 01:46 | You can track who sees it and what
happens to it when it's reached the end
| | 01:50 | of its useful life.
| | 01:51 | If you're interested in exploring some
of these options, know that you'll find
| | 01:54 | many of them from the Library Settings
of the Document Library, though they are
| | 01:58 | also new unique site templates, such
as the Document Center and the Records
| | 02:03 | Center that can be used to
manage this kind of content.
| | 02:06 | SharePoint 2010 also has a new feature
called In Place Document Management.
| | 02:11 | What that would allow us to do is change
the status of the Document from being
| | 02:15 | something that we're working on right
now into something that's really a Company
| | 02:19 | Record worth keeping, and which would
immediately mark and lock that document
| | 02:24 | for further editing.
| | Collapse this transcript |
| Using workflows| 00:00 | Workflow is one of those odd words that
you know what the word means, but never
| | 00:04 | quite sure what it does in a software product.
| | 00:07 | In SharePoint, workflow is the idea
that we can define a reusable process.
| | 00:13 | We can define a series of tasks and
questions that can be automated to occur
| | 00:18 | when say a document is
created or a list item is changed.
| | 00:22 | Workflow is built-into
SharePoint from the ground up.
| | 00:25 | It's available in SharePoint
Foundation, and you can think of that as
| | 00:28 | almost having the plumbing or the
framework of workflow is everywhere in
| | 00:33 | every SharePoint site.
| | 00:34 | But what you then need is to have
described workflows that can occur.
| | 00:39 | And in SharePoint Server they
actually define a few of them that are available.
| | 00:45 | If I go into a document library, and I
could do this pretty much on any document
| | 00:50 | library on any site, in fact, Lists as well,
| | 00:53 | and go to the Settings of this,
| | 00:56 | I'll actually find that
everywhere has its own workflow settings.
| | 01:01 | I haven't done anything with the
workflow settings yet in this site.
| | 01:04 | But you'll see what it's actually saying
here is oh, I can select a workflow template.
| | 01:08 | Now what does this mean?
| | 01:09 | Well, we have several
predefined workflows in SharePoint.
| | 01:14 | Some classic ones are the
Approval workflow, Collect Feedback, and
| | 01:18 | Collect signatures.
| | 01:20 | Approval, for example, is the idea
that we're going to be working on
| | 01:24 | documents, and at some point after we
make one change we need to make sure
| | 01:28 | that it's reviewed.
| | 01:30 | That's either Approved or Rejected
whether that's for content reasons, we have
| | 01:35 | to comply to a particular style guide.
| | 01:37 | It might be for legal reasons that we
can't use certain words and certain phrases.
| | 01:41 | Now SharePoint, out of the box, has
several of these workflows predefined.
| | 01:46 | If I wanted to say that, yes, I want to
use the Approval workflow on this Library,
| | 01:50 | you have to select this, give it a
name, such as, we'll call it Content
| | 01:54 | Approval, and what this workflow can
do is create tasks and start storing
| | 02:01 | history information.
| | 02:02 | So it's going to say, oh,
you want to use this workflow.
| | 02:05 | Well, great I'm going to start
creating tasks like, please approve this
| | 02:09 | document, and I need a place to put that task.
| | 02:13 | So I select from here the
existing tasks list on this site.
| | 02:16 | If I didn't have a tasks list, I'd see
this option to create a new task list.
| | 02:21 | The next thing is it says, well,
when these workflows are occurring,
| | 02:24 | I'll need a place to log the history.
| | 02:26 | I'll need to say this workflow has started.
| | 02:28 | This workflow has finished.
| | 02:30 | The document was approved
or the document was rejected.
| | 02:33 | So it says I don't have
anywhere to put that information.
| | 02:36 | I'm going to make you a new
list to store Workflow History.
| | 02:40 | Then after that we say well,
when does this workflow begin?
| | 02:43 | Is it manually started by an
authenticated user, or does it get created
| | 02:48 | automatically when a new item is
made, or when an item is changed?
| | 02:52 | That's going to be very dependent
on what you want to have happen.
| | 02:55 | In this case, I'm looking for approval.
That really means of some manual process.
| | 03:00 | I might want to change this
document 15 times before I say yes, I think
| | 03:05 | I'm ready for approval.
| | 03:06 | So I'll leave the default,
which is manually started.
| | 03:09 | On the next screen I'm going to see
some default settings for kicking off this
| | 03:14 | particular workflow.
| | 03:15 | Well, in this case we need some approvals.
| | 03:18 | If I'm asking for approval presumably
there's some default people that this
| | 03:22 | would get sent to, and I'm going to
say that my default approver is Gini.
| | 03:28 | You can click the Check Names button to
make sure that's retrieved, or you can
| | 03:31 | also hit Ctrl+K, which will do the same thing.
| | 03:33 | There are some other options I can do
like putting in a request or a due date or
| | 03:38 | how long this is allowed to take,
| | 03:39 | do I want to CC anybody, and some other options.
| | 03:42 | I'm not going to change any of this.
| | 03:45 | You're more than welcome to
experiment with it yourself.
| | 03:47 | I'm just going to accept
the defaults and click Save.
| | 03:51 | All this means at this point is I have
attached this workflow to this Library,
| | 03:56 | and as you can imagine you have
different workflows attached to different
| | 04:00 | libraries and different
settings on those workflows.
| | 04:03 | But it has not caused anything to happen.
| | 04:05 | I'm just saying it's now available.
| | 04:08 | All workflows are attached to a List
or a Library, but they are initiated,
| | 04:13 | meaning this workflow has to be
run, for a particular document.
| | 04:18 | So let's say, for example, I was
working on a Business Plan Description.
| | 04:22 | I might select that document and edit it.
| | 04:25 | It's going to force me to check it out
too, because I have that turned on as well.
| | 04:29 | As you can see, it's fairly unimportant to you.
| | 04:37 | So let's say I've made some changes.
| | 04:40 | I'll check those back in.
| | 04:42 | I consider this to be a Major version.
| | 04:45 | But I want to have something in process
that says, yes, I ran this through approval.
| | 04:50 | Well, by selecting this document I
can see that I have a Workflows button
| | 04:55 | over here on the Ribbon.
| | 04:56 | I can also grab this from the
dropdown version on the menu of Workflows.
| | 05:00 | They'll do the same thing.
| | 05:02 | I select Workflows.
| | 05:04 | It will tell me, well,
there's only one workflow available.
| | 05:07 | It's called Content Approval.
| | 05:09 | Is that the one that you want?
| | 05:10 | I'd say yes, I'm trying to kick
this off with this particular document.
| | 05:15 | It's giving me the opportunity to change
any of the information from this workflow.
| | 05:20 | Understand the people who are
listed as approvers have to have a
| | 05:24 | particular security privilege.
| | 05:26 | So I can't just name anybody and
decide to pull someone out who's my boss and
| | 05:30 | name someone who reports to me.
| | 05:32 | Whoever is listed in
approvers has to have that permission.
| | 05:35 | But I'm going to leave all of this and
click Start and the question is what's happening?
| | 05:39 | Well, it's almost like setting a
clock ticking in the background.
| | 05:43 | This workflow is actually
going to create a task for Gini.
| | 05:48 | It's going to send her an e-mail message,
and it's going to start keeping track of this.
| | 05:52 | Doesn't look very
exciting back here on the Library,
| | 05:57 | though there is one change here that by
creating a new workflow, we have a new
| | 06:01 | column on our View called Content Approval.
| | 06:03 | It's the name of the workflow, and
it says currently this is In Progress.
| | 06:07 | I even have a clickable link here
that can take me to the history of this
| | 06:11 | workflow, and depending on how your
SysAdmin has configured it, you may indeed see
| | 06:15 | the workflow visualization showing up here.
| | 06:18 | But right now we've
started of the approval process.
| | 06:20 | There's currently one task existing.
| | 06:22 | You might think, well,
what do you mean one task?
| | 06:25 | Well, if I go to my Tasks list on this
Team Site, I can see there's a the task
| | 06:30 | has been generated, Please approve
Business Plan Description, and it's assigned
| | 06:33 | to Gini and has not been started.
| | 06:36 | Now let's assume that while I'm waiting
Gini is actually going to look at this
| | 06:39 | document, check it out and
decide whether she likes it or not.
| | 06:44 | I'm going to refresh the page here, and
suddenly we see that the Status is Completed.
| | 06:49 | It's 100% Complete.
| | 06:51 | I can even take a look at the task
to see some information about it.
| | 06:55 | It's a workflow task and
says here's some comments.
| | 06:58 | Hi Simon - I reviewed your
document. It looks good!
| | 06:59 | Let's go with it. Sounds good!
| | 07:02 | If I were to go back into my Library,
I'd see that the Approval workflow is
| | 07:09 | now marked as Approved.
| | 07:12 | If I were to select that document and
look at my workflow section again, I'll be
| | 07:17 | taken to a screen that says, There's no
currently running workflows on this, but
| | 07:21 | there is a completed one.
| | 07:23 | If I select the option for completed
workflows, and I could have many of them,
| | 07:27 | we'll see first the Visio graphical
information about it, but below that we will
| | 07:31 | see the tasks that we are generated,
and we will see the full History.
| | 07:34 | In this case, that it was started,
a Task was created, and assigned.
| | 07:38 | It was reviewed, and once it was reviewed
and approved, the Approval was completed.
| | 07:44 | The idea of course is that you can have
workflows run multiple times on the same
| | 07:48 | document, different workflows on
different documents, different workflows in
| | 07:52 | different libraries.
| | 07:54 | Workflows can be caused to happen when
a document is created, or even on a List
| | 07:59 | item when a list item is created or changed.
| | 08:02 | In SharePoint 2010 we can even have
workflows that affect an entire site.
| | 08:06 | Most workflows, however, are attached
to a List or Library, and they're actually
| | 08:10 | initiated or kicked off for an
individual document or an individual list item.
| | 08:15 | Now what we don't really go through
then in this course, you can also define
| | 08:19 | your own Workflows using either the
program SharePoint Designer or Visio 2010.
| | 08:24 | Using Visio you can actually build them
visually with a flowchart model and then
| | 08:28 | apply them to a List or Library.
| | 08:30 | Workflows are a very powerful feature in
SharePoint and leveraged correctly can
| | 08:35 | save you a great deal of time
in your day-to-day operations.
| | Collapse this transcript |
| Understanding publishing| 00:00 | If your organization has SharePoint
Server, either the Standard or the
| | 00:04 | Enterprise Edition, some of your
sites may be using something called the
| | 00:07 | Publishing feature in SharePoint.
| | 00:10 | You'll also hear the phrase Web
Content Management applied to the same idea.
| | 00:14 | This is not something you use on every site.
| | 00:16 | It's something that you use on sites
intended for a large group of people where
| | 00:20 | you need a lot more control
over what your Web pages look like.
| | 00:23 | Now, what I'm looking at here is a site
template called the Publishing Portal,
| | 00:28 | pretty much as it looks
immediately after it's created.
| | 00:33 | The Publishing Portal is a site
intended for either a large intranet or a
| | 00:37 | public Internet site.
| | 00:39 | As such, it's little bland to begin with.
| | 00:41 | I'm logged on with high permissions,
so I still have a Site Actions menu.
| | 00:45 | I've got a lot of options
in my Site Actions menu.
| | 00:48 | But I do still have the ability
to edit the page, for example.
| | 00:52 | However, if I shift into Edit mode,
while it might immediately look very
| | 00:57 | similar, there's actually a big
difference in what's happening here.
| | 01:00 | Instead of having a big generic area of
content that I can type into and insert
| | 01:06 | tables, and insert Web parts,
| | 01:08 | it's much more controlled.
| | 01:10 | In fact, it's very controlled.
| | 01:11 | The Title goes here and only here.
| | 01:14 | This area can have a Page Image in it.
| | 01:16 | Below here we've got some Summary Links.
| | 01:19 | And that's because Publishing Sites impose
much more control over navigation and page layout.
| | 01:25 | And the idea is that most people who
use these sites don't collaborate on them.
| | 01:29 | They're not like Team
Sites or Document Workspaces.
| | 01:32 | They are designed for publishing
information to a wide audience.
| | 01:36 | And in fact, one of the primary splits
between different kinds of SharePoint
| | 01:40 | sites are sites targeted
collaboration and sites targeted at publishing.
| | 01:44 | Now I should still be able to figure out
how I can change things. It looks like I
| | 01:48 | can type things in here.
| | 01:49 | I can change the Title from Home, to Home Page.
| | 01:52 | I can still use the Ribbon to save that change.
| | 01:57 | But here's a big difference.
| | 01:58 | I see this message here saying
this is Checked out and editable.
| | 02:01 | In fact, if I was logged on as a
different kind of user, which I am in this
| | 02:05 | browser, I'm going to refresh this.
| | 02:07 | Now I can see that in this page
where I'm logged on as somebody else
| | 02:11 | I see the word Home as the Title,
whereas this one is Home Page.
| | 02:14 | I'm not seeing the updates yet.
| | 02:17 | And that's because when the Publishing
feature is enabled we take this idea that
| | 02:23 | we've used already on document libraries,
the idea that we can have versioning,
| | 02:28 | draft and published versions.
| | 02:30 | We can have check in, check-out required.
| | 02:31 | We can have workflow, and we apply it
not to the documents inside our libraries,
| | 02:36 | but to our Web site as a whole,
to every page on our Web site.
| | 02:40 | And that means if I make a change to
the Home Page, that change is considered a
| | 02:45 | draft until I say otherwise.
| | 02:47 | So not only do we get much more
control over this, I can still edit the page,
| | 02:53 | but it's very controlled.
| | 02:54 | In fact, the only choice that I have in
changing the layout is using something
| | 02:57 | called a Page Layout, where I get to
say this page has an image on the left, or
| | 03:02 | an image on the right or this is a
Splash page, or Table of Contents.
| | 03:07 | Now the idea is that Web designers in
your organization will create your own
| | 03:11 | layouts for your own kind of content.
| | 03:13 | If you have products, they'll define
what it means to be a product page.
| | 03:17 | But you won't get the ability
just to do generic content anymore.
| | 03:21 | And because of that, for example, we
don't see right now an Insert tab.
| | 03:25 | I don't see a way to insert a
table, or a custom Web part.
| | 03:29 | The big difference, however, is here,
that I have a Publish section to my
| | 03:34 | Ribbon, which allows me to say Start a Workflow,
or I do have an option here to say Publish.
| | 03:40 | Because I have super high permission levels,
I can directly save and publish this myself.
| | 03:45 | What's more typical is that if I was
editing this page, the only option I'd
| | 03:49 | see would be Submit, meaning submit my changes
for approval, going through the Approval Workflow.
| | 03:55 | And in fact, if you're going through
these concepts, and you think, you know, it
| | 03:59 | seems like it's kind of using the
same ideas of document libraries.
| | 04:02 | We can check it out.
| | 04:04 | We can have workflow.
| | 04:06 | We can mark something
and submit it for approval.
| | 04:09 | Well, it's not just like document
libraries with those features enabled.
| | 04:14 | That's in fact, exactly what's happening here.
| | 04:16 | When we're working with the Publishing
feature, we're actually working with a
| | 04:21 | Home Page that is a
document in a Document Library.
| | 04:24 | In fact, if I go to my Site Actions
menu and click View All Site Content, I'll
| | 04:30 | see that I have a Document
Library here called Pages.
| | 04:33 | Inside Pages is one
document, the one called Default.
| | 04:36 | That's actually my Home Page.
| | 04:37 | It's currently marked as checked
out, because I made a change to it.
| | 04:41 | It says it's using the Page
Layout called Splash page.
| | 04:44 | That's the one with the title and the
place for the image and two sets of links.
| | 04:49 | If I click that, I go to the Home Page.
It says it's checked out. It's editable.
| | 04:54 | If I'd made some substantial changes
to it, I could even start a workflow.
| | 04:59 | The Page Approval workflow is attached to this.
| | 05:01 | And if I was to select that - well, it's
telling me the document must be checked in first.
| | 05:06 | Okay. That makes sense.
| | 05:07 | Let's go back and check it in.
| | 05:09 | We do that from the menu here.
| | 05:12 | I click Edit, going to say check it in.
| | 05:15 | I don't have any comments right now.
| | 05:18 | Notice the message.
| | 05:19 | Checked in, yes, but only viewable by
authorized users, people with the ability
| | 05:23 | to change this page.
| | 05:25 | Back to Publish, Start a
Workflow, Page Approval.
| | 05:30 | This looks quite similar to the
workflow process that we did on the Document
| | 05:35 | Library, and in fact, it's almost identical.
| | 05:37 | I'm going to cancel that, because I
don't actually have to start workflow.
| | 05:41 | Luckily, I have high enough
permissions that I can directly publish it.
| | 05:45 | But what we're really doing here is
taking that same idea on the document
| | 05:50 | libraries and applying it to our pages.
| | 05:52 | In fact, if I was to look at this
Document Library, you might think it's
| | 05:56 | somehow different than the Document
Library we've been using up to this point,
| | 05:59 | but it really isn't.
| | 06:00 | If I look at the settings of this
Document Library, and go into my Versioning
| | 06:05 | Settings area I can see, I'm
keeping major and minor (draft) versions.
| | 06:10 | I'm only allowing users who can edit
items to see the draft items, and I require
| | 06:15 | documents to be checked out
before they can be edited.
| | 06:19 | The fact that those are turned
on affects what I see here.
| | 06:23 | Now as you might imagine the whole area
of Web Content Management is something
| | 06:27 | that we could do an
entire course on at lynda.com.
| | 06:31 | This is a huge specialized area, but
understand that at its core there are
| | 06:36 | really three things to be aware of
when working with Publishing Sites.
| | 06:39 | One, this is a feature designed for
sites with a lot of people consuming the
| | 06:45 | content, few contributors, many readers.
| | 06:49 | This is not something you need on a
Team Site or a Document Workspace.
| | 06:52 | It will put too much drag on the system.
| | 06:54 | Second, understand that this is substantial.
| | 06:58 | The real power of a Publishing Site is
your own Web designers create your own
| | 07:02 | layouts for your own content before
you start getting going with this.
| | 07:06 | And now three, even though it might
seem like a much more complex idea to edit
| | 07:11 | the page, really what's happening is
we're taking those document management
| | 07:15 | features: Versioning, Check In, Check
Out, and Workflow, not just to document,
| | 07:21 | but to every page in our Web site.
| | 07:24 | And that's what the Publishing feature is doing.
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|
|
6. Expanded Functions in SharePointUnderstanding social networking in SharePoint| 00:00 | Now because SharePoint has sites
organized around documents, sites organized
| | 00:05 | around teams, sites organized around
meetings, or even entire companies,
| | 00:09 | it only makes sense to have the sites
organized around you, or potentially every
| | 00:14 | individual in your organization.
| | 00:17 | Now the other view of this is that this is the
SharePoint way of handling social networking.
| | 00:22 | Whether you're a fan or not, the idea
of that things like LinkedIn, Facebook,
| | 00:26 | and Twitter forms of networking are
powerful and vital features and if used
| | 00:30 | correctly can actually help you find people.
| | 00:33 | What you'll find is that
regardless of what site you're on,
| | 00:37 | you'll see your name up at the top right.
| | 00:40 | Depending on how your system
administrator has configured things, you may have
| | 00:44 | an option under here for
your profile and for My Site,
| | 00:48 | what it says is your personal homepage.
| | 00:50 | Now there are a lot of ways to get to
the same content here, but know that
| | 00:54 | there are really three things that you
can look at when you're looking at this
| | 00:58 | whole personalized area.
| | 00:59 | You have something called your
Newsfeed, which I'm looking at right now,
| | 01:03 | something called your Profile, and then
optionally a section called My Content.
| | 01:09 | The only thing that could actually be
considered a SharePoint site on its own is
| | 01:14 | really you're My Content area.
| | 01:15 | In fact, the first time you click this
link SharePoint will look for a Web site,
| | 01:19 | it won't be able to fond one,
and it will make one just for you.
| | 01:23 | It's a very simple site that really has
a couple of places for you to put shared
| | 01:27 | documents and personal documents,
| | 01:29 | some that will be publicly viewable
by people and some that won't. You don't
| | 01:33 | want to put too much in your personal
documents area. Bear in mind that these
| | 01:37 | will be visible to you and
administrators for the server.
| | 01:40 | But this idea of this link that says
My Content really is a personal Web
| | 01:44 | site just for yourself.
| | 01:45 | Well, what are the other things then?
| | 01:47 | Well, on the My Profile page, which
I've obviously edited to include a little
| | 01:52 | bit, you do have a link under your own name.
| | 01:55 | It says Edit My Profile where you can
start building your information, a little
| | 01:58 | bit of biographical stuff.
| | 02:01 | It will try and pull as much
information as possible from active directory or
| | 02:05 | wherever else your user information is stored.
| | 02:07 | But you can fill out more information.
| | 02:09 | You can choose a Picture.
| | 02:10 | You can put in some topics
for people to ask you about.
| | 02:13 | You can put in Contact Information,
location, Past projects, that kind of thing.
| | 02:19 | Towards the bottom of this, you have
a section that says Activities I am
| | 02:24 | following that you are interested in
Status Messages and New blog posts and
| | 02:28 | Memberships and Tagging.
| | 02:30 | Now these are all selected, by default.
| | 02:32 | What it actually means is whatever
you have selected as an interest will
| | 02:37 | control what appears in
what's called most your Newsfeed.
| | 02:39 | Now if you have used RSS Readers,
most people think that their Newsfeed is
| | 02:44 | something that they change and
they change their own setting.
| | 02:46 | But really, in SharePoint your
Newsfeed is automatically filled based on the
| | 02:51 | settings you have in your own profile.
| | 02:53 | So the Newsfeed, and the
Profile are very closely linked.
| | 02:57 | Under your Profile you'll also
find things like Organization.
| | 03:00 | Again, this will try and read
information from your current user store.
| | 03:05 | So if your own user profile
information has things like who is your manager.
| | 03:09 | you'll also automatically add your
colleagues, because SharePoint will look at
| | 03:13 | people who share the same manager.
| | 03:16 | You have a Colleagues section that will
try and read that information as well.
| | 03:19 | You have Memberships. You have Content.
| | 03:24 | I won't really see anything here,
because I'm not sharing anything, and I don't
| | 03:27 | have a personal blog.
| | 03:28 | And you have a section called Tags and Notes.
| | 03:31 | The idea of Tags and Notes is that
on any SharePoint page, whether it's a
| | 03:35 | Library Page or a List Page or a Site Home Page,
you have these options up at the top-right.
| | 03:41 | You can either say I Like It or Tags & Notes.
| | 03:45 | These things are very closely related.
| | 03:47 | I Like It simply add what's
called a tag that says I like it.
| | 03:51 | What does that mean?
| | 03:52 | Well, if I see that my Tags and Notes
section here is kind of shown up in hot
| | 03:56 | pink, it simply means that on this
page I've added the tag I Like It.
| | 04:02 | It's one of the few built-in ones, but
what you can start to do is add your own.
| | 04:06 | There are no rules about the
words or the phrases you use for tags.
| | 04:10 | If you wanted to tag things with the
product names like SharePoint, you can do that.
| | 04:14 | Based on what other people are
tagging in the system, you might see
| | 04:17 | some suggestions pop up.
| | 04:19 | You can use your own phrases if you want
to say you thought this was useful, you
| | 04:22 | just enter that in yourself.
| | 04:24 | If you want multiple tags, you
just separate them with semicolons.
| | 04:27 | I am going to hit Save, and
it starts to tag your content.
| | 04:32 | And what does that mean?
| | 04:33 | Well, as you start to move through
SharePoint, you start to use this stuff.
| | 04:37 | What will happen is back on your own
Profile page, you'll actually start to see
| | 04:42 | a tag cloud start to build based on
want content you have tagged and what
| | 04:47 | you've said about it.
| | 04:48 | So I've tag quite a few
things with the word SharePoint.
| | 04:51 | So if I clicked that, I'll see a whole
bunch of things that I have tagged with
| | 04:54 | SharePoint, including
what I just tagged right now.
| | 04:57 | If I were to refresh this page, I
actually see the fact that I have got a
| | 05:01 | very small tag there called useful, because
that was the first time I'd used that word.
| | 05:05 | Now what will happen is as I start
tagging, that would count as an activity.
| | 05:10 | So do be careful about the words you
used for tagging, because unless you mark
| | 05:14 | them as Private, they are
going to be publicly seen.
| | 05:17 | When your colleagues look at their own
Newsfeeds, they will see the fact that
| | 05:21 | you tagged content with that particular word.
| | 05:24 | The Newsfeed, which is also sometimes
referred to as the Activity feed, is in
| | 05:29 | essence quite close to the idea of
something like a Facebook Newsfeed.
| | 05:33 | Based on the Colleagues it thinks you
have, it will show you content that it
| | 05:37 | thinks you want to see.
| | 05:39 | Your Profile page somewhat
closer to a LinkedIn idea.
| | 05:42 | You're giving information about projects
you've worked on and skills that you have.
| | 05:48 | Above your photograph you have this
area, which is clickable that you can
| | 05:52 | change, which is closer to the idea of
a Twitter feed, just a very short status
| | 05:58 | message of what's going on.
| | 05:59 | Of course, like any social networking
site, the real power of this is only if
| | 06:04 | multiple people start to use it.
| | 06:06 | But when they do, SharePoint will do
its best to bring all that information
| | 06:10 | together and to show it to
you in a way that makes sense.
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| Using the Blog tool| 00:00 | If your system administrators have
kept the Personalization features enabled,
| | 00:05 | one of the abilities you'll have from
your Profile page, or your My Content page,
| | 00:09 | is to create a blog.
| | 00:11 | If I go to My Content section here, it is
going to say do you have any Recent Blog Post?
| | 00:16 | Well, in my case no.
| | 00:18 | But you can create one. Just click the link,
and it will likely create a blog site for you.
| | 00:22 | As you can immediately see, this
is really another SharePoint site.
| | 00:27 | By selecting the first default entry,
I get this Edit button up here
| | 00:31 | that will pop up a screen,
allowing me to edit the content.
| | 00:34 | It's very straightforward to do this.
| | 00:36 | Certainly that's what you want
when you're working with a blog.
| | 00:39 | You have the ability to add your
own categories, if that makes sense.
| | 00:44 | Or even in this case you can
delete this individual item.
| | 00:46 | So I have got any empty
blog, so I can create a post.
| | 00:51 | And as I am typing in the body here
I do get this, the Rich Text Editor.
| | 00:56 | So if I want to have things
like Headings, I can do that.
| | 01:00 | And it's fully supported
inside the body of the blog.
| | 01:02 | And I can create my own categories.
| | 01:05 | I can publish this.
| | 01:07 | Whatever you do as a blog will be
considered an activity, so it will show up in
| | 01:13 | not only your own content, but it
will show up as an activity for your
| | 01:17 | colleague's Newsfeeds, so bear that in
mind if you are starting to create them.
| | 01:22 | The reason obviously for blogs within
SharePoint is they're business-oriented.
| | 01:26 | This is not about a public blog
out there on the public Internet.
| | 01:30 | It's purely an internal feature.
| | 01:32 | Blog sites are quick to create and quick to use.
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| Exploring the search options| 00:00 | Search is everywhere in SharePoint.
| | 00:02 | You'll typically find the Search
box up towards the top right of just
| | 00:05 | about every page you see.
| | 00:07 | Now if you have shifted the Ribbon
into a different look, the Search box may
| | 00:11 | disappear, in which case you just go
back to the Browse version of the Ribbon,
| | 00:14 | and you should see it pop right back up again.
| | 00:17 | When you search for some content, the
results that you see may depend on how your
| | 00:22 | administrator has
configured the SharePoint's server.
| | 00:25 | In this case for example, I did a
Search, and the results I'm seeing are just
| | 00:29 | from this particular site.
| | 00:32 | That's the default behavior when you're
working with SharePoint Foundation, the
| | 00:36 | free version of SharePoint, but it
can be configured to show otherwise.
| | 00:40 | For example, on a different site that I
have, Search is configured to search the
| | 00:50 | entire SharePoint from
every site and every sub-site.
| | 00:54 | If you get a lot of results back, you'll
find the ability to refine your results
| | 00:58 | to the result type, so I just want
to see for example, Word documents.
| | 01:02 | Going back to Any Result is fine.
| | 01:04 | I can see things like the Author.
| | 01:06 | I can filter down by when it was last
modified, and if it has been tagged using a
| | 01:13 | particular word or phrase.
| | 01:15 | Although the Search Engine might
Search enormous amount of content across
| | 01:19 | many different SharePoint sites, you will
only see the results you have permission to see.
| | 01:24 | This is what is called Security Trimming.
| | 01:26 | With the Search Results, you also
have a couple of interesting options.
| | 01:29 | This icon of the top right allows me
to search this location from within
| | 01:33 | Windows itself, but what will happen
when I click it is it will add what's
| | 01:37 | called the Search Connector to this machine,
which means that using the Windows Search box itself.
| | 01:43 | I can stop typing in say the word
SharePoint, and start getting a bunch of
| | 01:47 | results from my SharePoint sites.
| | 01:49 | I can see the address of all the
sites here, certainly useful if you use
| | 01:53 | Windows search a lot.
| | 01:55 | Another option you have is this one,
which is Alert Me, the ability to be
| | 01:59 | notified by e-mail about significant
changes to the results of the search.
| | 02:05 | Again, in the typical SharePoint server
environment, you also have the ability
| | 02:09 | to switch that over and search people.
| | 02:12 | In this case, I'm seeing no results.
| | 02:14 | That doesn't mean that I just
haven't searched on the right name.
| | 02:18 | If the people in my organization are
filling out their profiles properly, I can
| | 02:22 | search on words they might've used
for previous projects or interests.
| | 02:27 | In this case it's bringing back a
couple of people, because the word SharePoint
| | 02:30 | is mentioned in their profiles.
| | 02:31 | Now SharePoint Search Engine is
very impressive, particularly when it's
| | 02:35 | been configured well.
| | 02:37 | SharePoint can search not only its own
internal content, but it can also search
| | 02:42 | external network folders, file
shares, exchange public folders.
| | 02:46 | That has to be configured by your
administrator, but once it's done, you'll find
| | 02:50 | SharePoint to be a very powerful
Search Engine inside your organization, and
| | 02:54 | it's one of the classic places that
you are going to look when you can't
| | 02:59 | remember exactly where you saved something.
| | 03:02 | Because the results are Security
Trimmed, if you do an All Site Search, it is
| | 03:06 | going to tell you this is
where this phrase occurs.
| | 03:09 | You could then filter down by yourself
as an author, and if you had a lot of
| | 03:13 | results there, you could even
filter down by the time changed.
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| Exploring workspaces| 00:00 | These days, a lot of us have multiple
machines to do our work. We have Desktops.
| | 00:04 | We have Laptops.
| | 00:05 | You often need to take your Laptop
with you on a business trip or with client
| | 00:08 | appointments or off-site meetings.
| | 00:10 | Well, if you needed to be always
connected to the SharePoint Server, that can
| | 00:14 | be a problem, particularly if you
don't know how reliable your Internet
| | 00:18 | connection is going to be.
| | 00:19 | Well, it's a problem that
SharePoint Workspace is designed to solve.
| | 00:24 | SharePoint Workspace is an Office Application.
| | 00:28 | You'll actually find it under
the Microsoft Office section.
| | 00:31 | However, that's not necessarily the way
that you work with it all of the time.
| | 00:35 | Most typically, what you do with SharePoint
Workspace is in response to a certain problem.
| | 00:40 | You're looking say at a Document Library,
and you're thinking, well, I'm about
| | 00:45 | to leave for a business trip, but I
know that I want to work on three of these
| | 00:48 | documents while I'm away.
| | 00:50 | Well, one thing you could do is using the
ability to connect this Library to Outlook.
| | 00:56 | That would give you some offline
capabilities, but the more typical way with
| | 01:00 | this Version is to Sync to SharePoint Workspace.
| | 01:04 | SharePoint Workspace 2010 is a new product.
| | 01:07 | It's the first time that's been a
product called SharePoint Workspace, although
| | 01:10 | it was previously called Groove.
| | 01:13 | The whole reason for this
application is to give you offline copies
| | 01:17 | of SharePoint content,
| | 01:19 | offline copies of the content that
otherwise would only be available online.
| | 01:23 | So I'm going to click OK to answer this.
| | 01:26 | It's going to open up SharePoint
Workspace and download copies of those documents.
| | 01:31 | In fact, in other senses you can
often connect an entire site to
| | 01:35 | SharePoint Workspace. I'll click Close.
| | 01:39 | Close this down.
| | 01:41 | Now if I were on a laptop, I could right
now disconnect from the network and walk away.
| | 01:47 | I could get on a plane, and think okay,
I don't have access to the Internet,
| | 01:51 | but that doesn't matter, because I
can go to my Microsoft Office, open up
| | 01:56 | SharePoint Workspace.
| | 01:57 | It would give me what's called the Launch Bar.
| | 01:59 | It says, right now you're synched
to one place, the Example Team Site.
| | 02:02 | If I double-click that, it opens up
this Workspace window that tells me these
| | 02:08 | are the documents that I know about.
| | 02:10 | Now because I am still connected to the
server, it's also telling me that right
| | 02:14 | now available on the server is
all this other content as well.
| | 02:19 | But it would work as an offline feature.
| | 02:21 | So you choose which Libraries on
which Sites that you want to sync and
| | 02:26 | SharePoint Workspace
takes care of the rest of it.
| | 02:30 | I could then open one of these documents.
| | 02:32 | Make a change to it.
| | 02:33 | The next time I hook up to the network,
SharePoint Workspace will detect that
| | 02:37 | and push back my changes.
| | 02:39 | If you have large amounts of content,
it's a great thing that SharePoint
| | 02:42 | Workspace gets integrated with your
Search Engine on your Windows machine.
| | 02:48 | Now this is a very specific
solution to a very specific problem.
| | 02:52 | Not everyone will need SharePoint Workspace.
| | 02:55 | But if you do need to be mobile and
disconnected, it lets you still work
| | 02:59 | with SharePoint without having to
worry about manually making sure
| | 03:02 | everything is up-to-date.
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| Understanding SharePoint Designer| 00:00 | Now, there's one more program worth mentioning.
| | 00:03 | It's a program called SharePoint Designer 2010.
| | 00:07 | Used to be installed as part of Office,
but now you will typically find it under
| | 00:11 | the SharePoint section.
| | 00:13 | SharePoint Designer is a free download from
Microsoft, and a completely separate product.
| | 00:18 | You don't have to use it.
| | 00:20 | Most people who use SharePoint don't need it.
| | 00:22 | But the people who do really need it
and are very glad for what it does.
| | 00:27 | There are four reasons that you would
want SharePoint Designer 2010, and some of
| | 00:31 | these reasons really have
nothing to do with each other.
| | 00:34 | The first reason is to significantly
change the look and feel of SharePoint sites.
| | 00:38 | Using SharePoint Designer, I can open
up an existing SharePoint site and do
| | 00:43 | things to it to make it look less SharePointy.
| | 00:45 | I can change the look of it.
| | 00:47 | I can change the color scheme,
the fonts, the overall layout.
| | 00:50 | If I want to do substantial changes to
the look of a SharePoint site, way beyond
| | 00:54 | what themes can do, this is how I want to do it.
| | 00:57 | It gives me the ability to edit the
site Homepage and shifts it into kind of a
| | 01:02 | Web design editing tool.
| | 01:05 | Now, a lot of people make the mistake
of thinking that's all that SharePoint
| | 01:08 | Designer is intended for.
| | 01:10 | And it's really not.
| | 01:11 | It is a very powerful Web design tool,
but it can do much more than that.
| | 01:19 | So if the first reason is that it
allows us to shift into this mode, where we
| | 01:24 | can actually start to manually edit
the layout, the look and the feel of our
| | 01:27 | SharePoint sites; now what else can we do?
| | 01:30 | The second main reason for using
SharePoint Designer is that we can use it to
| | 01:35 | create what are called Workflows.
| | 01:36 | We have seen how to use Workflows
inside SharePoint, but if you want to define
| | 01:40 | your own, you can actually define a Workflow.
| | 01:44 | Say what Document Library
or List this is applied to.
| | 01:47 | Give the Workflow a Name.
| | 01:50 | And then without code, we can start
entering our own lists of questions and
| | 01:56 | actions that are listed up
here as Conditions and Action.
| | 02:00 | So if a document was created by a
specific person or was in a certain file size
| | 02:06 | range, then I might want to do things
like Send an Email or Do a Calculation,
| | 02:12 | Check In an Item, Create a Task.
| | 02:15 | Using SharePoint Designer, we can create
substantially complex Workflows without
| | 02:20 | code, effectively building
applications inside our Web sites.
| | 02:25 | And as you could imagine, you might be
very interested in the Workflow section
| | 02:29 | of SharePoint Designer and not at all
interested in the visual look and feel
| | 02:33 | stuff, or even the other way around.
| | 02:35 | The third reason is that SharePoint
Designer is an excellent way to actually
| | 02:41 | change or manipulate your SharePoint site.
| | 02:44 | When you point SharePoint Designer to
an existing site, and you do have to have
| | 02:48 | the right permissions on that site,
| | 02:49 | you can even create New SharePoint
Lists, or Document Libraries, or even Custom
| | 02:54 | Lists using SharePoint Designer itself.
| | 02:57 | So it's a way to build out
what the site is made of.
| | 03:00 | And finally, the last reason for using
SharePoint Designer is when you do have
| | 03:05 | say a particular List or Library, you
can use it to create your own Custom
| | 03:11 | Forms, and by that I mean your
own entry forms or edit forms.
| | 03:15 | Instead of allowing SharePoint to generate
them, you can even design them in InfoPath.
| | 03:19 | So if you want a rich custom user
interface for entering data, you can also do
| | 03:25 | that using a combination of
InfoPath and SharePoint Designer.
| | 03:28 | And the last reason is that you can
actually create unique pages in your sites,
| | 03:34 | that even connect to external data.
| | 03:38 | That's on as needed basis, site-by-site
and page-by-page, but can be very useful.
| | 03:43 | The previous version of SharePoint
Designer was really focused primarily on
| | 03:48 | pretending that it was a Web design tool.
| | 03:50 | This one is certainly a bit more advanced.
| | 03:52 | SharePoint Designer is not just about design.
| | 03:55 | It's really about customization,
| | 03:57 | not just customizing the way SharePoint
sites look, but the way they behave and
| | 04:02 | what they are made of.
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ConclusionGoodbye| 00:00 | Thanks for joining us for this
SharePoint 2010 Getting Started course.
| | 00:04 | You should now feel comfortable being
able to begin working with SharePoint sites.
| | 00:09 | In just a couple of hours, we've covered the
core of what SharePoint is and what it does.
| | 00:13 | As you can tell, SharePoint is a huge
product, and it can take time to really
| | 00:18 | get this information.
| | 00:19 | But as you become more and more
comfortable working with SharePoint, you'll find
| | 00:23 | new areas you want to explore.
| | 00:24 | And you will find new ways
it can help you get things done.
| | 00:27 | Good luck working with SharePoint.
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