IntroductionWelcome| 00:04 | Hello, I'm Mark Abdelnour, and welcome to
Managing Documents with SharePoint 2010.
| | 00:09 | This course is focused on the end-user in
an organization who is new to SharePoint
| | 00:14 | and whose job involves document management.
I'll begin by discussing
| | 00:19 | what is SharePoint and how to access
it and how to navigate within the site.
| | 00:23 | Next, we'll look at the different ways of
uploading files to document libraries, specifically
| | 00:29 | single versus multiple file uploads.
| | 00:32 | Then we'll look at document
management and collaboration tools.
| | 00:35 | And we'll also look at emailing links to
documents, setting alerts, and taking advantage
| | 00:40 | of file version history.
| | 00:42 | We'll examine views, also known as custom
visual representations of your SharePoint data.
| | 00:48 | Finally, we'll look at Document Workspaces
where colleagues can work together in a document
| | 00:53 | and utilize several workspace elements
to help them work more collaboratively.
| | 00:57 | Get ready to dive into Managing
Documents with SharePoint 2010.
| | 01:02 |
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| Getting the most out of this course| 00:00 | Before you begin, I want to ensure
you get the most out of this course.
| | 00:04 | To do this, I want to recommend the following:
First, there are several movies that require
| | 00:09 | you to upload files to SharePoint.
| | 00:12 | For this reason, I recommend you have 5 to 10
files of different file formats like Word,
| | 00:18 | PDFs, Excel already on hand to be
used and uploaded in the system.
| | 00:24 | You can pull together any files at all since
what's actually in those files is not important
| | 00:28 | to the different exercises.
| | 00:30 | Secondly, ensure you have the appropriate
end user permissions on your SharePoint's site.
| | 00:34 | At a bare minimum, you should be able
to contribute files to a document library
| | 00:39 | and also permissions to edit that.
| | 00:41 | If you want to verify what level of
permissions you have, contact your system administrator.
| | 00:46 | Last but not least, there's an assumption
that Microsoft Office, including Outlook, is
| | 00:50 | installed on your system, since some movies
require that files be opened, edited, and emailed.
| | 00:56 | With these requirements in place, you'll
get the most out of this course and ensure you
| | 00:59 | are able to follow along with all the movies.
So if you're ready, let's get started.
| | 01:04 |
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1. SharePoint 2010Understanding SharePoint| 00:00 | What is SharePoint?
| | 00:03 | SharePoint is a browser-based web platform
that streamlines the management of access
| | 00:08 | to data and information.
| | 00:10 | If you look at a typical organization, there
are lots of different roles people play, like
| | 00:15 | the Accountant, the HR Specialist, Marketing, and
Sales People, each of these roles produce different things.
| | 00:23 | Like Excel files for Financials, Word
documents for HR Reports, and PowerPoint and PDF files
| | 00:30 | for Marketing presentations.
| | 00:33 | SharePoint allows you to store and find all
this information in one location or one SharePoint
| | 00:40 | where users can share these files and
collaborate using powerful built-in tools.
| | 00:45 | This is the focus of this course, sharing
files and collaborating with others using
| | 00:50 | SharePoint 2010's Document Management Tools.
| | 00:54 | In many organizations, when SharePoint gets
implemented it typically means employees
| | 00:58 | have to use SharePoint to
save and store their files.
| | 01:02 | Instead of saving them on the local hard
drives in their shared network drives, for example,
| | 01:07 | your G drive or your L drive, they have
to save their files on the SharePoint site.
| | 01:12 | Now what's wrong with shared network drives and
local drives, and why is SharePoint so much better?
| | 01:17 | Let's take a look.
| | 01:18 | First, poor file findability, network
drives can get very disorganized, and saving files
| | 01:25 | to your desktop means others can't access them.
| | 01:28 | With SharePoints powerful document
management features, saving files to SharePoint makes
| | 01:32 | it much easier to find documents.
| | 01:36 | Lack of version control. Have you ever needed
to file test_final and then had to revise it?
| | 01:43 | You know rename it to test_final_final, or
worse test_final version 2? In SharePoint,
| | 01:52 | the system takes care of versioning automatically
and almost completely eliminates file duplication.
| | 01:59 | Lack of security and privacy, on network
drives and local drives, there's sometimes
| | 02:04 | a complete lack of security and
privacy, especially in the case of theft.
| | 02:09 | On SharePoint, group permissions are set for
all users ensuring that people see only what
| | 02:15 | they are meant to see right
down to the folder and file level.
| | 02:19 | Last but not least, potential
compliance issues with public record legislation.
| | 02:25 | If your organization has retention and
disposition rules that need to be applied to all their
| | 02:30 | documents and records, then local and shared
drives will most likely not be good enough.
| | 02:36 | SharePoint has built-in automated tools for records
management, driving compliance with public record legislation.
| | 02:42 | I like to think of SharePoint as shared drives
on steroids, or better yet, intelligent share drives.
| | 02:49 | We're now ready to take a look at SharePoint 2010's
Powerful Document Management Features
| | 02:54 |
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| Opening SharePoint| 00:00 | SharePoint is a browser-based web platform.
| | 00:03 | That's fancy talk for SharePoint works on the
web, unlike Microsoft Word or Excel, SharePoint
| | 00:10 | is not installed on your Laptop or Desktop,
it's a website that you access through your
| | 00:15 | web browser like Internet Explorer.
| | 00:17 | So to open and launch SharePoint 2010, you'll
most likely receive a launch email from your
| | 00:23 | organization, which contains a link much like this
one, and all you do is click on it to launch the site.
| | 00:29 | This is an example of a SharePoint 2010 site,
we've created a fictitious company by the
| | 00:35 | name of Explore California, and we're going
to use it as an example throughout this course.
| | 00:39 | So the first thing I typically like to do when
I launch a site for the first time, especially
| | 00:44 | a SharePoint 2010's site like this one,
would be to create a Bookmark or Favorite.
| | 00:48 | To do that in your browser, you can move
right up here to the top bar, click on the star
| | 00:53 | with the arrow on it, which
adds to your Favorites bar.
| | 00:56 | And now you can see Explore California
Home, the link appears here in the top bar.
| | 01:01 | Let's take a look at the user interface for
this Explore California SharePoint 2010's site.
| | 01:06 | Right at the top is a Browse top, and if I
click on Page, you'll get a good understanding
| | 01:11 | of what you see here.
| | 01:12 | This is a dynamic toolbar that goes
by the name of the Office Ribbon bar.
| | 01:18 | You'll see this in Microsoft Word, Excel,
PowerPoint, and you'll also see it here on SharePoint 2010.
| | 01:23 | This is a dynamic toolbar in that it follows
you as you work, bringing you the tools you
| | 01:28 | need when you need them.
| | 01:30 | I'm going to click back on the Browse tab and
show you another feature of the user interface.
| | 01:35 | This here is your keyword search area, you'll
notice that I've already typed in the word document.
| | 01:41 | This allows you to search the entire site
based on special key terms that you enter.
| | 01:47 | And on the left side of our page in this left side
navigation, we have an area called the Quick Launch.
| | 01:52 | The Quick Launch is list of commonly
accessed links that appear constantly on each page
| | 01:58 | that you visit for the site.
| | 02:00 | So no matter what site or page you are on,
you will see this quick launch, and it'll
| | 02:04 | give you that quick access that you need
to those important areas of the website.
| | 02:08 | Last but not least at the bottom of our page,
we have something called a Document Library.
| | 02:14 | This document library is
called Marketing Team Documents.
| | 02:17 | I want you to think of document
libraries as folders containing files.
| | 02:22 | SharePoint supports almost all file formats, and
you'll be hard pressed to find one it doesn't support.
| | 02:28 | So, files like Word, Excel, PowerPoint and
PDFs as well as text documents, image files,
| | 02:34 | are all supported here in SharePoint.
| | 02:36 | Now that we've seen the different areas of
the SharePoint 2010 website, let's take a
| | 02:40 | look at how you can
navigate or move around the site.
| | 02:45 |
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| Navigating around SharePoint| 00:00 | SharePoint 2010 allows you to navigate or
move around the site several different ways.
| | 00:06 | First and foremost, at the top of the SharePoint
site is an area called the horizontal breadcrumbs.
| | 00:13 | Let me show you how that works.
| | 00:14 | I'm going to move here to Marketing Team Documents,
and then I'm going to go into Strategy Documents,
| | 00:20 | and the reason I'm doing this is I'm
trying to navigate and go deep into the site so
| | 00:24 | I can demonstrate the horizontal breadcrumbs,
which you've probably seen by now has been updated.
| | 00:29 | It now shows that we are in
the Strategy Documents folder.
| | 00:33 | Much like the popular fairytale Hansel and
Gretel, the idea of breadcrumbs allows you
| | 00:38 | to trace back from where you came from, so
should I want to return to the Home page from
| | 00:43 | this point, I can simply click on
Explore California, and it brings me back home.
| | 00:48 | So those are your horizontal breadcrumbs, kind
of tracking you where you go on the site and
| | 00:52 | allowing you to back track should you need to.
| | 00:55 | Over and above the horizontal breadcrumbs,
there's another feature called the folder breadcrumbs.
| | 01:00 | Let's repeat the same example. I'm going to
click here on Marketing Team Documents so
| | 01:04 | we can go deep into the site.
| | 01:06 | Click on Strategy Documents, and again, you can
see the updates to the horizontal breadcrumbs.
| | 01:10 | Now let's look at the folder breadcrumbs,
which is a little different. Accessed here above
| | 01:15 | the ribbon bar is a folder, a yellow folder
with an arrow on it, click on it, and it shows
| | 01:20 | you similar path, but these
are your folder breadcrumbs.
| | 01:23 | And again, I can click here on Explore
California, and it takes us back home.
| | 01:27 | Last but not least, another popular navigation tool
here in SharePoint is built right into your browser.
| | 01:34 | Right here in the top left corner,
you have a Back and Forward button.
| | 01:38 | Should I click on Back, we can navigate back to where
I was, or click on the Forward button to move ahead one.
| | 01:45 | This is how you navigate in SharePoint,
commit these navigational tips to memory and save
| | 01:51 | yourself a lot of time.
| | 01:56 |
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2. Loading Files into a Document LibraryUploading a single file| 00:00 | As an employee of an organization who has
recently implemented SharePoint 2010, you
| | 00:05 | may well need to start uploading files from either
your local drive or network share drives to SharePoint.
| | 00:11 | Remember, SharePoint will now be the new home
of all your work-related files, both old and new.
| | 00:17 | Let's see how we go about uploading a
document into a SharePoint Document Library.
| | 00:22 | There are two ways that you can do this.
| | 00:24 | At the bottom of each and every Document
Library you'll see an Add document link, as well for
| | 00:29 | those people who enjoy using the Office Ribbon
bar, if I scroll here and click on the Documents
| | 00:34 | tab you'll see an option
here for Upload Document.
| | 00:37 | I'm going to go ahead and click on the icon. It's going to
bring up a window. This is your Upload Document window.
| | 00:44 | Here you're going to browse to the
document that you want to upload.
| | 00:47 | I'm going to click on Browse, I'm going to
navigate my local drive here to the location
| | 00:53 | of the files, and here it is. It's
a file called to Team Copy_Edit.
| | 01:00 | Now this is a document that the marketing
team at Explore California will be working on,
| | 01:04 | and they've ask me to upload
this file to the Document Library.
| | 01:08 | I'll go ahead and click on Open and then OK.
| | 01:14 | Now the next window that will appear
is a very important part of SharePoint.
| | 01:19 | This is the metadata for the file that I'm uploading.
Now the big question is, what is metadata?
| | 01:25 | This is typically a term that most people
aren't familiar with, so I'm going to take
| | 01:28 | a little bit of time here to explain it.
| | 01:31 | Think of metadata as the
attributes of an object.
| | 01:34 | Technically, they say it's the data about
the data, but that's sometimes not very clear.
| | 01:39 | So I like to use the
example of a book in a bookstore.
| | 01:42 | When you visit a bookstore, and you're
looking for a book, some attributes of the book will
| | 01:46 | actually help you find it.
| | 01:48 | Some of those obvious attributes are the author,
the title, the publisher, even the ISBN number.
| | 01:54 | These are all attributes of a book, and
they help you find that book in a bookstore.
| | 01:59 | Well, here in SharePoint we have a very
similar concept called metadata, and here on the left
| | 02:04 | side of this window you can see Name,
Title, Status, Project Name, and Department.
| | 02:11 | These are all customized metadata fields or tags
that have been applied to this Document Library.
| | 02:16 | You or the administrator would create these
metadata tags, and you only use those tags
| | 02:21 | that are important to you or relevant to
the Document Library you're working in.
| | 02:26 | In this example, the name of the file is Team
Copy_Edit, the title is Explore California,
| | 02:33 | the Status, document status. You can see I
can select from a dropdown. I'm going to say
| | 02:37 | it's an Under Review status at this point.
| | 02:40 | The Project Name that it's actually
associated with is one called Project Cali55, and the
| | 02:47 | Department working on this file is the Marketing
team, but you can see I can select from different
| | 02:52 | groups, and now I'm ready to save.
| | 02:55 | When I save the file, you'll see the file appear in
the Document Library with a new icon to the right of it.
| | 03:01 | This tells all visitors to the site or
this Document Library that a new file has been
| | 03:06 | added to the document library, and here
you can see the metadata applied as well.
| | 03:10 | This is the file name that
we saw on the metadata window.
| | 03:13 | Here is a default metadata tag that goes
in without you having to do anything at all.
| | 03:17 | It's the last Modified Date and Time, as well
the Status which we set to Under Review, the
| | 03:24 | Project Name ,and the
Department associated with the file.
| | 03:27 | I stated earlier that the whole idea of metadata
is to improve the ability to actually find files.
| | 03:34 | So, if you complete the metadata properly
for the files that you upload, people will
| | 03:40 | have no problem finding the
files that you upload to the site.
| | 03:43 | So now we've seen how to upload a
single file to a SharePoint Document Library.
| | 03:48 | Now what happens in a situation where
you need to upload multiple files at once?
| | 03:52 | Well, this is possible in SharePoint 2010,
and we'll take a look at that in the next video.
| | 03:57 |
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| Uploading multiple files| 00:00 | If you've been asked by your organization
to upload files from your local or shared
| | 00:05 | network drives to SharePoint, you may
want to upload more than one at a time.
| | 00:10 | There are two ways that you can
accomplish this task in SharePoint 2010.
| | 00:14 | Here at the bottom of this
Document Library is the Add document link.
| | 00:18 | When I click on it, you'll notice a link that
appears here right below the Name field, this
| | 00:23 | says Upload Multiple Files.
| | 00:26 | When I click on this link, it brings us
right to the Upload Multiple Files window.
| | 00:31 | I'm going to cancel out of this so I can show you
the other way of accessing this feature.
| | 00:35 | Here in the Ribbon bar on the
Documents tab is the Upload Document button.
| | 00:39 | If I click on the little drop arrow, you'll see
Upload Document as well as Upload Multiple Documents.
| | 00:45 | When I click on it, it takes us to the
exact same window that we saw earlier.
| | 00:49 | Here in the middle of this window is something
that says Drag Files and Folders Here, as well
| | 00:54 | as a Browse for files instead.
| | 00:56 | The first option allows you to drag from
folders or from files right into this window, and
| | 01:03 | this is using Windows Explorer
or My Computer to do that task.
| | 01:06 | If you prefer the more traditional ways of
finding files on your local drive, you can
| | 01:10 | click here on Browse for files instead.
| | 01:13 | I'll go ahead and do that, and here I have a
set of files that I'm going to use to upload.
| | 01:17 | You can use any files that
you would like for this example.
| | 01:19 | I'm going to click and select all
of these files and then click Open.
| | 01:24 | You'll notice that the window is now populated with
the nine files that I selected from my local drive.
| | 01:29 | When I'm ready, I'm just going to click OK,
and now you'll see that the status is being
| | 01:33 | updated as it checks each file and uploads
them, and now it's all done, so I'm going
| | 01:38 | to click Done and the files will be
automatically added to the Document Library.
| | 01:43 | One thing you'll notice is the green arrow
that appears next to each one of these files.
| | 01:48 | This means that the file is not been checked
in, and the main reason it hasn't been checked
| | 01:52 | in is because the metadata that we discussed
in an earlier video has not been completed.
| | 01:57 | So we'll be looking at checking in these
documents and the metadata requirement in another video.
| | 02:03 | This should give you a good idea of how easy it is
to upload files to a SharePoint Document Library.
| | 02:09 | Using this method, you can see how much time you'll
save doing it in batches, rather than one at a time.
| | 02:17 |
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| Deleting documents| 00:00 | Since you're able to upload files to SharePoint,
you'll also need to know how to remove or delete them.
| | 00:06 | In some cases, though, you may not have the
proper permissions in your profile to do so,
| | 00:11 | so you may need to check with your administrator
should you not see the options I'll be showing you.
| | 00:16 | Let's move into this Document
Library and select a file to delete.
| | 00:20 | The first one I'll select is
one called EX Presentation Script.
| | 00:23 | I'll put a check mark right next to the file,
it selects it, and you may have noticed as
| | 00:28 | well that the Office Ribbon bar lit up and
dynamically changed to bring me the tools that I need.
| | 00:33 | Here is the X that will
allow me to delete this document.
| | 00:37 | Depending on the resolution of your screen,
this may appear a little bigger with the words
| | 00:41 | Delete Document next to it.
| | 00:42 | I'm going to go ahead and click on this button.
It asked me to confirm this decision.
| | 00:47 | Are you sure you want to send
this item(s) to the site Recycle Bin?
| | 00:50 | I'm going to go ahead and click OK, and the
file's now been deleted from the Document Library.
| | 00:55 | There's another way that you can delete a
file. I'm going to scroll here and move to
| | 00:59 | the area where it says EC_stationery_final, this is a PDF.
Now I'm going to put a check next to this file.
| | 01:04 | Instead of using the Ribbon bar, I can use
this dropdown arrow, and here I can select Delete.
| | 01:10 | The same message appears that we saw earlier.
I'm going to click OK to confirm the decision
| | 01:15 | to delete the file and
send it to the Recycle Bin.
| | 01:18 | Should you accidentally delete a file?
| | 01:20 | We'll scroll down to the bottom of our page, and
here on the very left side is your Recycle Bin.
| | 01:25 | I'll go ahead and click on it, and here are
all the files that have been deleted, and the
| | 01:29 | top two are the ones that we just worked on.
| | 01:31 | If I want to restore one of the deleted
files, I simply select it by putting a check next
| | 01:36 | to it and then click on Restore Selection.
Are you sure you want to restore this file?
| | 01:41 | I'll click OK, and now
the file has been restored.
| | 01:43 | I'm just going to return to the Document Library, and you'll
see that the file is now back in the Document Library.
| | 01:51 |
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| Creating a document library| 00:00 | Depending on your level of enthusiasm when it
comes to SharePoint, this video may apply to you.
| | 00:05 | In many organizations, your typical employee
or end-user of SharePoint may be asked if they
| | 00:10 | wish to be a subject matter expert or a
champion for their respective team or department.
| | 00:15 | In this role, you may have elevated
permissions and abilities, which means you'll need to
| | 00:19 | know more than everyone else.
| | 00:21 | So let's look at how you go about
creating a document library on a SharePoint site.
| | 00:26 | In the top left corner of the site page,
you'll see an option for Site Actions.
| | 00:31 | If I click on the button, new options appear.
| | 00:34 | And I'm going to go ahead and
click on New Document Library.
| | 00:39 | In this Create window, there are all sorts
of options to pick from that will allow you
| | 00:43 | to customize the document
library that you're about to create.
| | 00:46 | First, we need to give it a name.
| | 00:48 | As an example, I'm going to
call this one Marketing Collateral.
| | 00:52 | I can also type in a description if I'd like.
| | 00:54 | Just below this area is a navigation area,
and it's asking if I want to include this
| | 00:59 | new document library in the quick launch.
| | 01:02 | To remind you, the Quick Launch is
located here on the left side of the window.
| | 01:06 | Should I add it here, it would
appear on all pages within the site.
| | 01:10 | I'm going to go ahead and enable the No option, and
just below that, we have the Document Version History.
| | 01:15 | Here, if I select Yes, it's saying that any
file contained in this document library when
| | 01:21 | edited will automatically
create a new version for that file.
| | 01:25 | This is a very important topic that we'll
be talking about a lot more in a later movie.
| | 01:30 | At the bottom of this window
is the Document Template area.
| | 01:33 | This addresses more advanced functionality
that is outside the scope of this course.
| | 01:37 | So, we're ready now to go
ahead and click on Create.
| | 01:41 | And here we are in our
brand-new document library.
| | 01:45 | One of the first things we'll look at here
is the metadata that you see along the top.
| | 01:49 | By default, we have Type, Name,
Modified, and Modified By.
| | 01:55 | If we want to add another piece of metadata
to this document library, here in the Ribbon bar,
| | 01:59 | we can click on the Create Column.
| | 02:03 | This will bring up a Column window where
I'm able to insert a new tag for this library.
| | 02:08 | As an example, here in Column Name,
I'm going to go ahead and type Status.
| | 02:12 | I'm going to make this a choice field.
| | 02:15 | Now, let's click on the Choice option here
and then scroll down here in the window.
| | 02:20 | I can type a description that everyone will
see when they upload files to the library.
| | 02:24 | And as well, these are the different
choices for Status that I can select from.
| | 02:28 | I'm going to select those, hit Delete, and let's
type in Draft, Out for Review, and Final as an example.
| | 02:40 | I'm going to scroll down.
| | 02:41 | I have an option here to set a default value, and
currently it's set to Draft, which is fine, and I'll click OK.
| | 02:48 | Now, you'll notice in the top right a new
column called Status that's been added to
| | 02:53 | the document library, reflecting the choice
we just made on the previous column screen.
| | 02:58 | Document libraries are a very important
part of SharePoint, and the associated metadata
| | 03:03 | really needs to be thought out and planned to
ensure the right kind of information is captured.
| | 03:08 | As a SharePoint champion, it's a good idea
to meet with the team using the library to
| | 03:13 | make sure their needs are met.
| | 03:18 |
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3. Document Collaboration and ManagementEditing documents| 00:00 | With everyone in an organization moving their
files to SharePoint 2010, you will most likely
| | 00:05 | find yourself in a situation where you'll need
to edit either your own or other people's files.
| | 00:10 | To do this, you will need to check it out first.
| | 00:13 | Then you'll be able to ensure that others can
not make changes to the file while you edit it.
| | 00:18 | This is the whole concept around
checking out and checking in files.
| | 00:22 | When you're done making your edits, you check
it back in and it allows others to see your
| | 00:26 | changes, and on top of that gives them the
ability to edit the file if required. Let's take a look.
| | 00:32 | Here in this document library,
there is a file that we want to edit.
| | 00:35 | It's called Team Copy_Edit.
| | 00:38 | To edit the file, we simply click right on
the file name, and a small window appears.
| | 00:43 | It tells you that you're
about to open a specific file.
| | 00:46 | And the most important part right here in the
middle, how would you like to open this file?
| | 00:50 | Either Read Only, meaning you can't edit, or do
you want to actually check out and edit the file?
| | 00:56 | Remember, checking out the file means no one
else can edit it while I have it checked out.
| | 01:02 | I'm going to go ahead and say
Check Out and Edit and click OK.
| | 01:06 | Now that the document is opened, I can go
in and make my edits as I would normally.
| | 01:10 | So, in this section here, I'm just going to add
some text, and I'm ready to save the document.
| | 01:16 | So, I'll go up here, click on
the Save button, and exit the file.
| | 01:22 | So, it was a small edit that I want
to make to that document, click Exit.
| | 01:25 | Now, this is a very
important message that appears.
| | 01:28 | Other users can not see your
changes until you check in.
| | 01:33 | Do you want to check it in now?
I'm going to go ahead and click Yes.
| | 01:37 | The next thing you'll see is the
Check In: Version Comments window.
| | 01:41 | Here is where you're prompted to actually
include something called Version Comments.
| | 01:46 | These comments are notes, are visible to
others who may want more information on what exactly
| | 01:51 | changed in the document.
| | 01:52 | So here I could write,
Added text to body re: stats,
| | 02:02 | and I then go ahead and click on OK.
| | 02:04 | It returns us back to the document library
where you can see that the file is now checked in.
| | 02:10 | The arrow is no longer here on the icon.
| | 02:12 | Now, if I want to look at the version
history for this file, I click on the down arrow,
| | 02:17 | and I can select version history, and here we'll see
all the different versions associated with this file.
| | 02:23 | The versions are here on the left.
| | 02:25 | Here's 1, 2, 3, 4, 5, and 6, all the
different dates of the versions were created on,
| | 02:31 | as well all the notes on the right side that
relate to the changes made, and there is the
| | 02:36 | last comment that I left,
Added text to body re: stats.
| | 02:40 | The whole process of checking in and out files is
core to SharePoint's document-management functionality.
| | 02:46 | It ensures multiple versions of a file are not floating
around in organization and virtually eliminates file duplication.
| | 02:53 |
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| Retaining your check-in and check-out changes| 00:00 | Here's a little hidden gem in SharePoint.
| | 00:03 | You can allow others to see your ongoing changes
to a document while you still have it checked out.
| | 00:10 | This is especially useful when you need
to work on the file over a number of days.
| | 00:13 | Here is how you do it.
| | 00:15 | There is a file here in this document
library called Team Birthdays, and you can see this
| | 00:20 | checked out because of the green
arrow in the bottom corner of the icon.
| | 00:23 | What I would like to do right now is check
in some of the changes that I've made to this
| | 00:27 | file but also keep it checked out to me so
that no one else can check it out and make edits.
| | 00:33 | To do this, I simply go to the
down arrow, and I select Check In.
| | 00:38 | Here I have the option to retain
your check out after checking in.
| | 00:43 | I'm going to click Yes.
I'm also going to include a comment.
| | 00:48 | This comment will show up in
the Version History for the file.
| | 00:50 | I'm just going to write Added
Mark's birthday, and then I'll click OK.
| | 00:58 | You'll notice that the
file is still checked out.
| | 01:01 | And if I go to the Version
History, we should see a version 2.
| | 01:04 | Here's the 2, and over here on the right
is the comment that I've left for that file.
| | 01:09 | So, if I fear that someone may check out my
file before I'm truly done all my edits, this
| | 01:15 | feature allows me to keep it all to myself but still
share my changes with other viewers as I make them.
| | 01:24 |
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| Emailing links| 00:00 | When communicating through email, a link
to a file is much more efficient to use than
| | 00:05 | an email attachment.
| | 00:07 | Not only does it help you ensure that the
latest copy of the file is being accessed,
| | 00:12 | but it also helps reduce
network traffic and email storage.
| | 00:16 | Let's look at an example.
| | 00:17 | Here in this document library is a file
that I want to send to another individual.
| | 00:21 | I'm going to select the file by clicking
in the check box to the left of the icon.
| | 00:27 | And then here from the down arrow, I have an
option of going to Send To and then E-Mail a Link.
| | 00:32 | But before I click on that, let's look at
another way that I could have done that.
| | 00:37 | Click the check box, select the file, but
instead of using the down arrow, here in the
| | 00:42 | Ribbon bar is E-mail a Link.
I'll go ahead and click on it.
| | 00:47 | What you'll see is an
email that automatically opens.
| | 00:50 | You'll also notice that it's pre-populated
with a direct link to the file.
| | 00:56 | You can see that here where
it says Team Copy_Edit.docx.
| | 00:59 | So, this is the link to the file.
| | 01:03 | What I want to stress here is that it's not
actually sending the file by email, it's sending
| | 01:09 | a link to the file.
| | 01:10 | So this will ensure that the one file is
the file that everyone is working on, rather
| | 01:16 | than having multiple versions floating
around in cyberspace, and then at the end of the
| | 01:20 | whole exercise, not being sure if
everyone's edits have been captured in that file.
| | 01:24 | So, if I were the recipient of this email, I
would click on the link, and when the document
| | 01:31 | opens, the recipient has the option of
either reading through the document and not making
| | 01:36 | edits, or if they did want to make edits,
right up here in the yellow bar, there's an
| | 01:41 | option to check out.
| | 01:43 | And by doing so, they can go in, make their
edits, leave version comments, and those will
| | 01:48 | be recorded in the file details.
| | 01:51 | In order to use this feature, the recipient
must have access to your SharePoint site in
| | 01:55 | one way or another.
| | 01:57 | For example, sending links to documents to
people outside the organization like, for
| | 02:02 | example, external vendors or partners will
not work unless they are a part of your network
| | 02:07 | and can access your SharePoint site.
| | 02:12 |
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| Using document version history| 00:00 | As an end-user, version history is a
very important feature of SharePoint.
| | 00:05 | Version history contains information about
when the item or file was changed, who changed
| | 00:10 | it and why, if comments were entered?
| | 00:13 | A great example of when version history can
come in handy is when sending the file out
| | 00:17 | to a large group of people
for their edits and feedback.
| | 00:21 | As you approach the review deadline, you can
check the version history at any time to see
| | 00:25 | who's checked it out and
who's made edits to the file.
| | 00:29 | Let's look at an example here in this Document
Library. Let me go ahead and select this file
| | 00:33 | by clicking in the check box to the left
of its icon and then move to the down arrow.
| | 00:39 | Here I will select Version History.
| | 00:42 | As you can see, within this Version History dialog
box there are six versions associated with this file.
| | 00:49 | Version 1 here on the bottom,
all the way up to Version 6.
| | 00:54 | In the column next to it, you can see all
the modified dates which represent the date
| | 00:58 | that those versions were created.
| | 00:59 | At the very bottom you can see the
metadata requirements that are completed.
| | 01:04 | Here the Title Explore California and the
Status Draft have been set in Version 1, all
| | 01:09 | the way up here in version 5 you can see
that the user added Marketing as the Department.
| | 01:14 | For the metadata and on the very right here,
you can see all the comments that were made
| | 01:19 | which speak to the different changes by version.
| | 01:22 | So this is your Version History window,
and we can take this one step further.
| | 01:27 | Let's say I wanted to view
an older version of this file.
| | 01:30 | I can simply go to any one of
the modified dates and click on it.
| | 01:35 | In this example I'll click on Version 4 of
the file, the file opens, and I'm able to
| | 01:40 | review the file and even edit it if I'd like.
| | 01:43 | So, assuming I'm happy with this document,
I'll go ahead and close the file, and let's
| | 01:47 | take Version History even one step further.
| | 01:50 | Assuming Version 4 was the version of the file
that I want to actually make the latest version,
| | 01:55 | meaning I want to eliminate all
the changes made in Version 5 and 6,
| | 02:00 | I can do something called Restore.
| | 02:03 | I'll click on the dropdown, and if I
select Restore, a message appears: You're about to
| | 02:08 | replace the current version
with the selected version.
| | 02:11 | But be careful. At this point you don't
want to click OK, and let me tell you why.
| | 02:16 | In order to use the Restore feature, you
must first check out the file, so I'm going to
| | 02:21 | close out of this window, the file is still
selected, and I'm going to click on the dropdown
| | 02:27 | arrow, and I'm going to click on Check Out.
| | 02:31 | You're about to check out this file, I'm
going to click OK, and you'll notice the icon has
| | 02:36 | changed to reflect that it is now checked out.
| | 02:39 | I'll return to the dropdown, return to Version
History, and you'll notice something different.
| | 02:45 | We now have a Version 7.
| | 02:48 | This is the new version, the one we've just
checked out, and it's waiting for instruction
| | 02:51 | in terms of what is it
exactly we're going to do to file.
| | 02:54 | Well, I mentioned earlier that we
want to restore it to Version 4.
| | 02:58 | In other words, make Version 4
the latest version of this file.
| | 03:03 | I'll come back down here, click
on the dropdown, and select Restore.
| | 03:09 | The same message appears: You're about to
replace the current version with the selected.
| | 03:14 | I'll click OK, it refreshes the screen, and
there you have it, Version 7 is now an exact
| | 03:20 | copy of the Version 4
that we viewed minutes ago.
| | 03:24 | So with this built-in functionality, you're
now able to see what edits have been made
| | 03:29 | and when to a document, plus the added bonus of
viewing older versions and restoring them if required.
| | 03:37 |
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| Setting alerts| 00:00 | SharePoint provides users with the ability
to be notified automatically by email when
| | 00:05 | changes are made to certain
areas within a SharePoint site.
| | 00:08 | Why do think a feature
like this would be important?
| | 00:10 | Well, here is a great scenario.
| | 00:12 | Let's say there is a document you've sent
out to others for their review, and you're
| | 00:15 | expecting their edits by the end of the week.
| | 00:18 | Instead of periodically checking the file
in its Version History to see if anyone is
| | 00:22 | made any changes, you can set up an alert
and be automatically notified instead.
| | 00:27 | Here's how you do it.
| | 00:28 | Let's go here into this Document Library and
select the file that we want to set an alert
| | 00:32 | on, put a check mark in the box next to the
icon, and I can do this two different ways.
| | 00:37 | I can go to the down arrow, and I can select
Alert Me, or I can go right up to the ribbon
| | 00:43 | bar and click on Alert Me, and I have two options,
Set an alert on this document, and Manage My Alerts.
| | 00:49 | We'll take a look at Managing My Alerts
in a second, but first let's go ahead and
| | 00:54 | set an alert on this document.
| | 00:56 | The alert window appears, and here you have
all sorts of options to configure this feature.
| | 01:01 | First, the Alert Title. This is exactly what
you'll see in the subject line of the email
| | 01:06 | that will automatically be sent to
you when someone edits this file.
| | 01:09 | I'm going to modify the title so that it removes the
folder name and just keeps the name of the file there.
| | 01:15 | In terms of who it's sending the alerts to,
it automatically put your name here in the
| | 01:19 | box, so the person logged into the system,
and if I scroll further down, you have options
| | 01:24 | here of delivery methods. It could be sent
to you by email or by text message, and these
| | 01:29 | bottom two boxes are fairly important.
| | 01:31 | The first one here is options around how you
want and when you want the alert's to be sent.
| | 01:37 | So first, Send me an alert when anything
at all changes, versus for example, someone
| | 01:43 | else change the document or someone else
changed the document last modified by me.
| | 01:48 | There's all sorts of options here to pick from.
| | 01:50 | The real catch all is anything
changes at all in the document.
| | 01:54 | A very popular question around this area of
the configuration is what constitutes a change?
| | 02:00 | Well, a change only is counted for these alerts
when the person has actually checked out the file.
| | 02:07 | Even if they check out the file then check
it in without making any changes, you'll receive
| | 02:11 | an alert, but the key is that someone has
checked out the file and then checked it back in, then
| | 02:17 | the alert is sent out and at the
very bottom, when to send the alerts?
| | 02:21 | You can have a notification
sent immediately, daily, or weekly.
| | 02:25 | So I'm going to leave all the
settings as is and click OK.
| | 02:29 | So what I've done now is set up an
alert at the file level for Team Copy_Edit.
| | 02:35 | Now let's look at how
you can manage your alerts.
| | 02:38 | Without selecting any files, I'll come up here to
Alert Me, and I'm going to select Manage My Alerts.
| | 02:43 | Here you'll see three alerts,
the one I just did, and two others.
| | 02:48 | I can select any one of these and
either view them or delete them.
| | 02:52 | For example, I'll go ahead and delete the
one for Team Birthdays, I put a check in the
| | 02:56 | box, and I click on Delete Selected Alerts,
it's asking me to confirm, I'll go ahead and
| | 03:01 | click OK, and if I want to view any one of
these alerts, I can just simply click on it,
| | 03:08 | and it'll open up the window
where I can configure it further.
| | 03:11 | Like Version History, Alerts allow you to track
what is happening in documents that you care about.
| | 03:16 | You can set up alerts on any
documents stored in SharePoint,
| | 03:19 | including those that you didn't upload. Setting alerts
really allows users to stay on top of important documents.
| | 03:27 |
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| Downloading copies| 00:00 | I'm always invariably asked, how do I
download a file to my Desktop from SharePoint?
| | 00:07 | Although this functionality exists, I don't
recommend you use it except in certain situations
| | 00:12 | where it's absolutely required.
| | 00:14 | The risk in downloading a copy is that the
true version will still remain on the SharePoint site.
| | 00:19 | Should someone else the following day
make edits to that file, you now have an outdated
| | 00:25 | version on your Desktop. Even worse, if you
then upload your outdated version back to
| | 00:31 | the site, you just overwrote the other person's
changes and created a new outdated version of the file.
| | 00:38 | Let's take a look at how you download a copy
to your hard drive, and then we'll talk a little
| | 00:42 | bit about the best times to use this feature.
| | 00:44 | So first, in this document library, I'm
going to select the file, put a check in the box
| | 00:49 | to the left of the file name, and I can do
this two different ways, click on the down
| | 00:54 | arrow, click on Send To, and click on
Download a Copy, or I can move right up here to the
| | 01:02 | Office Ribbon bar and click on the
Download a Copy button, I'll go ahead and do that.
| | 01:08 | At the bottom of the window a smaller window
appears, and it's asking me, do you want to
| | 01:12 | open or save Team Copy_Edit?
| | 01:16 | If I click Open, it will open the file to
view it, and if I click Save, it'll save it
| | 01:20 | to a default location on my hard
drive, usually the downloads folder.
| | 01:25 | Otherwise, I can click on this
dropdown arrow and select Save As.
| | 01:29 | And here I can select the location, for
example, my Desktop, and then click Save.
| | 01:35 | The best time to use this feature is when
you must share a file with someone on the
| | 01:39 | outside of your organization, someone
without access to your SharePoint site.
| | 01:44 | This way you can download a file to share
and then send it the traditional means, via
| | 01:48 | email as an attachment.
| | 01:50 | Otherwise, do your best to stay true to SharePoint and
work from SharePoint rather than your Desktop system.
| | 01:57 |
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| Sending copies of documents to other libraries| 00:00 | The Send To command makes it easy for you
to share information with other teams or to
| | 00:05 | publish information to a central location.
| | 00:08 | For example, a marketing team might save
drafts with the publications to a document library
| | 00:13 | on its marketing team site.
| | 00:16 | When these pubs are completed, the team can
use the Send To command to copy these documents
| | 00:21 | to another document library that is accessible to
other teams within the company, like HR, for example.
| | 00:27 | Let's take a look here in this document
library. The EC_Letterhead is a file that I want to
| | 00:32 | send over to the HR team's document library.
| | 00:36 | To do this, I select the file by clicking in
the check box, and I can either click on the
| | 00:41 | down arrow, then Send To > HR Document Library,
or with the file selected, I can move right
| | 00:49 | up here to the Ribbon bar and
click on this icon, the Send To icon.
| | 00:53 | And here I can select HR
Document Library as well.
| | 00:56 | It's important to note that the HR Document
Library option that you see here in this dropdown
| | 01:01 | has been preconfigured by
the administrator for the site.
| | 01:05 | Should you wish to have a default location
appear in this list, contact your administrator.
| | 01:10 | I'll go ahead and click on HR Document Library,
and a window appears, allowing me to further
| | 01:16 | configure this option.
| | 01:18 | Here is the destination
document library or folder.
| | 01:22 | This is a long link that's been
preconfigured by the administrator.
| | 01:26 | The file name to copy as
we saw it was EC_Letterhead.
| | 01:30 | It's this important area
that I would like to focus on.
| | 01:33 | By selecting Yes, this is telling us that
anytime the file changes, the author, the original
| | 01:39 | source document will have the option of
actually uploading it in the copy location as well,
| | 01:45 | and this will ensure that the location where
it's been copied--in this example the HR Document
| | 01:50 | Library--will also always have
the latest version of this file.
| | 01:55 | I'm going to click OK and then OK once more,
it's going to do a check, and it tells me
| | 02:00 | that the copy operation was successful.
The file has now been copied to the HR location.
| | 02:06 | Let me go ahead and click Done, and here in
the quick launch, I'm going to click on Human
| | 02:12 | Resources, and there is the file EC_Letterhead,
and it's been successfully copied to the HR library.
| | 02:20 | This is a huge timesaver and allows files
to live in two places at once but still be
| | 02:26 | updated appropriately when
the source file is modified.
| | 02:30 | Let's take a look at how that happens.
| | 02:31 | I'm going to return by using the Back button,
and this is the original source document located
| | 02:37 | in the Marketing Library.
| | 02:39 | If I click on this file to edit it, I'm
prompted to Check Out and Edit, and I'll click OK.
| | 02:46 | The file opens, and I'm able to make some edits.
| | 02:48 | And I'm just going to go ahead and delete
this graphic, and now that I've done my edits,
| | 02:53 | I'm just going to Save and Exit.
| | 02:56 | I'm going to say Yes to check it in, and
I'm going to say Deleted image and click OK.
| | 03:05 | And as a reminder, what I've done here
is I've edited the actual source file.
| | 03:11 | In order to ensure that the HR Library's
copy of this file is also updated, here on the
| | 03:17 | source file I click on the down arrow, move
to Send To, and here I now have a new option
| | 03:24 | called Existing Copies.
| | 03:27 | If I click on it, it allows me to select the
copy location, which in this case you can see
| | 03:32 | is in the HR/HR Document
Library, and then click OK.
| | 03:38 | Another check is done, it tells me The copy
operation was successful, and then I click Done.
| | 03:47 | When I return to the Human Resources Library
and click on the file to view it, we can see
| | 03:54 | right away that the image is missing and
that this file has been updated and the Human
| | 03:59 | Resources Library has the most
up-to-date version of the file.
| | 04:04 |
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|
|
4. Working with Document ViewsCreating views| 00:00 | Views are a powerful tool that allow you to
see items in a library that are most important
| | 00:05 | to you or that best fit a particular purpose.
| | 00:09 | I like to think of views as custom-visual
representations of your SharePoint data.
| | 00:14 | For example, you can create views in a library
that only display files that relate to a specific
| | 00:19 | project or only those files
created by a specific person.
| | 00:24 | Let's take a look here in this document library.
| | 00:27 | To access the views, you simply move to
your Breadcrumbs, then you can see here that in
| | 00:32 | this document library entitled Shared
Documents, there's a view called All Documents.
| | 00:38 | The All Documents is the default
view setup for all document libraries.
| | 00:42 | It's really just a straight dump
of all the files in that library.
| | 00:47 | If I return to the Breadcrumbs and click on the
dropdown arrow, we'll see some more views that I've created.
| | 00:53 | The first one is called Project Cali55-Final.
| | 00:57 | This is showing you all the files in this
library that are also have a final status.
| | 01:03 | So let's take a look.
| | 01:04 | I'm going to click on it. The list, as you
can see, has changed completely, and now the
| | 01:09 | document library is showing the status of
final for three different files, and it's
| | 01:14 | also showing that it's only associating the
Project Cali55 with the files that it shows in this view.
| | 01:21 | Another view that I've created if I click
on the dropdown is one called Docs By Me,
| | 01:26 | and this is just all of the files in this
library that were actually authored by me.
| | 01:31 | Those are two examples of Views, but let's
create another one now, and I'll show you
| | 01:35 | how to create a personal view.
| | 01:37 | So within this library I'm going to click
on the Docs By Me, and you'll see here an
| | 01:42 | option for Create View.
| | 01:44 | I'll go ahead and click on that, and it
brings up an option here to choose for formats.
| | 01:50 | I'm going to select the Standard View format,
and now there are a lot of different things
| | 01:54 | here that we can configure for this view.
First and foremost, let's give it a name.
| | 01:59 | The name that I've selected here is the one
we'll call Project Travel Cali, and we'll say Final.
| | 02:05 | So what I want to do here is create a view
where only those files associated with the
| | 02:10 | project called Travel Cali that
are in a final status mode show up.
| | 02:15 | Here I'm going to select
the option for Personal View.
| | 02:19 | You'll notice there is one
below called Public View.
| | 02:22 | The Personal View is intended for my own use
only, meaning that when I go to the Document
| | 02:27 | Library, I'll be the only one who
sees the view I'm about to create.
| | 02:32 | If I create a Public View, anyone visiting
the library will see the view that I created.
| | 02:37 | I'll just scroll down in the list, and now it's
asking me, what columns do I want showing in this view?
| | 02:44 | In this example I'm going to remove the
modified date, and I'm going to leave it so it shows
| | 02:48 | the type, and the type is just telling me if
it's a Word document, Excel file, shows the
| | 02:53 | little icon in the left of the file type.
| | 02:55 | The name is the file name, the Status
tells me if it's draft out for review or final.
| | 03:01 | Project name's going to be
important and Department as well.
| | 03:05 | Scroll down a little further, and now it's asking
me to look at the sort order of the information.
| | 03:11 | So I can sort by a number of options.
| | 03:15 | Typically, the one you used is Modified and
modified in ascending order, you can see here
| | 03:21 | it's going A, B, C, or 1, 2, 3.
| | 03:23 | It's now going to show me the dates in an
ascending order for the files in this list,
| | 03:29 | and I'll scroll down just a little
bit further to the Filter section.
| | 03:33 | This is the most important
part of the view configuration.
| | 03:36 | This is where you actually put the rules
or the business logic around this view.
| | 03:40 | So I want to show items only
when the following is true.
| | 03:45 | I mentioned earlier about the project name,
so Project Name needs to be equal to project
| | 03:55 | travel Cali, so only return files that
are associated with project travel Cali.
| | 04:03 | I'm going to enable the And option, and here I'm
going to add one more piece of logic for this view.
| | 04:11 | We also mentioned the Status, and here for
the Status we want it to be equal to Final.
| | 04:17 | And if I wanted to add one more column, I'll click
here, I will enable And, and here we'll do Department,
| | 04:30 | and I'm going to say is
equal to Human Resources.
| | 04:35 | Now I'm ready to click OK and save my view.
| | 04:38 | The result for this new personal view is
four files, and you can see here in the metadata
| | 04:44 | the Status is Final, it's Project Travel
Cali, and the department is Human Resources.
| | 04:50 | In short, Views help make SharePoint data relevant to
different groups and many times much, much easier to manage.
| | 04:59 |
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| Working with ad-hoc views| 00:00 | To work with something called Ad-hoc views
in SharePoint, you need to simply click to
| | 00:04 | the right of most column titles
and click on the preferred option.
| | 00:08 | Much like the Filter tool in Microsoft Excel,
you can quickly and easily filter through
| | 00:14 | the data in a Document Library to
get to the information you want to see.
| | 00:18 | Let's take a look here in this Document Library.
There are six column titles.
| | 00:22 | You can see one here for Type, Name,
Modified, Status, Project Name, and Department.
| | 00:29 | If I wanted to only see the files in this
library associated with the marketing team,
| | 00:34 | all I have to do is hover over the column
title, and you'll notice here a dropdown arrow.
| | 00:40 | I'll click on it, and from the
list of options, I click on Marketing.
| | 00:44 | And now I see only those files
associated with the marketing team.
| | 00:49 | Now this Ad-hoc view is incremental, and
if I now wanted to look at the project names
| | 00:55 | and filter by let's say Project Cali55, I'll
hover over the project name, go to the dropdown
| | 01:02 | arrow, and here I'll select Project Cali55,
and now it further filters the information.
| | 01:09 | We call these Ad-hoc views because you aren't
really saving these customizations as official
| | 01:15 | views that you plan to use later, but rather
simply using them on the fly so you can get
| | 01:20 | a quick snapshot of information.
| | 01:25 |
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| Using Explorer view| 00:00 | Are you a fan of Windows Explorer?
| | 00:02 | If so, you can navigate to any document
library on your SharePoint site and then view the
| | 00:07 | library's contents in a Windows Explorer view.
| | 00:11 | By doing so, you also inherit all the Copy,
Move, Paste functionality that Explorer has
| | 00:16 | to offer, making life a lot easier.
Let's take a look here in this document library.
| | 00:21 | If I wanted to view the contents of this
library in a Windows Explorer view, I can simply go
| | 00:27 | to the Library Tab here
in the Office Ribbon bar.
| | 00:30 | And right over here is an
option for Open with Explorer.
| | 00:35 | By clicking on this button, a Windows
Explorer view opens, showing me all the files that are
| | 00:40 | contained in that library.
| | 00:42 | If I now want to copy files into this library, I
can now strictly use Windows Explorer to do that.
| | 00:49 | I'll go to my Desktop where my exercise
files are located and select the files to copy.
| | 00:58 | Click on Copy, and again, you
can use any files you'd like.
| | 01:01 | I'm just using files here
that I have on my desktop.
| | 01:03 | I'm going to return back to the location
on the SharePoint drive, and here we are.
| | 01:08 | Now, I'll just right-mouse-click
and Paste my files into this library.
| | 01:13 | Now, when I return to SharePoint,
you'll notice they are not there.
| | 01:19 | But when I refresh the screen, the
files will appear in the document library.
| | 01:27 | There's one more thing to note in this library.
| | 01:29 | Since I use the Windows Explorer method of
copying files to this location, the files
| | 01:34 | are all checked out, and you can see that
here by the green arrow that appears next
| | 01:38 | to each of the files that I
did move to this location.
| | 01:42 | There are a couple of ways
that we can fix this problem.
| | 01:45 | The first way is to open each one of these
files individually and complete the metadata
| | 01:50 | requirement, which is the reason
why they're still checked out.
| | 01:53 | Another way is using a datasheet view
which we're going to look at in another movie.
| | 01:58 |
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| Using Datasheet view| 00:00 | If you've uploaded multiple files to a document
library using either the Upload Multiple Documents
| | 00:06 | feature or the Open with Explorer feature,
then you've probably encountered what you
| | 00:11 | see here in this document library,
| | 00:14 | and that's the fact that
they're all checked out.
| | 00:16 | And you can see that here with the
little green arrow on each of these icons.
| | 00:20 | The reason why those files are checked out
is because the metadata requirement for them
| | 00:25 | has not been completed.
| | 00:26 | Now, you have two choices, you can either
go into them each individually and edit the
| | 00:31 | properties in order to update the metadata,
or you can edit the metadata in a much quicker
| | 00:36 | way, and that's using a Datasheet view.
| | 00:40 | To access a Datasheet view of this document
library, move to your Ribbon bar, and click
| | 00:45 | on the Library Tab.
And then from here, you click on Datasheet View.
| | 00:50 | Now, this will look a lot like Excel,
set up kind of like a gird format.
| | 00:56 | And here I can modify the metadata a lot
quicker by simply copy-pasting the values.
| | 01:02 | The four files that I just recently uploaded that
are all checked out are these four at the bottom.
| | 01:07 | So, knowing that the project name associated
with this first one is Project Alpha, instead
| | 01:13 | of typing it, I can now copy and paste
it into the three other file locations.
| | 01:19 | As for the Department, I know the first
one was clerical services, second one design,
| | 01:24 | and instead of typing design two
more times, I can paste those in.
| | 01:28 | So that's how working in Datasheet view is a
lot quicker when modifying metadata, especially
| | 01:33 | for multiple files that have been uploaded
to a library that are checked out by default.
| | 01:38 | In order to save these changes, I click on
Standard view, and it returns us to the library
| | 01:44 | where the metadata
requirement has been completed.
| | 01:47 | And now I simply select the files to check
in, click on Documents Tab in the Ribbon bar,
| | 01:55 | and then click on Check In.
| | 02:02 | Doing it this way, I can simply view the
library in Datasheet view and copy-paste metadata
| | 02:07 | from one cell to the next, making it a lot
quicker to get my files uploaded and visible
| | 02:12 | to others in the organization.
| | 02:17 |
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| Working with navigation hierarchies| 00:00 | Navigation hierarchies appear in the left-hand
pane just below the Quick Launch,
| | 00:05 | and they allow you to navigate metadata in
order to filter the view of document libraries.
| | 00:11 | Instead of creating a view, I can use the
navigation hierarchy to rematch in my list
| | 00:16 | of files exactly to my specifications.
| | 00:19 | For example, here you can see two pieces of
metadata for this document library, Department and Status.
| | 00:25 | If I wanted now to filter this document library
by Department, I can click on the little triangle
| | 00:31 | right next to the Department and
click on any one of these options.
| | 00:34 | For example, Clerical Services, by doing
that you can see only two files in that document
| | 00:40 | library are actually associated
with the metadata Clerical Services.
| | 00:44 | To reset that filtering, I can simply click
on Shared Documents again here in the Metadata,
| | 00:50 | Navigation Hierarchy, and I can go to
another option. There's one here set for status.
| | 00:56 | By clicking on the triangle, I see my Status
options, for example, Draft, Under Review, and Final.
| | 01:02 | If I click on Final again, what we'll see is
the Status is set to Final, and those are the
| | 01:08 | only documents that are in
view for this document library.
| | 01:12 | Now, setting up your metadata or your navigation
hierarchies is done typically by an administrator or super user.
| | 01:19 | If that's you, I'm going to step you
through exactly how you go about setting this up.
| | 01:23 | I am going to move up here to library and then
over on the right side click on Library Settings.
| | 01:31 | Here in the General settings area, there's
an option for Metadata Navigation Settings,
| | 01:36 | go ahead and click on that.
| | 01:38 | And one of the first things I will note
here in this options page is that there're only
| | 01:41 | a select few available
hierarchy fields to pick from.
| | 01:45 | So, you can't always use every piece of metadata
associated with the document library when using this feature.
| | 01:51 | In this document library, there are only four
options, Content Type, Folders, Department, and Status.
| | 01:57 | And as you can see, the administrator or
super user assigned two hierarchy fields for
| | 02:02 | this navigation hierarchy,
Department and Status.
| | 02:05 | Should I need to remove one?
| | 02:06 | Simply click on it, and I can click
Remove, and add is just as simple to select.
| | 02:11 | Status is an example, click Add,
and it puts it back in the list.
| | 02:15 | Once you've made your selections,
you go ahead and click Ok.
| | 02:18 | If the navigation hierarchy is enabled for
a given library, then it will appear there
| | 02:22 | for all visitors to use.
| | 02:24 | This is another easy way to reorganize the files in
a library without having to create a view or folders.
| | 02:34 |
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|
|
5. Using Document WorkspacesUnderstanding workspaces| 00:00 | What is a document workspace?
| | 00:03 | In really simple terms, it provides a platform
where a group of people can work together on a document.
| | 00:09 | Think of it as a cyber boardroom where a group
of colleagues get together to discuss everything
| | 00:14 | and anything related to the creation and
completion of a document or a set of documents.
| | 00:21 | Let's take a look by first
setting up a document workspace.
| | 00:24 | So how do you go about creating one?
| | 00:26 | We're going to move up here and see those
top left corner of the window and click on
| | 00:29 | the Site Actions button.
| | 00:32 | From here, we'll select New Site, and you
can see here that it says create a site for
| | 00:36 | a team or project, so we'll click on that,
and now what we see is a list of templates
| | 00:42 | that are associated with creating sites in
SharePoint. The one that we're looking for
| | 00:46 | in this list is one called Document Workspace.
Go ahead and click on it, and over on the right
| | 00:51 | it updates to tell you that we
need a title as well as a URL name.
| | 00:55 | So the title I'm going to go with
is EC, and I'll say Winter Brochure.
| | 01:02 | For the URL name ,put something simple there as
well, and I'll say EC Winter and then click Create.
| | 01:10 | Now what you see here is a standard template
for a document workspace. Let's take a tour
| | 01:16 | of this user interface and discuss
some of the components that we see here.
| | 01:20 | At the very top, we see an
area called Announcements.
| | 01:22 | It's a great place to keep your team connected
with any notes or memos or information related
| | 01:28 | to the document project that you're working on.
Just below that is the Shared Documents library.
| | 01:33 | Again, a default setting is just inserted
into the workspace and allows you to collect
| | 01:38 | all your documents in one spot,
and just below that is a task list.
| | 01:42 | So think of it like a laundry
list or a to-do list for your team.
| | 01:46 | On the right side, we have a Members area.
| | 01:49 | The member's area is where you'll see all
the people who are part of this document team.
| | 01:53 | If you were to click on any one of the
names in the list, it shows you a brief profile
| | 01:57 | for that individual, including
email addresses and phone numbers.
| | 02:02 | Now just below the Members list is a Links area.
| | 02:05 | Now this is a great way to put those
relevant favorites, if you will, links in a list that
| | 02:11 | again are all related to the
document that you're working on.
| | 02:14 | In the Quick Launch on the left
side are two more features to look at.
| | 02:18 | The first one is the Calendar option.
| | 02:20 | The Calendar option is much like a calendar
in Outlook, where you can actually post milestones
| | 02:25 | and dates, and again related to the document
and the project that you're working on with
| | 02:28 | your team members. And just below that much
like social media you have here a Team Discussion
| | 02:33 | area almost like a chat room where members
can post topics and people can reply, add
| | 02:39 | new topics, so it's a great way to
stay connected with all your team members.
| | 02:43 | So as you can see, there are many preset
elements that make up a document workspace.
| | 02:48 | Each element provides you with different
functionality make it easier to work as a group on a document
| | 02:53 | or a set of documents related to a project.
| | 02:58 |
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| Creating announcements| 00:00 | By default, when you create a document workspace,
an announcement web part is displayed, allowing
| | 00:06 | users to post important messages.
| | 00:08 | As an end-user, if you and your colleagues
create a workspace where you can collaborate
| | 00:13 | on a document or a set of documents, then
each of you can produce these announcements,
| | 00:17 | and everyone on the project team will see them.
| | 00:20 | So on your workspace page, you will see the
announcements typically at the top.
| | 00:25 | You can see here there is already one by
default that's presented by Microsoft.
| | 00:28 | The first thing we'll do is add a new announcement,
and then we'll look at how we can remove the
| | 00:32 | one that Microsoft posted.
| | 00:34 | So let's look at creating a new announcement.
We click on the Add New Announcement link.
| | 00:39 | So here, as a team member, I can post an
announcement related to the document that we're all working on.
| | 00:45 | So I'm going to type in Winter Brochure
deadline delayed!, exclamation mark.
| | 00:53 | And here in the body I can put a small note,
I can say, "Due to recent employee changes
| | 01:00 | the brochure will be delayed."
And down below that is an area called Expires.
| | 01:06 | This is fantastic because this allows me to
actually put a timeline on this announcement
| | 01:11 | so it doesn't get stale.
| | 01:12 | So knowing that this will be important to
my team only for the next week or so, I click
| | 01:16 | on the Calendar, and here I can scroll down
just a little bit, and I can say by the 28th
| | 01:22 | I'd like this to expire and be
removed from the Announcements list.
| | 01:26 | I'll click Save, and now you can see Winter
Brochure deadline delayed! that's been added to the list.
| | 01:33 | If we wanted to remove or edit any one of
these, I'm going to click on the Announcements link
| | 01:39 | right up here, and what it'll do is present
me with the list of the announcements that
| | 01:44 | are currently showing on the page.
| | 01:46 | If I want to delete the one provided by Microsoft,
I simply check the box next to it to select it,
| | 01:51 | and then in the Office Ribbon bar there is
a Delete Item button, go ahead and click on it.
| | 01:59 | Are you sure you want to send
this item(s) to the Recycle Bin?
| | 02:01 | Click OK to confirm, and
it removes it from the list.
| | 02:05 | I mentioned earlier that you could also edit
announcements. If I want to do that, I simply
| | 02:10 | go to the Announcement to edit, click on it, and
you'll see a read-only version of the announcement.
| | 02:18 | If I wanted to edit what's written there,
I click on the Edit Item option, and now I
| | 02:24 | can go right into there and, for example,
change the date of when I wanted to expire
| | 02:28 | to the 26th, click Save, and
it updates the announcement.
| | 02:33 | Let's return to the workspace, click on Browse,
and I'm going to click on EC Winter Brochure
| | 02:39 | in the Breadcrumbs.
| | 02:42 | And you can see now that it's been updated,
all the information is there, and the Microsoft
| | 02:46 | announcement has been removed.
| | 02:47 | This is a great way to keep everyone on the
team in the loop and avoid any missed information.
| | 02:55 |
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| Adding links| 00:00 | If there are sites, web pages, or documents
that you think are relevant to the document
| | 00:05 | or project at hand, you can include
them in a web part entitled links.
| | 00:10 | Think of these as a list of favorites or
bookmarks that everyone on the team can access without
| | 00:16 | having to search all over the
SharePoint site or the web to find.
| | 00:20 | This web part is located in the bottom
right corner of the document workspace.
| | 00:25 | You can see here that this project team has already
added two links to the list. One of them is
| | 00:30 | to Explore California Travel Policy, and the
second one is the Explore California Style Guide.
| | 00:36 | Now, according to these team members, these
were important links that would help them
| | 00:40 | work on the document or set of documents
that they have here in this document workspace.
| | 00:45 | Let's go ahead now and add some new ones, and
we'll also look at how we can edit existing links.
| | 00:49 | So to add a new link, we click on the Add
new link link at the bottom of this web part.
| | 00:56 | Here it's asking you to type in a web address.
| | 00:59 | Well, for this example, we're going to look
at the corporate Explore California website,
| | 01:04 | so I'm going to just
type in www.explorecali.com.
| | 01:10 | So all I have to do is just type in the URL
or web address as a description, I'm going
| | 01:14 | to say EC Corporate Website, and if I
wanted to include a note, I could. I'm just going
| | 01:20 | to click Save, and you'll see now the EC
Corporate Website has been added to the Links list.
| | 01:28 | Let's add another link.
| | 01:30 | This time, what I want to add a link to,
though, is an actual document. So it's come to my
| | 01:35 | attention that members of this team were actually
looking to have a link to HR's vacation schedule,
| | 01:42 | so there are members on this team that want
to be aware of when people will be in or out of
| | 01:47 | the office on vacation.
| | 01:48 | To do that, they want quick access to HR's
vacation schedule, so that's a document.
| | 01:53 | It's actually a spreadsheet that HR has in
their document library, so let's go there.
| | 01:58 | On the Explore California website, there is
a human resources team site that I've clicked
| | 02:03 | on, and this is their document library, and
here is a file called HR Vacation Calendar
| | 02:08 | 2012, so this is the
document they want to link to.
| | 02:11 | The easiest way to capture the URL or link
for this file is to hover over top of the
| | 02:18 | file, right-mouse-click, and select Properties.
Properties is typically the last option in this dropdown.
| | 02:27 | From here, you can see the address starts with
http, and the easiest thing to do is just click
| | 02:32 | and drag over top of the URL.
| | 02:35 | Remember that the URL can be fairly long,
so when you click and drag, drag down a little
| | 02:40 | bit as well to ensure you get the entire
URL, and from here move your mouse over top of
| | 02:44 | the URL, right-mouse-click, and select Copy,
then you can click Cancel on the Properties
| | 02:50 | window and return to the Links page.
| | 02:54 | Here I simply click within this field and
right-mouse-click and say Paste, and now the
| | 03:00 | URL has been populated
within the web address bar.
| | 03:04 | Below that, I can type in a description.
| | 03:06 | Here I'm going to type HR Vacation Calendar
2012, and again, I could leave a note if I'd
| | 03:14 | like and click Save, and now we can
see that has been added to the list.
| | 03:19 | Now let's look at how we can delete, edit, and
even reorder the links that are in this list.
| | 03:24 | The easiest way is to click on the Links
link which is at the top of this web part.
| | 03:30 | Here we'll present you with all
the announcements in the list.
| | 03:32 | Further, there's an Edit button next to each
one, and if I click on any one of them--for
| | 03:37 | example, if I were to click here on the
Explore California Travel Policy--I can Edit, and here
| | 03:43 | I can add 2012 should I want to update that,
click Save, and you can see it's been reflected here.
| | 03:51 | Should I want to delete one?
| | 03:52 | For example, the style guide, put a check and
right up here on the Ribbon bar, I click on
| | 03:57 | Delete Item, click OK to remove it.
| | 04:02 | Last but not least, if I want to make sure
that HR Vacation Calendar is the first one
| | 04:05 | in the list, I have an option here for Change
Item Order. It's located here in the Ribbon bar.
| | 04:10 | I click on that button, and here's the
different rankings for each of them.
| | 04:15 | I'd like to make it the Vacation Calendar number one,
click the dropdown, select 1, it automatically
| | 04:21 | updates, click OK, you'll see it reflected
here ,and using my breadcrumbs, I'm going to
| | 04:27 | return to the Winter Brochure, and let's
scroll down to the bottom, and now you can see that
| | 04:33 | we've deleted one of them, as well the HR
Vacation Calendar is now first in the list.
| | 04:38 | Like Announcements, this is a great way to
ensure all team members working on a document
| | 04:43 | or set of documents are working together
and accessing the same information sources.
| | 04:48 |
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| Using calendars| 00:00 | When a document workspace is created, it
also produces a calendar by default, allowing you
| | 00:06 | to keep the team organized as
you work on documents together.
| | 00:09 | The calendar would typically track project
milestones, people's travel, meetings, and
| | 00:14 | anything else related to this project.
| | 00:17 | Now by default, it isn't actually shown on
the screen, but rather a link is provided
| | 00:22 | here in the Quick Launch.
| | 00:24 | If I click on Calendar, a calendar appears,
filling the entire screen, and here I can toggle
| | 00:29 | through the different months by
clicking on any one of these arrows.
| | 00:32 | Next month takes me to October, and you
continue clicking and return back to September.
| | 00:38 | Further, if I wanted to add an entry to any
one of these days--let's say on the 20th we
| | 00:43 | had a team meeting--by simply hovering over any one
of these cells, you'll notice the Add button that appears.
| | 00:49 | If I click on Add, it brings up an Event window,
where I can actually type in information regarding
| | 00:55 | the event I'm hoping to insert in that cell.
So here, for title I'm going to say Team Meeting,
| | 01:01 | Location Boardroom #1, the
meeting is going from 1 p.m. to 2 p.m.
| | 01:08 | Here I can put some notes
with full formatting capability.
| | 01:11 | I can even use a Category, and here I can
select Meeting. Let me scroll down. So it's a lot
| | 01:16 | like Outlook with many of the
similar controls that you see there.
| | 01:19 | I can make it an all-day event.
I can make it recurring.
| | 01:22 | For now I'm going to go ahead and click Save,
and you'll see that the entry has been added
| | 01:26 | on the 20th, where it says
from 1 to 2 p.m. team meeting.
| | 01:31 | Now if I wanted to edit this entry, by simply
clicking on it, it'll open up the window where
| | 01:36 | I can now click on Edit item, I'm going
to any one of these and make some changes.
| | 01:43 | So for example, the
meeting is now starting at 3 p.m.
| | 01:46 | to 4 p.m., and I go ahead and
click Save to save that information.
| | 01:50 | If I wanted to delete the event, by clicking
on it once it selects it, and right up here
| | 01:56 | on the Ribbon bar I can click on Delete
Event, as well you'll see that I have Edit Event and
| | 02:01 | View Event option. I'll go ahead and click
Delete Event, and it removes it from the calendar.
| | 02:07 | Calendars are a very useful way of ensuring
all meetings events and milestones are tracked
| | 02:12 | for a given project and acts as a one-stop
shop for this type of information specific
| | 02:17 | to the document or documents
you're working on as a team.
| | 02:22 |
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| Working with document libraries and lists| 00:00 | When a document workspace is created by default
a Shared Documents/Document Library is created.
| | 00:07 | This is the spot where you and your
colleagues can upload files and collaborate on them.
| | 00:12 | So within this Document Library called
Shared Documents, I'm going to add the file that
| | 00:16 | this team will be working on.
| | 00:18 | Click on Browse, go to my local drive, and it's
called the EC Winter Brochure 2012, click Open and OK.
| | 00:26 | Now as this file is uploading, it's really
important to note that this library is the
| | 00:31 | central repository for all the files
related to this document that we're working on.
| | 00:37 | So with that said, much like any other Document
Library in SharePoint, it has the same functionality.
| | 00:42 | So you do still have to check out your files,
make your edits, and check them back in.
| | 00:47 | Many of the features like sending links to
files, looking at version history are all
| | 00:51 | still active within this library.
| | 00:53 | It will act exactly the same way as other
libraries with the key difference being that
| | 00:58 | this library is the central location for
the files related to this project that you're working on.
| | 01:06 |
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| Creating tasks| 00:00 | One of my favorite features on a
document workspace is the Tasks feature.
| | 00:05 | It allows users to create task lists
and assign each other to-do items.
| | 00:10 | Workspace members can then update and share
the status of their assigned task, set priorities
| | 00:14 | and due dates. Let's take a look.
| | 00:17 | Located near at the bottom of the
workspace is a Tasks Web Part, and here if we wanted
| | 00:22 | to add a new task, we simply
click on the Add new item link.
| | 00:27 | This will bring up a Task/New Item window
where we can enter the information about the task.
| | 00:32 | So here as a title, I'm going
to say Send Final to Printers.
| | 00:37 | If there were predecessors, I could add them
here. Otherwise, I can move here to Priority.
| | 00:41 | Now I'm going to set this to High.
| | 00:44 | For Task Status, I can pick from Not
Started, In Progress, or Completed.
| | 00:48 | I'm going to go with Not Started.
And Percent Complete will set to zero.
| | 00:53 | We have to select someone to assign the
task to, so I'll go ahead and do that.
| | 00:57 | And here I can type in a description
and scroll down a little bit further.
| | 01:01 | The Start Date for this task is today, and
the Due Date, I'm going to pick a date in
| | 01:06 | the future and then click Save.
| | 01:10 | The task is now added to the task list where
you can see Send Final to Printers, the individual
| | 01:15 | it's assigned to, and that the
Task Status is set to Not Started.
| | 01:19 | Now let's go about how you edit a task.
| | 01:22 | I'm going to put a check right next to this
task, and the Ribbon bar lights up to bring
| | 01:26 | me the tools that I need when I need them.
| | 01:28 | And these are specific to editing the
task, so first, I can delete a task.
| | 01:33 | If I click on Edit Item, it reopens the window
we saw earlier where I can make some changes.
| | 01:38 | For example, I can now say the task status
is in progress, and update the Percent Complete
| | 01:44 | to 25%, scroll back down, and click Save.
| | 01:49 | And now you can see the Task Status has
been updated here in the Task Web Part.
| | 01:54 | As well with the Item selected in
the Ribbon bar is an Alert Me option.
| | 01:59 | By clicking Set alert on this item, I'm able
to actually put an email notification on this
| | 02:06 | task so that if anything changes within this
task, I will receive an email, letting me know.
| | 02:12 | Setting up the task is really easy. This just
tells me what the subject line of the email will be.
| | 02:17 | It identifies who the email will go to, how,
and you can see here that it set up as an email,
| | 02:22 | why or when I'll get the alert.
| | 02:25 | And you can see here that's when
anything changes within that task.
| | 02:28 | And last but not least, Send notification immediately,
Send it as a daily summary, or Send it as a weekly summary.
| | 02:35 | I'm going to leave it as. I want to know
right away when something changes with this task.
| | 02:40 | Click OK, and I've set an alert on this task.
| | 02:44 | Tasks lists are a fantastic way to keep all
team members on track and ensure project related
| | 02:49 | deadlines and deliverables are met.
| | 02:54 |
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| Collaborating through discussion boards| 00:00 | A discussion board is a place to share information and
discuss topics with other people in your document workspace.
| | 00:07 | Imagine a team where members are
geographically dispersed across the country.
| | 00:12 | Discussion boards like chat rooms allow users,
no matter where they are located, to collaborate
| | 00:17 | online, create, and reply to discussion topics.
Let's take a look here in this workspace.
| | 00:23 | We can see here, much like calendar, that the
team discussion is not displayed here by default.
| | 00:27 | You have to click on the link
located right under Discussions.
| | 00:32 | Here we see a blank list, and
we're free to add a discussion topic.
| | 00:36 | So we'll go here to add new discussion.
| | 00:39 | In the window, we can
populate a subject and body text.
| | 00:42 | So for the subject, I'm going to type in Brochure Back
Page, and for the body I'm going to ask the question.
| | 00:48 | What should we put on the
back page and from there Save.
| | 00:55 | So now that this topic has been posted in the
discussion board, members of the team are free to respond.
| | 01:01 | So should one of them look at this topic and
think, hey, I might have a suggestion here.
| | 01:05 | Then go ahead and click on it, and there's
the question, and then you can click on Reply.
| | 01:10 | In response you might say, I suggest we put
credits on the back page, then go ahead and click Save.
| | 01:18 | And as you can see, the
response has been posted.
| | 01:21 | Like many of the other web parts that we've
looked at, this is fully editable, and that
| | 01:25 | I can now go to any of the view property
links to edit the messages that have been posted.
| | 01:31 | So if I click on View properties for the response,
you'll see here a Delete button as well as Edit Item.
| | 01:40 | Further, there is an Alert option where should
you want to send an alert on a given discussion
| | 01:44 | topic, you can be kept in the loop
automatically notified by email.
| | 01:50 | Discussion boards are a great way to keep
the team communicating and at the same time
| | 01:53 | allowing for the tracking of those discussions should
the information need to be captured for future reference.
| | 02:03 |
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ConclusionNext steps| 00:00 | I hope you enjoyed this title on
Managing Documents with Sharepoint 2010.
| | 00:05 | The goal from the very beginning was to
bring you the features and functionality that an
| | 00:09 | end-user within an
organization would actually really use.
| | 00:13 | If you're looking for more resources to
help you learn how to use Sharepoint, then I've
| | 00:17 | pulled together some of my
favorite sites and resources to show you.
| | 00:21 | First, let's take a look at
Microsoft's Sharepoint page.
| | 00:24 | Here on this site that we're looking out right
now, it includes all the training FAQs, quick
| | 00:29 | reference cards, and videos
all specific to end-users.
| | 00:33 | It's a great way to introduce yourself to
the platform, as well as get the support you
| | 00:37 | need right from the source, Microsoft.
| | 00:40 | As well, there's another site
called Sharepoint in plain English.
| | 00:43 | And you can see here that
it's shown here on YouTube.
| | 00:47 | It's an excellent resource for introducing
people to the whole new world of Sharepoint.
| | 00:51 | It's a really funny, informative, and really
easy to follow video, and I highly recommend it.
| | 00:57 | As well, if you like blogs, this
is a Sharepoint for end users blog.
| | 01:01 | It's actually provided by the
Microsoft Sharepoint end user content team.
| | 01:06 | They are quite active on the site, and I've
used it a few times to get support and information.
| | 01:11 | It's got excellent navigation, and
it's really easy to find what you need.
| | 01:16 | Last but not least, Sharepoint magazine.
For those of you who want your Sharepoint fix on a
| | 01:21 | regular basis in both online and paper format,
| | 01:25 | a fantastic magazine is available which
encompasses everything and anything that's Sharepoint.
| | 01:31 | This includes lots of tutorials,
recent news, and technical support.
| | 01:35 | There are so many document
management features in Sharepoint 2010.
| | 01:39 | To learn more about document management and
other key features and Sharepoint, I encourage
| | 01:44 | you to check out the other Sharepoint
related titles on the lynda.com website.
| | 01:49 |
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