Join Gini von Courter for an in-depth discussion in this video Adding an announcements app, part of Managing Projects with SharePoint 2013.
- We're now going to add what I believe is the most important app that we're going to put in our project site, and that is the Announcement app. I love announcements because I've used them extensively when I've been managing teams and I used them extensively with projects. What they give me is a place that I can post something once and it's available and accessible to the entire team. I don't need to address an email message, I don't need to put things in my "sent items" folder or anybody else's inbox, I can simply post once on the announcements list.
This is the bulletin board in the coffee room for your department and so announcements is a great place to post things for everybody to see. It's searchable so if I want to look back 18 months from now and see what information we had provided to the entire team in this list about some particular aspect of our project, I can do that again without looking through individual sent items lists or looking through my own email or someone else have other people search their inbox.
I know what everyone was told because it's in the announcements app, and this is a cultural piece. I can require members of my team to set alerts on the announcements list so that when something is posted there, everybody gets an email. Now you might wonder, isn't that almost the same as emailing? Yes, and so let's talk a little bit more about that. There are a couple of different ways people use announcements lists and one way is to put one on a site and everything goes in here, and this really is the bulletin board in the break room because anybody can walk in and pin an announcement that their car is for sale.
I find it's better to have two separate lists. One list might be from the project manager, and the other is from the team. So from the project manager is the announcement list that is framed on the wall of the break room. It comes from management, it's important and that's the list that I would require every member of my team to set alerts to. The "From Team" list then is all general announcements. The problem with this is there's an assumption that the critical announcements would always come from the project manager.
Now on some projects, that's true, but if it's not, if it's possible that there are critical announcements and less critical announcements, and you'd like to separate it that way without having to manage those announcements personally if you're the project manager, then you might consider two different lists, one for critical news or breaking news, and the other for regular, generic announcements. Then what we say is, if you're a member of this team working on this project, please set an alert for breaking news. Optionally, you may set one for announcements if you wish or you might want to get the announcements in a digest form at the end of the day or at the end of the week, but you need to have an immediate alert set for breaking news.
So, two different ways to think about how we could have multiple announcements lists depending on how this type of decision would be made for projects in your organization. Do all critical announcements need to flow through the project manager, her or his designee, or do we believe that anybody on the team may be in a position to post an announcement that everyone should see immediately? Let's now switch to SharePoint and add an announcement app to our site that we're building.
Here we are in our project template. We're just going to go to our site contents and we want to add an app because we don't have an announcement app here. These are not in alphabetical order, simply look for the megaphone. I'm going to click "Advanced Options" and you'll actually find there's not that much there so we're going to give this a name.
We don't want this to be a long name because this name will be the URL. We're not being asked for the URL separately and that's our clue so I might just call this "Announce" for right now, and this is going to be "Announcements from and for the project team." "Create." Now, there it is and it looks fine. I'm going to go to my "List Settings" and immediately change the list name and description because I would like this to say "Announcements" but I did get that nice short URL.
Do I want this on the Quick Launch on the left? No, I do not. I'm going to save this and let's go back now to our project template. Here's Announcements and you'll notice when I point to it, at the bottom of the screen you can see that it's simply using "Announce" which was the original name that I gave it in the URL, even though I've retitled this "Announcements." Now, I'd really like to have my announcements here on the front page of the site and for that, we'll go to the next movie.
Once you've set up project libraries, you'll learn how to save the site as a template for future use and to launch the finished product. The final three chapters guide you through the actual project management process: supporting team communication, adding and syncing task data, and using views for management and reporting.
- Creating a SharePoint project site
- Adding built-in apps
- Creating customized lists and list views
- Designing and customizing libraries
- Saving the project site as a template
- Launching a site
- Managing permissions and requests for access
- Using a site mailbox
- Viewing tasks and the calendar