SharePoint 2010 Core Functionality

1. SharePoint 2010 Core Functionality SharePoint 2010 Fundamentals Presented by Gregory Frick President – Puget Sound SharePoint Users Group greg@psspug.org SharePoint Saturday Redmond – 3/5/2011

2. Overview: SharePoint 2010 Core Functionality • Creating Sites – The Conundrum • Lists and Libraries – The Content • Working with Content in SharePoint

3. Lesson 1: Creating Sites – The Conundrum • The Conundrum • Planning • Who is it for? • What will be stored in it? • How will it be used? • How will it be tuned?

4. The Conundrum You can’t solve the puzzle without the pieces

5. Usage Process Data Planning People

6. Recommendation – Make Planning Lists • Who will use the site? • How will the site be used? • What will be stored in the site?

7. Site Planning Example • Site will be used by Quickstart-SQLSoft+ instructors • All instructors will be able to add and edit content • The site will be used prior, during and after teaching a class to build a knowledgebase of course notes • The site will be used to communicate and track key performance goals • The site will contain a calendar of course release dates, product release dates, scheduled classes and conferences • The site will provide navigation to additional sites or external resources • The site will contain FAQ’s and Teaching tips from other instructors

8. Planning Resources • Microsoft has updated all their planning worksheets for SharePoint 2010 • http://technet.microsoft.com/en-us/library/cc262451.aspx

9. Site Templates • Compare your planning lists to the built in SharePoint site templates • Consider the built in templates as a good starting point, customize them according to your planning requirements • You need to understand lists and libraries first • Initial customizations consist of: • Removing lists that are not required • Adding lists that are • Adding lists and libraries to navigation • Adding lists and libraries to web pages

10. Lesson 2: Lists and Libraries – The Content • Reconsider our example plan • Customizing Lists and Libraries • Add Columns • Creating and Using Views • List and Library Settings • Creating and Using SharePoint Pages

11. Usage Process Data Planning People

12. Reconsider our Example Plan

13. Instructor Information • Documents – Course Notes in MS Word, PowerPoint Slides, OneNote Files • Calendar Information – Course dates, Conferences, Courseware Release Schedules • Technical Wiki on technologies • Discussions on teaching skills • Issues that jeopardize quality • Links to online resources

14. Instructor Lists and Libraries Overtime there will be hundreds of slides, documents, tips and links. Instructors will need be able to sort and filter this information by several criteria.

15. Planning is largely about Classification When Classified.. SharePoint can help you organize and present data in useful and effective ways

16. Customizing Lists and Libraries : Columns • To classify content in SharePoint lists and libraries we use columns • Each List and Library has default columns but … • We won’t get too far if don’t add our own columns

17. Column Types • What kind of data do I want to track? Numbers? Text? Dates? • Where does the data come from? Manually enter it, Choose it, Select it from another source?

18. Creating and Using Views • Understanding Views • Types of Views • Creating Views • Using Views

19. Understanding Views When we sort, filter and organize our information and save those settings we have created a reusable view • Views help us work with information efficiently • When you create a view – The first question you must answer is what columns do I want to include and how do I want to display them? • Views can have different display formats (e.g. Calendar, Gantt)

20. Types of Views • Most views are standard views, but there are several other choices:

21. Creating Views • Configuration options vary by view format • For a Standard View • Name • Public vs Private • Default View • View display controls

22. Using Views

23. Customizing List and Library Settings

24. Lesson 3: Working with Content in SharePoint • Creating Content • Editing and Deleting Items • Attaching Files to Lists • Using Item and Document Versions • Using Check-In and Check-out • Approving Content • Copying Items and Documents • Configuring Alerts • Using Lists and Libraries with Microsoft Office

25. Creating Content • Create Content from SharePoint Menus • Upload Content • Import Content

26. Using Item and Document Versions • You can see and restore previous item/document versions • Major-only or major-and-minor versioning • Access the version history through the web browser (context menu) or Office application • Best Practice: • You should not retain every version created • Set the number of major version to retain • Set the number of major versions to retain minor versions

27. Using Check-in and Check-out • Check-out declares that a user has the intention of editing the document • Helps prevent multiple people editing the same item or document at the same time • SharePoint prompts for check in comments, capturing useful collaboration metadata • Lists and libraries can require check out before editing

28. Office 2010 Co-Authoring • MS Word 2010 • MS PowerPoint 2010 It works automatically when people open a document from a SharePoint document library as long as the document is NOT checked out

29. Copying Items and Documents • Send To context menu submenu • Other Location • Existing Copies • Prompt update notifications on Check-in • Email a Link • Create document workspace • Download a Copy

30. Using Lists and Libraries with Microsoft Office Applications • Access list and library data offline using Outlook • Subscribe to list and library RSS feeds in Outlook • Access Tasks, Calendars, and Contacts using Outlook • Connect to SharePoint Workspace

31. Add Web Parts to Web Part Pages

32. Summary • Planning • Sites • Lists • Working with Lists