Introduction to SharePoint

1. Introduction to SharePoint Arlis C. Hoglen Kamiakin High School PC Trouble Shooting, Interns, & Web Design 7/29/08 Introduction to SharePoint

2. What is SharePoint? SharePoint is an enterprise information portal, from Microsoft, that can be configured to run Intranet, Extranet and Internet sites.  Microsoft Office SharePoint Server 2007 allows people, teams and expertise to connect and collaborate.  A SharePoint enterprise portal is composed of both SharePoint Portal and Windows SharePoint Services, with SharePoint being built upon WSS.  WSS is typically used by small teams, projects and companies.  SharePoint Server is designed for individuals, teams and projects within a medium to large company wide enterprise portal.  (sharepointhq.com) Introduction to SharePoint

3. Some SharePoint facts • SharePoint is the fastest-growing product in the history of Microsoft • Over 75 million licenses of SharePoint have been sold worldwide • SharePoint is listed, by Forrester, as the number 1 portal product • SharePoint is positioned as a leader within the Gartner Magic Quadrant for Horizontal Portals products • Over 400 case studies have been published on SharePoint (sharepointhq.com) Introduction to SharePoint

4. Why should you use SharePoint? SharePoint solves four main problems: • As companies grow so does the amount of their files.  It soon becomes difficult to keep track of the multiplying documents and their locations.  SharePoint overcomes this by allowing you to store and locate your files in a central site.  Files can also be located through company wide searches of your SharePoint enterprise portal. • Sharing work files through email is a cumbersome process.  SharePoint eliminates this by allowing files to be stored in one location, allowing easy access to all team members. • Today’s work occurs over multiple locations, whether it is in different countries, office locations, separate departments or at your home office. SharePoint enables teams and individuals to connect and collaborate together regardless of where they are located.   • It’s difficult and time consuming to create and maintain sites.  SharePoint allows anyone to create sites for use within their company’s Intranet, as they are needed, whether they are departmental sites, document libraries, meetings sites, survey sites, or discussion boards.  Introduction to SharePoint

5. Getting to Your SP Site • http://www.ksd.org • Click the “Sign In” link at extreme top-right of the KSD home page • Login as you would for email (ksd\first.last) • The previous “Sign In” link changes. At top-right of window select “My Site” • This takes you to your SP Home page • You should add this page to Favorites Introduction to SharePoint

6. My Home Introduction to SharePoint

7. Quick Launch Menu • My Profile • Documents • Pictures • Links • Discussions • Surveys • Sites Click any of these to add too or edit them Introduction to SharePoint

8. View All Site Content Allows slightly easier access to items on your page to create or edit. Introduction to SharePoint

9. “My Site” Buttons • “My Home”: Home page of your SP space • “KSD Website”: KSD Home Page • “My Profile”: Info entered via “Details” (covered later) • “Site Actions”: Create and edit settings Introduction to SharePoint

10. Profile Details/Permissions • Click on “Details” located at left-top of window • About Me: Enter info you would like to share • Choose a photo/graphic: It can be from your computer, external device (CD, camera, etc.). It will be uploaded to files on your SharePoint site • Add other info and select who you would like to see it Introduction to SharePoint

11. The Basics: My Profile • Click on “My Profile” to see what others see on your page. SharePoint actually allows you to share selected items with selected groups or individuals: Yourself, Manager, Workgroup, Colleagues, Everyone • Details: Change the details of your page such as name, title, photo, About Me, etc. • Links: Add links to the top-right button (My Links) • Colleagues: Identify people who can have access to the site. • Memberships Introduction to SharePoint

12. Create - Items • Use this button to create new items for your page including: • Libraries • Communications • Tracking • Custom Lists • Web Pages Introduction to SharePoint

13. Libraries Documents Photos More… Communications Announcments Discussion board More… Tracking Links Calendar Tasks Survey More… Custom Lists From spreadsheet or database Web Pages Basic Page Web Parts Page Sites and Workspaces List Categories Available Rollover each item type to get a description in the pane above. Introduction to SharePoint

14. Item Description Create Item Description Issue Tracking Introduction to SharePoint

15. Create a List (cont.) • Click on Issue Tracker • Give it a name • Add a description • Choose whether you want it linked under “Lists” in the left-hand panel Introduction to SharePoint

16. Create a List (cont.) • Click on the “New” button to create a new item for your list • Click on the Settings button to… • Add permissions • Change the layout of the list • Change title, description, and navigation • There are other settings but the above are the most important for beginners Introduction to SharePoint

17. Helpful Hints • Once you navigate to another web page, your own blog, etc. you must click on “My Site” located at top-right of the SharePoint page to get back to your SharePoint home. The “Home” button takes you to the home of the site, blog, wiki, etc. you are already on. You must use “My Site” even if it your own web page, blog, etc. Introduction to SharePoint

18. Helpful Hints 2 • You can “create” items in several ways: • Use the Quick Launch categories • Use the Quick Launch menu items • Use Site Actions Introduction to SharePoint

19. Resources - Permissions Full Control • This permission level contains all permissions. Assigned to the Site name Owners SharePoint group, by default. This permission level cannot be customized or deleted. Design • Can create lists and document libraries, edit pages and apply themes, borders, and style sheets in the Web site. Not assigned to any SharePoint group, by default. Contribute • Can add, edit, and delete items in existing lists and document libraries. Assigned to the Site name Members SharePoint group, by default. Read • Read-only access to the Web site. Users and SharePoint groups with this permission level can view items and pages, open items, and documents. Assigned to the Site name Visitors SharePoint group, by default. Limited Access • The Limited Access permission level is designed to be combined with fine-grained permissions to give users access to a specific list, document library, item, or document, without giving them access to the entire site. However, to access a list or library, for example, a user must have permission to open the parent Web site and read shared data such as the theme and navigation bars of the Web site. The Limited Access permission level cannot be customized or deleted. Note    You cannot assign this permission level to users or SharePoint groups. Instead, Windows SharePoint Services 3.0 automatically assigns this permission level to users and SharePoint groups when you grant them access to an object on your site that requires that they have access to a higher level object on which they do not have permissions. For example, if you grant users access to an item in a list and they do not have access to the list itself, Windows SharePoint Services 3.0 automatically grants them Limited Access on the list, and also the site, if needed. Introduction to SharePoint