SharePoint 2012 tips & tricks
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The document provides 20 tips for using Microsoft SharePoint 2010. Some key tips include checking documents out before editing to prevent others from changing it, using a wildcard search when unsure of a letter in a name, and adding events to a calendar by clicking on the date. The document also encourages using charts and workflows to optimize SharePoint use.
SharePoint 2012 tips & tricks
- 1. Microsoft SharePoint 2010® ® That’s Why I Use SharePoint ® Tips & Tricks (page 1/5) iusesharepoint.com 1. You should check out a document only if you want to make sure that no one else can change it until you check it back in. If you want to collaborate on a document, do not check it out. http://office.microsoft.com/en-us/sharepoint-server-help/check-out-check-in-or-discard-changes- to-files-in-a-site-library-HA101849698.aspx 2. If you are deleting something in SharePoint 2010 and you do not see a message that states the deleted item is being sent to the Recycle Bin, neither you nor your IT department will be able to restore it once it has been deleted. 3. Don’t know the first letter of someone’s name? Try a wild card search by substituting the unknown letter with an asterisk (*). http://office.microsoft.com/en-us/sharepoint-server-help/search-for- content-HA010378166.aspx 4. Need to add an event to your calendar? Just point to the date on the calendar, and then click Add. 5. A SharePoint calendar enables you to work with multiple Exchange and SharePoint calendars at the same time. A view for a calendar can display a maximum of ten calendars. http://office.microsoft.com/en-us/sharepoint-server-help/work-with-multiple-exchange-and- sharepoint-calendars-in-one-sharepoint-calendar-HA101777171.aspx?CTT=1 6. Having trouble deciding what kind of site you need to create? Check out these short videos to help you make the right decisions. http://office.microsoft.com/en-us/sharepoint-server-help/a-preview- of-the-sharepoint-server-2010-site-templates-HA101907564.aspx 7. Want to see just your tasks in a tasks list? In the Change View box (List tab), click My Tasks. 8. If you want to open a SharePoint site in a new window press Shift, and then click the link in the quick-launch bar located on the left side of the page. 9. Use the I Like It button when you want to tag content to remember later, but don’t want to apply additional tags and notes right away. You can add other specific tags later if you like. http://office.microsoft.com/en-us/sharepoint-server-help/use-tags-and-notes-to-share-information- with-colleagues-HA101810816.aspx 10. You can stay updated on changes to documents and list items on your SharePoint site by receiving notifications of changes as alerts and Really Simple Syndication (RSS), if your site is configured to send them. http://office.microsoft.com/en-us/sharepoint-server-help/create-an-alert-or-subscribe- to-an-rss-feed-HA010378197.aspx © 2011 Microsoft Corporation. All rights reserved.
- 2. Microsoft SharePoint 2010® ® That’s Why I Use SharePoint ® Tips & Tricks (page 2/5) iusesharepoint.com 11. When communicating through email, adding a link to a file is more efficient than adding an email attachment. It ensures that the latest copy is being accessed and reduces network traffic and email storage. http://office.microsoft.com/en-us/sharepoint-server-help/e-mail-or-copy-the-link-of-a- library-file-list-or-list-item-HA102397542.aspx 12. When selecting a URL for your new site, remove spaces to ensure that your link is both shorter and less likely to break when shared via email or instant message. 13. To change the way items in a library or list appear, sort or filter the items or create or apply a view. http://office.microsoft.com/en-us/sharepoint-server-help/video-create-personal-views- VA101861793.aspx 14. Use Microsoft® Word® 2010 to create blog posts so you can easily include SmartArt to enhance diagrams. Watch this video to learn more about blogging with Word 2010. http://office.microsoft. com/en-us/sharepoint-server-help/video-use-word-2010-to-post-to-a-sharepoint-blog- VA101790488.aspx 15. Having trouble keeping track of who has permission to your site? If you have permission to add Web Parts to your site, you can add the Site Users Web Part to display all the people and groups who have access to the site. http://office.microsoft.com/en-us/sharepoint-server-help/check- permissions-for-a-person-or-site-HA101794808.aspx 16. If you are using a program that is compatible with SharePoint Server 2010, such as Word 2010, you can drag and drop documents from Windows Explorer into the Upload Document dialog box. 17. After a workflow is started on a document or item, you can use the Workflow Status page to monitor the progress of the workflow on that document or item. http://office.microsoft.com/en-us/ sharepoint-server-help/view-the-status-of-a-workflow-in-progress-HA101793718.aspx 18. Columns help you group, categorize, and track information, such as the department name or project number. In SharePoint you have many options for the type of column that you create. Depending on the type of column that you select, you may be unable to change the type of column type after you create it. http://office.microsoft.com/en-us/sharepoint-server-help/site- column-types-and-options-HA010302196.aspx 19. Displaying content based on ratings can help people find quality content easily. If you are a content manager or author, ratings can help you easily see which topics are considered to be more popular by the readers. http://office.microsoft.com/en-us/sharepoint-server-help/display-content-based-on- ratings-HA101791942.aspx 20. You and your fellow co-workers bring different strengths and knowledge to your organization. By © 2011 Microsoft Corporation. All rights reserved.
- 3. Microsoft SharePoint 2010 ® ® That’s Why I Use SharePoint ® Tips & Tricks (page 3/5) iusesharepoint.com using features in the “Ask Me About” section of your My Sites, you can all tap into this knowledge pool by identifying strengths and asking each other questions. http://office.microsoft.com/en-us/ sharepoint-server-help/use-your-my-site-to-ask-and-answer-questions-HA101794427.aspx 21. Build your network by adding colleagues. When you visit the profile of someone you are not following as a colleague, you will see Add as Colleague under the person’s profile picture. http://office.microsoft.com/en-us/sharepoint-server-help/add-new-colleagues-and-manage-your- colleague-list-HA101665476.aspx 22. If you want to open a SharePoint site in a new tab, press Ctrl, and then click the link in the quick launch bar located on the left side of the page. 23. SharePoint allows you to apply Boolean logic to keywords and properties, which means you can connect them with the operators like AND, OR, NOT, + (PLUS), and - (MINUS) to construct a meaningful search query. Check out the following examples to help create successful queries: http://office.microsoft.com/en-us/sharepoint-server-help/search-for-content-HA010378166.aspx 24. The Chart Web Part is useful when you want to quickly and easily create a chart without leaving a SharePoint site. http://office.microsoft.com/en-us/sharepoint-server-help/introduction-to-the-chart- web-part-HA101889216.aspx © 2011 Microsoft Corporation. All rights reserved.
- 4. Microsoft SharePoint 2010 ® ® That’s Why I Use SharePoint ® Fortune Teller (page 4/5) iusesharepoint.com Need a break? Print out the next page to have some fun and drop some SharePoint knowledge on your friends. Directions: To make the fortune teller: 1. Cut the pattern out from the rest of the page. 2. Fold the square diagonally, then unfold. Fold diagonally the other way, then unfold. Fold top to bottom and unfold, then lengthwise and unfold, so you should four lines running across the paper in different directions. 3. With text facing down, fold the four corners in so they meet in the center. 4. Turn the paper over and fold so the corners meet in the center again. 5. Fold the paper down the middle, then unfold. Fold down the middle the other way, then unfold again. Put your fingers in the spots on the underside and pinch it together. To play: 1. Ask another person to pick one of the four colors. Spell out the color, opening your fingers in alternating ways for each letter. 2. Ask them to pick one of the visible numbers. Open and close your fingers as you count up to that number. 3. Ask them to point to one of the visible numbers, but this time open the flap to reveal a SharePoint tip that might make their day a little easier. 8 1 3 9 © 2011 Microsoft Corporation. All rights reserved.
- 5. Microsoft SharePoint 2010 ® ® That’s Why I Use SharePoint ® Fortune Teller (page 5/5) iusesharepoint.com 8 1 To open a SharePoint site in a new Avoid spaces when window press Shift, selecting a URL for your and then click new site. the link in the 7 quick-launch bar on the left side of Part to create a chart the page. Use the Chart Web 2 without leaving a SharePoint site. name? Try a wild substituting the unknown letter card search by the first letter of someone’s Don’t know with an *. remember to check it calendar by pointing back in so others can Add an event to a When you check out a document, to the date and clicking Add. access it. 3 6 View box. workflow’s progress. My Tasks in the Change page to monitor a tasks in a tasks list? Click Use the Workflow Status Want to see just your 5 4 © 2011 Microsoft Corporation. All rights reserved.