SharePoint Team Sites Overview - A High Level Introduction into Team Sites
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The document provides an overview of SharePoint team sites, detailing their purpose as a central resource for team information and collaboration. It explains key features such as working with lists, libraries, file check-in and check-out, along with version history and recycle bin functions. Additionally, it highlights the role of SharePoint in reducing the need for paper documents and enhancing team collaboration.
SharePoint Team Sites Overview - A High Level Introduction into Team Sites
- 1. mpug.commpug.com SharePoint Team Sites Overview – A High level introduction into Team Sites September 09, 2015 @ 12pm-1pm EST Ivor Davies
- 2. mpug.commpug.com About Me: Accomplished SharePoint professional specializing in SharePoint Admin / Training / Configuration & Process Automation. LinkedIn has identified Ivor as one of the top consistently viewed LinkedIn profiles with over 6,000 LinkedIn contacts and over 1,000 skill endorsements - https://ca.linkedin.com/in/ivordavies Classified as a SharePoint "Specialist", Ivor is a recognized speaker on the SharePoint circuit. His past engagements include the Toronto SharePoint Summit, SharePoint Saturday Toronto and SharePoint Saturday Ottawa. I am also currently facilitating internal training sessions on SharePoint Content Management and SharePoint Team Sites within my organization.
- 3. mpug.com What is SharePoint? Introduction to Team Sites Working with Lists Working with Libraries File Check-In & Check Out Version History & Recycle Bin Agenda:
- 4. mpug.com What is .. Organizations use to create websites Store, organize & share info It is an enterprise information portal All you need is a web browser
- 5. mpug.com Introduction to SharePoint Team Sites Central place for ALL Team information Empowerment of collaborative teams Reduce the need for paper documents Publishing IS NOT enabled!
- 7. mpug.com Team Site Roles.. Project Team Collaboration Department Site Function OR Purpose Store Specific Content A Customer Portal Specific Level of Security
- 9. mpug.com Lists Everything in SharePoint is stored in lists. Document Library is a list that stores files. Rows of information separated into columns Think of a list of Tasks, Announcements, etc.
- 10. mpug.com Example of a SharePoint List
- 12. mpug.com • Accessing list items by clicking on them in the list to open • Edit from dialog, or check the box beside the item and click Edit Item in the ribbon – Delete list items similarly Working with Lists
- 13. mpug.com 1. Locate the list 2. Click Add new item link below list, or use New Item button in Items tab of Ribbon 3. Fill out Form 4. Click Save Adding an Item to a List
- 14. mpug.com • Team calendar useful for tracking – Deadlines – Meetings – Upcoming events Calendar
- 15. mpug.com • Hover over the date in the Calendar until the +Add link appears • Click the +Add link for that date • Fill out the New Item form • Click the Save button to save your new calendar item, or click the Cancel button to discard your changes Adding New Calendar Items
- 16. mpug.com • News items or headlines from your company. • They can have an expiration date. Announcements
- 17. mpug.com • In the Announcements list, click the Items tab in the ribbon – Or click Add new announcement below the list of Announcements • Click the New Item command button • Fill out the New Item form • Click Save to save your new announcement, or Cancel to discard your changes Adding a New Announcement
- 18. mpug.com Tasks Task list to track small project tasks All from within SharePoint Does not require MS Project
- 19. mpug.com • Click the New Item command button in the Items tab in the ribbon – Or click the Add new item link below the list of Tasks • Fill out the New Item form • Click Save to save your new task, or Cancel to discard your changes Adding New Tasks
- 20. mpug.com • Link URLs to important, relevant or handy sites (internal or external) • Think of a Links List as FAVORITES for your team. Links
- 21. mpug.com • Click Add New Link link below the list of links • Fill out form with URL, optional description (which will become the word(s) clicked on), and Notes • Click Save Adding Useful Links
- 23. mpug.com Document Libraries It is a list that contains files Files uploaded into the intranet Can be Office documents, PDF’s, images, videos Office docs support versioning
- 24. mpug.com Example of a Document Library
- 26. mpug.com List of Document Libraries
- 28. mpug.com Uploading Documents • Types of files that cannot be added to a SharePoint list or library: • https://support.office.com/en-us/article/Types-of-files-that-cannot-be-added-to-a-list-or-library- 871FE494-7AAB-43C7-A429-788508AF48C8
- 30. mpug.com • Allows you to essentially use Windows Explorer to drag-and-drop files into a Document Library Uploading Multiple Documents – Explorer View
- 31. mpug.com • Checking a File out allows you to lock the file to allow only you to edit it – Others can view a read-only copy of the file that was last checked-in • Check the file in to allow others to see the changes you have made or allow them to edit it • Require Check Out may be enabled on a Library, which will force checkout on a file when you edit it File Checkout
- 32. mpug.com • Put check in box beside file in list • From ribbon Documents tab, select Check Out command button File Check-Out
- 33. mpug.com • Manually by selecting the file and clicking the Check In command button in the Documents tab of the ribbon • Automatically on when closing Word – Fill out dialog File Check-In SharePoint Microsoft Word
- 34. mpug.com File Versioning Check Out Store, Track & Restore Items Keep track of edits over time Helpful during collaboration Version History Command Button
- 37. mpug.com Recycle Bin Deleted files moved to Recycle Bin Files stay for 30 days After 30 days moved to Admin Bin Files stay for 30 days in Admin Bin No way to recover after 60 days
- 38. mpug.com Summary: What is SharePoint? Introduction to Team Sites Working with Lists Working with Libraries File Check-In & Check Out Version History & Recycle Bin
- 39. mpug.com Resources available to you: • What Is A Team Site? - https://www.youtube.com/watch?v=lxpTk973VAY • How to create a Team Site In SharePoint 2010 – http://www.fpweb.net/sharepoint-2010/tutorials/sites/create-team-site/ • Building a good SharePoint Team Site - http://www.glynblogs.com/2010/10/building-a-good-sharepoint-team-site.html • Walkthrough of SharePoint 2013 Team Site – http://sharepoint- videos.com/module-1/walkthrough-of-sharepoint-2013-team-site/ • Synchronizing SharePoint content with Outlook - https://support.office.com/en- us/article/Synchronize-SharePoint-2010-content-with-Outlook-2010-5ea811ca- 8289-403b-902b-916572e203bf Thank You for your attending today’s session!
- 40. mpug.commpug.com SharePoint Team Sites Overview – A High level introduction into Team Sites September 09, 2015 @ 12pm-1pm EST Ivor Davies Thank You!