Collaboration Simplified with Sharepoint Server 2010

New Work Smart Guide on Sharepoint 2010 by Microsoft IT Showcase…

About Collaborating with SharePoint Server 2010

Microsoft® Office SharePoint® Server 2010 is designed to work effectively with other programs, servers, and technologies, including those in the Microsoft Office system.SharePoint Server 2010 extends from previous editions by providing additional features and capabilities. Use this guide to learn about these features and how to use them.

Topics in this guide include:

· Parts of a SharePoint Site

· Create a New SharePoint Site

· Adding Content to a SharePoint Site

· Managing and Working with Site Content

Parts of a SharePoint Server 2010 Site

A site is a group of related intranet Web pages where an organization can work on projects, conduct meetings, and share information. For example, a team might have its own site where it stores schedules, files, and procedural information. A team site might be part of a larger organizational portal site, where departments post information and resources for the rest of the organization.

All SharePoint sites have common elements, including: lists, libraries, Web Parts, and views.

Lists

Lists are a Web site component that allows your organization to store, share, and manage information. For example, you can create a task list to track work assignments or team events on a calendar. You can also conduct surveys, or host discussions on a discussion board.

Libraries

Libraries are a special type of list that stores files as well as information about files. You can control how files are viewed, tracked, managed, and created, in libraries.

Web Parts

Web Parts are a modular unit of information that forms a basic building block of most Web pages on an intranet Web site. If you have permission to edit pages on your Web site, you can use Web Parts to customize your site to display pictures and charts, portions of other Web pages, lists of documents, customized views of business data, and more.

Views

Views allow you to see the items in a list or library that are most important to you, or that best fit a purpose. For example, you can create a view of all the items in a list that apply to a specific department, or to highlight particular documents in a library. You can also create multiple views of a list or library that people can select from. Finally, you can use a Web Part to display a view of a list or library on a separate page of your site.

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SharePoint 2010 Server Site Specifics

How you install and configure SharePoint 2010 Server will affect what you see, and what options are available to you on your site.

Permissions

If you are assigned the default Full Control permission level, you have the full range of options to manage the site. If you are assigned to the Contribute or Read permission level, your options and access to site content are more limited. Many of the options discussed here are not available to users with the Reader permission level, which allows users to only read content, but not make changes to it. Because permissions are designed to be flexible and customizable, your organization may have its own unique settings.

Create a New SharePoint Site

You can go to the SharePoint Services webpage at http://sharepoint/Pages/hosting.aspx and follow the appropriate link to create a new SharePoint site in your region.

Adding Content to a SharePoint Site

You can add items to lists, and files to libraries, by using a Web browser. The buttons you use to perform the most common actions are located on the ribbon, which is near the top of the page on most site pages.

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Buttons on the ribbon may be grayed out for any of the following reasons:

• The action is not applicable, or is dependent on some other action. For example, you must select the check box for a document before the Check Out button will become available.

• You do not have permission to complete the task.

• The feature is not enabled for this site. For example, workflows may not be enabled on this site.

You can also save files to a library from some client programs that are compatible with SharePoint Server 2010. For example, you can save a Microsoft Office Word document to a library on a SharePoint Server 2010 site while you are working in Office Word.

To add an item to a list, or a file to a library, you must have permission to contribute to the list or library. For more information about how your organization uses permissions and permission levels, ask your site owner or administrator.

When you add the item or file, other people who have permission to read the list can view the item or file, unless it requires approval. If the item or file requires approval, then it is stored in a pending state in the list or library, until someone with the appropriate permissions approves it. If you are already viewing the list or library when an item or file is added, you may need to refresh your browser to see the new item or file.

Lists and libraries can also take advantage of e-mail features, if incoming or outgoing e-mail is enabled on your site. Some lists, such as calendars, announcements, blogs, and discussion boards, can be set up so that people can add content to them by sending e-mail. Other lists, such as tasks and issue-tracking, can be set up to send e-mail to people when items are assigned to them.

In addition to adding content to existing lists and libraries, you may have permission to create new lists and libraries. The list and library templates give you a head start. Depending on your permission level, you can also create and customize new pages and sites.

Lists

Although there are different types of lists, the procedure for adding items to them is similar. This means you do not need to learn several new techniques to work with different list types. A list item contains text in a series of columns, but some lists may allow attachments to be added to the item as well.

Create a List

On many sites, some lists are already created for you. These default lists range from a discussion board, to a calendar list. If you have permission, you can also create lists from several types of list templates, which provide structure and settings to help you start.

To create a list:

1 Click Site Actions, and then click More Options

Important

If you do not see the Site Actions menu, you may not have permission to create a list.

2 On the Create page, click the type of list you want to create. For example, if you want to create a list of Links, then click Links.

3 Type a Name for the list, complete any other fields you want to complete, and then click Create.

Add an Item to a List

1 In the list where you want to add the item, click the Items tab on the ribbon. (It’s the Events tab for a calendar.)

2 Click New Item (New Event for a calendar).

Tip

You can also quickly add an event to a calendar by pointing to the date on the calendar, clicking Add, and then completing the fields in the dialog box that appears.

3 Complete the required fields and any others that you want to complete, and then click Save.

Edit or Delete an Item in a List

1 Point to an item, and then select the check box that appears next to the item.

Tip

You can perform actions on multiple items by selecting multiple check boxes.

2 On the Items tab on the ribbon, click either Edit Item or Delete Item, as required.

Libraries

A library is a location on a site where you can create, collect, update, and manage files with other team members. Each library displays a list of files and key information about the files, which helps people to use the files to work together.

You can add a file to a library by uploading it from your Web browser. After you add the file to the library, other people with the appropriate permission can see the file. If you are already viewing the library when someone adds a file, you may need to refresh your browser to see the new file.

If you are using a program that is compatible with SharePoint Server 2010, you can create a new file based on a template, while you are working in the library.

Create a Document Library

3 To create a document library, click Site Actions, and then click New Document Library.

Important

If you do not see the Site Actions menu, you may not have permission to create a library.

4 Type a name for the library, complete any other fields you want to complete, and then click Create.

Note

To see the other types of libraries you can create, click Site Actions, and then click More Options. Point to a library option to read a descriptor for that option.

Add a File to a Library

To add a file to a library:

1 In the library where you want to add the file, click the Documents tab on the ribbon.

2 Click Upload Document.

3 Browse to the document, and then click OK.

Note

If you are using a program that is compatible with SharePoint Server 2010, such as Office Word, you can drag and drop documents from the Windows Explorer window into the Upload Document dialog box.

Edit or Delete a File in a Library

To edit or delete a file in a library:

1 Point to a file, and then select the check box that appears next to the file.

2 On the Documents tab on the ribbon, click either Edit Document or Delete Document, as required.

When you create many types of sites, a default library called Shared Documents is created for you. Shared Documents is a document library that you can use for storing several types of files. You can create more libraries if you have permission to manage lists, such as a picture library for storing images.

Sites and Pages

A site can serve a general purpose, such as storing schedules, guidelines, files, and other information that your team frequently refers to. A site can serve a more specific purpose, such as keeping track of a meeting, or hosting a blog, where a member of your organization frequently posts news and ideas.

Your organization can use top-level sites, sub-sites, and pages, to divide site content into distinct, separately manageable sites.

A top-level site is at the top of the hierarchy in a site collection, from which you can manage site collection features. A top-level site can have multiple sub-sites.

A sub-site is a complete Web site stored in a named subdirectory of the top-level Web site. Each sub-site can have administration, authoring, and browsing permissions that are independent from the top-level Web site and other sub-sites.

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For example, each department in your organization may have its own team sub-site that is part of a larger portal site.

You can add content to sites by adding lists and libraries. You may consider adding Web Part pages, which enable you to use Web Parts to quickly add dynamic content.

A Web Part page is a special type of Web page that contains one or more Web Parts. A Web Part page consolidates data—such as lists and charts— and Web content —such as text and images —into a dynamic information portal built around a common task.


Create a Site

If you need to create new sites, you can choose from several site templates to give you a head start on creating a new site. Whether you can create sites and sub-sites depends on how your organization has set up its sites, and its permissions to create them.

1 To create a site, click Site Actions, and then click New Site.

Important

If you do not see the Site Actions menu, you may not have permission to create a site.

2 Type a Title and URL name for the site.

3 Under Template Selection, select a site template.

4 Choose any other options you want, and then click Create.

Managing and Working with Site Content

There are several ways that you can manage and extend content in lists, libraries, and sites.

Navigating to Content

Navigation elements help people browse through the content that they need. Two navigation items that you can customize are the top link bar, and the Quick Launch.

By using the settings pages for each list or library, you can choose which lists and libraries appear on the Quick Launch. You can also change the order of links, add or delete links, and add or delete the sections into which the links are organized.

For example, if you have too many lists in the List section, you can add a new section for Tasks Lists, where you can include links to your tasks lists. You can make all of these changes to the Quick Launch from within a browser that is compatible with SharePoint Server 2010. You can also add links to pages outside the site.

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The top link bar displays a row of tabs at the top of every page in the site, which allows users of your site to access other sites in the site collection. When you create a new site, you can choose whether to include your site on the top link bar of the parent site, and whether to use the top link bar from the parent site.

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If your site is using a unique top link bar, you can customize the links that appear on the top link bar for the site. Any sub-sites that are created within the parent site can also be displayed on the top link bar, provided that the sub-sites are configured to inherit the top link bar of the parent site. You can also include links to other sites outside of your site collection.

Managing Access to Content

A site owner or administrator can grant permission levels to users, and to SharePoint groups that contain users. The permissions can be applied to a site, the lists and libraries on a site, and the items within the lists and libraries.

You can assign different permission levels for different objects, such as a specific site, list, library, folder within a list or library, list item, or document.

Organizing Lists

There are many ways to organize lists, such as using different views or adding new folders to your lists.

Some features help your team create and manage list items efficiently across several lists. For example, you can create a column that provides information about list items, and then share it across other lists.

Organizing Libraries

How you organize your files in a library will depend on the needs of your group, and on how you prefer to store and search for your information. For example, if you want to make a file available in multiple libraries, you can easily copy it to other libraries on your site. You can also request to be prompted for updates if the file changes.

You can also use the same features that you use in lists, such as views, and folders, to help you manage information.

Using Accessibility Features

Sites are designed so that lists, libraries, and other features can be fully accessed by using only keystrokes. A More Accessible Mode enables users of accessible technologies to more easily interact with menus and various controls. Skip to Main Content links enable keyboard users to skip over repetitive navigation links to the more meaningful content on a page.

The markup of headings is designed to better define the structure and improve navigation for people who use screen readers. Images that are uploaded to the site allow for custom alternative text to be defined. For example, you can assign custom alternative text to the image that appears on the home page in the Site Image Web Part, or to a picture that you add to a picture library. For viewing sites, the high contrast options in Windows work well for users with low vision.

Tracking Versions

Your list or library may be set up to track versions, so that you can restore a previous version and view a history of changes. When you track versions, any changes to the items or files and their properties are stored. This enables you to better manage content as it is revised, and even to restore a previous version if necessary. Versioning is especially helpful when several people work together on projects, or when information goes through several stages of development and review.

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1 The current published major version is highlighted, and the version number is a whole number.

2 A new version is created when properties or metadata changes.

3 The first version of a file is always minor version number 0.1.

Co-authoring Documents

Two or more users can edit an Office Word document or Office PowerPoint® presentation at the same time. This new SharePoint Server 2010 feature enables you to read and write portions of a file stored in SharePoint Server 2010. For example, you can edit one paragraph in an Office Word document, while a colleague edits another paragraph in the same document and at the same time.

To learn more about document collaboration and co-authoring in SharePoint Server 2010, go to http://office.microsoft.com/en-us/sharepoint-server-help/document-collaboration-and-co-authoring-HA101812148.aspx.

Staying Updated on Changes

You can distribute and receive information, including updates to lists and libraries, in a standardized format by using RSS. A standardized XML file format allows users to use many different programs to view the information. You can also subscribe to lists and libraries by setting alerts, so that you know when content has changed.

A team can use RSS feeds as a way to customize their content for team members who subscribe to their feeds, and to offer links back to their Web sites. You can use RSS Feeds to track team progress and project updates. Instead of browsing multiple team Web sites, you receive the latest news or updates from those sites automatically.

Managing Workflow

Workflows help people to collaborate on documents and manage project tasks, by implementing specific business processes on documents and items in a site. Workflows help organizations to adhere to consistent business processes. Workflows can also improve organizational efficiency and productivity by managing the tasks and steps that are involved in specific business processes. This enables the people who perform these tasks to concentrate on performing the work, rather than managing the workflow.

Workflows can streamline the cost and time required to coordinate common business processes—such as project approval or document review—by managing and tracking the human tasks involved with these processes. For example, an organization can use a predefined Approval workflow or create and deploy a custom workflow to manage another business process.

To learn more about workflow and SharePoint Server 2010, go to http://office.microsoft.com/en-us/sharepoint-server-help/CH010372671.aspx.

Working with Content Types

Your list or library may support multiple content types. Content types enable organizations to organize, manage, and handle large amounts of content more effectively. If your list or library is set up to allow multiple content types, you can add content types from a list of available options that your organization frequently uses, such as Marketing Presentations, or Contracts.

After you add a content type to a list or library, you make it possible for that list or library to contain items of that type. Users can then use the New Item button in that list or library to create new items of that type.

One of the key advantages to content types for lists and libraries is that they make it possible for a single list or library to contain multiple item types or document types, each of which may have unique metadata, policies, or behaviors.

To learn more about working with content types, go to http://office.microsoft.com/en-us/sharepoint-server-help/CH010372670.aspx.

For More Information

· Basic Tasks in SharePoint Server 2010
http://office.microsoft.com/en-us/sharepoint-server-help/basic-tasks-in-sharepoint-server-2010-HA101839175.aspx

· SharePoint Server 2010 Help
http://office.microsoft.com/en-us/sharepoint-server-help/

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