Sharepoint by Sandi Adams

SharePoint Training

2008

Cherokee County School District

SHAREPOINT TRAINING STEP ONE:

SETTING UP YOUR MY SITE ............................................................................................ 3

STEP TWO:

CREATING YOUR CLASS WEBSITE (PUBLIC SITE) .......................................................... 7

STEP THREE ADJUST PERMISSIONS ..................................................................................................... 11 CHANGING THE THEME OF YOUR SITE.............................................................................................. 13 MOVING AND ADDING INFORMATION TO YOUR WEB PARTS ........................................................ 15 ADDING INFORMATION TO YOUR WEB PARTS ................................................................................. 17 ADDING A LINK TO THE LINK LIBRARY .............................................................................................. 19 BIG FONT WEB PART........................................................................................................................... 20 ADDING PHOTOS TO THE PHOTO LIBRARY ....................................................................................... 23 HOW TO EDIT AND DELETE DOCUMENTS AND LINKS ....................................................................... 26 ADDING A PAGE AND CHANGING THE NAME AND ORDER OF YOUR PAGES ............................. 27 EDITING THE APPEARANCE OF A WEB PART ..................................................................................... 28 LIMITING THE NUMBER OF ITEMS TO APPEAR IN CERTAIN LIBRARIES .............................................. 29 HOW TO EDIT THE DISPLAY COLUMN NAMES................................................................................... 31 EDITING THE NUMBER OF ITEMS TO APPEAR IN A LIBRARY.............................................................. 32 CREATING AND ADDING A NEW DOCUMENT, LINK, PICTURE, EVENT OR CALENDAR PART TO YOUR SITE ........................................................................................................................................... 33 ORDERING YOUR LINKS LIBRARY ...................................................................................................... 35 HOW TO CUSTOM ORDER YOUR DOCUMENT LIBRARY.................................................................... 36 CREATING A CUSTOM LIST ................................................................................................................ 40 SHAREPOINT TERMINOLOGY ............................................................................................................. 45 2

Step One:

Setting up Your My Site

From the District Site http://portal.cherokee.k12.ga.us Click Sign In

Now on the Left side of the District Site Click the My Site link

SharePoint will create your My Site

Click Yes to configure the site for Office(This may or may not appear)

By default, your My Site includes two parts: a personal site called My Home and a public profile page called My Profile.

My Site is a personal site that gives you a central location to manage and store your documents, content, links, and contacts. My Site profile serves as a point of contact for other users in the District to find information about you. By default, My Site includes two parts: a personal site called My Home and a public profile page called My Profile. You are the owner of the personal site, which starts with a private home page. Your administrator determines how the profile page looks, but you decide whether to add more detail.

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Step Two:

Creating Your Class Website (Public Site)

Purpose The purpose of the web site is to educate, inform and communicate. All official school web sites must be located on Cherokee County School District servers. The guidelines listed below must be used in the development of each web page on Cherokee County School District servers, whether created by schools, departments, district staff, students or other persons. These pages must reflect an understanding that a worldwide audience will be viewing the information and reflect the professional image of the Cherokee County School District, its employees and students. The content of all pages must be consistent with the Cherokee County School District’s Major System Priorities and must adhere to Acceptable Use Policy. Design • Design each page with your audience and goals in mind. • Design a well-organized web site that provides quick access to information and helps the user understand how the information is organized. • Repeat basic page format, e.g. locate navigation tools in the same place on the page, have consistent link appearance and have consistent font size and type. (Recommended fonts: Times New Roman, Arial, Verdana, Georgia, Calibri, Comic Sans.) • Avoid color schemes or backgrounds that make the information on the page difficult to read. • Limit page length and files to a size that is “as small as possible” but not difficult to read. • The web site may include areas such as staff information, student projects, assignments, important dates, parent information, school information and mission statement, community and geographical information. • All web site authors must follow all applicable and existing copyright laws pertaining to the use of text, images, sound and videos. • All web pages must adhere to the content guidelines and Acceptable Use Policy. Content • All pages must be proofread for grammar and mechanics. • Pages that contain time-sensitive information, such as calendars, school events and staff information must be updated to ensure current, accurate information. Remove expired date-related items. • Video and audio files may be used if they are compressed. • Maintain and remove unneeded files, especially photos and video files. • Web pages may not be used to provide financial gains for any individual or company. • Web sites must not have information that is defamatory, vulgar, pornographic, abusive, obscene, profane, sexually oriented, threatening, racially offensive or illegal. • All web pages must adhere to copyright laws.

Lets Create Your Site From Your My Site page click on Site Actions and Create

Select Sites and Workspaces

SITE

In the Title and Description section, type a title for your site. The title is required. The title appears at the top of the Web page and appears in navigational elements that help users to find and open the site. Type a description of the purpose of your site in the Description box. The description appears at the top of the Web page and helps users understand the purpose of your site. In the Web Site Address section, type SITE as the URL for your site. The first part is provided for you. You’re web site address will be: http://mysite.cherokee.k12.ga.us/personal/first_lastname/site In the Template Selection section, click the Custom tab and then select the appropriate site template.

Accept the default Permissions, Navigation and Inheritance then click Create

Welcome to your site.

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Step Three Adjust Permissions You will need to adjust permissions to allow anonymous users, like parents, to see your site. Click Site Actions . . . Site Settings and select Advanced permissions under Users and Permissions

Click on Actions . . . Edit Permissions

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Click OK

Select Settings . . . Anonymous Access

You will now change Anonymous Access Settings to allow users (students and parents) to access your Entire Web Site for viewing.

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Changing the Theme of your Site SharePoint has several color themes that you can use on your site. Click on Site Actions . . . Site Settings

Under Look and Feel Select Site Theme

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Select a Theme and Click Apply

To get back to your web site after applying the theme click on the breadcrumbs in the upper left-hand corner

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Moving and Adding Information to your Web Parts The Web Parts on the template include the following: • Document library- Create a document library when you have a collection of documents or other files that you want to share. Document libraries support features such as folders, versioning, and check out. •

Link library-A list of website links

•

Picture library-Create a picture library when you have pictures you want to share. Picture libraries provide special features for managing and displaying pictures, such as thumbnails, download options, and a slide show

•

Events-A calendar that allows you to set up repeating events, attachments with multiple views.

•

Announcements-Create a list of announcements complete with attachments and expirations dates.

Moving Your Webs Parts You may drag and drop web parts anywhere on the page you like by going to Site Actions and Edit Page

You may click on a web part and drag it until you see the orange line and release the mouse. Once you have relocated your part make sure to click on EXIT EDIT MODE or your changes will NOT be saved.

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Adding Information to Your Web Parts Adding information to the libraries are as simple as clicking on the “Add New” link.

You will then have the option to browse to a single document or Upload Multiple Documents.

Note: If the document you are uploading will need future edits, then it is best to save in its original format such as Word or PowerPoint. If the document will need no edits then it may be saved and uploaded as a PDF.

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Adding a Link to the Link Library Links • All links must be accessible through the school district content filter. • No links to student, staff or volunteer web sites outside of Cherokee County School District servers are allowed on a school's web site unless they are part of a prescribed curriculum. • "Non-official" CCSD related sites that are hosted on remote/external (non-district) web servers may not be linked from any page in the district portal - Examples: athletic booster pages, PTA pages, employee created pages, etc. • Links to flyers about School Sales Projects that have been approved by the Board of Education are allowed. • Names and logos (if business permits) of business partners or businesses who purchase advertisements from school organizations may be used. • Links to flyers about approved staff discount programs are allowed. • All other commercial transactions are prohibited on school pages. To add a link to a link library Click add new link in your link library

Enter the URL of the link you are adding and the description which will be the title and a brief description of the site.

Big Font Web Part To help your parents and students read your website more clearly we have created a Big Font Web Part. This will increase the font size of ALL your web parts on a page. All you have to do is add the Big FONT web part to each page. To Add the Big Font Web Part Step 1: Click Site Actions, Edit Page

This puts you in Edit Mode Step 2: Click Add a Web Part at the top of any column

This takes you to a list of Web Parts

Step 3: Scroll Down to the miscellaneous section and check the box beside Big Font

Click Add You should see the (Hidden) Big Font Web Part and a larger font size throughout that page. Step 4: Exit Edit Mode

This web part is hidden and will not show on your page. But you will see the benefits of the larger font. You will have to add the web part to each page.

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To Delete the Big Font Web Part Step 1: Site Actions, Edit Page

Step 2: Press the edit button to the right of (Hidden) Big Font

Step 3: Click Delete Step 4: Exit Edit Mode

Adding Photos to the Photo Library Graphics and Picture Format • Pictures should be sized and compressed appropriately for web pages. They need to be in GIF, JPEG, or other widely accepted Internet formats. • Graphics should be used judiciously. Each picture posted MUST have a description added in order to meet W3Accessibility Guidelines. The World Wide Web Consortium (W3C) has developed guidelines and tools to aid the growth of the internet. Provide a text equivalent for every non-text element This includes: images, graphical representations of text (including symbols), image maps, regions and animations. Use of personal staff information • Pictures and names of staff and parent volunteers are allowed with principal’s approval. Use of Student Names, Pictures, Original Work, and Email Addresses • Photographs of students may be placed on the Internet unless permission has been denied by the parents or guardians by notifying the principal in writing by September 1st or within one week of admission/enrollment if enrollment occurs after September 1st. • Only first names of student names can be used in captions of photographs. (Last names of students should never be used in captions of photographs.) • Original work by students such as art work, poetry, essays, etc. may be placed on the web site unless permission has been denied by the parents or guardians by notifying the principal in writing by September 1st or within one week of admission/enrollment if enrollment occurs after September 1st. • Care must be given that any “links” which may contain photographs of students, such as newsletters, published articles, and student projects, do not compromise the privacy of the students. • Student personal contact information of any kind is prohibited. Adding a Photo to Your Library Click on add new picture

To add one OR multiple photos select upload multiple photos Microsoft Office Picture Manager will launch and you will need to Add a Picture Shortcut to the folder you are uploading from.

*****Select the photos you want to upload and make sure to select the Upload Settings Send pictures optimized for viewing on the web.

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To set the number of photos to be displayed on your front page, click the drop down arrow on the title bar and select Modify Shared Web Part

The click “Edit the current view”

Scroll to the bottom of the page and expand the Item Limit, include the number of photos you would like displayed and click OK

How to Edit and Delete Documents and Links To edit a document or a link, open the Document or Link Library by clicking on it. Then hover your mouse over the document or link you would like to edit or delete. Click on the little drop down arrow.

From here you can delete the document, manage your permissions on the document, email the document or add a link to your my site.

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Adding A Page and Changing the Name and Order of Your Pages To add a page, select Site Actions and Add Page. Title your page.

The Titles of the Pages (or tabs) may be modified with the exception of the Home tab. To manage this, select the page you want to modify. Select Site Actions and then Manage Pages. You may order your pages up or down using the arrows.

To change the title of the page click on the drop down arrow next to Order and select Settings

Type in the name change and click Apply and Exit Edit Mode 27Â Â

Editing the appearance of a Web Part A teacher may want to edit the title of a web part. This can easily be done by clicking on the drop down arrow to the right of the title on the web part they want to edit and selecting Modify Shared Web Part

The site will then go into Edit Mode and a menu will appear to the right. To change the title of the part click the plus sign next to Appearance and change the title

Be sure to select Exit Edit Mode to SAVE YOUR CHANGES!

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Limiting the Number of Items to Appear in Certain Libraries To set the number of items from a library to be displayed on your front page, click the drop down arrow on the title bar and select Modify Shared Web Part

The click “Edit the current view”

Scroll to the bottom of the page and expand the Item Limit, include the number of photos you would like displayed and click OK

Limiting the Columns Displayed on a Library To set the number of items from a library to be displayed on your front page, click the drop down arrow on the title bar and select Modify Shared Web Part

The click “Edit the current view”

Uncheck or check the boxes of the Columns you would like displayed

How To Edit the Display Column Names Column names such as modified by and date may be removed from the front page. While still in edit mode Click on the blue link beneath Selected View that says “Edit the current view”

Under the Columns header uncheck the display names you do not want to appear

Click OK

Editing the Number of Items to Appear in a Library While still in edit mode Click on the blue link beneath Selected View that says “Edit the current view”

To edit the number of items to display in your library scroll down to Item Limit and expand the plus sign. Select the number of items you want displayed

Click OK

Creating and Adding a New Document, Link, Picture, Event or Calendar Part to your Site To create a new part, click on Site Actions-Create

Select what type of List or library you want to add

Type in a Title for this Library and accept the defaults and click Create.

You may choose to upload your documents at this time by clicking Upload

NOTE: By default any new library will appear at the bottom of the first column of your site. You may drag and drop these anywhere on the page you like by going to Site Actions and Edit Page

Once you have relocated your part make sure to click on EXIT EDIT MODE or your changes will NOT be saved.

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Ordering Your Links Library Open the Links Library you wish to order.

Select Actions-----Change Order

Adjust the item Order under position from the top. Click OK at the bottom of the page to SAVE.

How to Custom Order Your Document Library Open the Document Library you wish to order.

Click on Settings---Create Column

Name the Column “Document Order” and click OK at the bottom of the page

Use the “breadcrumbs” to take you back to your document library. Select Actions--Edit in Data Sheet.

Add numbers to the new column in the order you want your documents to be presented. NOTE: If you have over 9 documents in a library begin your list with 01, 02, 03 etc so it will order properly.

Click back to the page where the document library is located. Click the drop down arrow next to the name of the library and click on Modify Shared Web Part

In the right column click edit current view

Go to the Sort section and select the drop down arrow and click on Document Order for your sort order.

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Select Show items in ascending order

Scroll all the way to the bottom and click OK to save the changes

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Creating a Custom List If you need a custom list to share information you can create one with your unique information. To create a custom list go to Site Actions—Create

Select Custom List in Datasheet View

Give your list a name and click Create

Click on Settings--- List Settings

Under the Columns heading click on Title to rename the title column

Type in the column name and click OK at the bottom of the page

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To add additional columns click Create column

Name the Column and select the type of information you want on the list

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Read through the defaults you may want to require.

Your may now order your columns. Click Column Ordering and then change the position of the field name and click OK

Click OK

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Sharepoint Terminology Alerts

To notify users of changes to existing information or new information add an alert to track new matches to search queries, changes to content in an area, or a new site added to the Site Directory

Areas

a means to organize portal for navigational simplification

Audiences

Groups of users, who meet certain criteria, created for targeted distribution of information. Users are said to be a member of an audience if they meet that audience’s membership criteria. The criteria are associated with properties found in the Active Directory.

Discussions

SPS supports two types of discussions: discussion boards and Web discussions. Discussion boards are similar to any newsgroup forum. Web discussions, on the other hand, are a new way to comment on documents and share those comments with others. When a new site is created, a discussion board is automatically created.

Document Workspace

Sharepoint Services site that contain a document library, tasks, links, and other information. Document workspaces can be created directly in SPS as a new site, or they may be created ad-hoc from within an Office product. End users can collaborate without having SPS open alongside Office.

Libraries

In order to share files, Sharepoint makes use of libraries. The three types of libraries available in Sharepoint are document libraries, form libraries and picture libraries. The libraries available are: Document Library – Create a document library when you have a collection of documents or other files that you want to share. Document libraries support features such as folders, versioning, and check out. Form Library – Create a form library when you have XML-based business forms, such as status reports or purchase orders that you want to manage. These libraries require a Windows SharePoint Services – compatible XML editor, such as Microsoft InfoPath. Wiki Page Library – Create a Wiki page library when you want to have interconnected collection of Wiki pages. Wiki page libraries support pictures, tables, hyperlinks, and wiki linking. Picture Library – Create a picture library when you have pictures you want to share. Picture libraries provide special features for managing and displaying pictures, such as thumbnails, download options, and a slide show. Slide Library – Create a slide library when you want to share slides from Microsoft PowerPoint, or a compatible application. Slide libraries also provide features for finding, managing, and reusing slides. 45

Lists

Along with document libraries, lists form the foundation of content within SPS. A list is a collection of information items displayed in an area or on a site. List types include: Announcements, Links, Contacts, Events, Tasks and Issues.

Meeting Workspace

A specialized Sharepoint Services site. Can be created directly in SPS or in Outlook as a part of a meeting request. Should not be confused with Live Meeting, etc.

My Site

A single page portal that contains the user’s personal sites, links, etc. My Site consists of both a public and private view. The private view is intended as a personal workplace for the individual end user. The public view, on the other hand, acts like a business card that can be accessed by other portal users. You can see the different views by clicking either Private or Public under the Select View list.

Private Web Part

A Web Part added to a Web Part Page by a user who is working on the page in personal view. Private Web Parts are available only to the user who added or imported the Web Part.

Shared Web Part

A Web Part added to a Web Part Page by a user who is working on the page in shared view. Shared Web Parts are available to all users of a Web Part Page who have the appropriate permissions.

Site Groups

Site groups are custom security groups that apply to a specific Web site. Users are assigned to site groups to grant them permissions on a SharePoint site.

Site Templates

Whenever you create a new site, SPS use predefined templates to simplify the creation of the new elements for the site. These templates allow you to create everything from a specialized team site to a blank site you can use to create content from scratch.

SPS

SharePoint Portal Server

Subsite

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

Survey

A Web site component that enables users to respond to a set of questions specified by the creator of the survey. Results are tallied in a graphical summary. Surveys provide a way to poll portal users for input on a subject. Surveys support a wide variety of response types from simple Yes/No answers to free-form text. 46

Web Part Web Part Zone

Customizable Web page element that can be added to Sharepoint pages A container with a set of properties that can be configured to control the organization and format of Web Parts on a Web Part Page. Web Part zones can also be used to provide protection against changes to Web Parts.

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