Sharepoint TIPS AND TRICKS Handout

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					                 SharePoint MOSS Tips Sheet


Microsoft Office SharePoint Services - MOSS®
Site User Tips & Tricks
Microsoft Windows® SharePoint Services provides tools for information sharing and document collaboration. A
SharePoint site is a Web site that provides a central storage and collaboration space for documents,
information, and ideas. A SharePoint site is a tool for collaboration - it helps groups of people (whether work
teams or social groups) share information and work together. SharePoint users don't have to learn a
complicated Web publishing process before they can participate and contribute content in a site. SharePoint
sites are dynamic and interactive and members of the site can contribute their own ideas and content as well as
comment on or contribute to other people's ideas.

Site Navigation: top link bar, breadcrumb trail, quick launch, tree view, view all site content
1. top link bar – a set of tabs that provide hyperlinks that allow users to access pages, sub-sites and
   even other site collections with a single click. The top link bar can be shared with sub sites in a
   site collection to provide consistent navigation for users that move between subsites. To
   customize the top link bar go to Site Actions, Site Settings, Modify Navigation.
2. bread crumb trail – appears just below the top link bar and automatically displays the current
   working directory path for a SharePoint object. The object names in the breadcrumb trail are
   active and users can navigate or retrace their steps by clicking on the links in the trial.
3. quick launch bar - a navigation pane that appears at the left side of the screen, the quick launch
   bar contains hyperlinks to specific objects on your SharePoint site. You can select which objects
   you would like to appear on the quick launch, and you can also customize the headings and the
   order by which things appear. To customize the quick launch bar go to Site Actions, Site Settings,
   Modify Navigation.
4. tree view – It can be very useful to be able to see all of your pages in the left navigation pane.
   Turn on the tree view by clicking > Site Actions > Site Settings, Modify All Site Settings > Tree
   View
5. view all site content – link at the top of the click launch area that opens up a complete listing of
   all content items in a SharePoint site. View all site content is where you find the ‘create’ link, just
   underneath the bread crumb trail. While default site content will vary depending on which
   templates are used to create a site, you can create and add any SharePoint content item to any
   template or any site.

SharePoint Communications
6. discussion –open forum that allows participants to post and reply to discussion threads.
   Discussions are created from the create link in view all site content. Discussions can be displayed
   with flat or threaded views. Flat views have placeholders for user’s profile pictures.
7. blog – a site template that allows for participants to post comments on multiple topics. Blog
   postings require content approval before they are ‘published’ for public view.
8. wiki – a site template that can display information and link multiple pages. Wiki pages are easy to
   use and update. Users create a new pages or links by typing the name of the new page in double
   brackets [[example page]]. Link labels can be customized by entering a vertical bar in the link
   structure: [[example page | click here]]. Unlike blogs, wikis do not require content approval.




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                SharePoint MOSS Tips Sheet


SharePoint Communications (continued)
9. survey – an informal information gathering tool that automatically populates a list with user
   responses. Survey questions can be arranged with branching logic to improve the end user
   experience. Surveys should not be considered secure tools for users to insert confidential
   information, as the browser back button can be utilized to display survey pages even when the
   survey is completed.
Lists and Libraries
10. Shared Documents Library – a default document library that appears with most SharePoint
    templates. To upload documents to this library you select Shared Documents in the left navigation
    menu. Click Upload Document in the toolbar. Browse for the file you want to upload. Click Save
    and Close. To upload multiple files, click Upload Multiple Files instead of the Browse button.
     Best Practices: to upload folders and multiple documents at one time use the ‘explorer view’ option
        and simply drag and drop items into the library.
11. Picture Library – preferred location for storing images that will be displayed in a SharePoint site.
    The All Pictures view displays picture thumbnails. Webparts can be used to display picture library
    content as a slide show. Slide libraries can be used to create and edit custom PowerPoint
    presentations.
12. Lists – collections of items in a table format. Lists display different views or filters which can be
    customized to display specific columns of data. MS Access is required to view lists in datasheet
    view on client machines. Most SP site templates provide an announcements list which displays by
    default in a web part on the site home page.
13. Calendars – list items that are displayed in a calendar view. Calendar list items must have data in
    both start and end time/date fields. Calendar content can also be displayed as a standard list, or
    you can choose daily, weekly or monthly views.
14. Project List - a mini Gantt view list, with required start and end time /date field content. This list
    does not provide for traditional project management tasks such as assigning dependencies for list
    items or any other type of item relationships.

Content Management: content approval, check in/out, versioning
15. Content Approval – used when items posted to a list or library aren’t published or available for
    public view until approved. To turn on content approval, navigate to the library or list > Click
    Settings> Settings > Versioning Settings.
16. Check In/Out – When this setting is enabled users are prompted to check out documents they
    wish to edit, or open a document in read only mode. To turn on Check in / Check Out navigate to
    the library or list > Click Settings > Settings > Versioning Settings > require documents to be
    checked out. A document that is checked out can only be opened in read only mode by other
    users. When users post the document back to the library they are prompted to check in the
    document, or to keep it checked out.
17. Versioning – A content management solution that stores unique copies of each edited document.
    Turn on versioning by navigating to the library or list > click Settings> Settings > Versioning
    settings. Versions can be either major (published) or minor (draft). Minor versions are generally
    not visible for site members until they have been promoted or published as major versions. To
    view a previous version hover on a document and select history from the drop down menu.




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                SharePoint MOSS Tips Sheet


MS Office Integration: Word, Excel and Outlook

18. Shared Workspace Task Pane – When you open a shared document, you have access to the
    shared workspace task pane—an in-application view of your document workspace. All of the
    information in the document workspace is visible here—including workspace members, other
    documents on the site, links, and basic document information
19. Document Information Panel (Word 2007) – the area above the actual document where
    SharePoint column data can be inserted or edited. Turn on this feature in Word to have it available
    not just when the document is created from the SharePoint New button, but also every time an
    existing document is edited. Using this feature simplifies SharePoint content contributions as the
    end user can contribute all content in one interface. Required fields will display with a red asterisk,
    and the end user will not be able to publish the document back into SharePoint until the required
    fields are populated.
20. Synchronize an Excel Spreadsheet to SharePoint.
                Start in Excel > click in Table >
                (Excel 2007) insert > table (2nd icon) |
                        Click “Export” on top bar (must be clicked in table)
                        Fill in SharePoint address
                        Click “read only”
                        Name SP list > next > finish
                        Find list in sp> change something
                        Open excel doc > design tab > refresh
                (Excel 2003) Data > list > create list
                        List Toolbar > List> publish List
                        Fill in SharePoint address
                        Click “link to new SP list”
                        Name SP list > next > finish
                        Find list in sp> change something
                        Open excel doc > list tool bar> refresh list button

21. Managing Alerts with Outlook – Alerts notify you by email when changes are made to a
    document or SharePoint site. You can setup and manage alerts in Outlook with the Rules and
    Alerts Tab in the Rules and Alerts dialog box. Click ToolsRules and Alerts.
22. Linking Shared Contacts – To manage shared contacts, click Contacts in the left navigation
    menu. Click Import Contacts in the toolbar to import contacts from the address book. Click New
    Item to create a new contact. Click Link to Outlook to view SharePoint contacts in the contact
    window of Outlook.
23. Meeting Workspaces can also be created with Outlook. In a meeting request, click Meeting
    Workspace. Select your template and site location and click Create. Before you send the request,
    click the site link and upload relevant meeting information.
24. Email to a SharePoint Library – Users can email attachments to any document library. An email
    option is offered when creating the list, or by navigating to the library or list > click Settings>
    Settings > Incoming email Settings. (this feature is only available if turned on at the admin site).




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                SharePoint MOSS Tips Sheet


MS Office Integration: Word, Excel and Outlook (continued)

25. Shared Attachments – In Outlook there are two ways to send attachments—regular attachments
    and shared attachments. Attach a file and select the Shared Attachment option to automatically
    turn a document into a Shared Document Workspace. A Shared Document Workspace
    automatically stores the latest version of the document in an accessible network location. Team
    members can “check it out”, “edit it,” and the online version is always current.

Creating SubSites, My Sites and Meeting Workspaces

26. SubSite – a site that exists within another SharePoint site. Subsites usually inherit navigation
    items and permissions from the top level site collection, or the parent object under which they
    were created.
27. Workspaces – templates that contain a minimal set of objects, usually just a calendar,
    announcements list, document library and a contact list. Create a workspace when you need a
    short term SharePoint location for project management, extranet team functions, etc. Workspace
    templates generally don’t display the quick launch, but they can be customized to contain any
    SharePoint content you wish to include. To customize your Meeting Workspace, click Modify This
    WorkspaceDesign This Page. Drag and drop page components where you want them. To add
    Web parts, click Modify This WorkspaceAdd Web Parts. Drag and drop new Web parts where
    you want them.
28. Meeting Workspaces can also be created in Outlook 2003. In a meeting request, click Meeting
    Workspace. Select your template and site location and click Create. Before you send the request,
    click the site link and upload relevant meeting information.
29. My Sites - a top level site collection which is automatically generated when a user clicks on the
    ‘my site’ link at the top of any site. Each user becomes their own site collection administrator, and
    has full control over content and security permissions for their my site collection.

Customizing SharePoint Sites

30. Changing Site Theme – To customize your site, click Site Actions, Site Settings, in the Look and
    Feel section click apply a theme, choose a theme and apply it to the site.
31. Changing Site Logo– First add you image to the document library, the site will have access to
    this image; go to shared documents and upload document, find your image and upload. Open the
    image in the browser, double-click; capture the URL in the address by copying it. Next you modify
    the design of your page to change the image, click Modify Shared Page, click modify Shared Web
    Parts and choose Site Image. Click the Site Image Link … browse, select the old link and paste in
    the copied new link to your image.
32. Adding Custom Columns to a list - navigate to the library or list > Click Settings > Add Column.
    The column can be sorted or calculated from other columns.




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