SharePoint Team Sites are an integral part of Microsoft’s Enterprise Project Management (EPM) Solution. Learn what Team Sites are, what are SharePoint Lists and what are Document Libraries. This is a high level overview into SharePoint Team Sites and it’s core components of Lists & Libraries.
Learning Objectives:
What are SharePoint Team Sites?
What are SharePoint Lists and how best your project team can use them?
What are Document Libraries in SharePoint and how can they work for you and your project team?
http://www.mpug.com/event/sharepoint-team-sites-overview-a-high-level-introduction-into-team-sites/
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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.
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What is ..
Organizations use to create websites
Store, organize & share info
It is an enterprise information portal
All you need is a web browser
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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!
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Team Site Roles..
Project Team Collaboration
Department Site
Function OR Purpose
Store Specific Content
A Customer Portal
Specific Level of Security
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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.
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• 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
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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
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• 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
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• News items or headlines from your company.
• They can have an expiration date.
Announcements
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• 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
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Tasks
Task list to track small project tasks
All from within SharePoint
Does not require MS Project
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• 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
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• Link URLs to important, relevant or handy sites (internal or external)
• Think of a Links List as FAVORITES for your team.
Links
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• 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
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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
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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
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• Allows you to essentially use Windows Explorer to
drag-and-drop files into a Document Library
Uploading Multiple Documents – Explorer View
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• 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
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• Put check in box beside file in list
• From ribbon Documents tab, select Check Out
command button
File Check-Out
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• 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
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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
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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!