Académique Documents
Professionnel Documents
Culture Documents
Elements of a Site
Every site created through SharePoint will include common elements, which not only make the site look and feel like SharePoint but reflect the look and feel of the organization using it. In some cases certain elements seem absent, but for the most part each site in SharePoint benefits from the following components: Home Page: This web page is provided as a default view to a sites content. Every site has a home page. Welcome Link: Provides user context and control over a users specific settings. Search: Each site comes equipped with a search capability that allows simple and complex searches. Navigation: Each site has a navigation provider that maps out not only the site but the hierarchy of related sites. Recycle Bin: Content created within a site has a default recycle bin, automatically enabled, for the retrieving of deleted data. Site Actions: For advanced control, sites also have a special menu of settings and controls, typically used by the sites administrator.
Learn iT!
Santa Clara
Understanding SharePoint
Depending on how it is configured, a list can include many fields for data. A list will always contain the default field, called Title, which is a simple line of alphanumeric text. However, many lists require more than simply a line of text, and this can be added or modified to suit a users needs.
Santa Clara
Links: Sets of hyperlinks to any content, which can be both inside and outside of SharePoint. Tracking lists are used to document and provide history on the course of a project, a process, or a team decision. Tracking lists are usually task-driven, and often have assignable responsibility configured, so that as specific people perform, complete, or delay a task the activity can be noted and others can be informed to help. Normally, the tracking lists include: Links: A list of URLs or addresses for important resources Calendar: A shared calendar tool for marking appointments and meetings Tasks: A shared task list for posting tasks as well as assigning responsibility Project Tasks: Similar to a Tasks list but with an added Gantt chart to view time lines Issue Tracking: A support list to track follow-ups on complications or delays in completing tasks Survey: An assessment to collect feedback and understanding If enabled, additional, groupware-style lists can be made available to help keep the team informed, engaged, and aware of team progress. Most of these lists are only available if enabled.
Understanding SharePoint
Circulations: This list provides a simple update to team members, which can include confirmation stamps, and can also be restricted in view. Group Calendar: This list is a team calendar with the ability to view multiple calendars in one group. Phone Call Memo: This list provides basic details for phone calls missed or notes taken. Resources: This list allows teams to document assets that are used by the organization such as hardware, rooms, and supplies. Whereabouts: This list provides a simple tracking system to document the present location.
External lists provide a powerful and easy way to view content within an external SharePoint resource, such as a database. They also provide edit and update capabilities to that data source if configured by the SharePoint administrator. These types of lists are based on External Content Types and must be created before the list can be used. Viewed as a standard list and exposed through a standard list web part, External lists can represent any data deemed valuable to include in SharePoint without having to relocate the data into SharePoint. Furthermore, if enabled, this data can be taken offline and managed through offline tools, such as SharePoint Workspace.
Learn iT!
Santa Clara
Custom lists are lists that have not been predefined by SharePoint, although they can also represent how lists can be generated automatically from certain sources, such as spreadsheets. The custom lists can include some specific types of lists that have been created manually and not previously defined by a site administrator.
Understanding SharePoint
Types of custom lists include: Custom list: Building new lists that had not been created previously from this type of list and a common method used for specific needs Custom list in Datasheet View: Similar to a custom list but in a specific data entry format much like an Excel spreadsheet or Access table Import Spreadsheet: Building a list from a predefined spreadsheet through Excel In many cases, a custom list is widely used to meet the need of the organization.
Learn iT!
Santa Clara
Understanding SharePoint
A library is the key repository type in SharePoint to store and manage documents and files. The library functions beyond serving as a folder system in a website. It provides powerful collaboration tools for efficient and simple document management.
Examining a Library
A library resembles a list, using the same toolbar, view menu, and web form format to store documents. A library expands upon these features, however, by including additional options on the context menu as well as specific functions only available in a library. Functions such as Check in/Check Out, Major/Minor Versioning, and Live Copies only exist for libraries and cannot be used by lists. The context menu that appears for each document is extended to show these options. Context menu items, and other properties associated with documents, are not usually displayed. They comprise the document metadata or property definition. This also provides additional functionality to a library as this metadata can be used in various applications, such as sort and filters, workflows, and even classifying documents by types. An additional feature of a library is the ability to upload documents and use a Windows Explorer view of the library to manage documents. Compared to a list, this makes adding, copying, moving, and deleting documents much easier. Some Office applications, like Microsoft Outlook, can connect to libraries and download their content. You can update library or list settings using the List Tools Ribbon. Learn iT! | San Francisco 415.693.0250
408.200.0953 | www.learnit.com
Santa Clara
Understanding SharePoint
Both sets of libraries are highly useful in their own functionality. Wiki pages provide fast and easy document creation without the need for a client or an understanding of how to program web pages. A slide library makes creating presentations easier and can synchronize changes to created presentations. A Form Library is a type of library that uses a special form of technology, created and managed by an Office client, called Microsoft InfoPath. Microsoft InfoPath is both a form designer and a Learn iT! | San Francisco 415.693.0250 | Santa Clara
408.200.0953 | www.learnit.com
form filler that stores the form in a unique file type. Forms are simply list forms but structured as a file.
Understanding SharePoint
Normally, a form library requires that Microsoft InfoPath is available to view and thus requires additional functionality on the workstation in order to work. However, forms are also publishable and viewable through a browser if the SharePoint administrator configures this functionality. Form libraries are not required in a site, but unless the form from InfoPath can be properly deployed to SharePoint, only a form library can be used.
Managing Tasks
Tasks in SharePoint are very similar to Tasks in Outlook. A task can be created and assigned to a user and its progress tracked over time. The process for creating a Task list begins the same as any other list or library.
To create a Task List:
1. From the Site Actions menu chose more options or from the All Site Content page, click Create 2. In the New Page, click the Task List 3. In the New Page, type the name and description for the Task List 4. Optionally, determine if the list or library should show up on the Quick Launch bar 5. Certain types of lists and libraries, such as tasks list, or certain types of settings, may request additional settings 6. These steps may vary if Silverlight is installed 7. Click Create to create the list
Learn iT!
Santa Clara
Understanding SharePoint
Understanding Alerts
Every SharePoint list has the ability to provide an email based notification to any user or group of users, depending on their permissions, regarding updates, changes, and deletions. Alerts can be configured at the list level for all items, or on individual items. The email will provide information about which list in which site had changed, including information about the change. The notification system lasts as long as the user desires.
To set an alert on a list or an item:
1. 2. 3. 4. 5.
On the list, click the List or Library tab, and then click Alert Me For an item, hover over the item, then from the drop-down menu, click Alert Me You can also use the Alert Me command on the Items or Documents tab Choose which delivery method type (email or SMS) you would like to be notified by In the Alert page, select the alert filter for what type of change, such as addition, edits or deletions, you would like to be notified about as well as additional filter methods 6. Select the frequency at which you would like to be notified (immediately, daily, weekly) 7. Click OK to set the alert
Learn iT!
Santa Clara
Understanding SharePoint
1. In the library or list in question, click the List or Library tab 2. Click the RSS Feed command to access the RSS Summary page 3. Click the Subscribe to this feed link, or copy the URL into the feed reader when creating new feeds. 4. Click the list or library title at the top of the page to return to the page
Learn iT!
Santa Clara