SharePoint 2010

Team Site Overview

Presented by:

Ivor Davies

Lee Robson

4/7/2014 1

Introduction to SharePoint 2010 Team Sites

Working with Lists

Working with Libraries

Working with Discussion Boards

Team Site creation & maintenance

SharePoint Workspaces

Other SharePoint Goodies!

Session Agenda:

Central place for team information

Documents

Calendars

Issues

Discussions

Views

And more!

Empowerment of collaborative teams

Reduce the need for paper documents

Introduction to

SharePoint Team Sites

LCBO Team Site Example

Working with Lists

Everything in Team Sites are stored in Lists

A Document Library is just a special type of List that stores files

Rows of information separated into columns

Think a list of tasks, announcements, etc.

Lists

The List Ribbons

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

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

Team calendar useful for tracking

Deadlines

Meetings

Upcoming events

Calendar

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

Time-based news items or headlines

Announcements

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

Tasks are assignable work items in SharePoint

Tasks

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

Link URLs to important, relevant or handy sites (internal or external)

Links

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

Working with Libraries

The Library Ribbons

Lists of Files

Files uploaded into the Portal

Can be Office documents, .pdfs, images, videos, etc.

For Office documents, supports versioning and exclusive edit locks

Document Libraries

Uploading Documents

Uploading Multiple Documents

Allows you to essentially use Windows Explorer to drag-and-drop files into

a Document Library

Uploading Multiple Documents – Explorer View

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

Put check in box beside file in list

From ribbon Documents tab, select Check Out command button

File Check-Out

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

When enabled, Document Libraries can keep track of file edits over time

Version History command button in Documents tab of ribbon

File Versioning

Check Out Edit Save

• Just Saves your Changes

• No one else can see those

changes yet

Check-In Draft/

Minor Version

• Everyone else can

now see your changes

Version History

From Version History Dialog can

View

Restore

Delete

Version History Actions

If you delete a document, the file goes to the Recycle Bin

Click Recycle Bin link below the Quick Launch

Select file

Restore Selection to move file back to source location

Delete Selection to move file to admin Recycle Bin

Files stay in Recycle Bin for 30 days before being automatically moved to

admin RB

Recycle Bin

Working with Discussion Boards

Newsgroup like discussion boards

Threaded topics useful for collaborative Q&A

Discussions

Click the New Item command

button in the Items tab in the

ribbon

Or click the Add new discussion

link below the list of Discussions

Fill out the New Item dialog

Click the Save button to save

your new discussion topic, or

click the Cancel button to

discard

Creating a New Discussion

After opening the discussion, locate the post you wish to reply to

Click the Reply button to the far right of the topic

Fill out your response in the Body of the New Item dialog

You can delete the included post you are replying to in your post body

Click the Save button in the New Item dialog to post your message, or click the

Cancel button to discard

Posting a Reply

Team Site Creation & Administration

Creating your own Team Site (or sub site)

Site Settings

Site Actions …..View All Site Content

All Lists and Libraries that are currently part of your site are listed

Click on the Create link to see what else is available.

Adding Lists and Libraries

SharePoint Can notify you via email when changes are made to a library or a list or site

Alerts

Working with Views

Alternate appearances for Lists and Libraries

Can sort, group, do aggregates, change column appearance, etc.

Can switch views from Browse tab of ribbon or from List/Library tab in ribbon

Can create from Library or List tab in ribbon, or from Settings page

Views

Standard View

Default List-like appearance

Datasheet View (for Lists)

Microsoft Access Datasheet View for List; allows in-place editing

Open with Explorer (for Libraries)

Windows Explorer Format for working with a Library; allows for a more familiar

file system experience and promotes easy drag-and-drop file upload

Built-In Views

SharePoint Workspaces

Within sites, you can set up workspaces where team members

can collaborate on a document or a special meeting.

From All Site Content…Create

Workspaces

To share a Team Site Calendar so others can view it in Outlook,

click on the Connect to Outlook icon on the Calendar Ribbon and

follow the prompts.

Team Calendars and Outlook

Other SharePoint Goodies!

Slide Library

Picture Library

Contacts

Other Goodies to try out

The key benefits of SharePoint 2010 Team Sites:

• Set schedules, track data and create custom sub sites

• Access SharePoint through your favorite internet browser

• Track and publish any metric related to your team

• Tap into the pulse of your team with faster results

SharePoint 2010 offers a better alternative to managing your work team

processes and communication. No more endless copies and attachments!

It can also tame the “Calendar Beast” when it comes to arranging meetings

and assigning tasks to your team members. And your team will spend more

time collaborating than sorting through email and copies of documents.

In closing…

To Request a Team SiteWhen filling out the form

you want the following:

Request Type: New Site

Site Type: Team Site

Resources available to you:

BrainStorm QuickHelp – http://officequickhelp

LCBO Content Manager Team Site – http://team.lcbo.com/sites/cms

Building a good SharePoint Team Site -

http://www.glynblogs.com/2010/10/building-a-good-sharepoint-team-site.html

SharePoint 2010 Team Sites - http://www.fpweb.net/sharepoint-

hosting/2010/features/end-user/sites/team-site/

LCBO Governance Site -

http://home.lcbo.com/governance/Pages/default.aspx

Thank You for attention & participation.