Pluralsight Webinar: Sharepoint 101: Introduction to SharePoint Basics

all right folks hello and welcome to the SharePoint 101 introduction to SharePoint basics webinar presented by a Microsoft MCT and Train Signal SharePoint instructor bilk ultimen I'm Chris Gallucci from Train Signal I'd like to take a minute to tell you what you can expect in the next hour I'd like to draw your attention to the questions box in your webinar control panel bill will be answering questions today so please submit any questions you think of during the presentation also if you have any technical difficulties lesson excuse me let us know in the questions box and we'll do our best to assist you today's presentation will be recorded and available to view tomorrow we'll e-mail you the link after the presentation after you exit the webinar today you will be prompted to take a short survey train Sigma wants to hear from you so please take a few minutes to complete the survey will also choose one participant from today's audience to receive a copy of our SharePoint 2010 Administration training course but you do have to complete the survey to be eligible to win so be sure to fill out that quick survey after today's webinar also if you have additional comments or feedbacks you can send an email to webinars at Train Signal comm with that thank you for joining us for today's webinar here's Bill thanks Chris welcome everybody and good day as Chris said I am bill culture man and I am an instructor here at Train Signal have been for many years now and I'm a SharePoint MCT and I will be your presenter for today let me tell you what we're gonna talk about today we're gonna start with that question what exactly is SharePoint I'm going to endeavour to explain SharePoint what it is and things you can do with it in a very very high-level overview but give you a little bit of a better idea of what exactly SharePoint is we'll do that taking a look at the SharePoint wheel which is Microsoft's way of explaining what functionality is part of SharePoint and then we'll talk about site collections SharePoint site collections a very important part I'll explain that to you the hierarchy and what they mean to you and why they are important then we're gonna go ahead and we're gonna go hands-on to take you into a SharePoint environment and I'll show you how to create a site we're gonna create a team site which is probably the most popular site in SharePoint next we're gonna go ahead I'll show you how to create a document library also a very very useful and popular feature of SharePoint and then lastly create a list in SharePoint all of this should take us about 45 to 50 minutes and at the end we'll have time an open session for questions and I'll do my best to answer all the questions that you have so lots of great stuff let's go ahead and let's get going the first thing I want to do is I want to go ahead and I'm going to throw a little poll out there and I'm gonna ask how many people are actually viewing are actually using SharePoint right now so I see that people are starting to to answer I know that a lot of times in in the point of this webinar and why I really wanted to do this one I'm very passionate about SharePoint I like SharePoint a lot but one of the biggest questions I get when I tell people yeah I'm working with SharePoint I'm teaching SharePoint I'm learning about SharePoint it asked me Bill what exactly is SharePoint what the heck is it I don't understand it and what can I do with it and I'm guessing that's why a lot of you are here as it is right now I'm just gonna give you a couple more minutes here a little more time to answer my poll it looks like we've got 81 percent of you have 82 percent and I'm gonna give it 84 just a little bit more see if we get a hundred percent participation out of everybody all right I'm gonna go ahead I'm gonna close up the poll because I think I have my answer I'm gonna share it out so that everybody can see it and as you can see like I suspected 44% the majority of you don't use SharePoint as many of you are yes barely and 12% no I'm not even sure I know what SharePoint is so that's what I expected and that's why we're all here and that's great so why don't we go ahead and let's get started SharePoint is a web-based platform that creates an environment in which teams of people can collaborate together on various types of projects things like budgets proposals forms contracts whatever types of projects require input from several sources the SharePoint infrastructure is a multi-purpose platform that allows for the creation and managing of business websites internal sites private sites and even public web sites your front-facing public web site can indeed be created and hosted in SharePoint it can be used for document and file management it includes collaboration spaces it has social networking tools enterprise search to make it easy for people to find the information they're looking for in their SharePoint and business intelligence ways to go ahead and fulfill those business business needs SharePoint can also be used as a web application development platform when at its very heart SharePoint is for the collection and storing of information it is a database think of it as a giant container for information because it's a web-based program the only thing you need to access your SharePoint is a supported web browser such as Internet Explorer SharePoint can help your project stay organized by providing one central location where you can access work with or collaborate on various parts of your project your site can have a project calendar and task list helping to keep track of those important deadlines and team member schedules you can create discussion boards meeting spaces where people can share ideas and problem-solve together team members can share the latest information about a project using announcements current up-to-the-minute information you can use the extensive business intelligence tools so that you can track analyze forecasts and report on many aspects of your business SharePoint also provides a central repository for any reference documents or other resources necessary for your project your team with its document and asset libraries what this all means is that everything is now in one place one easy to access site that has everything you and your team need to manage and collaborate on that all-important project you'll have instant access to the most current versions of documents up-to-the-minute news and information about the project and easy access to your colleagues everything you need right at your fingertips let's go ahead now and examine the SharePoint wheel get a little bit more detailed about the functionality of SharePoint and remember this comes right from Microsoft so what is the SharePoint real it's right there in front of you the SharePoint wheel is what Microsoft uses to help describe the functionality built into the SharePoint platform the wheel refers to sips six abstract functional abilities number one sites SharePoint allows you to create any type of website for your business whether it's public or private it can be an intranet and extranet or your full public website whatever you need you can create it in SharePoint and the great thing about it is that it does not require specialized knowledge you don't need to be a web designer or a web developer to create these websites they can be created very simply and easily in SharePoint it allows for centralized location and management of these sites another really great feature of SharePoint number two communities community sites let people work together in ways that are most effective for them how by providing great collaboration tools that anyone can use to share ideas you can organize your SharePoint environment into teams groups and communities by project by location by office or region or any other division that is necessary number three content content management made easy one centralized location for files you can set up retention policies check documents in and out create a document version history that you can access manage and modify easily with your web browser and SharePoint as you might imagine has seamless integration with Microsoft Office 2010 Web Apps this allows for simultaneously co-authoring and editing of documents number four search people can find the information they need easily and quickly with SharePoint powerful and enhanced search capabilities sharepoint uses social clues search that is people and expertise specific to find people and contacts you can search for internal and external content types Microsoft tells us that there are over 400 structured and unstructured content types that are supported using advanced content processing with strong linguistics and right now there are 85 languages supported there is an also a feature known as fast search unfortunately or fortunately depending on how you look at it fast search is only available as an addition to SharePoint Enterprise Edition but fast search allows for the addition of tags and metadata to unstructured content like video and audio using linguistic and text analytic technology this is a really really great great feature that's going to just make everything so much easier to access number-5 insights sharepoint insights let everyone access the business information they need to make good decisions we're talking about business intelligence people can use the information and databases reports and business applications to address specific needs of the business with SharePoint you can create interactive dashboards and scorecards giving the users easy access to the information that they need in a familiar format that they are comfortable with very important for your users and lastly number six composites SharePoint provides an application platform that you can use to assemble connect and configure collaborative business solutions allowing no code solutions to complex business problems using SharePoint designer SharePoint also allows for custom code solutions to be deployed safely so if you're not happy with the tools that are already there you can have a developer create those apps for you in SharePoint now let's go ahead and let's talk a little bit about site collections we're getting a little bit closer into the meat of what we're gonna deal with today what we're gonna talk about what I'm gonna show you every implement of SharePoint starts with the top-level site the top-level site is just the first site there's nothing special or different about it it can be any type of site and every top-level site can have sub sites below it now just because it's a sub site doesn't mean it's any less important or that there's anything different about it it's just been created subsequently - the creation of the first site and we can have as many sub sites off of our top-level site as we need and of course as you might imagine each sub site can also have sub sites so as you can see we're creating here a pyramid of sites in our SharePoint environment in all of these sites together create what's called a site collection now you can have multiple site collections with each SharePoint environment we can go ahead and have as many as we want and they can be as big or as small as they need to now a lot of times people ask me why do I need multiple site collections if SharePoint can have as many sub sighs why can't I just keep adding more sub sites well there's a lot of reasons for this and they are many and varied but a very common reason to create a site collection is to collect excuse me is this create a site collection for each individual team department or group in an organization for example air I have a site collection for sales marketing and production each with its own administrator permissions user groups site services and features now in a large organization you may have dozens hundreds even thousands of SharePoint sites and as the company grows so might its SharePoint now from an administrative perspective creating new site collections is way easier to manage than continually adding more sub sites which would ultimately ultimately make your site cumbersome and hard to administer it's much easier to assign a site collection admin to each site collection rather than have one administrator try to manage every aspect of every site think about that if you had to deal with different permissions and different needs and functionality of all these different sites it's gonna be quite a cumbersome task for one person or even a team of people by breaking it up into these smaller site collections it's gonna make it much more easy to maintain and control that SharePoint environment and that is basically like I said high-level overview what SharePoint is all about now let me go ahead I'm gonna throw out another question here after my little demonstration here our little discussion do you have a little bit of a better idea a better understanding of what SharePoint is now and I'm gonna give people a few minutes here to go ahead and vote SharePoint is a really awesome tool it's something that I've been working with now I'm fairly new to SharePoint I don't go back to SharePoint 2007 my introduction to sharepoint was in 2010 but I like it I can't learn enough about it and the more I use it the more I think it's a wonderful wonderful tool very very flexible and I hope that someday all of you get to love SharePoint as much as I do all right we're at 82% I'm gonna give it just a little bit more here to see how we're doing and I'm I am pleased with the results so far all right it looks like we so we're slowing down so I'm gonna go ahead I'm going to close the poll and I will share it out and as you can see 84% of you got a lot out of that 15 minutes or so of my exploration of SharePoint for the 5% of you who don't understand it I I hope that we can shed more light on it as we go through the rest of our presentation it's not maybe come back tomorrow and watch the seminar again and let's go ahead this is great though I'm glad that I helped that many of you so I'm gonna go ahead I'm gonna close up that poll and let's go ahead and now and let's get right to sharepoint welcome to global mandates global antics is the mythical company that our sharepoint installation is been created for this that we are looking at right now is the top level site for for my global ethics this is the top level what we are going to do now is create a sub-site we're gonna go ahead and create a new sub-site now to do that we simply start up here in the upper left corner you'll see here this site actions button I'm gonna click on that and I get this menu now depending on your level of permissions and there are several several different out-of-the-box permission levels and you can create custom ones I am a full administrator of this SharePoint environment so I have full permissions I can do everything and anything these permissions that you see these actions that we see are not going to be available to everybody but if you are a site collection administrator you will probably have all or most of these now if you are a contributor which is another default SharePoint permission level you'll have most of these but if you're simply a viewer if you're somebody that your company says they want you to be able to see the information but not necessarily interact with it you won't have any of this but we're looking at it as a site collection admin and what we are going to do now is create a new site halfway down our menu here so let's go ahead and click on that we'll have to give it a minute to wow that came up fast we get this window and you can see right here all of the different site templates that come with SharePoint right out of box these are a number of different types of sites that you can create that have their own special properties and you see they're broken up into categories we have blank and custom there's always a blank site available so that if you don't like any of those sites you want to create your own customized site you start with a blank site and have at it we have content sites data sights meetings these are great search sites like I said we see that fast search Center because I am running the enterprise edition of SharePoint in web databases which are great if you're using that creating your front-facing web page with SharePoint but the one I saved for last is the collaboration and the team site this is what we're gonna create now and if I go to the all categories it's not just a coincidence that team site is listed first like I said before it is a brand it is probably the most popular site that is used so I'm gonna click there and we need to come over here to the right and we have to give our site a name now this site is going to be dedicated for the creation of the annual report it is the annual report team site so that's gonna be the name of the site and we are gonna go ahead now we have to give it a URL mate now I could simply type in annual report team no problem I can name it Bob if I wanted to whatever I want but I'm gonna give you a little tip a little piece of advice although you can have spaces in your URL name I can have annual space report space team a best practice is to not include spaces because it's gonna make it easier for you trust me later on if you ever need to navigate or do a lot of complex linking and things like that in SharePoint if it's no spaces so I would advise you to come up with some kind of a naming convention that will allow you to go ahead and not use spaces and mine is going to be the initials AR T annual report team site all one word and I could create push this create button and our site would be created but I'm gonna go ahead and take us to more options because I want to show us a couple more things and when we open this up we see that we can add a description for the site I don't feel it's necessary for us to do that right now but I also have a sections for permissions do I want to use unique permissions or use the same permissions as the parasite that top little sight we're going to choose to inherit the permissions from the top-level site just because we don't have the time to go into using permissions and creating permissions today now the last thing I want to look at is navigation do I want to display this site on the quick launch of the parasite well of course I knew I wanted people to be able to find it and over here on the left side you can see where my mouse is that's the quick launch so now we're good to go we're gonna create give it a minute here while it puts everything together and there it is there is my brand new team site right out of the box from SharePoint in this site behaves exactly like the top-level site there isn't anything different about it except there's no content we haven't added anything and if I want to go back to that top level site I have this home button here ah full jet that's just the home for this site remember these two sites are identical so home is like the home page for this site I can go up here to this little navigate up button and global mantas is my top-level site so when I click there it takes me back to my top-level site and you'll see here on the top link navigation bar is a link back to my site pretty cool very simple very basic now let's go ahead and let's go into the site Actions menu for this site and everything in this site Actions menu effects only this site the site Actions menu that we were in before affected that top-level site so if I create a new site now that's gonna be a sub site of this sub site if I wanted it to be a sub site of the top-level site I would have to go back up one level to that top level site and go to that site Actions menu but what we're gonna do now is go ahead and take a look at site settings we're gonna direct your attention right over here to look and feel this little section here and you see title description and icon I'm gonna click there and remember when I went ahead and showed you more options it basically took me to this page it was essentially the same thing you see I can add the title I can add a description it already has the URL and the URL lame because I put them in there I like to do that first what if you forgot to you can always go back or if you need to change it you can always go ahead and go back and change it now I want to have more navigation on this site I want to have a navigation on my quick launch and on my top link bar so that I can go ahead and get back to other sub sites in my top-level site so how do I do that well I'm gonna start with the top link bar right here let's click on that and I'm simply gonna choose use links from parent I'm gonna get this warning message and what its gonna tell me is it'll get rid of any links that I have up here and that's okay because I don't have any so I'm gonna go ahead and choose okay and now I have the same links here that I had on that top-level site and now that home button took me back to my top level global Mantic site let's go back to our annual report team site now let's add links to our home site and maybe one of these sites here on our quick launch to do that once again I go to site actions site settings and choose quick launch and now it's going to effect this and you can see here this is exactly what I'm seeing on my quick launch these are all of my links the first thing I'm going to do is create a new heading for sites and it's gonna ask me for the web address what the heck is the web address I don't know what the web address is do you that happens all the time don't worry about it we're gonna go back home we're gonna look at the quick launch on our top-level site click here on the sites link which this by the way is all new since we created our new site but I'm going to click here two sites which shows me all of the sites all of the sub sites from our top-level site and I'm gonna go up here to my address bar because this is the address it's looking for I'm simply going to copy that go back to my annual report team site settings quick launch new heading and paste it in and I'm gonna give it the description sites she was ok let's see that now it's here it's at the bottom well I'd like to have it at the top not a problem I can choose change order sites is down here it's listed as number 4 I'll select my drop-down and change it to number 1 now we're talking but now I have to get links here to the other sites that I want how would I do that well you probably already guessed new navigation link so I'm gonna click there and again it asks me for an address but not a problem I'm gonna go back to the top-level site copy that address I can use the back arrow I know before I want a little bit of the longer way but remember we're using Internet Explorer it's just a browser I'm gonna click on that back arrow it takes me right back to where I was I'll paste that site in and I will call it romantics and here it gives me the option to put that new link under any one of these headings well I want it under sight so I'm gonna choose okay let's go ahead and let's go back up and now I have a link back to that top level site on my navigation my quick launch navigation bar pretty cool all right now our site doesn't have anything on it it's pretty much empty isn't it we need to start creating things so the first thing we're going to do is take a look at the libraries I'm going to click here to the libraries and you'll see that we have three libraries already shared documents which we see here on the home page and this is part of the team site template I also have site pages which is a link back to that home page and this page which is just an informational page provided by Microsoft which most people get rid of after a while once they rely to do all of this stuff they go ahead and just believe it and I also have site assets and already existing library but you're not here to see a library that already exists we're gonna create our own there's two ways I can go ahead and do that I can go to this libraries link like I just did this heading and hit the create button looks familiar doesn't it it's the same place we went to when we created the new site only this time we are going to choose library and see that it gives me the list of all of the library templates that I have available I can also go to my site Actions menu and choose more options same place same exact thing just two different ways to get there and there are a number of different libraries here's the asset library all right exists an asset libraries can hold all kinds of things video audio pictures documents whatever kind of information you have but we're gonna go ahead and select a document library because the document library is probably the most popular again just like the team sites so I'll choose document library and I have to give it a name so I am going to call this report documents and again I have a more options button and just like we saw with the site I'll show you a way to go ahead and get back in and change and adjust these things after the fact but I like to do things first again I have a place for a description navigation do I want to display this document library on the quick launch oh yeah I sure do I like navigation I like it to make it easy for everybody to get where they need to go document version history now I talked about this a little bit in the intro you can go ahead and set it up so that as people are working on documents together it will save versions of them and this is important in a lot of industries now I'm not going to get into that today we don't have enough time for me to deal with that but we're gonna go ahead and leave it at No and I want to show you document template right now and by default the document template default is a Microsoft Word document but if I select this drop down this little menu here you see I can make it an Excel spreadsheet PowerPoint presentation a OneNote notebook if you use OneNote how cool is that a SharePoint designer web page basic Paves webparts pages these are all things we won't have time to get to today but they're really cool trust me and if you don't have office 2007 or 2010 if you have an older version you can make it default to an older version of Word Excel and PowerPoint but I have Microsoft Office 2010 loaded on this machine so I'm gonna leave it at the default and choose create and there we go this is our document library notice the report documents has been added to our libraries and we don't have anything in it it's blank it's empty but there is a big plus sign here that says add document so I'm gonna click there and it gives me a place to upload the document now remember we talked about SharePoint being a container for information for documents for everything you've got what you want to do in one of the really important things about using SharePoint and using document libraries is it is one central location think of where you're at now do you work with a shared drive you have a are you in an organization where a lot of people use a shared drive you're working on a document you have to download it if you're working on it nobody else can work on it and maybe you put it on your machine and you save it there cuz you're gonna be working on it on and off you don't want to tie everybody else up but then you forget to upload so you've got the most current document on your machine but nobody else can see it with SharePoint you work on the document in SharePoint and when you make changes it saves to SharePoint and everybody has the most current information you can in SharePoint even have it so that two or more people can be working on the same document at the same time this is why SharePoint is so important much less stressed much easier to deal with stuff so we're gonna go ahead and we're gonna browse it'll open up the document library on my local machine and I'm gonna select the document I'm gonna choose the business plan report choose open and then okay and it there it is that quickly it uploaded that document into my SharePoint database pretty cool now what if I got a bunch of documents I have to upload well notice up here we have the ribbon if you're using office 2007 or 2010 you're familiar with the ribbon now this is a little bit different if you don't have any of these commands on your ribbon but it is still in the ribbon and I have a contextual tab here for library tools because I'm in a library and I have 2 tabs documents and library we're gonna go to the documents tab right now and choose to upload a document and notice it's two parts if I click here I get the same box I had if I click down here I get the choice to upload multiple documents when they just make it easier and easier to open let's go ahead and browse for files instead again it opens up my document library and now I can select multiple documents and that quickly it's gonna upload all four of those documents for me right into my document library and there they are now let's go ahead now and let's take a look at one of these you notice when I hover over I get this little drop-down arrow here let's take a peek and you see this menu gives me a lot of options three of which are view and browser edit in browser and edit in Microsoft Excel you don't even have to have Excel or Word or office on the machine to work with these documents if you're in a remote location you're signing out to your SharePoint from there and that machine doesn't have office on it no problem go ahead and click on View and browser there it is it went ahead and opened up that document right and Internet Explorer for me that is the SharePoint Office Web Apps and web apps are our special add-on for SharePoint you have to turn them on you have to install them but it's not a big deal it's a very easy process and this is just we just are viewing it we're not able to do anything but if I want to edit in the browser I can go ahead and click there and now I have a simplified ribbon for Excel the web apps are a light application of the app of the different internet explorer or excuse me the different office applications it's not the full-fledged thing but you can do a lot with them and if you need to go ahead and open it up in Excel because if there aren't options in here you don't have you can click to open Excel now I'm not gonna do that because this is an Excel class and it's gonna prompt me for my user credentials and password that's just gonna take away time when I'm done I simply need to go ahead and go back and see that it is right back into my SharePoint now let's go to the other tab for a minute and take a look at library there's a lot of settings in here but what I want to do is go all the way over here to the right to library settings let's click there right here title description and navigation this looks kind of familiar doesn't this look like the site actions the site settings menu this is what I was telling you before this is just like when we were creating the library we choose more options this is where we would go ahead to effect changes in there and there are a lot of other things here that pertain to this document library and if I needed to delete the library I would go right here all right let's go ahead now let's get back up to our home page and let's take a look at lists well though there are only two here we have four that have already been created for us calendar which is just that it's a calendar but it's a team calendar everybody on the team everybody who has access to this website sees this color so what do you think it's a great place to put meetings deadlines tasks people's vacation days so you know who's that going to be in the office when it's a great great tool we also have a task list which is simply a to-do list announcements up-to-the-minute information and links links to content links to webpages links to all kinds of different things whatever links you need for your team for your project you can create a list for it now what we're going to do is we are going to create a new list and it's just like we did with the library we can create here or we can create from the side Actions menu I'm going to choose create here hey again we're back here only this time instead of library we're gonna choose list and there's the different types of lists that we have and as always along with the blank library and web page we have a custom list if one of these isn't going to serve your needs we see our announcements the calendar contacts is what we're going to create but there are others links and tasks let's go ahead and let's create a contact list very simple and I'm gonna just call it team members because we're gonna have the contact information or everybody on our team and again I have a more options button or I can add a description do I want this to appear in the quick launch yes I do I'll create it looks a lot like the library doesn't it but look up here we have list tools instead of library tools although the options are much the same there's even a list settings button over here let's go ahead and let's add a new item AHA now I keep coming back to think of SharePoint as a container for information we have to stop thinking about things only in terms of documents because yes we have a place for Word documents Excel documents PowerPoint presentations one notes any kind of pictures whatever what SharePoint is more than that we're gonna create these lists just in this container in this little form here it's not going to exist as a document I'm not going to open this an Excel or Word it's just information it's just collecting information now I'm gonna just put in some information about myself and we will see what this looks like now I'm not gonna go ahead and of course it would help if I could spell trade signal right wouldn't it there we go I'm not the best typist gang I'll be honest with you I'm gonna save that there it is and you can see it has column Hatter's just like if it were an excel list but it's not an excel list it's not been created in Excel and if I want to view it I simply click it and it gives me that form with all other information and if I have the permission I can edit it and add more information to it that way and think of all of the types of Lists that you can create right in SharePoint as opposed to creating it in Excel or in Word and then importing it or uploading it and managing it it's much more easy to deal with just as information rather than a document now I want to go ahead and switch over you'll see up here on my browser I have another tab this is an alternate SharePoint site this is another global Mantic site that I have already created I've had it for quite a while I actually if you ever see any of my SharePoint courses you'll see this extensively but I've got a lot more lists in here that have a lot more information in that that we can take a look at one of the things I want to take a quick look at is the global metrics employees look at that now that's a contact list this list is several pages long and there's that's what I'm talking about that's all that kind of information and if we wanted to go ahead and view that item it's all right there and although we don't have time today you can set up these lists to have whatever kind of information you need in it that you want to show let's take a look at announcements here you go up-to-the-minute information and again none of these are documents you know these are Word documents none of these are Excel it's just information in the database organized by using a form even the calendar here's an example of our calendar with plenty of items in it Wow we got a month um yeah monthly meetings like crazy don't we all right and that is how we go ahead and create SharePoint lists and that I believe is the end of the demonstration that's about all the time we have for now so let me go ahead and open this up to you guys but first I'm gonna throw out another poll question for you after seeing this can you guys think of ways that SharePoint can help you in your company your business right now it will give it a couple of seconds here in just a minute I'm gonna open it up and I'll start taking people's questions I know it's getting close boy that time went by fast innit all right we're getting we seem to have bottomed out here so let's go ahead and let's close poll and I'm going to share it out and I'm glad to see that 80% of you here are able to go ahead and just for my little presentation see ways that SharePoint can help you SharePoint is a wonderful wonderful tool it's a great resource all right let's go ahead I'm gonna hide this poll and now I will begin to take some of your questions let me go ahead and go back in here and see what I've got okay to sub-sites equate to the tabs you see in the default template by Kristin I'm not exactly sure I understand that question Kristin if you can be more specific in that I'll try an answer that let's see is there any integration between SharePoint 2010 and exchange for a trend oh yes absolutely um SharePoint integrates wonderfully with all of the Microsoft Office programs they go hand in glove that count you can you can link your SharePoint calendar to your Outlook calendar you can bring things in and out yes there is integration with the entire Microsoft Office suite a couple people have asked is this webinar is going to be available afterwards yes they're recording it right now and tomorrow sometime it will be available online on the train Sigma website they are going to send you I believe an email with a link to it so you come back and watch it again the SharePoint play take place of the old methodology our DB web app client since I see okay we don't have enough time to get into that somebody asked are you creating a new top level site or a sub-site of global Mantic so I created a sub-site of the global ethics you would have to create that top level site during the administration prompt the installation process you get that set up we would actually have to go to the SharePoint Server itself and use the administration console console to do that somebody asks am i using I'm using a team site but is this a top-level site or a sub site uh in my like I said in my example it actually continued to ask how can you tell the difference well you can't and that's what's good about it to your users there should really be no no way to tell unless you set up your navigation in such a matter I mean if I go here to my breadcrumbs come on there we go it's obvious which is the top-level site but they both work exactly the same like I tried to tell you in the beginning the top-level site it has no more importance than any other site it's just the first one so then the term site in SharePoint always refers to a sub sub site technically essentially yes like I said except for that top-level site and it really is no different than any other it appears that SharePoint is a collection of web sites centrally located under a main site that admins can control access to for others much like ad controls access to servers and folders true um yes in a very basic way it's exactly that's a good way to put it that was from Thomas yes that's an excellent way to put it um SharePoint is a collection of websites and like I showed you in the beginning site collection so you can silo these sites into these site collections to help ease of administration now you're still gonna have a top level administrator somebody who or team of people who has oversight over the entire thing but by allowing people to be site collection admins they're not going to have all of the top level permissions but they are going to be able to go ahead and control their site collection because different site collections may need different features and functions and aspects of SharePoint I notice everything is HTTP is it recommended to use HTTPS or is that not needed Nick um it depends on your application of it if it is a site that people will be able to sign into from externally then yes you definitely want to use a secure HTTPS if it's just an internal site you may not feel that that's necessary if you are comfortable that your SharePoint environment is behind a firewall or some sort of protection so that can't get be gotten to from the outside can we have additional documents implements in the document library I'd like to have Visio files there yes and actually that's a great I can I can even show you let's go to my libraries one of the libraries oh why is it oh you know that's a site I take that back let's go ahead and let's go back here for Visio and Visio is a sort of an unusual animal Visio you have a Visio process repository which is a separate site it's not a library per se but it it's what you would want to use if you're going to be working with Visio processes and it's a way to go ahead and store those Visio document I mean if it's just a Visio document that people look at then you can put it in an asset library without any problem but if people are going to work on Visio documents you're gonna have to create a Visio process repository site and Visio is you have to go ahead and enable Visio services which is something the top-level admin or even the site collection admin and actually this is a great point about site collections because maybe one site collection needs those Visio services and another site collection doesn't if you were to have all of your sites under one collection if you hadn't broken it up you would enable those services for every site and that would just be using up resources for all these sites that don't need it one site collection only can have Visio services running on it and it works really really well with Visio there's a lot of really cool things that you can do with Visio and SharePoint um again if I had the time or I could show you some really neat stuff does choosing word mean that only Word documents can be stored there will it support PDFs yes um I'm sorry that was a two-part question ah no you don't have to only store Word documents if you saw in my example I that document library even though we had the selected the word document template I was able to store all different kinds of Word documents and yes you can't store PDFs in the in these libraries what I want to show you and I should have done this earlier I just thought we were gonna run out of time is well if I go to the new document by choosing word document template as my default that's all that means if I go ahead and click on this now it's gonna open up Microsoft Office Word for me and I'm not gonna sign in because that's a big hassle and trying to get that to go ahead and do that yes you know it's gonna walk me through this but yeah it just is if you want to create a new document right in SharePoint instead of uploading it that's the default template and there are ways to add more templates and different content types but again that's a little more in-depth and we can have time to go into how does file locking work when more than one person is using checking out the same document how can you prevent one person from changing same data that someone else is changing at the same time okay that's an excellent question and it's really flexible if you in if you go ahead and enable the ability to check documents in and out by default that's not set that way right now we can all go ahead and work on these documents at the same time but if you if you enable to check in and check out nobody else can work on it if you check the document out nobody else can work on it while you have it checked out and that's a great way to prevent people from making any changes if you have chosen to not check documents in and out if you want people to collaborate on them together they cannot work on the same area of the document at the same time if I had more time again I could I could open up another virtual machine and we can have I can work out with my document simultaneously but you will see as you're working on the document what you would see is brackets around say it's a Word document the paragraph where some person is working and it'll show you who it is it'll tell you exactly who that person is and if you have more than one person you can see it you don't see it real time you're not going to see them typing but you'll see they're working in that and if you save and refresh you'll see their changes his Web Excel also run macros I don't want the right one there just use that is a good question and I will be honest with you I don't think that you can use macros in the web apps I'm not certain but let's find out together yeah see I didn't think so there's no place from this is all you get these tools up here aren't the only tools that you're gonna have on the ribbon there are no more tabs except for insert but that's just tables and hyperlinks so yeah no macros into web apps and I didn't think so like I said it's a very light version of it the SharePoint worked well with other browsers Firefox Safari Chrome etc it prefers Internet Explorer I'm not gonna lie to you I have used it with Chrome I've not tried it with Firefox or Safari so I can't speak to those I have had it work fine in chrome but it really prefers Internet Explorer I'm not gonna lie to you can you pull a copy of the corporate calendar to the team site and then add things that only relate to the team to it yes absolutely without a doubt you can pick and choose exactly which calendars you want to bring in yeah that's not a problem no yeah that's actually can the calendar pre-populated my exchange yes absolutely can you have a public website form that can put data in a list Kevin that's a great question and I hate to say I'm not sure I don't know I'll be honest I'm not well-versed in SharePoint as and how it works as a public website um Ferrari dot-com their site is hosted entirely in SharePoint um go check it out I'm not really sure I honestly can't answer that question I'm sorry is there a way to sync a calendar in context that exists in exchange Zach yes absolutely can a list of users be pre a creepy populated from Active Directory without resorting to programming yes absolutely will there be other webinars I don't know was the global Mattox employees manually created can they be auto pulls from Active Directory yes they can't gunther but i will also tell you i did this and honestly I pulled this global Mattox employees in from Excel this was a list that was in Excel and there is a way to go ahead and just import it from Excel it was very simple very easy it looks as though you need to assign a SharePoint administrator even though individuals created load a lot of the info yes yes you have to have an administrator somebody has to keep track of this mess because there are a lot of things going on behind the scenes you can't hit I mean maybe you can if you trust everybody in your organization at full control then have at it somebody has to be able to just just for the sake of managing permissions alone you always want to have an administrator and like I said grouping your SharePoint into site collections allows you to have very focused and very detailed small groups of the site collection admins can SharePoint be used with Microsoft Access or open and edit access databases yeah yes and no um it can't work with access there are limited things that you can do with access you can bring an Access database into SharePoint but SharePoint database is sequel so you know it's the if the access if you bring it in it's just gonna dump it into sequel um I'm not an expert access expert and unfortunately our access expert is in Seattle today but I believe that it is very limited in terms of what you can do let's say I'm seeing a lot of the same or similar the SharePoint work with office 365 yes it does and again I'll be honest with you I have not gone down the office 365 Road yet but I've heard that it's great that there are a lot of great things that it can do again it's Microsoft they want everything working together the SharePoint users need to be used as an Active Directory yes they do yes they do if I am off site people that need to use SharePoint library can I add them just to SharePoint and not my Active Directory I gotta be honest with you there's no I I'm not exactly sure about that I would have to check on that and let you know how many types of permissions are there and what are they uh you know what when I can show you that really quickly let's go ahead let's get here the these are the different default permissions contributors designers owners readers viewers and then your top-level admin but you can create great thing about SharePoint very flexible you can go ahead and create as many permissions groups as you want see that you have create groups and grants permissions all right well it's been about looks how long is SharePoint been out uh-oh he's left all right I'm not exactly sure can sharePort pulling my existing folders from my shared drives or earns that is this a folder by folder creation process ah yeah unfortunately Brian you do have to to create those diet those document libraries one at a time but you can link you know I showed you how you could go ahead and upload multiple documents so it's actually a pretty easy process what ms server products are required for a sharepoint server um I'm running this with simply we're using server Windows 2008 server r2 I believe enterprise and we have no active directory in the domain controller SharePoint installs is so what is a page in SharePoint it all sounds like sub-sites oh good question good question um let's go ahead and let's go back here and let's go to get back here this is a page if I wanted to add another page I could go ahead and create another one um I have to edit and you have editing tools to go ahead and create woops I just closed it sorry about that you can go ahead and you can create new pages and just think of it like a regular web web page you would have different pages and there abilities to add webparts and really get into laying out and here's text layouts you can add different columns and sections for the different pages and they are different than the site it's it's just like a website the site has pages all of the sites that we looked at today only have one single page they're all very small can I run SharePoint in a VM yes you can in fact I'm doing it right now if I can peek behind the curtain here you can see that there's my domain controller my SharePoint Server and my client machine I hate to break the illusion is there any functionality in SharePoint 2010 to send updates the members contacts via mail about documents etc absolutely RSS feeds and alerts for all documents all document libraries all lists that is a really great feature let's go ahead and let's go to our library here you can set up for alerts emails and RSS feeds for everything where does one navigate to have full control guide permissions of all sites and all collections you would have to go to your SharePoint Server and go to your administration console for that can i migrate my data from SharePoint 2007 to 2010 yes can we do InfoPath forms on Windows SharePoint or we do need or do we need office sharepoint InfoPath you have to have input InfoPath an info path also integrates just tremendously tremendously with sharepoint if i go ahead and go to libraries no Sutton here oh I want to create a new site I'm sorry I wanted to create more options go to libraries your forms library integrates with InfoPath if you put documents Docs or PDFs into the library will its contents be found by the main search bar on the site if you turn on the crawler the web crawling in the search there's a lot of there's a lot of work that goes into setting up search in SharePoint again I don't have the time to do it just this today but yes you can set it up you can also create an entire search site that will go ahead and have really fine grained search permissions search excuse me uh search functions ferment great question Cori for managing projects we use routing sheets as the project progresses the routing sheet is moved to the next responsible person can we do this with SharePoint yes indeed you can in SharePoint we call those workflows and that isn't very wonderful and let's go here work whoops that wasn't what I wanted it went too far workflow settings yes workflows can do exactly what you're talking about wonderful wonderful feature is there any way to force the check out if a user simply forgot to check out unfortunately no but if you are a the site collection admin and you have access to those permissions you can go ahead and check force that check out to see I'm assuming you mean check back in if somebody checks something out and then forgot to check it back in yeah you can go ahead and do that way that way but there's not an automatic way to set it up is there any link to an e-book to get more information and specifically focus on commercial websites there probably are tons of books out there and unfortunately I have no first-hand knowledge of any of those right now but I'm sure that it's not hard to find let's see can we assign quota for shared documents I'm not sure what you mean by that is that quota as to how many documents can be in a library or how many the limits that people can put in a library or not if you can clarify that a little bit for me maybe I can go ahead and works fine in Firefox Thank You Tyler I never I like I said I haven't used it with Firefox our backup some document stored in the document library in case users removed ax on accident um no but if you are backing up your SharePoint site regularly your SharePoint libraries it wouldn't be an issue and you can also in your permissions you can limit people to not being able to delete documents for that that doesn't happen can you see secure documents from one collection site to the next one not sure I understand that exam exactly either sherry I'm sorry how did you come about obtaining the globe the tabs in the global antics site I am going to assume that you mean these here or these up here these come with these we have we showed in the very beginning when I was with the navigation and that's under site actions site settings top link bar I can go ahead and add in headings and navigation tabs that way using accessed edit list in SharePoint is very handy Thank You Cassandra like I said I'm not a access expert well not not using ie caused lots of errors and issues no I know all Tim is left but I don't believe that it will can you convert a one-note notebook directly into sharepoint David yes now can you upload folders into SharePoint no but you can upload the documents into a document library there's no folder structure per se in SharePoint can you publish many commercial website with different domains under the share under the SharePoint host yes all right I think we're at the end well thank you everybody I hope that you all enjoyed it as much as I enjoyed being here with you thank you very much alright folks that's all the time we have for today thanks again for attending and for your participation as a reminder today's webinar was recorded and will be available to view tomorrow morning at Train Signal comm slash blog slash webinars and will also email you the link and remember as you leave please take a minute to fill out the survey for a chance to win the SharePoint 2010 Administration training course by J Peter Percy Z we will email the winner thanks again and have a great day

Channel: Pluralsight IT - Training Archive

Views: 299,366

Rating: 4.7115383 out of 5

Keywords: Microsoft SharePoint, SharePoint, TrainSignal

Id: 9Fzy7ezISRc

Length: 72min 39sec (4359 seconds)

Published: Fri Mar 02 2012