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Sharepoint as name defines, is a website to share and collaborate.

Sharepoint is a website wherein team members can see documents and folders created by them on
windows platform and are accessible over the web.
Features of Sharepoint

• Collaboration – Collaboration means working together. Sharepoint helps you to share


information about project to team members through organise way.
• Document Management – Document management helps you to manage documents in a
structured way and allows you to share documents to authenticate users through the use of
versioning, metadata, workflows, and search.
• Portal – Portal provides interface through which you can able to access information and share
information over the web.

Example of Document Management with Sharepoint:


Let say you have Business Requirement documents, which needs to be shared among group of team
members, than sharepoint is smart choice.

• Sharepoint allows to edit document, save document and even versioning of document.
• Documents are accessible to authenticate users only.
• You can also able to view who had previously edited this document including all required
details such as date and time of editing document, what is been edited, etc.
• It is much more than just document sharing, it also provide workflow. Example: Leave letter
submitted by employee needs to be approved by team leader and manager can used
workflow, where in employee would get notification whenever any of them get approved the
leave, by this way employee is happy as he get latest status of his leave approval, also
manager doesn't needs to remember all the task, as he can able to view that leave request in
its pending task.

Add new user to sharepoint site

Step 1: To add new user to sharepoint site "My New Site" Sharepoint Site. Click on "My New Site"
Sharepoint site in top link bar and click on "Peoples and Group" from left pane.
Step 2: Click on "New" from Menu link bar and select "Add User" to create new sharepoint user for "My
New Site"
Step 3: Type user name in add user box.

Enter Name in add user box. If you know user name you can simply type in and click on check name
or you can even search for user name by clicking on browse user button and search for user.

Lets try both way. First type user name in add user box and press check name button.

So lets type user which doesn't exist in Active directory of windows server 2003 and click on "Check
Name" button.
As "James bond" user is not available in Active directory of windows server 2003, when you try to click
on check name button it will give you error that "No exact match was found". In order to add this user
you need to first create user in active directory of windows server 2003.

Now lets add user which is already exist in active directory of windows server 2003.

Lets type in user name "Harsh Patel" which is already exist in active directory. Press check name
button, this time it had display name with underline, indicating that its a valid user to create for
sharepoint site.

Now lets try to search user by clicking on browse button, which is next to check name button.
Type user name to be search in Find box, and Click on Add button to add selected user. You can
also add multiple user and press ok button to create all users to access sharepoint site.

Step 4: Give View only permission to new user.

You can select permission based on permission you want to grant particular user.
Step 5: Check the Send Email box if you would like to send welcome email to user.

Finally send a welcome message to user and create user by clicking on OK button.

New user is created and assigned Viewers only permission.


For creating site in sharepoint follow, following steps.

Step 1: Open main page of office sharepoint server 2007


Step 2: Go to Site Actions menu on right of main page and select the menu option Create Site

Note: As we are creating site under home site, it will create new sharepoint site under home site.
Step 3: Enter New Sharepoint Site details, in order to create new sharepoint site.

Enter Title for site. Example: My New Site

Enter Description for site. Example: Welcome to my new sharepoint site

Enter web site address. i.e. Url which would be used in order to browse this site. Example: MyNewSite

Step 4: Select Template for New Sharepoint Site

There are wide range of template available, you can find more details about each of template by simply
This step is important in sharepoint site creation as different sharepoint site template supports different
demo we will select Team Site Template from collaboration tab.
Step 5: Defining User Permissions.

You can give permission to access your new site by default site use same permission as parent site, ie. u
access to parent site will also have access to newly created site. Lets choose default option.

Step 6: Select Navigation Inheritance

By default it will appear in top link bar of the parent site. Lets use default option.

Step 7: Site Categories


You can check desired categories in which you want your newly created sharepoint site to be listed.

Step 8: Press Create button in order to create sharepoint site.

Your New Sharepoint Site is ready and its link is displayed in top link bar.

1. Understanding List and Libraries in Sharepoint


o Library
 Understanding Document Library
 Wiki Page Library
 What is Wiki Page Library and How to create Wiki Page Library
 How to use Wiki Page Library (Create New Page, Edit Wiki Page and
More)
 Picture Library
 What is Picture Library and How to create Picture Library
 Adding pictures to Picture Library
 Understanding different Views for Picture Library
 Data Connection Library
 Translation Management Library
 Personal document library
 Private document library
 Form Library
o List

 Links list
 Announcements list
 Contacts list
 Events list (Calendar)
 Tasks list
 Custom grid for a list
 Portal Sites list
 Meeting Series list
 Meeting Agenda list
 Meeting Attendees list
 Meeting Decisions list
 Meeting Objectives list
 Meeting Things to Bring list
 Meeting Workspace Pages list
o Gallery and Miscellaneous
 Discussion board
 Data sources
 Site template gallery
 Web Part gallery
 List template gallery
 Project Tasks
 Issue tracking

What is Document Library and How to Create Document Library

Document Library is used to create different types of document, organise documents and manage
them efficiently.

Example: Consider HR Department which are responsible for maintaining different resumes of
employee across organization.

Lets create document library to maintain resumes of employee in organization.


Step 1: Open Site under which you wish to create document library. Here I wish to create Resumes
document library under HR Department Site.

Step 2: Go to Site Actions menu on right of main page and select the menu option Create for
creating new document library.

Step 3: Choose Document Library under Libraries


Step 4: Give name to New Document Library. Here as i am trying to store resume documents in new
document library i have named it Resumes. Also fill in appropriate description. I wish that newly
created document library appears on left side quick launch menu, so I have selected Yes option, if
you don't want to than choose No option.
Step 5: If you wish that documents to be added by sending email than choose the option Yes and
also enter valid email id. Document Version History allows you to create new version of document
each time you edit, by that way you can recall earlier version of document to know more details
about what exactly been edited or to get any missing information unintensionaly deleted.
Step 6: Choose types of document you would like to store. Here we are trying to store resumes of
employee which are in word format, we have selected "Microsoft Office Word document"

Step 7: Ones document library is created, you can able to view document library. Here we have
tried to create resume document library, so after succesfully creation it appears as below without
containing any document.
Step 8: Now lets add documents to newly created document library. But to organize employee's
resume, lets creates different folder to classify employee with different skills. To perform that click
on New menu option and click New Folder

Step 9: Type folder name. Here type the name of skills with which you wish to classify employees
resumes. I have created three skill set in order to classify employees resume.

• IT Employee Resumes
• Management Professional
• Finance Professional

Repeat steps for creating folder to create folder for "Management Professional" and "Finance
Professional"
Step 10: Display of three folders.

Step 11: Upload Document to document library. Here we are uploading employees resume. To
perform that lets first upload one document by choosing the menu option Upload > Upload
Document

Step 12: Click on browse button and locate document to be uploaded. Here I have browse to Ali's
resume in order upload that document. Click on Ok button to upload document.
Step 13: View after one document uploaded to document library.

Step 14: Now let select the menu option Upload > Upload Multiple Documents to upload
multiple documents to document library.

From left pane try to locate folder containing resumes. Here C:\Resumes. After you able to locate
folder select list of documents you wish to upload by selecting checkbox. To select all documents
simply press Ctrl + A key, after you are done press Ok button to upload documents.
Step 15: View after multiple documents uploaded to document library.
Step 16: Now to organize each documents and arrange all resumes based on their skill set, we would
like to put each document in their respective folders. To perform this task select Explorer View as
view for document library. You will find view on top right end of document library.

Step 17: Explorer view for document library. Now select all IT Employees resume and drag and drop
to IT Employee Folder, you can also perform operation ctrl + x key and ctrl + v to perform cut and
paste operation.
Step 18: After resumes are uploaded to their respective folders. View of Finance Professional
Folder.

So in this article you have learned how to create new document library, how to upload document in
library and how to organise documents in document library.

Their is lot more to discuss for document library but to keep discussion simple and move through
tutorial series lets end discussion here. For more example on document library search for "Document
library in sharepoint" from search box on top of website.

What is Wiki Page Library and How to create Wiki Page Library
Wiki Page Library is site that allows visitors to change the content of existing pages and add new
pages on the fly. Wiki Page Library supports Table, Pictures, Hyperlinks and wiki linking.
For more Information on what is Wiki: http://en.wikipedia.org/wiki/Wiki

Example Scenario where Wiki Page Library can be useful: Wiki site can be useful in order to store
information related to project. In a large project it is hard for anyone to remember all information
and during course of time, employee leave the company and new employee joins the company. In
order to flow the knowledgebase among employees its necessary that there is a Wiki site, wherein
employee can view the information related to project, share their knowledge.

Now lets understand how to create Wiki Page Library.

Step 1: Open sharepoint site and on main page click on "View All Site Content".

Step 2: We are trying to create new Wiki Page library so lets click on "Create" link.
Step 3: On create page you can select "Wiki Page Library" under Libraries menu list.

Step 4: On clicking "Wiki Page Library" link on create page, you will be taken to Create New Wiki
Page Library page. Type a new name as you want it to appear in headings and links throughout the
site. Type descriptive text that will help site visitors use this Wiki Page library. If you wish to display
your Wiki Page Library in Left side Quick Launch bar, select Yes in "Navigation", else No. Press
Create button to create Wiki Page Library
Step 5: On clicking create button "Wiki Page Library is created and you are been taken to Home Page
of New Wiki Site. Here our Financial Project Wiki Library is ready to share Information.
You will notice that Wiki Page Library is availabe in Quick Launch menu under Documents. You will
also find user who have last modified wiki page and data and time of modification. To edit Wiki page
you can click on Edit link in top-right portion of Wiki Page Library. We will discuss how to use Wiki
Site next article.

How to use Wiki Page Library


In earlier article we understand what is Wiki Page Library and How to create Wiki Page Library. In
this article we will understand how to use Wiki Page Site to share, view and create new information
page.

Please read the following in order to understand how Wiki Site works in Sharepoint. It is very similar
to usual way of wiki we are using on http://en.wikipedia.org/wiki/Wiki If you are new to Wiki's
world, it is good that you should read following description to make yourself acquainted of how Wiki
works.

Editing wiki pages


This wiki library provides what-you-see-is-what-you-get (WYSIWYG) editing. To edit a page, click
Edit at the top of the page. You can insert tables and pictures with the click of a button. When you
are happy with your changes you can click OK to update the page.
Creating links to pages
You can link to another page in this wiki library by enclosing the name of the page in double brackets
on the edit form. For example, type [[Home]] to create a link to the page named Home and [[How
To Use This Wiki Library]] to create a link to this page.

To create a link to a page and have the link display different text than the page name, type a pipe
character (|) after the page name, and then type the display text. For example, type [[Home|Home
Page]] to create the link labeled Home Page that points to the page named Home.

To display double opening or closing brackets without making a link, type a backslash before the two
brackets. For example, \[[ or \]].

Creating pages
There are two main ways to create a new page in your wiki library:

1. Create a forward link to another page and then click on it to create the page:
This is the recommended way to create a page because it is easier for people to find the page
when another page links to it.

Forward links to pages that do not exist have a dashed underline. Start by adding the link
(follow the Creating links to pages process earlier on this page). Click the link to go to the
Create Page form where you can start typing your content.

2. Create a page that is not linked to any other:


In the Recent Changes section, click View All Pages. Then, on the New menu, click New
Wiki Page. This takes you to the Create Page form where you can start typing your content.

Managing your wiki library


You can manage the pages in your wiki library by clicking View All Pages in the Recent Changes
section.

Restoring a page
If you need to restore a previous version of a page, click History at the top of the page. You can
then click on any of the dates to view the page as it existed on that date. When you find the version
that you want to restore, click Restore this version on the toolbar.

Viewing incoming links


You can see which pages link to the current page by clicking Incoming Links at the top of the page.

Now, as you have read the description, lets begin with implementation of that one-by-one.

1. Understanding How to Edit Wiki Page


To Edit Page click on Edit Link from Top-Right corner of Wiki site.
On click Edit Link you are been taken to Edit Page of Wiki Site. As you can see in figure, you will see
WYSIWG Editor to Edit Wiki Page.

Ones you are done editing you should click on "OK" button to apply the changes.
After you are done with Editing Page, Page can be viewed as follow by every visitors of this page.

2. Creating External and Internal Links on Wiki Page


To create External Link on Wiki Page, open the wiki page in Edit Mode by clicking edit link from Top-
Right corner. On Edit Page select the text you on which you would like to open external link and
click link button.
In Insert Hyperlink dialog box enter the Url you wish to link.

And to create Internal Link, that is link to any of sharepoint page. Let say i would wish to create link
to Home Page than you can create link to that page by simply writing page name in double square
bracket. [[Home|Home Page]]
Page looks as below after you have created link.
What is Picture Library and How to
create Picture Library

Picture Library is a single shared location, where in members can share pictures, view picture
also download pictures.

Example: Let say your company had yearly Team meeting, during this meeting your employees have cl
pictures. So by creating Picture library employee can share and view pictures which was clicked during

Creating Picture Library

Step 1: Open sharepoint site and on main page click on "View All Site Content".

Step 2: Check whether any picture library is available, if you want to add pictures to existing library. W
new library so lets click on "Create" link.
Step 3: On create page you can select "Picture Library" under Libraries menu list.
Step 4: On clicking "Picture Library" link on create page, you will be taken to Create New Picture Library
name as you want it to appear in headings and links throughout the site. Type descriptive text that will
picture library. Here we are trying to share pictures of yearly team meeting, so lets type name "Yearly
so that we person can easily come to know what pictures this library consist of, and few words to descri
library can contain.

Step 5: Select "Navigation" as we wish to display picture library in Left Quick launch menu link, select "
"No" Option for "Incoming Email" as we do not wish to add pictures to picture library using email.

Step 6: Select "No" option for picture history version, as we do not wish to keep history of picture librar

Note: Versioning enables you to store, track, and restore items in a list and files in a picture library as th

Step 7: Press create button, to create picture library.


What is Announcements and How to
create Announcements

Announcements in sharepoint gives you facility to share news which are common to
everyone, status of work and anykind of short bit of Information which should be known to
everyone.

To create Announcements list you should follow following steps.

Step 1: Open sharepoint site and on main page click on "View All Site Content".

Step 2: We are trying to create new Announcements List so lets click on "Create" link.
Step 3: On create page you can select "Announcements" under Communications menu list.

Step 4: On clicking "Announcements" link on create page, you will be taken to Create
New Announcements list page. Type a new name as you want it to appear in headings and links
throughout the site. Type descriptive text that will help site visitors to use this Announcements list.
If you wish to display your Announcements list in Left side Quick Launch bar, select Yes in
"Navigation", else No.
Step 5: Select "No" Option for "Incoming Email" as we do not wish to add announcements using
email. Press Create button to create new Announcements list.

Step 6: Announcements List is ready now lets add announcement which is viewed by everyone.
Step 7: To Add New Announcement click on "New" Menu link and select "New Item" from sub menu
item.

Step 8: Adding Announcements details as shown in figure. Ones you are done filling information
click on "OK" button.
Step 9: You can now able to see new announcements is available under Announcement list.

Step 10: Click on Newly created announcement list to view announcement information.
What is Contacts and How to create
Contacts

Contacts in sharepoint is similar to conctact list available in many popular software's such as Outlook Ex
conctact list when you want to manage information about people that your team works such as Team m
Business analyst group, etc. You can share Information between your contact list and windows sharepo
program.

Lets create new contact list to manage contact information of people you wish to contact frequently.

Step 1: Open sharepoint site and on main page click on "View All Site Content".
Step 2: We are trying to create new Contacts list so lets click on "Create" link.

Step 3: On create page you can select "Contacts" under Communications menu list.
Step 4: Fill the necessary information for Name and Description of Contact List. Its always good to main
that people belongs to different project can be easily contact from contact list. Ones you are done filling
"Create" button to create new contact list.
Step 5: Ones contact list is created it looks as under. You can than add contacts one by one.

Step 6: To add new contact, click on "New" menu link item and click on "New Item" from sub menu item
Step 7: On clicking "New Item" you are been taken to create new contact item page. Here you can fill
Press "OK" button to save information.

Step 8: New contact will now appear in contact list.


Step 9: You can export all contact details from sharepoint to outlook express. To do so click on "Action"
Outlook" sub menu item.

Step 10: Click "Yes" on pop-up dialog box to create new contact list within outlook express.

Step 11: Outlook will create New Contact list as it was in sharepoint.
Step 12: You can view the original contact list of outlook express is still available.

You can also edit multiple contact in spreedsheet view to fasten the process. We will discuss more abou
series.
What is Discussion Board and How to
create Discussion Board
Discussion board is Forum Facility within sharepoint for team members to ask and resolve their doubts a
reason to discuss different topics related to project.

Lets understand how to create discussion board within Sharepoint.

Step 1: Open sharepoint site and on main page click on "View All Site Content".

Step 2: We are trying to create new Discussion Board so lets click on "Create" link.
Step 3: On create page you can select "Discussion Board" under Communications menu list.

Step 4: On clicking "Discussion Board" link on create page, you will be taken to Create New Discussion B
Step 5: Type a new name as you want it to appear in headings and links throughout the site. Type desc
what topics are discussed in this Discussion Board. If you wish to display Discussion Board in Left side
else No. Press Create button to create Discussion Board.

Step 6: Discussion Board looks as under after creation. Note there is no thread right now. Lets learn h
Step 7: Click on "New" Menu item link and select "Discussion" from sub menu item link, to add new thr

Step 8: Add Question Title and Question description on New Thread Item page.
Step 9: After Thread is been created it looks as under. Notice right now there is no reply available for t

Step 10: Click on Thread to view how it looks in detailed view.


Step 11: Now lets add sample answer. To Add answer you need to click on "Reply" Link from Top-Righ
be taken to New Reply Page. Add your answer and click "OK" button.

Step 12: After Answer is posted Thread looks as under. You can notice that it contains all details includ
time. Who had replied to thread and date of reply.