logging in or signing up EmpowerNet Training yanki Download Post to : URL : Related Presentations : Share Add to Flag Embed Email Send to Blogs and Networks Add to Channel Uploaded from authorPOINT lite Insert YouTube videos in PowerPont slides with aS Desktop Copy embed code: (To copy code, click on the text box) Embed: URL: Thumbnail: WordPress Embed Customize Embed The presentation is successfully added In Your Favorites. Views: 461 Category: Entertainment License: All Rights Reserved Like it (0) Dislike it (0) Added: August 08, 2008 This Presentation is Public Favorites: 0 Presentation Description No description available. Comments Posting comment... Premium member Presentation Transcript Slide 1: 10/8/2007 1 Welcome and Some Business : Welcome and Some Business Make sure you can log into the system fresnounified.org/dept/planning/empowernet Find the Survey and the FAQ Survey when you complete the training Please use the FAQ like a parking lot for your ideas and questions Will have formal breaks and lunch, but feel free to step outside any time you need Have fun 10/8/2007 2 Agenda – Day One : Agenda – Day One 9:00 Welcome and Introductions 9:30 Introduction to SharePoint and EmpowerNet 10:00 Q&A (add to FAQ page) 10:30 Introduction to SharePoint and EmpowerNet 10:45 Break 11:00 Exploring EmpowerNet sites, web parts, and templates 12:00 Lunch 1:00 Q&A (add to FAQ page) 1:30 Exploring EmpowerNet Sites, web parts, and templates 2:30 Customizing EmpowerNet features 4:30 Q&A (will be added to FAQ page) 10/8/2007 3 Agenda – Day Two : Agenda – Day Two 8:00 Welcome 8:15 Explore SharePoint integration with Outlook, Office, and communication programs 9:45 Q&A (add to FAQ page) 10:15 Team work 11:45 Evaluation of Training 11:55 Thank you and Good bye 10/8/2007 4 What you should be able to do when you finish this training… : What you should be able to do when you finish this training… Understand SharePoint conceptually Website functionality in EmpowerNet Security in EmpowerNet Able to: Create an EmpowerNet site Create lists, libraries and surveys Create groups and edit permissions to the site Customize EmpowerNet sites, list, and libraries 10/8/2007 5 PowerPoint Presentation Legend : PowerPoint Presentation Legend SA Background information or Content Tutorial to show you “How To…” Practice session for you to practice what you’ve learned 3 Slide Styles Critical information for Site Owners (Site Administrators) 10/8/2007 6 www.fresnounified.org : www.fresnounified.org 10/8/2007 7 What is SharePoint ? : What is SharePoint ? Software that lets people to collaborate, customize, manage and publish websites Software that doesn’t require any special skill Software that uses advanced security to enable you to determine who can see and interact with your website Software that is loaded on the server rather than your own computer A powerful tool that allows you to: Create libraries to store files Track incidents, complaints, or requests for service Create surveys to gather information and feedback Publish interactive newsletters Log daily activities 10/8/2007 8 What is EmpowerNet? : What is EmpowerNet? EmpowerNet is the name for Fresno Unified School District’s Communication for Collaboration initiative which is made possible by Microsoft SharePoint EmpowerNet utilizes the power of SharePoint combined with email, instant messaging, and Microsoft Office to create a powerful collaborative learning and working environment for you, your students, and your colleagues 10/8/2007 9 What Can You do with EmpowerNet? : What Can You do with EmpowerNet? 10/8/2007 10 Collaborate : Collaborate Share information, work together, and keep each other informed, for example: Email through Outlook MSN Instant Messenger Document storage and sharing Meeting organization through “workspaces” Surveys and forms to gather information and feedback Synchronization 10/8/2007 11 Customize : Customize Create, modify, design, and control your information Customize content Customize formats and displays Establish unique security features Store personal documents on your “My Site” Perform powerful searches Target audiences to present specific information based on a user’s role SA 10/8/2007 12 Manage : Manage Manage information through relational database for powerful data storage, searching, and analysis. EmpowerNet hides the complexity of this database through web-based forms and lists, but also offers you the ability to manage information with Microsoft Excel or Access. Content management of files and information Create lists, calendars, announcements, surveys Security establishes who has rights to view or edit Access from anywhere in the world Manage directories, which store information, or information about other information. Workflows for process management 10/8/2007 13 Publish : Publish Websites are built for publishing Web design without html coding experience Every school and every department will host a public website (who, what, and where) Newsletters for students, staff, or your community On-line student portfolios Reports in libraries or as live website data Organize, analyze and display student achievement results 10/8/2007 14 What is required to EmpowerNet? : What is required to EmpowerNet? A computer An internet connection A web browser, preferably Internet Explorer 6.0 or later An EmpowerNet account Permission to view, edit, or customize the site you want to EmpowerNet 10/8/2007 15 Authentication : Authentication When a person first navigates to the EmpowerNet site, they are considered an anonymous user. To gain access to the internal or “secured” content in EmpowerNet users will be authenticated through the “sign in” process This process verifies the user with Active Directory and opens access to EmpowerNet sites based on their identified role and permissions This same username and password will be work for Exchange email accounts, using a person’s first and last names with the server name New users are often confused when they are not able to view subsites, libraries, or documents as usual, because they have not signed in. Username: first.last@fresnounified.org or staff\first.last Password: (a word or phrase of your choosing with 8 or more characters, at least one CAPITAL letter and at least one lower case letter) SA 10/8/2007 16 Who is EmpowerNetting? : Who is EmpowerNetting? Instructional Technology and Innovation Curriculum and Professional Development Hoover High School Campus Culture FUSD Nurses Board of Education Fresno Career Preparation Initiative Magnet Schools Instructional Coaches Research Evaluation and Assessment 10/8/2007 17 Who else is using SharePoint? : Who else is using SharePoint? Mary Kay TV Guide Miami Dade County Public Schools University of Leicester Del Monte Foods Karastan Rugs X-Box Bedford Area School District 10/8/2007 18 Explore the Web in Small Teams : Explore the Web in Small Teams Explore at least three SharePoint sites outside of EmpowerNet Identify any common features of the Sharepoint system Identify interesting, unique, or innovative site characteristics 10/8/2007 19 What Roles Exist for FUSD EmpowerNet? : What Roles Exist for FUSD EmpowerNet? Administration: to manage the servers and SharePoint software IT Administrators and Webmaster Design: to modify the look and feel of EmpowerNet IT Administrators and Webmaster Development: to create new web parts, forms and displays IT and REA Programmers (and possibly programmers from private companies) Site Owner/Administrator: to manage individual school or department websites School/District administrator and their designee Training: to prepare others to EmpowerNet Instructional Technology and Innovation staff User Support: to support all users as they EmpowerNet Instructional Technology and Innovation staff, Webmaster, and help desk 10/8/2007 20 When is it Time to EmpowerNet? : When is it Time to EmpowerNet? When your organization relies on a single point of contact, a webmaster, to post information to the web Information is paper-based, hard-to-find, or not easily distributed Finding information is difficult and time consuming Staff share and review documents sent through e-mail File servers are disorganized There is no standard process for managing and reviewing documents There is no standard process for tracking the versions of a document There is no standard process for controlling who can access information 10/8/2007 21 What are the Benefits of EmpowerNet : What are the Benefits of EmpowerNet No special software or skills are needed Access from any computer (Mac, Linux, or PC) in the world Multiple uses for information sharing and processing in an organization Single point of entry with fully customizable environments The complexity of a powerful relational database (SQL server) is hidden behind an easy navigate websites Save, restore, and recycle unlimited versions and revisions of data and files Send and receive automatic updates and alerts 10/8/2007 22 What are the Benefits of EmpowerNet : What are the Benefits of EmpowerNet Powerful security tools Synchronization of files and information Large database storage system (140 terabytes = 200,000 compact discs = 7 Library of Congresses) Software Integration Word processing (Word) Database (Excel) Presentation (Powerpoint) Instant messaging (MSN IM) Email (Outlook) Task (Outlook) Calendaring (Outlook) 10/8/2007 23 Discussion : Discussion How can EmpowerNet help make Fresno Unified a high performing school district? 10/8/2007 24 Slide 25: Break 10/8/2007 25 Exploring EmpowerNet : Exploring EmpowerNet Websites Templates Web Parts Lists Libraries Navigation 10/8/2007 26 What is a Website? : What is a Website? A website is a series of related pages linked together that present a set of information A website can be posted on the internet for all of the public to view, or secured to limit visibility and functionality to select people Components of a website: Web Parts: basic building blocks or tools that add functionality Lists: databases to store, organize and display information Libraries: digital file cabinets 10/8/2007 27 Example Relationship Between Website Components : Example Relationship Between Website Components Website Sub-site Web Page: List Webpage Web Part: List Web Page: Library Web Part: Calendar Web Part: Announcements Web Page: Reports Webpage: List Webpage: Library Webpage Web Part: List Web Part: Calendar 10/8/2007 28 How to use an EmpowerNet webpage : How to use an EmpowerNet webpage Site Navigation Address Bar Sign in button Global Navigation Breadcrumbs Close browser 10/8/2007 29 Where content be added and customized in EmpowerNet : Where content be added and customized in EmpowerNet Example Web Part: Calendar List Example Web Part: Announcement List Area for content can be as wide and long as you decide. When web parts extend beyond the normal viewing area, scroll bars will appear to facilitate viewing of the entire page 10/8/2007 30 How to navigate EmpowerNet : How to navigate EmpowerNet Global navigation Breadcrumbs Site navigation Search Search is a powerful tool to search for content on the entire EmpowerNet site or individual sites Global navigation identifies major sub sites, and remains consistent on all sub sites Breadcrumbs identify where you are currently and indicate the path back to the FUSD home page Site Navigation identifies lists, libraries, and sub-sites to the current web site (site owners can customize site navigation in the “Site Settings”) 10/8/2007 31 Practice : Practice Use the Search tool to find an article by Richard Elmore 10/8/2007 32 How new sites are created and customized in EmpowerNet : How new sites are created and customized in EmpowerNet If an authenticated user has Full Control, Manage Hierarchy, or Design permission level, he or she can use the “Site Actions” button to create new sites, lists or libraries, to edit the current page, or to change the site settings. 10/8/2007 33 How to create a new site in EmpowerNet : How to create a new site in EmpowerNet Give the site a name and provide a brief description Identify a URL (web address) for the site. It is best to keep the URL short and one word or acronym if possible Choose a template for your site. Site Templates are discussed later in this presentation 10/8/2007 34 How to create a new site in EmpowerNet (cont’d) : Decide whether the site will inherit permissions from the “parent” site or if it will have unique permissions. Then select the proper Navigation options for your site. Click the “create” button and wait for your site to be created. As the authenticated person who created this site, you are also now designated as the “Site Owner” How to create a new site in EmpowerNet (cont’d) SA 10/8/2007 35 EmpowerNet Site Templates : EmpowerNet Site Templates Team Site To organize and share information through announcements, document libraries, lists, calendars, tasks and discussions Document Workspace To collaborate on a document/report Wiki Site To brainstorm and share ideas. It provides Web pages that can be quickly edited to record information and then linked together through keywords Blog To post ideas, observations, and expertise that visitors can comment on Meeting Workspaces To plan, organize, and capture the results of a meeting. It provides lists for managing the agenda, meeting attendees, and documents. 10/8/2007 36 More EmpowerNet Site Templates : More EmpowerNet Site Templates Classroom Management To organize and store information related to a particular class Employee Self-Service Benefits To inform employees about benefits and enable them to enroll Absence and Vacation Scheduling To manage absences and vacations Sports League To Manage a sports league Call Center To track customer support calls, with service request history and a knowledge base Inventory Tracking To track inventory items, levels, sales, and orders News Site For publishing news articles and links to news articles 10/8/2007 37 Create a New Website : Create a New Website Navigate to the EmpowerNet training website and create a subsite with a name of your choosing. 10/8/2007 38 What is a Web Part? : What is a Web Part? Web Parts are building blocks or tools that add functionality to a website such as the two Content Editor web parts on this page. One displays text, and the other displays an image that is stored in a picture library on this same website 10/8/2007 39 How to Add a Web Part (a) : How to Add a Web Part (a) Click on the “Site Action” button located in the upper right of the webpage Click on the “Edit Page” button to add, remove, or update web parts on this page 10/8/2007 40 How to Add a Web Part (b) : How to Add a Web Part (b) Click on the “Add a Web Part” button in the orange tool bar to add a new web part 10/8/2007 41 How to Add a Web Part (c) : How to Add a Web Part (c) Select any web part in the web part template These web part templates will be described later in the presentation 10/8/2007 42 Example Web Parts : Example Web Parts Announcements Document Libraries Images Any list on the website can be displayed as a web part Table of contents Search box List roll-ups Key Performance Indicators (KPI) Content Editor web part 10/8/2007 43 Content Editor Web Part : Content Editor Web Part The Content Editor Web Part is a powerful tool for presenting information on a website because it gives you a selection of “rich text editing” options including fonts, font size, font color, background colors, pictures, tables, and hyperlinks. Unlike Microsoft Office Programs, with SharePoint , you cannot add a picture simply by “pasting:” it into the “rich text editor,” instead, you must first upload the image to a library and then use that web address here in the Content Editor Web Part to make the image appear. 10/8/2007 44 Practice : Practice Create a Content Editor Web Part for your site. Include: Text with at least two different fonts and two different colors A picture A hyperlink from your web part back to the EmpowerNet home page 10/8/2007 45 What are Lists : What are Lists A list is a database Lists can be used to store data for calculations, charts, graphs, and reports Lists can be viewed in datasheets, standard lists, calendars, gantt charts, and Microsoft Access tables Lists can be linked together with other lists to create complex arrangements of information 10/8/2007 46 How to Create a Library, List, or Website : How to Create a Library, List, or Website 1 2 Click on the “Site Action” button located in the upper right of the webpage Click on the “Create” button to add a list, library, web page, or website 10/8/2007 47 List Template Creation Screen : List Template Creation Screen Library, List, and Website templates provide premade tools for collaborating, customizing, managing and publishing your information 10/8/2007 48 List Templates : List Templates Libraries – collection of files Announcements – brief announcements Contact List – database of people with identifying info Discussion board – opportunity for multiple people to contribute to a web-based discussion Calendar – list of events displayed as a calendar Task List – to manage people to complete a set of tasks Issue Tracking – to coordinate progress resolving issues Survey – to collect information from people Custom Lists – database with only the title column configured Imported Lists – to bring databases into SharePoint from Excel 10/8/2007 49 Library Template Descriptions : Library Template Descriptions 10/8/2007 50 Navigating “Lists” in EmpowerNet : Navigating “Lists” in EmpowerNet “click” the column heading to change the sort order “mouse over” the open menu (arrow in orange box) to sort and filter the list modify the current view, or create new views view items 101 and higher Actions button is available to all users but the options that display depend upon the user’s permission level, web browser application, and other Microsoft Office Software loaded on that computer. Settings button is available only to users with Full Control, Manage Hierarchy, or Design permission level 10/8/2007 51 Create a Contact list : Create a Contact list Create a contact list in your site and add the names and work phone numbers for your team Add a new column and enter the name of each team member’s supervisor 10/8/2007 52 What is a Survey : What is a Survey Surveys provide a tool for collecting information from a few or many users Surveys can be used for polling, gathering feedback, and collecting a standard set of information Surveys are lists with the added feature of automatically summarizing data into bar graphs 10/8/2007 53 How to Create a Survey (a) : How to Create a Survey (a) Name your survey, & give it a description. Decide whetherresponses should be anonymous & how many times someone can respond. Both of these decisions impact decisions about permissions. For example, if you allow anonymous users to fill out your survey, then you cannot check the box “no” for the question, “Allow multiple responses.” Also, if you want to show the user’s name in the survey response, then you must require people to authenticate. 10/8/2007 54 How to Create a Survey (b) : How to Create a Survey (b) Build your survey by adding questions For each question, designate the type of information to be collected. Select the question type to meet your data storage or analysis needs. Picking the Best TypeMake these decisions carefully, because they affect your ability to organize and analyze data later. Consider that users can enter their name in the “single line of text,” “multiple lines of text,” or “person or group” fields, but only the third option will allow you to cross-reference their name to their authenticated account. The “lookup” question type Is a powerful tool that enables you to pull information from another list. For example, if you wanted users to identify which school they attend, you can use the “lookup” question type to pull that data from an established list.. 10/8/2007 55 How to Create a Survey (c) : How to Create a Survey (c) After selecting the question type, customization options will provide based on the type of question. The window to the right displays the options to use for a “Choice” question. Note that you can: require a response to the question. fill in each of the options for users in the dialogue box. decide how to display the options. The checkbox feature is useful to give users the option to select more than one of the choices. * A “choice” question 10/8/2007 56 How to Create a Survey (d) : How to Create a Survey (d) Other Question types: The “multiple lines of text” options give you the choice to allow users to enter pictures, hyperlinks and formats to their responses. This could be a powerful tool for teachers to use to design tests for their students. The “lookup” question requires that you identify the list on your site and the column from that list from which to pull data. To pull data from a list on a different site in EmpowerNet, use the “cross-site lookup” tool instead. “Multiple lines of text” “Lookup” 10/8/2007 57 How to Create a Survey (e) : How to Create a Survey (e) Other Question types: The “rating scale” The option for “rating scale” gives you the ability to create a Likert scale for a series of questions connected to the same issue. An example question might be: Rate your satisfaction for each of the following: Wait time Customer service Outcomes Users rate their experience from low to high on a Likert scale Sub-questions 10/8/2007 58 Survey Branching : Survey Branching Branching is a powerful tool built into the survey list template that guides users answer survey questions based on their responses to previous questions. For example, you might want men to answer a different set of questions than women, or you may want high school students to answer a different set of questions than middle or elementary school students. Branching is an advanced Setting tool that you modify in the list settings after all of the questions have been created. 10/8/2007 59 How to Branch Survey Questions (a) : How to Branch Survey Questions (a) After you create all of the survey questions: go to the list settings, find the question you want to use as the keyed question for branching. Select that question; and use the drop down menus on the next screen to control where respondents will be branched to based on the answer to that question. Plan carefully, you may need to create multiple sets of branches to get users to answer questions in a desired order. 10/8/2007 60 Test Your EmpowerNet Knowledge : Test Your EmpowerNet Knowledge Who has the ability to create websites? How would you change the width or height of a web part? What can you use a list for? In what situations do users need to be authenticated to complete a survey in EmpowerNet? 10/8/2007 61 Customization : Customization Customizing web parts Site and list settings Versioning Security and access Exploring views Alerts RSS Feeds 10/8/2007 62 How to Customize a Web Part (a) : How to Customize a Web Part (a) Click on the “edit” button to modify the settings for the web part. Also, you can click on the”x” to close a web part 10/8/2007 63 How to Customize a Web Part (b) : How to Customize a Web Part (b) Every web part can be customized with different views, appearances, layouts, and other features which are particularly associated with that web part 10/8/2007 64 Site Settings and List Settings : Site Settings and List Settings Site Settings List Settings Along with being able to customize web parts, EmpowerNet allows you to customize your website or individual lists. 10/8/2007 65 Site Settings : Site Settings Site Settings provide options to change user and permissions and the look and feel of the site. There are also options to modify site features to add more functionality or to delete the site. 10/8/2007 66 List Settings : List Settings List Settings provide options to change user and permissions and the look and feel of the site. There are also options to modify site features to add more functionality or to delete the site. 10/8/2007 67 Versioning : Versioning With most software, once a change is made and the document is saved, information that was deleted or changed is lost One of the features facilitating multi-user collaboration, is the ability to turn on versioning in a document library or list. SharePoint allows users to keep each instance of a saved document as a new version. With versioning activated in a library or list, users can both track and restore previous versions of a document or list item. Each time a user makes a change to a document the change is time stamped and their account information is recorded SA 10/8/2007 68 Versioning Issues : Versioning Issues While version tracking is available for both list items and document libraries, there are several differences. Changes in list items are simply kept or not with no other settings available. In document libraries, however, site administrators have many versioning choices. SA 10/8/2007 69 Versioning Settings : Versioning Settings Decide whether to save only major revisions or to save both major and minor revisions. Major revisions are saved as 1.0, 2.0, 3.0, minor revisions are incremental changes within the major versions, such as 1.1, 1.2, 1.3. Decide on check out requirements when multiple users work on one document. If you decide to require document check out, new versions will only be saved to the document library when the document is actually checked in, not on each save. 10/8/2007 70 Understanding Digital Security : Understanding Digital Security Imagine a small locked box, placed inside a larger locked box, placed inside an even larger locked box. For a person to open the small box, they would first need to enter the two larger boxes. Similarly, when setting up security and permissions for a website, plan your site to avoid having an object (subsite, list, library, or document) that has less restrictive security than the parent object. 10/8/2007 71 Understanding Permissions : Understanding Permissions Permissions work by designating some level of access to an object for a person or group In other words, you need a who, an action, and an object on which to take that action 10/8/2007 72 Understanding Permissions(cont’d) : Understanding Permissions(cont’d) Site Administrators create and manage permissions Rights that can be granted to either individuals or groups Permissions are defined at the site level, and inherited from the parent site by default It is critical that Site Administrators review and test permissions for all sites for which they are responsible Permissions are usually granted in role-based clusters, such as the “Read” permission level SA 10/8/2007 73 Common EmpowerNet Permission Levels : Common EmpowerNet Permission Levels Full Control grants all available permissions and grants administrative-level access to the site Design gives the user rights to create and manage lists, libraries and pages within an EmpowerNet site Contribute used to allow users to add to, edit and delete content in the lists and libraries of a site Read provides users with the ability to read-only the content of the site Limited Access used in connection with specific lists or libraries within a site, to grant access on an item or list level SA 10/8/2007 74 People and Groups : People and Groups Managing individual user permissions can be a complex and time intensive task. A preferred method of assigning permissions is to use groups which allow you to manage sets of users. By themselves, groups have no rights. They are simply a “container,” in which site administrators can place individual users, a domain-level group or both Each time a new site is created, three groups are created by default: Visitors, Members, and Owners. Site Administrators can also create other groups based on role, site, or other needs SA 10/8/2007 75 Permissions for Individuals and Groups : Permissions for Individuals and Groups Site Administrators can add users to already established groups, then give the group permissions Select the “People and Groups” tab Create New Groups, add users to established groups, or change group settings 10/8/2007 76 Create a new Group : Create a new Group Create a new group for your team with a unique name Exchange information with one other team at this training and give that group permission to create a subsite on your site 10/8/2007 77 Advanced Site Permissions : Advanced Site Permissions To apply specific permissions, go to Site Settings and select Advanced Permissions, to assign permissions for individuals or groups Add or remove users or groups, establish permission levels and manage anonymous access. If the site is open to the public, also ensure that “NT AUTHORITY\authenticated users” have read level access 10/8/2007 78 Establish/Edit User Permissions : Establish/Edit User Permissions Select the desired permission level for that user or group Enter the name of the user or group 10/8/2007 79 Special Look-Up Feature for Users and Groups : Special Look-Up Feature for Users and Groups The icon with the person will check to confirm the name is spelled correctly. The book icon will open a search window in which you can enter as much of the name as you know. The system will search all user and group accounts. 10/8/2007 80 Item Level Security : Item Level Security With the mix of documents that can be kept in a document library (or other list or library collection) there is always the chance that one or two documents should have different security settings. Select the “Manage Permissions” option on any document, then enter the unique permissions for this document on the Permissions page 10/8/2007 81 Important Permission and Security Issues : Important Permission and Security Issues Microsoft SharePoint was built for collaboration, not security. This means the system defaults to allow user access to sites, lists and libraries. When working with information that must be secure, take extra care to create and then test permissions. Every website must include the “Fresno Unified District Owners” in the site owners group All subsites, lists, and libraries automatically inherit their permission from the parent site. When you decide to break inheritance the system will warn you because changes to the parent site permission will no longer carry into that particular subsite, list or library. You can re-inherit items later. SA 10/8/2007 82 Understanding Views : Understanding Views A view is a particular way of looking at a set of information Views provide you great latitude to display information in different ways Views offer powerful sorting, filtering, and grouping options When creating lists and libraries think ahead to potential views you may want to design the list with the necessary variables to sort, filter, or group your list 10/8/2007 83 Standard “Views” : Standard “Views” Standard: information will be presented as a list Calendar: requires begin and end date and time Datasheet: information will be presented in a datasheet similar to excel which enables quick editing Gantt: a graphical version of the calendar view that presents tasks as bar charts to allow for effective planning and analysis Access: information will be sent to Microsoft Access for data organization, storage, analysis and reporting 10/8/2007 84 Options to Consider When Modifying Views : Options to Consider When Modifying Views View type Personal vs. public view Default view or secondary view Columns to include and column ordering Sorting and filtering Grouping Totals Styles Whether to view items inside folders Number of items to view Mobile view settings 10/8/2007 85 Integrating SharePoint : Integrating SharePoint Microsoft Outlook 2007 Microsoft Office 2007 OneNote Excel Word Access PowerPoint Instant Messenger (IM) 10/8/2007 86 SharePoint Integration with Outlook : Simple one-click process connects SharePoint lists & libraries to Outlook 2007 Two-way synchronization Can add items from Outlook to a SharePoint calendar or task list without having to log into the SharePoint system Updates on Outlook also update the SharePoint List Connect Calendars, Tasks, Contact Lists, & Document Libraries. SharePoint Integration with Outlook 10/8/2007 87 Connecting to Outlook : Connecting to Outlook Log into SharePoint, to connect an online calendar to Outlook. At the top of the calendar, you will see three buttons; New, Actions, & Settings. Click the Actions button to reveal the Connect to Outlook option. Select Connect to Outlook and you will find the new calendar when you open Outlook. Because this connection is two-way, changes can be made from either the Outlook or SharePoint calendars. 10/8/2007 88 Office Integration Features : Publish directly to SharePoint Documents PowerPoint Slides Blogs One Note Workspaces Excel Service Access integration Initiate & complete document workflows Office Integration Features 10/8/2007 89 Publish Word Documents : Publish Word Documents 10/8/2007 90 Publish Word Documents : Publish Word Documents 10/8/2007 91 SharePoint Integration with Access : SharePoint Integration with Access Move entire Access database to SharePoint where data tables, forms, & reports can be centrally managed. accessed through the Access 2007 client or directly using a browser. Used offline or online. 10/8/2007 92 SharePoint Integration with OneNote : SharePoint Integration with OneNote Shared note-taking sessions allow all participants to view & edit each other's notes in real time. Share one or more specific sections in a notebook. Typed text and handwritten digital ink are transmitted in real time through all connected computers 10/8/2007 93 SharePoint Integration with OneNote : SharePoint Integration with OneNote OneNote is an easy-to-use note-taking & information management program to capture ideas and information in electronic form. Insert files, media, or web content in full-color, searchable format or as icons you can click to access. Keep versions synchronized, & easily find new or changed content. Keep a separate offline copy of all notes on each user's computer. 10/8/2007 94 Connecting to OneNote : Connecting to OneNote When OneNote 2007 notebooks are stored in a shared location, such as a document library, multiple users can simultaneously access shared notes and contribute to them on an ongoing basis. Using a shared notebook with a SharePoint site enables you to share your information with others. For example, your team can use a shared notebook to: Brainstorm on a project Collect reference material Record and share meeting minutes List action items 10/8/2007 95 Connecting to OneNote : Connecting to OneNote In the New Notebook Wizard Enter a name for the notebook In the Name box, (for example, Weekly Team Status Reports ). Options: select a color for the notebook cover select a default pages template from Template list Click Next. Under Who will use this notebook?, click Multiple people will share the notebook, and then click On a server (SharePoint document library, network share, or other shared location). Click Next. 10/8/2007 96 Connecting to OneNote : Connecting to OneNote You can also create a new shared notebook by selecting the Share menu, and clicking on Create Shared Notebook. When you add a new notebook to a library, the notebook becomes a folder in the library, and the sections are stored as files. Adding content to it and revising it are similar to working with your notebook in any shared location. 10/8/2007 97 Connecting to OneNote : Connecting to OneNote The Wizard guides users through the steps for creating a shared notebook Users have the option to send an e-mail message to other users to invite them to share this new notebook Remember to update the permission settings to the SharePoint library that hosts the Notebook with “contribute” rights to everyone who needs to share this notebook 10/8/2007 98 Connecting to OneNote : Connecting to OneNote Under Path, enter the Web address of the SharePoint library where you want to store your notebook. To locate your library, browse to find the site and library you want, and click Select. Click Create Note : when you make changes to your notebook, it may take a few minutes for others to see the changes or for the changes to synchronize, depending on the way your network is set up. 10/8/2007 99 Create a new list from Excel : Create a new list from Excel 10/8/2007 100 Microsoft Office SharePoint Server 2007 Features : Microsoft Office SharePoint Server 2007 Features Single Sign-On Business Intelligence Advanced People Profiles & People Search Center Audience Targeting The Report Center 10/8/2007 101 Microsoft Office SharePoint Server 2007 Features (cont’d) : Microsoft Office SharePoint Server 2007 Features (cont’d) Web Content Management Enterprise Search Business Process Management Enterprise Content Management Allows users to create validation processes, notifications, and workflows Excel Services Enable rendering of server-based workbooks 10/8/2007 102 Office and SharePoint Integration Features : Office and SharePoint Integration Features 10/8/2007 103 Office and SharePoint Integration Features (cont’d) : Office and SharePoint Integration Features (cont’d) 10/8/2007 104 Office and SharePoint Integration Features (cont’d) : Office and SharePoint Integration Features (cont’d) 10/8/2007 105 EmpowerNet Policies : EmpowerNet Policies Site Ownership rules Update sites Managing permissions – always include the “FUSD District Owners" in every Site Owner group Creating subsites Permissions (include FUSD District Owners in every Site Owner group) 10/8/2007 106 What Can You do with EmpowerNet? : What Can You do with EmpowerNet? 10/8/2007 107 EmpowerNet Training Labs- EASY - : EmpowerNet Training Labs- EASY - Explore at least 3 external SharePoint Sites Enter a calendar item Create a new group Create a document library Create a wiki page Find ____ on the site Build a contact list Create a picture library Create a group, add the names of everyone at your table 10/8/2007 108 EmpowerNet Training Labs- MODERATE- : EmpowerNet Training Labs- MODERATE- Turn on versioning and enable the library to receive documents via email Create extra columns of information to store meta-data about your files Create a new word document from your document library using the “new” button Create a discussion board for everyone at your table, share it, and have a discussion Upload pictures to a picture library and change the logo for your page Change the navigation for a site Create an announcement using the “Content Editor Web Part” with pictures Fix the following problems at ___website Person can see but cant enter information Picture is missing, just see a box with a red “x” Can’t log in Can see site when not logged in, but cant see it when logged in. 10/8/2007 109 EmpowerNet Training Labs- CHALLENGING- : EmpowerNet Training Labs- CHALLENGING- Add a folder to your desktop to drag-and-drop files into that EmpowerNet library Build an activity log with a column to tabulate total minutes Customize permissions on your document library to give you and your team the ability to add content and edit the list, but the trainers to only view the content. Block it from anonymous users Create a OneNote Notebook and share it with your partner via a SharePoint document library. 10/8/2007 110 You do not have the permission to view this presentation. In order to view it, please contact the author of the presentation.
EmpowerNet Training yanki Download Post to : URL : Related Presentations : Share Add to Flag Embed Email Send to Blogs and Networks Add to Channel Uploaded from authorPOINT lite Insert YouTube videos in PowerPont slides with aS Desktop Copy embed code: (To copy code, click on the text box) Embed: URL: Thumbnail: WordPress Embed Customize Embed The presentation is successfully added In Your Favorites. Views: 461 Category: Entertainment License: All Rights Reserved Like it (0) Dislike it (0) Added: August 08, 2008 This Presentation is Public Favorites: 0 Presentation Description No description available. Comments Posting comment... Premium member Presentation Transcript Slide 1: 10/8/2007 1 Welcome and Some Business : Welcome and Some Business Make sure you can log into the system fresnounified.org/dept/planning/empowernet Find the Survey and the FAQ Survey when you complete the training Please use the FAQ like a parking lot for your ideas and questions Will have formal breaks and lunch, but feel free to step outside any time you need Have fun 10/8/2007 2 Agenda – Day One : Agenda – Day One 9:00 Welcome and Introductions 9:30 Introduction to SharePoint and EmpowerNet 10:00 Q&A (add to FAQ page) 10:30 Introduction to SharePoint and EmpowerNet 10:45 Break 11:00 Exploring EmpowerNet sites, web parts, and templates 12:00 Lunch 1:00 Q&A (add to FAQ page) 1:30 Exploring EmpowerNet Sites, web parts, and templates 2:30 Customizing EmpowerNet features 4:30 Q&A (will be added to FAQ page) 10/8/2007 3 Agenda – Day Two : Agenda – Day Two 8:00 Welcome 8:15 Explore SharePoint integration with Outlook, Office, and communication programs 9:45 Q&A (add to FAQ page) 10:15 Team work 11:45 Evaluation of Training 11:55 Thank you and Good bye 10/8/2007 4 What you should be able to do when you finish this training… : What you should be able to do when you finish this training… Understand SharePoint conceptually Website functionality in EmpowerNet Security in EmpowerNet Able to: Create an EmpowerNet site Create lists, libraries and surveys Create groups and edit permissions to the site Customize EmpowerNet sites, list, and libraries 10/8/2007 5 PowerPoint Presentation Legend : PowerPoint Presentation Legend SA Background information or Content Tutorial to show you “How To…” Practice session for you to practice what you’ve learned 3 Slide Styles Critical information for Site Owners (Site Administrators) 10/8/2007 6 www.fresnounified.org : www.fresnounified.org 10/8/2007 7 What is SharePoint ? : What is SharePoint ? Software that lets people to collaborate, customize, manage and publish websites Software that doesn’t require any special skill Software that uses advanced security to enable you to determine who can see and interact with your website Software that is loaded on the server rather than your own computer A powerful tool that allows you to: Create libraries to store files Track incidents, complaints, or requests for service Create surveys to gather information and feedback Publish interactive newsletters Log daily activities 10/8/2007 8 What is EmpowerNet? : What is EmpowerNet? EmpowerNet is the name for Fresno Unified School District’s Communication for Collaboration initiative which is made possible by Microsoft SharePoint EmpowerNet utilizes the power of SharePoint combined with email, instant messaging, and Microsoft Office to create a powerful collaborative learning and working environment for you, your students, and your colleagues 10/8/2007 9 What Can You do with EmpowerNet? : What Can You do with EmpowerNet? 10/8/2007 10 Collaborate : Collaborate Share information, work together, and keep each other informed, for example: Email through Outlook MSN Instant Messenger Document storage and sharing Meeting organization through “workspaces” Surveys and forms to gather information and feedback Synchronization 10/8/2007 11 Customize : Customize Create, modify, design, and control your information Customize content Customize formats and displays Establish unique security features Store personal documents on your “My Site” Perform powerful searches Target audiences to present specific information based on a user’s role SA 10/8/2007 12 Manage : Manage Manage information through relational database for powerful data storage, searching, and analysis. EmpowerNet hides the complexity of this database through web-based forms and lists, but also offers you the ability to manage information with Microsoft Excel or Access. Content management of files and information Create lists, calendars, announcements, surveys Security establishes who has rights to view or edit Access from anywhere in the world Manage directories, which store information, or information about other information. Workflows for process management 10/8/2007 13 Publish : Publish Websites are built for publishing Web design without html coding experience Every school and every department will host a public website (who, what, and where) Newsletters for students, staff, or your community On-line student portfolios Reports in libraries or as live website data Organize, analyze and display student achievement results 10/8/2007 14 What is required to EmpowerNet? : What is required to EmpowerNet? A computer An internet connection A web browser, preferably Internet Explorer 6.0 or later An EmpowerNet account Permission to view, edit, or customize the site you want to EmpowerNet 10/8/2007 15 Authentication : Authentication When a person first navigates to the EmpowerNet site, they are considered an anonymous user. To gain access to the internal or “secured” content in EmpowerNet users will be authenticated through the “sign in” process This process verifies the user with Active Directory and opens access to EmpowerNet sites based on their identified role and permissions This same username and password will be work for Exchange email accounts, using a person’s first and last names with the server name New users are often confused when they are not able to view subsites, libraries, or documents as usual, because they have not signed in. Username: first.last@fresnounified.org or staff\first.last Password: (a word or phrase of your choosing with 8 or more characters, at least one CAPITAL letter and at least one lower case letter) SA 10/8/2007 16 Who is EmpowerNetting? : Who is EmpowerNetting? Instructional Technology and Innovation Curriculum and Professional Development Hoover High School Campus Culture FUSD Nurses Board of Education Fresno Career Preparation Initiative Magnet Schools Instructional Coaches Research Evaluation and Assessment 10/8/2007 17 Who else is using SharePoint? : Who else is using SharePoint? Mary Kay TV Guide Miami Dade County Public Schools University of Leicester Del Monte Foods Karastan Rugs X-Box Bedford Area School District 10/8/2007 18 Explore the Web in Small Teams : Explore the Web in Small Teams Explore at least three SharePoint sites outside of EmpowerNet Identify any common features of the Sharepoint system Identify interesting, unique, or innovative site characteristics 10/8/2007 19 What Roles Exist for FUSD EmpowerNet? : What Roles Exist for FUSD EmpowerNet? Administration: to manage the servers and SharePoint software IT Administrators and Webmaster Design: to modify the look and feel of EmpowerNet IT Administrators and Webmaster Development: to create new web parts, forms and displays IT and REA Programmers (and possibly programmers from private companies) Site Owner/Administrator: to manage individual school or department websites School/District administrator and their designee Training: to prepare others to EmpowerNet Instructional Technology and Innovation staff User Support: to support all users as they EmpowerNet Instructional Technology and Innovation staff, Webmaster, and help desk 10/8/2007 20 When is it Time to EmpowerNet? : When is it Time to EmpowerNet? When your organization relies on a single point of contact, a webmaster, to post information to the web Information is paper-based, hard-to-find, or not easily distributed Finding information is difficult and time consuming Staff share and review documents sent through e-mail File servers are disorganized There is no standard process for managing and reviewing documents There is no standard process for tracking the versions of a document There is no standard process for controlling who can access information 10/8/2007 21 What are the Benefits of EmpowerNet : What are the Benefits of EmpowerNet No special software or skills are needed Access from any computer (Mac, Linux, or PC) in the world Multiple uses for information sharing and processing in an organization Single point of entry with fully customizable environments The complexity of a powerful relational database (SQL server) is hidden behind an easy navigate websites Save, restore, and recycle unlimited versions and revisions of data and files Send and receive automatic updates and alerts 10/8/2007 22 What are the Benefits of EmpowerNet : What are the Benefits of EmpowerNet Powerful security tools Synchronization of files and information Large database storage system (140 terabytes = 200,000 compact discs = 7 Library of Congresses) Software Integration Word processing (Word) Database (Excel) Presentation (Powerpoint) Instant messaging (MSN IM) Email (Outlook) Task (Outlook) Calendaring (Outlook) 10/8/2007 23 Discussion : Discussion How can EmpowerNet help make Fresno Unified a high performing school district? 10/8/2007 24 Slide 25: Break 10/8/2007 25 Exploring EmpowerNet : Exploring EmpowerNet Websites Templates Web Parts Lists Libraries Navigation 10/8/2007 26 What is a Website? : What is a Website? A website is a series of related pages linked together that present a set of information A website can be posted on the internet for all of the public to view, or secured to limit visibility and functionality to select people Components of a website: Web Parts: basic building blocks or tools that add functionality Lists: databases to store, organize and display information Libraries: digital file cabinets 10/8/2007 27 Example Relationship Between Website Components : Example Relationship Between Website Components Website Sub-site Web Page: List Webpage Web Part: List Web Page: Library Web Part: Calendar Web Part: Announcements Web Page: Reports Webpage: List Webpage: Library Webpage Web Part: List Web Part: Calendar 10/8/2007 28 How to use an EmpowerNet webpage : How to use an EmpowerNet webpage Site Navigation Address Bar Sign in button Global Navigation Breadcrumbs Close browser 10/8/2007 29 Where content be added and customized in EmpowerNet : Where content be added and customized in EmpowerNet Example Web Part: Calendar List Example Web Part: Announcement List Area for content can be as wide and long as you decide. When web parts extend beyond the normal viewing area, scroll bars will appear to facilitate viewing of the entire page 10/8/2007 30 How to navigate EmpowerNet : How to navigate EmpowerNet Global navigation Breadcrumbs Site navigation Search Search is a powerful tool to search for content on the entire EmpowerNet site or individual sites Global navigation identifies major sub sites, and remains consistent on all sub sites Breadcrumbs identify where you are currently and indicate the path back to the FUSD home page Site Navigation identifies lists, libraries, and sub-sites to the current web site (site owners can customize site navigation in the “Site Settings”) 10/8/2007 31 Practice : Practice Use the Search tool to find an article by Richard Elmore 10/8/2007 32 How new sites are created and customized in EmpowerNet : How new sites are created and customized in EmpowerNet If an authenticated user has Full Control, Manage Hierarchy, or Design permission level, he or she can use the “Site Actions” button to create new sites, lists or libraries, to edit the current page, or to change the site settings. 10/8/2007 33 How to create a new site in EmpowerNet : How to create a new site in EmpowerNet Give the site a name and provide a brief description Identify a URL (web address) for the site. It is best to keep the URL short and one word or acronym if possible Choose a template for your site. Site Templates are discussed later in this presentation 10/8/2007 34 How to create a new site in EmpowerNet (cont’d) : Decide whether the site will inherit permissions from the “parent” site or if it will have unique permissions. Then select the proper Navigation options for your site. Click the “create” button and wait for your site to be created. As the authenticated person who created this site, you are also now designated as the “Site Owner” How to create a new site in EmpowerNet (cont’d) SA 10/8/2007 35 EmpowerNet Site Templates : EmpowerNet Site Templates Team Site To organize and share information through announcements, document libraries, lists, calendars, tasks and discussions Document Workspace To collaborate on a document/report Wiki Site To brainstorm and share ideas. It provides Web pages that can be quickly edited to record information and then linked together through keywords Blog To post ideas, observations, and expertise that visitors can comment on Meeting Workspaces To plan, organize, and capture the results of a meeting. It provides lists for managing the agenda, meeting attendees, and documents. 10/8/2007 36 More EmpowerNet Site Templates : More EmpowerNet Site Templates Classroom Management To organize and store information related to a particular class Employee Self-Service Benefits To inform employees about benefits and enable them to enroll Absence and Vacation Scheduling To manage absences and vacations Sports League To Manage a sports league Call Center To track customer support calls, with service request history and a knowledge base Inventory Tracking To track inventory items, levels, sales, and orders News Site For publishing news articles and links to news articles 10/8/2007 37 Create a New Website : Create a New Website Navigate to the EmpowerNet training website and create a subsite with a name of your choosing. 10/8/2007 38 What is a Web Part? : What is a Web Part? Web Parts are building blocks or tools that add functionality to a website such as the two Content Editor web parts on this page. One displays text, and the other displays an image that is stored in a picture library on this same website 10/8/2007 39 How to Add a Web Part (a) : How to Add a Web Part (a) Click on the “Site Action” button located in the upper right of the webpage Click on the “Edit Page” button to add, remove, or update web parts on this page 10/8/2007 40 How to Add a Web Part (b) : How to Add a Web Part (b) Click on the “Add a Web Part” button in the orange tool bar to add a new web part 10/8/2007 41 How to Add a Web Part (c) : How to Add a Web Part (c) Select any web part in the web part template These web part templates will be described later in the presentation 10/8/2007 42 Example Web Parts : Example Web Parts Announcements Document Libraries Images Any list on the website can be displayed as a web part Table of contents Search box List roll-ups Key Performance Indicators (KPI) Content Editor web part 10/8/2007 43 Content Editor Web Part : Content Editor Web Part The Content Editor Web Part is a powerful tool for presenting information on a website because it gives you a selection of “rich text editing” options including fonts, font size, font color, background colors, pictures, tables, and hyperlinks. Unlike Microsoft Office Programs, with SharePoint , you cannot add a picture simply by “pasting:” it into the “rich text editor,” instead, you must first upload the image to a library and then use that web address here in the Content Editor Web Part to make the image appear. 10/8/2007 44 Practice : Practice Create a Content Editor Web Part for your site. Include: Text with at least two different fonts and two different colors A picture A hyperlink from your web part back to the EmpowerNet home page 10/8/2007 45 What are Lists : What are Lists A list is a database Lists can be used to store data for calculations, charts, graphs, and reports Lists can be viewed in datasheets, standard lists, calendars, gantt charts, and Microsoft Access tables Lists can be linked together with other lists to create complex arrangements of information 10/8/2007 46 How to Create a Library, List, or Website : How to Create a Library, List, or Website 1 2 Click on the “Site Action” button located in the upper right of the webpage Click on the “Create” button to add a list, library, web page, or website 10/8/2007 47 List Template Creation Screen : List Template Creation Screen Library, List, and Website templates provide premade tools for collaborating, customizing, managing and publishing your information 10/8/2007 48 List Templates : List Templates Libraries – collection of files Announcements – brief announcements Contact List – database of people with identifying info Discussion board – opportunity for multiple people to contribute to a web-based discussion Calendar – list of events displayed as a calendar Task List – to manage people to complete a set of tasks Issue Tracking – to coordinate progress resolving issues Survey – to collect information from people Custom Lists – database with only the title column configured Imported Lists – to bring databases into SharePoint from Excel 10/8/2007 49 Library Template Descriptions : Library Template Descriptions 10/8/2007 50 Navigating “Lists” in EmpowerNet : Navigating “Lists” in EmpowerNet “click” the column heading to change the sort order “mouse over” the open menu (arrow in orange box) to sort and filter the list modify the current view, or create new views view items 101 and higher Actions button is available to all users but the options that display depend upon the user’s permission level, web browser application, and other Microsoft Office Software loaded on that computer. Settings button is available only to users with Full Control, Manage Hierarchy, or Design permission level 10/8/2007 51 Create a Contact list : Create a Contact list Create a contact list in your site and add the names and work phone numbers for your team Add a new column and enter the name of each team member’s supervisor 10/8/2007 52 What is a Survey : What is a Survey Surveys provide a tool for collecting information from a few or many users Surveys can be used for polling, gathering feedback, and collecting a standard set of information Surveys are lists with the added feature of automatically summarizing data into bar graphs 10/8/2007 53 How to Create a Survey (a) : How to Create a Survey (a) Name your survey, & give it a description. Decide whetherresponses should be anonymous & how many times someone can respond. Both of these decisions impact decisions about permissions. For example, if you allow anonymous users to fill out your survey, then you cannot check the box “no” for the question, “Allow multiple responses.” Also, if you want to show the user’s name in the survey response, then you must require people to authenticate. 10/8/2007 54 How to Create a Survey (b) : How to Create a Survey (b) Build your survey by adding questions For each question, designate the type of information to be collected. Select the question type to meet your data storage or analysis needs. Picking the Best TypeMake these decisions carefully, because they affect your ability to organize and analyze data later. Consider that users can enter their name in the “single line of text,” “multiple lines of text,” or “person or group” fields, but only the third option will allow you to cross-reference their name to their authenticated account. The “lookup” question type Is a powerful tool that enables you to pull information from another list. For example, if you wanted users to identify which school they attend, you can use the “lookup” question type to pull that data from an established list.. 10/8/2007 55 How to Create a Survey (c) : How to Create a Survey (c) After selecting the question type, customization options will provide based on the type of question. The window to the right displays the options to use for a “Choice” question. Note that you can: require a response to the question. fill in each of the options for users in the dialogue box. decide how to display the options. The checkbox feature is useful to give users the option to select more than one of the choices. * A “choice” question 10/8/2007 56 How to Create a Survey (d) : How to Create a Survey (d) Other Question types: The “multiple lines of text” options give you the choice to allow users to enter pictures, hyperlinks and formats to their responses. This could be a powerful tool for teachers to use to design tests for their students. The “lookup” question requires that you identify the list on your site and the column from that list from which to pull data. To pull data from a list on a different site in EmpowerNet, use the “cross-site lookup” tool instead. “Multiple lines of text” “Lookup” 10/8/2007 57 How to Create a Survey (e) : How to Create a Survey (e) Other Question types: The “rating scale” The option for “rating scale” gives you the ability to create a Likert scale for a series of questions connected to the same issue. An example question might be: Rate your satisfaction for each of the following: Wait time Customer service Outcomes Users rate their experience from low to high on a Likert scale Sub-questions 10/8/2007 58 Survey Branching : Survey Branching Branching is a powerful tool built into the survey list template that guides users answer survey questions based on their responses to previous questions. For example, you might want men to answer a different set of questions than women, or you may want high school students to answer a different set of questions than middle or elementary school students. Branching is an advanced Setting tool that you modify in the list settings after all of the questions have been created. 10/8/2007 59 How to Branch Survey Questions (a) : How to Branch Survey Questions (a) After you create all of the survey questions: go to the list settings, find the question you want to use as the keyed question for branching. Select that question; and use the drop down menus on the next screen to control where respondents will be branched to based on the answer to that question. Plan carefully, you may need to create multiple sets of branches to get users to answer questions in a desired order. 10/8/2007 60 Test Your EmpowerNet Knowledge : Test Your EmpowerNet Knowledge Who has the ability to create websites? How would you change the width or height of a web part? What can you use a list for? In what situations do users need to be authenticated to complete a survey in EmpowerNet? 10/8/2007 61 Customization : Customization Customizing web parts Site and list settings Versioning Security and access Exploring views Alerts RSS Feeds 10/8/2007 62 How to Customize a Web Part (a) : How to Customize a Web Part (a) Click on the “edit” button to modify the settings for the web part. Also, you can click on the”x” to close a web part 10/8/2007 63 How to Customize a Web Part (b) : How to Customize a Web Part (b) Every web part can be customized with different views, appearances, layouts, and other features which are particularly associated with that web part 10/8/2007 64 Site Settings and List Settings : Site Settings and List Settings Site Settings List Settings Along with being able to customize web parts, EmpowerNet allows you to customize your website or individual lists. 10/8/2007 65 Site Settings : Site Settings Site Settings provide options to change user and permissions and the look and feel of the site. There are also options to modify site features to add more functionality or to delete the site. 10/8/2007 66 List Settings : List Settings List Settings provide options to change user and permissions and the look and feel of the site. There are also options to modify site features to add more functionality or to delete the site. 10/8/2007 67 Versioning : Versioning With most software, once a change is made and the document is saved, information that was deleted or changed is lost One of the features facilitating multi-user collaboration, is the ability to turn on versioning in a document library or list. SharePoint allows users to keep each instance of a saved document as a new version. With versioning activated in a library or list, users can both track and restore previous versions of a document or list item. Each time a user makes a change to a document the change is time stamped and their account information is recorded SA 10/8/2007 68 Versioning Issues : Versioning Issues While version tracking is available for both list items and document libraries, there are several differences. Changes in list items are simply kept or not with no other settings available. In document libraries, however, site administrators have many versioning choices. SA 10/8/2007 69 Versioning Settings : Versioning Settings Decide whether to save only major revisions or to save both major and minor revisions. Major revisions are saved as 1.0, 2.0, 3.0, minor revisions are incremental changes within the major versions, such as 1.1, 1.2, 1.3. Decide on check out requirements when multiple users work on one document. If you decide to require document check out, new versions will only be saved to the document library when the document is actually checked in, not on each save. 10/8/2007 70 Understanding Digital Security : Understanding Digital Security Imagine a small locked box, placed inside a larger locked box, placed inside an even larger locked box. For a person to open the small box, they would first need to enter the two larger boxes. Similarly, when setting up security and permissions for a website, plan your site to avoid having an object (subsite, list, library, or document) that has less restrictive security than the parent object. 10/8/2007 71 Understanding Permissions : Understanding Permissions Permissions work by designating some level of access to an object for a person or group In other words, you need a who, an action, and an object on which to take that action 10/8/2007 72 Understanding Permissions(cont’d) : Understanding Permissions(cont’d) Site Administrators create and manage permissions Rights that can be granted to either individuals or groups Permissions are defined at the site level, and inherited from the parent site by default It is critical that Site Administrators review and test permissions for all sites for which they are responsible Permissions are usually granted in role-based clusters, such as the “Read” permission level SA 10/8/2007 73 Common EmpowerNet Permission Levels : Common EmpowerNet Permission Levels Full Control grants all available permissions and grants administrative-level access to the site Design gives the user rights to create and manage lists, libraries and pages within an EmpowerNet site Contribute used to allow users to add to, edit and delete content in the lists and libraries of a site Read provides users with the ability to read-only the content of the site Limited Access used in connection with specific lists or libraries within a site, to grant access on an item or list level SA 10/8/2007 74 People and Groups : People and Groups Managing individual user permissions can be a complex and time intensive task. A preferred method of assigning permissions is to use groups which allow you to manage sets of users. By themselves, groups have no rights. They are simply a “container,” in which site administrators can place individual users, a domain-level group or both Each time a new site is created, three groups are created by default: Visitors, Members, and Owners. Site Administrators can also create other groups based on role, site, or other needs SA 10/8/2007 75 Permissions for Individuals and Groups : Permissions for Individuals and Groups Site Administrators can add users to already established groups, then give the group permissions Select the “People and Groups” tab Create New Groups, add users to established groups, or change group settings 10/8/2007 76 Create a new Group : Create a new Group Create a new group for your team with a unique name Exchange information with one other team at this training and give that group permission to create a subsite on your site 10/8/2007 77 Advanced Site Permissions : Advanced Site Permissions To apply specific permissions, go to Site Settings and select Advanced Permissions, to assign permissions for individuals or groups Add or remove users or groups, establish permission levels and manage anonymous access. If the site is open to the public, also ensure that “NT AUTHORITY\authenticated users” have read level access 10/8/2007 78 Establish/Edit User Permissions : Establish/Edit User Permissions Select the desired permission level for that user or group Enter the name of the user or group 10/8/2007 79 Special Look-Up Feature for Users and Groups : Special Look-Up Feature for Users and Groups The icon with the person will check to confirm the name is spelled correctly. The book icon will open a search window in which you can enter as much of the name as you know. The system will search all user and group accounts. 10/8/2007 80 Item Level Security : Item Level Security With the mix of documents that can be kept in a document library (or other list or library collection) there is always the chance that one or two documents should have different security settings. Select the “Manage Permissions” option on any document, then enter the unique permissions for this document on the Permissions page 10/8/2007 81 Important Permission and Security Issues : Important Permission and Security Issues Microsoft SharePoint was built for collaboration, not security. This means the system defaults to allow user access to sites, lists and libraries. When working with information that must be secure, take extra care to create and then test permissions. Every website must include the “Fresno Unified District Owners” in the site owners group All subsites, lists, and libraries automatically inherit their permission from the parent site. When you decide to break inheritance the system will warn you because changes to the parent site permission will no longer carry into that particular subsite, list or library. You can re-inherit items later. SA 10/8/2007 82 Understanding Views : Understanding Views A view is a particular way of looking at a set of information Views provide you great latitude to display information in different ways Views offer powerful sorting, filtering, and grouping options When creating lists and libraries think ahead to potential views you may want to design the list with the necessary variables to sort, filter, or group your list 10/8/2007 83 Standard “Views” : Standard “Views” Standard: information will be presented as a list Calendar: requires begin and end date and time Datasheet: information will be presented in a datasheet similar to excel which enables quick editing Gantt: a graphical version of the calendar view that presents tasks as bar charts to allow for effective planning and analysis Access: information will be sent to Microsoft Access for data organization, storage, analysis and reporting 10/8/2007 84 Options to Consider When Modifying Views : Options to Consider When Modifying Views View type Personal vs. public view Default view or secondary view Columns to include and column ordering Sorting and filtering Grouping Totals Styles Whether to view items inside folders Number of items to view Mobile view settings 10/8/2007 85 Integrating SharePoint : Integrating SharePoint Microsoft Outlook 2007 Microsoft Office 2007 OneNote Excel Word Access PowerPoint Instant Messenger (IM) 10/8/2007 86 SharePoint Integration with Outlook : Simple one-click process connects SharePoint lists & libraries to Outlook 2007 Two-way synchronization Can add items from Outlook to a SharePoint calendar or task list without having to log into the SharePoint system Updates on Outlook also update the SharePoint List Connect Calendars, Tasks, Contact Lists, & Document Libraries. SharePoint Integration with Outlook 10/8/2007 87 Connecting to Outlook : Connecting to Outlook Log into SharePoint, to connect an online calendar to Outlook. At the top of the calendar, you will see three buttons; New, Actions, & Settings. Click the Actions button to reveal the Connect to Outlook option. Select Connect to Outlook and you will find the new calendar when you open Outlook. Because this connection is two-way, changes can be made from either the Outlook or SharePoint calendars. 10/8/2007 88 Office Integration Features : Publish directly to SharePoint Documents PowerPoint Slides Blogs One Note Workspaces Excel Service Access integration Initiate & complete document workflows Office Integration Features 10/8/2007 89 Publish Word Documents : Publish Word Documents 10/8/2007 90 Publish Word Documents : Publish Word Documents 10/8/2007 91 SharePoint Integration with Access : SharePoint Integration with Access Move entire Access database to SharePoint where data tables, forms, & reports can be centrally managed. accessed through the Access 2007 client or directly using a browser. Used offline or online. 10/8/2007 92 SharePoint Integration with OneNote : SharePoint Integration with OneNote Shared note-taking sessions allow all participants to view & edit each other's notes in real time. Share one or more specific sections in a notebook. Typed text and handwritten digital ink are transmitted in real time through all connected computers 10/8/2007 93 SharePoint Integration with OneNote : SharePoint Integration with OneNote OneNote is an easy-to-use note-taking & information management program to capture ideas and information in electronic form. Insert files, media, or web content in full-color, searchable format or as icons you can click to access. Keep versions synchronized, & easily find new or changed content. Keep a separate offline copy of all notes on each user's computer. 10/8/2007 94 Connecting to OneNote : Connecting to OneNote When OneNote 2007 notebooks are stored in a shared location, such as a document library, multiple users can simultaneously access shared notes and contribute to them on an ongoing basis. Using a shared notebook with a SharePoint site enables you to share your information with others. For example, your team can use a shared notebook to: Brainstorm on a project Collect reference material Record and share meeting minutes List action items 10/8/2007 95 Connecting to OneNote : Connecting to OneNote In the New Notebook Wizard Enter a name for the notebook In the Name box, (for example, Weekly Team Status Reports ). Options: select a color for the notebook cover select a default pages template from Template list Click Next. Under Who will use this notebook?, click Multiple people will share the notebook, and then click On a server (SharePoint document library, network share, or other shared location). Click Next. 10/8/2007 96 Connecting to OneNote : Connecting to OneNote You can also create a new shared notebook by selecting the Share menu, and clicking on Create Shared Notebook. When you add a new notebook to a library, the notebook becomes a folder in the library, and the sections are stored as files. Adding content to it and revising it are similar to working with your notebook in any shared location. 10/8/2007 97 Connecting to OneNote : Connecting to OneNote The Wizard guides users through the steps for creating a shared notebook Users have the option to send an e-mail message to other users to invite them to share this new notebook Remember to update the permission settings to the SharePoint library that hosts the Notebook with “contribute” rights to everyone who needs to share this notebook 10/8/2007 98 Connecting to OneNote : Connecting to OneNote Under Path, enter the Web address of the SharePoint library where you want to store your notebook. To locate your library, browse to find the site and library you want, and click Select. Click Create Note : when you make changes to your notebook, it may take a few minutes for others to see the changes or for the changes to synchronize, depending on the way your network is set up. 10/8/2007 99 Create a new list from Excel : Create a new list from Excel 10/8/2007 100 Microsoft Office SharePoint Server 2007 Features : Microsoft Office SharePoint Server 2007 Features Single Sign-On Business Intelligence Advanced People Profiles & People Search Center Audience Targeting The Report Center 10/8/2007 101 Microsoft Office SharePoint Server 2007 Features (cont’d) : Microsoft Office SharePoint Server 2007 Features (cont’d) Web Content Management Enterprise Search Business Process Management Enterprise Content Management Allows users to create validation processes, notifications, and workflows Excel Services Enable rendering of server-based workbooks 10/8/2007 102 Office and SharePoint Integration Features : Office and SharePoint Integration Features 10/8/2007 103 Office and SharePoint Integration Features (cont’d) : Office and SharePoint Integration Features (cont’d) 10/8/2007 104 Office and SharePoint Integration Features (cont’d) : Office and SharePoint Integration Features (cont’d) 10/8/2007 105 EmpowerNet Policies : EmpowerNet Policies Site Ownership rules Update sites Managing permissions – always include the “FUSD District Owners" in every Site Owner group Creating subsites Permissions (include FUSD District Owners in every Site Owner group) 10/8/2007 106 What Can You do with EmpowerNet? : What Can You do with EmpowerNet? 10/8/2007 107 EmpowerNet Training Labs- EASY - : EmpowerNet Training Labs- EASY - Explore at least 3 external SharePoint Sites Enter a calendar item Create a new group Create a document library Create a wiki page Find ____ on the site Build a contact list Create a picture library Create a group, add the names of everyone at your table 10/8/2007 108 EmpowerNet Training Labs- MODERATE- : EmpowerNet Training Labs- MODERATE- Turn on versioning and enable the library to receive documents via email Create extra columns of information to store meta-data about your files Create a new word document from your document library using the “new” button Create a discussion board for everyone at your table, share it, and have a discussion Upload pictures to a picture library and change the logo for your page Change the navigation for a site Create an announcement using the “Content Editor Web Part” with pictures Fix the following problems at ___website Person can see but cant enter information Picture is missing, just see a box with a red “x” Can’t log in Can see site when not logged in, but cant see it when logged in. 10/8/2007 109 EmpowerNet Training Labs- CHALLENGING- : EmpowerNet Training Labs- CHALLENGING- Add a folder to your desktop to drag-and-drop files into that EmpowerNet library Build an activity log with a column to tabulate total minutes Customize permissions on your document library to give you and your team the ability to add content and edit the list, but the trainers to only view the content. Block it from anonymous users Create a OneNote Notebook and share it with your partner via a SharePoint document library. 10/8/2007 110