Welcome to SharePoint 3.0, a Learning Communication System that provides teachers with both a public face on the Internet and password-protected, interactive class sites.

Website is found at this address/ url  

Username:                                  Password:

Home Page Elements (home page open for public viewing = Anonymous Access)

·         Left (top to bottom)

o   Address Bar (URL), Navigation Bar, Site Title and icon (can change), Top Link Bars to sites below Home (if created and option to show)

o   Quick Launch

§  View All Site Content: click to create Document Libraries, Picture Libraries, Lists, Discussion Boards, Surveys, Sites and Workspaces, Recycle Bin

§  Default = Documents, Lists (Announcements, Calendar, Links, Tasks), Discussions, Sites, People and Groups (add users, create group; site permissions), Recycle Bin

·         Right (top)

o   Welcome (My Settings, Sign in, Sign out, Personalize this Page) and Help

o   This Site and Search

o   Site Actions drop down

§  Create (library, list, web page)

§  Edit page (add, remove, update web parts)

§  Site Settings

·         Web Parts (center, right)

How to change your display name

·         In the upper right (same location as Sign in), click the down arrow next to your numerical name

·         Click Edit item, type your name in that space then Close – see the immediate change!

·         You can also change your personal information in My Settings, Edit item dialog box

Your Site:  You will be given a site address (URL) I
The site you are given is a mutable site. You will change many parts of it, including the look and feel in order to make the site your own.

  •     Copy your site’s URL to your favorites on every computer you use

•     Identify the parts already created on your site: click on every option
•     Glance at the sections in the Main Part of your HOME (notice the HOME tab at the top left of the page)
•     Look at the Quick Launch Bar running down the left hand side of the screen and try each link. Your course is blank but   it is also populated with options you may or may not choose to have. Look at each option to get the feel for possibilities.
•     Realize that the links now showing on the Quick Launch bar are mutable. You will be able to delete them, add to them and customize them to meet the needs of your own audience

 2. Account Settings

•     Return HOME (click the HOME tab)
•     On the top left you see: Name of your Site
•     On the top right (Open Menu) you see: Welcome, numbers, your name.

Click on My Settings
Notice My Alerts (on the line with Edit Item and My Regional Settings) - more about this later.
Do not change your Account
Click on Edit Item - add your email address – click OK
Change your name to the name you want to appear with each posting
Do not change any other settings

 3. Announcements
              •     Return HOME
              •     Again, the sections showing are only options, they can be changed.
              •     Click on the word Announcements

You see a list of all announcements posted
Click on the title to work with the announcements

•     Return HOME
•     Click on the right of the word, Announcements,
             look on the right of the page at Announcement Options
             Minimize: just the title (Announcements) stays
             Don’t Close: the Announcement section leaves the page –
             Don’t Delete: the section leaves the page

•     Add new Announcement
             Click on Add New Announcement (at the bottom of the Announcements section)
             Enter sample text
             Click OK
             Return HOME and view your Announcement

•     Edit existing Announcement
            Click on the Subject of the Announcement that now shows from HOME
            Click Edit Item
            Under the edit pane click on Click for help about adding HTML formatting  to see all your editing options - try them all

4. How to Create an Announcement that is an editable TEXT BOX (Content Editor Web part

•     Home--> Site Actions--> Edit page--> Add a web part--> click where you want the announcement to be---> scroll way down the page to see many options---> chosen Content Editor Web part.

•     Now you can type a real announcement and format it any way you want. Click--->edit---> modify shared web part--> on the far right choose Rich Text Editor (in a few moments, a new part comes up and you can write whatever you like in the web part.)

How to Upload and Download to a Document Library:

1. Click into the Document Library; click to Upload
2. Click Browse to locate the document to upload, select the file then click Open; click OK
3. To Download a file, right-click the file – Save Target As
4. Navigate to the folder on your local machine, Save then Open

5. Beginning to Customize

1. Explore the options for each section on the   night of the section  Main Part of your HOME

•     Don’t Close: because you don’t know how to get the option back - YET.
•     Minimize: collapses the option
•     Add New Items

 6. Alerts

·         Add alerts when you want to be notified by e-mail if participants change a particular section
Go to the welcome message at the top right of the screen.
Click on My Settings
Click on My Alerts
Click on Add Alert, chose the section you want to add
* you will probably only want to be alerted when new items are added, but read all your options on the Action Menu and choose wisely. Consider, “Do I really need to be alerted to this option?”

•     Change alerts: after you have added an alert, you can click on the title to change the settings

•     Subscription: RSS (Really Simple Syndication) can be added when you subscribe to this page. This type of notification is called a Feed. Feed readers, accessed through web browsers, list the sites – as links - that you have subscribed to and flag or highlight the ones that have been updated. Some feeds can be set up to return results as e-mails.

My course was set up with RSS and I turned it off because RSS was tying up my email and causing crashes. My email failed over and over again till I deleted the folder it had automatically set up in my Outlook email. But I had to turn off RSS before the problem was solved.

7. Our Own Wiki - You may want to explore Wiki options later. When you are ready, the directions for using the Wiki are quite clear and self-explanatory. You need not be afraid to experiment with the wiki. All versions written in a wiki are kept so you really can't hurt anything by experimenting.

Wiki Page Library (for sharing ideas or collaborating all in one place)

Note: I would create a Wiki Site instead - it has the same functions as the library.

Wiki or Blog Site (same as creating a new site)

Tasks

8. Customizing Quick Launch

•     Click on the Site Actions tab at the top right below the Welcome line and Search block
•     Click on Site Settings
•     Click on Quick Launch (under Look and Feel)

New Link: you can add a link to any webpage - if you have another homepage you have created or if you have another SharePoint site, you can link to it here

New Heading: creates another main topic – just adds the URL. You can click the little editing icon of paper and pencil to change the name of the Web Part

Change Order: changes the order that links appear in Quick Launch

9. Adding Users and More Customization

a. Users and Permissions

•     You cannot add new users to your site if they do not already exist on the SharePoint Server

•     When the administrator (usually, Tim Wedra, Anne McMahon or Carole Redline) adds your users to the server, then you can add them to your class.
•     At this point just review the process. We’ll come back to Assignment 3 when directed in the class.
•     Add New Group

Go to Users and Permissions (Site Actions > Site Settings)
Under Users and Permissions, click on Advanced Permissions (Please leave People and Groups alone)
Choose New, choose New Group
Name Your Group
Leave all permissions as set except the last one
Choose Contribute Choose Create (takes about 60 seconds, be patient)
When People and Groups comes on the screen, check the group name

•     Add Users

Put in the username that you will get from the administrator when the account is created and click the icon of the little man with a check mark
Uncheck the welcome email message
Make sure the group name is showing and the word—contribute
Click ok 

b. Look and Feel

•     Site Actions > Site Settings, then look in column NAMED Look and Feel
•     Under Title, Description, and Icon you can change the Title of Your site
•     If you have a Webpage and access to the site administration of that page you can navigate to where a picture is stored and put it on your title bar. This is an option for advanced users. Please don’t feel you must do this.
•     Also do not change your site URL or Web Site address. Doing this will cause problems for all those who have marked your web address in their favorites. It will also cause problems for the instructor of the class. Please don’t do it.
•     Tree view enables the Quick Launch bar on the left side of the Main page
•     Site Theme:

Change the color and look of your site. You will see a preview of each template when you click it. – Apply
If you don’t like the new look go back to SITE ACTIONS—Site Theme and re-choose

•     Please leave all other options in the first three columns alone

 Web Parts (Site Actions - Edit page, Shared or Personal Version)

·         Modular components for information

o   Basic building blocks of SharePoint Page

o   Occupy rectangular area within page

·         Components of Web Parts:

o   Title (click for full-screen view and more tools: New, Actions, Settings; View)

o   Right down arrow in title bar (Minimize, Close, Modify Shared Web Part)

·         Built-in Web Parts (Site Actions: Edit Page, click Add a Web Part)

§  Lists and Libraries

·         Announcements

·         Calendar

·         Links

·         Shared Documents

·         Tasks

·         Team Discussion

§  All Web Parts (note: images must be in site picture library, compress first)

·         Content Editor Web Part (format text, table, images): in task pane, click Rich Text Editor button to enter text similar to using MS Word; copy from documents, images in picture library (edit, preview to get URL copy/ paste)

·         Form Web Part (used to connect simple forms to other web parts)

·         Image Web Part (open tool pane, copy/paste URL of picture in picture library)

·         Page Viewer Web Part (display content of linked resource, ex. site)

·         Relevant Documents (display documents relevant to current user)

·         Site Users (list of site users and online status)

·         User Tasks (tasks assigned to current user)

·         XML Web Part

§  Advanced Web Part Gallery and Options (task pane)

·         Modify Shared Web Part (click drop down arrow in title bar, brings up task pane on right)

§  Selected view and Toolbar Type

§  Appearance to change title, height or width

§  Layout

§  Advanced to allow minimize, close, zone change or not

§  Click Apply to Preview, OK to accept changes; close task pane

·         Delete (x) Web Parts (can add again)

How to change web part sizes

·         In edit mode, click Modify Shared Web Part for the part you want to change

·         Under Appearance, change the height and width (try 2-4 inches instead of pixels)

How to create new web part templates, ex. two of the same web parts as unique entities

·         Site Actions – Create a new (unique) web part, give the web part a name, and decide if you want it on the Quick Launch, OK.

·         Change the web part’s Settings (create column, view, permissions)

·         Site Actions – Edit Page, click Add Web Part to get the dialog box and see your newly created web part in the Gallery; click it, click Add and voila!

·         Note: Templates are available throughout the site (sub/child sites, too)

10  More Customizing 

In this assignment you'll add content, and customize and clean up your site.
There should be no links that go to irrelevant content and no links that lead to blank pages.

 a. Creating content

•     Go to Site Administration (Site Actions -> Site Settings > Site Administration)
•     Choose Site Libraries and Lists (There is so much you can create and do that it's almost overwhelming. Understanding the possibilities under site libraries and lists is quite a leap.)
•     Choose Create New Content

Choose any option under Libraries or Communications - notice the templates created for discussion, contacts etc.
Communications (choose announcements, contacts or discussion board)
Do NOT choose Tracking, Custom Lists, or WebPages

•     To see all that you have created return HOME
•     Spend some time Creating New Content: make things, delete things, experiment, play, and remember to tell us what you learned (the good, bad, ugly, and revolutionary). We need your insights.

 b.. Customizing content

•     Click View All Site Content (below the HOME tab); you can modify your content from this page
•     You can also modify your content from the Quick launch bar (clean up the bar, take away what you don't want, customize, delete and add. This is where you can link to other sites
•     Customize your content from the Site Actions page

Manage Site
Pick the work to customize
Site Libraries and Lists
Settings

•     Customize your content from HOME

Choose Edit Page
Drag and Move Web parts to New Positions
Click on Add a Web Part
Choose any part you have created
Check the box
Choose Add

 11. Define Your Audience

You have been playing with SharePoint Design for 4 weeks. During that time you have customized your course and begun to think about how SharePoint can be best used.

1. Define your audience….Who will benefit from this communication place? What are your goals for your audience? What are your expectations? How will you clearly define both goals and expectations? Write permission note to be signed by parents.
2. Send your user names and passwords to Carole in the discussion board
3. Read these instructor expectations http://reach.ucf.edu/~enc3241/expectations.html
----discuss implications for yourself in the discussion board.
4. Write both student and instructor expectations for your course.—post them the discussion board

 12. Sharepoint Tricks that Astound

 a. Alerts (Set them when you want to know if someone has responded to a discussion, list or any active SharePoint part.)

1.       Choose the small down arrow on the SharePoint parts---ACTIONS
2.       Choose Alert Me
3.       You’ll see a dialogue box --find the words, only send me alerts when---make your own choice

a.        My choice usually is---New items are added
b.      Only send alerts when---make your own choice
my choice is …Someone else changes a document created by me

4.       When to send Alerts---you choose

a.       My choice …Send email immediately but you can choose to have them sent once a week.
b.      Don’t forget to click---OK ---to register your choices

 b. Create a “Sign- Up” or Contact List

1.    Go to the pull down menu on the home page …Site Actions

a.       Create – Add a new library, list or webpage to the website
b.      Under Communications ---choose contacts
c.       Give your Contact, Sign-up list, a name
d.      Write directions in the box, Directions
e.      Display on the Quick Launch (You can remove this later, but by adding it to your quick launch bar you will assure that you can find what you create)

f.        Click Create

2.      To set up the list with the fields you choose
               a.       Site Actions Site Settings
               b.      Site Administrational Site Libraries and lists
               c.       Customize the list you created by scrolling through the list
                           I.    You can change the title, description
                           ii.    You can delete your contact
                           iii.  You can save it as a template (or use over and over.
                           iv.  You can manage who can access the part (permissions)

d.     You’ll see a list of all the fields that are possible for you contact list. When you click on the column name, you have many choices

                                      i.      Change the wording
                                      ii       Delete the column
                                     iii.      Allow multiple lines of t
                                      iv.      Require that the field is filled in

3.       Delete any columns you don’t want to use

4,       Once the list, contact information, or sign-up sheet is created you have more options; Open the Shared Point contact list from your quick launch bar. Or if you didn’t link it there you can find the address when you choose.--> View all Site Content-à click the name of your contact list

a.       Actions- Export to Spreadsheet or  Alert me
b.      Export Open (You may be prompted to give your user name and password)
c.       Want to write to all who are on the list?

                             i.      Add a semi-colon after each address
                            ii.      Find and replace may help if the list is long
                            iii.     Copy the address column and place it in your email
                            iv.      After about 10 seconds the spacing corrects itself

 13. Create a Quiz or Survey

a.       Home Site Action
b.       Create new library, list etc.
c.       Tracking Survey
d.       Name your Quiz or Survey
e.       Write direction
f.       Put the Quiz on the Quick Access bar
g.       Allow multiple responses (or people will make mistakes and then write to you asking you to fix things for them)
h.       Next
.       Question Type your Question-à view and think about all the choices
j.   If you choose (multiple (Choice ---Delete the words, Enter Choice and type your choices
k.   Look at other choices and find out how easy this is to do.
l.   Choose Next Question

m.   Keep adding Questions till your choice is Finish

n.   View your quiz or survey

o.   Make changes

a.  From the homepage choose Site Settings Site Libraries

b.  Find your Survey and customize it, delete it etc

p.   When you choose the quiz/survey, you can view it as a summary document or each person’s answers individually.

Drop Boxes, Surveys and More!

Homework Drop (document library with permissions)

Homework Drop instructions to students:

Name or Rename the file to be submitted with your last name and assignment name (e.g.: "Smith_Project_1") - no spaces in the file name.  In HW Drop, click Upload and browse.  A "Choose file" window will appear.  Next to "Look in," choose the location of the file to be uploaded (ex. My Documents). Select the name of file, click Open then OK. Enter user name and password when prompted.

Using a Homework Drop Folder (teachers)

Surveys: open-ended (ex. single or multiple lines of text) and/or closed-ended (ex. rating scale, yes/no) 

Tip: How to change permissions on a “list” (ex. open survey to anonymous access).

1.       Sign in so you have full control of your site, click into the survey then click the Settings drop down and click Survey Settings

2.       Click Permissions for the Survey (only see Actions); click drop down, click Edit Permissions, OK

This will separate the survey permissions from the parent site, and then you can do as you please.

4.       Still in the survey settings – permissions, click Settings drop down and click Anonymous Access.     By checking Add items, OK, all should be able to take the survey without login.

5.       Do a quick test drive: exit your browser then launch again and navigate to your site home page; don’t login but click your survey.  You should have the Respond to this Survey button and be able to take the survey, no problem.

A.       Site Actions  Create--> Add new library, Carole Discussion template
B.       Name board Choose to display on the --> quick launch --> create
C.       A New Board appears  as a Subject View --->Create a View
D.       Threaded view
E.       Name your view --> Threaded, make this the default view-à create a public view
F.       Choose the options you want but be sure to keep all the options you choose together. (The little drop down arrows by the numbers should read your options in order.)  Re-order your choices so that all you choose is listed together in the list of options.
G.       Put a check in the Display for options you choose
H.       Please note the options might not immediately jump into place in the order you choose them on the form but when you refer back to the form, they will be listed in the numerical order your choose
I.       My favorite option is-->Your Name (I keep that option as number 2)
J.   Another option I find important is Edit (link to edit item)
K.   Choose OK
L.   Please note the only way to really learn about these options is to practice with them. Write practice discussions, try practice options. It really takes a lot of practice until the moment of understanding comes. Don’t be afraid to do so.  You can always delete your work. Here’s how:

a.       Open your discussion site actions Site settings--Site Administrational Site libraries and lists
b.      Customize---remember the name of your discussion (find it and click on it)
c.       Permissions and Management
d.      Please note all the other options here: This is where I added a new column called name. You can add whatever you want. e.      Also please note….the top order of discussion is automatically set to subject. You should not change that view as this is how you see each individual thread. But you can and should change the reply view by creating an additional view (which might be your default view)

15. TO ADD IMAGES TO YOUR COURSE:
How to add images or animations to Image or Content Editor Web Parts

·         Upload the image into your picture library; in the picture library, click on the image, click Edit Image, then click to Preview

·         Copy the URL in the address bar while in Preview (that’s the URL you want!)

·         On your home page, go into edit mode (Modify Shared Web Part) for the Image Web Part and paste the URL into the correct space, OK

·         For Content Editor, in Rich Text Editor, click the Image icon to bring up the dialog box to paste the URL, OK, Save.

 To add clip-art/animations:

Remember!  You must have the pictures in your picture library before they can be uploaded to your page.

A.  To download clipart to a file, open a “Word” document.

B  Click Insert clipart.  Go to Clip Art on Office Online instead of searching on your computer.

C.  Choose a topic to search and in the drop down arrow beside the search key, choose animations.

D.  Click on the animation of your choice.

E.  Click “Add to selection basket”

F.  Once you have made all of your selections, on the left hand tool bar, you will see “Download items”

G.  Click “Continue” at the status menu

H.  Click “Import into Clipart Organizer and then “Download Now”

I.  Click “Open” You will see your downloaded clipart in a file.

J.  Close “Word” and go to your Course Homepage and sign in

K.  Open your “Picture Library” and upload your clipart by clicking “Upload”

L.  Click “Browse” and go to “My Pictures” and then “Clipart Organizer”.  You will see your clipart.  Click “Open”

M.  Uncheck “Overwrite existing files” and Click “OK” Give your image a name.  Click “OK” and your image is now in your library.

N.  Click on the image you wish to use.  While the image is in preview, click on the actual image.  This will give you the address of the image so that you may paste it into the web part you want it.

O.  Highlight the address bar and right-click/copy

P.  Now you may return to your page and edit your web part by clicking the back button.

16.To add an image in an “Image Part”

A.  Click “Modify Shared web part once you have added it,

B.  On the right hand tool panel, paste the address for your image where it says “test link”.  Make sure you don’t have 2 http://’s. It is a common error. Click “OK”.   Your image should show up.

17. To add an image in “content Editor”

A.  Modify Shared Web part

B.  In Rich Text Editor, Click on the picture of the mountains.

C.  In “Address”  Paste the address as process above and click “OK”

18.Adding Images to a Web Part

 You may add pictures to any web part.  The sources of your pictures can come from 2 places: 

The Internet - search for an image (say, using Google image).  In the thumbnails, select the picture you want.  Keep opening the thumbnail by clicking on it until the image is as large as you can get it.  (You’ll know because when you put your mouse on the image, it will no longer turn into a hand.)  Copy the URL at the top by right clicking on it and selecting Copy.  You will use this later

 ***OR***

 Your My Pictures folder under My Documents – you can take an image from your digital camera, clip art, drawings you’ve made, etc.  Just save the image to your My Pictures folder.  Then upload the picture to any picture library on your website.  (To Upload - in the Picture Library, click Upload, Browse for the image in your My Pictures file and click OK.)  When you open your picture in the image library, it will have a URL address (beginning with http://).  Right click and copy this address to use later.

 Here are the steps to adding an Image Web Part and placing a picture in it. (A Web Part is a section on the main page of your screen.  For example:  Expectations, Announcements, Links, etc. are Web Parts.)

 a.Go to Site Actions and click Edit Page.

b.At the top of the screen you will see Left and Right.  Click the Add Web Parts under the side you wish to add an image.

c.A dialog box comes up on the right with the title Add Web Parts.  You will see Closed Web Parts, your website title, and Server Gallery.  Click on Closed Web Parts.

d.Under Web Part List, click Image Web Part.

Click at the bottom of the dialog box where you want the image to go and then click Add.

e.At the top of your column, you will now see the heading Image Web Part.  Click the link underneath that says 6.Open the Tool Pane.

  You will see Image Link at the top of the box and notice a space with an http://.  You will need to paste the URL link you copied in the first steps above (either the website of the image you found OR the copy of the link from your picture library where your image is stored.)

You can click Test Link to make sure the correct path is inserted.

Now your image appears on your screen.  While in the edit mode, you can drag the image to any Web Part on that side of the screen by grabbing and dragging the Image Web Part.

To change the title from Image Web Part, click on Site Actions and go to Edit Page.  Drop down the edit down arrow alongside the title.  Go to the dialog box on the right and click Appearance.  Give your web part a new title in the box that appears and apply.

Secure Web parts from Student Editing

 20. Limiting Student Access 

This is useful if you wish to control what students can edit on a page. If they are given "Contribute" access, by default, they are able to add announcements, assignments, etc.  To modify what they are allowed to edit, follow these steps:

 A.  Open the shared web part you want to block from students in edit mode.

B.  On the edit toolbar at the bottom, click “Advanced”

C.  Remove the check marks from "Allow Zone Changes", "Allow Connections", and "Allow editing in personal view".

D. Click "OK"

Sub Sites and Lists

Create Sites under your Home Page

·         Type Title (description optional), unique URL extension

·         Select Language (English, French, German, Spanish), Use Team Template (also Blank, Document Workspace, Wiki or Blog), Use Unique Permissions (so you control access to and users on the site)

·         Display on Quick Launch, Display on top link bar of parent site, Use top link bar from parent site (select options)

·         Click Create, Ok (note: default anonymous access for unique permission sites – Nothing)

·         Site Actions – Site Settings, under Users and Permissions – Advanced Permissions

·         Settings – Anonymous Access – Entire Web site, Lists and libraries, Nothing

·         Add Users: in Users/Groups box, type NDP usernames (or copy/paste from csv files in T-drive Tech Resources SharePoint3.0 Users folder), separated by semicolon;

·         Give Permission: give users permissions directly - click Contribute (for students)

·         Uncheck the Option to send Welcome email; OK

·         Actions: remove users or edit user permissions (check user box first)

·         Copy URL of your home page and navigate to class site; click site actions – site settings – link bars

·         Click Create, paste URL and type description (this will appear on link bar), OK

Discussion Boards (AKA message boards or Forums; you can create several)

Filter and Tracking

How to filter discussion by user

·         In a discussion board question, change to Flat View (views on the right, threaded is usual default)

·         In Flat view, see Posted By on left, drop down to sort ascending or descending or select a specific user to see individual postings

·         Return to Posted By drop down to select Clear filter from Posted by to see all postings again

 How to set up discussion board view

·         Go to discussion board, Subject view  - Modify this view (drop-down on upper right)

·         Check fields you want (subject, created, created by, replies, last updated) and order them

·         Sort (ex. by created), OK

Common Tracking: 

Links

Chat – always live, saved but might need to be refreshed sometimes

 Surveys: open-ended (ex. single or multiple lines of text) and/or closed-ended (ex. rating scale, yes/no)