SP2013 Web Portal Module I (SB)

Report
Business Systems
SharePoint 2013 Web
Portal Module 1 (SB)
Instructor-Led
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Business Systems
Course Outline
• Section I
Formalities
Training Delivery
Course Overview
Learning Objectives
• Section II Best Practices/Terms
Features
Support
• Section III Course Evaluation
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Business Systems
Section I: Formalities
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Training Attendance Sheet
Cell Phones
Breaks
Restrooms
Parking Lot
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Business Systems
Section I: Training Delivery
• “Tell Me”
– Instructor will discuss the process, responsibilities, and describe
the functions.
• “Together”
– Instructor / student will step through the process together.
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Business Systems
Section I: Course Overview
Internet (Public Facing)
• Anonymous
• Placeholder Pages
• Document Libraries
• Lists
• Recycle Bin
• Options
VS Intranet (Internal)
• Authorize Users
• Department sites
• Mysites
– Still reviewing
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Business Systems
Section I: Learning Objectives
• At the completion of this course, you will be able
to:
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Access to the School Site
Create Page
Multiple Contributors to a page (features)
Change Page Layout
Cut & Paste Content
Insert Hyperlink
Insert a Table
Insert an Image
Modify Navigation
Grant Permissions
Publish pages
Support
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Business Systems
Section II: Best Practices
Standards
• As a site administrator of your school site you will need Internet Explorer
9 to edit and update your site.
• Refer to the Web Governance and Guidelines documents located on the
“SharePoint Central” site, for the latest SharePoint 2013 updates
• There are two hidden district custom web parts which provides the
district office to communicate a consistent message immediately and
simultaneously to all SharePoint school sites .
– District News
– Emergency
• Upload approved content (i.e., documents, images, media, internal and
external links)
• Acquire the appropriate permissions for usage of any third-party content
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Business Systems
Section II: Best Practices
Questions you should ask yourself
• What service or information does your
department/school provide to website
visitors of Fulton County Schools?
• Is the content current and valid?
• 3rd Party Applications or Links (Interstitial page)
• Organized Content
• Department or School
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Business Systems
Section II: Best Practices
Standards (continued)
• The foundation of a sound web site is concise, well organized
page content.
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–
–
–
–
Parents,
Think about the audience.
Students, &
Who is going to read/use the content?
Community
What do they want to know?
What issues are they looking to solve?
What resources should be provided?
• Use as many existing district links as possible.
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Business Systems
Section II: Best Practices – Text Tips
• Fulton County Schools (FCS)
• When placing a link in your content, avoid using
“Click here”. Highlight the part of the text that refers
to the action being expressed and make that the link.
For example, “Download the Balanced Scorecard”.
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Section II: Best Practices - Images
Sample
To crop images use Microsoft
Picture Manager or Adobe
Photoshop
Note: Do Not resize manually
image will displayed blurry
Use photos from school events
that show parents, students,
employees and the community
- Authorized photos
No Clip Art
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Section II: Best Practices - Documents
Remember to Reduce File Size
Click radio button minimize size
.PDF
.PDF
Microsoft Word
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Section II: Key Terms – User Types
Contributors – Support Staff
•
The primary roles and responsibilities are:
Web Governance &
Guidelines
Pages, images, links, lists
and apps
Publishing
Contributor
Approve content optional
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Section II: Key Terms – User Types
Administrator– Owner
•
The primary roles and responsibilities are:
Pages, images, links, lists
and apps
Web Governance &
Guidelines
Approve content
Permissions
Quality Control
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Section II: Terms – SharePoint
Platform
Share
Share
Knowledge
Business Systems
Section II: Terms
What is Content Management System?
• A database driven web based software tool used to
deploy content into large, scalable websites. A CMS
places a divide between design/development and content
production.
• This division allows web professionals to create and
develop the programmatic architecture; while the subject
matter experts produce and edit page content consisting
of text, images, and web/file links in an easy-to-use
WYSIWYG (What You See Is What You Get) page editing
environment.
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Business Systems
Public Facing
Internet (Anonymous)
Intranet
(Employees)
http://employees.fultonschools.org
http://portal.fultonschools.org
Content for employees
Content for Parents, Students, and the
Community
Sites
 Departments
 Projects
 Team
 My sites
 Communities
Cross Site Publishing
 Important Messages
 District News
Forms & Documents Repository
Video & Embedding Image Renditions
Clean Urls
Higher Visibility
Tighter Governance
Forms & Documents Repository
Video & Embedding Image Renditions
Clean Urls
Lighter Governance
Business Systems
Mobile
Automatic Mobile Browser
Redirection
Target different designs based on user
agent string
Office Mobile Web Apps
 Excel
 PowerPoint
 Word
Push notifications
Electronic Devices
Business Systems
Section II: Terms
Why this Content Management System?
Editing Tools
Streamline
Communicate
Consistent
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Section II: Features
Access to Base Site
To access the designated SharePoint training sites.
1. Double-click on the Internet browser icon to open.
2. Type the site address of the training environment to which
you want to use in the url field or use your school site.
School site: http://sptapp02.fcstest.org/schools/es/SharePointAcad
3. Click Sign In.
4. Type the user name and password provided by the
SharePoint Administrator.
Example: doej and $sP13T_~
5. Click OK.
Send an email to
davisg1@fultonschools.org
for an authorize account to
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access training site.
Business Systems
Section II: Features
Home Page
The illustration highlights the standard frame used on all SharePoint sites throughout the
district. Please take a moment to review this page. Hover over the titles on the Navigation
Menu to view the sub-titles. The menu titles are linked to a corresponding placeholder page.
You can create a page to hold specific information, if required. Note: Do not modify or delete
the site placeholder pages, however they can be hidden until later use. Use the modify
navigation option to hide those pages until ready for use.
1 - URL Address
Sign In
2 - Branding Banner
3 – Navigation Menu has
Placeholder Pages
4 - Bread crumbs
5 - Department/Workspace
7 - FCS Logo re-directs
to district site
8 - Search
9 - District News and
Emergency Web Parts
10 - Footer
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Business Systems
Section II: Features - Create Page
Placeholder pages are available to display additional content or to help streamline the process
of transferring content to the newly created site. In some cases, the content to be displayed
need its own designated placeholder page. It is easy to create a specific placeholder page.
1. Starting from the School site home page.
2. Click
gear icon, will display an online menu.
3. Click Site Contents, will display lists, libraries,
and other apps.
4. Click Pages, will display all pages within the
folder. Do not delete the “default” page for this
is your school site home page.
5. Click
gear icon, will display an online menu.
6. Click Add a Page.
7. In Give it a name field. Type the Page Title using
proper text, this will be used for the URL
address.
Example: wbss
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Section II: Features- Create Page con.
Placeholder pages are available to display additional content or to help streamline the process of
transferring content to the newly created site. In some cases, the content to be displayed need its own
designated placeholder page. It is easy to create a specific placeholder page.
8. You will advance to editable page. Click, click
here to add new content.
9. Populate the following fields with text.
Example: Title – Student Spotlight
Example: Content Area I – Adam Ant our school
prized pupil received several honors in a three
month period. Also, Adam are members of the
chess, club, lacrosse, reader’s rally and peer
leadership.
10. Using the tool bar, click Spelling to run check
spelling for the page, will display count of spelling
errors where applicable.
11. Click OK.
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Business Systems
Section II: Features - Create Page con.
Placeholder pages are available to display additional content or to help streamline the process
of transferring content to the newly created site. In some cases, the content to be displayed
need its own designated placeholder page. It is easy to create a specific placeholder page.
12. Click Save icon, will display “only you can
see recent changes. “Check it In”
13. Click Check it in, will display a Check In
Comments box. Example: Create Student
Spotlight page per Mr. Moore’s request.
14. Click Continue, will display Visitors can’t
see this page. Publish it.
15. Click Publish it, will display for others to
view.
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Section II: Features – Edit a Page
(Multiple contributors)
1. Will display your name on the top right of
screen, click
wheel icon, will display an
online menu.
2. Click Site Settings.
3. Click Site Contents, will display lists, libraries
and other apps.
4. Click Pages, will display all pages associated
with this site.
Page labeled Default.aspx is your site
landing page.
Do not Delete
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Section II: Features – Edit a Page con.
(Multiple Contributors)
5. Scroll to locate the desire page to which you
need to apply changes.
6. Click desire page, will display.
Example: Chief_Human_Resources
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Business Systems
Section II: Features – Edit a Page con.
(Multiple Contributors)
Desire page, will display.
Example: Chief_Human_Resources
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Business Systems
Section II: Features – Edit a Page con.
(Multiple Contributors)
7. Will display the spelling error count.
8. The errors will display an underline under the
miss spelled word. Where applicable, apply
changes.
9. Using the toolbar click Save icon.
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Business Systems
Section II: Features – Edit a Page con.
(Multiple Contributors)
10. Will display a Check In Comments box. Here you can
record your reason to why edits were applied.
Example: QA check, your initials
11. Click Continue.
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Business Systems
Section II: Features – Change Page Layout
1. Navigation to the desire page to which you
want to change the page layout.
Example: About
2. Click
gear icon, will display an online
menu.
3. Click edit page.
4. Using the tool bar, click Page.
5. Click the black down arrow under Page
Layout option, will display a menu
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Business Systems
Section II: Features – Change Page Layout con.
6. The current page layout will be lined with
yellow.
7. Click the desire page layout.
8. The content on the page will re-stencil. In
some cases, you may need to make some slight
changes.
9. Click Save icon.
10. Click Check It In.
11. Click Publish, if permission has been
granted.
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Business Systems
Section II: Features - Cut & Paste Content
The steps below will guide you on transferring text from a document to the SharePoint site. While there are several ways
to transfer text from screen to screen, the process below is recommended.
1. Open the document to which you want to retrieve text.
Example: School Plan Verbiage
2. Click About Us navigation heading, will display available
pages to view.
3. Click School Plan page, will display page.
4. Click
gear icon, will display an online menu.
5. Click Edit page.
6. While in the School Plan document, click Select All,
click copy.
7. Click in Page Content box within the School Plan page
and click ctrl V to paste text.
8. Click Save.
9. Click Check In.
10. Click Publish tab, click black down arrow to view options.
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Section II: Features - Cut & Paste Content con.
8. Click Submit, if not authorized the publish, this will be
routed to the site owner for approval.
9. Click Publish to publish page, if authorized.
Note: Repeat this process to populate the placeholder pages
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Business Systems
Section II: Features – Insert a Hyperlink
1. Navigate to the desire page to which you want
to add a hyperlink.
Example: Chief Human_Resources
2. Click Edit, will display page in edit mode with
tool bar.
3. Using the tool bar, click Insert tab, will display
available options.
4. Click Hyperlink icon, will display available link
options: From SharePoint
From Address
Example: From SharePoint
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Business Systems
Section II: Features – Insert a Hyperlink con.
5. Double-click on Pages Folder, will
display content.
6. Use scroll bar to locate the desire
page, click page.
Example: Default.aspx (Do not
delete)
7. Click Insert.
8. Click Format Text.
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Business Systems
Section II: Features – Insert a Hyperlink con.
5. Click Spelling, will display an online menu.
6. Click desire language from menu.
Example: English
7. Will display a Spell Check Message, click OK.
8. Apply corrections, where applicable.
9. Click Save. Only you will see the changes applied.
10. Click Check It In, will display a comments box.
11. In the comments box, type reason for changes.
Example: QA workshop and your initials
12. Click Continue.
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Business Systems
Section II: Features – Insert a Hyperlink con.
13. Click Publish this draft, for visitors to see your
changes applied.
14. Using the tool bar, click Publish.
15. Click Publish, will display an online menu.
16. Click Publish, if you have authorization.
17. Click Submit, if you do not have publishing
authorization. When authorize personnel logs into
the designate area, this page will display
“Waiting for approval”.
18. The Site Administrator can click Approve it or
Publish, will display an online menu.
19. click Approve or Reject.
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Section II: Features - Insert Table
1. Continue the edits from within the desired page, click Edit.
2. Click desired editable content area.
Example: Content Area 1
3. Using the tool bar, click Insert Tab.
4. Click Table (arrow) will display option.
5. Click Insert table, will prompt you to enter Number of columns and
Number of Rows.
Example: No. of Columns 3 & No. of Rows 3
6. Click OK.
7. Click into the editable cell of the table and type text.
Example: Row 1, type Student Council Goes Green
Row 2, type Mentoring Teachers
Row 3, type Principal goes One on One
8. Click Save Icon.
9. Click Check In.
10. Type comments. Example: Update page per Mr. Miles
11. Click Ok.
12. Click Publish tab.
13. Click Publish, if authorized, for others to view.
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Business Systems
Section II: Features – Insert an Image
1. Navigate to the desire page to which you want
to add an image.
Example: Chief Human_Resources
2. Click Edit, will display page in edit mode with
tool bar.
3. Using the tool bar, click Insert tab, will display
available options.
4. Click black down arrow under the Picture icon,
will display location options.
5. Click From SharePoint, will display document
library contents.
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Business Systems
Section II: Features – Insert an Image con.
5. Use the scroll bar to locate the desire image.
6. click desire image, will auto-populate the
Location (URL) address.
Example: world in hand.png
7. Click Insert, will display image on screen.
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Business Systems
Section II: Features – Insert an Image con.
8. Use the tool bar to locate the desire image, under
Image tab, click Change Picture, will display an
online menu.
Example: From Computer
From Address
From SharePoint
9. In the Upload Image box, click Browse button to
locate the desire image.
10. Click image, will auto-populate the file name field.
11. Click Open, will auto-populate. Choose a file.
12. Destination Library will display the best choice
library for the item. Example: Image
13. Version Comments: Where applicable, type a
message in comments box to share with team
members.
Example: QA in workshop and your initials
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Business Systems
Section II: Features – Insert an Image con.
14. In Title field: type desire title.
Example: Talent Management
15 Click Save icon, to apply updates.
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Section II: Features - Modify Navigation
As you create specific pages you will need to change the placement order within the navigation
categories menu. The steps below will guide you in adding a page to the navigation menu.
1.
2.
3.
4.
5.
6.
7.
From the Home page, click
gear icon, will display an
on-line menu.
Under Look and Feel, Click Navigation, will display an online menu.
Click Modify Navigation.
Under Global Navigation headings: Select appropriate
options.
Example: Leave default settings for Structural Navigation.
Example: Leave default settings for Structural Navigation
Sorting: Sort automatically or Sort manually.
Example: Sort manually
Under Structural Navigation: Editing and Sorting, click
Navigation heading to which you want to place the page.
Click Add Link.
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Business Systems
Section II: Features- Modify Navigation con.
As you create specific pages you will need to change the placement order within the navigation
categories menu. The steps below will guide you in adding a page to the navigation menu.
8. Type Title to which you want to display for users.
9. Click Browse, to navigate to the page.
10. Use the scroll bar to locate the Page folder, click
Pages folder, will display contents.
11. Use the scroll bar to locate the newly created
page. Click desired page.
Example: Student Spotlight
12. Click Insert, will auto-populate the URL Address.
13. Leave Description and Audience field blank.
14. Click OK, will display under desired navigation
heading.
15. Click OK.
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Section II: Features - Grant Permissions
1. To share editing rights with a contributor
on the site. Click Share, will display a
dialogue box.
2. Share with lots of people, will display those
to which you have communicated in the
pass.
3. Invite people to “contribute”, type the
name(s), or email address of the person(s)
to which you want to grant contribute
permissions. Example: davisg1
4. Include a person message with the
invitation (optional). Example: You have
been granted permission level
“Contribute” for you to edit this page.
Active Directory displays
5. Click Show Options, will display the
permission level and the group to which FCS employees, parents
they are a member.
and students accounts
6. Click Share.
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Section II: Features
Learning Objectives Review
The learning objectives performed in this course guided you with uploading content unto a
SharePoint site. To help ensure the content placed on the website is accurate and valid, we
recommend you have others review before you publish.






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

Access to the School Site
Create Page
Multiple Contributors to a page (features)
Change Page Layout
Cut & Paste Content
Insert Hyperlink
Insert a Table
Insert an Image
Permissions
 Person
 Modify Navigation
 Publish page
 Support
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Section II: Features
Log Out
You have successfully completed the SharePoint Web Portal Module I (SB) training.
1. Click the Down Arrow to the right
of your name.
2. Select Sign Out.
3. The Internet browser will close.
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Section II: Support
•
Web Portal Courses
– SharePoint 2013 Web Portal Module I (SB)
•
Web Governance and Guidelines
•
SharePoint Central
•
As of Monday, August 19, 2013 route all SharePoint related support
questions through the technology helpdesk. This will help us better
support your needs and build a knowledge base.
•
Open a HEAT call-logging ticket and select category “SharePoint” or send
an email to technologyhelpdesk@fultonschools.org
•
Support Team
– Chris Edwards, SharePoint Administrator
– Ann Coala, School Technology Specialist
– Tiana Conner, Contractor
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Section III: Course Evaluation
• We continually strive to improve our courses to
best meet the needs of our employees. Your
feedback is extremely useful in helping us train
and communicate. Thank you in advance for
completing this brief course evaluation.
• Click link to access course evaluation
Check Inbox for link to
course evaluation
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