SharePoint 365 Essentials

Transcription

1 SharePoint 365 Essentials Sample Corporate Training Materials All of our training products are fully customizable and are perfect for one day and half day workshops. You can easily update or insert your own content to make the training more relevant to participants. Our material is completely customizable and is backed up by a 90 day 100% no questions asked money back guarantee! With our training courseware you are able to: Add your name and logo (and remove ours). Add your own content to make the training more relevant to your clients (i.e. using examples and case studies from within your organization or city) Train unlimited users within your organization. No Annual Renewal Fees Download training material on your time from our secure servers United States International 73 Greentree Drive, Box # Provost Street Dover, Delaware New Glasgow, NS, Canada Toll-free: Phone: Fax: Fax: sales@corporatetrainingmaterials.com sales@corporatetrainingmaterials.com Any technical issues or questions can be addressed by our support team support@corporatetrainingmaterials.com Our Product Catalog contains our entire library of available and upcoming courses. Please follow this link: Review our License Agreement to answer any licensing questions you may have. Please follow this link:

2 TABLE OF CONTENTS Preface... 3 What is Courseware?... 3 How Do I Customize My Course?... 3 Materials Required... 4 Maximizing Your Training Power... 5 Icebreakers... 6 Icebreaker: Friends Indeed... 7 Training Manual Sample... 8 Sample Module: Basic SharePoint Concepts... 9 Instructor Guide Sample Sample Module: Basic SharePoint Concepts Quick Reference Sheets Certificate of Completion PowerPoint Sample... 37

3 Preface What is Courseware? Welcome to Corporate Training Materials, a completely new training experience! Our courseware packages offer you top-quality training materials that are customizable, user-friendly, educational, and fun. We provide your materials, materials for the student, PowerPoint slides, and a takehome reference sheet for the student. You simply need to prepare and train! Best of all, our courseware packages are created in Microsoft Office and can be opened using any version of Word and PowerPoint. (Most other word processing and presentation programs support these formats, too.) This means that you can customize the content, add your logo, change the color scheme, and easily print and training materials. How Do I Customize My Course? Customizing your course is easy. To edit text, just click and type as you would with any document. This is particularly convenient if you want to add customized statistics for your region, special examples for your participants industry, or additional information. You can, of course, also use all of your word processor s other features, including text formatting and editing tools (such as cutting and pasting). To remove modules, simply select the text and press Delete on your keyboard. Then, navigate to the Table of Contents, right-click, and click Update Field. You may see a dialog box; if so, click Update entire table and press OK. (You will also want to perform this step if you add modules or move them around.) If you want to change the way text looks, you can format any piece of text any way you want. However, to make it easy, we have used styles so that you can update all the text at once. If you are using Word 97 to 2003, start by clicking the Format menu followed by Styles and Formatting. In Word 2007 and 2010 under the Home tab, right-click on your chosen style and click Modify. That will then produce the Modify Style options window where you can set your preferred style options.

4 For example, if we wanted to change our Heading 1 style, used for Module Titles, this is what we would do: Now, we can change our formatting and it will apply to all the headings in the document. For more information on making Word work for you, please refer to Word 2007 or 2010 Essentials by Corporate Training Materials. Materials Required All of our courses use flip chart paper and markers extensively. (If you prefer, you can use a whiteboard or chalkboard instead.) We recommend that each participant have a copy of the Training Manual, and that you review each module before training to ensure you have any special materials required. Worksheets and handouts are included within a separate activities folder and can be reproduced and used where indicated. If you would like to save paper, these worksheets are easily transferrable to a flip chart paper format, instead of having individual worksheets.

5 We recommend these additional materials for all workshops: Laptop with projector, for PowerPoint slides Quick Reference Sheets for students to take home Timer or watch (separate from your laptop) Masking tape Blank paper Maximizing Your Training Power We have just one more thing for you before you get started. Our company is built for trainers, by trainers, so we thought we would share some of our tips with you, to help you create an engaging, unforgettable experience for your participants. Make it customized. By tailoring each course to your participants, you will find that your results will increase a thousand-fold. o o o Use examples, case studies, and stories that are relevant to the group. Identify whether your participants are strangers or whether they work together. Tailor your approach appropriately. Different people learn in different ways, so use different types of activities to balance it all out. (For example, some people learn by reading, while others learn by talking about it, while still others need a hands-on approach. For more information, we suggest Experiential Learning by David Kolb.) Make it fun and interactive. Most people do not enjoy sitting and listening to someone else talk for hours at a time. Make use of the tips in this book and your own experience to keep your participants engaged. Mix up the activities to include individual work, small group work, large group discussions, and mini-lectures. Make it relevant. Participants are much more receptive to learning if they understand why they are learning it and how they can apply it in their daily lives. Most importantly, they want to know how it will benefit them and make their lives easier. Take every opportunity to tie what you are teaching back to real life. Keep an open mind. Many trainers find that they learn something each time they teach a workshop. If you go into a training session with that attitude, you will find that there can be an amazing two-way flow of information between the trainer and trainees. Enjoy it, learn from it, and make the most of it in your workshops. And now, time for the training!

6 Icebreakers Each course is provided with a wide range of interactive Icebreakers. The trainer can utilize an Icebreaker to help facilitate the beginning of the course, as it helps break the ice with the participants. If the participants are new to each other, an icebreaker is a great way to introduce everyone to each other. If the participants all know each other it can still help loosen up the room and begin the training session on positive note. Below you will see one of the icebreakers that can be utilized from the Icebreakers folder.

7 Icebreaker: Friends Indeed Purpose Have the participants moving around and help to make introductions to each other. Materials Required Name card for each person Markers Preparation Have participants fill out their name card. Then, ask participants to stand in a circle, shoulder to shoulder. They should place their name card at their feet. Then they can take a step back. You as the facilitator should take the place in the center of the circle. Activity Explain that there is one less place than people in the group, as you are in the middle and will be participating. You will call out a statement that applies to you, and anyone to whom that statement applies must find another place in the circle. Examples: Friends who have cats at home Friends who are wearing blue Friends who don t like ice cream The odd person out must stand in the center and make a statement. The rules: You cannot move immediately to your left or right, or back to your place. Let s be adults: no kicking, punching, body-checking, etc. Play a few rounds until everyone has had a chance to move around.

8 Training Manual Sample On the following pages is a sample module from our Training Manual. Each of our courses contains twelve modules with three to five lessons per module. It is in the same format and contains the same material as the Instructor Guide, which is then shown after the Training Manual sample, but does not contain the Lesson Plans box which assists the trainer during facilitation. The Training Manual can be easily updated, edited, or customized to add your business name and company logo or that of your clients. It provides each participant with a copy of the material where they can follow along with the instructor.

9 Enabling deskless workers expands a company's collaboration zone and gives stores the ability to communicate with each other. Paul Turner Sample Module: Basic SharePoint Concepts Welcome to Office 365! In this module, you ll learn how to sign on to the Microsoft Office 365 portal, where your SharePoint content will be stored. You ll learn about the home page of the portal, where you sign into the Team Site and your Office 365 web apps, including Outlook. Then we ll take a look at the Team Site and how to navigate around while you are on the SharePoint site. This module will also discuss permissions in SharePoint Online and how they affect your SharePoint experience. Finally, you ll learn how to change the site theme to customize your own SharePoint experience.

10 The Home Page To sign into the Home Page, use the following procedure. 1. Open your web browser to the page: 2. Enter your User ID and Password. You should have received an from Microsoft or your administrator containing this information. 3. Check the Remember Me box if you are using your own computer and you want the computer to remember your User ID. 4. Check the Keep me signed in box if you are using your own computer and you want to skip the sign in page on future visits. 5. Select Sign In. Note that you don t want to use the Remember Me or Keep Me Signed In options if you are using a shared computer, as this will potentially allow others access to your files.

11 When you sign in the first time, you will be instructed to change your password. 1. Enter your temporary Password. You should have received this from your system administrator. 2. Enter a new Password. Microsoft requires a strong password of at least 8 characters (up to 16). Do not use common words or names. You should combine upper and lower case letters, numbers and symbols to create a strong password. 3. Type the new Password again to confirm it. 4. Select Submit.

12 On the next screen, you can take advantage of low vision options and set your time zone. 1. Check the Use the blind and low vision experience box if desired. 2. Select your preferred interface Language from the drop down list. 3. Select your Time Zone from the drop down list. 4. Select OK.

13 The Home Page. Link to Team Site

14 The Team Site The Team Site page. The Browse tab Links to My Site and Profile The Team Site page Links to content (Quick Launch) Links to common tasks The important features are the links to different content your team has stored on SharePoint on the left, and the site page on the right. Your team site will be customized to reflect your team s needs, so it may include different items. We will talk more about customization and web parts later in the course. To navigate to different areas of the site, click on the links on the left. Use the Browse tab to return to the Team Site. These are the elements of all SharePoint sites. Lists Web site components where your organization can store, share, and manage information like assignments, events, issues, or discussions. Libraries Special type of lists that store files and related information. Libraries help you control how documents are viewed, tracked, managed, and created. Views Allow you to see relevant items in a list or library. Views can filter out information you don t need. You can create multiple views for the same lists or libraries. Web Parts Modular units of content you can use to build pages on a site.

15 About Permissions Permissions are based on security groups, which can be assigned by the nature of work required of different uses. Permissions are typically bundled together in combinations. You must have the appropriate level of permission to access the SharePoint site. Full Control Permission provides a full range of options to manage the site. Design Permission provides the ability to design the site. Contribute Permission allows you to add content and make some changes to the site. Read Permission allows you to view the site, but you cannot make any changes. The default permission level is to contribute. Site collection administrators usually have full control permissions for all people on all sites. Site owners, on the other hand, can only manage permissions for people on the sites they own. Note that if a command in SharePoint is gray, you may not have the correct permissions to perform that task. Ask your administrator for assistance.

16 Changing Site Theme To change the theme, use the following procedure. 1. Select Change Site Theme under Getting Started on the right lower corner of the screen. 2. Select a theme from the list on the right. In addition (or alternatively), you can select a new color for each of the items listed under the themes. 3. If you want to preview the new theme, select Preview. 4. To save your changes, select Apply.

17 Sample Module: Review Questions 1. You need to sign into the Office 365 web portal before you can access your Team Site. a) True b) False 2. You should use Remember Me and Keep Me Signed in on a shared computer to protect your information. a) True b) False 3. What do you need to do the first time you sign in? a) Change Your Password b) Set your Interface Language c) Set your Time Zone d) All of the above 4. Where is the content for your SharePoint site located? a) On My Site b) On the Home Page c) You have to download the content to your computer d) On the Team Site 5. What are the parts of a site? 6. Lists are modular units of content you can use to build pages on a site. a) True b) False 7. What SharePoint item stores files? a) Lists b) Libraries c) Views d) None of the above

18 8. If you don t have the proper permission for a task, the command will appear gray on the Ribbon. a) True b) False 9. What is a theme? a) A new look to the SharePoint interface b) A line you can add to the bottom of all of your s c) An instant session with another contact d) None of the above

19 Instructor Guide Sample On the following pages is a sample module from our Instructor Guide. It provides the instructor with a copy of the material and a Lesson Plans box. Each Instructor Guide and Training Manual mirrors each other in terms of the content. They differ in that the Instructor Guide is customized towards the trainer, and Training Manual is customized for the participant. The key benefit for the trainer is the Lesson Plan box. It provides a standardized set of tools to assist the instructor train that particular lesson. The Lesson Plan box gives an estimated time to complete the lesson, any materials that are needed for the lesson, recommended activities, and additional points to assist in delivering the lessons such as Stories to Share and Delivery Tips.

20 Enabling deskless workers expands a company's collaboration zone and gives stores the ability to communicate with each other. Paul Turner Sample Module: Basic SharePoint Concepts Welcome to Office 365! In this module, you ll learn how to sign on to the Microsoft Office 365 portal, where your SharePoint content will be stored. You ll learn about the home page of the portal, where you sign into the Team Site and your Office 365 web apps, including Outlook. Then we ll take a look at the Team Site and how to navigate around while you are on the SharePoint site. This module will also discuss permissions in SharePoint Online and how they affect your SharePoint experience. Finally, you ll learn how to change the site theme to customize your own SharePoint experience.

21 The Home Page Estimated Time Topic Objective Topic Summary Materials Required Recommended Activity 5 minutes To sign into the Office 365 home page. You can use Office 365 from nearly anywhere in the world. The first step is to sign into the portal with your credentials. Then, the Home page will help you get started using the Office 365 web apps, including a link to your team site. Computer with internet connection A web browser An Office 365 account Have participants sign in to the Office 365 portal. Explain the items on the Home Page. Show the participants how to sign into the Home Page. Use the following procedure. 1. Open your web browser to the page: 2. Enter your User ID and Password. You should have received an from Microsoft or your administrator containing this information. 3. Check the Remember Me box if you are using your own computer and you want the computer to remember your User ID. 4. Check the Keep me signed in box if you are using your own computer and you want to skip the sign in page on future visits.

22 5. Select Sign In. Note that you don t want to use the Remember Me or Keep Me Signed In options if you are using a shared computer, as this will potentially allow others access to your files. When you sign in the first time, you will be instructed to change your password. 1. Enter your temporary Password. You should have received this from your system administrator. 2. Enter a new Password. Microsoft requires a strong password of at least 8 characters (up to 16). Do not use common words or names. You should combine upper and lower case letters, numbers and symbols to create a strong password. 3. Type the new Password again to confirm it. 4. Select Submit.

23 On the next screen, you can take advantage of low vision options and set your time zone. 1. Check the Use the blind and low vision experience box if desired. 2. Select your preferred interface Language from the drop down list. 3. Select your Time Zone from the drop down list. 4. Select OK.

24 Show the participants the Home Page. Link to Team Site

25 The Team Site Estimated Time Topic Objective Topic Summary Materials Required Recommended Activity 5 minutes To provide an overview of the SharePoint Team Site. The Team Site is where you can collaborate with the other members of your team, no matter where they are located. The Office 365 experience provides both a website intended for public viewing, and a team site for storing documents and sharing other information. You can also add and edit the pages on the Team Site (if you have the permission/access.) Computer with internet connection A web browser An Office 365 account Have the participants open the Team Site and investigate the options. Discuss the parts of a site. Show the participants the Team Site page. The Browse tab Links to My Site and Profile The Team Site page Links to content (Quick Launch) Links to common tasks

26 The important features are the links to different content your team has stored on SharePoint on the left, and the site page on the right. Your team site will be customized to reflect your team s needs, so it may include different items. We will talk more about customization and web parts later in the course. To navigate to different areas of the site, click on the links on the left. Use the Browse tab to return to the Team Site. These are the elements of all SharePoint sites. Lists Web site components where your organization can store, share, and manage information like assignments, events, issues, or discussions. Libraries Special type of lists that store files and related information. Libraries help you control how documents are viewed, tracked, managed, and created. Views Allow you to see relevant items in a list or library. Views can filter out information you don t need. You can create multiple views for the same lists or libraries. Web Parts Modular units of content you can use to build pages on a site.

27 About Permissions Estimated Time Topic Objective 5 minutes To understand the concept of permissions in SharePoint Online. SharePoint Online includes several different permission levels to control who can make what kind of changes on a site. Topic Summary Full Control Permission provides a full range of options to manage the site Contribute Permission allows you to add content and make some changes to the site Read Permission allows you to view the site, but you cannot make any changes. Your organization can customize the permissions, branding, and even the navigation and controls of the site. Materials Required Recommended Activity Flipchart Markers Discuss the permission levels in SharePoint Online. Note that items and documents can have fine-grained permissions. Stories to Share The Share This Site link on the Team Site Home page allows you to view or change permissions. Permissions are based on security groups, which can be assigned by the nature of work required of different uses. Permissions are typically bundled together in combinations. You must have the appropriate level of permission to access the SharePoint site. Full Control Permission provides a full range of options to manage the site. Design Permission provides the ability to design the site. Contribute Permission allows you to add content and make some changes to the site. Read Permission allows you to view the site, but you cannot make any changes. The default permission level is to contribute. Site collection administrators usually have full control permissions for all people on all sites. Site owners, on the other hand, can only manage permissions for people on the sites they own. Note that if a command in SharePoint is gray, you may not have the correct permissions to perform that task. Ask your administrator for assistance.

28 Changing Site Theme Estimated Time Topic Objective Topic Summary Materials Required Recommended Activity 5 minutes To learn how to select a new theme for the SharePoint site appearance. You can change the look of your SharePoint sites by changing the Theme. Computer with internet connection A web browser An Office 365 account, open to the Team Site Have the participants select a new theme for the SharePoint site. Show the participants how to change the theme. Use the following procedure. 1. Select Change Site Theme under Getting Started on the right lower corner of the screen. 2. Select a theme from the list on the right.

29 In addition (or alternatively), you can select a new color for each of the items listed under the themes. 3. If you want to preview the new theme, select Preview. 4. To save your changes, select Apply.

30 Sample Module: Review Questions 1. You need to sign into the Office 365 web portal before you can access your Team Site. a) True b) False 2. You should use Remember Me and Keep Me Signed in on a shared computer to protect your information. a) True b) False 3. What do you need to do the first time you sign in? a) Change Your Password b) Set your Interface Language c) Set your Time Zone d) All of the above 4. Where is the content for your SharePoint site located? a) On My Site b) On the Home Page c) You have to download the content to your computer d) On the Team Site 5. What are the parts of a site? (Lists, Libraries, Views, and Web Parts) 6. Lists are modular units of content you can use to build pages on a site. a) True b) False 7. What SharePoint item stores files? a) Lists b) Libraries c) Views d) None of the above

31 8. If you don t have the proper permission for a task, the command will appear gray on the Ribbon. a) True b) False 9. What is a theme? a) A new look to the SharePoint interface b) A line you can add to the bottom of all of your s c) An instant session with another contact d) None of the above

32 Quick Reference Sheets Below is an example of our Quick reference Sheets. They are used to provide the participants with a quick way to reference the material after the course has been completed. They can be customized by the trainer to provide the material deemed the most important. They are a way the participants can look back and reference the material at a later date. They are also very useful as a take-away from the workshop when branded. When a participant leaves with a Quick Reference Sheet it provides a great way to promote future business.

33 SharePoint 365 Essentials View Your Profile To view your profile, use the following procedure. 1. Select My Profile in the upper right corner of the Home Page. Or select your name in the upper right corner of the Team Site and select My Site from the drop down list. 2. Select My Profile. Follow Colleagues To follow a colleague, use the following procedure. 1. Click on a name, or browse or search for the profile of the person you want to follow. 2. Select Add as colleague. 3. Select whether to add the person to your Team. 4. Either add the person to an Existing group by selecting a group from the drop down list, or a New Group by typing in a name for the new group. 5. Select who to show this colleague to from the drop down list. 6. Select OK. Creating a New Document in Your Library To create a new document, use the following procedure. 1. Navigate to the site containing the library for which you want to create a file. 2. Select the name of the library on the Quick Launch area to open that library. 3. Select the Document tab from the Ribbon. Select New Document. 4. If additional templates are associated with your library, other choices appear, such as New Worksheet or New Contract. 5. A security message displays. Select OK to continue. Corporate Training Materials,

34

35 Certificate of Completion Every course comes with a Certificate of Completion where the participants can be recognized for completing the course. It provides a record of their attendance and to be recognized for their participation in the workshop.

36 CERTIFICATE OF COMPLETION [Name] Has mastered the course SharePoint 365 Essentials Awarded this day of, 20 Presenter Name and Title

37 PowerPoint Sample Below you will find the PowerPoint sample. The slides are based on and created from the Training Manual. PowerPoint slides are a great tool to use during the facilitation of the material; they help to focus on the important points of information presented during the training.

38

39

40

41

42 Full Course Table of Contents Preface... 5 What is Courseware?... 5 How Do I Customize My Course?... 5 Materials Required... 7 Maximizing Your Training Power... 7 Module One: Getting Started... 9 Housekeeping Items... 9 The Parking Lot Pre-Assignment Review Workshop Objectives Action Plans and Evaluations Module Two: Basic SharePoint Concepts The Home Page The Team Site About Permissions Changing Site Theme Module Two: Review Questions Module Three: Working with My Site View Your Profile Update Your Profile Follow Colleagues Share Information Follow Newsfeed and Status Updates Module Three: Review Questions Module Four: Working with SharePoint Content... 38

43 About Content Types Adding an Item to a List Uploading a File to a Library Checking Items In and Out Tracking Versions Module Four: Review Questions Module Five: Working with Libraries Types of Libraries Viewing Library Items Creating a New Document in Your Library Editing or Deleting a Library Item Understanding the Library Tools Create a Library Module Five: Review Questions Module Six: Working with Lists Types of Lists The List Tool Bars Viewing Items Editing or Deleing a List Item Creating a New List Module Six: Review Questions Module Seven: Working with Other Types of Lists Viewing and Adding Announcements Working with an Issues List Adding a Link Adding a Task... 87

44 Searching List Items Module Seven: Review Questions Module Eight: Working with Calendars Viewing and Navigating Calendars Adding a New Event Managing Events Connecting to Outlook Creating a New Calendar Module Eight: Review Questions Module Nine: Working with Sites and Pages Editing a Page Understanding Web Parts Editing and Deleting Web Parts Creating a Site Module Nine: Review Questions Module Ten: Working with Views Sorting and Filtering Lists and Libraries Creating a Column Creating a Private View Selecting a View Modifying a View Module Ten: Review Questions Module Eleven: Using Workflows About Workflows Types of Workflows Add a Three-State Workflow to a List

45 Start a Workflow Monitor a Workflow Review a Workflow Module Eleven: Review Questions Module Twelve: Wrapping Up Words from the Wise Review of the Parking Lot Completion of Action Plans and Evaluations