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SharePoint 2013 How-To

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SharePoint 2013 How-To

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Description

  • Copyright 2013
  • Dimensions: 6" x 9"
  • Edition: 1st
  • eBook (Watermarked)
  • ISBN-10: 0-13-343228-9
  • ISBN-13: 978-0-13-343228-2

SharePoint 2013 How-To

Need fast, reliable, easy-to-implement solutions for SharePoint 2013? This book delivers exactly what you’re looking for:
step-by-step help and guidance with the tasks that users, authors, content managers, and site managers perform most often. Fully updated to reflect SharePoint 2013’s latest improvements and fluid new design, it covers everything from lists and views to social networking, workflows, and security. The industry’s most focused SharePoint resource, SharePoint 2013 How-To provides all the answers you need—now!

Ishai Sagi is a SharePoint developer and architect who provides solutions through his company, Extelligent Design, which is Canberra, Australia’s leading SharePoint consultancy. Sagi has worked with SharePoint since it was introduced in 2001. Honored four times by Microsoft as a Microsoft Office SharePoint Server MVP, he has trained many end users, administrators, and developers in using SharePoint or
developing solutions for it. He leads Canberra’s SharePoint user group and has spoken at Microsoft conferences around the world. He hosts the popular blog Sharepoint Tips and Tricks (www.sharepoint-tips.com), and authored SharePoint 2010 How-To.

Fast, Accurate, and Easy-to-Use!

¿  Quickly review essential SharePoint terminology and concepts

¿  Master SharePoint 2013’s revamped interface for Windows PCs, Surface, and smartphones

¿  Run SharePoint in the cloud with Microsoft Office 365 and SkyDrive

¿  Find, log on to, and navigate SharePoint sites

¿  Create, manage, and use list items, documents, and forms

¿  Alert yourself to new or changed content

¿  Use views to work with content more efficiently

¿  Leverage SharePoint 2013’s revamped search capabilities

¿  Organize content with lists, document libraries, and templates

¿  Use powerful social networking features, including tagging, NewsFeed updates, and microblogging

¿  Author and edit each type of SharePoint page

¿  Build flexible navigation hierarchies with Managed Metadata

¿  Systematically manage site security and content access

¿  Control permissions more effectively with the Permissions Page

¿  Create and track workflows, and integrate them with lists or libraries

¿  Customize a site’s appearance, settings, and behavior

¿  Create new Office 365 private and public site collections

Sample Content

Table of Contents

Introduction 1

Overview of This Book . . . . . . . . . . . . . . . . . . . . . . . . . . . .  . . . . . . . . 1

How to Benefit from This Book . . . . . . . . . . . . . . . . .  . . . . . . . . . . . . . . . . . . . . 2

Ways to Continue Expanding Your Knowledge . . . . . . .. . . . . . . . . . 3

Part I: Solutions for Readers

1 About Microsoft SharePoint 2013 5

What Is Microsoft SharePoint 2013? . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . 6

What Is the Difference Between SPF, SharePoint Server, and SharePoint 365? . . . . .. . . . 8

    How to Tell Whether a Site Is Based on SPF, SharePoint Server, or SharePoint on Office 365 . . . . . 8

What Is a Site? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

What Is a Personal Site? . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . 11

What Are SkyDrive and SkyDrive Pro? . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

What Is a Ribbon? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

What Are Apps? . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

What Is a List? . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

What Is an External List? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

What Is a Document Library? . . . . . . . . . . . . . . .  . . . . . . . . . . . . . . . . . . . . 14

What Is a Wiki Page Library? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

What Is a Form Library? . . . . . . . . . . . . . .  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

What Is an Asset Library? . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . 16

What Is a Picture Library? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

What Is a View? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

What Are Web Parts? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

What Are Alerts? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

What Is a Site Column? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

What Is a Content Type? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

What Is Tagging? . . . . . . . . . . . . . . . . . . . .  . . . . . . . . . . . . . . . . . . . . . . 27

What Is Managed Metadata? . . . . . . . . . . . . . . . . .  . . . . . . . . . . . . . . . . . 28

What Are Versions? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

What Does Check-in/Check-out Mean? . . . . . . . .  . . . . . . . . . . . . . 29

What Is a Workflow? . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . 30

What Are Catalogs? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . 31

2 Finding Your Way Around a SharePoint Site 33

Get to a SharePoint Site . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Sign Out of a Site . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. .. . . . . 35

Use the Ribbon . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  . . . . . . . . . 36

Change Language and Regional Settings . . . . . . . . . . . . . . . . .. . . . . 40

    Change Settings Only for Current Site . . . . . . . . . . .. . . . . . . . . . . . 41

    Change Settings for Entire Environment . . . . . . . . . . .  . . . . . . . . 42

    Regional Settings You Can Change . . . . . . . . . . . . . . . . . . . . . . . 42

Navigate Through a SharePoint Site . . . . . . . . . . . . . . .  . . . . . . . . . . 43

    Use the Left Navigation Bar . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . 45

    Use the Top Navigation Bar . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . 46

    Use the Breadcrumbs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

    Use the Navigate Up Breadcrumbs . . . . . . . . . . . . . . . . 47

Follow a SharePoint Site. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . 48

3 Solutions Regarding Files, Documents, List Items, and Forms 51

See What Lists and Document Libraries Are in a Site . . . . . . . . .. . . . . . . 52

    Use Direct Links in the Left Navigation Bar . . . . . . . . . . . . .  . . . . . . . . 52

    View All Lists and Libraries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

Open a Document for Reading . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

View Properties of a Document . . . . . . . . . . . . . . . . . . .  . . . . . . . . . . . . . . . . . 55

    Using the Files Ribbon . . . . . . . . . . . . . . . . . . . . . . .  . . . . . . . . . . . . . . . . . 55

    Using a Context Popup Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

Send a Link to a File or a Library by E-mail . . . . . . . . . . . . . . . . . . . . . . . . . . 58

Tag a Document, List Item, or Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

Tag an External Site . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

View/Add Notes to a Document or List Item . . . . . . . . . . . . . . . . . . .. . . . . . . . . 62

View Past Versions of Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

View Properties of a List Item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

View a Microsoft InfoPath Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

Change Sorting and Filtering of a List or Library . . . . . .  . . . . . . . . . . . 66

    Sort . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . 67

    Filter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

Switch List Views in Lists and Libraries . . . . . . . . . . . . . . . .. . . . . . . . 67

    Switch to the Quick Edit View . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . 70

Use Alerts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . 71

    Create an Alert . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . 71

    Modify or Remove an Alert . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75

    Manage My Alerts in a Site . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75

Export the Contents of a List to Microsoft Excel . . . . . . . . . . . . . . 75

4 Searching in SharePoint 79

Search for Documents and List Items . . . . . . . . . . . . . . . . . . . . . . . . . 80

    Searching for a File or List Item Within a Specific List or Library . . . 80

    Searching for a File or List Item in the Entire SharePoint Environment . . . .. . . . . . . 80

Search Using the Search Center . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83

Use the Advanced Search (in SharePoint Server) . . . . . . . . .. . . . . . . . . . . 85

Search for People (in SharePoint Server) . . . . . . . . . . . . . . . . . . . . . . . . . . . 88

5 Social Networking, Personal Sites, and Personal Details in

SharePoint Server 91

Get Started with Social Features . . . . . . . . . . . . . . . .. . . . . . . . . . . 92

Use Microblogging to Let Others Know What You Are Doing or Thinking . . . . . .. . . . . . . . . . . . . . 94

Follow Colleagues to See What They Are Posting . . . . . . . . . . . . . . . . . . . . . . . . 95

Manage Tags and Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  . . . . . . . . . . . . . . . . 96

    Add, Edit, and Remove Notes on the Notes Board . . . . . . . . . . . . . . . . 98

View Sites You Are Following . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . 98

Edit Your Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  . . . . . . 99

Manage Newsfeed Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100

    Manage Followed Hashtags . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101

    Manage Email Notifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101

    Manage What Information You Share . . . . . . . . . . . . . . . . . . . . . . . . 101

Create a Blog . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102

Use SkyDrive Pro to Share a Document . . . . . . . . . . . . . . . . . . . . . . 102

Part II: Solutions for Authors and Content Managers

6 Creating and Managing Files, List Items, and Forms in SharePoint 103

Upload a File . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  . . . . . . . . . . . . . . . . . . . 104

    Upload a File from the Web Interface . . . . . . . . . . . . . . . . . . . . . . 104

    Upload a File from an Office Application . . . . . . . . . . . . . . . . . . 107

    Upload a File Using Web Folders . . . . . . . . . . . . . . . . . . . . . . . . . . 111

Upload a Picture to a Picture Library . . . . . . . . . . . . . . . .  . . . . . . . . . . . . . 113

Create a New Document. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113

Create a New List Item . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . 114

Fill a Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . 117

Add a Document Library to Microsoft Office . . . . . . . . . . . . . . . . . . . . . . . . . . 119

Delete a File or List Item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . 120

Recover a Deleted File or List Item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122

Edit the Properties of a File or List Item . . . . . . . . . . . . . . . . . . . . . 123

    Use the Quick Edit View to Add, Edit, or Delete Items and Files . . . . . . . . . . . 127

    Switch to Quick Edit View . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . 128

    Add a List Item Using Quick Edit View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129

    Add Multiple List Items from Microsoft Excel by Using Quick Edit View . . . . . .. . . . . . . . 129

Check In and Check Out a File or List Item . . . . . . . . . . . . . . . . . . . . . . . . 130

Publish a File or List Item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132

Restore an Earlier Version of a File or List Item . . . . . . . . . . . . . .. . . . . 134

Approve or Reject a File or List Item . . . . . . . . . . . . . . . . . . . . . . . . . .  . . . . . 134

See What Files or List Items Are Waiting for Your Approval . . . . . . . . .  . . . . . 136

Synchronize a Library or Folder Using SkyDrive Pro . . . . . . . . . .. . . . . . . . 137

    Managing Synchronized Files . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . 138

    Managing Synchronized Folders . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . 139

7 Creating Lists and Document Libraries 141

Open Your Apps Page to Create Lists and Libraries . . . . . . .. . . . . . . . 142

Create a New Document Library . . . . . . . . . . . . . . . .  . . . . . . . . . . . . . . . . . . . 144

Create a New Folder in a Document Library . . . . . . . . . . .. . . . . . . . . . 147

Create a New List . . . . . . . . . . . . . . . . . . . . . .  . . . . . . . . . . . . . . . . . . . . . . . . . . . 148

Create a New Survey . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . 149

Add a Column to a List or Document Library . . . . . . . . . . . . . . . . . . . . . . . . . 150

Add a Site Column to a List or Document Library . . . . . . . . . . . . . . . . . . 152

Choose a Default Value for a Column . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . 153

Enforce Unique Values on a Column . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 154

Enforce Custom Validation on a Column . . . . . . . . . .. . . . . . . . . . . . . . . . 154

Choose a Column Type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 156

    Single Line of Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 156

    Multiple Lines of Text . . . . . . . . . . . . . . . . . . .  . . . . . . . . . . . . . . . . . 157

    Choice Column . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 161

    Number (1, 1.0, 100) . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . 163

    Currency ($, ¥, €) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164

    Date and Time . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . 165

    Lookup (Information Already on This Site) . . . . . . . . . .  . . . . . . . . . . 166

    Yes/No (Check Box) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169

    Person or Group. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169

    Hyperlink or Picture . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . 170

    Calculated (Calculation Based on Other Columns) . . . . . . . . . . . . . . . . . 171

    Rating Scale . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 172

    Page Separator . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174

    External Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174

    Managed Metadata . . . . . . . . . . . . . . . . . . . . . . . . . . .  . . . . 176

Enforce Custom Validation on a List or Library . . . . . . . .  . . . . . . 180

Change or Remove a Column in a List or Document Library . . . . . . . . . 181

Change the Order of Columns in a List or Document Library . . . . . . . .. . . 182

Branching in Surveys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 183

Rename a List or Document Library or Change Its Description . . . .  . . . 185

Change the Versioning Settings for a List or Document Library . . . . . . . . 186

    Set the Versioning Settings for a List . . . . . . . . . . . . . . . . . . . .  . . . . . 186

    Set the Versioning Settings for a Document Library . . . . . . . . .. . . . . 187

Change the Document Template for the New Button in a Document Library . . . . . . . . . 188

Add a Content Type to a List or Document Library . . . . . . . . . . . . . . . . . . . . 190

Remove a Content Type from a List or Document Library . . . . .. . . . . 191

Enable or Disable Folders in a List or Document Library . . . . . . . . . . . 193

Configure Metadata Navigation in a List or Document Library . . . . . . .  . . . . 193

    Configure Navigation Hierarchies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 196

    Configure Key Filters . . . . . . . . . . . . . . . . . . . . . . . . . . . .  . . . . . . . . . . 196

    Configure Automatic Column Indexing for This List . . . . . . . . . . . . . . . . . . . . . 196

8 Creating List Views 197

Create a Personal or Public View for a List or Library . . . . . . . . . . . . . 198

    Create a Standard View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  . . . . . . . 199

    Select Whether a View Is a Default View . . . . . . . . . . . . . . . . . . . . .. . . 200

    Select Whether a View Is a Personal View or Public View . . . . . . . . . . . . 200

    Create a Calendar View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 200

    Create a Gantt View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203

    Create a Quick Edit View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . 204

Specify Columns for a View to Display . . . . . . . . . . . . . . . . . . . . . . . .  . . . 205

    Specify Columns for a Standard View or a Datasheet View . . . . . . . . . 205

    Specify Columns for a Calendar View . . . . . . . . . . . . . . . . . .. . . . . . 205

    Specify Columns for a Gantt View . . . . . . . . . . . . . . . . . . . . . . . . . . 205

Specify the Order of the Columns in a View . . . . . . . . . . . . . . . . . . . . . . . . 206

Specify How Items in a View Are Sorted . . . . . . . . . . . . . . . .  . . . . . . . . . 206

Specify How Items in a View Are Filtered . . . . . . . . . . . . . . . . . . . . . . . . 208

Specify How Items in a View Are Grouped . . . . . . . . . . . . . . . . .  . . . . . . . . 212

Specify Totals for a View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 215

Specify a Different Item Style for a View . . . . . . . . . . . . . . . . . . . . . . 217

Specify How Folders Will Be Used in a View . . . . . . . . . . . . .  . . . . . . . 219

Specify the Item Limit for a View . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . 220

Enable or Disable Selecting Multiple Items in a View . . . . . . . . . . . . . . .. . . . . . 222

Create Mobile Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223

Modify a View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 224

Delete a View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  . . . . . . . . . 226

9 Authoring Pages 227

Create a New Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 228

    The Differences Between Different Types of Pages . . . . . . . . . . . . . . . . . . . . . 230

    Create a New Wiki Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 232

    Create a New Web Part Page . . . . . . . . . . . . . . . . . . . .  . . . . . . . . . . . . 232

    Create a New Publishing Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 233

Edit the Properties of a Page . . . . . . . . . . . . . . . . . . . . . .  . . . . . . . . . . . . . . . 235

    Edit Properties of a Wiki Page . . . . . . . . . . . . . . . . . . . . . . . . . . . 235

    Edit Properties of a Web Part Page. . . . . . . . . . . .  . . . . . . . . . 236

    Edit Properties of a Publishing Page . . . . . . . . . . . . . . .. . . . . . 236

Change the Page Layout of a Publishing Page . . . . . . . .. . . . . . . . . . . . 237

Edit the Contents of a Page . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . 238

Use the Text Editing Control in a Page . . . . . . . . . . . . . . . . . . . . . . . . . . . 240

    Edit and Format Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 240

    Add a Hyperlink. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 240

    Add and Edit a Picture . . . . . . . . . . . . . . . . . . . . . . . .  . . . . . . . . . . . . 242

    Use a Picture from Your Computer . . . . . . . . . . . . . . . . . . . . . . 244

    Use a Picture Using an Address . . . . . . . . . . . . . . . . . . . . . 244

    Use a Picture from SharePoint Server . . . . . . . . . . . . . 244

    Add and Edit a Table . . . . . . . . . . . . . . . . . . . . . . . . . .  . . . . . . . . . 245

Use Wiki Syntax to Link to Existing Content and Create Pages . . . . . . . . 247

    Linking to Existing Content . . . . . . . . . . . . . . . . . . . . . . . . . . . . 247

    Creating New Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 249

Use the Picture Editing Control in a Page . . . . . . . . . . .. . . . . . . . . . . . . 249

Add a Web Part or an App . . . . . . . . . . . . . . . . . . . .. . . . . . . . .  . . . . 251

    Add a Web Part to a Text Editor Control . . . . . . . . . . . . . . . . . . 251

    Add a Web Part to a Web Part Zone . . . . . . . . . . . . . . . . . . . . . . . 252

    Choose a Web Part . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 252

Use Built-in Web Parts. . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . 252

    Use the App Part (List View) Web Part . . . . . . . . . . . . . . . . . . . 253

    Use the Content Editor Web Part . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 254

    Use the Image Viewer Web Part . . . . . . . . . . . . . . . . .  . . . . . . . . . . . 254

    Use the Media Web Part in SharePoint Server . . . . . . . .  . . . . . 255

    Use the Content Query Web Part in SharePoint Server . . . . . .. . . 257

Modify a Web Part . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  . . . 260

    Modify a Web Part’s Title . . . . . . . . . . . . . . . . . .. . . . . . . . 261

    Modify a Web Part’s Title Bar and Border Settings . . . . . . . . . . . . 261

    Modify or Remove the Link for the Web Part’s Title . . . . . .  . . . . . 262

    Move a Web Part in a Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . 262

Reuse a Web Part (Export/Import) . . . . . . . . . . . . . . . . . .. . . . . . . . . 263

    Export a Web Part . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . 263

    Import a Web Part . . . . . . . . . . . . . . . . . . . . . . . .  . . . . . . .. . . . . . . 264

Publish a Page . . . . . . . . . . . . . . . . . . . . . . . . .  . . . . . . . . . . . . . . . . . . . 265

Discard the Check-out of a Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 267

Compare Versions of a Page . . . . . . . . . . . . . . . . . . . . .  . . . . 268

10 Managing Security 269

See What Permissions Are Set . . . . . . . . . . . . . . . . . . . . . . . . . . . 270

    Check Permissions on Files and List Items . . . . . . . . . . . . . . . 270

    Check Permissions on Lists and Libraries . . . . . . . . . . . . . . . . 271

    Read the Permissions Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 271

    Check the Permissions for a Specific User or Group . . . . . . . . . 272

Grant Permissions to a File or List Item . . . . . . . . . . . . . . . . . . . . . 273

    Using the Share Option . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 274

    Using the Invite People Link. . . . . . . . . . . . . . . . . . . . . . . . . . 274

    Using the Permissions Page . . . . . . . . . . . . . . . . . . . . . . . . . . . 274

Change a User’s or Group’s Permissions on a File or List Item . .  . . . . 278

Grant Permissions on a List or Library . . . . . . . . . . . . . . . . . . . . . . . . . . 279

Change a User’s Permissions on a List or Library . . . . . . . . . . . . . 279

See Who Is a Member of a SharePoint Group . . . . . . . . . . .  . . . 279

11 Workflows 283

Start a Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 284

Track the Progress of a Workflow . . . . . . . . . . . . . . . . . . .. . . . . . 286

Associate a Workflow with a List or Library . . . . . . . . . . . . 288

Part III: Solutions for Site Managers

12 Creating Subsites 293

Create a Subsite . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . 294

Create a Team Site . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  . . . . . 297

Create an Enterprise Wiki Site in SharePoint Server . . . . . . . . . . . . . . . . . . 297

Create a Blog Site . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 298

13 Customizing a SharePoint Site 299

Open the Site Settings Page . . . . . . . . . . . . . . . . . . . . . . . . . . . .  . . . . . . . . . . . . . 300

Change the Name, Description, Icon, or URL of a Site . . . . . . . . . . . . . . . . . . . . . . . . . 302

Change the Look of a Site . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . 303

Change the Home Page of a Site . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  . . . . . . . 305

Modify the Top or Left Navigation Bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  . . . 305

    Modify the Top or Left Navigation Bar in a Non-Publishing Site . . . . 306

    Modify the Top or Left Navigation Bar in a Publishing Site . . . . . . . . . . 307

    Use Structural Navigation to Add a Link to the Top or Left Navigation Bar . . .. . . . . 308

    Add a Heading to the Top or Left Navigation Bar . . . . . . . . . . . . . . . . . . . . . . . . 309

    Edit a Link or a Heading in the Top or Left Navigation Bar . . . . . . . . . . 309

    Remove a Link from the Top or Left Navigation Bar . . . . . . . . . . . . . . . . . . . . 309

    Change Which Heading a Link Is Under . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 309

Use Managed Metadata Navigation in a Publishing Site . . . . . . . . . . . . . . . . . . . . . . 310

    Choosing a Term Set for Navigation in a Site . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 310

    Editing a Term Set for Navigation in a Site. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 311

    Configuring a Friendly URL . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 313

Create a Site Column . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . 314

Create a Content Type . . . . . . . . . . . . . . . . . . . . . . . . .  . . . . . . . . . . . . . . . . . . . 315

Modify a Content Type. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  . . . . . . 318

14 Managing Site Security 321

Get to a Site’s Permission Management Page . . . . . . . . . . . . . . . . . . . . . . . . . 322

    Get to a Site’s People and Groups Settings Page. . . . . . . . . . . . . . . . . . . . . . . 324

    Check What Permissions a User or a Group Has on a Site . . . . . . . . . 324

Assign Users’ Permissions on a Site . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  . . 325

    Add or Remove Users in a SharePoint Group . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 326

    Add Users’ Permissions Directly to or Remove Them from a Site . . . . . . . . . .. . 327

    Change Permissions of Users or SharePoint Groups in a Site . . . . . 328

Create a SharePoint Group for a Site . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . 329

Edit a SharePoint Group’s Settings . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . 330

Create Permission Levels for a Site . . . . . . . . . . . . . . . . . . . . . . . . . .  . . . . . . . 332

Part IV: Solutions for Office 365 Managers

15 Managing an Office 365 SharePoint Site 335

Sign In to Office 365 SharePoint Administrator Console . . . . . . . . .. . . 336

Create a New Private Site Collection . . . . . . . . . . . . . . . . . . . . . . . . . . . 338

Create a New Public Site Collection . . . . . . . . . . . . . . . . . . . . . . . . . . 341

Part V: Appendixes

A Common Keyboard Shortcuts 345

Using Keyboard Shortcuts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . 345

Keyboard Shortcuts for Anyone Using a SharePoint Site . . . . . . .  . . . . . . 345

Keyboard Shortcuts for Authors and Editors . . . . . . . . . . . . . . . . . . .  . . . . . 346

B Useful Links 349

Useful Links for Anyone Using a SharePoint Site . . . . . . . . . . . . . . . . .. . . 349

Useful Links for Authors and Editors . . . . . . . . . . . . . . . . . . .. . . . . . . . . . 350

Useful Links for Site Managers . . . . . . . . . . . . . . . . . . . .  . . . . . . . . . . . . . . 350

Index 351

Updates

Submit Errata

More Information

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Overview


Pearson Education, Inc., 221 River Street, Hoboken, New Jersey 07030, (Pearson) presents this site to provide information about products and services that can be purchased through this site.

This privacy notice provides an overview of our commitment to privacy and describes how we collect, protect, use and share personal information collected through this site. Please note that other Pearson websites and online products and services have their own separate privacy policies.

Collection and Use of Information


To conduct business and deliver products and services, Pearson collects and uses personal information in several ways in connection with this site, including:

Questions and Inquiries

For inquiries and questions, we collect the inquiry or question, together with name, contact details (email address, phone number and mailing address) and any other additional information voluntarily submitted to us through a Contact Us form or an email. We use this information to address the inquiry and respond to the question.

Online Store

For orders and purchases placed through our online store on this site, we collect order details, name, institution name and address (if applicable), email address, phone number, shipping and billing addresses, credit/debit card information, shipping options and any instructions. We use this information to complete transactions, fulfill orders, communicate with individuals placing orders or visiting the online store, and for related purposes.

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On rare occasions it is necessary to send out a strictly service related announcement. For instance, if our service is temporarily suspended for maintenance we might send users an email. Generally, users may not opt-out of these communications, though they can deactivate their account information. However, these communications are not promotional in nature.

Customer Service

We communicate with users on a regular basis to provide requested services and in regard to issues relating to their account we reply via email or phone in accordance with the users' wishes when a user submits their information through our Contact Us form.

Other Collection and Use of Information


Application and System Logs

Pearson automatically collects log data to help ensure the delivery, availability and security of this site. Log data may include technical information about how a user or visitor connected to this site, such as browser type, type of computer/device, operating system, internet service provider and IP address. We use this information for support purposes and to monitor the health of the site, identify problems, improve service, detect unauthorized access and fraudulent activity, prevent and respond to security incidents and appropriately scale computing resources.

Web Analytics

Pearson may use third party web trend analytical services, including Google Analytics, to collect visitor information, such as IP addresses, browser types, referring pages, pages visited and time spent on a particular site. While these analytical services collect and report information on an anonymous basis, they may use cookies to gather web trend information. The information gathered may enable Pearson (but not the third party web trend services) to link information with application and system log data. Pearson uses this information for system administration and to identify problems, improve service, detect unauthorized access and fraudulent activity, prevent and respond to security incidents, appropriately scale computing resources and otherwise support and deliver this site and its services.

Cookies and Related Technologies

This site uses cookies and similar technologies to personalize content, measure traffic patterns, control security, track use and access of information on this site, and provide interest-based messages and advertising. Users can manage and block the use of cookies through their browser. Disabling or blocking certain cookies may limit the functionality of this site.

Do Not Track

This site currently does not respond to Do Not Track signals.

Security


Pearson uses appropriate physical, administrative and technical security measures to protect personal information from unauthorized access, use and disclosure.

Children


This site is not directed to children under the age of 13.

Marketing


Pearson may send or direct marketing communications to users, provided that

  • Pearson will not use personal information collected or processed as a K-12 school service provider for the purpose of directed or targeted advertising.
  • Such marketing is consistent with applicable law and Pearson's legal obligations.
  • Pearson will not knowingly direct or send marketing communications to an individual who has expressed a preference not to receive marketing.
  • Where required by applicable law, express or implied consent to marketing exists and has not been withdrawn.

Pearson may provide personal information to a third party service provider on a restricted basis to provide marketing solely on behalf of Pearson or an affiliate or customer for whom Pearson is a service provider. Marketing preferences may be changed at any time.

Correcting/Updating Personal Information


If a user's personally identifiable information changes (such as your postal address or email address), we provide a way to correct or update that user's personal data provided to us. This can be done on the Account page. If a user no longer desires our service and desires to delete his or her account, please contact us at customer-service@informit.com and we will process the deletion of a user's account.

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Users can always make an informed choice as to whether they should proceed with certain services offered by InformIT. If you choose to remove yourself from our mailing list(s) simply visit the following page and uncheck any communication you no longer want to receive: www.informit.com/u.aspx.

Sale of Personal Information


Pearson does not rent or sell personal information in exchange for any payment of money.

While Pearson does not sell personal information, as defined in Nevada law, Nevada residents may email a request for no sale of their personal information to NevadaDesignatedRequest@pearson.com.

Supplemental Privacy Statement for California Residents


California residents should read our Supplemental privacy statement for California residents in conjunction with this Privacy Notice. The Supplemental privacy statement for California residents explains Pearson's commitment to comply with California law and applies to personal information of California residents collected in connection with this site and the Services.

Sharing and Disclosure


Pearson may disclose personal information, as follows:

  • As required by law.
  • With the consent of the individual (or their parent, if the individual is a minor)
  • In response to a subpoena, court order or legal process, to the extent permitted or required by law
  • To protect the security and safety of individuals, data, assets and systems, consistent with applicable law
  • In connection the sale, joint venture or other transfer of some or all of its company or assets, subject to the provisions of this Privacy Notice
  • To investigate or address actual or suspected fraud or other illegal activities
  • To exercise its legal rights, including enforcement of the Terms of Use for this site or another contract
  • To affiliated Pearson companies and other companies and organizations who perform work for Pearson and are obligated to protect the privacy of personal information consistent with this Privacy Notice
  • To a school, organization, company or government agency, where Pearson collects or processes the personal information in a school setting or on behalf of such organization, company or government agency.

Links


This web site contains links to other sites. Please be aware that we are not responsible for the privacy practices of such other sites. We encourage our users to be aware when they leave our site and to read the privacy statements of each and every web site that collects Personal Information. This privacy statement applies solely to information collected by this web site.

Requests and Contact


Please contact us about this Privacy Notice or if you have any requests or questions relating to the privacy of your personal information.

Changes to this Privacy Notice


We may revise this Privacy Notice through an updated posting. We will identify the effective date of the revision in the posting. Often, updates are made to provide greater clarity or to comply with changes in regulatory requirements. If the updates involve material changes to the collection, protection, use or disclosure of Personal Information, Pearson will provide notice of the change through a conspicuous notice on this site or other appropriate way. Continued use of the site after the effective date of a posted revision evidences acceptance. Please contact us if you have questions or concerns about the Privacy Notice or any objection to any revisions.

Last Update: November 17, 2020