Advanced

SharePoint Features

Facilitated by:

Ivor Davies11/24/201

4

1

Working with SharePoint Lists and Forms

InfoPath 2010

Excel Services / Visio Services

SharePoint Workspaces

Slide Libraries / Picture Libraries / Surveys

Agenda:

Central place for team information

Documents

Calendars

Issues

Announcements

Views

And more!

Empowerment of collaborative teams

Reduce the need for paper documents

Quick Review of SharePoint Sites

Working with SharePoint Lists & Forms

Working with SharePoint Lists

• There are different data types that can be used for each column. The standard

types include text, number and date as well as link, user, choice, image and many

other types.

• The data in the list is displayed through views. A list will always have a default

view that displays all items. You may create any number of views and choose

which columns to display, what to filter by, how to order by and what to group on.

• Security permissions are inherited from the site the list is created in unless you

specify unique permissions. Each item's security permissions inherits from it's list's

(parent) permission unless you specify unique permissions for it.

• When you create a list for the first time – SharePoint creates two columns

automatically. One is called “Title” and the other is “Attachment”. You can rename

the title filed to some other name if you lake and the attachment column can be

deleted.

• All lists are populated / completed using an online form – this leads us into

InfoPath.

InfoPath 2010 & SharePoint Lists

What is InfoPath?

• Microsoft InfoPath is a software application for designing, distributing, filling

and submitting electronic forms containing structured data.

• Microsoft initially released InfoPath as part of Microsoft Office 2003 family.

• Microsoft Office 2010 contains both InfoPath 2010 Designer and InfoPath

2010 Filler.

• All LCBO Head Office users will eventually have Microsoft Office 2010

(including InfoPath - if not already).

• Microsoft is discontinuing InfoPath after Office 2013 – it will be moving in a

new direction for online forms. But…..

• InfoPath will still be supported in SharePoint 2013 and Office 365 until 2023.

Designer (Create Online Forms)

Filler (Fill out / Complete Online Forms)

InfoPath Form Services in SharePoint

(Complete Forms via the Browser (Internet Explorer)).

InfoPath consists of:

Provide useful descriptions and instructions for your controls and user interface elements.

Arrange form controls in the order in which you intend for people to complete them.

Use a combination of background and foreground colors that provide good contrast for easy reading.

Avoid changing the default keyboard focus. This is especially important if your form is used on a Web Part page with other Web Parts.

Make sure that an explicit user action is required to trigger a view switch.

Key Guidelines for Form Design

Use meaningful Headings.

Add new sections where applicable

Avoid nesting layout tables (i.e. tables within tables)

Use alternative text (alt text)

And…You can convert existing Microsoft Word and

Excel forms to an InfoPath form.

Make your Form Layout accessible

Retrieve data from a SharePoint List

Submit data to a SharePoint List

Query data from existing business systems

Add workflow to forms (Advanced – Using

SharePoint Designer)

Manage forms and form templates in a centralized

location. (Advanced)

Streamline forms-driven business processes

Sample Form List in SharePoint

Resources List on Training Team Site

Create Form in InfoPath Designer

1. Site Request Form

2. Receival Error Report Form

3. Delivery Discrepancy Report

4. STAR Nomination Form

5. SMi Feedback Form

6. Audit Survey Form

7. BPG Project Request Form

8. Name Badge Requisition Form (Sherry Smith)

9. Business Card Requisition Form (Sherry Smith)

Online Forms already in use..

Excel Services

What is Excel Services?

(Display Excel Spreadsheet on your site without Excel).

Visio Services

What is Visio Services?

(Display Visio Diagram on your site without Visio).

SharePoint Workspaces

Within sites, you can set up workspaces where team members

can collaborate on a document or a special meeting.

From All Site Content…Create

Workspaces

Slide Libraries

You can share and reuse individual PowerPoint slides by storing them in

a Slide Library on SharePoint 2010.

You, or any colleagues that have access to the Slide Library, can add

slides to the Slide Library, insert slides from the Slide Library into a

presentation, make changes to the slides in the Slide Library, track

changes that have been made to a slide, and locate the latest version of

a slide.

This actual presentation was built using an existing slide library on our

Content Manager Team Site.

Picture Libraries

A picture library enables you to share a collection of digital photos

or graphics. Although photos can be stored in other types of

SharePoint libraries, picture libraries have several advantages.

From a picture library, you can view pictures in a slide show,

download pictures in a specific size and format to your computer,

and edit pictures with a picture editor that is compatible with

SharePoint Technologies, such as Microsoft Office Picture

Manager.

You can also easily link to photos in your picture library from

elsewhere on your site, such as pages, wikis, and blogs.

You can create a custom survey on either your portal or team site.

You need to create the survey then assign custom permissions to allow

users to save their responses.

Surveys

Resources available to you:

BrainStorm QuickHelp – http://officequickhelp

Introduction to designing a form in InfoPath 2010 - http://office.microsoft.com/en-ca/infopath-help/introduction-to-designing-a-form-in-infopath-2010-HA101821252.aspx

Learning Tree International - Developing InfoPath Forms for SharePoint Course 1507 (3 days) http://www.learningtree.ca/courses/1507/developing-infopath-forms-for-sharepoint/

Introduction to Form Templates and Forms - http://office.microsoft.com/en-ca/infopath-help/introduction-to-form-templates-and-forms-HA010062685.aspx

Sherry Smith in Retail Operations is a great resource for creating forms with InfoPath.

BrainStorm QuickHelp Online Videos for LCBO -http://quickhelp.brainstorminc.com/lcbo/Pages/QuickHelp.aspx

Thank You for your attending today’s session!