management with sharepoint - oregon state...

BA370 Lab Notes Curry

1

Project Management with SharePoint The purpose of this lab is to give you a short introduction to project management using Microsoft SharePoint server. The first thing you need to be aware of is that SharePoint works best with Microsoft Internet Explorer version 6 or newer. However, if you can find a windows computer to work on (such as in the lab) you will find that SharePoint greatly simplifies collaborating in teams. In this lab we will perform the following tasks, which you will also be required to do in your group projects.

1. Access your SharePoint team site 2. Contact team members 3. Add an announcement 4. Add a calendar event 5. Discussions 6. Assigning tasks 7. Document management

a. Understanding document versioning b. Uploading a document c. Viewing a document (read only) d. Editing a document (check out and check in) e. Viewing a previous version of a document f. Workflow: assigning document approval tasks

Accessing your SharePoint team site From the class web page, click on the link to the SharePoint site. This will bring up a login prompt, which you should login with your ONID credentials

If you are logging in from off campus, you may receive a security warning notifying you that the security certificate for this site is not recognized. Please continue to the web page and accept the certificate.


2

Once you have accessed the SharePoint website, you should see a page that looks similar to the following. At the top left of the page, on the third row you will see a set of navigation tabs. Click on your Section number.

Next click on your team number and you will now be in your team site.


3

Once you have access to your team site, you can contribute to the site by adding content in the different areas.

Add an announcement Click on the Add new announcements link

The title will appear in bold, and the body is the announcement that others will read. If you want the announcement to automatically disappear you can schedule a date for it to expire


4

Add a calendar event Click on the Add new calendar event link

Enter the details of the event. For example, you may want to schedule your in class presentation using the calendar.

Discussions Click on the Team Discussion link If there is no discussion topic, you can create a new one by clicking on the new tab


5

If there is already a discussion, started, you can click on the discussion item and then click Reply.

Assigning Tasks Tasks are a very powerful way for teams to collaborate together. Tasks are generally best suited to just one person doing something. We will talk about how to have multiple people complete a task later. To create a task, click the Tasks link. Then complete the details of the task. When you are selecting who the task is assigned to, click the Check names link to the right. If a red line appears under the name, it means that the name did not exactly match the database. You can click the red line and find the person you are assigning the task to.


6

The person who was assigned a task will receive an email notifying them about the new task. They can click on the link in the email which will take them to the Team Site and they can read and perform the task.

Document Management: Document Versioning


7

Uploading a document Click on the Shared Documents link, and you can view the Team Site documents. To upload a document, click the Upload button

You can then browse to the location of the document and upload it to the site.

Viewing a document (read only) To read a document, without making any changes to it, you may click on the document and it will open. (Note, if you are working on this from your home you will have to have Office 2007 installed on your personal computer or this is likely to not work.)


8

Editing a document (check out and check in) As you are reviewing the document you may decide that you want to make changes. At this point, before your changes can be made, you must check the document out. Click on the Office Button, then you will see a Server option. Under that, there is an option to Check Out the document. CAUTION: Once you have checked out the document, no one else on your team can edit it until you check it back in.

It is very important that you check the document back in, or cancel the check in. Both of these actions will release the document so that others can now edit the document. To access this menu, again, click on the Office button, then Server, and then you will see the options to check in, or discard the check out


9

When you check the document in, you will receive the following prompt. You have the option of checking this in as a minor version, or publishing this as a major release version. You can also overwrite a previous version if you chose to. Important: Please add a comment to tell others what you changed about this document


10

Viewing a previous version of a document Once you have checked in the document, if needed you can go back and review an earlier version

By clicking on the Date and Time of the version, you can open it for review

Workflow: assigning document approval tasks Workflow is a very powerful feature in SharePoint and one of the biggest reasons that it is being widely adopted in business despite how relative new this product is. The concept behind workflow is that once you upload a document to the SharePoint site, you can assign tasks to team members who receive notification of the need to perform a task, and once the task has been completed, the person who scheduled the task receives notification!


11

To access the workflow option, go to the shared documents

You can choose to either collect feedback or gather approval. The feedback option is the most appropriate for our project, so we will proceed with that choice.


12

Choose who the task is assigned to and then provide instructions on what needs to be performed. You can schedule a due date as well as notifying others that you have made a task assignment.

The person assigned the task will receive a notification email with your instructions and also links to the site.


13

Once a task has been assigned, you can look at the task history to see the status of a workflow.


14

Accessing Using Umbrella to Access SharePoint (Windows)

Start... Run and then type MSTSC.exe

If the Remote Desktop Connection software does not start, then your PC does not have the program and you need to install the Remote Desktop Client first. Go to the following web page to download the client for XP: http://www.microsoft.com/downloads/details.aspx?FamilyID=80111f21-d48d-426e-96c2-08aa2bd23a49&DisplayLang=en

Once the RDP window opens, enter umbrella.scf.oregonstate.edu and login using your ONID account.

Once you are logged in, just access the SharePoint site as you normally would. Since Office 2007 is installed on the server you are now logged into, you will have no difficulties checking documents out and editing them.


15

Mac Users Begin by downloading the Remote Desktop Client from the Microsoft website, depending on which version of OSX you are running: OSX 10.4 and higher: http://www.microsoft.com/downloads/details.aspx?familyid=803F9438‐8DF3‐490F‐92C6‐

0E0F92787DB8&displaylang=en OSX 10.2.8: http://www.microsoft.com/downloads/details.aspx?familyid=6573F9F1‐8AE1‐4DA9‐AB5C‐F8457ECDAF2D&displaylang=en

Once this has been downloaded, double click to install

You should now see the Remote desktop connection. Click on the icon to launch


16

Enter umbrella.scf.oregonstate.edu and then press the connect button

You should now get a login prompt from the Umbrella servers. Login with your ONID credentials and then launch Internet Explorer.

Go to the SharePoint site and now you should be able to checkout and edit Office documents