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800 East 96th Street, Indianapolis, Indiana 46240 USA

ISHAI SAGI

SharePoint®

2013

HOW-TO

SharePoint 2013 How-ToCopyright © 2013 by Sams Publishing

All rights reserved. No part of this book shall be reproduced, stored in a retrieval system, or transmitted by any means, electronic, mechanical, photocopying, recording, or otherwise, without written permission from the publisher. No patent liability is assumed with respect to the use of the information contained herein. Although every precaution has been taken in the preparation of this book, the publisher and author assume no respon-sibility for errors or omissions. Nor is any liability assumed for damages resulting from the use of the information contained herein.

This material may be distributed only subject to the terms and conditions set forth in the Open Publication License, v1.0 or later (the latest version is presently available at http://www.opencontent.org/openpub/).

ISBN-13: 978-0-672-33447-4

ISBN-10: 0-672-33447-4

Library of Congress Cataloging-in-Publication Data: 2013937709

Printed in the United States of America

First Printing May 2013

TrademarksAll terms mentioned in this book that are known to be trademarks or service marks have been appropriately capitalized. Sams Publishing cannot attest to the accuracy of this information. Use of a term in this book should not be regarded as affecting the validity of any trademark or service mark.

Warning and DisclaimerEvery effort has been made to make this book as complete and as accu-rate as possible, but no warranty or fitness is implied. The information provided is on an “as is” basis. The author and the publisher shall have neither liability nor responsibility to any person or entity with respect to any loss or damages arising from the information contained in this.

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Editor-in-Chief

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Executive Editor

Neil Rowe

Development Editor

Mark Renfrow

Managing Editor

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Project Editor

Seth Kerney

Copy Editor

Paula Lowell

Indexer

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Technical Editor

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PublishingCoordinator

Cindy Teeters

Book Designer

Mark Shirar

Compositor

Jake McFarland

http://www.opencontent.org/openpub/

Contents at a Glance

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Part I: Solutions for Readers

1 About Microsoft SharePoint 2013. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

2 Finding Your Way Around a SharePoint Site . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

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

4 Searching in SharePoint. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79

5 Social Networking, Personal Sites, and Personal Details in

SharePoint Server . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91

Part II: Solutions for Authors and Content Managers

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

7 Creating Lists and Document Libraries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141

8 Creating List Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 197

9 Authoring Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 227

10 Managing Security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 269

11 Workflows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 283

Part III: Solutions for Site Managers

12 Creating Subsites. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 293

13 Customizing a SharePoint Site . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 299

14 Managing Site Security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 321

Part IV: Solutions for Office 365 Managers

15 Managing an Office 365 SharePoint Site . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 335

Part V: Appendixes

A Common Keyboard Shortcuts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 345

B Useful Links. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 349

Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 351

Table of Contents

Introduction 1

Overview of This Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1How to Benefit from This Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2Ways to Continue Expanding Your Knowledge . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Part I: Solutions for Readers

1 About Microsoft SharePoint 2013 5

What Is Microsoft SharePoint 2013?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6What Is the Difference Between SPF, SharePoint Server, and

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

or SharePoint on Office 365 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8What Is a Site?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9What Is a Personal Site? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11What Are SkyDrive and SkyDrive Pro?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12What Is a Ribbon? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12What Are Apps? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12What Is a List? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13What Is an External List? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14What Is a Document Library? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14What Is a Wiki Page Library? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15What Is a Form Library? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16What Is an Asset Library?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16What Is a Picture Library?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17What Is a View?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17What Are Web Parts? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23What Are Alerts? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25What Is a Site Column? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25What Is a Content Type? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25What Is Tagging? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27What Is Managed Metadata? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28What Are Versions? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29What Does Check-in/Check-out Mean?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29What Is a Workflow? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30What Are Catalogs? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

2 Finding Your Way Around a SharePoint Site 33

Get to a SharePoint Site . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34Sign Out of a Site . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35Use the Ribbon. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36Change Language and Regional Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

Change Settings Only for Current Site . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41Change Settings for Entire Environment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42Regional Settings You Can Change . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

Navigate Through a SharePoint Site . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43Use the Left Navigation Bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45Use the Top Navigation Bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46Use the Breadcrumbs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46Use 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. . . . . . . . . . . . . . . . . . . . . . . . . . . . 52Use Direct Links in the Left Navigation Bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52View All Lists and Libraries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

Open a Document for Reading . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54View Properties of a Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

Using the Files Ribbon . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55Using a Context Popup Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

Send a Link to a File or a Library by E-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58Tag a Document, List Item, or Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59Tag an External Site . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61View/Add Notes to a Document or List Item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62View Past Versions of Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63View Properties of a List Item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64View a Microsoft InfoPath Form. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65Change Sorting and Filtering of a List or Library . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

Sort . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67Filter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

Switch List Views in Lists and Libraries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67Switch to the Quick Edit View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70

Use Alerts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71Create an Alert . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71Modify or Remove an Alert. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75Manage My Alerts in a Site. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75

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

vi SharePoint 2013 How-To

4 Searching in SharePoint 79

Search for Documents and List Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80Searching for a File or List Item Within a Specific List or Library . . . 80Searching for a File or List Item in the Entire SharePoint

Environment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80Search Using the Search Center . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83Use the Advanced Search (in SharePoint Server) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85Search for People (in SharePoint Server) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88

5 Social Networking, Personal Sites, and Personal Details in

SharePoint Server 91

Get Started with Social Features. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92Use Microblogging to Let Others Know What You Are Doing

or Thinking . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94Follow Colleagues to See What They Are Posting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95Manage Tags and Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96

Add, Edit, and Remove Notes on the Notes Board . . . . . . . . . . . . . . . . . . . . . . . 98View Sites You Are Following . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98Edit Your Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99Manage Newsfeed Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100

Manage Followed Hashtags . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101Manage Email Notifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101Manage What Information You Share . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101

Create a Blog . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102Use 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 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104Upload a File from the Web Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104Upload a File from an Office Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107Upload a File Using Web Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111

Upload a Picture to a Picture Library . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113Create a New Document. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113Create a New List Item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114Fill a Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117Add a Document Library to Microsoft Office . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119Delete a File or List Item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120Recover a Deleted File or List Item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122Edit the Properties of a File or List Item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123Use the Quick Edit View to Add, Edit, or Delete Items and Files . . . . . . . . . . . 127

Switch to Quick Edit View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128Add a List Item Using Quick Edit View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129

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

Check In and Check Out a File or List Item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130Publish a File or List Item. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132Restore an Earlier Version of a File or List Item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134Approve or Reject a File or List Item. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134See What Files or List Items Are Waiting for Your Approval . . . . . . . . . . . . . . . . . . 136Synchronize a Library or Folder Using SkyDrive Pro . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137

Managing Synchronized Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138Managing Synchronized Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139

7 Creating Lists and Document Libraries 141

Open Your Apps Page to Create Lists and Libraries. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142Create a New Document Library . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144Create a New Folder in a Document Library . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147Create a New List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148Create a New Survey. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149Add a Column to a List or Document Library . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150Add a Site Column to a List or Document Library . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 152Choose a Default Value for a Column. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153Enforce Unique Values on a Column . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 154Enforce Custom Validation on a Column . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 154Choose a Column Type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 156

Single Line of Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 156Multiple Lines of Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157Choice Column . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 161Number (1, 1.0, 100). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163Currency ($, ¥, €) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164Date and Time . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 165Lookup (Information Already on This Site) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 166Yes/No (Check Box) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169Person or Group. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169Hyperlink or Picture . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 170Calculated (Calculation Based on Other Columns) . . . . . . . . . . . . . . . . . . . . . . 171Rating Scale . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 172Page Separator . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174External Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174Managed Metadata . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176

Enforce Custom Validation on a List or Library . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 180Change or Remove a Column in a List or Document Library . . . . . . . . . . . . . . . . . 181Change the Order of Columns in a List or Document Library . . . . . . . . . . . . . . . . 182Branching in Surveys. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 183Rename a List or Document Library or Change Its Description . . . . . . . . . . . . . 185

viii SharePoint 2013 How-To

Change the Versioning Settings for a List or Document Library . . . . . . . . . . . . 186Set the Versioning Settings for a List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 186Set 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 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 190Remove a Content Type from a List or Document Library . . . . . . . . . . . . . . . . . . . . . 191Enable or Disable Folders in a List or Document Library . . . . . . . . . . . . . . . . . . . . . . 193Configure Metadata Navigation in a List or Document Library. . . . . . . . . . . . . . . 193

Configure Navigation Hierarchies. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 196Configure Key Filters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 196Configure Automatic Column Indexing for This List . . . . . . . . . . . . . . . . . . . . . 196

8 Creating List Views 197

Create a Personal or Public View for a List or Library. . . . . . . . . . . . . . . . . . . . . . . . . . . 198Create a Standard View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 199Select Whether a View Is a Default View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 200Select Whether a View Is a Personal View or Public View . . . . . . . . . . . . 200Create a Calendar View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 200Create a Gantt View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203Create a Quick Edit View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 204

Specify Columns for a View to Display. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 205Specify Columns for a Standard View or a Datasheet View . . . . . . . . . 205Specify Columns for a Calendar View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 205Specify Columns for a Gantt View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 205

Specify the Order of the Columns in a View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 206Specify How Items in a View Are Sorted . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 206Specify How Items in a View Are Filtered . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 208Specify How Items in a View Are Grouped. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 212Specify Totals for a View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 215Specify a Different Item Style for a View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 217Specify How Folders Will Be Used in a View. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 219Specify the Item Limit for a View. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 220Enable or Disable Selecting Multiple Items in a View . . . . . . . . . . . . . . . . . . . . . . . . . . 222Create Mobile Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223Modify a View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 224Delete a View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 226

9 Authoring Pages 227

Create a New Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 228The Differences Between Different Types of Pages . . . . . . . . . . . . . . . . . . . . . 230Create a New Wiki Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 232

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Create a New Web Part Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 232Create a New Publishing Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 233

Edit the Properties of a Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 235Edit Properties of a Wiki Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 235Edit Properties of a Web Part Page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 236Edit Properties of a Publishing Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 236

Change the Page Layout of a Publishing Page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 237Edit the Contents of a Page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 238Use the Text Editing Control in a Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 240

Edit and Format Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 240Add a Hyperlink. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 240Add and Edit a Picture . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 242Use a Picture from Your Computer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 244Use a Picture Using an Address . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 244Use a Picture from SharePoint Server. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 244Add and Edit a Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 245

Use Wiki Syntax to Link to Existing Content and Create Pages . . . . . . . . . . . . . 247Linking to Existing Content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 247Creating New Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 249

Use the Picture Editing Control in a Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 249Add a Web Part or an App . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 251

Add a Web Part to a Text Editor Control. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 251Add a Web Part to a Web Part Zone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 252Choose a Web Part . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 252

Use Built-in Web Parts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 252Use the App Part (List View) Web Part . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 253Use the Content Editor Web Part. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 254Use the Image Viewer Web Part . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 254Use the Media Web Part in SharePoint Server . . . . . . . . . . . . . . . . . . . . . . . . . . . 255Use the Content Query Web Part in SharePoint Server. . . . . . . . . . . . . . . . 257

Modify a Web Part . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 260Modify a Web Part’s Title. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 261Modify a Web Part’s Title Bar and Border Settings . . . . . . . . . . . . . . . . . . . . . 261Modify or Remove the Link for the Web Part’s Title . . . . . . . . . . . . . . . . . . . . 262Move a Web Part in a Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 262

Reuse a Web Part (Export/Import). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 263Export a Web Part . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 263Import a Web Part . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 264

Publish a Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 265Discard the Check-out of a Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 267Compare Versions of a Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 268

x SharePoint 2013 How-To

10 Managing Security 269

See What Permissions Are Set . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 270Check Permissions on Files and List Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 270Check Permissions on Lists and Libraries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 271Read the Permissions Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 271Check the Permissions for a Specific User or Group. . . . . . . . . . . . . . . . . . . 272

Grant Permissions to a File or List Item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 273Using the Share Option . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 274Using the Invite People Link. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 274Using the Permissions Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 274

Change a User’s or Group’s Permissions on a File or List Item . . . . . . . . . . . . 278Grant Permissions on a List or Library. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 279Change a User’s Permissions on a List or Library . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 279See Who Is a Member of a SharePoint Group . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 279

11 Workflows 283

Start a Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 284Track the Progress of a Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 286Associate a Workflow with a List or Library . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 288

Part III: Solutions for Site Managers

12 Creating Subsites 293

Create a Subsite. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 294Create a Team Site . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 297Create an Enterprise Wiki Site in SharePoint Server . . . . . . . . . . . . . . . . . . . . . . . . . . . . 297Create a Blog Site . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 298

13 Customizing a SharePoint Site 299

Open the Site Settings Page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 300Change the Name, Description, Icon, or URL of a Site. . . . . . . . . . . . . . . . . . . . . . . . . 302Change the Look of a Site . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 303Change the Home Page of a Site . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 305Modify the Top or Left Navigation Bar. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 305

Modify the Top or Left Navigation Bar in a Non-Publishing Site . . . . 306Modify the Top or Left Navigation Bar in a Publishing Site . . . . . . . . . . 307Use Structural Navigation to Add a Link to the Top or Left

Navigation Bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 308Add a Heading to the Top or Left Navigation Bar . . . . . . . . . . . . . . . . . . . . . . . . 309Edit a Link or a Heading in the Top or Left Navigation Bar . . . . . . . . . . 309Remove a Link from the Top or Left Navigation Bar . . . . . . . . . . . . . . . . . . . . 309Change Which Heading a Link Is Under . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 309

xiContents

Use Managed Metadata Navigation in a Publishing Site . . . . . . . . . . . . . . . . . . . . . . 310Choosing a Term Set for Navigation in a Site . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 310Editing a Term Set for Navigation in a Site. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 311Configuring a Friendly URL . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 313

Create a Site Column . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 314Create a Content Type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 315Modify a Content Type. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 318

14 Managing Site Security 321

Get to a Site’s Permission Management Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 322Get to a Site’s People and Groups Settings Page. . . . . . . . . . . . . . . . . . . . . . . 324Check What Permissions a User or a Group Has on a Site . . . . . . . . . 324

Assign Users’ Permissions on a Site. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 325Add or Remove Users in a SharePoint Group . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 326Add Users’ Permissions Directly to or Remove Them from

a Site . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 327Change Permissions of Users or SharePoint Groups in a Site . . . . . 328

Create a SharePoint Group for a Site . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 329Edit a SharePoint Group’s Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 330Create 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 . . . . . . . . . . . . . . . . . . . . . . 336Create a New Private Site Collection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 338Create a New Public Site Collection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 341

Part V: Appendixes

A Common Keyboard Shortcuts 345

Using Keyboard Shortcuts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 345Keyboard Shortcuts for Anyone Using a SharePoint Site . . . . . . . . . . . . . . . . . . . . . . 345Keyboard Shortcuts for Authors and Editors. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 346

B Useful Links 349

Useful Links for Anyone Using a SharePoint Site . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 349Useful Links for Authors and Editors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 350Useful Links for Site Managers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 350

Index 351

xii SharePoint 2013 How-To

About the Author

Ishai Sagi is a Microsoft SharePoint expert who has been working on Microsoft SharePoint products since its initial release in 2001. Since then, Ishai has trained numerous end users, administrators, and developers in using Microsoft SharePoint and in developing solutions on the platform. Ishai is a regular speaker and an “ask the experts” panelist at Microsoft conferences around the world, including the United States, Australia, Europe, and Israel. Ishai is managing a SharePoint user group in Canberra, Australia—speaking about Microsoft SharePoint in free, open-to-the-public events every month. For his effort and contribution to the Microsoft SharePoint community, Ishai has received the Microsoft Most Valuable Professional award (MVP) in 2007 through 2013.

Ishai owns his own company, Extelligent Design (www.ExtelligentDesign.com), which is based in Australia and provides training, consulting, and custom development and sells products and solutions for Microsoft SharePoint. He is also the author of a SharePoint blog aimed at developers who want to develop code solutions for Microsoft SharePoint at www.sharepoint-tips.com.

Acknowledgments

Thanks as always goes first to Anja as well as to Chickpea and Sesame (who posed for the pictures in this book).

A very big thank you goes to the editors of this book: Neil Rowe, Mark Renfrow, Seth Kerney, and Paula Lowell, as they were so helpful and this book would have been very different if it weren’t for their guiding hands and helpful comments. Thanks as well go to So Young Lee from Microsoft for her assistance in obtaining clarifica-tions, and to the SharePoint team, who tried to help as much as they could–all much appreciated.

http://www.ExtelligentDesign.com

http://www.sharepoint-tips.com

xiiiReader Services

We Want to Hear from You!

As the reader of this book, you are our most important critic and commentator. We value your opinion and want to know what we’re doing right, what we could do better, what areas you’d like to see us publish in, and any other words of wisdom you’re willing to pass our way.

You can email or write us directly to let us know what you did or didn’t like about this book—as well as what we can do to make our books stronger.

Please note that we cannot help you with technical problems related to the topic of this book.

When you write, please be sure to include this book’s title and author as well as your name and phone or email address. We will carefully review your comments and share them with the author and editors who worked on the book.

Email: [email protected]

Mail: Sams PublishingATTN: Reader Feedback800 East 96th StreetIndianapolis, IN 46240 USA

Reader Services

Visit our website and register this book at informit.com/register for convenient access to any updates, downloads, or errata that might be available for this book.

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Introduction

Overview of This Book

This book aims to be your companion as you learn how to use Microsoft SharePoint 2013. It lists common tasks that you are most likely to need to do when you use SharePoint as a working tool and shows how to accom-plish these tasks in an easy, step-by-step manner.

This book is written for people who are unfamiliar with, or are unsure how to approach tasks in Microsoft SharePoint 2013. It also covers advanced tasks such as managing sites and security, editing and authoring pages, and using some of the more complex functionality available in Microsoft SharePoint 2013. However, this book is not intended to be an administration guide, a developer’s handbook, or a complete and comprehensive user guide to everything you can do with Microsoft SharePoint. The end result of such a book would be a heavy, intimidating volume that might be harder to read through and learn from. Instead, this book focuses on assisting you with the basic tasks, covering the essentials and making sure you know where to go to do the most common day-to-day tasks that you encounter as a Microsoft SharePoint 2013 end user. Hopefully, this book will give you enough insight into the workings of SharePoint that you can continue learning more about the options and features available in SharePoint.

This book is written with the firm belief that to learn, you must do. You can use this book as a reference tool for finding out how to perform a certain task, or use it as a learning guide (if you have an environment) and perform the tasks outlined in this book one by one. Whatever method you chose, it is our hope that this book will be a helpful companion.

2 Introduction

How to Benefit from This Book

This book is designed to be easy to read from cover to cover. It is divided into five parts to make looking up problems easier.

Part I, “Solutions for Readers,” includes the most common and basic tasks that do not involve changing anything in SharePoint, but just viewing, browsing, and finding infor-mation. This part includes the following chapters:

Chapter 1, “About Microsoft SharePoint 2013”

Chapter 2, “Finding Your Way Around a SharePoint Site”

Chapter 3, “Solutions Regarding Files, Documents, List Items, and Forms”

Chapter 4, “Searching in SharePoint”

Chapter 5, “Social Networking, Personal Sites, and Personal Details in SharePoint Server”

Part II, “Solutions for Authors and Content Managers,” teaches you how to perform tasks that involve adding content to SharePoint or changing the way it looks. This part includes the following chapters:

Chapter 6, “Creating and Managing Files, List Items, and Forms in SharePoint”

Chapter 7, “Creating Lists and Document Libraries”

Chapter 8, “Creating List Views”

Chapter 9, “Authoring Pages”

Chapter 10, “Managing Security”

Chapter 11, “Workflows”

Part III, “Solutions for Site Managers,” introduces advanced tasks involved in creating and customizing SharePoint sites. This part includes the following chapters:

Chapter 12, “Creating Subsites”

Chapter 13, “Customizing a SharePoint Site”

Chapter 14, “Managing Site Security”

Part IV, “Solutions for Office365 Administrators,” includes special tasks for Office 365 SharePoint environment and will guide you in creating an internet site or an intranet one on that platform. This part includes the following chapter:

Chapter 15, “Managing an Office 365 SharePoint Site”

Finally, Part V, “Appendixes,” provides shortcuts and links to help you find your way and achieve some tasks more quickly.

3Ways to Continue Expanding Your Knowledge

Ways to Continue Expanding Your Knowledge

This book does not claim to cover all that you can do with SharePoint. If you find yourself in need of more information, check out the built-in help system available in SharePoint itself. Almost every page in SharePoint has a help button that will open the help screen, enabling you to search for the topic you want help on. Additionally, you can find SharePoint manuals, training videos, and help articles from Microsoft on the Microsoft help site at http://tinyurl.com/SP2013Help.

If you cannot find what you want in the aforementioned site and help pages, plenty more help is available on the Internet from the SharePoint community, both in blogs and discussion forums. To find solutions to issues, try searching the Internet (using your search engine of choice). Many blogs and websites have information on how to achieve tasks in SharePoint.

If you have a question that you cannot find the answer for, try posting it on the Microsoft forums that are dedicated to such problems. You can find these forums at http://tinyurl.com/SP2013Forum.

Finally, if you need professional help, the author of this book can recommend trainers and consultants through his company at www.extelligentdesign.com.

http://www.extelligentdesign.com

http://tinyurl.com/SP2013Help

http://tinyurl.com/SP2013Forum

CHAPTER 2

Finding Your Way Around a SharePoint Site

IN THIS CHAPTER

Get to a SharePoint Site 34

Sign Out of a Site 35

Use the Ribbon 36

Change Language and Regional Settings 40

Navigate Through a SharePoint Site 43

Follow a SharePoint Site 48

34 CHAPTER 2 Finding Your Way Around a SharePoint Site

This chapter shows you how to get around a SharePoint site, with some common tasks that you might want to do in every SharePoint site you use. It explains how to log on to a SharePoint site and the different navigation options in SharePoint sites.

Get to a SharePoint Site

Solution: How you get to a SharePoint site depends on the location of that site. Most often, your system administrator will give you the location. Your company might have several sites, and an administrator should supply you with links to the sites you should be aware of. Possible examples of such links are http://portal or http://home or http://companyname or, if the SharePoint site in question is an Office365 SharePoint site, the address might be http://companyname.sharepoint.com. This book uses http://sharepoint as the example link.

To get to the site itself, you open the link supplied to you in any Internet browser, such as Internet Explorer, Chrome, or Firefox.

Depending on the setup of the site itself, you might or might not be prompted for a password. Because SharePoint is often configured to automatically identify you, the likelihood is that you will not be prompted, and SharePoint will log you on with the user name and password you used when you logged on to your computer. If you are prompted, fill in the user name and password that your administrator advised you to use (see Figure 2.1). If the site in question is an Office 365 site, you might have to use a different user name and password—using the email address that was used to register with that site. This is known as your Microsoft Live Account. If you are not sure what user name and password to use, contact your administrator.

If for some reason you do not have permissions to the SharePoint site you are trying to open, SharePoint displays an Access Denied page, telling you that you don’t have permissions, or, if the site allows it, will ask you to let the site managers know why you need access to the site (see Figure 2.2).

After you are logged on, the SharePoint site opens. SharePoint sites look different from one another, depending on the way the site managers set up the sites.

Scenario/Problem: The most basic thing when working with SharePoint is getting to the SharePoint site and opening it.

NOTE SharePoint sites can have subsites. If there is a subsite under sharepoint called sample, for example, the path to the site would be http://sharepoint/finance or http://sharepoint/sites/finance.

NOTE

http://companyname.sharepoint.com

http://companyname.sharepoint.com

http://sharepoint/finance

http://sharepoint/sites/finance

35Sign Out of a Site

Sign Out of a Site

Solution: After you have logged on to a SharePoint site, you might want to sign out. You do this by clicking the [your name] link at the top of the page to open a drop-down menu and then selecting Sign Out from the options (see Figure 2.3). After you click on that option, the window shows a message that you have been signed out, and it closes itself if your browser allows it to.

FIGURE 2.1 The prompt for credentials when connecting to SharePoint.

FIGURE 2.2 The Request Access screen.

Scenario/Problem: Sometimes when you are viewing a SharePoint site, you might want to sign out. For example, say that you logged on as a different user, and you now want to sign out completely.


FIGURE 2.3 How to sign out of a site.

Use the Ribbon

Solution: By default, when you browse through a SharePoint site, the ribbon switch-ing controls are hidden and you are shown the default ribbon that displays the site’s name, logo, and navigation. As you navigate through the site, SharePoint attempts to detect what ribbon you need to see based on what you select in a page.

To show the ribbon controls if they are not visible, you must click on the Settings icon that looks like a cogwheel at the top-right corner of the page, and then select the Show Ribbon command from the drop-down menu that opens, as shown in Figure 2.4.

If the ribbon is already shown, the command displays Hide Ribbon instead. After ribbons are made visible, you can use the ribbon controls to switch between the differ-ent ribbons.

Scenario/Problem: Any page in SharePoint might have several ribbons with different command buttons and actions. Often you will want to either show the ribbon to expose editing options on a page, or manually switch to different ribbons to find the actions or the information that those other ribbons offer.

NOTE Site administrators might choose to disable the Show Ribbon option in some sites. If they did, you will only see the ribbon options if you are in a page that SharePoint requires a ribbon to be displayed in.

NOTE

37Use the Ribbon

The control that allows you to switch between ribbons is usually shown at the top of the page, listing the names of the available ribbons as tabs. For example, in most pages, you see the tab for Browse (see Figure 2.5). (This tab shows the navigation ribbon that contains the site title, breadcrumbs, and top-level navigation. All these concepts are explained later in this chapter, in the section “Navigate Through a SharePoint Site”). This is the default ribbon in most scenarios.

The Browse ribbon, showing the site's image, title, navigation and search box

Buttons to switch to other available ribbons in thispage: Page, Publish, Documents, and Library

FIGURE 2.5 The ribbon interface, showing the Browse ribbon and buttons to switch to other available ribbons.

FIGURE 2.4 The Show Ribbon command in the Settings drop-down menu.


To switch between ribbons, you click on the name of the ribbon you want to switch to. For example, when viewing a site’s home page, you can usually switch to the Page ribbon to see buttons that allow you to e-mail a link to the page or make the page your browser’s home page.

Depending on where you are in a site, or what you click in a page, different ribbons will appear and disappear. Figure 2.6, for example, shows the ribbons that will be shown when you view a Calendar list—with special buttons to change how you view the calendar. The Calendar ribbon has buttons under the Scope sections that allow you to switch from the monthly view to the weekly and daily views. This is specific to calendar lists.

The Scope section The Share & Track section The Settings section

FIGURE 2.6 The Events and Calendar ribbons are available when viewing a calendar.

The ribbons provide links and buttons to different functionality. However, sometimes your screen is not big enough to display all the buttons that appear on a ribbon. This is why the ribbon is split into sections, as shown in Figure 2.6. The sections group various buttons and controls together. If the screen is not big enough to display all buttons in all sections, SharePoint automatically shrinks as many sections as needed so that the sections are still visible, and the buttons are accessible through a section button. Figure 2.7 shows an example of this, with the same page as shown in Figure 2.6 displayed in a much smaller screen. As you can see, the Scope section is compressed to display the buttons without their text next to them, and the Expand section is shown collapsed, as a button. Clicking on the Expand button reveals the two buttons that exist in that section, as shown in Figure 2.8.

39Use the Ribbon

FIGURE 2.7 The Calendar ribbon, in a smaller screen, showing the Scope and Expand sections compressed to save screen space.

FIGURE 2.8 The Expand section as a drop-down button, showing the buttons under it when clicked.


When you want to return to the default ribbon to see the navigation toolbars, you click on the Browse tab, and the Navigation ribbon appears again.

Change Language and Regional Settings

Solution: Depending on the configuration of the SharePoint environment, you might be able to define your own regional settings for that environment (which will affect all sites in that environment) or for the specific site (which affects just that site). Doing this changes the way the site is presented to you, without affecting anyone else’s view of the site.

When you change the regional settings, you can define how you want dates and numbers to be shown to you, the default sort order that will be used in the site when you view lists, what calendar format you want to see, and how you want to define your work week days.

For example, in a calendar list of events, when the regional settings are set to Australian regional settings, the events are shown with the day before the month. But if you change the settings to the American regional settings, the date will show the month before the day, and the times for the events will change, to show when the events occur in the selected time zone.

To change the settings, you click on the [your name] link at the top of the page to open a drop-down menu. Depending on the environment’s setup, you will see either a My Settings link or an About Me link (see Figure 2.9).

NOTE The images in this book were taken on a small screen to make them easier to read. If you have a bigger screen, the ribbons shown on your screen will probably show more buttons, and they will be bigger.

NOTE

Scenario/Problem: When you are working in an environment that has sites from all over the world, you might want to define in a specific site that you want the date formatting to appear in the way you are used to—for example, with the month before or after the day in a date. You might also want to show time data in your time zone, and not in the time zone that the site manager set. For example, when viewing a list of events, you might see an event scheduled to start at nine in the morning. But if the site was created by someone in Japan, and you are in the United States, you need to know whether that time is based on the time zone in Japan or in your time zone.

41Change Language and Regional Settings

FIGURE 2.9 The About Me link in the drop-down menu.

Change Settings Only for Current Site

If you click the My Settings link, SharePoint opens a page showing your details as they are saved in the system (see Figure 2.10). When you click on My Language and Region, SharePoint opens the Language and Region configuration screen, where you can choose the settings you want. The default option is to always follow the settings defined for the website. Unless you clear this option (called “Always follow web settings”), you will not be able to set any personal setting for yourself.

FIGURE 2.10 The Language and Region page.


Change Settings for Entire Environment

If you click the About Me link, SharePoint opens your personal site, showing a page with your details, and a link to edit your profile. Click the Edit link to see a few tabs of profile information to edit (more information about editing your profile is available in Chapter 5, “Social Networking, Personal Sites, and Personal Details in SharePoint Server”). Click on the link showing three dots—this opens a drop-down menu with the option Language and Region, as shown in Figure 2.11.

FIGURE 2.11 The Edit Details page, with the drop-down menu open to show the regional settings link.

Click this option to show the configuration options for your regional settings for the entire environment. The default option is to always use regional settings defined by site administrators, and you can override it by selecting “Always use my personal settings” as shown in Figure 2.12.

Regional Settings You Can Change

The following are the settings you can configure on either of those pages after you override the site’s regional settings:

Locale—Sets the formats of dates, numbers, and sorting order.

Time Zone—Sets your time zone so that times (for example, time for a meeting) will be displayed to you in your time zone.

Set Your Calendar—Allows you to select a different calendar format (for example, the Jewish calendar or Arabic calendar) to be displayed instead of the default one.

Enable an Alternate Calendar—Allows you to select an alternative secondary calendar that will be displayed in addition to the default one.

43Navigate Through a SharePoint Site

Define Your Work Week—Allows you to select your work week and working hours (which changes how calendars are colored when displayed to you).

Time Format—Allows you to select whether the time format should be 12-hour format (for example, 01:00 PM) or 24-hour format (for example, 13:00).

Navigate Through a SharePoint Site

Solution: This section explains the different mechanisms that help you to navigate through a site. Most sites use the navigation ribbon (also known as the Browse ribbon) to show navigation controls on the top of the page—including a top naviga-tion bar and the breadcrumbs. Often there is also a side navigation bar that shows more navigation options on the left of the page.

A site manager can change the navigation bars to show different links to different parts of the site. The navigation bars should be your primary source of information about what you can view in the site.

FIGURE 2.12 The Edit Details—Language and Region page.

Scenario/Problem: Information is the focus of a SharePoint site. Each site might contain different information in different places. You need to know how to navigate a site to find the information you need.


Figure 2.13 shows an example of a site that shows both navigation bars, along with the breadcrumbs. In this figure, the top navigation bar shows links to subsites that exist under the current site.

The left navigation bar

The breadcrumbs The top navigation bar

FIGURE 2.13 The three navigational aids: the breadcrumbs, the top navigation bar, and the left navigation bar.

Sometimes the navigation in a site is configured to display the pages and/or the subsites of the subsites, resulting in a hierarchy of sites that is displayed as fly-out menus. These menus show the subsites for a site when you hover the mouse over the link for that site, as shown in Figure 2.14.

FIGURE 2.14 The top navigation bar, showing fly-out menus for the subsites under the Human Resources site.


To navigate to a subsite, you can click on the links to that subsite in either naviga-tion bar. Depending on how your administrator set up the navigation, the subsites might show the same top navigation bar but a different left navigation bar—one that is specific to the current site. However, the administrator can choose that a subsite will display the same left navigation as the top site, making it look as if you are still in the same site, except for the fact that the current site that you are on is highlighted in the top navigation bar.

Use the Left Navigation Bar

The left navigation bar is also known as Current Navigation. It is usually used to show content that exists in the current site and sometimes content from subsites. The content is usually (but not always) lists and libraries, and it is usually grouped so that docu-ment libraries are shown under a Documents header, lists under a Lists header, discus-sions under a Discussions header, and so on.

The left navigation bar highlights where you are in the navigation—but only when you are on a page that is shown in the navigation (see Figure 2.15).

The current documentlibrary is highlighted inthe left navigation bar.

The parent site of the current site ishighlighted in the top navigation bar.

FIGURE 2.15 The left navigation bar, with the current document library highlighted.

The left navigation bar is meant to be used as a quick launch bar—a useful list of links in the current site, and sometimes the sites under it. It might even contain links to content that isn’t in SharePoint (for example, an Internet site).

NOTE Some sites and some pages do not show a left navigation bar. In that case, you have to rely on the information on the page to find your way around the site.NOTE


Use the Top Navigation Bar

The top navigation bar is also known as Global Navigation, and it is usually used to show links to sites that are at the top level of the site hierarchy. This allows you to quickly see what important sites the site administrator wants you to see that are avail-able globally.

This menu bar supports fly-out menus. These menus become visible when you hover with the mouse over the parent menu item. You can sometimes tell when menus have fly-out menus because they are usually marked with a triangle pointing to the direction in which the fly-out menu opens.

Use the Breadcrumbs

The breadcrumbs mechanism is commonly used to navigate websites. It shows you where you are in the site, so you can go “up” the hierarchy all the way to the home page of the site. For example, if you are viewing a folder in a document library, the breadcrumbs will show you the list of folders that are above the current folder, and then a link to the document library’s root folder (as the name of the document library). To navigate back to the site’s home page, you can click on the site’s logo or name, which is usually to the left of the breadcrumbs (see Figure 2.16). Depending on the site’s configuration, the breadcrumbs might start in different places. By default the breadcrumbs in SharePoint 2013 show you where you are within a folder structure (which is usually in a document library).

The breadcrumb showingwhich folder you are in

The icon for the currentsite, linking to the site's

home page

The breadcrumb linking tothe root folder of the library

FIGURE 2.16 The breadcrumbs navigation interface for the Expense Claims 2007 folder in the Documents library in the Expense Claims site under Human Resources.

TIP The top navigation bar can be customized to show many levels of sites, and sometimes other links. If you see the small triangles or arrows, hover over them with your mouse to find out what navigation item is under them.

TIP


In some cases (usually with pages in pages libraries), the breadcrumbs do not show that the page is under a library, but instead display as if the page is directly under the site itself.

As you go deeper into the folder hierarchy, the breadcrumbs by default show the parent folder of the one you are in, allowing you to navigate up one folder at a time. For example, if you navigate into the October folder shown in Figure 2.16—the bread-crumbs then show the name of the current folder (October) preceded by the name of the parent folder instead of the name of the library, as shown in Figure 2.17. Note that this is merely the default behavior, and it is possible for your site designer to change the breadcrumbs to show more information or behave differently.

FIGURE 2.17 The breadcrumbs in the October folder show the parent folder Expense Claims 2007.

To use the breadcrumbs, you just click on the link you want to navigate to.

Use the Navigate Up Breadcrumbs

In addition to the navigation bars and the breadcrumbs, SharePoint 2013 also has a button dedicated to navigation called the Navigate Up button. Although this button is not available by default, a site designer might enable it for you to use.

This button solves the problem of long breadcrumbs. As mentioned earlier, if you are in a folder in a document library with a lot of parent folders, the breadcrumbs might get too long to display the entire hierarchy.

You can usually find the Navigate Up button in the top-left site of the top navigation bar (see Figure 2.18). It appears as a rectangular icon with a gray arrow pointing up.

TIP When you’re in a document library that has folders, using the breadcrumbs is the best way to go back to the parent folder of the one you are currently in.TIP

NOTE By default, this button is not shown in the SharePoint navigation—if you don’t see it, it is up to the site’s designer to add it.NOTE


Clicking on that button does not take you up but instead shows you a hierarchical view of breadcrumbs—showing you where you are on the site and allowing you to navigate up, the same as the breadcrumbs mechanism described earlier in this chapter.

The Navigate Up breadcrumbs differ from the normal breadcrumbs navigation mentioned earlier in this chapter in two major ways. First, they show the entire hierar-chy all the up to the root site in the site collection, and not just to the current site. For example, if you have a site called Expense Claims inside the Human Resources site, the Navigate Up breadcrumbs show Human Resources above Expense Claims in the hierarchy. Figure 2.18 shows the Navigate Up menu for the October folder shown in Figure 2.17.

FIGURE 2.18 Using the Navigate Up button allows you to follow the breadcrumb trail all the way to the top site.

Second, compared to the regular breadcrumbs, the Navigate Up breadcrumbs offer more hierarchy detail for pages. Unlike the breadcrumbs mentioned earlier, the Navigate Up breadcrumbs display the entire hierarchy structure for the page you are viewing. For example, if you are viewing a web part page in a pages library, the normal breadcrumbs will show the site name as the parent for the page, while the Navigate Up breadcrumbs show you the library the page is in as the parent of the page. This allows you to go to the library as well as to the site, but it can make the hierarchy in this control very long if the page you are viewing is deep inside the hierarchy.

Follow a SharePoint Site

Solution: SharePoint 2013 introduces a mechanism called “Follow” that allows you to mark sites as sites you are following—similar to the concept of favorites in your browser. When you mark a site as a followed site, it is added to a list of sites that are shown to you in your personal site (for more details about viewing your followed sites, see Chapter 5).

Scenario/Problem: Keeping track of all the sites you regularly use is difficult.

49Follow a SharePoint Site

To follow a site, open that site, and click the Follow button on the top of the ribbon, as shown in Figure 2.19.

The Follow button for a site

FIGURE 2.19 The Follow button allows you to mark a site as a favorite for your personal

site.

INDEX

AAbout Me link, 40, 92

accessing SharePoint sites, 34

Add a Page option, 229

Add a Permission Level button, 333

Add a Workflow page, 290

adding

columns to lists/document libraries, 150-152

content types to lists/document librar-ies, 190

document libraries to Microsoft Office, 119

headings to navigation bars, 309

hyperlinks to pages, 240-242

links to navigation bars with Structural Navigation, 308-309

list items, Quick Edit view, 129

list view web parts, 253

multiple list items from Excel by using Quick Edit view, 129-130

notes

to documents/list items, 62

to notes board, 97-98

pictures to pages, 242

site columns to lists/document librar-ies, 152-153

tables to pages, 245-246

users in SharePoint groups, 326

users' permissions directly to sites, 327-328

web parts

to pages, 251

to text editor controls, 251

to web part zones, 251

Adding Document Library dialog, 145

Admin Center, Office, 336-338, 365

advanced searches, SharePoint Server, 85-88

Alert Me button, 72

352 alerts

alerts, 25, 71

creating, 71

on files/list items, 71-73

on libraries/lists, 73-74

managing, 75

modifying, 75

removing, 75

search results, 82

All Site Content link, 54

Allow Multiple Values option, Managed Metadata columns, 178

announcement lists, 18-20

views, 18-20

Append Changes to Existing Text, Multiple Lines of Text column, 160-161

Approval workflow, 285

Approve/Reject Items view, 136

approving files/list items, 134-135

apps, 12-13

asset libraries, 16

assigning users' permissions on sites, 325

associating workflow with lists/libraries, 288-292

automatic column indexing, configuring, 196

Bblog sites, creating, 298

blogs, 102

border settings, modifying web parts, 261-262

branching surveys, 183-184

breadcrumbs, navigating SharePoint sites, 46-47

Browse ribbon,

built-in web parts, 251-252

Content Editor web part, 254, 257-259

Image Viewer web part, 254-255


Media web part, 255-256

CCalculated column type, 171-172

Calendar ribbon, 37

Calendar view, 17

calendar views

creating, 200-203

specifying columns, 205

catalogs, 31

changing

columns, lists/document libraries, 181-182

descriptions

of document libraries, 185

of lists, 185

of sites, 302

document templates for new buttons in a document library, 188-190

home pages, 305

icons of sites, 302

language and regional settings, 40-43

names of sites, 302

order of columns in lists/document libraries, 182-183

page layout of publishing pages, 237

permissions


on lists/libraries, 279

of users or SharePoint groups, 328

URLs of sites, 302

versioning settings for lists/document libraries, 186-188

Check Permissions dialog, 273, 324

check-in, 29-30

files/list items, 130-131

checking permissions, 324



for specific users or groups, 272-273

check-out, 29-30


check-out of the page, discarding, 266-267

353default values

choice columns, 161-163

default values, 163

choosing

default values for columns, 153-154

term sets for navigation in sites, 310-311

web parts, 251

collect feedback workflow, 290

collect signatures workflow, 290

columns

adding to lists/document libraries, 150-152

changing, lists/document libraries, 181-182

changing order of in lists/document libraries, 182-183

choosing default values, 153-154

enforcing

custom validation, 154-156

unique values, 154

removing, lists/document libraries, 181-182

specifying for a view to display, 205

specifying order of columns in views, 206

types of, 156

Calculated column type, 171-172


Currency columns, 164

Date and Time columns, 165-166

External Data columns, 174-176

Hyperlink or Picture columns, 170-171

Lookup columns, 166-168

Managed Metadata columns, 176-179

Multiple Lines of Text column, 157-161

Number columns, 163-164

Page Separator columns, 174

Person or Group columns, 169-170

Rating Scale columns, 172-174

Single Line of Text column, 156-157

Yes/No columns, 169

comparing pages, versions, 268

configuring

automatic column indexing, 196

key filters, 196

metadata navigation in lists/document libraries, 193-196

navigation hierarchies, 196

URLs, managed metadata, 313-314

content, editing pages, 237-239

Content Editor web part, 254, 257-259

SharePoint Server, 257-259

content types, 25-27

adding to lists/document libraries, 190

creating, 315-318

modifying, 318-319

Presentation content type, 114

removing from lists/document libraries, 191-192

contents, exporting to Excel, 75

Context popup menu, viewing metadata, 56-57


custom validation, enforcing

on columns, 154-156

lists/libraries, 180-181

customizing sites, 302-304

changing name, description, icons or URLs, 302

creating content type, 315-318

creating site columns, 314-315

home pages, 305

modifying content type, 318-319

Ddata types, Calculated column type, 172

Datasheet view, 18


default values

choice columns, 163

choosing for columns, 153-154

Date and Time columns, 166

Number columns, 164

354 Delete This Content Type link

Delete This Content Type link, 192

deleted files, recovering, 122-123

deleted list items, recovering, 122-123

deleting

files, 120-122

list items, 120-122

views, 226

descriptions, changing, 302

direct links, left navigation bar, viewing lists and document libraries, 52

disabling folders in lists/document librar-ies, 193

discarding check-out of the page, 266-267

Display Value option, Managed Metadata columns, 178

disposition approval workflow, 290

document libraries, 14-15

adding

columns, 150-152

content types, 190

to Microsoft Office, 119

site columns, 152-153

changing

columns, 181-182

descriptions, 185

order of columns, 182-183

versioning settings, 186-188

changing document templates for new button, 188-190

configuring metadata navigation, 193-196

creating new, 144-147

creating new folders, 147-148

enabling folders, 193

removing

columns, 181-182


renaming, 185

viewing in sites, 52-54

document templates, changing for new buttons in a document library, 188-190

documents


notes, adding, 62

opening for reading, 54-55

sharing, SkyDrive Pro, 102

tagging, 59-61

viewing past versions of documents, 63

EEdit Details page, 42, 99

Edit Permissions dialog, 279

editing

content of pages, 237-239

details, social features, 99

headings, navigation bars, 309

links, navigation bars, 309

notes, on notes board, 97-98

pictures on pages, 242

properties

of files/list items, 123-127

publishing pages, 236-229

of web part pages, 236

of wiki pages, 235

SharePoint group settings, 330

tables on pages, 245-246

term sets for navigation in sites, 311-312

text in pages, 240

email, sending links to files/libraries, 58

email notifications, managing, 101

enabling folders in lists/document libraries, 193

enforcing

custom validation

on columns, 154-156

lists/libraries, 180-181

unique values for columns, 154

Enterprise Wiki Site templates, creating, 297

Excel

adding multiple list items, Quick Edit view, 129-130

exporting contents of lists to, 75

355hyperlinks, adding to pages

exporting

contents of lists to Excel, 75

web parts, 263-264


external lists, 14

external sites, tagging, 61-62

Ffiles

alerts, creating, 71-73

approving, 134-135

changing permissions, 278-279

check-in/check out, 130-131

checking permissions, 270-271

deleting, 120-122

granting permissions, 273-274

properties, editing, 123-127

publishing, 132-133

recovering deleted files, 122-123

rejecting, 134-135

restoring earlier versions, 134

searching for

in the entire SharePoint environ-ment, 80-83

within a specific list or library, 80

sending links by email, 58

synchronizing with SkyDrive Pro, 137-139

uploading, 104

from Office applications, 107-111

using web folders, 111-112

from web interface, 104-107

waiting for approval, 136

Files ribbon, viewing metadata, 55

filling forms, 117

filtering

libraries, 67

lists, 67

folders

creating in document libraries, 147-148

disabling in lists/document libraries, 193

enabling in lists/document libraries, 193

specifying how folders will be used in views, 219

synchronized folders, removing (SkyDrive Pro), 140

synchronizing with SkyDrive Pro, 137

followed hashtags, 101

following colleagues posts, 95-96

following SharePoint sites, 48-49

form libraries, 16

forms, filling, 117

Formulas text box, Calculated column type, 172

GGantt view, 18, 203-204



Invite People link, 274


permissions page, 274-278

Share option, 274

groups



seeing who is a member of, 279-281

SharePoint groups. See also SharePoint groups

Hhashtags, managing followed hashtags,

101

headings

adding to navigation bars, 309

editing navigation bars, 309

home pages, changing, 305


hyperlinks, adding to pages, 240-242

356 icons, changing

I-Jicons, changing, 302


importing web parts, 264

InfoPath forms, viewing, 65

information, managing what information you share, 101-102

Invite People link, granting permissions, 274

items

selecting multiple items in views, 222-221

specifying

how items are filtered in views, 208-211

how items are grouped in views, 212-215

how items are sorted, views, 206-208

item limits in views, 220-221

Kkey filters, configuring, 196

keyboard shortcuts. See Appendix A

Llanguage settings, changing, 40-43

left navigation bar, 45

viewing lists and document libraries, 52

libraries


asset libraries, 16

associating with workflow, 288-292

changing permissions of users, 279


creating with Your Apps page, 142-144

document libraries, 14-15. See docu-ment libraries

changing columns, 181-182


creating new folders, 147-148

removing columns, 181-182


enforcing custom validation, 180-181

filtering, 67

form libraries, 16

granting permissions, 279

picture libraries, 17

sending links by email, 58

sorting, 65-67

switching list views, 67-69

synchronizing with SkyDrive Pro, 137

wiki page libraries, 15

linking to existing content, wiki syntax, 247-249

links. See also Appendix B

adding to navigation bars with Structural Navigation, 308-309

changing which heading a link is under, navigation bars, 309

Delete This Content Type link, 192

editing navigation bars, 309

modifying for web parts, 262

removing

from navigation bars, 309

web parts, 262

sending to files/libraries by email, 58

list items

adding in Quick Edit view, 129

adding multiple list items from Excel by using Quick Edit view, 129-130


approving, 134-135


check-in/check out, 130-131



deleting, 120-122


notes, adding, 62

properties

editing, 123-127

viewing, 64-65

publishing, 132-133

recovering deleted list files, 122-123

rejecting, 134-135

357modifying

restoring earlier versions, 134

searching for

in the entire SharePoint environ-ment, 80-83

within a specific list or library, 80

tagging, 59-61

waiting for approval, 136

List ribbon, 68


adding, 253

list views, 198

switching in lists/libraries, 67-69

lists, 13-14

adding

columns, 150-152

content types, 190

site columns, 152-153


associating with workflow, 288-292

changing

columns, 181-182

descriptions, 185

order of columns, 182-183

permissions of users, 279

versioning settings, 186-188


configuring metadata navigation, 193-196


creating with Your Apps page, 142-144

enabling folders, 193

enforcing custom validation, 180-181

exporting contents to Excel, 75

external lists, 14

filtering, 67

granting permissions, 279

removing

columns, 181-182


renaming, 185

sorting, 65-67

switching list views, 67-69



relationship behavior, 168

MMake Website Online dialog, 342

managed metadata, 28-29

publishing sites

choosing term sets for navigation, 310-311

configuring a friendly URL, 313-314

editing term sets for navigation, 311-312


managed metadata navigation, publishing sites, 310

managing alerts, 75


metadata, managed metadata, 28-29

metadata navigation, configuring in lists/document libraries, 193-196

microblogging, 94-95

Microsoft InfoPath forms, viewing, 65

Microsoft Office 2013

adding document libraries, 119

uploading files, 107-111

Microsoft SharePoint 2013, overview, 6-7

mobile views, creating, 223-224

modifying

alerts, 75


links for web parts, 262

top or left navigation bars, 305-306

adding headings, 309

adding links with Structural Navigation, 308-309

changing which heading a link is under, 309

editing links or heading in navigation bars, 309

358 modifying

in non-publishing sites, 306

in publishing sites, 307

removing links, 309

views, 224-226

web parts, 260

links, 262

title bar and border settings, 261-262

titles, 261

moving web parts in pages, 262


My Alerts, managing, 75

Nnames, changing, 302

naming pages, 229

Navigate Up breadcrumbs, 47-48

navigating SharePoint sites, 43-45

breadcrumbs, 46-47



top navigation bar, 44-46

navigation bars, modifying, 305-306

adding headings, 309

adding links with Structural Navigation, 308-309

changing which heading a link is under, 309

editing links or heading in navigation bars, 309

in non-publishing sites, 306

in publishing sites, 307

removing links, 309

navigation hierarchies, configuring, 196

New Document button, 113

New Folder button, 147

New Item button, 114

newfeeds, settings, 100-102

Newsfeed page, 93

non-publishing sites, modifying navigation bars, 306

Note Board tab, 62

notes

adding to documents/list items, 62

notes board, 97-98

social features, SharePoint Server, 96-97

viewing, 62

notes board, 97-98


Number Range setting, Rating Scale columns, 174

OOffice 365, 7, 336

creating new private site collection, 338-340

public site collection, creating, 341-343

Office 365 SharePoint Administrator console, signing into, 336-338

Office applications, uploading files, 107-111

opening documents

for reading, 54-55

Site Settings page, 300

order of columns, specifying in views, 206

Ppage layout, changing of publishing pages,

237


pages

adding

hyperlinks, 240-242

pictures, 242

tables, 245-246

web parts, 251

comparing versions, 268

creating, 228-229

new with wiki syntax, 249

editing

content, 237-239

pictures, 242

359Publishing page options

tables, 245-246

text, 240

naming, 229

picture editing controls, 249-250

pictures

SharePoint Server, 244-245

using as an address, 244

publishing, 265-266

publishing pages, creating, 233-235

tagging, 59-61

using pictures from your computer, 243-244

web part pages. See web part pages

web parts, moving, 262

wiki pages. See wiki pages

paging views, 21

past versions of documents, viewing, 63

people, searching for, SharePoint Server, 88

People and Groups settings page, 324

People I'm Following page, 95

People search, 88-89

permission levels, creating for sites, 332-333

permission management page, 322

permissions, 270

adding directly to sites, 327-328

assigning users' permissions on a site, 325

changing



of users or SharePoint groups, 328

checking, 324



for specific users or groups, 272-273

granting, 273-274

Invite People link, 274



Share option, 274

reading permissions page, 271-272

removing from sites, 327-328

permissions page


reading, 271-272


personal sites, 11

personal views

creating, 198

versus public views, 200

picture editing controls, pages, 249-250


uploading pictures, 113

views, 21

pictures

adding to pages, 242

editing on pages, 242

from SharePoint Server, 244-245

uploading to picture library, 113

using as an address, 244

Presentation content type, 114

private site collection, creating (Office 365), 338-340

private views, 17

properties

editing

of files/list items, 123-127

publishing pages, 236-229

of web part pages, 236

of wiki pages, 235

of list items, viewing, 64-65

properties of documents, viewing, 55-58

public site collection, creating, 341-343

public views, 17

creating, 198

versus personal views, 200

publishing


pages, 265-266

Publishing page options, 230

changing page layout, 237

creating, 233-235

editing properties, 236-229

360 publishing sites

publishing sites

managed metadata

choosing term sets for navigation, 310-311

configuring a friendly URL, 313-314

editing term sets for navigation, 311-312

managed metadata navigation, 310

modifying navigation bars, 307

QQuick Edit view, 127

adding

list items, 129

multiple list items from Excel, 129-130

creating, 204

switching to, 70, 128

RRange Text setting, Rating Scale columns,

174


reading

opening documents for, 54-55


recovering deleted files/list items, 122-123

regional settings, changing, 40-43

rejecting files/list items, 134-135

relationship behavior, Lookup columns, 168

removing

alerts, 75

columns, lists/document libraries, 181-182

content types from lists/document libraries, 191-192

links

from navigation bars, 309

web parts, 262

notes, from notes board, 97-98

permissions from sites, 327-328

synchronized folders, SkyDrive Pro, 140

users in SharePoint groups, 326

renaming

document libraries, 185

lists, 185

restoring earlier versions of files/list items, 134

reusing web parts, 263

ribbons, 12, 36-40

Calendar ribbon, 37

Show Ribbon, 36-37

switching between, 37

SSearch Center, 83-84

search results, alerts, 82

searching, 80

advanced searches, SharePoint Server, 85-88

for files/list items within a specific list or library, 80

for people, SharePoint Server, 88

Search Center, 83-84

searching for files/list items in the entire SharePoint environment, 80-83

security


permission levels, creating for sites, 332-333


permissions. See permissions


checking, 324

SharePoint groups, adding/removing users, 326

Security Notice dialog, 76

selecting multiple items in views, 222-221

sending links to files/libraries by email, 58

Share options, granting permissions, 274

SharePoint 365, 7

determining what a site is based on, 8-9

361SkyDrive Pro

SharePoint Foundation. See SPF (Shared Point Foundation)

SharePoint groups, 322

adding/removing users, 326

changing permissions, 328

creating for sites, 329-330

editing settings, 330

seeing who is a member of, 279-281

SharePoint Server, 8, 91-92

advanced searches, 85-88

Content Editor web part, 257-259



pictures, 244-245

searching for people, 88

social features, 92-93

blogs, 102

editing your details, 99



newsfeed settings, 100-102

SkyDrive Pro, 102

tags and notes, 96-97

viewing sites you are following, 98

SharePoint sites

accessing, 34

following, 48-49

navigating, 43-45

breadcrumbs, 46-47




signing out, 35-34

sharing documents, SkyDrive Pro, 102

Show Ribbon, 36-37

signing into Office 365 SharePoint Administrator console, 336-338

signing out of SharePoint sites, 35-34


Site Collection Properties dialog, 340

site collections, 11

site columns, 25

adding to lists/document libraries, 152-153

creating, 314-315

Site Contents link, 52

Site Settings page, opening documents for, 300

Site Welcome page, 305

sites


creating

permission levels, 332-333

SharePoint groups for, 329-330

customizing, 302-304

changing name, description, icons or URLs, 302

creating content type, 315-318

creating site columns, 314-315

home pages, 305

modifying content type, 318-319

defined, 9-11

external sites, tagging, 61-62

non-publishing sites, modifying naviga-tion bars, 306



personal sites, 11

publishing sites. See publishing sites

modifying navigation bars, 307

SharePoint sites

accessing, 34

following, 48-49

signing out, 35-34

SkyDrive, 12

SkyDrive Pro, 12

managing synchronized folders, 139-140

sharing documents, 102

synchronizing

files, 137-139

libraries/folders, 137

362 social features, SharePoint Server

social features, SharePoint Server, 92-93

blogs, 102

editing your details, 99



newsfeed settings, 100-102

SkyDrive Pro, 102

tags and notes, 96-97

viewing sites you are following, 98

sorting

libraries, 65-67

lists, 65-67

Specify the Type of Text to Allow setting, Multiple Lines of Text column, 159-160

SPF (SharePoint Foundation), 6


standard views, creating, 198

Structural Navigation, adding links to navi-gation bars, 308-309

styles, specifying item styles in views, 217-218

subsites, 9

blog sites, creating, 298

creating, 294

Enterprise Wiki Site templates, creat-ing, 297

team sites, creating, 297

surveys

branching, 183-184


switching

list views in lists/libraries, 67-69

to Quick Edit view, 70, 128

between ribbons, 37

synchronizing

files with SkyDrive Pro, 137-139

folders with SkyDrive Pro, 139-140

libraries/folders, with SkyDrive Pro, 137

Ttables

adding to pages, 245-246

editing on pages, 245-246

tagging, 27-28

documents, 59-61

external sites, 61-62

list items, 59-61

pages, 59-61

tags, social features (SharePoint Server), 96-97

Tags & Notes button, 60

team sites, creating, 297

templates, document templates, changing for the new button in document libraries, 188-190

term sets

choosing for navigation in sites, 310-311

editing for navigation in sites, 311-312

text, editing in pages, 240

text editor controls, adding web parts, 251

text messages, alerts, 71

three-state workflow, 290

title bars, modifying web parts, 261-262

titles, web parts (modifying), 261


totals, specifying in views, 215-217

tracking workflow, 286-287

types of columns, 156

Calculated column type, 171-172












363



Yes/No columns, 169

Uunique values, enforcing for columns, 154

Upload Document button, 105

uploading

files, 104

from Office applications, 107-111

using web folders, 111-112

from web interface, 104-107

pictures to picture library, 113

URLs

changing, 302

configuring managed metadata, 313-314

users

adding/removing from sites, 327-328

adding/removing users in SharePoint groups, 326

changing permissions, 278-279, 328


VVersion History, 63

versioning settings, changing for lists/docu-ment libraries, 186-188

versions, 29

of pages, comparing, 268

restoring earlier versions of files/list items, 134

View Item, 64-65

viewing

all lists and libraries, 52-54

document libraries in sites, 52-54

lists, in sites, 52-54

Microsoft InfoPath forms, 65

notes, 62

past versions of documents, 63

properties of documents, 55-58

properties of list items, 64-65

sites you are following, social features, 98

views, 21-22

announcement lists, 18-20

Approve/Reject Items view, 136

Calendar view, 17

calendar views

creating, 200-203


columns to display, 205

creating for lists/libraries, 198

Datasheet view, 18

default values, 200

deleting, 226

Gantt view, 18

creating, 203-204


mobile views, creating, 223-224

modifying, 224-226

paging, 21

personal versus public, 200


private, 17

public, 17

Quick Edit view

creating, 204

switching to, 70

selecting multiple items, 222-221

specifying

different item styles, 217-218

how folders will be used, 219

how items are filtered, 208-211

how items are grouped, 212-215

how items are sorted, 206-208

item limits, 220-221

order of columns, 206

totals, 215-217

views, creating, 198

364 waiting for approval, files/list items

W-Xwaiting for approval, files/list items, 136

web folders, uploading files, 111-112

web interface, uploading files, 104-107

web part pages, 229

creating, 232-233

editing properties, 236

web part zones, adding web parts, 251

web parts, 22-24

adding

to pages, 251

to text editor controls, 251

to web part zones, 251

built-in web parts, 251-252

Content Editor web part, 254

Content Query web part, 257-259




choosing, 251

exporting, 263-264

importing, 264

modifying, 260

links, 262

title bar and border settings, 261-262

titles, 261

moving in pages, 262

reusing, 263

wiki page libraries, 15

wiki pages, 229

creating, 232

properties, editing, 235

wiki sites, creating, 297

wiki syntax, 247

creating new pages, 249

linking to existing content, 247-249

workflow, 30

approval workflow, 285

associating with lists/libraries, 288-292

starting, 284-287

tracking, 286-287

Workflows button, 284

Y-ZYes/No columns, 169

Your Apps page, 144

creating lists/libraries, 142-144