Using the Navigation functionalities in SharePoint 2010

 

***Special Note***
In order to do this lab, you must make sure your account in SharePoint is Administrator

 

Objectives

After completing this lab, you will be able to:

 

  • Configure and use SharePoint Lists
  • Configure and use SharePoint Libraries
  • Integrate Lists and Libraries with Microsoft Office products
  • Create relationships between lists
  • Document Versioning

 

 

Note

This lab focuses on the concepts in this module and as a result may not comply with Microsoft security recommendations.

 

 

Estimated time to complete this lab: 120 minutes

 

 

Exercise 0:
Lab Setup

  • Login as Administrator to the Virtual Machine

Exercise 1:
Create a list

Lists are the primary way you can use SharePoint to store information. These exercises will walk you through some fundamentals in creating, managing and editing lists and their content.

Task 1: Create a basic list

  1. Open SharePoint siteand Sign In as Administrator
  2. Click Site Actions andClick View All Site Content
  3. Now you will see a page of all contents in SharePoint library

 

  1. Click “Create”
  2. Select “Custom List”
  3. Enter a name for your list (e.g. “My Course List”) and click “Create”
  4. You will now see a list with a default Title column:

Task 2: Add columns to your list

  1. After creating a new list, Click List Settings ->Create Column to create a new column

 

  1. Put “Faculty” as name with “Single line of text” property
  2. Click OK(you might need to scroll down) to create.

 

 

  1. Use the same procedure to create the following new columns:

 

  • Enroll Date (Date and Time)
  • Course Coordinator (Single lines of text)
  • Course Description (Multiple lines of text)

 

Return to My Course List by selecting it from the breadcrumb navigation.

 

  1. You will see the screen resembling the following:

 

Exercise 2:
Add a list item

  1. Click the  button
  2. Enter “Business” as the Faculty, and whatever data you like for the other fields
  3. Click “OK

 

 

  1. Add an additional two items, each with different faculty names and enrollment dates.
  2. View your list again and note the changes.

 

Exercise 3:
Create a column with a predefined set of data

Often you will want to provide the user with a predefined set of choices rather than a freeform data entry field. Usually it will be presented as a set of radio buttons, check boxes or as a combo box.

 

We’ll create two types of columns:

  1. The first, a choice field, lets you enter a set of options directly into the column definition. This is a quick and easy-to-use option, but can only be used in the one list.
  2. The second, a lookup field, lets you use another list’s items as choices for the user to select.

 

Task 1: Create a choice field

  1. Click List Settings
  2. Add a new column to your list called “Course Location”

 

  1. Choose a list type of “Choice (menu to choose from)”
  2. In the box entitled “Type each choice on a separate line”, type a number of items separated by hitting the Enter key
  3. Notice that under “Display choices using” you have a few options as to how items are displayed. Choose “radio buttons”
  4. Click “OK”
  5. Now create a new list item. You’ll see your choices displayed as radio buttons:

 

Task 2: Create a lookup field

We need to create another list that will be used as the source for data.

  1. Create a list called “Locations”. Do this by following the instructions in Exercise 1.
  2. Don’t add any columns – we’ll just use the default “Title” field
  3. Add a few items to your new list
  4. Next, go back to “View All Site Content” and select the list you created in Exercise 1

 

 

  1. Click “List Settings” and select “Create Column
  2. Enter “Location 2” as a the column name
  3. Select “Lookup” as the column type
  4. Under “Get information from” select “Locations”
  5. Under “In this column” select “Title”
  • Click “OK”
  • Now create a new list item. You’ll see your options presented in much the same way as with your choice field

 

Task 3: Create related, additional fields

 

In SharePoint 2010, you can add related fields to achieve linked tables behavior similar to database with foreign key relationships.

 

 

 

  1. Open the lookup (Location 2) field again to edit it
  2. Scroll down to find “add a column to show each of these additional fields:”
  3. Select “ID”
  4. Click OK
  5. Now look at the list again and see that when you have “West” selected, the corresponding ID from the location list also appears.

 

Exercise 4:

Create a new view of your list

Task 1: Create a standard view

  1. Click List Settings  then click on Create View(or just use the Create View Button)
  2. Click Standard View to create a standard view which named “Standard View”
  3. Click OK

 

In addition, you need make sure the standard view only show Title, Faculty and Course Description

Task 2: Create a Datasheet view

  1. Click “List Settings” then click on “Create View
  2. Click “Datasheet View

 

  1. Give the new view a name like “Datasheet View”
  2. Click OK

Exercise 5:

Create a new SharePoint library

Task 1: Create a basic document library

  1. Click Site Actions and select View All Site Content

 

  1. Now you will see a page like this:

 

  1. Click “Create
  2. Click “Document Library
  3. Enter name as “UTS SharePoint Exercise”
  4. Set Document Template as “Microsoft Word Document” (this should be the default)
  5. Click Create

 

Task 2: Add columns to your document library list

  1. Select Library Settings, then Create Column

 

  1. Add a new column into the document library list called “Priority” with the following options set:
    1. Column name: Priority
    2. Type of column: Number
    3. Description: Priority Level from 1 to 5
    4. Min value: 1
    5. Max value: 5
    6. Decimal places: 0
    7. Default value: 1
  2. Click OK

 

Exercise 6:

Working with documents in a document library

Task 1: Add new documents to your document library

  1. Select Your Documents Libraryfrom Quick Launch (left navigation)
  2. Click New Document

 

  1. If you get a message from webpage, press “OK” to continue
  2. The system should popup a word window for you; enter some text into the Word document
  3. At the top left side of word window, type the document name and keep the default priority
  4. Press “Save” icon in word and then save the document into SharePoint
  5. In SharePoint, refresh the window, you should see the file you just created

 

Task 2: Enable document versioning control

  1. Select your document library, select the “Library” ribbon, then select “Library Settings” (far right)

 

 

  1. Click Versioning Settings(under General Settings)

 

 

  1. In document versioning section, select Create major and minor (draft) versions
  2. Click OK

 

 

 

Task 3: Edit Document

Let’s edit the document you added.

  1. Highlight over the document you’d like to edit and click the drop-down arrow
  2. Click Edit in Microsoft Word

 

  1. Make some changes and click Save
  2. Close your document

Task 4: View your document’s change history

  1. Highlight over your document and click the drop-down arrow
  2. Click “Version History”

 

  1. A list of document changes will be presented
  2. Click an earlier date to view the older versions of this document

 

Exercise 7:

Upload single & multiple documents

Task 1: Upload single document to your document library list

  1. In Windows, create a new Word 2007 document and populate it with content.
    Tip: try typing =lorem() into a blank document and hit the Enter key
  2. Save the document into your “My Documents” folder
  3. In SharePoint, click “Upload -> Upload Document”
  4. Click “Browse…”
  5. Find the file you just created in “My Documents” and click “OK”
  6. Set the priority as 5 so this document is very important

 

 

Task 2: Upload multiple documents to your document library list

    1. Similar like Task 5 step 1 to 2, create 2 new documents in “My Documents”. Make them different file formats (for example, Excel and PowerPoint)
    2. Click “Upload”, then “Upload Multiple Documents”
    3. Select the 2 new files you just created in “My Documents”
    4. Click “OK” to upload
    5. Edit the 2 files’ properties and set Priority to 3

 

Exercise 8:

Changing the display of lists (creating Views)

  1. Click Library ->Create View
  2. Create a standard view named “Priority 5 course list”
    1. The view needs be sorted by “Modified” descending order
    2. The view needs be filtered by “Priority” equals “5”
  • The Style of view should be “Shaded”
  1. Click OK – you’ll be taken to your new view

 

Exercise 9:

Create Site Columns and link them to the list

Site columns allow you to create a single definition for a column and use it in many lists.

 

  1. Go to “Site Actions” and select “Site Settings”

 

  1. Click “Site Columns” under the “Galleries” section

 

 

 

Click the Create button

  1. Create a Number field called Rank
  2. You can see your new column under “Custom Columns”
  3. Go back to “View All Site Content” and click one of the lists you created in the first exercise.
  4. Click “List Settings”
  5. Under the “Columns” section click “Add from existing site columns”
  6. Select “Custom Columns” and “Rank” as shown
  7. Click the “Add” button
  8. Click “OK”
  9. Your list will now display your rank column
  10. Repeat for the other list you created

 

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