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SharePoint 2013 How-To

By Ishai Sagi
Published May 28, 2013 by Sams.

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Description

Copyright 2013
Dimensions: 6" x 9"
Edition: 1st

eBook
ISBN-10: 0-13-343228-9
ISBN-13: 978-0-13-343228-2

SharePoint 2013 How-To

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

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

Fast, Accurate, and Easy-to-Use!

¿ Quickly review essential SharePoint terminology and concepts

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

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

¿ Find, log on to, and navigate SharePoint sites

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

¿ Alert yourself to new or changed content

¿ Use views to work with content more efficiently

¿ Leverage SharePoint 2013’s revamped search capabilities

¿ Organize content with lists, document libraries, and templates

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

¿ Author and edit each type of SharePoint page

¿ Build flexible navigation hierarchies with Managed Metadata

¿ Systematically manage site security and content access

¿ Control permissions more effectively with the Permissions Page

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

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

¿ Create new Office 365 private and public site collections



Sample Content

Introduction 1

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

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

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

Part I: Solutions for Readers

1 About Microsoft SharePoint 2013 5

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

2 Finding Your Way Around a SharePoint Site 33

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

4 Searching in SharePoint 79

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

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

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

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

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

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

5 Social Networking, Personal Sites, and Personal Details in

SharePoint Server 91

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

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

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

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

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

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

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

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

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

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

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

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

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

Part II: Solutions for Authors and Content Managers

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

7 Creating Lists and Document Libraries 141

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

8 Creating List Views 197

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

9 Authoring Pages 227

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

10 Managing Security 269

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

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

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

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

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

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

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

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

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

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

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

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

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

11 Workflows 283

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

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

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

Part III: Solutions for Site Managers

12 Creating Subsites 293

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

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

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

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

13 Customizing a SharePoint Site 299

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

14 Managing Site Security 321

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

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

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

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

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

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

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

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

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

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

Part IV: Solutions for Office 365 Managers

15 Managing an Office 365 SharePoint Site 335

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

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

Part V: Appendixes

A Common Keyboard Shortcuts 345

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

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

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

B Useful Links 349

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

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

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

Index 351

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Pearson will not use personal information collected or processed as a K-12 school service provider for the purpose of directed or targeted advertising.
Such marketing is consistent with applicable law and Pearson's legal obligations.
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Supplemental Privacy Statement for California Residents

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

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Pearson may disclose personal information, as follows:

As required by law.
With the consent of the individual (or their parent, if the individual is a minor)
In response to a subpoena, court order or legal process, to the extent permitted or required by law
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Changes to this Privacy Notice

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

Last Update: November 17, 2020

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