Build a SharePoint Site

Build a SharePoint Site

Programming, coding, geek-speak, jargon… that’s all it is.  I bet if I told you that you could build a website in five minutes you wouldn’t believe me.  From my perspective, as a member of an IT department, SharePoint is a godsend.  SharePoint let’s an employee do everything that a web developer could do in a fraction of the time.



You’re telling me I can write code?   What’s the catch?
The first thing I want to say is you must drop any preconceived ideas or notions you have about building a website, webpage, or related material.  You can and will build websites, libraries, workflows, and web-applications without any knowledge of programming language, coding, or really any IT experience.  I’ll tell you right now that anything I show you going forward in this lesson requires ZERO experience in anything except, maybe, a web-browser and a word processor. Seriously!

 

Let’s start with a simple task: Create a SharePoint site.
From the previous lesson, we’ve learned that a site is a collection of pages, site templates, lists, and libraries configured for the purpose of achieving an express goal.  So let’s set that goal right now.  We are now working for Biff’s Consulting Company in the accounting department, and we need a subsite for accounting. Let’s assume we already have a top-level site created.


So how do we make the subsite? 

  • Browse to the top-level site
  • Click on the GEAR symbol.  You’ll see a menu come down, and you’ll want to click the option for “Site Contents.”
  • Once we click that, we’ll want to scroll down and under the Subsites section we’ll find the link that says “New Subsite” and click it.
    • Title & Description
      You’ll be prompted for a title and description.  We’ll put in “Accounting” for the title (description is optional, and not extremely important)
    • Web Site Address
      Take note of the URL name for a moment.  You’ll see your top-level site address with a blank text box after it, that’s what the site will be listed under.  Put “Accounting” in the box.
    • Language & Template
      We’ll be using English and “Team Site” for our language and template.
    • Permissions
      You can inherit permissions, or set specific permissions.  You may want to talk to your IT Department about how this should be setup, because there are a lot of ways to do this.  For now, let’s choose “Use the same permissions as parent site”
    • Navigation
      If you want your site to be listed on the quick launch (The menu on the right side of the screen) select “Yes” here.  For a department subsite, you’ll probably want to choose yes.
      Likewise, you’ll most-likely want to “Display on the top link bar of the parent site” so set that to Yes as well.
    • Navigation Inheritance
      Selecting “Yes” here will put use the same top-link bar menu as the parent site.  I will almost always use this.
    • Click “Create”
      You’ll be taken to your new site!

So that’s the way you do it– with no coding required.  Dare I say, it’s “EASY!”

Check out the video for a walkthrough of what we just did.







Create a Custom SharePoint List View

Create a Custom SharePoint List View

SharePoint® lets you create multiple views for the same app (list or library).  Let’s take a look at how easy it is to create a custom view for a document library.

  • Click the GEAR icon in the top-right of your screen
  • Select “Site Contents”
  • In the list of apps, select the document library you want to use to create a custom view.
  • On the library page look for a link that says “All Items” and click the three dots next to it “…”
  • In the menu that appears, click “Create View” (You can modify a view too, but we’ll create one)
  • Select “Standard View”
  • Enter “Only Filename” in the name field.
  • Check the box for “Public view”



On that screen, there’s criteria below that you can apply to your list. Here are the options:

  • Columns
    You can select which columns, and in what order you want them to appear
  • Sort
    Determine what column, and in what direction you want documents sorted, you can also setup multiple criteria here
  • Filter
    You can filter documents to only display documents that fit the criteria
  • Tabular View
    This option gives users the option to select multiple files with check boxes.
  • Group By
    Similar to filter, except all documents are shown in a “Tree view” by certain columns
  • Totals
    This will allow you to select a mathematical operation on columns, such as sum, average, and count
  • Style
    You can specify the way the library appears on the page.
  • Folders
    This one is pretty cool, you can choose to display folders, or show all files within folders in a giant list.
  • Item Limit
    You can set an limit here to only display a certain number of items
  • Mobile
    You can set options for using this view with mobile devices here




We’ll use the columns group for this example.

  • Under columns, uncheck all options except for
    • Type (icon)
    • Name
  • Change name’s dropdown value to 1
  • Type will change automatically to 2

Click “OK” at the bottom of the page and you’ll be taken back to the library, and you’ll notice the new view has been applied.

You can switch back to “All Documents” by clicking on the link.  Each view also has its own web address, so you can send an email with the URL to that view and others can go directly to it.  They can also switch between them as well.

Take a look at the video for more details on creating views.