Experience Sharepoint Online -- Theme 9 -- BPOS W14 Beta

This theme describes some of the new features in SharePoint Online and provides both Administrators and Information Workers an opportunity to try out some of the functionality available in SharePoint Online.

Follow the instructions in this document to sign-in to the service and explore SharePoint Online.

Pre - requisites and Preparation

Before completing the tasks in this theme, you should have reviewed Themes 1 and 2 and completed Theme 3, 4, 5, 6, 7 and 8, which provide preparatory work for this theme. You can find previous themes at the Office 365 Community

Tasks for Theme 9

Task 1: Sign in to SharePoint Online Administration Center

This task is targeted at SharePoint Online Administrators

Administrators will log into the SharePoint Online Administration Center, which provides the ability to manage sites, configure tenant-wide SharePoint settings, and view reports related to the tenant.

· Sign into the Microsoft Online Service Beta Administration portal:
rosoftonline.com/admin/ using an account with SharePoint Online Administration Center privileges

· Click the SharePoint link at the top of the page

· With the SharePoint Online Administration Center loaded, note the major sections (Manage site collections (also linked as ‘SharePoint Sites’), Manage User Profile Application, Term Store Management) and the settings available under each section.

Task 2: SharePoint Online Administration – overview

This task is targeted at SharePoint Online Administrators

Administrators will create a new Site Collection, add a previously provisioned SharePoint Online user as an Administrator of this new Site Collection, then finish the task by deleting the newly created Site Collection.

· In the SharePoint Online Administration Center, click the 'Manage site collections' link.

· Create a new site collection (a grouping of websites).

· Assign an existing user as the site collection administrator.

· Log into the newly created Site Collection with new Administrator account and verify that administrative options are available and not security trimmed out (Site Actions > Site Settings > Site Collection Administrator)

· From the menu, navigate to Site Actions > Site Settings > People and Groups

· Remove User(s) from Group item and click OK to confirm removal

· Have the user attempt to log in to the site to validate they no longer have access

Task 3: Creating a new site and tailor it to your needs

Now that you have the basics for creating a completely new site collection, we’ll use this new site throughout several activities so you can experience the evolution of the site from an intranet site to an external sharing site for working with workers who do not belong to your company, or people on the Extranet.

· From the main parent site of an existing site collection, create a new sub site (Site Actions à New Site).

· Once the new site is created, let’s put it into edit mode and note and then adjust a few things:

o Note the new ribbon. If you’ve used Office 2007 or 2010 this may look familiar. If not, you’ll find it an easy aspect of SharePoint Online to find the various tools and technology behind SharePoint. Click around on a few things and note how the actions within the ribbon change dynamically in context of what you are clicking on or into.

o Adjust the color and size of the text dynamically inline.

o Add an image to the page.

o Create a new table.

· Adjust the page layout

· Apply a new theme (you can choose from existing themes, create your own, and if your adventurous use PowerPoint to design a theme – export it as a .thmx file – and then upload/apply to your SharePoint Online site.)

· Start collaborating by inviting both internal employees and external users

· Administrators: return to the SharePoint Online Administration center

· Select the site collection you’ve been working on, and convert it from an ‘intranet’ site collection to an ‘extranet’ site collection.

· Back at the new site, navigate to the Site Actions menu

· Select the Share your site option

· In the Site Members text box, type the name of a non-Administrator user account

· Click the Check Names () icon to confirm the expected user account is resolved properly

· Alternatively, users can be added to the site through Site Actions > Site Settings > Site Permissions

· Also add external users, individuals who are not a part of your company and have any email address (like @yahoo.com or @hotmail.com or @earthlink.net).

· Extra task, advanced site design: download the free SharePoint Designer 2010 (SPD’2010) application (32-Bit or 64-Bit), and then watch this 10-min ‘how to’ video:

o Build out and deploy a no-code workflow directly to a SharePoint Online document library

o Navigate and adjust an existing list from within SPD’2010

Note: SharePoint Online will not yet support the creation of External Lists via the Business Connectivity Service (BCS), a capability of SPD’2010.

Task 4: Explore the s ocial side of SharePoint Online

The below tasks are targeted at SharePoint Online Information Workers who want to enjoy the social side of SharePoint Online and establish their profile and status within their own My Site and explore the useful personal storage in the My Content portion of the site.

· Navigate to your new My Site. Go to the upper right hand drop-down menu where you see your name in the format you logged in. In this drop-down menu, you should see a menu item, “My Site – Open your personal homepage.”

o Update your status – the text up and to the right of where your image goes.

o Edit your profile – the more you are willing to share with your colleagues, the easier it is for them to find the right expertise when using the People Search side of SharePoint Online.

o Explore the ‘My Content’ section of your My Site. This is where you have personal storage (that is separate from the overall pool of shared storage). This is your personal area to put files and information and decide if it’s public content or private.

o Explore your Note Board segment within the overview tab of your My Profile page AND the Tags and Notes tab AND the Colleagues tab.

· Tagging and rating content

o Go to any document library that has been created during the beta timeframe (or go to your Shared Documents library on your My Site or create a net-new document library: Site Actions à New Document Library).

o A Document Library is a powerful folder for managing content, and in this section we’ll focus on the social side of content libraries; and explore real document management in a later section.

o Once at the document library, go to the Library tab within the ribbon above the document library. Click Library Settings and then turn on ratings.

o Note the new ratings column.

o Click on an item within the document. (if there is not one, upload any type of document so you have something to work with). Now click either the “I like it” or “Tags and Notes” buttons in the ribbon above.

Note: the first time you navigate to the My Content section it may take a few moments to create as it equates to your own personal site collection. You can get creative here and let people know who you are and what interests you have. You can create as many sub sites as you would like.

Task 5: Document Management

This task is targeted SharePoint Online Information Workers

In this task Users will walk through the experience of creating a new PowerPoint presentation on the desktop, utilize the powerful document management capabilities to refine and get feedback, and then broadcasting the final presentation through the Internet using PowerPoint Broadcast.

· Log into a Site Collection.

· Create a new PowerPoint presentation.

· Click into PowerPoint 2010 backstage (or use Save As… in PowerPoint 2007), click the Save & Send link under the file menu in backstage, then click Save to SharePoint.

· If this is your first time saving to a new SharePoint Online site from your desktop you’ll need to enter the new site’s URL – after click Save As… in the lower section of the Save to SharePoint area. If it is your first time here, look for the SharePoint Online site in the list of recent locations.

· Save the new presentation into the Shared Documents folder of the new site.

· You just saved a PowerPoint file from your desktop directly into SharePoint Online. That file is now in a central repository ready to be managed and accessed by other you collaborate with. No file attachments and managing versions in email.

· Go to the Shared Documents folder to verify that the new PowerPoint presentation file is there. And if this is the first document in this site or this library, click on the check box to the left of the file name and watch how the context of the ribbon adjusts to the actions you can take on a file within SharePoint Online.

· Now you can try a few new things:

o Tag or add a note to this new presentation.

o Initiate a new workflow to route this presentation for review with colleagues and/or managers.

o View the presentation in the browser using the PowerPoint Web App.

o Check-on/check-out to edit the document and let others know you’re working on it.

o Email a link to the document.

· Share your presentation with a few people by doing a secure PowerPoint Broadcast that utilizes the SharePoint Online platform to broadcast a unique, secure URL to the users you select.

o From within PowerPoint, click the Slide Show tab à Broadcast Slide Show

o Click the Change Broadcast Service button, and then input your company’s new PowerPoint Broadcast link.

o And then start the broadcast and invite people to join via email. If you choose not to invite anyone, you can still copy/paste the unique URL into a browser to see what it would look like.

Task 6: Edit a document online using the Office Web Apps

This task is targeted at SharePoint Online Administrators and SharePoint Online Information Workers

In this task Administrators and/or Users will edit a document using only the Office Web Applications

· Choose ‘New Item’ in the Document Library, which will default to a Microsoft Word document.

· Click the Shared Documents link on the left navigation menu.

· Click the link of the document title to open the document in the browser.

· If the default behavior for the Document Library has been modified and the document does not open in the browser when clicking the link, use the alternate method below:

o Highlight over the document to expose the down arrow to the right of the document link and click the drop down arrow to expose the context menu.

o From the context menu on the document, click the Edit in Browser item.

· The Office Web Application for Microsoft Word should render in the browser with the document displayed just as the user would see if opened in the full Microsoft Word client.

· On the ribbon, click the Edit in Browser button.

· Type some text to modify the document.

· Click the Save button on the ribbon to save changes to the document being edited in the browser.

· In the View tab on the ribbon, click the Reading View button and confirm the document changes are displayed in the browser.

Task 7: Office 2010 Integration with SharePoint Online

This task is targeted at SharePoint Online Information Workers

In this task Users will save a document to SharePoint Online, and then ‘check out’ a document that is stored in SharePoint Online.

· Open a document locally using Microsoft Word, Excel, or PowerPoint.

· Click the Save button.

· In the File Name box, enter the URL to the Shared Documents library and click the Save button.

· When prompted to login, enter the SharePoint Online Live ID and password for an account that has access to the site.

· In the File name box, provide a name for the document and click the Save button.

· Navigate to the Shared Documents library and verify the document is present.

· Making additional changes and pressing the Save button should result in the document being uploaded directly to the document library in SharePoint Online.

· Start in SharePoint Online, go to an existing document library, and find a new Office document you’ve not worked with yet.

· ‘Check Out’ the document to let others know you are working with it.

· Make changes to the document from within application used – Microsoft Word, Excel or PowerPoint.

· Check the document back in from the Backstage, insert version comments and save.

· Use the SharePoint Workspace application to take your entire site, or a specific document library, when you are offline.

· From the SharePoint Online ribbon, choose ‘Sync to SharePoint Workspace’

· Add new items and files from within SharePoint Workspace and note how they sync seamlessly with SharePoint Online.

Task 8: Create a B asic Online D atabase with Access 2010 and SharePoint Online Access S ervices

This task is targeted at SharePoint Online Information Workers

In this task IWs will create a Web Database that takes advantage of Access Services

· Browse to the SharePoint Online site created earlier in Task 3

· Open Access 2010 and create a new Web database

· Enter in one or two new items

· Go to the Access 2010 Backstage and publish to SharePoint Online

· Once complete, navigate to the new database hosted now in SharePoint Online

· Verify all items arrived and were properly converted

· Add a new item from within SharePoint Online