Share Point
Share Point
Share Point
SharePoint 2016
Step by Step
Olga Londer
Penelope Coventry
PUBLISHED BY
Microsoft Press
A division of Microsoft Corporation
One Microsoft Way
Redmond, Washington 98052-6399
All rights reserved. No part of the contents of this book may be reproduced or transmitted in any form or by any
means without the written permission of the publisher.
First Printing
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i
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xi
Who this book is for. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xi
The Step by Step approach. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xi
Download the practice files. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xii
Ebook edition. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xv
Get support and give feedback. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xv
Errata and support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xv
We want to hear from you. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xvi
Stay in touch. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xvi
1
Introduction to SharePoint 2016. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Get started with SharePoint. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Collaborate and share within teams . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Control access to SharePoint sites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Use SharePoint integration with Office. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Compare SharePoint products . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Skills review. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
iii
2
Navigate SharePoint sites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Navigate home pages and SharePoint sites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Understand site structure. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Customize site navigation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Work with the ribbon. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Navigate lists and libraries. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Understand web parts and app parts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
Work with the Recycle Bin . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
Skills review. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
3
Work with content in lists and libraries. . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
Discover lists and libraries in a site. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Create and populate lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
Create lists. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
Add and edit list items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
Create and populate libraries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
Create libraries. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
Upload existing files. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
Create documents from a library. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
Sidebar: Office Online programs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
Edit documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74
Check files out and work with versions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
Check files in and out. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
Work with version history. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
Organize lists and libraries. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
Create folders in a list or a library. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
Add, edit, and remove list and library columns . . . . . . . . . . . . . . . . . . . . . . . . . . 83
Sort and filter lists and libraries. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88
Delete and restore list items and documents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90
iv
Stay up to date with content changes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91
Set up alerts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92
Follow documents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94
Work offline . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95
Skills review. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97
Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98
4
Make lists and libraries work for you. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103
Use list and library settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104
Configure lists and libraries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104
Set up names, descriptions, and navigation for lists and libraries. . . . . . . . . 106
Manage list and library users and permissions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108
Share content in lists and libraries. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115
Share files and folders in a library. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116
Grant item-level permissions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120
Configure versioning. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122
Configure versioning and content approval for lists. . . . . . . . . . . . . . . . . . . . . 122
Configure versioning and required checkout for libraries. . . . . . . . . . . . . . . . 124
Work with advanced settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127
Work with advanced list settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128
Work with advanced library settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134
Work with content types and create views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137
Work with content types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138
Create views. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144
Set up validation settings and ratings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147
Use validation settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147
Set up ratings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148
Delete and restore lists and libraries. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149
Skills review. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150
Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151
v
5
Search for information and people . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157
Search SharePoint sites. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158
Target search queries. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163
Create and manage terms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 167
Influence relevance rankings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 173
Configure search behavior. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 179
Customize search results pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 182
Define visibility and indexing for sites. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 187
Search for people . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 188
Skills review. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 193
Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 194
6
Work with My Site and OneDrive for Business . . . . . . . . . . . . . . . . . . . . 201
Understand your My Site . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 202
Sidebar: Hybrid OneDrive and hybrid sites. . . . . . . . . . . . . . . . . . . . . . . . . . . . 206
Converse and monitor by using the Newsfeed page. . . . . . . . . . . . . . . . . . . . . . . 208
The Newsfeed page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 208
Microblogging. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 213
Work with OneDrive for Business. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 217
The OneDrive for Business library . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 218
Use the OneDrive for Business sync client. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 222
Sidebar: OneDrive for Business limitations . . . . . . . . . . . . . . . . . . . . . . . . . . . . 230
Skills review. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 231
Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 232
7
Work with webpages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 233
Understand SharePoint pages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 234
Web part pages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 234
Wiki pages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 236
Publishing pages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 238
Application pages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 239
vi
Create pages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 239
Add content to pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 245
Modify pages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 245
Format and display content. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 249
Reusable content. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 257
Manage pages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 260
Use app parts and web parts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 263
Skills review. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 269
Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 270
8
Create and manage sites. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 273
Create sites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 274
Create sites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 274
Sidebar: The _layouts directory. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 275
Sidebar: Naming a URL. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 277
Create personal sites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 285
Manage site users and permissions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 287
Share sites. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 303
Change site themes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 305
Create and use custom site templates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 307
Manage site features. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 313
Manage site content syndication. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 315
Delete sites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 316
Skills review. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 317
Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 318
9
Work with wikis, blogs, and community sites. . . . . . . . . . . . . . . . . . . . . 323
Create wiki libraries. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 324
Create and use Enterprise Wiki sites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 328
Create and manage blog sites. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 333
Create, manage, and delete blog posts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 338
vii
Create and manage community sites. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 345
Community Portal. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 346
Community site pages and web parts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 347
Permissions and Auto Approval . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 349
Work with community sites. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 357
Skills review. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 361
Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 362
10
Manage work tasks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 365
Create and manage project sites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 366
SharePoint 2016 project sites. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 366
Project Server 2016 Project Sites. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 371
Work with tasks, subtasks, and the timeline. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 374
Manage tasks and subtasks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 374
Format the timeline . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 376
Manage projects by using SharePoint and Project Professional. . . . . . . . . . . . . 383
Skills review. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 387
Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 388
11
Work with workflows. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 391
Automate business processes by using SharePoint. . . . . . . . . . . . . . . . . . . . . . . . . 392
Use built-in workflows. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 393
Activate workflow templates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 394
Add a workflow. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 399
Interact with workflows. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 409
Start, monitor, and terminate workflow instances. . . . . . . . . . . . . . . . . . . . . . 409
Complete workflow tasks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 416
Manage workflows. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 419
Skills review. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 423
Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 424
viii
12
Collaborate with Office programs by using SharePoint. . . . . . . . . . . . 427
Edit documents in Office. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 428
View and change file properties. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 428
Co-author by using Office and Office Online. . . . . . . . . . . . . . . . . . . . . . . . . . . 431
Share OneNote notebooks with SharePoint. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 434
OneNote Online . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 435
Share notebooks by using SharePoint. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 436
Import data from and export data to Excel spreadsheets. . . . . . . . . . . . . . . . . . . . 441
Work with SharePoint content in Outlook. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 447
Connect SharePoint lists and libraries to Outlook. . . . . . . . . . . . . . . . . . . . . . 447
Work with SharePoint calendars in Outlook. . . . . . . . . . . . . . . . . . . . . . . . . . . 450
Use contacts and tasks with Outlook and SharePoint . . . . . . . . . . . . . . . . . . . 451
Manage notifications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 453
Integrate Access with SharePoint. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 455
Work with an Access app in your browser. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 456
Skills review. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 458
Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 459
13
Work with business intelligence . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 461
Get started with SharePoint BI . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 462
Shape your data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 469
Create and publish PowerPivot dashboards. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 473
Display PowerPivot dashboards in web parts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 475
Build visualizations by using Power View. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 477
Display Power View reports in web parts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 483
Skills review. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 486
Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 487
ix
14
Manage and monitor content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 495
Manage documents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 496
Create enterprise content management sites. . . . . . . . . . . . . . . . . . . . . . . . . . 496
Work with document IDs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 497
Create and modify document sets. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 500
Set up the Content Organizer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 506
Store and manage records. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 510
Protect data in SharePoint. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 514
eDiscovery Center. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 515
Data loss protection queries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 515
Document deletion policies. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 516
Data loss protection policies. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 517
Time-based in-place hold polices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 518
Define and apply a site policy. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 518
Work with information management policies . . . . . . . . . . . . . . . . . . . . . . . . . 520
Audit user actions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 529
Skills review. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 530
Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 531
x
Introduction i
Welcome! This Step by Step book has been designed so you can read it from the begin-
ning to learn about SharePoint 2016 and then build your skills as you learn to perform
increasingly specialized procedures. Or, if you prefer, you can jump in wherever you
need ready guidance for performing tasks. The how-to steps are delivered crisply and
concisely—just the facts. You’ll also find informative, full-color graphics that support the
instructional content.
xi
Introduction
Chapters 12 and 13 cover using SharePoint with Microsoft Office applications and the
power of business intelligence. Finally, Chapter 14 drills into content management and
monitoring.
TIP The first part of Chapter 1 contains introductory information that will primarily be
of interest to readers who are new to SharePoint. If you have worked with SharePoint
before, you might want to skip past that material.
Each chapter is divided into topics that group related skills. Each topic includes
expository information followed by generic procedures. At the end of the chapter,
you’ll find a series of practice tasks you can complete on your own by using the skills
taught in the chapter. The practice files for the practice tasks are available from this
book’s website.
IMPORTANT The SharePoint 2016 software is not available from the book’s website.
You must have access to a SharePoint Server 2016 deployment before performing the
practice tasks in this book. Alternatively, you can use SharePoint Online for most practice tasks
in this book.
Whenever possible, we start each set of practice tasks with a standard SharePoint 2016
team site, which occasionally must be a top-level team site. If you perform all the
practice tasks in all the chapters, you might choose to start with a new team site for
every chapter.
However, the practice tasks in Chapters 2 and 5 require additional settings for their
practice sites. This is where the starter WSP files will come in handy. The starter WSP
files contain lists, libraries, files, and pages that are needed for the practice tasks in the
chapter. If you have sufficient rights, you can create a new practice site from the chap-
ter’s starter WSP file by following the detailed step-by-step installation instructions in
the setup guide that is provided in the chapter’s practice folder.
xii
Introduction
The following table lists the practice files supplied for this book.
4: Make lists and libraries work for you Ch04 Global Proposal.docx
Invoice.docx
Project.docx
xiii
Introduction
The practice tasks in this book cover features across SharePoint 2016 solutions
deployed on-premises and SharePoint Online.
SharePoint Server 2016 solutions provide different sets of features and functionality
depending on the client access licenses (CALs) activated in your organization. There
are two SharePoint Server 2016 CALs, as follows:
SEE ALSO For a list of the SharePoint 2016 solutions (Standard or Enterprise) and
SharePoint Online plans (P1 or P2) you can use to complete each practice task, refer to
Appendix B in the downloadable content. (The downloadable content for this book is available
from the book’s Microsoft Press website at https://aka.ms/SP2016SBS/downloads.)
All practice tasks will work in SharePoint Server 2016 Enterprise. All practice tasks that
cover features included in SharePoint Server 2016 Standard will work in SharePoint
Server 2016 Standard. If you are using SharePoint Server 2016 Standard and a feature
is not available in it, you will not be able to complete practice tasks that cover that
feature. For example, the business intelligence features are available only in Share-
Point Server 2016 Enterprise; therefore, the practice tasks in Chapter 13, “Work with
business intelligence,” require SharePoint Server 2016 Enterprise.
All practice tasks that cover features included in SharePoint Online P2 will work
in SharePoint Online P2. Equally, all practice tasks that cover features included in
SharePoint Online P1 will work in SharePoint Online P1. If you are using SharePoint
Online P1 and a feature is not available in it, you will not be able to complete practice
tasks that cover that feature. For example, the business intelligence features are only
xiv
Introduction
available in SharePoint Online P2; therefore, the practice tasks in Chapter 13, “Work
with business intelligence,” require SharePoint Online P2.
SEE ALSO For SharePoint 2016 and SharePoint Online feature availability across
solutions and subscription plans, refer to Appendix C in the downloadable content.
(The downloadable content for this book is available from the book’s Microsoft Press website
at https://aka.ms/SP2016SBS/downloads.)
Ebook edition
If you’re reading the ebook edition of this book, you can do the following:
You can purchase and download the ebook edition from the Microsoft Press Store at
https://aka.ms/SP2016SBS/details.
If you need to contact the Microsoft Press Support team, please send an email
message to [email protected].
xv
Introduction
The survey is short, and we read every one of your comments and ideas. Thanks in
advance for your input!
Stay in touch
Let’s keep the conversation going! We’re on Twitter at https://twitter.com
/MicrosoftPress.
xvi
Work with
content in lists
and libraries
3
Microsoft SharePoint lists and libraries provide information
In this chapter
management and collaboration capabilities. You can think
of SharePoint 2016 lists as spreadsheets that you and your ■■ Discover lists and libraries in a site
coworkers can simultaneously use. SharePoint lists repre- ■■ Create and populate lists
sent editable, web-based tables that facilitate concurrent,
multi-user interactions against a common, centralized,
■■ Create and populate libraries
extensible set of columns and rows. All of the webpages ■■ Check files out and work with
you need to create, review, update, delete, and manage versions
lists and their data are automatically and dynamically
■■ Organize lists and libraries
generated by SharePoint.
■■ Delete and restore list items
One of the most compelling features that SharePoint 2016 and documents
provides is libraries. A library can be thought of as a list of
files. Just as lists provide an effective way to work with all ■■ Stay up to date with content
types of data they contain, SharePoint libraries function changes
similarly for documents and files, such as Microsoft Word ■■ Work offline
documents. By using SharePoint document libraries, you
can filter and group documents and view metadata for
documents stored in the library.
53
Chapter 3: Work with content in lists and libraries
There are 20 list apps and 10 library apps provided by SharePoint 2016; these are
described in the following table.
TIP Your site might provide a different number of default list and library apps, depend-
ing on your SharePoint 2016 edition, the enabled features, or the Microsoft Office 365
plan that your organization subscribes to.
List apps
Tile List app Description
Announcements Create an announcements list when you want a place to
share news, status, and other short bits of information.
Custom List Create a custom list when you want to specify your own
columns. The list opens as a webpage on which you can
add or edit items one at a time.
54
Discover lists and libraries in a site
List apps
Tile List app Description
Custom List Create a custom list in Datasheet view when you
In Datasheet View want to specify your own columns. The list opens in a
spreadsheet-like environment for convenient data entry,
editing, and formatting. 3
Discussion Board Create a discussion board when you want to provide a
place for newsgroup-style discussion. Discussion boards
provide features for managing discussion threads and
ensuring that only approved posts appear.
External List Create an external list to work with data that is stored
outside of SharePoint, but that you can read and write
within SharePoint. The data source for an External List is
called an External content type. Unlike a native SharePoint
list, an External List uses Business Connectivity Services to
access data directly from an external system.
Issue Tracking Create an issue tracking list when you want to manage a
set of issues or problems. You can assign, prioritize, and
follow the progress of issues from start to finish.
KPI List Create a KPI list to track key performance indicators (KPIs)
and to display the status of each indicator on a dashboard
page. You can set up KPI lists to track performance by
using one of four data sources: manually entered data,
data in a SharePoint list, data in an Excel workbook, or
data from Microsoft SQL Server Analysis Services (SSAS).
Microsoft IME Create a Microsoft IME dictionary list (IME stands for
Dictionary List Input Method Editor) when you want to use data in the list
as a Microsoft IME dictionary.
55
Chapter 3: Work with content in lists and libraries
List apps
Tile List app Description
PerformancePoint Create a PerformancePoint content list to store dashboard
Content List items, such as scorecards, reports, filters, dashboard
pages, and other dashboard items that you create by
using PerformancePoint Dashboard Designer.
Project Tasks Create a Project Tasks list when you want a graphical
view (a Gantt chart) of a group of work items that you or
your team needs to complete. You can share information
between your Project Tasks list and Outlook.
Promoted Links Create a Project Tasks list when you want a graphical
view (a Gantt chart) of a group of work items that you or
your team needs to complete. You can share information
between your Project Tasks list and Outlook.
Status list Create a status list to display and track the goals of
your project. The list includes a set of colored icons to
communicate the degree to which goals are met.
Survey Create a survey when you want to poll other users of the
website. Surveys provide features that you can use to
quickly create questions and define how users specify
their answers.
Tasks Create a tasks list when you want to track a group of work
items that you or your team must complete.
Library apps
Tile Library app Description
Asset Library Create an asset library to share and manage digital media
assets, such as image, audio, and video files. An asset
library provides content types, with properties and views
such as thumbnails and metadata keywords for managing
and browsing media assets.
56
Discover lists and libraries in a site
Library apps
Tile Library app Description
Data Connection Create a data connection library to simplify the
Library maintenance and management of data connections. A
data connection library is a centralized place to store
Office Data Connection (ODC) files. Each of these files 3
(which have an .odc extension) contains information
about how to locate, log on to, query, and access an
external data source.
Form Library Create a form library when you have XML-based business
forms, such as status reports or purchase orders, that you
want to manage. These libraries require an XML editor,
such as Microsoft InfoPath.
Picture Library Create a picture library when you have pictures you want
to share. Picture libraries provide special features for
managing and displaying pictures.
Wiki Page Library Create a wiki page library when you want to have an
interconnected collection of wiki pages that multiple
people can use to gather information in a format that is
easy to create and modify. Wiki page libraries support
pictures, tables, hyperlinks, and internal wiki linking.
57
Chapter 3: Work with content in lists and libraries
Your SharePoint setup determines which list apps are available on your site
58
Create and populate lists
Your SharePoint setup determines which library apps are available on your site
Create lists
The first step in creating a new list is to ask yourself, “What kind of information do
I want to gather (or display)?” The answer to this question will help you determine
which list app to choose. Perhaps you want to start with a list that is close to your end
goal and then add, delete, and alter the default columns to provide the solution you
are trying to achieve. For example, if you are planning to collect information such as
names and addresses, you can choose the Contacts list app to create your initial list,
and then modify it. Or perhaps you want to start with a bare-bones list and build it
entirely from scratch. In that case, you would likely choose the Custom List app to
create your initial list.
TIP If the list items in the list you want to create always contain files, consider using a
document library instead of a list.
59
Chapter 3: Work with content in lists and libraries
When you create a list, a new tile for the list is added to the Site Contents page, with
a green “new” icon to the right of the tile. A link to the new list is shown on the Quick
Launch, in the Recent section.
TIP The link to the new list in the Recent section on the Quick Launch is displayed
temporarily. When more lists and libraries are created, their links take precedence over
the older ones in the Recent section. The Recent section displays five of the newest links.
The Site Contents page with a new tile for the new BuyerTasks list and a new BuyerTasks link in the
Recent section on the Quick Launch
When you initially create a list in SharePoint, you are establishing two name values:
the display name, usually labeled Name or Title; and the URL name, also known as the
internal name. The display name is used to populate both names. However, only the
display name can be changed after the list is created.
After the list has been created, it is often useful to modify a list’s display name so that
it is more descriptive than the initial name that is used in the URL. The revisions to the
list name only affect the display name and not the URL name. For example, if the list
was named BuyerTasks without a space between Buyer and Tasks, it would be useful
to change the display name so that it has a space in it.
TIP Best practices to follow when initially naming a list in SharePoint include the
following: The initial name should be descriptive, intuitive, and easy to remember. It
should be concise and should not contain spaces (a space gets converted to %20 in the URL).
The initial name should be consistently used throughout the site. Your organization might also
have specific naming conventions that you will want to follow.
To create a list
1. Display the Your Apps page.
2. Select the tile for the type of list you want to create, such as Tasks or Contacts.
The Adding dialog box opens.
60
Create and populate lists
3. In the Name box, enter a display name for the new list. This box also supplies
the value that SharePoint uses for the new list’s URL.
4. Select Create.
TIP Selecting Advanced Options allows you to provide both a name and a description
for your new list at the time of creation. You can change the list name and description
after the list has been created.
4. On the Settings page, in the General Settings area, select List name, description
and navigation.
Selecting List Name, Description And Navigation in the General Settings area
in the Settings page for a list
61
Chapter 3: Work with content in lists and libraries
5. On the General Settings page, in the Name box, replace the initial list name by
entering a new display name.
The General Settings page, with Common Buyer Tasks entered in the Name box
TIP On the General Settings page, you can enter the list description and choose
to permanently display the list link on the Quick Launch.
TIP Notice that the list name on the top of the page and the link on the Quick Launch
now reflect the modified display name. However, if you navigate to the list default page,
you can see that the browser’s address bar still reflects the initial name (internal name) given to
the list when it was created.
A view defines how the information in a list or library is displayed to the users. Although
some lists only have a single view when they are created, SharePoint generates multiple
list views for others. For example, when a new Tasks list is created, the following seven
list views are generated: All Tasks (the default), Calendar, Completed, Gantt Chart, Late
Tasks, My Tasks, and Upcoming. You can navigate to a list default view page from other
locations by selecting the list name on the Quick Launch. When you display a list, several
links for the views available for that list are shown at the top of the list. You can display
more links to list views by selecting the ellipsis to the right of the displayed view links.
62
Create and populate lists
You can create and edit list items individually by using a form on a separate page, or you
can create and edit items within the list page, in a grid that is similar to working in Excel.
The grid is referred to as a datasheet view, also known as a Quick Edit view or just a Quick
Edit. It is handy when you need to add or edit multiple list items.
TIP When you use Quick Edit, you can only enter values for columns featured in the
view you are currently using. When you use list item forms, you can enter values into all
3
available columns.
After you have created a list item, the new item is displayed on the list default view
page with a green icon to its right.
Occasionally, you might want to attach one or more documents to a list item. You
can do so by using the Attach File command on the Items tab. By default, all lists in
SharePoint allow attachments. However, if every list item always has one and only one
document, reconsider the use of a list and opt for a document library instead.
●● On the Items tab of the ribbon, select New Item. (In a Tasks list, the Items
tab is named Tasks.)
63
Chapter 3: Work with content in lists and libraries
2. On the list item page, provide the list item details. For example, if you are creating
a new task, in the Task Name box, enter the new task name.
3. Select Save to save the new item and return to the list default view page.
TIP In Quick Edit, you can enter values only for columns featured in the view you
are using. In list item forms, you can enter values into all available columns.
You can use the empty row at the bottom of the grid to add more list items if
you want to.
4. When you have finished adding items, select Stop at the top of the list to return
to the default view.
64
Create and populate lists
3. In the Manage group, select Edit Item to open the list item page in edit mode.
4. Make the changes you want. For example, in a Tasks list, for a completed task,
you can enter 100 in the % Complete box to mark the task as completed.
5. When you have finished making your edits, select Save to return to the list
default page.
To attach a document to a list item
1. Open the list default view page.
2. In the body of the page, select the list item you want to attach a document to
by clicking or tapping in its leftmost column.
3. On the Items tab, in the Action group, select Attach File to open the Attach File
dialog box.
Attaching a file
65
Chapter 3: Work with content in lists and libraries
IMPORTANT At this point, the document is only associated with the list item in
memory. Closing the browser abandons the attachment. You must select OK to
save the attachment’s association with this task.
You can use libraries to store your documents and other files on a SharePoint site
rather than on your local computer’s hard drive, so that coworkers can find and work
with them more easily. Libraries are used to store files, whereas lists are used to store
other types of content. Like lists, libraries contain metadata stored in columns that
you can use to filter, sort, and group the items.
After you have created a library, you can populate it with files. For example, you can
upload existing documents into a document library, or you can create new documents
from within the library based on the default document template for the library. After
documents are placed in the library, you can search and filter them to make it easier
to find what you are looking for, and you can collaborate with others to help develop
the final version of a document. You can edit documents in a SharePoint library by
using an Office client program such as Word or an Office Online program such as
Word Online.
Create libraries
When you create a new SharePoint team site, a generic document library called
Documents is created. Because this library lacks a descriptive name, a best practice
is to create a new library for a particular business category or subject instead of just
using the Documents library for your documents. Make sure that the names of your
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Create and populate libraries
document libraries are descriptive and that each library has a specific topic, to make
it easier to find documents. Storing all documents together in the default Documents
library—or any one document library—defeats the purpose of using SharePoint sites
to make information easier to locate.
When a library is created, a new tile for this library is added to the Site Contents page
with a green “new” icon to the right of the tile. A link to the new library is shown on 3
the Quick Launch, in the Recent section.
The Site Contents page with a new tile for the newly created Furniture library and a new link to the library in
the Recent section on the Quick Launch
The procedure in this section also applies to creating types of libraries other than
document libraries.
To create a library
1. Display the Your Apps page.
2. Select the tile for the type of library you want to create, such as Document
Library. The Adding Library dialog opens.
3. In the Name box, enter a name for the new library, such as Furniture.
4. Select Create.
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Chapter 3: Work with content in lists and libraries
3. Select Browse to open the Open dialog, browse to the file you want to upload,
select the file, and then select Open.
4. In the Add a document dialog, select OK to confirm the upload and return to
the library.
TIP You can add one file at a time by using this method. To upload multiple files at the
same time, use the dragging method or the copy-and-paste methods covered in the
next two procedures.
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Create and populate libraries
2. Position the File Explorer window next to the browser window displaying the
library so that you can drag files from File Explorer to the browser.
3
3. In File Explorer, select the files to upload by doing one of the following:
●● To add one file, select the file.
●● To add multiple files, press and hold down the Ctrl key when you select the files.
4. Drag the files to the library in the browser window, to where it says Drag files
here to upload.
TIP When you drag files into a browser window, the Drop Here box appears,
identifying the broader area on the page where you can drop the files.
5. After the upload, select Dismiss at the top of the documents list to dismiss the
confirmation message that an upload has been completed.
1. In a library you want to add a file or files to, on the Library tab, in the Connect
and Export group, select Open with Explorer.
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Chapter 3: Work with content in lists and libraries
TIP The Open With Explorer button is typically disabled for an unsupported
browser or unsupported operating system. If the button is unavailable, your
browser might not be compatible with SharePoint.
2. Open another instance of File Explorer, navigate to the folder where the files
you want to add are located, and select the files.
3. Copy the files by doing one of the following:
●● In File Explorer, from the shortcut menu, select Copy.
●● Press Ctrl+C on the keyboard.
TIP When you cut and paste, you are moving the file. When you copy and paste,
or drag from File Explorer to a SharePoint library, you are copying the file.
4. Go to the File Explorer window that is displaying the library files, and do one of
the following to add the files to the library:
●● From the document’s shortcut menu, select Paste.
●● Press Ctrl+V on the keyboard.
TIP In the browser where the library is displayed, refresh the page to verify that
the files are listed in the library.
A new document opens in the Office Online program you selected. For example,
selecting Word Document opens Word Online.
TIP Depending on your server settings, the new document will open either in
your browser in Word Online or in the Word client program, if it is installed on
your device. If the new document opens in the Word client, go the next procedure.
Otherwise, continue to the next step.
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4. The new document is automatically saved in the library with the default name
that is shown in the title bar, such as Document. To rename the document,
select its name in the title bar, enter the new name, and then press Enter.
TIP If you require access to features that are available only in the full Office
program, you can switch to the full Office client program. For example, in Word
Online, select Open In Word to continue working on the document in Word.
6. When you’re done, return to the library where the file is saved by doing one of
the following:
●● Select the site link in the title bar, to the left of the file name.
●● Select the Back button in your browser.
7. On the library page, select Refresh to confirm that your new document is now
listed in the library.
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Create and populate libraries
TIP Depending on your server settings, the new document will open either in
the Word client program or in Word Online. If the new document opens in Word
Online, select Edit In Word on the title bar.
3. A new document opens in the Word client program. If a warning about allow-
ing this website to open a program on your device appears, select Allow.
TIP New Word documents created from SharePoint are based on the default
template for the SharePoint library, which is called template.dotx. If a warning
about this template appears, select Yes to confirm that you want to proceed with
opening a file.
4. If prompted, provide your user name and password for the SharePoint site.
The Read-Only banner that appears when a SharePoint document is opened in Word
7. When you’re done, go to the File tab and select Save to save the document to
the document library.
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Chapter 3: Work with content in lists and libraries
8. To name the file, under Current Folder, select the library to open the Save As
dialog box. Note that the location points to the document library.
9. Enter the name of the new document, and then select Save.
10. In the browser, refresh the library page to confirm that your new document is
listed in the library.
Edit documents
In SharePoint, you can edit documents in Office client programs such as Word and
Excel or in your browser by using Office Online apps that provide online companion
web apps to Office client programs, such as Word Online or Excel Online. (For more
information, see the “Office Online programs” sidebar earlier in this topic.)
When you’re on the move, it is often very useful to be able to edit your documents
within a browser, without the need for the client program to be installed on the
device you’re using.
2. Open the document for editing in the Office client program by doing one of
the following:
●● Select the ellipsis to the right of the document’s name, and in the callout
that opens, do one of the following:
●● Select Open.
●● Select the ellipsis, and then select Open in Word.
●● Display the document’s shortcut menu, and then select Open in Word.
●● Select the document by clicking or tapping in its leftmost column, go to the
Files tab, and then select Edit Document.
3
The Edit Document button on the Files tab
TIP Depending on your server settings, you might be able to just click or tap the
document you want to edit to open it. The document will open in either the
Office Online app in your browser, or in the Office client program, if it is installed on
your device. If the document opens in Office Online in your browser, in the title bar,
select Edit Document. If the document opens in Office Online for viewing, open the Edit
Document menu and select Edit In Word. In either case, you can then continue to the
next step.
3. The document opens in the Office client program such as Word. Do the
following:
●● If a warning about allowing this website to open a program on your
computer appears, select Allow.
●● If a warning about the document appears, select Yes to confirm that you
want to proceed with opening a file.
●● If prompted, provide your user name and password for the SharePoint site.
●● If a Read-Only banner appears at the top of the document, select Edit
Document.
5. On the File tab, select Save to save the document to the document library.
TIP You can configure whether your device opens a document within your browser or
in the document’s native Office client program. The default option is to open in a
browser by using Office Online apps, such as Word Online, so that users can use their browsers
to view their documents online. For on-premises deployments, this capability depends on
Office Online programs being installed and activated on the server in your organization. For
more details, see Chapter 4, “Make lists and libraries work for you.”
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Chapter 3: Work with content in lists and libraries
●● Select the ellipsis to the right of the document’s name, and in the callout
that opens, select the ellipsis, and then select Open in Office App Online
(for example, Open In Word Online).
●● Click or tap the document you want to edit.
3. The document opens in Office Online. If the document opens for viewing,
select Edit Document and then select Edit in Office App Online (for example,
Edit In Word Online).
When you make your edits, the document is saved automatically.
4. When you’re done, return to the library where the file is saved by doing one of
the following:
●● Select the site link in the title bar, to the left of the file name.
●● Select the Back button in your browser.
5. In the library, select Refresh and confirm that the document has been saved to
the library by checking its timestamp.
TIP If you open a document in Office Online and the Edit Document option is
unavailable, it means that Office Online programs have not been activated for
editing in your environment.
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Check files out and work with versions
1. In the library that contains the file you want to rename, display the file’s short-
cut menu, and select Rename.
2. On the file page, enter a new name in the Name box, and select Save.
Renaming a document
When you check out a file, you lock the file for editing to prevent other users from
editing the file at the same time. When you are done editing the file, you check the
file back in, allowing other users to edit the file. When you check in a document, you
can also enter comments about what you’ve changed so that others can see them.
When you want to check out and edit a document, whether you plan to edit it online
or download it to the client program, the following sequence is recommended:
2. Download the document and open it in the client program, or open the docu-
ment in an Office Online app.
4. Upload the document, if necessary. (If you used Office Online, your edits are
automatically saved.)
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When a document has been checked out, the file icon changes to include a green,
downward-pointing arrow, indicating that the document is now checked out. No one
else can change this document, and no one else can see your changes while you have
it checked out.
A checked-out document
TIP Point to the file icon to display the name of the person that the file is checked out to.
When a document is checked out to you, only you can do anything with the file.
However, checking out a document is only the first step. You still need to open the
file, download it, or edit it online. Finally, after you have finished your edits and saved
the document back to the library, you need to check it back in.
TIP If you check out a file and don’t make changes to it, or if you make changes that
you don’t want to keep, you can discard the checkout, rather than saving and checking
in the file.
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Check files out and work with versions
3
Display the Advanced shortcut menu by right-clicking or pressing and holding
the file name and then selecting Advanced
4. In the Comments box, enter a comment that describes the changes you made.
Although this is optional, it is recommended as a best practice.
5. Select OK. The file is checked back in and the green arrow disappears from the
file icon.
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To discard a checkout
1. Go to the library where you want to discard a checkout.
2. Do either of the following:
●● Select the file for which you want to discard the checkout by clicking or
tapping in its leftmost column, go to the Files tab, and then in the Open &
Check Out group, select Discard Check Out.
●● On the shortcut menu for the file that you want to check in, select
Advanced, and then select Discard Check Out.
3. In the message box that appears, select OK.
A library can be configured to keep only major versions or both major and minor
versions. Major versions are indicated with whole numbers, such as 1, 2, 3, and so on.
Minor versions are indicated with decimals, such as 1.1, 1.2, 1.3, and so on. A major
version number is associated with a version that has been published. A minor version
number is associated with a version that is in progress but that has not yet been
published.
Major versions are available for lists, but minor versions are not. Each version of a list
item is numbered with a whole number.
When you view a document’s version history, SharePoint displays a list of the
occasions when this document was edited and saved, and the author’s comments on
those changes. From this list you can restore an older version of the document. The
restored version becomes the new current version.
.
The Version History dialog
Depending on the settings in the library, the document opens for viewing in
Word Online or as a read-only document in the Word client program, if it is
installed on your device.
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2. In the Version History dialog, point to the date/time stamp of the file version,
select the arrow that appears, and then select Restore from the menu.
3. In the confirmation dialog box, select OK to replace the current version with the
selected version.
TIP There will now be a new version shown in the Version History dialog that is a
copy of the earlier version that you have restored. If major versioning is enabled,
this is the latest version that is published on the site. If minor versioning is enabled, the
restored version is shown as an additional, unpublished version. SharePoint 2016
actually copies the version you want to restore and makes it the newest minor version. If
you want to publish this version, you need to do so manually by using the Publish
button on the ribbon.
You can organize your content into folders. In SharePoint 2016, you can create folders
in libraries and lists.
You can also use columns in lists or libraries to group, categorize, sort, and filter
information. You can create, change, hide, and delete the list and library columns.
These columns can be of multiple types, such as a single line of text, a drop-down list
of options, a number that is calculated from other columns, and many others. You can
create custom views to save the column and filter setup.
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Organize lists and libraries
TIP You can create a new folder in most lists in the same way, by selecting
New Folder in the New group on the Items tab. The list must be set up to allow
creation of folders. The ability to create folders is a default setting for several lists, such
as the Links list.
3. In the Create a folder dialog that opens, in the Name box, enter the name for
the new folder, and then select Create.
There are many types of columns that can be added to a list or a library, including
columns for a single line of text, currency values, date and time, a Yes/No check box,
and a drop-down list of options. You can hide a column from being displayed in a
list or a library view, and most columns in a list or library can be deleted. However,
there are some columns that you cannot delete. All lists have at least one column
that cannot be deleted. For instance, the Title column can be renamed but not
deleted. Some lists also prevent the deletion of certain columns, so that the list can
be displayed properly or integrate with Office programs properly. For example, the
Assigned To, Status, and Category columns of any list based on the Issues list app
cannot be deleted, and none of the default columns in any list based on the Calendar
list app can be deleted.
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There are five columns that are automatically created and populated for each list item
or file in a library that cannot be changed: ID, Created, Created By, Modified, and
Modified By. The ID column ensures that the list or library item is unique in the list
or library. It contains a sequential number beginning with 1 and increments by 1 for
each new list or library item. SharePoint automatically captures when the list or library
item was created, who it was created by, when it was last modified, and who it was last
modified by. Initially, the Created and Modified columns are equal, as are the Created
By and Modified By columns.
You can choose which columns are displayed in a list or library. This can be done both
with custom and default columns. You can also change the order in which columns
are displayed in a list or a library. When you remove a column from the view, it hides
the column but does not delete it or the data it contains. If you want to delete a
column and the data within the column (versus just hiding the column from the view),
you can permanently delete the column from a list or a library.
4. Under The type of information in this column is, select the type of informa-
tion that the new column will contain.
5. In the Additional Column Settings section, in the Description box, provide a
description (this is optional).
TIP Depending on the type of column you select, more options might appear in
the Additional Column Settings section. Select additional settings as needed.
3
6. If the data in the column must be validated, select Column Validation to
expand the Column Validation section.
TIP If the Column Validation section is not available, the selected type of
column does not allow validation.
7. Provide the formula that you want to use to validate the data, and the user
message that you want to display to the users to help them provide the valid data.
8. Select OK to create the new column and return to the list or library page.
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3. In the list or library header row, at the top of the rightmost column (which is
empty), select the plus sign (+) to display the menu of column types.
4. Select the type of information that the new column will contain.
The new column is created and is named after its type (for example, Number).
The name is displayed highlighted and boxed, showing that you can rename
the column.
5. If you want, position your cursor within the box and enter a new name for the
column.
TIP You can rename a column in Quick Edit at any time by selecting its name
and then selecting Rename Column from the menu that appears.
2. On the List tab or Library tab, in the Manage Views group, select Modify View
to go to the Edit View page.
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Organize lists and libraries
●● To change the order that a column appears on the list or library page, under
the Position from Left heading for the column you want to change select
the arrow to open the position number list, and then select the number
that would show the new position of this column on the list or library page,
counted from the left.
4. Repeat step 3 for all columns you want to modify, and then select OK to save
your changes and return to the list or library page.
TIP Some columns in lists and libraries are required by SharePoint and can’t be deleted,
such as Title or Name. If the column can’t be deleted, the Delete button is not available.
If you can’t delete a column, but you don’t want the column to be displayed, you can hide it
from view.
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Chapter 3: Work with content in lists and libraries
TIP Selecting another column heading abandons the sort on the current column. You
must use Quick Edit view to sort on more than one column.
Filtering on list and library pages works much like an Excel AutoFilter works. Each
column has a filtering arrow in its upper-right corner, which appears when you point
to the column heading. When you select the arrow, a unique list of the values for each
column is generated and presented as a drop-down list above that column.
TIP In Quick Edit view, sorting and filtering are available by using the arrow also located
in the upper-right corner of every column.
A list or library view is a selection of columns on a page that displays items in a list
or library, and often defines a specific sort order, filter, grouping, and custom layout.
Filters are cumulative but temporal; the next time a list view is chosen, its settings,
including filters, will be applied to the list regardless of what was previously chosen.
You can save the view that you have created by sorting and filtering a list or a library
so that you can keep the sorting orders and filters and come back to it again.
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Organize lists and libraries
A thin arrow appears to the right of the column name, indicating that the list is
sorted by this column. The arrow points up for ascending order, and down for
descending order.
Filtering a column
TIP To save your sort order and filters, you can create a list or a library view by using the
Save This View option that appears in the upper-right corner of a list that has sorting or
filtering applied. For more information about creating views, see Chapter 4, “Make lists and
libraries work for you.”
2. Locate the filtered column that you want to remove a filter from, point to the
column heading, select the arrow at the right to display the filtering menu, and
then select Clear Filters from Column Name.
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Stay up to date with content changes
1. Go to the site that the list or library item was deleted from.
2. On the Quick Launch, select Recycle Bin to display the site Recycle Bin page.
3. Select the list item or document by selecting the check boxes at their left. You
can select multiple list items and documents. 3
4. At the top of the deleted items list, select Restore Selection to restore the
selected items.
5. Select OK to confirm.
TIP After you’ve restored the selection from the Recycle Bin, you might want to
navigate to the original list or library to confirm that the list item or document has
been restored to its original location.
■■ You can set up alerts to receive notifications via email or SMS when changes are
made to the content of a site.
■■ You can follow documents to track updates to those documents in your
newsfeed.
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Set up alerts
SharePoint 2016 includes a handy feature that sends an email notification or text
message whenever changes are made to content in a site, including changes made
to list items in a list. The setup for this notification is called an alert. You can set up an
alert for a list, library, folder, file, or list item. No alerts are set up automatically, so you
must subscribe to the alerts that you want. Alerts can be set up for different types of
changes so that you can learn about the changes you are most interested in.
Alerts are quite easy to set up. Every list and library in a SharePoint 2016 site has an
Alert Me button in the Share & Track group on the ribbon. You use the button on the
List tab of the ribbon to subscribe to an alert on a list level, and the one on the Library
tab to subscribe to an alert on a library level. To subscribe to an alert for an item or
file, you select the item in a list or the file in a library, and then select the Alert Me
button on the Items or Files tab, respectively.
TIP For email alerts to be available, the SharePoint central administrator must configure
the outgoing email settings for your server. Similarly, for text alerts to be available, the
SharePoint Farm administrator must configure the SMS/MMS service settings. Both settings can
be configured in SharePoint Central Administration. If these settings are not configured, the
Alert Me button on the ribbon and the Alert Me option in the callout menu will not be
available.
Alerts specify to whom the alert will be sent and the kind of changes and frequency
for which the alert will be sent. By default, the alert is sent to the email address of the
user who sets up the alert. If no email address has been established for the authenti-
cated user, an email prompt is generated in the Send Alerts To area. After it has been
provided, the address will be remembered for subsequent subscriptions.
When you set up an alert, you choose the type of change for which the alert should
be initiated. For example, list-level alerts have subscriptions for All Changes To Any
List Item, New Items Are Added Only, Existing Items Are Modified Only, or Items Are
Deleted Only. If you want to see added and changed items but not deleted items, you
need to set up two alerts. List item–level alerts, however, are only sent when the item
changes, because you can only set up this alert after the list item already exists, and a
deletion is considered a change to the list item.
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Stay up to date with content changes
You must specify when to send alerts; the default is when anything changes. Different
lists and libraries have different options available. For example, a document library
provides the following change alert options for a document:
■■ Anything Changes
■■ Someone Else Changes A Document 3
■■ Someone Else Changes A Document Created By Me
■■ Someone Else Changes A Document Last Modified By Me
You must also specify the alert frequency. There are three choices for any type of
alert.
2. Select the item or document for which you want to set up an alert.
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●● For a document, on the Files tab, in the Share & Track group, select Alert
Me, and then select Set alert on this document.
4. In the New Alert dialog, provide the alert title, who the alerts should be sent
to, and the delivery method. Select the criteria for the new alert and the alert
frequency, and select OK.
Follow documents
In SharePoint 2016, you can follow documents to track updates to them in your
newsfeed. Following a document is different from receiving alerts about the changes
to the document; setting an alert for the document keeps you notified of specific
changes at the predefined frequency, via an email or SMS, whereas following a docu-
ment adds a link to this document in your newsfeed and provides notifications of all
document changes via your newsfeed. In addition, people who are following you will
get a newsfeed notification that you’re following this document, if they have appro-
priate permissions to access it. All documents that you follow are shown in one place
in your newsfeed, in the list of followed documents.
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Work offline
To follow a document
1. Go to a library that contains the document you want to follow.
2. Do one of the following:
●● Display the shortcut menu for the document, select Advanced, and then
select Follow.
3
●● Select the ellipsis to the left of the document’s name, and in the callout that
opens, select Follow.
Notice the confirmation that is displayed for a short time in the upper-right
corner of the page.
TIP After you’ve set up document following, you might want to navigate to your
newsfeed to confirm that the document has been added to the list of documents that
you are following.
Work offline
If you are a mobile device user, you know that it’s not always possible or convenient
to connect to SharePoint every time you want to read or modify a document. In
SharePoint 2016, you can work with your documents offline. You can synchronize,
or sync, a SharePoint library to your device. This process creates a copy of the library
on your device in the SharePoint folder, under the name that combines the name
of the source SharePoint site with the name of the source library, with a hyphen in
between—for example, Team Site-Documents. You can modify the location to one
of your choosing. You can then work with files in the library by using File Explorer.
When working offline, you can view and modify the content in the same way you
can when working in SharePoint. Updates to the files synchronize back to SharePoint
when you are back online. For example, if you create a new document in a library
folder on your device, it will be synced back into the source library when you are
online.
TIP There are limits on the number and size of files you can sync. You can sync up to
5,000 items in a library, including folders and files. You can download files up to 10 GB.
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Chapter 3: Work with content in lists and libraries
IMPORTANT To use sync, you must have Office 2016 or Office 2013 installed on your
device or have an Office 365 subscription that includes Office programs.
2. In the body of the page, above the list of documents, select Sync.
3. Confirm that you want to sync the library by selecting Sync now in the
confirmation dialog.
Sync confirmation
5. In the message box that appears, select Sync Now to confirm the root location
and start the sync.
6. A message appears confirming that the sync has started. The full path to the
location is shown, including the root, the SharePoint folder, and the subfolder
that is named after the site and the library, with a hyphen in between; for
example, C:\Sharepoint\Team Site-Documents.
If you want to see the files as they come in, select Show my files.
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Work offline
Skills review
In this chapter, you learned how to:
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Chapter 3
Practice tasks
The practice files for these tasks are located in the SP2016SBS\Ch03 folder.
1. From the Your Apps page, create a Tasks list and name it BuyerTasks.
2. Change the display name of the BuyerTasks list to Common Buyer Tasks.
3. Go to the Common Buyer Tasks default list view page, and confirm the
following:
●● The page title shows the modified list name.
●● The browser’s address bar reflects the original list name.
4. In the Common Buyer Tasks list, create a task named Create vendor
SharePoint list.
5. Switch to the Quick Edit view of the list, and add the following tasks:
Task name Due date
Ensure vendor access Any date of your choosing
Identify products to purchase Any date of your choosing
Generate purchase order A date after the previous date
Notify Receiving about purchase A date after the previous date
6. Return to the default list view page of the Common Buyer Tasks list.
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Practice tasks
7. Edit the Create vendor SharePoint list task to mark it as complete. Confirm that
the completed task is now checked and crossed out.
8. Add the WideWorldPurchaseOrder document from the practice file folder to the
Generate purchase order task, and then return to the default list view page.
9. To confirm that the document has been successfully attached, display the Gen-
erate purchase order list item’s page. Verify that WideWorldPurchaseOrder.
docx is shown in the Attachments field at the bottom of the list item page, and
then return to the list.
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Chapter 3
TIP If the Version History option is unavailable, versioning is disabled for this
document library. To enable versioning, on the Library tab of the ribbon, select
Library Settings, and then on the Settings page, under General Settings, select
Versioning Settings. On the Versioning Settings page, in the Document Version History
section, select Create Major Versions, and then select OK. To continue with this set of
tasks, go back to the Furniture library, check out the OakChest document, and then
check it in to create a second version.
5. In the Version History dialog, review the versions saved for the OakChest
document.
6. Restore the first version of the document, and then return to the library.
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Practice tasks
9. In the Sequence column, enter the following numbers to identify the preferred
order of tasks in the list:
Title Sequence
Create SharePoint list 2
Ensure vendor access 3
Identify products to purchase 1
Generate purchase order 5
Notify Receiving about purchase 4
10. Modify the default list view of the Common Buyer Tasks list as follows:
●● Hide the Assigned To and Due Date columns.
●● Display the %Complete column.
●● Change the position of the Priority column to 3 so that it appears immedi-
ately to the left of the Task Name column in the list view page.
11. Save your changes and return to the list page. Confirm that the list columns are
displayed as expected.
12. Sort the Common Buyer Tasks list in ascending numerical order by Sequence,
and then reverse the sort order.
13. Switch to the Quick Edit view of the list. Change the Priority of the Ensure
Vendor Access and Generate Purchase Order list items to (1) High, and then
return to the default list view.
14. In the default list view, filter the list to display only the items that have a Priority
of (1) High. Then remove the filter from the Priority column to display a full list.
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Work offline
Continuing on your SharePoint site, perform the following tasks:
TIP Depending on your connection and the data volume, there might be a small delay
before all the files are synced to your device and appear in the SharePoint folder.
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Work with
webpages 7
In previous chapters, you learned how to organize your
In this chapter
content into site collections, sites, lists, and libraries;
however, Microsoft SharePoint sites are similar to other ■■ Understand SharePoint pages
websites in that they can contain multiple webpages. ■■ Create pages
In fact, you could think of storing information in a file,
such as a Microsoft Word document or a Microsoft Excel
■■ Add content to pages
worksheet, as hiding that information. Before a user ■■ Manage pages
can see the information in such files, the file has to be
■■ Use app parts and web parts
downloaded to the user’s computer, and then a separate
program or app has to be opened to display the contents
of the file. With a webpage, your browser displays the
information immediately when you select the link to the
page. Therefore, it is just as important to place content
Practice files
on pages as it is to use lists and libraries. For this chapter, use the practice files
from the SP2016SBS\Ch07 folder. For
This chapter guides you through procedures related practice file download instructions,
to creating pages, adding content to pages, managing see the introduction.
pages, and using app parts and web parts.
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■■ Wiki pages
■■ Web part pages
■■ Publishing pages
■■ Application pages
On team sites and community sites, the two types of pages you will work with are wiki
pages and web part pages. Publishing pages are available on sites you create by using
one of the publishing site templates, such as the Publishing Portal, Enterprise Wiki,
Product Catalog, Publishing Site, Publishing Site with Workflow, or Enterprise Search
Center site templates.
You can customize the first three types of pages by using the following tools:
■■ Your browser
■■ A SharePoint-compatible webpage-editing tool, such as Microsoft SharePoint
Designer 2013
■■ A professional development tool, such as Microsoft Visual Studio
No one tool can do everything; therefore, it is likely that when you use SharePoint,
either in an on-premises installation of SharePoint Server or SharePoint Online, your
organization will use all three tools at some point.
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Understand SharePoint pages
TIP Some zones allow web parts to be stacked in a horizontal direction, whereas others
stack them in a vertical direction. The illustration in the Layout section of the New Web
Part Page page displays the selected Layout template. If you do not add a web part to a zone,
the zone collapses (unless it has a fixed width), and the other zones expand to fill the unused
space when you go to the web part page. Therefore, if you currently believe you only need two
zones, displayed as two columns, a good choice would be the Header, Footer, 4 Columns, Top
Row layout template, because this layout allows for other layout combinations if you need them
in the future.
When you create a web part page, you can choose the layout of the zones.
IMPORTANT You cannot change the zone layout after you create the web part page.
Web parts are reusable components that can contain any type of web-based informa-
tion, including analytical, collaborative, and database information. App parts are used
in conjunction with apps you add to your site from your organization’s app store or
from the online SharePoint Store.
TIP To include free-format static text or images on a web part page, you must use the
Content Editor web part (CEWP) or the Image Viewer web part.
App parts can also be used to display content from lists and libraries, so the content
dynamically changes as you upload, modify, and delete list items in the lists or files in
the libraries. These app parts are used on the web part pages that are created when
you create views in your lists and libraries.
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TIP Web part pages can be configured to send data from one web part or app part to
another by using a mechanism called a web part connection. This allows you to create
interactive pages.
There are a couple of disadvantages of using web part pages: many users find the
mechanism of changing such pages not intuitive, and after you create a web part
page with a specific layout of web part zones, you cannot change the layout.
Web part pages are the default pages on sites that are created from the Project,
Document Center, Record Center, Community Portal, and Compliance Policy Center
site templates. On these sites, you need the Add And Customize Pages permission to
edit the default web part page. If you do want to create multiple pages on these sites,
you can create a wiki page library where you can create wiki and web part pages.
Wiki pages
Wiki pages are easy to use and their layout is easy to change. When you edit the
home page of a team site, you’ll see that it consists of three content areas, each con-
taining a web part or an app part:
■■ Get Started With Your Site This web part displays five tiles that you can select
to quickly complete common SharePoint actions. As you point to each tile, a
description of the task is displayed. You can remove this web part by selecting
Remove This.
■■ Site Feed This web part displays a newsfeed on your site; its use is also
known as microblogging. These microblogging conversations are stored in the
MicroFeed list.
■■ Documents This app part displays the contents of the Documents library.
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In the content areas, you can add static text, app parts, and web parts
When you create a team site or community site, SharePoint creates a wiki page library
named Site Pages, where webpages are stored and where new pages can be created.
The Site Pages wiki library inherits its permissions from the site. Therefore, anyone
who is mapped to the Edit permission level at the site level—that is, anyone who is a
member of the site’s Members SharePoint group—is allowed to change any page or
create new pages in the Site Pages library. This is known as open editing. Any member
of the site can edit it as he or she wants if, for example, the member thinks the page
is incomplete or poorly organized. Therefore, as users share their information, knowl-
edge, experience, ideas, and views, the content evolves. Site members can work
together to change or update information without needing to send emails or attend
meetings or conference calls. All users are allowed to control and check the content,
because open editing relies on the assumption that most members of a collaboration
site have good intentions.
Wiki pages can also contain app parts and web parts. Although you cannot use web
part connections on wiki pages, the ease with which you can mix free-format static
text and images on wiki pages in addition to web parts and app parts make them a
popular page choice on team sites.
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TIP Wiki page libraries can be created on any site where the Team Collaboration Lists
site feature has been activated. There is a second type of wiki page that you can create
when you create a site collection based on the Enterprise Wiki site template. This wiki page is a
type of publishing page. For more information about Enterprise Wiki sites, see Chapter 9,
“Work with wikis, blogs, and community sites.”
Publishing pages
For Internet sites and company portals, when the content on a page is to be viewed
by a large number of people, pages might need to go through a formal approval pro-
cess before users can view them. In such cases, publishing sites and publishing pages
are a better choice than team sites and wiki pages. Most visitors to a publishing site
want to consume information displayed on the page. They will not be allowed to edit
the pages. Only a few users will be able to create, edit, and delete publishing pages.
Publishing pages, also known as Web Content Management (WCM) pages, are stored
in the Pages library and are created from publishing templates known as page lay-
outs. After you create a publishing page, you can change the layout of the page by
choosing a different layout.
Publishing pages can have both content areas and web part zones. Content areas on
a publishing page can be similar to the content areas that you use on a wiki page in
that they can contain text, images, app parts, and web parts. However, some content
areas can be very restrictive—for example, they might allow you to insert only an
image or plain text. The name of the content area usually indicates the type of con-
tent you can add. The content area names and the web part zone names are displayed
only when you are editing the page. The layout and the type of content you can add
to the content areas is dependent on the layout chosen for the publishing page.
Content areas with a grey background are displayed only when you edit the page
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Create pages
Application pages
Application pages, also known as system pages, look very similar no matter which site
you go to. Examples of such pages are the List Settings page and the Site Settings page.
These pages contain _layouts in their URLs, as in intranet.wideworldimporters.com
/_layouts/15/viewlsts.aspx, which is the web address for the Site Content page on the
Wide World Importers intranet site.
TIP Application pages cannot be created, modified, or managed by using your browser
or SharePoint Designer, so they are not covered in the following topics.
Create pages
The first page displayed on a SharePoint site is known as the home page. This is the 7
page on which all site visitors start. In your organization, the home page might be
known as the default page, the welcome page, or the landing page. Home pages
tend to aggregate information from elsewhere and direct users to other pages. For
instance, in the Quick Launch for a home page, when you select Documents, you are
taken to the default view of the Documents library.
There are many reasons why adding content to just the home page is not enough.
Although you can add a vast amount of content on one page, this can result in the
page taking a long time to render, and it can be difficult for users to find content if
they have to scroll down the page many times. Try to compose your content into mul-
tiple pages, each with no more than two or three screens of information; and never
add content to a page so that users have to scroll to the right to see the content. Link
your pages together so that users can navigate easily between them in an organized
manner.
There are several methods for creating a new page; however, the recommended
method for creating pages that contain content that relates to content on existing
pages is to create a forward link, also known as a wiki link, by entering the name of the
page within two sets of double square brackets. This is quicker and easier than using
the Links command on the Insert tab.
TIP If you want to enter double open or closed square brackets in the content of a page
without making a link, enter a backslash before the two brackets, as in \[[ or \]].
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1. Go to the team site where you want to create a new wiki page, and then, on the
Settings menu, select Add a page.
2. In the Add a page dialog, enter the name of your new page.
TIP The name of the page will appear at the top of the page and is also used to
create the web address (URL) of the page.
3. Select Create.
Or
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Create pages
1. On the home page of your team site or community site, go to the Page tab and
then, in the Page Library group, select View All Pages to display the default
view of the Site Pages library.
Use the New command below the title of the Site Pages library to create a new page
On the New Item page, enter the name of the new page
1. On the home page of your team site or community site, go to the Page tab and
then, in the Page Library group, select View All Pages to display the default
view of the Site Pages library.
2. On the Files tab, select the New Document arrow (not the button), and then
select Web Part Page.
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Use the New Document menu to create either a wiki page or a web part page
3. On the New Web Part Page page, in the Name box, enter the name of your
page, and then in the Layout section, select the layout template that has the
web part zone arrangement you want.
Use the New Web Part Page page to choose a name and zone layout for your webpage
4. In the Save Location section, in the Document Library list, select Site Pages.
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Create pages
TIP Although you can save web part pages in any library, if you want to create
wiki links from your wiki pages to a web part page, your web part page must be
stored in the Site Pages library.
5. Select Create.
1. Go to the publishing site where you want to create the publishing page and
then, on the Settings menu, select Add a page.
2. In the Add a page dialog, enter the name of your new page, and then select
Create.
Or
3. Go to the Page tab, and then, in the Edit group, select New.
Use the Page tab to create, edit, and manage your page
4. In the Add a page dialog, enter the name of your new page, and then select
Create.
Or
2. Go to the Page tab, and then, in the Page Library group, select View All Pages
to display the default view of the Pages library.
3. On the Files tab, select New Document to display the Create Page page.
4. In the Title box, enter the name of the new page that you want to display to
users.
5. In the Description box, enter the purpose of the page, including any search
keywords that people can use to find the page.
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6. Select the URL Name box. The name you entered in the Title box appears, with
spaces replaced with hyphens.
7. In the Page Layout section, select the layout you want to use to control how the
content on the page will be displayed.
Use the Create Page page to enter a URL name, title, description, and page layout for the page
9. Correct any spelling mistakes, and then select OK to close the Spell Checker
dialog.
To create a wiki page or publishing page that is displayed by selecting a forward link
1. On the page where you want to add the forward link, activate edit mode.
2. Positon the cursor where you want to add the link to the page you will create.
3. Enter [[name of page|words that you want to display on the page for the link]].
An example is [[BedroomFurniture|exotic bedroom furniture]].
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Add content to pages
TIP As you enter the name for the new page, a list of existing pages is displayed.
You could select a name from this list to create a forward link to a page you
previously created.
A forward link to a page that has not been created is denoted by a dotted underline
7
Creating a page from the Add A Page dialog
6. Select Create.
TIP The only way to add content to web part pages is by adding app parts or web parts.
This is covered in the “Use app parts and web parts” topic later in this chapter.
Modify pages
To prevent two people from editing a page at the same time, anyone intending to
modify content should always check out the page before he or she begins. When you
edit a publishing page, the page is automatically checked out to you. You must check
out wiki pages and web part pages yourself.
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TIP When another member of your team has checked out a page, the Check Out
command on the Page tab is inactive, and a yellow notification area is displayed at the
top of the page, stating who the page is checked out to.
The Pages library, where publishing pages are stored, is configured for major and
minor (draft) versions. Only users who can edit items can see the draft items; there-
fore, after you have checked in a page, the page must be published as a major version
before visitors to the site can see the amendments you have made to the page.
SEE ALSO For more information about checking in, checking out, and versioning, see
Chapter 3, “Work with content in lists and libraries.”
As you modify a page, you might find that the layout you originally chose does not
now suit the content you want to display. On both wiki pages and publishing pages,
you can change the page layout.
Use the links in the upper-right corner to share a site, follow a site, edit a page, or focus on
content
TIP On publishing pages, if the Page tab is not displayed, on the Settings
menu, select Show Ribbon.
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1. On the wiki page, on the Page tab, select Check Out. A yellow notification area
is displayed at the top of the page, stating that the page is checked out and
editable.
The yellow notification area at the top of a page is used to display the page status
TIP If you are already editing a wiki page, you can also select Check Out on the
Format Text tab.
1. On the wiki page, on either the Page tab or the Format Text tab, do one of the 7
following:
●● If you have the page checked out, to check in your changes, select Check In.
●● If you have the page checked out, to discard any changes you have made
to your checked out version and release the checkout, select the Check In
arrow, and then select Discard Check Out.
●● If the page is currently checked out to another user and you have the
Override List Behaviors permission, which allows you to check in the page
and discard any changes that user might have made to the checked-out
version, select Override Check Out.
Use the Check In menu to check out, check in, discard a checkout, or override a checkout
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The yellow notification area displays the status of the page and allows you to check in the page
●● Use one of the options described in the previous procedure, “To check in a
wiki page.”
When you edit a page, the upper-right Edit link is replaced with Save
●● If you are done adding content to the page, on the Page tab or the Format
Text tab, select Save.
●● If you want to save the content you have added so far but intend to con-
tinue adding content to the page, on the Page tab or the Format Text tab,
select the Save arrow and then select Save and Keep Editing.
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Add content to pages
Use the Save split button to save, keep editing, or discard your modifications
●● On the Page tab or the Format Text tab, select the Save arrow, and then
select Stop Editing. You will then be prompted to save or discard the
7
content you have added to the page. To discard your modification, select
Discard changes.
Use the Save Changes dialog to save or discard the changes you have made to a page, or select
Cancel to return to editing the page
TIP The Format Text and Insert tabs also appear when you enter content by using the
Content Editor web part on a web part page.
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The commands on these tabs are similar to the commands on the Home and Insert
tabs in Word: you use them to format the text, check spelling, and control the layout
of the page, and to insert tables, images, videos, audio, hyperlinks, app parts, web
parts, and embedded code.
You can also use keyboard shortcuts similar to those in other Office programs. If a tab
command has a keyboard shortcut, you can display it by pointing to the command on
the tab to display the screen tip.
Screen tips can include the command name, keyboard shortcut, and a description
■■ Layout This group appears on the Format Text tab only for wiki pages. Use
the Text Layout command to create additional editing areas and to change
the structure of your page. You can reformat the page by using any of eight
options. For publishing pages, the Layout group is on the Page tab. Developers
can create additional publishing page layouts, but no additional wiki page lay-
outs can be added to SharePoint.
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Use the first option, From Computer, when you have stored your image on
the hard drive of your computer—for example, drive C. The default location
to store images that you use on pages is the Site Assets library; however,
you can choose a different library on the site.
TIP The Site Assets library is the place to store files that are needed to brand
a site, such as the image files used to display pictures on pages or files that
contain team or company information. These are usually not files that team
members will collaborate on, so they should be saved in the Site Assets library
rather than in, for example, a document library.
Selecting the second option, From Address, opens the Select Picture dialog,
in which you must manually enter or paste the URL of the image. To avoid
incorrectly entering the URL for the image, which would result in a broken
link, open another browser window or tab, navigate to the picture, copy
the URL, and then paste the URL into the Address box in the Select Picture
dialog.
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Selecting the From SharePoint option opens the Select An Asset dialog,
which you use to navigate to a SharePoint library where you have previously
uploaded an image.
●● Video and Audio Use this split button to display video and audio on your
page. This command provides the same three options as the Picture split
button, plus a fourth option, Embed. Using the Embed option is the same as
using the Embed Code option in the Embed group on the Insert tab, which
is described later in this section.
■■ Content This group appears on the Insert tab only on publishing pages and is
detailed in the “Reusable content” section later in this topic.
■■ Parts This group contains two commands, App Part and Web Part. The inser-
tion and configuration of these two components is detailed in “Use app parts
and web parts” later in this chapter.
7
■■ Embed This group contains the Embed Code option, which you can use to
embed HTML code to display content not stored in SharePoint, such as content
from Bing Maps, Vimeo, and YouTube. Most of these sources provide methods
of generating the HTML code you need to embed in your page.
You can also use this option to display the contents of Word, Excel, or
PowerPoint files, when Office Online Server (OOS) is installed in your organiza-
tion. OOS is a separate product from SharePoint; organizations can use it to
deliver browser-based versions of Word, PowerPoint, Excel, and OneNote files,
among other capabilities.
SEE ALSO For more information about embedding Office documents and PDF
files on a website, see “Embed Office documents and PDF files on a website” at
https://aka.ms/Yx8n5e. For information about embedding an Excel workbook on a
webpage, see “Embed your Excel workbook on your web page or blog from SharePoint
or OneDrive for Business” at https://aka.ms/K4c5l6.
The embedded code is stored in an HTML iFrame tag, which means that your
browser can display content stored in SharePoint immediately and it will display
the content from the external source when it receives it. If the network connec-
tion to the external source is poor or the external source is not responding, you
might have unexpected results. For example, if your source is a video source,
you could end up with a blank video area on the page, or video buffering or
playback problems. When this occurs, it is important to recognize that it is not a
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SharePoint issue; you must investigate the network connection and the avail-
ability of the external source.
Contextual tabs
When a component has been inserted onto a page and is selected, additional con-
textual tabs might be displayed. For example, if an image on a page is selected, the
Image contextual tab is displayed. You can use the commands on the Image tab to
replace the image, enter alternative text, format the borders of the image, position
the image on the page, and reduce the area on the page used to display the image.
IMPORTANT The commands in the Size group of the Image tab do not alter the file
size of the image; they only place width and height attributes on the <img> HTML tag.
Your browser uses these attributes to display the image. For prototyping purposes, this might
be adequate; however, the image file could potentially use a large amount of network band-
width when it is downloaded from SharePoint to your computer, even if the browser then
displays the picture at a smaller size than the file’s original size. So if you notice that a page
takes more time to load than other pages, you might need to look at the size of the image files.
On publishing sites, you need not optimize your images before uploading them
into SharePoint, because such sites can use image renditions, as long as your server
administrator has configured their use. An image rendition is an optimized, scaled
variant generated from the original image. By default, there are four rendition display
templates; therefore, after you upload an image, you have the choice of five image
sizes on your page: the original size of the image, and a rendition for each display
template. You can change the renditions that SharePoint has generated, and if you are
a site owner, you can add new rendition display templates.
On a publishing site, on the Image tab, use the Pick Rendition menu to select the image size for an image on
your page and to edit the image renditions
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Add content to pages
TIP The commands in the Edit, Clipboard, Font, Paragraph, and Styles groups
work the same as in any other Office program.
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On the Insert tab, select the Video and Audio button, and then do one of the
following:
●● If the file is on your computer, select From Computer to open the Upload
Media dialog, select Browse, navigate to the location on your computer
where the file is stored, and select Open. In the Destination list, select the
library where you want to upload the file, and then select OK.
●● If the file is on the web, select From Address to open the Link Media dialog.
Enter the web address for the file you want to use, and then select OK.
●● If the file is already in SharePoint on your site, select From SharePoint to
open the Select An Asset dialog, navigate to the folder or library where the
file is stored, select the file, and select Insert.
1. On the page where you want format a picture, video, or audio, activate edit
mode.
2. On the Image or Media tab, use the commands to format as you want.
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Add content to pages
In the Reusable Content list, you can create categories and folders to help you
organize the reusable content items. The items can be designated as automatically
updated or not:
■■ Automatically updated items The reusable content is inserted into the page
as a read-only reference. When the item is changed in the Reusable Content
list, the page content is changed.
■■ Not automatically updated items The reusable content is copied in the page.
The page is not updated if the reusable content item is updated in the list.
IMPORTANT You must have Contributor permission to add items to the Reusable
Content list. To add a reusable content item to your publishing page, you must have
read permission to the Reusable Content list. To add or modify a category or folder in the
Reusable Content list, you must have the Manage Lists permission.
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1. Navigate to the top-level site of your site collection, and then on the Settings
menu, select Site contents to display the Site Contents page.
2. Select Reusable Content to display the default view of the Reusable Content list.
5. On the Edit Column page, under Type each choice on a separate line, enter a
name for your new category.
a. In the Title box, enter the title of the reusable content item.
e. If you chose to create a reusable HTML item, format the text and insert
HTML elements.
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Add content to pages
Use reusable content for content that you find you have to create again and again
4. Select Save.
1. On the publishing page where you want to use the reusable content, activate
edit mode.
2. On the Insert tab, select Reusable Content, and then select the reusable content
item you want to add to the page.
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Manage pages
After you have created several pages, you might need to perform other tasks with them,
such as changing the page that is your site’s home page, deleting pages, restoring deleted
pages, or reviewing the popularity trends of your pages. You can also use alerts to receive
email messages whenever a page is changed.
TIP Like deleted documents and deleted list items, deleted pages are sent to the
Recycle Bin. For more information about the Recycle Bin and about using alerts, see
Chapter 3, “Work with content in lists and libraries.”
Both the Site Pages and Pages libraries have all the features of document libraries,
such as history and version management, so the risk of losing your page changes is
low. Major versioning is turned on by default for the Site Pages library, and major and
minor versioning for the Pages library. You can also use content approval and work-
flow, and you can restrict the permissions regarding who can edit and publish pages.
SEE ALSO For more information about content approval, see Chapter 4, “Make lists and
libraries work for you.” For more information about workflow, see Chapter 11, “Work with
workflows.”
2. On the Page tab, in the Page Actions group, select Make Homepage.
1. Go to the page, and then on the Page tab, in the Manage group, select Page
History.
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Manage pages
The page history displays static content; additions are displayed in a green font and deletions in
7
a red strikethrough font
1. Display the page history of the page as described in the previous procedure.
2. In the left navigation pane, below one of the versions you want to use in the
comparison, in the Compare with version list, select a prior version number.
Display what has been added and deleted between one version of the page and another
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2. Select the date and time in the Modified column for the version you want to
restore as the current version, and then select Restore.
3. Select OK to confirm that you want to replace the current version of the page
with the selected version of the page.
The yellow notification message states that the page has been customized from its template
To delete a page
1. Do one of the following:
●● Go to the page you want to delete. On the Page tab, in the Manage group,
select Delete page, and then select OK to confirm that you want to send
the page to the site Recycle Bin.
●● Display all pages as described in the “To view all pages in either the Pages
or Site Pages library” procedure earlier in this topic, and then do one of the
following:
●● Right-click the page, and then select Delete.
●● Select the page, and then on the Files tab, in the Manage group, select
Delete Document.
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Use app parts and web parts
2. Select the page you want to restore, and then select Restore Selection.
2. On the Page tab, in the Share & Track group, select Alert Me, and then in the
list, select Set an alert on this page.
3. In the New Alert dialog, select your preferences so that you receive an email 7
based on your specific criteria and frequency, and then select OK.
SharePoint provides built-in app parts and web parts, as detailed in the following
table. The category specified in the table is the category name that is displayed when
you use the app parts pane. The availability of an app part or web part depends on
the type of site you are working with.
Category Description
Apps This category contains app parts, which display app information.
SharePoint apps are similar to the apps you might find on Facebook or on
your smartphone. App parts can also be used to display the contents of
list and library apps; each time data in the list or library app changes, the
changes are reflected in the app part.
Blog Use these web parts to help you display and manage blog posts.
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Category Description
Business Data This category contains web parts related to Business Connectivity
Services (BCS) and Microsoft Excel, Visio, and Access.
Community These web parts are available on community sites. For more information
about community sites, see Chapter 9, “Work with wikis, blogs, and
community sites.”
Content Rollup These web parts can be used to display content from the current site and
from other sites. They include the Content Query, Content Search, and
Project Summary web parts.
Document Sets These web parts can be used to display the contents and properties of
document sets. For more information about document sets, see Chapter 14,
“Manage and monitor content.”
Filters These web parts can be used to filter the contents displayed by other web
parts on the page.
Forms The web parts in this category can display content from HTML or
Microsoft InfoPath forms.
Media and Use these web parts to add content to the page. They include the Content
Content Editor, Script Editor, Image Viewer, and Get Started With Your Site web
parts.
Search These web parts are used with the SharePoint search functionality and on
the Search site to display search results and refinements.
Search-Driven These web parts can be used to display the results of a search query.
Content
Social Use these web parts to display socially related content, such as newsfeeds,
Collaboration contact details, and user tasks.
SQL Server The web part in this category is used with Microsoft SQL Server Reporting
Reporting Services.
Miscellaneous Only one web part is listed in this category: the Case Content web part
that is used in the eDiscovery Center.
TIP In addition to built-in web parts, you can create your own web parts by using tools
such as Visual Studio. You can also import custom web parts.
All app parts and web parts have a set of common properties that you can use to con-
trol the part’s appearance and behavior, such as toolbar type, chrome type, the part’s
height and width, and whether users can minimize it so that only the title is visible.
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You can configure the common properties by using either the web part tab or the
Appearance, Layout, or Advanced section of the web part tool pane.
Each app part and web part can also have a set of custom properties. These proper-
ties might be displayed on a separate contextual tab, or they might be in the web
part tool pane, in their own section, or in the Miscellaneous section. For example,
if you insert an app part on your page that displays the contents of a list, when you
select the check box next to the app part title (in edit mode), three tabs appear on the
ribbon: Files, Library, and Web Part.
TIP If you are having persistent problems with an app part or web part or a web part
connection, you can use the Web Part Maintenance page to delete the app part or
web part. You can navigate to the Web Part Maintenance page by appending ?Contents=1
to the page’s URL; for example, intranet.wideworldimporters.com/sites/Sales/SitePages
/Home.aspx?contents=1.
7
To activate a web part page for editing
1. Go to the page you want to edit, and then on the Page tab, select Edit.
The app parts pane shows an app part for each list or library on the site, in addition to app parts for
apps you have installed
4. Select Add.
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1. On the page where you want to add the web part, activate edit mode and place
the cursor where you want the web part to be displayed.
2. On the Insert tab, in the Parts group, select Web Part to open the web parts pane.
3. Under Categories, select a category, and then under Parts, select the web part
you want to add to your page.
When a web part is selected, the About The Part section provides a description of the web part
4. Select Add.
1. On the page where you want to add an app part or web part, activate edit
mode, and then in the zone where you want to add the app part or web part,
select Add a Web Part to open the web parts pane.
2. Under Categories, select a category, and then under Parts, select the web part
you want to add to your page.
3. Select Add.
To display the Web Part tab and any other contextual tabs for a web part
1. In edit mode, select the check box for the web part by selecting the title bar of
the web part.
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Select the web part’s title or check box to display contextual tabs
7
Use the Web Part tab to open the web part tool pane, create web part connections
to related lists, and minimize, restore, or delete the web part
●● Point to the web part, select the arrow on the title bar of the app part or
web part, and then select Edit Web Part.
Use the commands on the menu to minimize, close, or delete the web part or app part or to
open the properties pane
TIP The Web Part tab, web part menu, and web part tool pane can be opened
only when you are editing the page.
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1. Open the web part tool pane as described in the previous procedure.
2. In the web part tool pane, immediately below List Views, do one of the
following:
●● Select a view that was previously created from the list or library.
Use the List Views section to select the view you want the
app part to use and to select the app part toolbar
●● Select Edit the current view, and then, if a dialog box opens, select OK to
save your changes. The Edit View page is displayed. Configure what you
want the web part to display, and then select OK.
TIP You configure a view for an app part the same way you configure a view for
a list or library. For more information about views, see Chapter 3, “Work with
content in lists and libraries.”
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Use app parts and web parts
1. With the page activated for editing, point to the title bar of the app part or web
part so that the pointer changes to a four-pointed arrow.
2. Select OK to confirm that you want to permanently delete the app part or web part.
1. On the web part page, on the Page tab, select Stop Editing.
7
Skills review
In this chapter, you learned how to:
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Chapter 7
Practice tasks
The practice files for these tasks are located in the SP2016SBS\Ch07 folder.
Create pages
Go to a SharePoint team site where you have sufficient rights to create a page, and
then perform the following tasks:
2. Position your cursor in the content area, enter Wide World Importers, and
then on a new line, enter We are specialist importers of unique furniture
[[BedRoomFurniture|bedroom furniture]], [[OfficeFurniture|office furniture]]
and [[GardenFurniture|garden furniture]] to create three wiki links.
3. Save the page.
4. Select the forward links to create the three pages, and on each page, create a
link back to the Wide World Importers page before saving each page.
5. Create a web part page named Kitchen Furniture, using the Header, Left
Column, Body layout, and save it in the Site Pages library.
6. Stop editing the page, and leave your browser open if you are continuing to the
next set of practice tasks.
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Practice tasks
1. Change the page layout to Two columns with header and footer.
2. Move the text Wide World Importers to the top area and style it as Heading 1.
4. In the bottom content area, insert the Wildlife.wmv video from the practice file
folder, saving the file in the Site Assets library.
5. Use the commands on the Media tab to set the video to Start Automatically
and use a player style of Light.
6. Save and check in the page, leaving your browser open if you are continuing to
the next set of practice tasks.
Manage pages
Go to the Wide World Importers page, and then perform the following tasks:
1. View all pages in the Site Pages library, and delete the Kitchen Furniture page.
3. Compare the current version with version 2.0, and then restore version 2.0.
TIP If SharePoint is not configured to send email messages, an Error page will be
displayed. If this page appears, you cannot complete the rest of the steps in this
procedure. Check with your SharePoint administrator before you proceed.
5. Activate the page for editing, delete the content in the top content area, and
save the page.
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6. Check that you have received two emails, one stating that an alert was success-
fully created, and another stating that the page was modified.
7. Use Manage My Alerts to delete the alert you created on the Wide World
Importers page, and then leave your browser open if you are continuing to the
next set of practice tasks.
1. Activate the page for editing, and in the top content area, add an app part for
the Site Assets library.
3. Change the title to Image and Video files and the Chrome Type to Title and
Border, and prevent users from minimizing the app part.
5. Edit and save the current view so that the Modified and Modified By columns
are not displayed in the app part.
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Index
A B
About Me page 202–204 background fill color, timelines 380
About This Blog web part 335 badges 355–356
About This Community web part 348 barcodes, turning on for content types 527
About wiki page 348 Basic Search Center site template 280
Access 455–457 best reply, assigning/unassigning as 360
Activities filter 209 BI (Business Intelligence) 461
Add a Workflow page 400 BI server-side components 462
Advanced Search 166 Blog Notification web part 335
alerts 392 blog posts 338
creating by using Outlook 454–455 categories 333
creating on pages 263 comments 343–344
for searches 161–162 creating using browsers 340–341
setting up 92–95, 163 deleting 343
All Tasks view 375 images 336–337
Announcements list app 54 liking 345
app launcher 24–25 modifying 342
app parts 44–45, 263–266 Blog site template 278, 281–282
adding to pages 327–328 blog sites 281, 334–338
Documents 236 Blog Tools web part 334
moving/removing on pages 269 Blog web parts 263
application pages 239 See also pages blogging 333
Approval Center 373 blogging apps, linking blog sites 338–339
Approval - SharePoint 2010 workflow blogs 6
template 394, 402 branding files, storing 252
Apps app part 263 browsers
apps, displaying all available on site 58 adding files to libraries using 68
archiving history lists 401 creating blog posts using 340–341
articles 333 navigating to sites 274–275
Asset Library app 56 opening document library documents 10
association forms/pages 400, 406–408 working with Access apps in 456–458
attachments, configuring for lists 132 built-in workflow templates 393
audio 253, 255–256 Business Data web parts 264
audit log reports, viewing 529–530 Business Intelligence (BI) 461
auditing Business Intelligence Center 463
content types 526 Business Intelligence Center site template 279
user actions 529–530
Automatically Share Changes options 433
AutoText 429
543
CAL (client access license)
544
Edit Source command
545
editing history for list items
546
libraries
548
monitoring
549
My Membership web part
550
Project Server 2016 project sites
551
Project Site template
553
site columns
555
Team Site template
556
workflow templates
557
workflows
X
XHTML, fixing HTML errors 251
Z
zones 234–235, 266
558