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Working with Apps and Pages

A team site is made up of pages and apps. The apps, such as calendar, list, and document library are named for the specific function they offer. There are no limits to the amount of apps or pages you can add to your site.

Click on the topics within each tab to expand and collapse the information as needed.

Calendars

Calendars are great for keeping track of team events, meetings, and projects. Multiple calendars can be added to the team site and can also be synced to your Outlook calendar.

How to add a calendar to a site:

  1. Click on the settings icon and select Add an app. [see screenshot]
  2. From the list, click on calendar.
  3. Give the calendar a name and click Create.
  4. This will take you to the Site Contents page. Find the calendar in the list and click the name of the calendar.

How to add events to a calendar:

  1. Option one, click on the day and click the add button.
  2. Option two, click the Events tab and click New Event. [see screenshot]
  3. Enter the details of the event, if it's a series check the box for recurring event.
  4. Click Save.

How to sync a calendar to Outlook:

Note: the calendar only syncs from myCommunity to Outlook, it does not sync from Outlook to myCommunity.

  1. Click on the Calendar tab and select Connect to Outlook. [see screenshot]
  2. Click Open Outlook from the popup. [see screenshot]

Custom Lists

A custom list is a collection of information, such as contacts, resources, supplies lists, etc. With custom lists, you are able to sort and filter based on columns which you create. Multiple lists can be added to the team site.

How to add a custom list:

  1. Click the +New icon in the top menu and select List. [see screenshot]
  2. Give the list a name and choose whether or not to have the list link show in the site navigation. [see screenshot]
  3. If you deselect Show in site navigation, you will find the list in Site Contents [Settings > Site contents].
  4. Click Create

How to add columns to a list:

  1. Open the list and click +Add column. [see screenshot]
  2. Select the type of column you want to add. 
  3. Type name of column, ensure Type is correct, and always select More options to review additional selections. [see screenshot]
  4. When done adding columns, click Save.

How to edit a list:

The two ways to edit a list are +New and Quick edit tools found in the top menu. [see screenshot]

To edit using the +New tool:

  1. Click +New in the top menu.
  2. A panel will open and you can complete each row using this form. [see screenshot]

To edit using the Quick edit tool:

  1. Click Quick edit in the top menu. 
  2. Select the cell you wish to edit. [see screenshot]
  3. Begin typing in the cells and use the tab key on your keyboard to move across cells.
  4. Data can be copied and pasted from excel. Ensure the names and order of columns match before copying and pasting.
  5. When finished, click Exit quick edit.

How to create a custom view of a list:

  1. Click on the name of each column to sort and filter the information in a list.
  2. Click All items and select Save view as. [see screenshot]
  3. Name this view and click Save. [see screenshot]
  4. The new name will now show instead of All items. To filter the column, click on the new view name and choose Edit current view[see screenshot]
  5. Scroll down the the filter section and click the button next to Show items only when the following is true.
  6. In the first drop down box, select the name of the column you want to filter. 
  7. Leave the default is equal to, then type the item to be filtered[see screenshot]
  8. Once you are finished sorting and filtering,scroll to the bottom and click ok.

How to delete a custom view of a list:

  1. Click on the name of name of the view you want to delete.
  2. Select Edit current view.
  3. Click Delete located at the top-left of the page.

Document Libraries

When you create a team site, it comes included with one document library. Additional document libraries can be added as needed, which is useful when a group of documents needs different permissions than another group.

How to add a document library:

  1. Click the +New icon in the top menu and select List. 
  2. From the list, click on Document library.
  3. Type in the name for the library and choose whether or not to have a link to the library in the site navigaion. [see screenshot]
  4. If you deselect Show in site navigation, you will find the list in Site Contents [Settings > Site contents].
  5. Start adding columns and documents as needed.

How to add columns to a document library:

  1. Open the document library
  2. Click on + Add column. [see screenshot]
  3. Select the type of field you need.
  4. Give the column a name and description then click Save. [see screenshot]

How to add folders and files:

  • Open the library and click +New then select a file or folder. [see screenshot]
  • Next to New, click Upload to add individual files or folders from your computer.
  • Drag and drop files or folders from your computer into the library.  [see screenshot]
  • To make changes to a document or move it, hover your mouse over the documnt and click the More options [...] icon. [see screenshot]

Create a custom view of a library:

Document librarys offer the ability to sort and filter based on your columns. Custom views are a way to save those filtering conditions for easy access.

  1. Sort items together by clicking on column header and selecting Ascending or Descending.
  2. Open the filter panel by clicking on the funnel icon and select the desired filter options which are based on your columns. [see screenshot]
  3. Click on the All Documents from the top-right gray bar and select Save view as. [see screenshot]
  4. Give the custom view a name. Check the box for public view if you want the view to be available to all users of the site. [see screenshot]
  5. Click Save.
  6. The view is now available to use anytime from the view panel of that document library.

Tasks

The tasks app offers to ability to create and track project tasks, and also assign those tasks to members of the site. 

How to add the tasks app:

  1. Click on the settings icon and select Add an app.
  2. From the list, click on Tasks.
  3. Give the task list a name and click Create.
  4. From the site contents page, click on the task list you just created.
  5. The Task app will now appear in the Quick Launch under Recent. To add it permanently to the Quick Launch, click EDIT LINKS and drag and drop the link to the desired location.

How to add a task to the list:

  1. Open the tasks list.
  2. Click new task.
  3. Enter the details and assign to a user
  4. Click Ok.

How to manage a task:

  1. Open the tasks app
  2. Find the task and click the ellipses icon.
  3. Open will show more details for the task, Add to timeline will add the task to the visual timeline above the list, Create subtask will create a subtask of the main task. [see screenshot]
  4. Click Open, then click Edit task to make changes and log progress. [see screenshot]
  5. To mark a task as complete, check the box next to it in the tasks list. [see screenshot]

Pages in a team site, are similar to pages in any website; the page consists of content and apps pieced together. A page is helpful as you are able to see mutliple types of content, and apps, in one place rather than going to each specific place for that content or app.

Add a new page

  1. Click the +New icon in the top menu and select Pages. [see screenshot]
  2. Rename the page by clicking on Name your page and typing the new name. [see screenshot]
  3. Change or remove the background image with the tools on the left. [see screenshot]
  4. Use the plus signs to add new sections and web parts to the page. [see screenshot]
  5. Add content or an app by clicking the center plus sign and selecting which app or content type to add. [see screenshot]
  6. When done, click Save as draft or Publish (Republish).

Edit an exisiting page

  1. Navigate to the page and click Edit. [see screenshot]
  2. Make your changes as needed; if you need to edit settings for a web part, click inside the web part to bring up edit options in the black bar on the left. [see screenshot]
  3. Make sure to Publish (Republish). [see screenshot]

Delete a page

  1. In the quick launch, click on Pages. [see screenshot]
  2. Hover your mouse over the page you want to delete and check the circle left of the page title.
  3. Either click Delete at the top, or click the More options [...] icon then Delete. [see screenshot]


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