Creating a SharePoint 2013 Project Site

SharePoint 2013 has a wide range of “out-of-the-box” features for intranet development.  In this step-by-step guide we will create a basic SharePoint 2013 project site with the following features:

  • Site Mailbox
  • Newsfeed
  • Document Library
  • Site Notebook
  • Project Timeline

SharePoint 2013 Project Site

 

Introduction

This guide has been created in two formats:

  • A YouTube video (under 5m) – see below
  • A blog with step-by-step screenshots – see below

In both formats, the guide has been broken down into 5 sub-sections:

1. Creating the Project Site
2. Adding the Mail Box App to the Project Site
3. Adding Tasks to the Project Timeline
4. Formatting the Project Timeline
5. Adding Documents and Conversations to the Project Site

1. Creating the Project Site

First we need to create a new Project Site using the “Project Site” template:

Create a new SharePoint 2013 Project Site

For this example we will use the following settings:

  • Use the same permissions as parent site
  • Display this site on the Quick Launch of the parent site? – Yes
  • Display this site on the top lnik bar of the parent site? – Yes
  • Use the top link bar from the parent site? – Yes

2. Adding the Site Mailbox App to the Project Site

Next we need to add the Site Mailbox App to the Project Site.

Click on “Add an app” in the site settings:

Add an App to the SharePoint 2013 Project Site

To add the app to the Project Site, simply click on the Site Mailbox App:

Add the Site Mailbox App to the SharePoint 2013 Project Site

Once added to the project site, click on the link in the Quick Launch to set the Mailbox up:

SharePoint 2013 Project Site Quick Launch

Once setup, your project site mailbox will contain an email with details including the site mailbox e-mail address:

SharePoint 2013 Project Site Mailbox

3. Adding Tasks to the Project Timeline

To add tasks to the Project Site timeline, first click on tasks in the Quick Launch navigation:

SharePoint 2013 Project Site Tasks

Next, select “Modify View” in the List tab in the ribbon:

SharePoint 2013 Project Site Modify View

Display “Start Date” and change the “Position from Left” to 3, then click “OK”:

SharePoint 2013 Project Site Column Order

Next, click “edit this list”:

SharePoint 2013 Project Site Task List

Copy and paste tasks from an Excel Spreadsheet (or add them manually):

SharePoint 2013 Project Site Excel Tasks

SharePoint 2013 Project Site Tasks Pasted

Next, select sub tasks (in this example “Client Meeting” and “Documentation Write Up” are sub tasks of “Planning Phase”), click on “Tasks” in the ribbon and click “Indent”:

Indenting Sub tasks on a SharePoint 2013 Project Site

Finally, click “Stop editing this list”, select all tasks (using the tick icon at the top of the list) and select “Add to Timeline” under the “Tasks” tab in the ribbon:

Adding Tasks to the SharePoint 2013 Project Site Timeline

4. Formatting the Project Timeline

On the “Tasks” list, select your top level tasks (those with sub tasks) on the timeline, then click “Display as Callout” under the “Timeline” tab in the ribbon:

Display Task as Callout on SharePoint 2013 Project Site

In this example, we have also displayed all “Client” tasks as callouts.  To avoid confusion, these callouts have been moved to the other side of the timeline.  This can be done by simply clicking and dragging the callout on the timeline:

Moving callouts on a SharePoint 2013 Project Site

Next we colour-code all the “Client” tasks red so that they stand out.

To change the colour of a task (and its callout or bar), select the task in the timeline then click on the “Highlight Colour” or “Font Colour” buttons in the ribbon under the “Timeline” tab:

Colour Coding tasks in the SharePoint 2013 Project Site

Finally, we change the “Highlight Colour” and “Font Colour” of an important task to mark it out clearly.  Here we use the “Site Closure” task:

Highlighting a Task in a SharePoint 2013 Project Site

5. Adding Documents and Conversations to the Project Site

Finally we will add some documents to our project site library and a conversation to the project site newsfeed.

Click on “Home” in the Quick Launch to return to the Project Site Homepage:

SharePoint 2013 Project Site Homepage

Select relevant project documents using Windows Explorer, then drag and drop them into the “Documents” app on the Project Site:

Drag and Drop into a SharePoint 2013 Project Site

To start a conversation, click into the box underneath the “Newsfeed” app.  Use the @ symbol, followed by a users name (e.g. @[Chris]), to direct the message at a specific user:

SharePoint 2013 Project Site Newsfeed

Then click “Post” to send the message:

Post on the Project Site Newsfeed

Finally, remove the “Get started with your site” app by clicking “REMOVE THIS”:

Remove get started with your SharePoint 2013 project site