Portal. SharePoint User Guide. British Land

Transcription

1 British Land Portal SharePoint User Guide British Land

2 Contents LOGGING IN AND OUT... 3 CUSTOMISING THE HOMEPAGE... 4 Adding and Editing Web Parts... 4 Removing Web Parts... 6 SHARING DOCUMENTS... 7 Creating a Document in SharePoint... 7 Uploading a document to SharePoint... 8 Editing a Document... 9 Checking out... 9 Checking in Page 2

3 LOGGING IN AND OUT Open your web browser and enter this address: Enter your user name and password then click the login button. To log-off, click the Welcome menu at the top of the screen and select the Sign Out command. Remember to always log-out of the portal rather than just close your web browser. Page 3

4 CUSTOMISING THE HOMEPAGE Adding and Editing Web Parts Your Home Page is comprised of Gadgets or Web Parts that can be added or removed. Accordingly, the layout of the page can be customised by adding, repositioning and deleting Web Parts. Web Parts fall into two categories wide and narrow and are designed to fit preset columns on the page. To add a Web Part, drop down the menu from the Welcome button at the top of the page and select Personalise this page. This will take you into Edit Mode and allow you to add, delete and reposition Web Parts. In Edit Mode, click on the yellow bar (Add a Web Part) where you wish your Web Part to appear. Note that there are various widths of yellow bar and the added Web Part will size itself to the width selected. Page 4

5 The Menu Box shown below will appear. Scroll down the list and tick the box on the left hand side of the list of any Web Parts that you wish to appear on your page. Page 5

6 Click on Add at the bottom of the box to confirm your choice(s). Once your Web Parts have been added to your page you may Drag and Drop them to any position on the page provided it is under a yellow bar. Click on the blue bar at the top of the Web Part and drag it to a new position under a yellow bar elsewhere on the page. Once you are happy with your layout, click on Exit Edit Mode at the top of the screen to return to normal mode. Removing Web Parts Enter Edit Mode as described above. Web Parts may be removed by clicking on the X in the top right hand corner of the Web Part. As before, click on Exit Edit Mode at the top of the screen to return to normal mode. Page 6

7 SHARING DOCUMENTS The idea of using SharePoint collaboration sites is that permitted persons can view and edit shared documents without having to them backwards and forwards. Creating a Document in SharePoint Documents are stored in a Document Library. To create a new document go to the document library page and click on the new dropdown arrow in the tool bar and select the type of document required. This will open the relevant application (Word, Excel etc) and create a new document. Use the Save command in your chosen application (Word, Excel) to open a Save As box allowing you to name the document and then save it in your document library. Page 7

8 Uploading a document to SharePoint Alternatively, you may upload an existing document. On the document library page click on the Upload dropdown arrow and select either Upload or Upload multiple documents. On the Upload Document page browse to your document and then click OK. This will upload your document to the Document Library. Back on the SharePoint Portal Document Library Page, remember to tap the F5 function key to refresh the page and display documents that you have added. Page 8

9 Editing a Document Checking out When entering information into, or editing, a document in SharePoint it is strongly recommended that you check out the document before opening it, as this will give you exclusive rights to it and ensure no information gets lost. To do this click on the arrow to the right of the document and from the dropdown menu, choose check out. Then click on the document to open it. Page 9

10 Please do not keep the document checked out when you are not working on it as others will not be able to make changes. You can see if someone has already checked out the document as a green arrow will appear over the document icon and the name of the person will be written to the right (see below). Checking in When you have finished editing your document you must save it and check the document back in. There are two ways of saving it. The first save and check in method is the easier of the two but does not always work with older versions of Microsoft Office or browsers other than Internet Explorer. If you have trouble with the check in method, use the Save As and upload method explained under heading B below. A) By saving and checking in simultaneously Try to shut the document down by pressing the small cross in the top right hand corner of Word/Excel and the box below should appear, just press yes. Page 10

11 Next this box will appear and press ok B) By saving the document to a new location and then uploading it back into SharePoint Select Save As from the file menu of the application you are using and save the document to a known location on your computer/network. Close the document and return to the Document Library page in SharePoint. Upload the file using the method explained above under Uploading a Document to SharePoint. Remember to tick the Overwrite Existing File box to make sure that your changes are saved. Be careful to overwrite the correct file. Please Note: It is VERY IMPORTANT to check in the document when you have finished as this will enable others to use it. Leaving a document checked out prevents others from accessing it. Choose Check In from the drop down menu to the right of your document. The green arrow indicator will disappear to show the document is checked back in. Page 11

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