Electronic Document and Records Management System. End User Tips and Tricks for SharePoint Online

Transcription

1 Electronic Document and Records Management System End User Tips and Tricks for SharePoint Online Title EDRMS End User Tips and Tricks for SharePoint Online Creation Date 7th November 2018 Version 1.0

2 TABLE OF CONTENTS 1. BASICS AND NAVIGATION TERMINOLOGY LOGIN TO SHAREPOINT ONLINE SAVE DOCUMENTS TO SHAREPOINT ONLINE CREATE AND SAVE FROM WITHIN A DOCUMENT LIBRARY USING OFFICE ONLINE VIA UPLOAD FEATURE DRAG AND DROP SEARCH DOCUMENTS SEARCH THE SITE FIND A FILE GROUP BY VIEWS MANAGEMENT SAVE S SAVE ATTACHMENTS ONLY ATTACH DOCUMENTS TO AN Attach from within Online Office applications Link method Attach from within the desktop Office application Link method Attach from within the desktop Office application File method VERSION HISTORY ACCESS THE VERSIONS OF A DOCUMENT RESTORE A VERSION HOUSEKEEPING TIPS SHAREPOINT ONLINE APP Page 2 of 20

3 1. Basics and Navigation SharePoint Online is a browser based content repository for all our records. It essentially replaces the team s J:/ drive. MacroView presents these documents in a Windows file explorer look and feel interface. If you want to access documents from a non-work computer, SharePoint Online is the application to use. Documents can be accessed anywhere anytime provided you have internet access. Login to SharePoint Online using your work address and computer logon password. Navigate to the sites and document libraries in SharePoint Online using the front and back arrows on the browser just like any other websites. The preferred browser for accessing SharePoint Online is Google Chrome. It is fully functional in Internet explorer however user experience is the best in Chrome. Google Chrome can be easily installed on your computer by following the steps in the link below: 3gIVxI6PCh016gO2EAAYASAAEgIWqvD_BwE&gclsrc=aw.ds The top menu on the landing page is called Global navigation. Always use the Global navigation to access your team site. Once you are within your team site, use the left menu to access your document library. Page 3 of 20

4 2. Terminology 3. Login to SharePoint Online The process of logging into SharePoint Online is as below: Go to the website and type in your work address and computer logon password. You are now logged onto Office 365 portal. Now, click on the App Launcher icon and then select SharePoint Tip: If you need to access your work s along with SharePoint Online, this is the preferred method as you can open Outlook, SharePoint and other office applications all in one go. Page 4 of 20

5 Tip 2: Add the website to your browser favourites or add a shortcut to your desktop. Follow the instructions in the link below to add as a browser favourite: op&hl=en To add a shortcut to Office portal on your desktop, follow the steps below: In Google Chrome, click the icon in the top right corner of the screen, go to More tools and then select Create Shortcut. A shortcut is created on your desktop. Tip 3: The application will ask you if you wish to stay signed in. Always select Yes to avoid repeated sign in prompts. If you just want to view and edit documents, you can access SharePoint Online directly by going to the website Login with your work address and computer logon password. 4. Save documents to SharePoint Online There are a number of ways to save a document to SharePoint Online. 4.1 Create and save from within a Document Library using Office Online Note: Use the below method when you are within a document library. Office Online has less functionality than the desktop version of Office, but has enough functionality to make the necessary changes to a document when on the working remotely. Select New and click the type of document you want to create. Page 5 of 20

6 A blank document is now open in the Online version of Office. Edit the document name in the highlighted area below. Tip: The document is auto-saved in SharePoint Online and hence there is no Save function. You can exit out of the document by simply selecting the library name via the breadcrumb or using the back page arrow on the browser. Note: This method does not capture the metadata related to the document. Therefore, metadata will need to applied retrospectively. To apply metadata, follow the steps below: Right click on the document and select Properties. Page 6 of 20

7 Select and apply the relevant metadata. Then select Save 4.2 Via Upload feature This method is best suited if you have a non-office application like pdf, videos, images, USB stick etc. Note: You can only upload one document at a time using this method. Select Upload and browse to the document location, apply the metadata and select save. Page 7 of 20

8 4.3 Drag and Drop This method, similar to the above, can be used if you have pdfs, images, videos etc. Although it is convenient to drag and drop directly, the application does not prompt for metadata. You must remember to apply retrospectively. Simply drag and drop a document from the desktop, file share, USB stick or another application directly into SharePoint. Page 8 of 20

9 To add metadata, follow the steps below: Right click on the document and select Properties. Select and apply the relevant metadata. Once the metadata is applied select Save Page 9 of 20

10 5. Search documents 5.1 Search the site This method is best suited if you are not sure of the document name and/or the location. This search returns all documents that have the keyword in the title, content and metadata, document description and version comments across all sites and site collections that you have access to. This search is available at the site collection, site and the individual team site level. Page 10 of 20

11 You can further refine the results by applying any of the filters on the left panel. 5.2 Find a file The Find a file option is displayed when you are within a document library. Type in the keyword to search. Page 11 of 20

12 The search is conducted across the document name, metadata, document description and Content in the library to return results. Tip: Within a document library, you can sort or filter the documents by selecting the drop down arrow on the column similar to an excel document. 5.3 Group by views Many of the document libraries are configured to provide grouping of documents by the column/metadata value. This feature provides a permanent filtered view for better search. For example, in the screen shot below, the various views available are highlighted. Tip: Click the ellipses (3 dots) to see if there are any additional views available. Page 12 of 20

13 Every document library that has Group by configured, has a view that is set as default. In the above screen shot, the default view is All Documents. To apply another view simply select the name of the view. 6. Management 6.1 Save s To save the with all of its contents and attachments, just drag it from your Outlook to the desktop. Then, just upload or drag and drop (follow the steps outlined in Section 4) the from the desktop into the destination library in SharePoint Online. Tag the metadata by going to properties via a right click. 6.2 Save attachments only Saving an attachment to SharePoint Online is similar to saving an . Follow the steps outlined in section 5.1 above to save an attachment to SharePoint Online. 6.3 Attach documents to an Attach from within Online Office applications Link method Use this method if you do not have a desktop version of Office. Go to SharePoint Online from Office 365 portal. Open the document you wish to attach. Select Share on the top right had corner of the screen. Now type in the address of the receiver and a message. Page 13 of 20

14 The following message is displayed after a successful send. Note 1: This method is best suited if the document will be revised after being sent. The recipient will still get the latest version, as the link with stay the same. Alternatively, you can use the Copy Link feature to get a link to your document in SharePoint Online. Copy the link and paste in your . Page 14 of 20

15 Note 2: If you need your receiver to edit the document, they must have appropriate permissions to the library Attach from within the desktop Office application Link method From within the desktop Office application select Share. Find the receiver from the people list, include a message and then select Share Link to the document is now sent Attach from within the desktop Office application File method Go to File and click on Share. Page 15 of 20

16 Select and then Send as Attachment Your document will now be attached to a new message. Page 16 of 20

17 7. Version History By default, SharePoint Online gives you a running list of the changes that have occurred in your documents over their lifetimes. Specifically, version history gives you access to old copies of your documents and shows you the number of each version, the size of each version, as well as who created each version and when and provides you the opportunity to fix mistakes. 7.1 Access the versions of a document The quickest way to access the version history of a document is to right-click the document name and select Version history. Click the version you would like to open. Page 17 of 20

18 7.2 Restore a version To restore a version, simply click down arrow and select Restore. The application prompts you to confirm if the version can be restored as the latest. Select Ok. The selected version is now restored as your current. Page 18 of 20

19 8. Housekeeping Tips a. If you are unable to view the changes applied, for example you have added a document to a library but cannot view it or the metadata applied does not reflect, right click below the address bar and select Reload or use the shortcut Ctrl + R. Reload refreshes the web page. b. Most browsers store browsing history, temporary web pages and online media, form and search bar data, site preferences, login status etc. in an attempt to load the web page faster from this stored data. However, the best practice is to clear this data periodically for the following reasons: Files stored in a cache represent a snapshot of a web page or website at a given period of time. These saved files prove problematic if the site owner introduces a new feature or an update that affects how the site functions. Buggy behavior could ensue, which is why you should clear the cache periodically to make sure you are accessing the most up-to-date versions of the websites. Web browsers save cookies as files to your hard drive. They re small in size (only a few KB), but over time, you can accumulate a lot of them. This volume means your web browser must use more and more computing power to properly load saved web pages, which means your browser sessions will likely get slower and slower. Cookies and the cache do help speed up your web browsing, but it s a good idea nonetheless to clear these files now and then to free up hard disk space and computing power while browsing the web. To clear this information, follow the steps below: On your Google Chrome browser click the ellipses (3 dots), go to More Tools and select Clear browsing data Check all the boxes and select Clear Data Page 19 of 20

20 9. SharePoint Online App You can access documents from your phone via the SharePoint mobile app. Go to the Google Play Store for Android or Apple store for iphone and select Install. Page 20 of 20