Quick Reference Guide SharePoint Quick Reference Guide

Transcription

1 Quick Reference Guide 1 P age

2 Table of Contents What is SharePoint? Home Page Layout Uploading Documents to a Library To Open a Document To Delete a Document Adding a Document Library Granting Permissions Adding users to a SharePoint group Searching for a Document P age

3 What is SharePoint? SharePoint is a Web-based Collaboration and Document Management product/platform from Microsoft. SharePoint provides an easy and manageable method for storing documents. It acts as a central repository for documents. Administrators of the SharePoint site control the access to the site. The administrator can grant an individual access to the entire SharePoint Site or only to specific areas of the site. Documents are stored in Document Libraries. There can be many Document Libraries. There can be many Folders within a Document Library and both Document Libraries and Folders can store documents. To access SharePoint open Internet Explorer and type in the web address you were given for your SharePoint site. 3 P age

4 1. Home Page Layout 1. Settings Icon The Settings Icon on the top right is where you will find all the administrative features used to configure and administer a SharePoint site. It has options for Editing and Sharing, Adding Pages and Apps (Libraries) as well as navigation to the Site Contents and Site Settings Page. Depending on your permission level is what you will see here. 2. Search box Here you can enter a filename, word or phrase to a search the site for files matching that criteria. 3. Top Link Bar Also known as global or top navigation, this can be set to inherit from parent sites. In this example Top Link Bar is inheriting from the parent site so one can easily navigate to other sites. The Top Link Bar can also be customized to add links to libraries, other sites and even external sites. 4 P age

5 4. Site Title This is the title of the site and when navigating to sub sites, apps or folders, it changes to that subsite or library name. 5. Quick launch Also known as the left navigation, it displays links lists, libraries and subsites of this site. This can also be customized to add links other sites and even external sites. 6. Library A library in SharePoint is similar to a main folder on your computer. It s a location on a SharePoint site where you can upload your files into or create folders within that library. However it is important to note that it is not recommended to create nested sub folders i.e. you can create many folders off the library but do not create a folder within a folder. There are several types of libraries you can create the common libraries are Documents Libraries, Custom Lists, Picture libraries, etc. To add a document library Click on the Settings Icon, click on Add an App and select Document library. 7. Site Home Page When you access your site it loads to the Home Page. This area can be customized to add pictures, or links to content on the site for easy navigation. 8. Subsite A subside is created off the main site (parent site) e.g. A College Site will be the main/parent site and subsites are created for each of the schools within that College. 9. News feed A News feed is a Web part you can add to the home page of your SharePoint site. If you have access to a SharePoint site with a News feed you can post news in there for the team. 10. Site Contents The Site Contents page display all the apps and sub sites on your site. While you are building your site and planning your navigation, this is normally the easiest way to navigate. To get to the Site Contents page you can click on Site Contents link in the Quick Launch or you can click on the Settings wheel, then select Site Contents. 5 P age

6 2. Uploading Documents to a Library To upload a document to a library You can upload a document into the library or into folders inside the library. First click on the library in the left navigation pane. If uploading to the library then click on new document and browse to the location of the document you want to upload and double click the file and click ok. If uploading to a folder first click on the folder and then click new document and browse and select the document. To upload multiple documents at once to a library Resize the windows of the SharePoint site and the folder on the drive that has the documents so that both windows are visible. 6 P age

7 1. Select the library in SharePoint 2. Click in the folder which has the files to be uploaded and select all the files that you want to upload 3. Hold down the left mouse button and drag the files to the SharePoint library as indicated in the above screenshot. 3. To Open a Document 1. Select the library from the left navigation pane 2. Click on the filename and the document will open in the application it was created e.g. Word, Excel, Adobe Reader. Depending on the permissions you were granted you may make changes to the document or just read only. If changes are made to the document remember to click on the save icon in the application to save the changes. 4. To Delete a Document-You can only delete a file if you have the permission level for this 7 P age

8 Select the library the file is in, then select the file by clicking the icon in front of the filename and tapping the delete key on the keyboard. 5. Adding a Document Library A document library can only be added by the site administrator. 1. Click the Settings icon 2. Click Site Contents 3. Click Add an App 4. Click Document Library 5. Type in the Name for the Document Library and click Create 6. Click Home in the left navigation pane to return to the site. 6. Granting Permissions Only a site administrator may grant you permissions to a SharePoint site. When a new SharePoint site is created 3 default groups with permission levels as follows are created: Site Name Owner Full Control (Includes all permissions can create subsites, libraries, lists, setup of the homepage and grant permissions to the site) Site Name Members Edit (Allows users to upload and make changes to the documents) Site Name Visitors Read (Allows users to view items only) 8 P age

9 To grant permissions to the SharePoint site add the users to one of these groups as per the access you want to assign them. 7. Adding users to a SharePoint group 1. Click the settings icon 2. Click Site settings 3. Click Site permissions 4. Click on the relevant group as per the permission you want to grant the user 9 P age

10 5. Click New 6. Enter the users name or address and select the correct name from the list. 7. Click share. 8. To remove a user click on the SharePoint group that the user is a member of, then select the name 9. Click Actions 10 P age

11 10. Click Remove users 8. Searching for a Document If you do not know the library in which the document you require is in you may search for it by using the search dialog box on the top right of your site. Just type the filename or part of the name and enter, this will trigger a search through the entire site. 11 P age

12 If you know the library the document is in select the library and use the find a file dialog box type the filename or part of the name and enter. This will search within the selected library only. 12 P age