SCHOOL COLLABORATION SITES Reference Guide

Transcription

1 SCHOOL COLLABORATION SITES Reference Guide Information Technology Services

2 SCHOOL COLLABORATION SITES Reference Guide Information Technology Services SW 26 ST Miami, FL Phone Fax Rev /17/2008 ITS/MDCPS Page 2

3 TABLE OF CONTENTS Logging in to Your Department s Collaboration Site... 4 School Collaboration Site... 5 Setting Permissions... 6 Setting Permissions (Continued)... 7 Removing Users... 7 Designing a Page... 8 Uploading Documents... 9 Class Discussion Board Creating Additional Collaboration Sites Creating Additional Collaboration Sites (Continued) Modifying Web Parts Adding Web Parts Adding Web Parts (Continued) Creating a Picture or Video Library Uploading Pictures Uploading Pictures (Continued) Designing Your My Site Site Themes Changing the Site s Color Theme /17/2008 ITS/MDCPS Page 3

4 Logging in to Your Department s Collaboration Site 1. Click on the Employee Tab on the web site 2. Click on the Login to Portal Button 3. Type in your Username (Employee #) and P Synch Password 4. Once inside the Employee Portal, click on the Application/Sites Tab and then select your Collaboration Site 9/17/2008 ITS/MDCPS Page 4

5 School Collaboration Site By default, the HOME tab has set permissions. Anyone that is employed at your school s location has been added to your school s collaboration site. 9/17/2008 ITS/MDCPS Page 5

6 Setting Permissions The Principal at the location has Full Control of the site and is the only one able to give Full Control to someone else in order to allow that person to design the school s collaboration site. Adding Users 1. Click on Site Actions 2. Scroll down to Site Settings 3. Click on Advanced permissions 4. Click on the NEW button and 5. Fill in the required fields 5. Click on Add Users 9/17/2008 ITS/MDCPS Page 6

7 Setting Permissions (Continued) 6. Under Users/Groups, click on the Address Book icon. Employee numbers or names are needed to add individuals to a collaboration page. You may add more than one person at a time. 7. Select Give users permissions directly and assign the appropriate level of permission for these individuals 8. You may choose to send an e mail to these individuals and inform them of the school s collaboration site 9. Click OK Type Message Here Removing Users 1. Select the checkbox for the individual(s) you wish to remove permissions 2. Click on Actions and Select Remove Users Permissions 9/17/2008 ITS/MDCPS Page 7

8 Designing a Page 1. To add an Announcement, click on the link Add New Announcement. 2. Fill out the Title and Body of the Announcement 3. Choose an Expiration date if you wish to have the announcement expire after a certain date Click OK 9/17/2008 ITS/MDCPS Page 8

9 Uploading Documents Make files available to others by adding them to a document library. 1. Adding a New Document to the Instructional Staff Documents & Forms Web Part is as easy as clicking the Add New Document link 2. Click Browse to search for the document you wish to upload 3. Click OK 9/17/2008 ITS/MDCPS Page 9

10 Class Discussion Board Discussion boards provide forums for site participants to discuss topics with each other. 1. Click on the Add New Discussion link 2. Fill out the pop up window with information regarding the discussion 9/17/2008 ITS/MDCPS Page 10

11 Creating Additional Collaboration Sites When creating additional collaboration sites, you should be inside the site you wish to build them off of. For example, if you plan to make additional Instructional Collaboration sites for grade levels (1 st Grade Teachers), you must be in the Instruction Staff Tab before you proceed with the following directions. Apply these directions when creating additional Non Instructional Staff Sites, but remember to be in the Web Site first. 1. Click on the Site Actions tab and select Site Settings 2. Click on Sites and Workspaces 3. Click Create 9/17/2008 ITS/MDCPS Page 11

12 Creating Additional Collaboration Sites (Continued) 4. Fill out pop up window Give a title to the new Collaboration site Name the last part of the URL as mentioned in the directions on the left Under CUSTOM select the preset templates (choose school_inst OR school_ninst) Select Unique Permissions if you want to give permissions to the individuals that will need access to the new collaboration site Click on the radio button in which you would like the new site to display from Click on Yes if you would like the same top link bars as the parent site to show in the new collaboration site NOTE: It is defaulted to No How it looks in the Quick Launch How it looks in the tab 9/17/2008 ITS/MDCPS Page 12

13 Modifying Web Parts Web Parts may be personalized by changing their titles. 1. Click on the drop down arrow at the end of the Web Part you wish to modify 2. Click on Modify Shared Web Part NOTE: Notice that a box appears on the right; you are in Edit Mode for the Web Part you wish to modify (You may have to scroll to the right to see the box) 1. Click on Appearance to change the heading, width, or height of the Web Part 2. Click on Layout to change the layout or zone of the Web Part NOTE: To Exit out of Edit Mode, click on Exit Edit Mode in upper right corner 3. Click on Advanced for more features to modify Web Parts 9/17/2008 ITS/MDCPS Page 13

14 Adding Web Parts Web Parts may be added to a site. 1. Click on Site Actions 2. Click on Edit Page NOTE: You are in Edit Mode. 1. Click on any yellow Add a Web Part button 9/17/2008 ITS/MDCPS Page 14

15 Adding Web Parts (Continued) This is the Web Part Library. Each Web Part is different and has specific functions. Under each Web Part heading, there is a brief description of each Web Part and what it is best used for. 1. Click the box next to the Web Part you wish to add to your site 2. Click the Add button below to complete selection The New Web Part appears at the top of your screen To change the location of your new Web Part: 1. Place cursor over the heading of the Web Part so that a 4 arrow head appears NOTE: Remember to Exit Edit Mode (upper right) once finished modifying a Web Part. 2. Click and drag Web Part up or down. A green line appears for helping the placement of your new Web Part 9/17/2008 ITS/MDCPS Page 15

16 Creating a Picture or Video Library A Picture or Video Library is an optional feature that allows a place for storage of images. 1. Click on Site Actions 2. Click Create 3. Click on Picture Library 4. Name the Picture Library 5. Select whether you wish to have it displayed on the Quick Launch 6. Click Create to continue 9/17/2008 ITS/MDCPS Page 16

17 Uploading Pictures Once you have created a Picture Library, you may now Upload images or videos for viewers to enjoy. 1. Click on Upload 2. Select Upload Picture 3. Browse for the file you wish to Upload 4. Using the Browse window, search for the file and Click Open and then Click OK 9/17/2008 ITS/MDCPS Page 17

18 Uploading Pictures (Continued) 1. Title the Picture 2. Write a description if needed 3. Click OK when finished The picture will now display in your Picture Library. Upload videos the same way. 9/17/2008 ITS/MDCPS Page 18

19 Designing Your My Site What is My Site? My Site is a personal site that gives you a central location to manage and store your documents, content, links, and contacts. Design your My Site based on Web parts that you wish to have quick access to. Have Fun! NOTE: Remember, My Site is not visible to the public. You have a personal view of it. Site Themes If you have sufficient permissions to certain collaboration sites, you will be able to change the Look and Feel of the site. This includes changing the color of your My Site as well as the School s Collaboration Site. 9/17/2008 ITS/MDCPS Page 19

20 Changing the Site s Color Theme 1. Click on Site Actions 2. Click on Site Settings 3. Click on Site Theme 4. Choose a Theme from the pop up list 5. Click Apply Enjoy the new theme! 9/17/2008 ITS/MDCPS Page 20