2012 Natural Gas Conference Portland, Oregon September 24, 2012

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1 2012 Natural Gas Conference Portland, Oregon September 24, 2012

2 What is SharePoint? SharePoint is a website that is accessed through a web browser (Internet Explorer, FireFox, etc) and an internet connection with an assigned username/password. What is it used for? It is a collection of documents and information that can be used to share with many others. It is often called a collaboration tool. Collaborating as a group to achieve the same goal. It is a resource to help solve a task together as a group. Used to coordinate projects, calendars, schedules Discuss ideas and review documents or contracts Share information and keep in touch SharePoint sites are interactive which means members can contribute ideas.

3 What kinds of things can be put on SharePoint websites? Alerts Documents Surveys Discussions Pictures Calendars

4 How do I login to SharePoint? Go to the address bar in your browser and type: Prompt for login:

5 Username = your assigned username plus the domain! Password = your assigned password What do I mean by using the domain? Authentication can only be achieved by using the domain portion of your username when logging into the site. If no authentication occurs, the login box will keep re-appearing. Two different domains used USW Staff will use username@uswa-us.local Locals will use username@sharepoint.usw

6 SharePoint sites come with a default homepage and some other predefined areas for storing documents and information as well as navigational elements to get you around the site. Homepage: this is your starting point. You will see a quick launch bar, announcements, events and links.

7 What is a quick launch bar? Located on the left it contains hyperlinks to sections on the site; You may think of it as a navigational menu. When the administrator of the site adds a folder or section, it shows up on the left quick launch bar. Most will have READ access to the site; some will have READ/UPLOAD.

8 Announcements: place upcoming reminders here or important messages. I have created one announcement to the section telling users to click the links on the left to navigate the site. Events: communicate about meetings, deadlines, schedules, what s happening at the conference. If you have access to create items, you can create a new announcement; most of you will be READ status to view items only and will need to request an announcement be posted through Janet Hill.

9 Calendar Used to post upcoming events for all to view View calendar items by clicking the hyperlink to get the details.

10 Links Hyperlinks to favorite relative sites (added by Administrator or use with contribute access) Breadcrumbs A trail of where we have been; think of Hansel & Gretel they left breadcrumbs to find their way back.

11 Documents (these can be PDF, Word, PowerPoint, Excel) Arranged by folders and/or topics Folder arrangement done by the administrator of the site (Janet Hill) Document Libraries are used to store documents on a website rather than a computer hard drive to make them more easily accessible to others.

12 Contracts View and/or contribute documents In the Contracts folder, a list of PDF (Adobe Reader) documents is displayed. Click the name of the document to open and read it.

13 To download a copy of the contract, hover over the name and on the right side arrow click, choose Send To, Download a Copy. Once you click download a copy, you will be able to read the document and/or save it to your local computer.

14 You will need Acrobat Reader to view the PDF files. If you don t have the software, you can download from the Adobe Website at:

15 If you have permissions to upload documents to the SharePoint website, do the following: Open the folder you wish to place the document. On the menu, choose upload, upload document. In this case, you would open the shared documents folder and then the folder in that section to upload to.

16 Click browse to find the file on your computer Once you locate the file, click OK. You CANNOT delete files from the site; only upload them once. You CANNOT edit existing files from the site. If you feel you need other access that you do not have, contact Janet Hill.

17 So what happens when you try to upload a document that is already there and you try to replace it?

18 One of the most difficult chores in the document world is knowing when a document has been modified or changed. SharePoint solves this problem by providing alerts. Users can subscribe to receive notifications when a particular document has been changed. notifications will contain a link to the document that you can log in and view or download. How do we set up alerts?

19 On the document you wish to set up the alert, click the down arrow in the list and choose alert me. The dialog box opens for you to confirm some information. Click OK when finished.

20 A confirmation similar to the following will let you know that alerts for that particular document has been set up correctly. Each time a document changes, you will be notified of the change.

21 Calendar, Contacts & Tasks Calendars can be used to show important dates and details. Contacts can be used for names, , phone number resources. Tasks can be used to show progress of projects or items in their state of completion.

22 A sample discussion question has been added to the site to show an example of a discussion. Click on the question or subject I can view the replies to the subject in question.

23

24 A sample survey question Click respond to this survey to add your answer. Click the links for responses to see all responses.

25 This concludes the presentation on SharePoint.

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