Microsoft SharePoint is provided by Information Services for staff in Aberystwyth University.

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1 USING SHAREPOINT E-Services and Communications, Information Services, Aberystwyth University OBJECTIVES By the end of this training course you will be able to: Access SharePoint Customise a document library Create a new document or folder Edit an existing document Upload files Manage versions and files Restore deleted files Share calendars and link to Outlook Create alerts SHAREPOINT OVERVIEW Microsoft SharePoint is provided by Information Services for staff in Aberystwyth University. SharePoint is a web-based system that offers collaboration and document management. Collaboration features include shared calendars, tasks, contacts and discussion boards. Document management features include versioning, backup, secure access and remote access to documents over the web, both in the office and at home. It integrates closely with Microsoft Office applications such as Outlook and Word. SharePoint also offers Web 2.0 collaborative technologies such as blogs and wikis. SharePoint can be used to: Store, share and collaborate on documents Share contacts, tasks and calendars Manage projects, teams and meetings Use blogs to share ideas and developments Use Wikis to gather information and collaborate Using SharePoint instead of your individual computer or a shared office drive gives you the following benefits: Files are automatically backed up. Files are stored in a secure place, yet accessible by others who also need to see them. If you turn on Versioning, old versions can be restored if needed. Information Services, Aberystwyth University Using SharePoint Page 1 of 28

2 If you enable Check Out, only one user at a time will be able to modify a document. You can send multiple users a link to the document in SharePoint, so that they can edit it without generating conflicting versions. If you enable Check Out and include the Check In Comments column, you can make useful annotations to versions of files (e.g. rough draft, still needs editing, final version sent out to students etc.). Files are accessible from any computer with an Internet connection, so you can easily work away from the office. Before you begin to add content to your SharePoint site, think about the best way to organise it so that users can find things easily. Give folders and individual documents meaningful names. Try not to create too many layers of nested folders and sub-folders. It is a good idea to plan it out on paper before you start uploading material onto the site. ACCESS SHAREPOINT Please note that SharePoint is designed to work with Internet Explorer. If you use another browser such as Firefox or Safari, some of the functionality will not be available to you. Therefore, we strongly recommend that you use Internet Explorer whenever you access SharePoint. Open Internet Explorer from the Start menu. Type in the address bar and press the Enter key. The login procedures are slightly different depending on how you are connected to the Internet. If you are logged onto a computer on the Staff domain, SharePoint will recognise your credentials. You will be taken directly into SharePoint. If you are using any other computer, such as a Public Service computer (PSV domain), you will be prompted to log in. SharePoint is only available for staff, not students, so you must log in through the Staff domain as below. Information Services, Aberystwyth University Using SharePoint Page 2 of 28

3 Type staff\<username> using your AU username and password as in the following example: staff\mhj Click the OK button. Please note that on Public Service computers you may need to go through this procedure twice. You should now see the SharePoint main page as follows. Notice your login details in the top righthand corner. Across the top of the screen, you will see tabs for the areas in SharePoint to which you have access. If there is an area that you expect to see but can t find, it may be that you haven t been given permissions to access it. If this is the case, please contact the administrator responsible for that particular area in SharePoint. DOCUMENT LIBRARY SharePoint allows you to create document libraries that can be shared amongst groups of people. The document libraries are structured like folders for storing files on your computer. The maximum file size for a single document is 50MB, but do be aware that a very slow internet connection can cause the file transfer to time out before a large file has fully uploaded. Each user on SharePoint has an area called My Site where you have full administrator privileges. This is a good area to use as a sandpit for trying out various features. To get started, follow these steps: Click My Site in the upper right-hand corner of the screen. Click Shared Documents in the panel on the left-hand side of the screen. Information Services, Aberystwyth University Using SharePoint Page 3 of 28

4 You are now in your shared document library. From this page, you have control over several features of the library via several tabs: New - create a new folder or Office document directly in SharePoint. Upload - upload a document into SharePoint from your computer. Actions - carry out advanced SharePoint actions such as creating alerts. Settings - modify the columns and other settings in the document library. There is also a Site Actions tab in the upper-right hand corner, which allows you to change settings such as user permissions for the entire site. Site Actions also allows you to create special items such as a calendar or a picture library. Click on the arrow to the right of each tab to see a menu of options. Information Services, Aberystwyth University Using SharePoint Page 4 of 28

5 New Upload Actions Settings Under the New tab you can: Create a new document. Add a new folder to the document library. Under the Upload tab you can: Upload a document to the document library. Upload multiple documents to the document library. Under the Actions tab you can: Edit in a datasheet that slows for bulk editing. Drag and drop files to the document library. Connect to Outlook, which allows for synchronisation of items and makes them available offline. Export to a spreadsheet application with analysing features. View an RSS feed. Received alerts when items change or new items are added. Under the Settings tab you can: Create a new column in your document library to store additional information about each item. Create a view to select columns, filters and other display settings. Manage document library settings such as permissions, versioning, check-out settings and more. Information Services, Aberystwyth University Using SharePoint Page 5 of 28

6 CUSTOMISE THE DOCUMENT LIBRARY Before working with files in your document library, you will need to customise the library to turn on the features and show the information you will need. The steps below show the procedures for the recommended configuration, which allows you to use the Check Out, Check-in Comments, and Versioning features of SharePoint. First, you will need to turn on versioning, and then add the desired columns to your document library view. TURN ON VERSIONING Click Settings and then Document Library Settings. Under General Settings, click Versioning Settings. Information Services, Aberystwyth University Using SharePoint Page 6 of 28

7 Tick the boxes to enable the type of versioning you wish. To use the Commenting and Check Out feature of SharePoint, tick Yes next to Require documents to be checked out before they can be edited. Click OK to save the new settings. The illustration below shows the configuration used by E-services and Communications in information Services. You may wish to modify it to suit your own needs. Information Services, Aberystwyth University Using SharePoint Page 7 of 28

8 ADD COLUMNS TO DOCUMENT LIBRARY VIEW Make sure you are still in the Document Library Settings page. Scroll down to the Views section of the Settings page and click All Documents. Tick the boxes to Display the columns you want to show in the document library. Click the OK button to save the new settings. The illustration below shows the columns used by E-services and Communications in Information Services. You can change the order in which columns are displayed by changing the number in the Position from Left column. Please note that if you are using the Check Out feature of SharePoint, it is essential to include the Checked Out To column. The Check In Comment column is also very useful, as this is where you can annotate your files. The instructions in the following sections are based on a document library with settings customised as above. Information Services, Aberystwyth University Using SharePoint Page 8 of 28

9 CREATE A NEW DOCUMENT OR FOLDER It is possible to create a completely new Word document directly in SharePoint and save it in the document library. Click on New and then click Document (or New Document). If you are presented with a warning message, press OK. It is just warning you that SharePoint is about to launch Word. If you are logged in from a PSV machine, you will need to enter your STAFF domain username and password again. Begin typing into your document in Word. To save the file into SharePoint, click File in Word and then Save. When you are presented with the dialog box, you will notice that rather than showing your computer s hard drive, it will show the document library. Enter a filename and click Save. Close Word. SharePoint will display a message that the file is still checked out to you. Information Services, Aberystwyth University Using SharePoint Page 9 of 28

10 To release the document for other people to edit, click on Check In. You will be asked to enter a comment for that version of the document. Comments are available for each version of the document you store. A suitable comment might be Initial draft. Enter a comment, and press OK. Note: In Word 2010 you can check in the document by clicking Check In on the yellow message bar at the top of the screen, or by clicking File and then clicking the large Check In button. Folders within a document library inherit the same settings as the library itself. If you have large groups of documents that require the same settings, including permission sets, it is good practice to store them in folders within a single library. That way you only need to change the document library settings once. If you want to use different settings or give different users permission to view groups of documents, then it is easiest to create a separate library. To create a new folder, click on New and then click New Folder. Type a name for the folder and then click OK. Click on the name of the folder to open it. You can then upload or create new documents in the folder. PICTURE LIBRARY A picture library is a special type of library that displays thumbnail images for pictures and allows you to view the images as a slide show. You can make subfolders within a picture library. To create a new picture library, you need to use the Site Actions button in the upper right-hand corner of the screen. Click Site Actions and then choose Create. Click Picture Library and then type in details into the dialogue box. Click Create to save your picture library. The library is ready for you to add pictures. Information Services, Aberystwyth University Using SharePoint Page 10 of 28

11 See the Upload Files section below for uploading instructions. To view the pictures as a slideshow: Click the Actions tab and choose View as Slide Show. Information Services, Aberystwyth University Using SharePoint Page 11 of 28

12 EDIT AN EXISTING DOCUMENT If Check Out has been enabled in the document library, you must check out the document in order to edit it. Checking out a document locks the document so that other people cannot edit it at the same time. You can see from the document library whether the document is checked out, and if so, who has checked it out. If you are using Internet Explorer, when you click on a document name, you will be prompted to check the document out before the file opens in Word. When you close the file, you will be prompted to check it back in. This is the most streamlined way to work with SharePoint. If you are using a browser other than Internet Explorer, you must check out the document manually first and then open the file. You must also check in the file manually when you have finished editing it. To open a document and check it out using Internet Explorer, just click on the document name. You will be prompted to either open a read-only copy or to check it out. Choose Check Out and Edit and then click OK. Your document will then open up in Microsoft Office (Word, Excel or other application, depending on the type of document). Information Services, Aberystwyth University Using SharePoint Page 12 of 28

13 To check out a document manually, hover the cursor to the right of the document name until you see the black arrow and then click on the arrow. The pop-up menu below will appear. Click Check Out. You can then open the document by clicking on the file name. If you are logged in from a PSV machine, again you will enter to your STAFF domain username and password. Make a change to your document and save it. Close Word. Make a Check In comment and then click OK. Note: If you are working on a lengthy document, you may wish to check it in periodically even while you continue to work on it. You can do this in Word 2010 by clicking the File tab and then the Check In button. If you tick the box next to Keep document checked out, you can continue working with it. Information Services, Aberystwyth University Using SharePoint Page 13 of 28

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15 UPLOAD FILES You can upload existing files either singly or in bulk. To re-organise a substantial SharePoint site, you can also use the Drag and Drop feature to move files from one folder to another. SINGLE FILE UPLOAD To upload a single file, go to the document library and click on the subfolder, if any, where you want to put the file. Click the Upload tab and choose Upload Document. Click the Browse button and select the file you wish to upload. Fill in details in the dialogue box, including a Check In comment if you wish, and then click OK. Information Services, Aberystwyth University Using SharePoint Page 15 of 28

16 MULTIPLE FILE UPLOAD To upload multiple files at once, follow this procedure. Click Upload and select Multiple Files. You will see a screen such as the one below. If you wish, you can drag files into the blue box to upload them. If you prefer to browse rather than drag, click Brown for files instead and locate the files on your computer. Select all the files you want. Click OK to begin the upload process. Note that if you have Check Out enabled, the files will be checked out to you. You must then check in each file in order for others to be able to see them. Therefore, if you are uploading many files at once, we recommend that you temporarily turn off Check Out in the Versioning settings, upload the files, and then turn Check Out on again after the upload. Information Services, Aberystwyth University Using SharePoint Page 16 of 28

17 DRAG AND DROP UPLOAD WITH EXPLORER VIEW SharePoint allows you to drag and drop documents directly into a folder using Explorer View. There are two points to keep in mind: This feature only works in Internet Explorer, not any other browser. As in the multiple file upload process, if you are transferring a large number of files, the process is faster if you temporarily turn off the Check Out feature in the Versioning settings. You can turn it back on after the transfer is complete. Otherwise, you will have to check in each document one at a time in order for other people to see them. You can access Explorer View either from the Actions tab (choose Open with Windows Explorer View) or from the View selection box in the upper right-hand corner of the screen (choose Explorer View). Actions tab View selection box Information Services, Aberystwyth University Using SharePoint Page 17 of 28

18 When you choose Explorer View, a new window will open where you can drag and drop documents as you would normally on your computer s drive. Keep the document library Explorer window open. Open a second window and navigate to the location of the documents you wish to upload, such as My Documents or the M: Drive. Arrange the two Explorer windows so that they are side-by-side. Drag the items you want from the second window into the document library window. When you have finished, close both of the Explorer windows and change back to the All Documents view if necessary. If you have temporarily turned off the Check Out feature in Versioning, turn it back on now. If you haven t turned off Check Out and it is enabled, you will have to check each document in separately. Information Services, Aberystwyth University Using SharePoint Page 18 of 28

19 MANAGE VERSIONS AND FILES If Versioning has been turned on, a new version is created every time a document is saved. Old versions remain available. You can view, delete and restore previous versions. To see the options for managing versions and files, go to the document library and click the black arrow next to the document name. Each option on the drop down menu is explained below: View Properties Shows you information about the document such as name, title, document type, version, when it was created, when it was last modified and by whom. Edit Properties Allows you to edit the name, title, document type and last modified date of a document. You must check out the document to do this. Manage Permissions - Allows you to share this document with other Aberystwyth University staff, regardless of whether they already have access to the folder or not. Edit in Microsoft Office Word Allows you to check out and edit the document. Delete Sends the document to the recycle bin. Send to Allows you to send a document to another location within SharePoint (it must be to another document library), to send a link via and to download a copy. Check Out Allows you to check out a document to edit. Version History Shows you the version history of the document (see above). Workflows Allows a sequence of conditions and actions to a document library; for example, s sent and tasks generated to individuals when a new document is added to the document library, or sending a document for approval. Alert Me Instructs SharePoint to send out alerts to you when a certain type action occurs, such as checking in a new version of a document. To delete a file from SharePoint: Click the black arrow to the right of the document and choose Delete. Click OK to confirm that you want to delete the file. To see the version history: Click the black arrow to the right of the document and choose Version History. Information Services, Aberystwyth University Using SharePoint Page 19 of 28

20 You will now see a list of the saved versions of the file, including the date saved, name of the person who modified it, and any Check In comments. To open a particular version, click the Modified date. The document will open in Word. In Word 2010, click Compare in the yellow bar to compare two versions. In Word 2010, click Restore to use this version as the current version. Information Services, Aberystwyth University Using SharePoint Page 20 of 28

21 RESTORE DELETED FILES Each SharePoint site has a Recycle Bin where deleted documents are held for 30 days, during which time you can restore them if needed. After 30 days, the files are automatically (and permanently) deleted from the Recycle Bin. The Recycle Bin is found at the bottom of the menu on the left-hand side of the screen. To restore a document that has been deleted fewer than 30 days previously: Click on the Recycle Bin. Tick the box next to the file you want to restore, and then click Restore Selection. Click OK. SHARE CALENDARS AND LINK TO OUTLOOK Shared calendars can be created to help manage resources that need to be shared such as rooms, equipment or other resources. Calendar entries include a title, location, start and end time, and a description. Events can be set to recur, for example every Monday afternoon. For example, the Information Services Qwizdom booking calendar is a SharePoint calendar. Information Services, Aberystwyth University Using SharePoint Page 21 of 28

22 To use SharePoint calendar, you must first create a calendar using the Site Actions tab, then you can add items using the New tab within the calendar. Click the arrow next to Site Actions and choose Create. In the Tracking column, click Calendar. You will be taken to the dialogue box below. Enter the desired information, and then click Create. Information Services, Aberystwyth University Using SharePoint Page 22 of 28

23 The calendar will now appear in the main menu for your SharePoint under Lists. To add an event, click on the name of the calendar. There are two ways to create a new calendar entry. Use either method below: o Click the New tab and select New Item, or o Click on the date in the calendar for which you want to create an entry. Add information to the dialogue box. Notice that there are boxes to tick to create an all-day activity or a repeating event. Click OK. Information Services, Aberystwyth University Using SharePoint Page 23 of 28

24 You can connect a SharePoint calendar to Outlook. From the SharePoint Calendar, click on Actions, and choose Connect to Outlook. You will see the dialogue box below. Click Allow. Information Services, Aberystwyth University Using SharePoint Page 24 of 28

25 CREATE ALERTS You can instruct SharePoint to send out messages to alert you when a certain action occurs, such as when new versions of documents are checked in. These alerts can be applied to any part of SharePoint, such as a document library, calendar, list or individual item. Go the place in SharePoint for which you want alerts. Click on the Actions tab and choose Alert Me. Complete the dialogue box as below and then click OK. Information Services, Aberystwyth University Using SharePoint Page 25 of 28

26 You will receive an notification to let you know that the alert has been set up. Information Services, Aberystwyth University Using SharePoint Page 26 of 28

27 FURTHER TIPS AND TRICKS Below are shortcut paths to accomplishing some additional common tasks. To give someone permission to view the entire site, click: o Site Actions / Site Settings / People and Groups / New / Add Users. o Enter the user name into the Users/Groups box and then click the Check Names icon to link to that person s record in SharePoint. o You have the option to send them a welcome with a link to the site. o Tick the boxes for the type of permission you wish to give, and then click OK. To give someone permission to view one particular file (but not the rest of the site): o Click the black arrow next to the file name and choose Manage Permissions. o Click New / Add Users. o Enter the user name into the Users/Groups box and then click the Check Names icon to link to that person s record in SharePoint. o You have the option to send them a welcome with a link to the site. o Tick the boxes for the type of permission you wish to give, and then click OK. To create an additional column in a document library for storing specific information: o Click Settings / Create Column. o Enter the title and other settings, and then click OK. To enter information into columns that you have created manually (as above): o Click on the arrow next to the document name and choose Edit Properties. o If prompted to check out the document, click OK to check it out. o Enter the information in the appropriate fields and then click OK. o If you have checked the document out, check it back in. o Please note that information can be stored for any existing column, even if that column isn t visible in the All Documents view. Information Services, Aberystwyth University Using SharePoint Page 27 of 28

28 To make an existing column visible or invisible in the All Documents view: o Click Settings / Document Library Settings / All Documents and either select or deselect the desired column. Removing a column from a view in this way does not delete the column or the information contained in it. You can always restore an existing column to a view. It is possible to delete a column entirely from the document library, but be aware that you will permanently lose any information stored in the column. To delete a column entirely: o Click Settings / Document Library Settings and then click the name of the column. o Click the Delete button. You will be prompted to confirm the deletion. FOR MORE INFORMATION If you have technical problems with SharePoint, please contact Information Services Customer Support at: is@aber.ac.uk Phone: To request additional training sessions, please is-alto@aber.ac.uk. E-learning Support Staff in Information Services has an ever-growing collection of web page bookmarks tagged with various key words in Delicious Our bookmarks relevant to SharePoint are found here For information about good practice in enhancing learning with technology, please see our Nexus website Information Services, Aberystwyth University Using SharePoint Page 28 of 28