SharePoint Helper For State Partners Purpose: This guide is intended to help guide State Partners through any HIIN SharePoint Online access issues and address any FAQs they may have. 1
TABLE OF CONTENTS The Process of Accessing HIIN s SharePoint Before Gaining Access 3 What are the key differences between the two SP sites? 3 How do I identify an Organizational Office 365 account? 3 What if my organization doesn t use Office 365? 3 I have identified my email account, now what? 3 SharePoint Invites 4 What does the SharePoint invite look like? 4 Accepting Your SharePoint Invite 5 Which selection should I choose to sign in? 5 Signing & Creating a Microsoft account 6 How do I sign in to Microsoft? 6 How do I create a Microsoft account? 6 Other Tasks Changing/ Resetting Your Password 7 How do I reset the password of my account? 7 Accessing My Reports and Documents How do I view My Report and Documents? 8 How do I upload a document from my computer? 8 How do I open and edit documents? 9 Is there another way to open documents? 9 How do I set an alert? 10 For any other issues, please contact the HIIN team 2
Before Gaining Access What are the key differences between the two SP sites? There are a few key difference between our new and old SharePoint that will affect the way you access our new environment: SP can only be accessed with two types of Microsoft email accounts Organizational Microsoft Office 365 Other Microsoft accounts (Outlook, Hotmail, OneDrive, AOL and other Microsoft services) There is a new URL for our State Partners SP site (Save as bookmark) https://ahausa.sharepoint.com/sites/aha_hret/hiin/statepartners/sitepage s/home.aspx How do I Identify an Organizational Office 365 Account? To identify if your email is associated with Office 365 contact your IT Help Desk with the following inquiry: A partner organization is moving to SharePoint Online and has inquired if we are actively using Office 365. Is my organizational account associated with Microsoft Office 365? What if my organization doesn t use Office 365? You can use an existing Microsoft Outlook email or create a new one. (These are free) I have identified my email account, now what? Simply contact HIIN Web Support and we will verify if your level of access. Once verified, we will send an invitation through SharePoint to your email. 3
SharePoint Invites This section will show you what an invite looks like and how to start the process of accepting an invite The invitation to our New SP State Partners site will arrive in your inbox (or junk) from the email address no-reply@sharepointonline.com, with the subject of (Last Name, First Name of sender) wants to share State Partners with you. It is important to note that each invite is unique to every email and an invite should only be accepted by whom it was sent to. What does the SharePoint invite look like? The body of your invite will look like the sample to the right. To start the process of accepting your invite: 1. Simply click the orange State Partners link. 2. After you click the link, you will be forwarded to the Welcome to SharePoint Online authentication page. 4
Accepting Your SharePoint Invite At this point, you still have not accepted your invite. After clicking the State Partners link in your email, you will be forwarded to the Welcome to SharePoint Online page. To accept your invitation, you must either sign in with your Microsoft email account, Organizational 365 account, or create a free Microsoft account. Which selection should I choose to sign in? a) If you have a Microsoft account and your Organization doesn t use 365, Choose Microsoft account b) If your organization is uses Office 365, Choose Organizational account c) If you do not have either listed above, choose Create a Microsoft account, it s quick and easy! a b c Screenshot 5
Signing & Creating a Microsoft account How do I sign in to Microsoft? When you choose to sign in with you previous Microsoft or Organizational 365 account (Choice A or B) that process is pretty straight-forward. A sign in dialog will pop up, and all you will have to do is sign in. After you sign in, you will be directed to the State Partners page. How do I create a Microsoft account? 1. Enter your desired email address, create a password and click Next 2. 3. You will be prompted to enter characters to prove you are a real person. Enter characters and click Next 4. Microsoft will send a verification code to your email address, and you must enter that code to complete account creation. Enter the verification code in the text box and click Next 5. Then you will be asked if your security information is accurate, Click Look s good! (You ll see the secondary email address your account is associated with) 6. Once you click looks good, you will be forwarded to HIIN s State Partners page 6
Changing/ Resetting Your Password With SharePoint Online, HIIN representative are not responsible for retting Microsoft passwords. The instructions below will help you reset your office 365 password, but there are a few things to note first. Note for Organizational 365 Accounts Most organizations that have implemented Office 365 uses your login and password globally. This means the same password you use to sign-in to your computer at work may be the same password you will use to sign into SharePoint and all other Microsoft online services (Mail, Calendar, OneDrive, Box etc.) If you have recently changed your password on your computer, this may also be your new password for SharePoint. Office 365 uses one password for all their services. If you still need a password reset please follow the instructions below. How do I reset the password of my account? 1. If you forgot the password for the Microsoft account that you associated with Office or 365, you can reset it at https://account.live.com/resetpassword.aspx 2. Follow the on screen prompts to reset your password. 7
Accessing My Reports and Documents How Do I view my Reports and Documents? You can find the My Reports and Documents section on the left side below the Announcements section. To view your documents, click your states folder. All your state documents should reside here. You should only be able to see the states folder that you are assigned to How do I upload a document from my computer? Click on the Upload link, (a add document window will open) Select your document, click ok Note: Adding a new document will open a new blank document in the browser. This may not be the option you ll want to choose. 8
How do I open and edit a document? Documents are very easy to open in SharePoint. In SharePoint Online, you can open documents in the browser or in a program on your computer. Click the document link. The document will open in the browser in preview mode. In the top right corner, you can choose to either edit in the program on you computer or eidt in Browser. Is there another way to open documents? Click on the ellipses and select Open the popup module Click on the ellipses, and select module ellipses to the right of Follow link in the popup module 9
How To Set Alerts Setting alerts in SharePoint Online is quick and easy. Alerts can be set to an individual document, folder, a document library, or even an entire page. To set alert on a single document or a folder 1. First, click in the area of a document library. (Not on a link or title) 2. On the top ribbon the Files a Library tab should appear. Choose the Files selection. 3. Highlight the item you want to set an alert for, click Share & Track > Alert Me > and choose Set alert on this document 10
4. Alert option menu will popup. Simply select the type of alerts you ll like to receive, and when you want to receive them. Then click OK (Most common selections will already be preselected) 11
To set an alert on a page 1. Click on Page in the top ribbon menu 2. Click Share & Track > Alert Me > and choose Set alert on this page 3. Alert option menu will popup. Simply select the type of alerts you ll like to receive, and when you want to receive them. Then click OK (Most common selections will already be preselected) 12