SharePoint Guide for Reviewers In this guide, you will find: I. What to do with the SharePoint link II. How to view the files and folders in SharePoint III. How to clear your browser s history and cache IV. How to upload files to a chosen folder location in SharePoint V. A Help/Support section As of March 6, 2017 1
I. What to do when you receive the e-mail with a SharePoint link 1. You will receive an e-mail that will include a SharePoint link. Click the link to access the folder. The e-mail body will look similar to the image below: 2. A new browser window (or new tab) will appear prompting you to log in to SharePoint. (Note: If you were already logged in to SharePoint, clicking the link will prompt you to log in again.) As of March 6, 2017 2
3. Enter your email in the first field provided (no need to enter a password). 4. Click sign in. 5. Enter your network ID (abc123) and passphrase. 6. Click sign in. II. View Files and Folders Once logged in, you will be able to view the files and/or folders to which you have been given access. Click Follow next to the star symbol at the top right corner of the page to easily bookmark the site for future reference. 1. To open a folder, click on the folder name. To move up a folder (go back), click within the folder path at the top of the page. Avoid using the browser s back button. As of March 6, 2017 3
2. To open a file, click on the file name. 3. To open a Zip file: a. Click on the Zip file you want to open; b. Once a new window has opened on your screen, double-click the file you want to view. 4. IMPORTANT: Remember to treat any file as sensitive information that should not leave your computer or office. Delete any files from your computer when you have completed viewing them and clear your browser cache and history. For instructions on how to clear your browser history/cache, see page 6. 5. Sign out when you are done using SharePoint. The Sign out link is located at the top of the page on the far right. As of March 6, 2017 4
III. Clear Your Browser History/Cache For security reasons, it is strongly recommended that you clear your browser s cache and history after viewing any and all Faculty Review files. Select your preferred browser below and follow the instructions: Firefox browser (Mac or Windows) 1. On the menu bar, click on the Options menu and select Privacy. Click on Clear Recent History... (or Clear Private Data ) 2. From the Time range to clear drop-down menu, select the desired range (if available). To clear your entire cache, select Everything. 3. Check all options to clear. If you do not see options, click the Details drop-down arrow to display the items: As of March 6, 2017 5
4. Click Clear Now. The Clear Recent History window will close, and the data you have selected will be cleared. Safari browser 1. On the menu bar, click on the Safari menu and select Reset Safari As of March 6, 2017 6
2. From the menu, select the items you want to reset, and then click Reset. Internet Explorer browser (Windows 7) 1. From the Main menu, click Internet Options. Under the General tab, click Delete Browsing History on exit and click OK. As of March 6, 2017 7
Google Chrome 1. On the upper right, from the Tools menu, select More tools. 2. From the Under the Hood tab, click Clear browsing data 3. Select the items you want to clear (e.g., Clear browsing history, Clear download history, Cached images and files, Cookies and other site plugin data), and then click Clear browsing data. IV. Upload Files (for Department Chairs/College Deans only) 1. Navigate to the location (folder) in which you wish to upload a file. (Example: To upload a file within the Evaluations_Recommendations folder, click the Evaluations_Recommendations folder.) 2. Click Upload under the folder path/navigation bar. Note: If the Upload button is grey, you do not have permission to upload to this folder location. If you require Upload permissions, contact Sarah Soulek at (Sarah.Soulek@utsa.edu) or Andrea Trease at (Andrea.Trease@utsa.edu) to request access. 3. Click Browse to locate your file. 4. Select the file then click Open. Click OK to upload. You can also drag and drop a file from another location (desktop, I Drive, etc.) into a SharePoint folder. 5. If you make edits to a particular file, you can upload it again (without changing the file name). Upload the new file and click replace it when prompted to replace the previous version. V. Help / Support If you require assistance accessing the folder or help with SharePoint, you may contact the following: o OIT Support Services (formerly the OIT Help Desk) e-mail: oitconnect@utsa.edu phone: 210.458.5555 As of March 6, 2017 8