Brevard Public Schools 2700 Judge Fran Jamieson Way Viera, FL 32940 321.633.1000 SharePoint Instruction Guide Educational Technology-Web Services Team 2010
TABLE OF CONTENTS Sign in/log in 3 Calendar 4 Announcements 5 Content Editor 6 Document Library 8 Link Library 10 Navigation 12 Other Features 14 Web Services Team Contact 14 2
SIGN IN/LOG IN To make manage your SharePoint site, you will want to verify with the Web Services Team that you have proper permissions to make additions, revisions and deletions. Ownership Permissions allows users Full Control of the site. Membership Permissions allows users to Contribute (view, add, update and delete) to the site. Visitors to the site can Read the content on the site only. To add, update, manage or delete information on your site, you must sign in (log on to the site. Please follow these steps to sign in to SharePoint: Click Sign in, in the upper right hand corner of the browser window if your name does not already appear. If you are using a district computer, your name will automatically appear when you click on the link. However, if you are using a computer outside of the district you will be prompted to log in, as shown in the image to the left. To properly log in, brevardschools\ must be included in the username. Ex: brevardschools\lastname.firstname Password is your normal password that you use to log in to your district computer each day. 3
CALENDAR LOG IN TO ADMINISTER THE CALENDAR ADD AN ITEM Click Sign in, in the upper right hand corner of the browser window if your name does not already appear. It should automatically log you in and say Welcome (your name). Sign in by following directions above. Click on the day you want the item to appear (click by the number your cursor will change to a hand) The day view will appear with the times shown. Click on a time to get the edit window to appear. (you can choose any time you will have the option to change it) Type in required fields. Please note these optional fields: o All Day Event option o Repeating Event option o Enter a contact email o Attach File located in the upper left corner o A spell checker next to the Attach File option. Click OK. It will go back to the screen for you to click another time and add another event. If you are done adding events for this day, click the Month option in the upper right corner of the page. You will then be able to see your event on the calendar. EDIT AN EXISTING EVENT Sign in by following directions above. Click on the item you wish to edit. Click the Edit Item option at the top. Edit the item and click OK. DELETE AN EVENT Sign in by following directions above. Click on the item you wish to delete. Click the Delete Item option at the top. Confirm the delete. 4
ANNOUCEMENTS LOG IN TO SHAREPOINT SITE: Click Sign in, in the upper right hand corner of the browser window if your name does not already appear. It should automatically log you in and say Welcome (your name). ADD AN ANNOUCEMENT: Ensure you are logged onto the site as described above. Click on Add new announcement link. Title Field: Enter Title of Announcement. Body: Type in Description or text of the announcement. Expires: Select a date that the announcement should be removed, if applicable. This will automatically remove the announcement for you on the designated date. By clicking on the Attach file at the top, a document can be uploaded for viewers to open. (Example: flyer for an event) Click OK button. EDIT AN ANNOUNCEMENT: Sign in by following directions above. Click on the announcement you wish to edit. Click the Edit Item option at the top. Edit the item and click OK. DELETE AN ANNOUCEMENT: Sign in by following directions above. Click on the announcement you wish to delete. Click the Delete Item option at the top. Confirm the delete. 5
CONTENT EDITOR LOG IN TO SHAREPOINT SITE: Click Sign in, in the upper right hand corner of the browser window if your name does not already appear. It should automatically log you in and say Welcome (your name). ADD-EDIT -DELETE CONTENT: From the Home page, select the Site Actions tab located at the top right of the page. Select Edit Page from drop down menu. This will open the Edit Mode of the page which will allow you to edit the various web parts. Click on the Edit button for the area you wish to add/modify. Select Modify Shared Web Part from drop down menu. 6
Click on Rich Text Editor button to modify the text. The Content Editor box will open with formatting tools. Add, Modify or delete text. You can also insert hyperlinks and images. Click OK button when finished. Click Apply and then OK to exit the Content Editor.. Click Exit Edit Mode. 7
DOCUMENT LIBRARY LOG IN TO SHAREPOINT SITE: Click Sign in, in the upper right hand corner of the browser window if your name does not already appear. It should automatically log you in and say Welcome (your name). ADD A DOCUMENT FULL TOOLBAR Click on link to area to add document. Select Upload button from toolbar. If you are adding a single file, choose Upload Document from the menu. If you are adding more than one document, select Upload Multiple Document. Click on the Browse button to locate the file to upload. This is very similar to attaching a file to an e-mail. When you locate the file to upload, select the OK button. The file(s) should begin to upload the document onto the site. ADD A DOCUMENT SUMMARY TOOLBAR To add a document using the summary toolbar (see example on left). Select Add new document. Click on the Browse button to locate the file to upload, and then click on OK button. 8
EDIT/DELETE A DOCUMENT: To edit or delete a file in the document library, hover over the Name of the document. A drop down arrow should appear with the following options: View Prop. Manage Perm. Send to Workflows Edit Prop. Delete Checkout Alert Me EXAMPLES: Example: Selecting Edit from Menu. Example: Selecting Delete from Menu. Example: Selecting Send to->download Copy. 9
LINK LIBRARY LOG IN TO SHAREPOINT SITE: Click Sign in, in the upper right hand corner of the browser window if your name does not already appear. It should automatically log you in and say Welcome (your name). ADD A LINK FULL TOOLBAR Click on link to area to add NEW URL (link). Select New button from toolbar. A menu will appear, select New. URL Field: Enter URL of the site. Description: Title of link. Notes: Enter information/notes about the link. When finished, click on the OK button. ADD A LINK SUMMARY TOOLBAR To add link using the summary toolbar (see example on left). Select Add new link. Enter the URL of the link as described above. 10
EDIT/DELETE A DOCUMENT: To edit/delete links in the library, click on the title above the listing. In this example, the title is Links. When you click on this link, you will be directed to a link library with a full toolbar. Hover over the URL of the link. A drop down arrow should appear with the following options: View Item Manage Perm. Alert Me Edit Item Delete Item EXAMPLES Example: Selecting Edit from Menu. Example: Selecting Delete from Menu. 11
NAVIGATION LOG IN TO SHAREPOINT SITE: Click Sign in, in the upper right hand corner of the browser window if your name does not already appear. It should automatically log you in and say Welcome (your name). ADD A LINK TO NAVIGATION From the Site Actions tab, click on Site Settings. Under the section titled Look and Feel, click on the Navigation link. Scroll to Navigation Editing and Sorting. You will see a window similar to the image on the left. Global Navigation is the navigational tabs located at the top of the SharePoint site. In this example there are no tabs (with exception of the home page of the site. Current Navigation is the navigation links found on the left hand side of the site. In this site there are quite a few links on the left navigation. 12
Select Add Heading or Add Link. The Add Heading selection is a bold text link. (Example: Board or Scholarships as shown in the image. The Add Link selection is bulleted item font. (Example: Board Documents or Agendas and Minutes. Enter the following information: Title: Name of the link URL: Website site address Click the check box if you want the link to open in new window. Description: Information/notes about the link. Click OK. To change the order of the link on the left navigation: Click on the link title, and then click Move Up or Move Down. Use these buttons to place the link in the desired order EDIT/DELETE A LINK: To edit a Heading or Link, click on the link to edit, then select the Edit button. Make the necessary revision and click OK when finished. To delete a Heading or Link, click on the link to delete, then select the Delete button. Click OK to confirm deletion. 13
OTHER FEATURES SharePoint includes other features that you may wish to incorporate in your site: Wiki Library: Provides a low-maintenance way to record knowledge. Information that is usually traded in e-mail messages, gleaned from hallway conversations, or written on paper can instead be recorded in a wiki library, in context with similar knowledge. Other example uses of wiki libraries include brainstorming ideas, collaborating on designs, creating an instruction guide, gathering data from the field, tracking call center knowledge, and building an encyclopedia of knowledge. Picture Library: Use this library to share pictures. Picture libraries have special features for managing and displaying pictures, such as thumbnails, download options and a slideshow. Discussion Board: Allow for managing discussion threads. We recommend that this is used for internal team discussion only. This can also be used for displaying Frequently Asked Questions and Answers to viewers of the site. Survey Tool: This feature allows you to quickly create questions and define how users specify their answers. Export information collected to Excel. WEB SERVICES CONTACT: If you have any questions or you would like to add additional features to your SharePoint site, please contact Educational Technology, Web Services Team. Andrea Young, Sr. Systems Analyst 321.633.1000, ext. 774 Tami Yntema. Systems Analyst 321.633.1000, ext. 798 Tracey Moxley-Baker, Business Analyst 321.633.1000, ext. 708 14