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Microsoft Windows SharePoint Services Tip Sheet

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									               Microsoft Office System
               Tip Sheet


Windows SharePoint Services® (Onsite)
Microsoft Windows® SharePoint® Services, a component of Microsoft Windows
Server™ 2003, provides tools for information sharing and document collaboration. A
SharePoint site is a Web site that provides a central storage and collaboration space for
documents, information, and ideas. A SharePoint site is a tool for collaboration, just like
a telephone is a tool for communication, or a meeting is a tool for decision making. A
SharePoint site helps groups of people (whether work teams or social groups) share
information and work together. SharePoint sites are dynamic and interactive —
members of the site can contribute their own ideas and content as well as comment on
or contribute to other people's ideas. They don't have to use a complicated Web
publishing process before they can post a document or make an announcement

Tips & Tricks
Site Navigation
    1. Getting around in the site - The top link bar contains hyperlinks to special
       pages in your site that help you navigate within the site, customize and manage
       the site, or get Help using the site.
    2. Quick Launch bar - The Quick Launch bar contains hyperlinks to specific pages
       on your SharePoint site.
    3. Create Team Site – Creating a Windows SharePoint Services team site is quick
       and easy. Click Create in the WSS menu bar, provide a site Title, Description,
       and URL, and click the Create button at the bottom of the page. Select your site
       template and click OK

SharePoint Communications
   1. Announcements – To add a new announcement to your site, click “Add new
      announcement.” Fill out the form and click Save and Close.
   2. Links – To add a new link to your site, click “Add new link.” Fill out the form and
      click Save and Close.
   3. Discussions – To start a Web discussion with your team members, click
      General Discussion in the left navigation menu. Click New Discussion. Type your
      message and click Save and Close. To reply to a discussion, click the message
      title and select Reply.
   4. Surveys – To create a survey for your team, click Surveys in the left navigation
      menu. Click Create Survey. Name the survey and click Next. Enter the survey
      question and response choices. Click Next Question to add more questions to
      the survey. When you’re done, click Finish. Click Respond to the Survey to take
      the survey. Click Export Results to a Spreadsheet to view survey results in Excel.
   5. Events – To add a new event to your site, click “Add new event.” Fill out the form
      and click Save and Close.




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              Microsoft Office System
              Tip Sheet

   6. Connecting to Outlook – To view the site calendar, click the Events header on
      the home page. Click Calendar view. To link Calendar to Outlook, click Link to
      Outlook in toolbar.

Content Libraries
  7. Shared Documents – To upload documents to your site, click Shared
      Documents in the left navigation menu. Click Upload Document in the toolbar.
      Browse for the file you want to upload. Click Save and Close. To upload multiple
      files, click Upload Multiple Files instead of the Browse button.
  8. Content Approval – To control what documents are added to the library, modify
      settings and change general settings. Find content approval section and
      required content approval for submitted items.
  9. Check In/Out – Eliminate versioning headaches by reserving a shared document
      for yourself. Simply click the document drop down menu, select Check Out, and
      the document is reserved for editing by you. Make your changes to the document
      and check it back in—freeing up the document for others to edit.

Microsoft Office 2003® integration with SharePoint Services
   10. Shared Workspace Task Pane – When you open a shared document, you have
       access to the shared workspace task pane—an in-application view of your
       document workspace. All of the information in the document workspace is visible
       here—including workspace members, other documents on the site, links, and
       basic document information
   11. Versioning - Check to see who last made a change, click on the document and
       select history.
   12. Excel Lists – To publish an Excel list to a SharePoint site, click
       DataListPublish List in Excel. To synchronize changes, click
       DataListSynchronize List.
   13. Alerts – Alerts notify you in email when changes are made to a document or
       SharePoint site. You can setup and manage alerts in Outlook 2003 in the Rules
       and Alerts window. Click ToolsRules and Alerts.
   14. Picture Library – Upload pictures and images to your SharePoint site with the
       Picture Library. Click Pictures in the left navigation menu. Click Create Picture
       Library in the toolbar. Name the library and click Create. Upload images just like
       you would a set of documents.
   15. Shared Contacts – To manage shared contacts, click Contacts in the left
       navigation menu. Click Import Contacts in the toolbar to import contacts from the
       address book. Click New Item to create a new contact. Click Link to Outlook to
       view SharePoint contacts in the contact window of Outlook 2003.
   16. Team Calendar – To view the site calendar, click the Events header on the
       home page. Click Calendar view. To link Calendar to Outlook, click Link to
       Outlook in toolbar.




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              Microsoft Office System
              Tip Sheet

Meeting Workspaces
   17. Create Meeting Workspace – Meeting Workspaces are easy to create in
       Outlook 2003. In a meeting request, click Meeting Workspace. Select your
       template and site location and click Create. Before you send the request, click
       the site link and upload relevant meeting information.
   18. Customize Meeting Workspace – To customize your Meeting Workspace, click
       Modify This WorkspaceDesign This Page. Drag and drop page components
       where you want them. To add Web parts, click Modify This WorkspaceAdd
       Web Parts. Drag and drop new Web parts where you want them.
   19. Shared Attachments – In Outlook 2003, there are two ways to send
       attachments—regular attachments and shared attachments. Attach a file and
       select the Shared Attachment option to automatically turn a document into a
       Shared Document Workspace. A Shared Document Workspace automatically
       stores the latest version of the document in an accessible network location.
       Team members can “check it out”, “edit it,” and the online version is always
       current.
       .
Customizing SharePoint Site

   20. Customize Meeting Workspace – To customize your Meeting Workspace, click
       Site Settings, in the Customization section click apply a theme, choose a theme
       and apply it to the site.
   21. Changing Images – First add you image to the document libray, the site will
       have access to this image; go to shared documents and upload document, find
       your image and upload. Open the image in the browser, double-click; capture
       the URL in the address by copying it. Next you modify the design of your page to
       change the image, click Modify Shared Page, click modify Shared Web Parts and
       choose Site Image. Click the Site Image Link … browse, select the old link and
       paste in the copied new link to your image.
   22. Adding SharePoint Application sites – Click Create in the WSS menu bar,
       choose Sites and Workspaces, provide a site Title, Description, and URL, and
       click the Create button at the bottom of the page. Select your site application
       template and click OK.




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