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					                               SharePoint
Team Site Owner’s User Guide

Table of Contents:
     ALL SITE MEMBERS AND OWNERS
    Introduction …(page 1)
    Logging in for the First Time …(page 1-2)
    Areas of the team site …(page 2)
    Navigating the team site …(page 3)
    Editing the team site …(page 3)
     o The Ribbon …(page 3)
     o Adding a Link …(page 3-4)
     o Adding Content to the team site …(page 4)
     o Creating an Announcement …(page 4)
     o Working with Shared MS Office Documents …(page 4-5)
    Connecting Lists and Libraries to MS Outlook …(page 6)
    Participating in a Discussion …(page 7)
    Managing Personal Alerts for your team site …(page 7)
    My Site set-up and overview …(page 8-10)

     TEAM SITE OWNERS ONLY
    Adding Site Users and Granting Them Specific Permissions …(page 11-12)
    Know Whether to Delete or Close Web Parts on SharePoint …(page 12-13)




Introduction:
With SharePoint, you can find out how easy it is for teams and individuals to create Web sites for
information sharing and document collaboration. SharePoint sites allow Valencia employees to work
together on documents, tasks, contacts, events, and other information. Unfortunately, at this time,
sharing outside of the Valencia network is not an option.

A "Team Site" has a number of very powerful built-in features including a shared calendar,
announcements, task list, contacts list, web links, document libraries, photo libraries, discussion groups,
and surveys. The beauty of this kind of site is that anyone who has access to the site can be given
permissions to post information and it is as easy as saving a file or completing a form on a web site. Any
team member with permissions and Internet access can post documents to the shared document
libraries. Anyone (with permissions) can participate in discussion groups and access the other shared
Team Site features. To get started with SharePoint, all you need is a Web Browser and Internet access.

A "My Site" is a Web space that provides each SharePoint member an environment to share information
about them as well as create a social center where other SharePoint members may connect to them.
This area is really the heart of the social world within SharePoint as from this page one can manage their
Professional Profile, Personal Site (Web space), Colleagues and even create a Blog.
To get started with SharePoint, all you need is a Web Browser and Internet access.


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Team Site Owner’s User Guide


Logging in for the First Time:
When you are invited to join a SharePoint Team site, you receive an e-mail invitation. The message
includes a link to the site, your user name, temporary password and another link to change your
password. To login to the site, follow these steps:
    1. Select and copy the password from the e-mail message.
    2. Click the link to the site. Your browser will launch and open a
    dialog box.
    3. Enter your Valencia Active Directory (AD) [a.k.a Atlas log-in]
    credentials [username and password] as you would when you
    log onto your work computer.
    4. Make sure the Remember My Password check box is not
    checked.



Continued…
The team site is accessible anywhere you have a browser and Internet connection. You’ll need to enter your
username and password when you access the site on a different computer (for example, a home computer). Do
not allow Windows to remember your password on a public computer or on your home computer if others use the
computer. Save the team site address in your Internet Explorer Favorites list. Choose Favorites  Add to
Favorites on the IE menu.


Areas of the team site:
A team site is a site with a document library, an announcements list, a calendar list, a links list, a tasks list, and a
team discussion board. The team site is a group of web pages composed of web parts, lists and libraries. Some of
these are displayed on the home page; others are displayed on other pages within the site. The left side Navigation
bar includes links to some of these items. A team site home page is described in the table and illustrated below.

 Team site page breakdown: (1) Header Area (2) Left Navigation Area (3) Page Content Area




Your team site administrator may add other parts to the site: for example: additional folders for shared
documents, focused discussions, lists for specific contacts or a separate list for urgent announcements.


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Team Site Owner’s User Guide
 The Header Area has the Ribbon features and stores the site title and location.
 The Left Navigation Area includes all of the site pages and site content such as Libraries, Lists and Discussions.
  Not all areas are listed so click on the Lists, Libraries or Discussions titles to see all the content within the site.
 The Page Content Area is where most of the viewable actions and editing will be done within the site.



Navigating the team site:
The Home link in the upper left corner of every page returns you to the home page of
the team site.    NAVIGATE UP icon – allows you to move up levels within the site
(with proper permissions).




Editing the Site (video How-To)
 The Ribbon:
Within the Ribbon there are multiple options. The Ribbon is where much of the editing features are housed as
well as numerous options to add content and manage the overall team site. This is very similar to suing Microsoft
Word as far as ease of editing pages.
    Click EDIT icon

The ribbon will then appear.




 Format Text: Similar to MS Word, this is how one formats page text as well as other types of mark-up options.




 Page: One will find permissions, email alerts and other types of page options.
END USER (Contributers): Each team site user is responsible for ensuring they are notified about site content.
(see Creating Personal Alerts for Your Team Site below).


Adding a Link:
Open the Editing Tools tab and select Insert. This is where one is able to add multiple elements such as links,
images and tables (repeat this step as needed similar to each content option – picture, table, file upload, etc…).




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 Place your cursor in the area where you would like the link (or item of choice). Click on Link option.

For links, navigate to the page, type in the text to           Next: Customize your link by giving it a Description and
display, then copy the link from the Address bar and           deciding if it should open in a new browser window
paste it into the Address box.                                 (open in new tab).




Adding Content to the team site:
To add an Announcement, Event or Link, click the All Site Content link at the bottom
of the list. A new page will display all the lists and libraries that your site has. Click on

an item and another page will offer an “Add new” option                      . Click this link
and follow the pop-up instructions.


Creating an Announcement:
Click on Announcements from Left Navigation or All Site Content. Click on                                    link.
Create title, body and set an expiration date. Click Save.


Working with Shared MS Office Documents:
Your team site provides a single source for important documents. When you e-mail a document to team members,
each team member has a separate version of the document. But when you post a document on the team site,
there’s only one “master” document that all team members can access.
Opening/Editing a Shared Document in MS Office
To open a shared document, click the Shared Documents link on the Left Navigation Area to open the Shared
Documents folder. To review the document, click the document’s icon or link to open it in the appropriate
application. If you’re going to edit a document, you should first check it out so that other team members know you
are editing it.

Checking a Document Out


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Click the down arrow at the right end of the document name and choose Check Out. Then click on the file link.




Then click on the document link. A safely checked out document icon looks like this:



A message will inform you about awareness of harmful files. Click OK.




Checking a Document In
Edit the document and when finished, save and close
Microsoft Word. Once you close the program an alert
message will ask if you want to check the document
back in. Click Yes.


A final check in Message will ask you to input a version
message. It is recommended to add something
meaningful about the change that was made so
versions may be tracked chronologically. Click OK.

Refresh the browser and the file will be checked in.




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Connecting Lists and Libraries to Microsoft Outlook:
When you click on the Calendar link the Calendar Tools Tab will appear at the top. Next, click on the Calendar Tab
 (in RED). When the ribbon opens up, select “Connect to Outlook” (in GREEN)and the pop-up window will “Allow”
you to connect.




Click YES with the following pop-up window.




Things should then synch automatically.




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Participating in a Discussion:
Discussions are bulletin boards that support simultaneous conversations. Each conversation is called a thread. To
start or join a discussion, click the link for the discussion in the Discussions area of the Left Navigation Area.
Each Subject listed is a separate thread. In the Replies column, you can see how many people have replied in each
discussion. To begin a new discussion, click the                          link. Plase the dicussion title in the Subject
field and then type the dicussion text within the Body field. Click Save when finished. Once a dicussion is created,

click on the dicussion title to view. Click the             link to the far right to add to the discussion.


Managing Personal Alerts for your team site:
When you post documents and items on the team site, you don’t need to send other users a separate e-mail telling
them about the new posting. Each user sets alerts for lists and documents that they want to stay informed about.
When there’s a new (or changed) posting, the team site sends the user an e-mail informing them about the new
content. If, for example, you want to be notified whenever there’s a new announcement, you set an alert in the
Announcement folder. Alerts can be set for folders, lists, and individual items and documents; you can choose to
be notified about changes in a document, or changes to any document in a specific library.

To manage any and all
alerts, click on Page and
then select Alert Me.




Then select                                       . Then select             . A new screen will appear offering all of
your site lists and libraries. Select a list or document library that you want to keep track of.

Select one and click NEXT (in this case we will select        You will now view a page with various alert options.
Calendar).                                                    Select the ones that best fit your needs.
                                                              NOTE: With “Send Alerts To” – leave the default
                                                              LOCALVALENCIA\userEmail; as this is predefined. After
                                                              creating an alert, you'll receive notification of changes.
                                                              Then click OK.




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Team Site Owner’s User Guide

My Site set-up and overview:
A "My Site" is a Web space that provides each SharePoint member an environment to share information about
one’s self as well as create a social center where other SharePoint members may connect to them. This area is
really the heart of the social world within SharePoint as from this page one can manage their Professional Profile,
Personal Site (Web space), Colleagues and even create a Blog.

In order to set up your My Site Web space, click on the LOCALVALENCIA\username link that is located in the upper
right site of the Web page.




The select the “My Site – Open your personal homepage” option in the menu drop-down. Once this happens,
SharePoint creates your new Web space on the fly so it may take several moments for the area to be created.
NOTE: There are other options related to the My Site area that are located within this drop-down but your My Site
space must be created first before these options become functional.




Once your My Site is created, you will then be taken to your new Web space. This is where the exploration begins!




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We recommend that you begin by creating your Professional Profile.




The Home link in the upper left corner of every page returns you to the home page of the team site.
NAVIGATE UP icon – allows you to move up levels within the site (with proper permissions).

Once your profile has been created you can create your Personal Site. To do this click the “My Content” tab at the
top of the browser page. Again, this will be created on the fly so it may take a few moments.




Then…


                       Select the “All Site Content” link on the left hand navigation to see what the site includes.



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Team Site Owner’s User Guide


The “Page” feature allows you to customize your site area. When you select “Edit Page” the page then opens up
areas where “Web Parts” may be added. Web Parts are modular widgets. These widget-controls enable end users
to modify the content, appearance, and behavior of Web pages directly from a browser.




When you click on                   in any of the area zones, the Web Parts options list opens up.
NOTE: Web Parts can be tricky to use and if used improperly, a site could become currupt and break so research the
particular Web Parts thouroughly and selct only the ones that would benefit your needs.




When selecting a Web Part, click on the one that is needed and choose the zone where the Web Part should
reside.




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Team Site Owner’s User Guide

Site Owner Information:
Permissions (video How-To)
Adding Site Users and granting them specific permissions:
Site members may be added individually or by way of being
added to a group. We recommend site owners to add
members to a group. A site Owner may also delegate full
control access to a trusted advisor or team administrator. To
do this, send a web request [ click here ] to the OIT Web and
Portal team and they will set this up.

When a site is created there will be default groups that are
already created by SharePoint. We will keep the Members
and Owners (and in some case Visitors depending upon the
site owners request). Delete the rest of the permission levels
as they are not needed and may be confusing to the site
owner. This will also help future Administrators and Site
Owners know where to find particular users within a site.

 Click on SITE ACTIONS  Then select Site Permissions (this
is where access permissions are given).




 Decide which permissions group access to grant a new member and select that link.
You will be taken to that member pool screen. Click NEW  Add Users   .




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Team Site Owner’s User Guide




                                                            Enter the Active Directory Username (in this case –
                                                            their first part of their email address – click the Person-
                                                            Check icon and SharePoint will identify them. You may
                                                            also type in the person’s full name and click the Person-
                                                            Check icon. Finally, you may click the Directory-Book
                                                            icon and look up and AD User.

                                                            In the Users/Groups box and select the appropriate
                                                            permission level from the Grant Permission drop down
                                                            field.

                                                            An email will be sent to the user and they are now set
                                                            up on SharePoint and can login using the credentials
                                                            you just set.


Know Whether to Delete or Close Web Parts on SharePoint:
There are two options for removing Web parts from a page: close and delete. While the two have similar effects,
they are different and it is important that you understand how to use them appropriately. Deleting a Web part
deletes the Web part from the page permanently. You can add the same Web part back to the page, but you will
need to redo all the customization and configuration of the deleted Web part. (There is no Recycle Bin capability
for Web part customizations.)

To delete a Web part, do the following:
1. Open the page where the Web part is located.
2. Select Edit Page from the Site Actions drop-down menu.
3. Click the Web part to be deleted.
4. Click the Web Part Tools tab on the Ribbon.
5. Click the Delete Button, and then click OK in the warning dialog.

Closing a Web part, on the other hand, preserves the Web part’s configuration and customization by moving the
Web part to the Closed Web Parts gallery. The Web part can be returned to the page from the Closed Web Parts
gallery with all of its configuration and customizations intact.

Note that in SharePoint , a closed Web part no longer consumes the same system resources as open Web parts.



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Team Site Owner’s User Guide

To close a Web part, do the following:
1. Open the page where the Web part is located.
2. Click the Web part.
3. Select Close from the Web part’s shortcut menu.
Closed Web parts can be returned to the page by going through the process to add a Web part, and then selecting
a Web part from the Closed Web Parts category. A quick way to see a list of all closed Web parts on the page is to
use the Web Parts Maintenance page.

The Web Parts Maintenance page can be opened by appending ?contents=1 to any page that contains Web parts.

As an alternative, many Web parts can also be exported, preserving their customizations without requiring them to
be maintained in the gallery.




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