1 Council of Europe SHAREPOINT COLLABORATIVE WORKSPACE USER GUIDE
2 Contents 1. Presentation of SharePoint Logging on Lists Displaying a list Navigating in a list Using the forum Create a new discussion Replying to, viewing, editing or deleting a post Using a document library Adding or deleting a document Using a calendar Connected functions Check-out Version History Approval Managing alerts Activating general alerts Setting up specific alerts Within a discussion board Within a document library Managing alerts Workspaces /33
3 1. Presentation of SharePoint SharePoint is a collaboration tool which serves as an easy means of sharing documents and data between a large number of users. SharePoint provides: a collaborative work service based on a website: SharePoint users can create specialised sites to share information, create and store documents, organise meetings and enable the members of a team to work together on the same project via a web browser. a document storage system: one of the basic principles of SharePoint is document storage, which simplifies the document sharing process. SharePoint stores documents in libraries. A library can be used to store one or more documents. Users can add more documents to libraries and other users with the appropriate rights can consult them via their web browser and also collaborate by modifying the documents. 3/33
4 1.1. Logging on To access a ://cwsm.coe.int/team21/dm.coe.int/team21/dm_exec workspace you need to sign in with your user name (e-ma mail address). By ticking the "sign me in automatically" box you will install a cookie enabling you to log on during the 8 hours following your authentication without having to type in your identifiers again. A workspace is accessed automatically via the KEY account (integrated authentication). Depending on the parametering of your browser you may be asked to identify yourself, in which case you must use your KEY\... account name and your usual password. 4/33
5 A welcome page will then be displayed along the lines of the one below. Quick Launch Web Parts Search Administration Webparts are SharePoint elements (or blocks) that can be customised and are visible on your site's welcome page. Using webparts, you can directly display certain lists on your welcome page. 5/33
6 2. Lists SharePoint stores all its information in the form of lists. They all work on the same principle but may take different forms. A list is a set of elements, for storing various information. These are some of the most commonly used lists : lists of contacts (for storing names, addresses, telephone numbers etc) lists of tasks (type of task, description, percentage progress, deadline etc) lists of announcements (message with expiry date) lists of events (type of event, place, start date, end date etc) customisable lists, where the user (with adequate rights) creates a new list and determines which information is to be shown. You can view all the lists to which you have access on the welcome page: in the quick launch bar and also in the Webparts section. Lists Lists displayed in Web Parts 6/33
7 2.1. Displaying a list There are two ways of displaying the contents of a list and the different items making it up: - If the list is shown on the welcome page in the web parts section, you will see a specific view of the list. To see the list in its standard display, or change the view, click on the name of the list. - If the list is shown in the quick launch bar on the left, simply click on the link. Example: the screenshot below shows the two methods of accessing the "Calendar " list: When you click on a list, a new page is displayed, showing all the list items. 7/33
8 Here you can see that all the columns are shown. 8/33
9 2.2. Navigating in a list Views is a key operating principle of SharePoint. Views can help you classify and manage information and documents far more effectively, while keeping things flexible. The same document, or the same information, may be displayed in several different ways without any redundancy. View The different displays are available for each list. When you click on a list, the "All Documents" display is activated by default, and all the list items are displayed, in no particular order. 9/33
10 2.3. Using the forum Create a new discussion To create a new discussion, click on "New Discussion " in the main page of the team discussion. Then type the subject of the discussion and a text describing the content of the discussion, and save using the "OK" button. 10/33
11 Replying to, viewing, editing or deleting a post You can access these functionalities by clicking on the discussion subject, which will open this discussion. You can reply immediately by clicking on "Reply ". You can access the other functions by clicking on "View Properties". This will take you to a screen where you can reply, view, edit or delete a post. 11/33
12 2.4. Using a document library Adding or deleting a document To publish a document, you must first choose which Document Library the document is to be deposited in. Once you have opened the list concerned, there are two possible scenarios: You want to create a new document Your document already exists 12/33
13 New document Existing document 13/33
14 If you create a document (by clicking on "New ew", the document template corresponding to the list type will be opened, allowing you to edit your document in the normal way. When you click on the save button (for example in Word), you will be asked to type in the document name of your choice. You can see here that the "Save As " window is slightly unusual: the blue band means that you are about to record a document in SharePoint. Then validate. If you wish to add an existing document (by clicking on "Upload"), a page appears, prompting you to type in the access path for your document. You can click on "Browse Browse" to access the Look in My computer window. Select the file, then validate the two windows (Open then OK). The document is now present on the collaborative workspace and visible in the list: 14/33
15 Document editing Document deletion To consult a document (without being able to modify it), simply click on its name. To modify a document, you must click on "Edit in Microsoft Office " of the context menu (and not on its name). To delete a document, simply click on "Delete " 15/33
16 2.5. Using a calendar When a list is displayed, click on "New Item" to add a new item. The example below shows a calendar list. The screen for adding a new item will be as follows: Validation 16/33
17 You will then be asked to provide all the information relating to an event (Title, start date, end date, description, place and frequency). In addition to the event title and the description you can enter a start date and end date. You can make it a repeating event by ticking the "Recurrence Recurrence" box (daily, weekly, monthly, yearly). The last option on the new item screen enables you to create a Meeting Workspace for it. Workspaces will be described in the section of that name below. Note: The fields marked with * are obligatory. Once you have filled in all the fields, validate by clicking on the "OK " button. 17/33
18 Event added Context menu The new event has been added to the list. If you click on the title of the event, the full data for the event will be shown, but clicking on (to the right of the title) opens up a context menu, enabling you to view the event, modify it, delete it and also receive notifications when this item is modified. 18/33
19 2.6. Connected functions Check-out When someone is editing a document, it is crucial that no one else modifies it at the same time. If that happened, the last person to save their document would overwrite the other person's work, and those data would be lost. Using the "Check Out " function overcomes this problem. When you are planning to modify a document, click on "Check Out " in the context menu of the document concerned. You are now the only person with rights to write in this file. If someone was to open the document while you were editing it, they could consult it but not save any changes they made. 19/33
20 Once you have finished editing the document, you must select "Check In" to restore it to its normal state. Note: You are strongly advised to use this option. Indeed, this function is indispensable for lengthy document modifications. 20/33
21 Version History This option enables you to save all the successive versions of documents and allows you to restore the document as it was on a previous date. To backtrack to a previous version of a document, click on menu of the file concerned. "Version History " of the context 21/33
22 A list of the different versions is displayed. To display the content of each version, simply click on its date and a read-only version of the file will be opened. If you wish to restore a previous version, select "Restore Restore" in the context menu of the desired version. 22/33
23 Approval This option makes it possible to control the input of information. If approval is activated for a list, the user can submit information and then view it in "My Submissions". They will be able to see the approval status together with any comments made by the approver. 23/33
24 3. Managing alerts The alerts system enables you to receive notification whenever the workspace content is modified. The alerts must be set up by the person who wants to be notified Activating general alerts To set up alerts, click on "Alert Me" (in the "actions actions" menu). The "Alert Me" option is available when you are in a document library, a discussion board or a list. 24/33
25 Your address is shown in the "Send Alerts to" field, and other users can be added Indicate the type of modification and the alert frequency, then validate by clicking on the "OK" button. NB: the "Send Alerts for these Changes" menu enables you to filter the alerts, so that you are not alerted to your own changes to a document, for example, or to restrict alerts to changes to documents you have created. 25/33
26 3.2. Setting up specific alerts Within a discussion board An alert may be made specific to a discussion or a particular post. To make it specific to a discussion, place the cursor on the desired discussion subject and click on "Alert Me" in the drop-down menu (see below) To make it specific to a post: click on "View Properties": 26/33
27 and then on "Alert Me" 27/33
28 Then choose the filter, the desired frequency and validate the alert with the "OK" button. 28/33
29 Within a document library 29/33
30 Then choose the filter, the desired frequency and validate the alert with the "OK" button. 30/33
31 3.3. Managing alerts To view all your alerts, click on the "view my existing alerts on this site" link at the top of the alert creation page. A summary of the alerts set up on the site is shown in the example below. To delete an alert, tick the corresponding box and click on "Delete Selected Alerts ts". 31/33
32 4. Workspaces The meeting workspace is linked to one or more meetings, enabling the players to gather the documents, agendas and tasks relating to the meeting(s). The workspace looks very much like a standard teamworking site: Information on the event Page tabs Web parts You can see that the information for the event linked to this workspace is displayed, and a set of lists (in the form of web parts) has been added automatically. This workspace functions in the same way as the root SharePoint site, with the sole difference that it has no welcome page. 32/33
33 The workspace may be linked to several events. The different events are displayed on the screen by their respective date: Different meetings You can switch between meetings by clicking on the relevant date. 33/33
Microsoft Windows SharePoint SharePoint Basics Introduction What is Microsoft SharePoint? SharePoint is a tool to connect people and information. It provides a central site for sharing information with
Last Revised: 2/16/2010 Microsoft Office SharePoint 2007 User Guide Table of Contents OVERVIEW...3 Accessing SharePoint Site...4 Document Library...5 Viewing a File...5 Uploading File(s)...8 Check Document
SharePoint 2007 Get started User Guide Team Sites Contents 1. Overview... 2 1.1 What is SharePoint?... 2 1.2 What is a SharePoint Team Site?... 2 1.3 SharePoint user permissions... 2 2. Team Site features...
2004 IAAP International Convention and Education Forum Session: When E-mail Loses Its Charm Date: Tuesday, August 3, 2004, 1:00-3:00 pm Leaders: Annette Marquis and Gini Courter Windows SharePoint Services
USING SHAREPOINT E-Services and Communications, Information Services, Aberystwyth University CONTENTS This document shows you how to: Access SharePoint Use your personal My Site area to try out features
This tour of your SharePoint site introduces you to the basic structure of your site based on Microsoft Windows SharePoint Services. It also helps you understand how to move around in and understand the
SharePoint Services The Basics Table of Contents THE SHAREPOINT ENVIRONMENT... 2 THE DOCUMENTS LIBRARY... 3 ADD A FILE TO A LIBRARY... 3 Add files to a library through Windows Explorer... 4 Add files to
SharePoint Project Management Tools 1 P age W elcome to Tyler Implementation! Over the years, Tyler has continuously revisited and refined its Implementation processes in order to benefit from years of
SharePoint How To s / Team Sites of 6 SharePoint Server 007 Team Sites are Web sites created from a template and designed for team collaboration. They are hosted on the corporate network. Team Sites are
SharePoint 2007: A User Guide for Chapters OVERVIEW ACCESSING & LOGGING ON TO SHAREPOINT USING SHAREPOINT DOCUMENTS ANNOUNCEMENTS DISCUSSIONS CALENDARING SITE SEARCH SHARING PICTURES AND VIDEOS LOGGING
HDAccess Administrators User Manual Help Desk Authority 9.0 2011ScriptLogic Corporation ALL RIGHTS RESERVED. ScriptLogic, the ScriptLogic logo and Point,Click,Done! are trademarks and registered trademarks
Sharepoint Manual for the Joint Action on Health Workforce Planning and Forecasting Contents Getting started... 1 The main site... 3 The work Package sites... 5 Working together in documents... 8 Getting
Microsoft SharePoint Microsoft SharePoint 2010 Foundation is a software product used for sharing information, and finding and collaborating on information at a specific place or site. SharePoint can be
SHAREPOINT 2010 FOUNDATION FOR END USERS WWP Training Limited Page i SharePoint Foundation 2010 for End Users Fundamentals of SharePoint... 6 Accessing SharePoint Foundation 2010... 6 Logging in to your
RM Site Creator for Office 365 A Quick Start Guide to the RM Site Creator for Office 365 app Introducing RM Site Creator for Office 365 RM Site Creator takes the complexity out of using Office 365 SharePoint.
Chapter 1 Getting to Know Your Team Site In This Chapter Requesting a new team site and opening it in the browser Participating in a team site Changing your team site s home page One of the fundamental
WVU Robert C. Byrd Health Sciences Center Office of Institutional Planning PROJECT MANAGEMENT CENTRAL (PMC) 301 Guide for Project Managers Fostering a culture of high purpose, accountability & accomplishment
Microsoft SharePoint 2010 End User Quick Reference Card Microsoft SharePoint 2010 brings together the people, documents, information, and ideas of the University into a customizable workspace where everyone
Introduction TeamDirection IntelliGanttt Add In for Microsoft Project allows you and the rest of your project team to collaborate on your projects together, working within the familiar Microsoft Project
416 Agriculture Hall Michigan State University 517-355- 3776 http://support.anr.msu.edu firstname.lastname@example.org Title: SharePoint Advanced Training Document No. - 106 Revision Date - 10/2013 Revision No. -
MICROSOFT OFFICE SHAREPOINT 007 POWER USER MICROSOFT OFFICE SHAREPOINT 007 POWER USER Course Code: PWMSP7PowerUserSurrey READ ME FIRST In case you're not familiar with the terminology, Read Me First is
SharePoint 2010 Rollins College 2011 1 2 Contents Overview... 5 Accessing SharePoint... 6 Departmental Site - User Interface... 7 Permissions... 8 Site Actions: Site Administrator... 8 Site Actions: General
SharePoint, maintaining the relationships between them and creating links to them within Access. Here s how the wizard works: 1. Click to select the External Data tab. 2. Click the Move to SharePoint button
Create an HTML Form SharePoint HTML forms are based on Lists. Lists are like mini-databases inside of SharePoint that define the form s fields and stores the data submitted from the form. Before you can
Microsoft SharePoint SCCOE Website Maintenance The Basics Delma Davis, Technology Trainer Technology Services Training Agenda 1. Introduction to SharePoint 2. User Access, Permissions, Responsibilities
DI SHAREPOINT PORTAL User Guide -1- TABLE OF CONTENTS PREFACE... 3 SECTION 1: DI PORTAL ACCESS... 4 REQUEST USER ACCESS... 4 To register... 4 SIGNING IN TO THE PORTAL... 8 To sign in to the DI Portal...
10 IT Academy Lesson Plan Microsoft Sharepoint Turn potential into success Microsoft Office SharePoint 2010: Lesson Plans Introduction Preparing to teach courses on Microsoft SharePoint 2010 for the first
Alfresco Online Collaboration Tool USER MANUAL BECOMING FAMILIAR WITH THE USER INTERFACE... 4 MY DASHBOARD... 4 MY PROFILE... 6 VIEWING YOUR FULL PROFILE... 6 EDITING YOUR PROFILE... 7 CHANGING YOUR PASSWORD...
PubMed My NCBI: Saving Searches & Creating Email Alerts My NCBI feature of PubMed allows you to: Save and rerun your search strategies Create an automatic e-mail notification of new articles Build a bibliography
ProperSync 1.3 User Manual Rev 1.2 Contents Overview of ProperSync... 3 What is ProperSync... 3 What s new in ProperSync 1.3... 3 Getting Started... 4 Installing ProperSync... 4 Activating ProperSync...
Quick Start Guide DocuSign for SharePoint Online v2.4 Published October 12, 2015 Overview DocuSign for SharePoint Online allows users to sign or send documents out for signature from a SharePoint Online
Doc s File Server User s Guide For Department of Facility Services For Ver : 188.8.131.520 Rev : 1_05-27-2011 Created by : Elliott Jeyaseelan 2 Table of Contents SERVER LOGIN & AUTHENTICATION REQUIREMENTS
Training Manual SharePoint Basic Concepts SharePoint 2013 GTA Platform Prepared By: GeorgiaGov Interactive Support: For further assistance, fill out a Support Request at http://portal.georgia.gov Revised
Schoolwires Centricity Table of Contents Introduction... 1 What Provides... 1 What Does Not Provide... 1 Definitions for... 1 Manage PassKeys in Site Manager... 2 Access... 2 Create PassKeys... 2 Create
User Guide BackupAssist User Guides explain how to create and modify backup jobs, create backups and perform restores. These steps are explained in more detail in a guide s respective whitepaper. Whitepapers
UOFL SHAREPOINT ADMINISTRATORS GUIDE WOW What Power! Learn how to administer a SharePoint site. [Type text] SharePoint Administrator Training Table of Contents Basics... 3 Definitions... 3 The Ribbon...
ElkhartNet, Inc. is dedicated to providing our email customers with excellent service and support. In a targeted effort to reduce SPAM and to provide more secure and faster email, we are changing our outgoing
This FAQ contains: Web File Services definition Access web file services Create a WFS folder Upload a document Email a link to a document folder Create WFS subscription Cancel existing subscription Create
SQL Server Protection Contents 1. Introduction... 2 Documentation... 2 Licensing... 2 The benefits of using the SQL Server Add-on... 2 Requirements... 2 2. SQL Protection overview... 3 User databases...
SOS Online Backup USER MANUAL HOW TO INSTALL THE SOFTWARE 1. Download the software from the website: http://www.sosonlinebackup.com/download_the_software.htm 2. Click Run to install when promoted, or alternatively,
in SharePoint Services Table of Contents INTRODUCTION TO VERSIONING... 1 ABOUT ENABLING AND CONFIGURING VERSIONS FOR A LIST OR LIBRARY... 2 ABOUT MANAGING MAJOR AND MINOR VERSIONS... 2 OTHER SETTINGS THAT
WVU Robert C. Byrd Health Sciences Center Office of Institutional Planning PROJECT MANAGEMENT CENTRAL (PMC) 101 Guide for First Time Users Fostering a culture of high purpose, accountability & accomplishment
The Ribbon: Home tab New Email to send a new mail New Items to send a new mail, a new appointment, a new meeting, a new contact, a new task, a new Lync Meeting Ignore to ignore a request Clean Up to clean
Virtual Communities Operations Manual The Chapter Virtual Communities (VC) have been developed to improve communication among chapter leaders and members, to facilitate networking and communication among
Copyright IBM Corporation 2010 All rights reserved IBM WEBSPHERE BUSINESS MONITOR 7.0 LAB EXERCISE WebSphere Business Monitor V7.0 What this exercise is about... 2 Lab requirements... 2 What you should
SharePoint How To s / My Sites of 6 About SharePoint Server 007 My Sites Use your My Site to store files and collaborate with your co-workers online. My Sites have public and private pages. Use your public
Microsoft Office Skype for Business Division of Information Technology Copyright 2015, Charles Sturt University No part of this document may be reproduced, altered or sold without prior written permission
How to Attach the Syllabus and Course Schedule to a Content Item Getting Started Part of preparing your course for delivery to students includes uploading your syllabus and course schedule to your online
Outlook Live Basics for Students 2 Outlook Live for Support Staff Outlook Live for Support Staff 3 Getting Started... 6 Signing into your Outlook Account... 6 Migrating your Account... 8 Address Book...
How to create an email template Templates are created the same way as you would for any other content page for an html or text email. By checking the box next to the Name this Content field on the Create
Instructional Guide Class Goals: 1. Understanding & Navigating the SP Team Site Structure 2. Using SP to create & maintain a collaborative site for your team: Planning & Design, Lists, Libraries, Web Parts
Lab Exercise: Introduction to Microsoft SharePoint The purpose of this lab is to give you an introduction to Microsoft SharePoint, a team collaboration software technology. As the use of SharePoint grows
Angel Learning Management System Introductory Tutorial for Students 2008-2009 Academic Year Center for Distance and Professional Education, (800) 222-4978 email@example.com Introduction Welcome to Angel!
ecall Help Status: July 2013 Table of contents 1. The structure and navigation elements of ecall... 2 1.1 Main Navigation... 2 1.2 The Menu... 2 1.3 Menu sub-items... 3 1.4 Help... 3 1.5 Mandatory fields...
Novell ZENworks Asset Management 7.5 w w w. n o v e l l. c o m October 2006 USING THE WEB CONSOLE Table Of Contents Getting Started with ZENworks Asset Management Web Console... 1 How to Get Started...
Service Desk Plus: User Guide Introduction ManageEngine ServiceDesk Plus is comprehensive help desk and asset management software that provides help desk agents and IT managers, an integrated console to
Getting started with OneDrive Information Services Getting started with OneDrive What is OneDrive @ University of Edinburgh? OneDrive @ University of Edinburgh is a cloud storage area where you can create,
NYS OCFS CMS Manual C O N T E N T S CHAPTER 1...1-1 Chapter 1: Introduction to the Contract Management System...1-2 Using the Contract Management System... 1-2 Accessing the Contract Management System...
Frequently Asked Questions to be posted at: /faqs/ Table of Contents General Product Questions... 3 Q. What is the Bell Personal Vault Vault?...4 Q. What is Bell Personal Vault Backup Manager?...4 Q. What
Outlook Web Access End User Guide Page 0 Outlook Web Access is an online, limited version of an Outlook client which can be used to access an exchange account from a web browser, without having an Outlook
State of Illinois Web Content Management (WCM) Guide For SharePoint 2010 Content Editors 11/6/2014 State of Illinois Bill Seagle Table of Contents Logging into your site... 2 General Site Structure and
Mail Using Categories 1. Select the message that for the category. 2. Select the appropriate category. 3. The category color displays next to the message. Renaming Categories 1. Select a message. 2. Select
SharePoint End User Manual Please send feedback or suggestions for updates to the following email address IT.Training@lse.ac.uk London School of Economics & Political Science 1 02/12/2014/lse.ac.uk/IMT/training
Creating and Using Forms in SharePoint Getting started with custom lists... 1 Creating a custom list... 1 Creating a user-friendly list name... 1 Other options for creating custom lists... 2 Building a
IIS, FTP Server and Windows The Objective: To setup, configure and test FTP server. Requirement: Any version of the Windows 2000 Server. FTP Windows s component. Internet Information Services, IIS. Steps:
Voice Mail Online User Guide Overview Welcome to the online version of SaskTel Voice Mail that is now accessible from any computer with Internet access You can listen to, sort, forward and/or delete your
Queensland Government etendering website Government buyer user manual System Requirements and Administration Version 2.0 July 2011 etender Help Desk phone 07 3836 0141 Table of contents 1 Introduction...
CALIFORNIA STATE UNIVERSITY, LOS ANGELES INFORMATION TECHNOLOGY SERVICES Microsoft Office 365 Outlook Web App (OWA) Spring 2013, Version 1.0 Table of Contents Introduction...3 Signing In...3 Navigation
How to Build a SharePoint Website Beginners Guide to SharePoint Overview: 1. Introduction 2. Access your SharePoint Site 3. Edit Your Home Page 4. Working With Text 5. Inserting Pictures 6. Making Tables
Document Management in the List View I want to manage my documents inside folders. I also want to manage my folders within the Quest List View and copy or move documents to different folder. Module Background:
Purpose Use this procedure to add, change, or remove recurring payments. Trigger Perform this procedure when you need to add a recurring payment option, or when you need to change or withdraw it. Prerequisites
CERT/Software Engineering Institute June 2016 http://www.sei.cmu.edu Table of Contents Welcome to STEPfwd! 3 Becoming a Registered User of STEPfwd 4 Learning the Home Page Layout 5 Understanding My View
Connect Ticket Entry Quick Reference Guide Davisware 514 Market Loop West Dundee, IL 60118 Phone: (847) 426-6000 Fax: (847) 426-6027 Contents are the exclusive property of Davisware. Copyright 2015. All
Web Made Easy Planning Session All good websites come from a good plan. Sounds redundant, but it's true. If you want to create a good and solid website, you need a good and solid plan. On a piece of notebook
Sign-up Tool User Manual Getting started from the meeting organiser s perspective The Sign-up Tool allows those with appropriate permissions (Subject Coordinators and Project Owners) to create three different
How to set up Outlook Anywhere on your home system The Outlook Anywhere feature for Microsoft Exchange Server 2007 allows Microsoft Office Outlook 2007 and Outlook 2003 users to connect to their Outlook
Learning Management System (LMS) User Guide Contents 1. Navigating around the Portal... 1 1.1. Overview of the Home Page... 1 1.2. Launch Bar... 2 2. Accessing My Tasks... 3 3. Quiz... 4 3.1. Attempting
LEARNING RESOURCE CENTRE Guide to Microsoft Office Online and One Drive LEARNING RESOURCE CENTRE JULY 2015 Table of Contents Microsoft Office Online... 3 How to create folders... 6 How to change the document
Setup and Admin Guide Contents About this guide... 2 Introduction to SharePoint... 2 SharePoint sites... 3 Team sites, Websites and personal sites... 3 Site structures... 4 Choosing a site structure...
Bonita Open Solution Version 5.7 Introduction Tutorial Application Development User Guidance Profile: Application Developer Contents Introduction...5 Part 1. Tutorial Process Overview...6 Part 2. Begin
Rochester Institute of Technology Finance and Administration Drupal 7 Training Documentation Written by: Enterprise Web Applications Team CONTENTS Workflow... 4 Example of how the workflow works... 4 Login
ONLINE BANKING OWNER S MANUAL Member FDIC Note: To ensure the best experience with online banking, please update your operating system and web browser to the most current versions. welcome to Peoples Online