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1 416 Agriculture Hall Michigan State University Title: SharePoint Advanced Training Document No Revision Date - 10/2013 Revision No. - 3 Purpose The procedures below provide outlined steps for working with SharePoint as a manager of a site and is a supplement to SharePoint Advanced Training. Policy N/A Definitions SharePoint Site Area in SharePoint were content is stored for access and collaboration by others. Web Part Section of a SharePoint site that contains content, common Web parts are: Document Library, Announcements, Calendar, and Discussion Board.

2 Outline 1. Browser Reminder a. Open Collaboration 2. Creating New sites and workspaces a. Request permission to create site b. How to create site c. How to edit Unique site permissions i. Adding users to group ii. Edit a group iii. Delete a group d. Request Access to site 3. Document Meeting Workspaces a. Document and Meeting Workspaces 4. Adding and Editing Web Parts a. Web Part Info Zones and Pages b. Add a Web Part c. Delete and edit a Web Part 5. Permissions Web Parts, lists and documents a. Web Part Permissions b. Item/Document Permissions 6. Advanced Document Library a. Send To Other Location Method (recommended method) i. Create copied document ii. Update copied document iii. Approve updated document b. Manage Copies Method 7. Your Profile a. Main Tabs b. Adding Tags and Notes 2

3 Browser Reminder Remember to use Internet Explorer 7 or higher when accessing SharePoint; this will assure you of full functionality. It s also a good idea to always have the latest updates installed for Windows (which will include any IE updates). Also, the steps to configure IE to allow f or full functionality of SharePoint are: Note: This will only have to be done once per computer. Go to the Address: Check off the private radio button Log In with your ANR username and password, using the username format as: anr\[username]. Click on Tools Internet Options Click the Security tab Select the Local Intranet icon, click on Sites Click on Advanced Add (site should automatically show up) Close - ok ok SharePoint Environment - Open Collaboration Since SharePoint is an Intranet an environment for internal collaboration for MSUE users will want to allow for open collaboration whenever possible. When creating new sites and workspaces, continue to allow all in MSUE to have access. While there may be times when this is not allowable for sensitive data or other such reasons, keeping an open collaboration environment within MSUE will encourage participation by all. 3

4 1. Creating a New SharePoint Site Request Permission to Create Site To be able to create a new site in SharePoint, you must first obtain the necessary owner permission. To obtain ownership permission to be able to create a site, do one of the following: If you re familiar with Track-It!, our help desk system, you can create a help desk ticket. If not, you can include this same information in an to or by phone, x195. Include: 1. The name of your site and a brief description. 2. What site will be the parent site? Note: Your site will be a sub-site to whatever parent site you identify. Your site must be a sub-site to at minimum to one of the four institutes or the MSUE Directors site. It can be lower down in the hierarchy, but not higher up. 3. Specify any additional people or group that need access to your site, and specify what permission (read, contribute, full control) each should have. This isn t required since you can do this yourself, but if you know ahead of time a group of people that will need access to the site, include them in the Track-It! request. Note: How to manage site permission is covered further below. Creating a site Once you have received notification that you ve received owner permission to create the site: 1. Navigate to the parent site that you identified in step 2 above. I will be using the Training Demo site as my parent site for this example. 4

5 2. Click on Site Actions button in the upper left hand corner and select New Site. 5

6 3. Select the Blank & Custom Category 4. Select the ANR Standard Template. 5. Click on More Options. 6. Title and Description: Give the site a Title and Description 7. Web Site Address: Provide the URL desired (you must not use any spaces when entering the URL Name. 8. Permissions: Select Create unique permissions This allows you to set permissions as you would like for the site. 6

7 Important Note - Unique and Inherited Permissions: If you are adding a new site to SharePoint in MSUE, unique permissions is the default permissions type. We are strongly encouraging owners to continue to use this since inheriting permissions may create more problems that it attempts to solve. Unique permissions means that the permissions for that site will not be inherited from its parent site (called Inherited Permissions). This is what the section below titled How to Edit Unique Site Permissions deals with. Important Note: As mentioned above, when you create a site within MSUE, you will also see an MSUE-All-users group which includes all those in MSUE. See page 11 for more details on it. We encourage you to keep that group there to enhance collaboration, but if necessary, you can remove it to limit your site to only those identified groups or individuals you select. Selecting those unique groups and users is covered below. 9. Navigation Inheritance: You can choose to include your site in the Top Bar Links or not. The standard is not to include it there. Either way, it will appear on the left hand side Quick Launch Bar. 10. Click on Create to create your site. You will then be taken to next page which will allow you to set up groups for this site 7

8 11. For each of the three groups, Visitors, Members and Owners, do the following: a) Select Create a new group radio button This will automatically show a unique group in the text box (for example, If I m creating a site called Test Site 7, a group called Test Site 7 Visitors will automatically show up in the Visitors section.) b) Add any individuals to each specific group (visitors, members and owners) as follows: 1. Click on the address book icon 2. Type in part or the entire last name of the person they must have access to SharePoint for them to show up in the list. 3. Hit enter 4. Select the person you want to add on the right hand side. 8

9 5. Click on the Add button in the lower left to add them to the group. 6. Repeat to add more people. 7. Click Ok when finished adding all desired users for the Visitors, Members or Owners group(s). Repeat for each group as needed. Note on Groups: The Visitors group gives users Read access only. The Members group the most common group gives users edit permission. The Owners group gives users owner permission which is full permission to add, edit and delete 9

10 items. More on this in the Permissions Web Part, List Item and Documents section. Finished! Your site will now be created and you will be taken to your new sites home page. You will see the new site in the Quick Launch Bar on the left and/or in the drop down menu of the Top Links Bar, depending on what you selected when creating the site. 10

11 How to Edit Site Permissions (Unique Permissions) Once you have created your site, no matter what type of permissions you set, you can further edit your permissions. As for most permission functions, there are numerous options and methods for adding, editing and deleting users and groups. If you need to do something that is outside the scope of this document, please contact the User Services group or post your question on Track-It! and we will assist you. There are two basic types of site permissions, unique permissions and inherited permissions. The recommended (and most common) type of permissions for a site is Unique Permissions. This means that that the site does not inherit it s permissions from its parent site. 1. To begin editing permissions, navigate to the homepage of your site and click on Site Actions button in the upper left part of the screen, and select Site Permissions. 11

12 2. You will now see groups (and users - if any are not part of a group) listed, what type of group/user and what Permission Level they have to the site. Important Note: As mentioned above, when you create a site within MSUE, you will also see an MSUE-All-users group which includes all those in MSUE. We encourage you to keep that group there to enhance collaboration, but if necessary, you can remove it to limit your site to only 12

13 those identified groups or individuals you select. Selecting those unique groups and users is covered below. Description of permission levels: Full Control - This permission level contains all permissions. Assigned to the Site name Owners SharePoint group, by default. This permission level cannot be customized or deleted. Design - Can create lists and document libraries, edit pages and apply themes, borders, and style sheets in the Web site. Not assigned to any SharePoint group, by default. Manage Hierarchy - Can create sites and edit pages, list items, and documents. Assigned to group Hierarchy Managers by default. Approve - Can edit and approve pages, list items, and documents. Assigned to the Approvers group by default. Contribute - Can add, edit, and delete items in existing lists and document libraries. Assigned to the Site name Members SharePoint group, by default. Read - Read-only access to the Web site. Users and SharePoint groups with this permission level can view items and pages, open items, and documents. Assigned to the Site name Visitors SharePoint group, by default. Restricted Read - Can view pages and documents, but cannot view historical versions or user permissions. View Only - Members of this group can view pages, list items, and documents. If the document has a server-side file handler available, they can only view the document using the server-side file handler. More information: Options: The main options for editing site permissions are described below. While this should suffice for most situations, there are many other 13

14 options to edit permissions than fit the scope of this document. If you don t find what you are looking for below, please contact us for assistance: (Items with an * are details below) Inherit Permissions change site to inherit permissions from its parent site. Not Recommended. *Grant Permissions adding user(s) to an existing group. Create Group allows a new group to be added and individual users added to the group. It s encouraged to use existing groups to add individual users to so this will not be covered. *Edit User Permissions Edits selected users or groups permissions *Remove User Permissions Removes selected User/Group permission Check Permissions Can tell you what permission level a user has for that particular site. Permission Levels A page that lists what access each of the different Permission Level gives a user. *Manage Access Requests Sends an to the site owner requesting permission * These items will be covered in more detail Grant Permissions - Add User(s) to an existing group 1. Select the Grant Permission button. 14

15 1. On the Grant Permission dialogue box, first go to the Grant Permissions section and select the group you want to add a user(s) to. We recommend against selecting Grant users permission directly. It is always good practice to put users in groups it is much easier to update groups than individual users. 2. After selecting a group, Click on the address book icon you will see the Select People and Groups dialogue box. 15

16 a. Type in part or all of the person s last name they must have access to SharePoint for them to show up in the list. b. Hit enter c. Select the person you want to add on the right hand side. d. Click on the Add button to add them to the group. e. Repeat to add more people. f. If you want to send an to the selected user, leave the Send Welcome checkbox checked off. Otherwise, uncheck it. 16

17 g. Click Ok when finished adding users for the selected group(s). Repeat for each other groups you want to add users to. 4. Finished! You are now done adding a user to an existing group. Note: While you can add new groups, it is not encouraged since it s best to use existing groups. Edit User Permissions Edit selected user/group permission To edit a user and/or group: 1. Navigate to the homepage of your site and click on Site Actions Site Permissions. button in the upper left part of the screen, and select 17

18 2. Check off the checkbox of the group(s) and/or user(s) you want to edit. You can check off multiple groups and/or users if you intend to change them to the same permission level. 18

19 In the example above, the user Training Demo and group Test Site 7 Visitors have different Permission Levels. Editing both at the same time will require them to have the same permission. 3. Select the new permission level for user and/or group: => In the example above, Restricted Read is selected. 4. Click Ok You can see the new Permission Levels, Restricted Read, displayed to the right. 19

20 Delete a User or Group To delete a user and/or group: 1. Navigate to the homepage of your site and click on Site Actions Site Permissions. button in the upper left part of the screen, and select 20

21 1. Check off the checkbox of the groups(s) and/or users you want to delete. You can delete a group(s) and user(s) at the same time if desired. if you intend to change them to the same permission level. Also, you can see if they are a user or group by looking at the second column. 2. Click on the Remove User Permission button. In the example above, the Training Site 7 Testing group is selected to be removed (deleted). 3. Click Ok to approve the deletion. That s it! The page will be refreshed to show your changes. This may take a minute so please be patient. Request Access to Site There is a way for users to request access to sites they cannot yet access, or to request a different permission level. 21

22 The user can simply mouse over to their name in the upper right hand corner of the screen, click on their name, and then select Request Access. This will send an to whatever is identified with the site that the user is currently on when sending the request. For owners - To set/change this address: 1. Navigate to the homepage of your site and click on Site Actions Permissions. button in the upper left part of the screen, and select Site 2. From there, select the Manage Access Request button. 22

23 3. Then you will be provided with a dialogue box to edit the existing Edit the address as needed. 5. You can also turn off Allow Requests for Access if desired by unchecking the checkbox. 6. Click Ok. 23

24 3. Document and Meeting Workspaces Workspaces are really just SharePoint sites that use different templates. If you have a need to create a site with different Web Parts than what comes default, please contact User Services group for assistance. Note: See the basic SharePoint documentation for details on default Web Parts: Content Manager documentation. Since there are unique ways to create workspaces within SharePoint and you ll encounter those as you use SharePoint, the two types of workspaces will be described for your information. Document and Meeting Workspaces are the two types of workspaces that exist. Document Workspaces allow a group to collaborate on documents related to a specific project. Meeting Workspaces are best for managing meeting agenda items, materials and follow-up actions. See the below chart for a comparison of the two workspaces: 24

25 Workspace differences: Purpose Best Uses Key Features Challenges Document Workspace Groups collaborate on documents related to a specific project or purpose. Collaborate on documents without using . Store multiple documents. Display information related to document review. Enables use of SharePoint Server 2007 features directly from Microsoft Office system applications. Includes document check in/check out and version control. Connects to a Site. Review and editing of documents requires corporate network access. Meeting Workspace Groups manage meeting agenda items, materials, and follow-up actions. Post meeting agendas. Track action items. Store documents and other files associated with a meeting. Enables workspace creation in Outlook 2007 when sending a meeting invitation. Supports one-time or recurring meetings. Connects to a Site. Meeting participants must be aware of the site and its location. 25

26 4. Adding and Editing Web Parts A Web Part is a modular unit of information that forms the basic building block of a Web Part Page (Web Part Pages are one type of SharePoint page but is the default page for our purposes). You can add Web Parts to Web Part zones and then customize the individual Web Parts to create a unique page for your site. To do this, you must have owner permission. Web Part Information / Definitions Web Part zones are containers of Web Parts that are used to group and organize Web Parts on a Web Part Page. A Web Part Page is a special type of Web page in which you can use Web Parts to consolidate data, such as lists and charts, and Web content, such as text and images, into a dynamic information portal that is built around a common task or special interest. The default page used by MSUE is a Web Part Page. Add a Web Part 26

27 Adding a Web Part to a page will most likely be a two-step process. Each site has a bin of available Web Parts that are readily accessible to that page. If the Web Part is not already in the bin, it has to be added first. If the Web Part has already been put there, you can skip to step-two to add it to your page. Step-One 1. Click on the All Site Content link at the bottom of the Quick Launch Bar. If you see the Web Part you d like to add to the page, you can skip to step-two. Otherwise, continue. 2. Click on the Create button. 27

28 3. Click on the Filter By category to find the Web Part you want. The Library and List categories are the most popular Web Parts, so try those first. 4. Once you find the desired Web Part, select it, and click on the Create button on the right hand side. 28

29 5. Add a Name, Description (if desired) and display option (navigation). It is recommended that you select Yes to displaying the Web Part on the Quick Launch Bar. 6. You do not need to add any Data source configuration information. 7. Click Create to add the Web Part to the bin for that site. Step-Two Now, you will use the Add Web Parts dialog box to add a Web Part to your page. 8. On the Site Actions menu in the upper left of your page, click Edit Page. 29

30 9. In the Web Part zone that you want to add the Web Part to, click the Add a Web Part button (at the top of the zone). 30

31 10. In the Add Web Parts dialog box, select the Category, then select the Web Part that you want to add to the page. Most Web Parts are either Lists or Libraries, so will be in the top (default) category above list in the Category section (see image above). 11. Click Add to add the Web Parts to the page. 12. You can now drag the Web Part to the location in the zone that you want the Web Part located. Do this by clicking on the title bar after the curser has changed into a 4-arrow curser: 13. Move the Web Part above or below other existing Web Parts in that zone. 14. You are finished! 31

32 Delete and Edit a Web Part If you want to remove a Web Part, you can either remove it from the page but allow it to stay in the bin for use later on. This will leave the Web Part in the bin, readily available for further use. Or you can delete it altogether from the page and bin. 1. On the Site Actions menu, click Edit Page. 2. Do one of the following: a. To remove a Web Part from the page but keep it available for later use, click the Web Part arrow to the right of the title of the Web Part you wish to delete:, and then click Close. The Web Part remains in the Web Parts bin and can be added to the page again later. Any customizations that you made to that Web Part are saved. b. To permanently delete the Web Part from the page, click the Web Part menu, click Delete, and then click OK. The Web Part is deleted from the Web Part Page and can be added again later. Any customizations that you made to the Web Part are not saved. You can add a new instance of the Web Part to your page later. 32

33 c. Editing a Web Part falls out of the scope of this document, but you open the Advanced Editing dialogue box by selecting Edit My Web Part: The Advanced Properties for the Web Part will appear on the right side of your screen when selecting the Editing option. Covering the details of this falls outside the scope of the document; please contact the support group for assistance. See the following for information on Web Parts: for more on Customizing Web Parts o Customizing pages by using Web Parts: o For a definition of Web Parts: 33

34 34

35 5. Permissions Web Parts, Lists and Documents This section will demonstrate how to work with permission for Web Parts, list items and documents. This allows you to more fully control who has access to what Web Part (i.e., Announcements, Document Library, etc.), list or document. As with most administrative editing function, you must have ownership permission for the site to be able to perform editing on Web Parts, lists and documents. Description of default permission levels: Full Control - This permission level contains all permissions. Assigned to the Site name Owners SharePoint group, by default. This permission level cannot be customized or deleted. Design - Can create lists and document libraries, edit pages and apply themes, borders, and style sheets in the Web site. Not assigned to any SharePoint group, by default. Manage Hierarchy - Can create sites and edit pages, list items, and documents. Assigned to group Hierarchy Managers by default. Approve - Can edit and approve pages, list items, and documents. Assigned to the Approvers group by default. Contribute - Can add, edit, and delete items in existing lists and document libraries. Assigned to the Site name Members SharePoint group, by default. Read - Read-only access to the Web site. Users and SharePoint groups with this permission level can view items and pages, open items, and documents. Assigned to the Site name Visitors SharePoint group, by default. Restricted Read - Can view pages and documents, but cannot view historical versions or user permissions. 35

36 View Only - Members of this group can view pages, list items, and documents. If the document has a server-side file handler available, they can only view the document using the server-side file handler. More information: 36

37 Next, it s important to understand the distinction between inherited permissions and unique permissions. By default, when a Web Part, list item or document is created, it automatically inherits its permission from the site or Web Part on which it resides. Specifically, document and list items inherit their permissions from there host Web Part. Web Parts inherit their permissions from there host site. In comparison, when sites in SharePoint are created, they have unique permissions by default. To edit Web Parts, list items or documents, you must first break (stop) the inheritance which changes it to having unique permissions. The steps below will describe this process. Web Part Permissions To edit the permissions of a Web Part must first turn off inherited permissions: 1. Navigate to the page with the Web Part on it whose permissions you want to edit. For this example, a document library will be used. But the process is the same for any Web Part. 2. Click on the title for the Web Part you want to edit. In this case, select the Document title link. 37

38 3. Then click on Library up in the top bar links area. 4. The ribbon should change to reflect the Library Tools ribbon. Select Library Settings. 5. Select Permissions for the document library under the Permissions and Management section. 6. Select Stop Inheriting Permissions in the Ribbon. Important Note: This will separate the permissions for the document library from the site that s it s located on. In this example, the document 38

39 library is on Test Site 8. So, if permissions are changed to Test Site 8 in the future, those same changes will need to manually be made to the document library if users are intended to receive the same permissions. 10. Now you will see the general permissions editing page. To add, edit and delete permissions, see the detailed directions in the Sites Permission section above (pg ). 39

40 List Item Permission You can also edit permissions for List items. These would include items in the Announcement, Discussion Board and Calendar Web Parts, as well as other list Web Parts such as Tasks, etc. that you may add. You must be owner of the site to edit permissions A calendar item will be used to demonstrate how this is done. To edit a list items (event in this case): 1. Navigate to the site where the Web Part item you want to edit exists. 2. On the desired list item, click the dropdown to the right of the list item in this case, the event called MCTA Summer Meeting. 3. Click on the Manage Permissions button. 40

41 4. You ll see that This list item inherits permissions from its parent. Click on the Stop Inheriting Permissions button to be able to edit permissions. 5. You will now see that the list item has unique permissions so you can now add, edit and delete permissions. Note on editing options: At this point, there are many different editing possibilities. I ll show one option below on how to add a user to a group, but you can see more by going to the detailed directions in the Sites Permission section above (pgs ). 6. To add a user to an existing group, select the Grant Permissions button. 41

42 7. Click on the Address Book icon to open the address book within the Select Users section at the top of the dialogue box that appears. 8. Now add user(s) to the Select People and Groups dialogue box. 9. Type in part or all of the person s first or last name they must have access to SharePoint for them to show up in the list. a. Hit enter b. Select the person you want to add on the right hand side. 42

43 c. Click on the Add button to add them to the group. d. Repeat to add more people. e. Click Ok when finished. 11. Select the existing group to which you want to add the user(s) selected above. Note: We do not recommend you select the Grant users permission directly option, as this will not put users in a group and tends to make permissions less flexible and effective to manage in the long run. 43

44 12. If you want to send an to the selected user, leave the Send Welcome checkbox checked off. Otherwise, uncheck it. 13. Click Ok 14. You will be taken back to the list item s main page from which you can make further additions, edits or deletions. 15. You can do further editing see the detailed directions in the Sites Permission section above (pg ). For more on Default permission levels in SharePoint 2010: Document Permissions SharePoint gives you the ability to edit permissions of individual document as well. To do this, you must have owner permission to the site the document resides on. You must also first make sure that the document library has unique permissions. To edit document permissions: 1. Navigate to the site where the document resides. 2. Mouse to the right of the document until a dropdown arrow appears, and click on it. 44

45 3. Select Manage Permissions 4. To stop inheriting permissions from the document library, click on the stop inheriting permissions button. 5. Now you can begin editing your document as you normally would see the detailed directions in the Sites Permission section above (pg ). For more on Default permission levels in SharePoint 2010: 45

46 6. Advanced Document Library Copying a document to another location in SharePoint can be a helpful function. The easiest way to do this is using the Send To Other Location feature. This allows for: 1. A document to be copied to a different site in SharePoint, 2. The copied document can then be updated when there is an edit made to the original document. Also, if it s decided to update the copied document when the original is edited, there are a few things to keep in mind: a. The best way to automatically have SharePoint prompt you to update a copied file is to manually check out and check in a document. b. Users who have appropriate permission (approval level or higher) to access the copied document have the ability to approve the updates initiated from the original document. The latest updates will not appear to other users until the update is approved. c. Users can also create an Alert so they know when the document has been edited and may need updating on the copied site. Send To Other Location 1. Navigate to the site in SharePoint you want to send the destination document to. This may feel backwards at first but it will make sense after you do this once. 46

47 2. Right click on the title for the document library usually called Documents. Select Copy Link Location (or Copy Shortcut). 3. Now navigate to the site of the original file and click the dropdown to the right of the document you want to copy. 47

48 4. Click on Send To, then select Other Location. 48

49 5. You will now see the Copy dialogue box. Paste the URL you copied in step 2 above into the Destination document library or folder. 6. Click on the Click here to test link to make sure the URL got copied properly. If it doesn t go to the correct document library you intended, repeat steps 1 and 2 above. 7. Now return to the Copy dialogue box (if a new window was opened in step 6). If you want the copied document to be updated when the original is updated, select Yes. If not, select No. Note: This also then requires users of the copied document to approve updates from the original document. 8. Click Ok. You can now navigate to the site where you copied the document and see the document there. You may need to refresh the page for the document to show up. 49

50 If you selected Yes to Updating a copied document (step 7 above), then the best way to update the document is to use the manual check-out/check-in process when editing the original document. Using this process will give you the option to update the copied document when Checking In. There is a second longer method that will also be shown at the end. Also, once that update has been initiated, the user(s) on site with the copied document will then need to approve that update for the changes to be seen by all users. The diagram below shows how this process works with actions/changes in bold: Original Copied Document Document Update Send To Copied Document created Another (Version No. 1) Location Original (Version No. Document 1) Copied Document Original Document edited (Version No. 2) Copied Document (Version No. 1) Original Document Update Copy (Version No. 2) Copied Document (Version No. 1) Copied Document (Version No. 2 - available to be approved) 50

51 Original Document (Version No. 2) Copied Document Approved (Version No. 2) 51

52 The best way to update the copied document: 1. When you edit the original document, first Check Out the document before editing. You can then use any editing method detailed in the Content Manager documentation. 2. Then when finished editing the document, do NOT check it back in when you close the document. 52

53 3. Instead, do a manual Check In. This will allow the added option of updating any copied documents. 53

54 4. When you do the Check In, you will see the extra Update Copies option, select Yes to update the copied documents. 5. Select the copied document(s) you would like to update, click Ok. 6. Click ok to perform the update. 54

55 7. If you see green check marks next to the document after it updates, this indicates the update was successful and you can click on Done to close the dialogue box. Approving update document: When you choose to use updating copies, it automatically requires an approval process on the copied document. So when you finish step 7 above, whoever has approval permission for the copied document (or owner permission) will need to approve the copied document for it to be viewable by other users. 55

56 8. If you first want to make sure the document got updated, compare the time and date of the original document with the time and date with the copied document (the version number will not always be the same since versions are only updated manually). Navigate to the copy site and click on the document dropdown and select Version Control. Note: If there is no version control, this means versioning has not yet been turned on for that site (document library). Contact your site owner or User Support group to turn on versioning. 56

57 9. If the document is updated as expected, and if you have permission to approve the update, you can click on the dropdown next to the updated file again, and select Approve/Reject. 57

58 10. Click on the desired Approval Status (Approved would allow the update to be seen by all users). 11. Provide any comments if necessary. 12. Click Ok. 13. Now when you check Version History for that document, you will only see the latest approved version of this document and all users that have access to the site (and document library) will be able to see the latest version. You can find more information for the Send To Other Location command here: Manage Copies Method The second method to update document copies is done using the Manage Copies dialogue box: 58

59 1. Click on the document dropdown and select View Properties 2. Select Manage Copies up in the Ribbon at the top of the dialogue box. 59

60 3. Select New Copy in the Manage Copies dialogue box. 4. Paste the link you copied in step 2 into the Destination document library or folder. 60

61 5. Then click the Click here to test link to make sure the link you pasted works correctly. A new window (or tab) should open with the document library of the site you intend to copy the file to. If it doesn t, it s best to start over to make sure you have the link correctly copied. 6. Edit the Filename if desired. 7. It s recommended you keep Yes checked off in the Update section. Note: This automatically prompts the user updating the original document to see if they also want the copy (copies) to be updated as well. 8. Click Ok. 9. The Update and Approval processes work the same as that described above (pgs ). 61

62 7. My Profile In the basic documentation, how to edit your profile was covered. Here, how to add Tags and Notes will be covered. But first, an overview of what s available on one s profile page: Main Tabs: Overview This page includes a quick snapshot of your social content. It includes the note board (which functions like a wall for various postings), a small colleague web part and another web part showing your commonalities with other users. It also displays basic profile data, your picture and presence information. Organization This page includes a very slick org chart that is bigger than the smaller version on the overview page. It shows your peers to the right and left and your superiors above you in a top to bottom hierarchy. (Silverlight is needed to view the slick graphical version. Otherwise, a more basic text linked version appears.) SharePoint 2010 My Profile Org Chart 62

63 Content Includes content like recently touched documents and blog posts. Tags and Notes Start tagging and posting notes on other pages and your activity will be seen here. Colleagues A running list of employees in your organization that you consider colleagues. When on another user s profile page, you can add them as a colleague. You can also see suggested colleagues from your own colleague tab. Memberships This displays the distribution lists and sites that you belong to. Items can be made private if need be. Tags and Notes When adding Tags or Notes on various pages in SharePoint, they will automatically show up on your Tags and Notes page on your Profile page. To add a Tag or Note, to a page (site) that you like or would like to make a note on: 1. Navigate to the desired page (site) you want to create a Tag or Note for, select either the I Like It or the Tags and Notes button at the top right part of the page. I Like It: You can tag a page with the I Like It tag and it will immediately be added to your public activity feed (unless you made it private), which is the Tags and Notes page mentioned above on your profile page. 63

64 Tags: You can use tags to classify and remember pages, documents or even external sites. The tags you create appear here and under your profile for easy retrieval. Notes: You can use notes to comment on a page, document, or external site. When you create notes they will appear here and under your profile for easy retrieval as well as allowing other people to view the notes you post. 3. Once you leave a Tag or Note, you can navigate to your profile page by clicking on your name in the upper right, then selecting My Profile. 4. Once on your profile page, click on the Tags and Notes tab to see all your Tags and Notes. You can also make your tag or note private, as well as delete it by clicking on the appropriate checkbox or link related to that particular item. 5. You can also go to other user s pages and see their tags and notes! 64

65 65

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