Office 365 SharePoint Site Admins Quick Reference

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1 Office 365 SharePoint Site Admins Quick Reference

2 Office365SharePointSiteAdminsQuickReference Page 2 of 24 May 19, 2015

3 Table of Contents OFFICE 365 SHAREPOINT FOR SITE ADMINS 5 Sign In 5 Office SharePoint Home 6 Request a Site 7 Site Home 8 Lists 9 Announcements 9 Contacts 10 Links 11 Tasks 12 Calendar 13 Libraries 14 Create Document Library 14 Create Multi-Media Library 15 Modify Library 15 Documents 16 Multi-Media 18 Edit File Properties 18 Moving Files Within Same Site 19 Moving Files From Site to Site 19 Discussions 20 Discussion Board 20 Tools 21 Send 21 My Sites 22 User Management 22 Update Navigation 23 Recycle Bin 23 ADDITIONAL RESOURCES 24 Phone Numbers 24 Web Sites 24 Office365SharePointSiteAdminsQuickReference Page 3 of 24 May 19, 2015

4 Addresses 24 External Training 24 Office365SharePointSiteAdminsQuickReference Page 4 of 24 May 19, 2015

5 Office 365 SharePoint for Site Admins Sign In Open browser Internet Explorer is preferred In Address field enter the following URL: Will sign in to Office 365, which is where SharePoint Sites are located If prompted, select Work or school account Key in address (if prompted) and password Username Key in your address OR click address Password Key in e-id password Click Sign In Prompt Sign In Office 365 Will open Office 365 Select If at another Office 365 app, click Click SIUE SharePoint Home opens Office365SharePointSiteAdminsQuickReference Page 5 of 24 May 19, 2015

6 SharePoint Home Allowed 1tb total space A limit of 2gb per document (document/image/video) Can access from anywhere there is internet access Access open to faculty, staff and students SIUE Home Site Current Location & Navigation Office365SharePointSiteAdminsQuickReference Page 6 of 24 May 19, 2015

7 Request a Site From the Quick Launch, from Information, click Site Request Site Name Complete with name Site Description Complete with description for site Site Collection Select collection from dropdown Site Template Select Standard Template from dropdown After selecting Site Template, remainder of form will be visible (Security Groups ) Send to all users Check box to send an to all users that are added at this stage that a SharePoint site has been created and they belong to it Uncheck box if no is to be sent To add users: In the enter eid box for a group, enter the person s e-id and click This is repeated for each security group Generally, a person will not be listed in more than one group A description of what a group can do/have access to, is listed with each group name Click Office 365 SharePoint Site Request Site Request Office365SharePointSiteAdminsQuickReference Page 7 of 24 May 19, 2015

8 Site Home Navigate using Quick Launch on left side or the top navigation To see list of available sites, click My Sites located in the Information Select from available links to open specific site My Sites By default, opens to show announcements and pinned links Quick Launch will change to reflect what is available for the current site Site Home Office365SharePointSiteAdminsQuickReference Page 8 of 24 May 19, 2015

9 Lists Clicking Lists same view as Site Contents Shows available type of apps, libraries, lists: Announcements Calendar Contacts Links Tasks Calendar Contacts Plus more All available apps may not show on the Quick Launch on Lists to view all apps Lists Announcements Click Announcements from the Lists Quick Launch Can have an expiration date or open ended Pinned or unpinned: Pinned to show at top If an expiration date is listed, is not permanent Create a new announcement: Complete fields in Announcement dialog box Leave Expires date blank if to be open date Check Pinned to display at top of list To edit/delete announcement: Select announcement Select Browse/Items tab Select action from Items menu o Actions include Edit, Delete Make changes as needed Announcements Add New Announcement Office365SharePointSiteAdminsQuickReference Page 9 of 24 May 19, 2015

10 Contacts Click on Contacts in Lists Quick Launch This is to enter the contact information of the Site Admins and Assistants To add a new contact: Key in information Check Pinned to place contact at top To edit/delete contact: Select announcement Select Browse/Items tab Select action from Items menu o Actions include Edit, Delete Make changes as needed Contacts Add New Contact Office365SharePointSiteAdminsQuickReference Page 10 of 24 May 19, 2015

11 Links Click Links in Lists Quick Launch To add new link: Key in information Check Pinned so links will show on the default Announcements page on right side o Unpinned links will only show on the links list To edit or delete link: Select link Select Browse/Items tab o Click to edit, cannot delete Select action from Items menu o Actions include Edit, Delete Make changes as needed Links Add New Link Office365SharePointSiteAdminsQuickReference Page 11 of 24 May 19, 2015

12 Tasks Click on Tasks Quick Launch To add a new task: Enter tasks details To edit task: Select task Select Browse Tasks tab Select action from Items menu o Actions include Edit, Delete, Permissions Make changes as needed Tasks Task New Item Dialog Box Office365SharePointSiteAdminsQuickReference Page 12 of 24 May 19, 2015

13 Calendar To add event: Hover over date and click Complete event details To edit/delete event: on event Make changes Calendar (w/calendar Tools Menu) Add New Calendar Event Office365SharePointSiteAdminsQuickReference Page 13 of 24 May 19, 2015

14 Libraries Clicking Libraries same view as Site Contents Shows available type of apps, libraries, lists Default is to have one Documents library and one Multi- Media library that show in Quick Launch These can be renamed Other libraries are available by clicking Libraries from Quick Launch Folder app icon will have a folder with a piece of paper (similar to other app icons) Can create additional libraries Libraries Create Document Library Document libraries are for storage of documents; i.e., docx, pdf, xlsx, etc. Create Document Library To create document library: on Tools from Quick Launch New Document Library Key in Name Key Description Select Yes or No to version Select default document type; i.e., Word document, Excel spreadsheet, PowerPoint presentation Office365SharePointSiteAdminsQuickReference Page 14 of 24 May 19, 2015

15 Create Multi-Media Library Multi-media libraries are for storage of media; i.e., images, video, audio, etc. Create Multi-Media Library To create multi-media library: on Tools from Quick Launch New Multi-Media Library Key in Name Key Description Generally, leave at default setting of No to version Modify Library Select library to modify Select Browse/Library tab Click Do not click Edit Library or Shared With Select setting to edit Generally this will be List name, description and navigation Make changes Click Repeat for other settings if needed Note that each individual setting must be selected and saved Modify Library Library Settings Office365SharePointSiteAdminsQuickReference Page 15 of 24 May 19, 2015

16 Documents Documents are stored in Document Libraries Can create a new document or upload a document or edit existing document Select library from Quick Launch Documents To upload document: Open Explorer Select document file(s) to be uploaded Drag and drop file(s) to SharePoint library Explorer To read existing document: on document Review in browser on site link to close document and return to library To edit existing document: on document Select to open in program (Word, Excel, ) or edit online o Reminder role will determine if user can edit or delete a document o If edit in program, file is checked out Make changes If edit online, file auto-saves o To change name; double click default file name o Type in new file name o Click on site link to close document and return to library If edit in program, save file o Be sure to save to SharePoint library If versioning was selected during upload, will be able to view history and other document versions Return to Site Link Edit Location Locked File Message Office365SharePointSiteAdminsQuickReference Page 16 of 24 May 19, 2015

17 To create a new document: Select what type of file Create online or open in program If online, file auto-saves o To change name; double click default file name o Type in new file name o Click on site link to close document and return to library If in program, save file o Be sure to save to SharePoint library Create New FIle Create New File - Online Save New File - Program Office365SharePointSiteAdminsQuickReference Page 17 of 24 May 19, 2015

18 Multi-Media Media files are stored in Multi-media Libraries Multi-media library allows the file to be viewed without opening Multi-media files consist of various image types, videos, audios Select library from Quick Launch Multi-Media To upload files: Open Explorer Select file(s) to be uploaded Drag and drop file(s) to SharePoint library Multi-Media Upload Dialog Box Edit File Properties To edit file properties: ellipsis for file to edit second ellipsis to open additional menu Edit Properties Make necessary changes Edit Properties Office365SharePointSiteAdminsQuickReference Page 18 of 24 May 19, 2015

19 Moving Files Within Same Site To use Explorer to move files, must be using Internet Explorer (IE) for SharePoint Select library Select Browse/Library tab Click Move files from folder to folder within site Close Explorer Library Moving Files From Site to Site To use Explorer to move files, must be using Internet Explorer (IE) for SharePoint Similar process as Within Same Site After opening Explorer for selected site, navigate to other site Repeat process of opening Explorer Move files from site to site with the multiple Explorers opened Close Explorer windows Explorer Office365SharePointSiteAdminsQuickReference Page 19 of 24 May 19, 2015

20 Discussions As with Libraries, new discussion boards can be created. How an individual can participate in a discussion depends upon their assigned role within your site. Discussion Discussion Board Where individual discussions are stored To add a new discussion: Complete new discussion items Add New Discussion To participate in a discussion: on discussion in Add a reply box Add comments Discussion Board Reply Office365SharePointSiteAdminsQuickReference Page 20 of 24 May 19, 2015

21 Tools Available tools will vary depending upon the individual user s access. My Sites is available to all users. User management is available to site admin only. Tools Site Admins can add/remove users and manage the site The Assistant can add/delete/modify content but cannot manage the site Members can add/edit files and participate in discussions but cannot delete Visitors are view only Send Can send s to users within your site Can send to groups or individuals To send Users from Quick Launch Select recipients Complete information; subject and message to add attachments Send Information Office365SharePointSiteAdminsQuickReference Page 21 of 24 May 19, 2015

22 My Sites Quickest way to locate all sites associated with Link to sites that an individual is associated with Admin Assistant Admin Member Visitor My Sites link is located in various positions depending upon current view Click on site link to open My Sites User Management Click User Management link to add/remove users Too add users: Enter user id(s) Check box to send notification that user has been added To remove users: Select user(s) Add/remove must be completed for each group Site Settings Office365SharePointSiteAdminsQuickReference Page 22 of 24 May 19, 2015

23 Update Navigation Click Update Navigation link Select item to be edited, moved or deleted Edit Can change name or audience To change title, type in new title Recommendation is to leave URL as is Audience can be restricted to groups; i.e., Admins, Asst. Admins Select Yes or No to have item show in Quick Launch Click Navigation Settings Edit Popup Recycle Bin Recycle Bin is located in Site Contents After a file is deleted, the site admin has 30 days to recover from the Recycle Bin If the Recycle Bin has been emptied and it is within 30 days, the site admin can send an to to request recovery of file Site Content Recycle Bin Office365SharePointSiteAdminsQuickReference Page 23 of 24 May 19, 2015

24 Additional Resources Phone Numbers ITS Help Desk: Web Sites ITS SharePoint: sharepoint.siue.edu ITS: ITS e-id Maintenance: ITS Training: Addresses ITS SharePoint Administrator: ITS Help Desk: External Training Microsoft: Lynda (must connect from SIUE link): (click on Lynda.com at bottom of page) Office365SharePointSiteAdminsQuickReference Page 24 of 24 May 19, 2015

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