Getting Started The Windows SharePoint Services Window

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1 QUICK Source Microsoft Windows SharePoint Services 3.0 for Windows Server 2003 Getting Started The Windows SharePoint Services Window Browser Toolbars - allow the user to navigate in the browser. Link Bar - contains shortcuts for common actions and features. Quick Launch Bar - contains shortcuts to common content areas of the SharePoint site. Search - allows the user to search the site for information. Site Actions Button - contains shortcuts to create items, customize the page, and change site settings. Web Parts - contain content information. Web parts are the containers of information that make up the site. Note: SharePoint Services is a highly customizable application; your views and features may be different. Logging In 1. Enter the URL of your Windows SharePoint Services Site in your Web browser. 2. Enter your user name in the User name box. 3. Enter your password in the Password box. 4. Optional: Check the Remember my password box. 5. Click the OK (Your Home page will be displayed.) Note: To return to your Home page while working in the SharePoint site, click the Home shortcut on the Link Bar. Using the Quick Launch Bar By default, the following content areas are located on the Quick Launch ban Documents - contains document libraries that contain document files related to a specific group or subject. Lists - contains shared information. The default lists are Announcements, Calendar, Links, and Tasks. Discussions - contains discussion boards that allow users to post messages and comments in a chronological format. Sites - contains collaboration areas such as team sites, blog sites, and wiki sites. People and Groups - contains information about groups and users. Recycle Bin - contains deleted information. Note: To Quickly view site contents and details, click the View All Site Content shortcut at the top of the Quick Launch Deleting an Item 1. Place your mouse pointer over the item you want to delete. 2. Click the Edit arrow. 3. Select Delete or Delete Item from the resulting menu. 4. Click the OK button to confirm deletion. Restoring a Deleted Item 1. Click the Recycle Bin shortcut on the Quick Launch 2. Check the box next to the item you want to restore. 3. Click the Restore Selection shortcut. 4. Click the OK button to confirm you want to restore the item. (The item will be restored to its original location.) Note: Items in the Recycle Bin will be permanently deleted after 30 days. Searching the Site 1. Click the arrow on the Search Scope box and select what you want to search for from the resulting menu. 2. Enter what you want to search for in the Enter search words box. 3. Click the Go Search (Your results will be displayed in the search results page.) 4. Click the item or document name to open it. Editing Your User Information 1. Click the People and Croups shortcut on the Quick Launch 2. Click your user name. 3. Click the Edit Item shortcut. 4. Enter user information. 5. Click the OK button when you are finished. Working with List and Document Views 1. Click the Lists or Documents shortcut on the Quick Launch 2. Select the list or library that contains the information you want to view. 3. Click the arrow on the View box and do one of the following: To change the view, select the view from the resulting menu. To edit the current view, select Modify this View from the resulting menu. Make changes to the view and click the OK To create a list or document view, select Create View from the resulting menu. Select a view format. Enter a name for the view in the View Name box, select options, and click the OK Note: To quickly add a column to a list or document view, click the Settings button and select Create Column from the resulting menu. Enter a name for the column in the Column name box, make selections, and click the OK Sorting List and Document Information 1. Click the Lists or Documents shortcut on the Quick Launch 2. Select the list or library that contains the information you want to view. 3. Place your mouse pointer over the column heading that you want to sort by and click the Open Menu _ arrow. 4. Select Ascending or Descending from the resulting menu.

2 Lists Creating an Announcement 1. From your Home page, click the Add new announcement shortcut at the bottom of the Announcements web part. 2. Enter a title for the announcement in the Title box. 3. Enter text for the announcement in the Body box. 4. Optional: Format text using the buttons on the tool 5. Optional: Enter a date in the Expires box. (You can also click the Select a date from a calenda button and select a date from the resulting calendar.) 6. Optional: To attach a file to the announcement, click the Attach File shortcut. Click the Browse button and locate and select the file you want to attach. Click the Open button and click the OK Note: You can also click the Lists shortcut on the Quick Launch bar and select the list type to create a new list item. Creating an Event 1. From your Home page, click the Add new event shortcut at the bottom of the Calendar web part. 2. Enter a title for the event in the Title box. 3. Optional: Enter a location for the event in the Location box. 4. Enter or select a start date and time in the Start Time boxes. 5. Enter or select an end date and time in the End Time boxes. 6. Optional: Enter a description for the event in the Description box. 7. Optional: Check the Make this an all-day activity that doesn't start or end at a specific hour box. 8. Optional: Check the Make this a repeating event box and select repeat options. 9. Optional: Check the Use a Meeting Workspace to organize attendees, agendas, documents, minutes, and other details for this event box. 10. Click the OK button when you are finished. Note: If you selected to create a meeting workspace, make selections in the New Meeting Workspace page and click the OK Adding a Link 1. From your Home page, click the Add new link shortcut at the bottom of the Links web part. 2. Enter a URL for the Web site you want to link to in the URL box. (To test if the link works, click the Click here to test shortcut and click the Close button when you are finished.) 3. Optional: Enter a description for the link in the Type the description box. (This text will be displayed in the Links web part.) 4. Optional: Enter notes for the link in the Notes box. 5. Click the OK button when you are finished. Creating a Task 1. Click the Tasks shortcut on the Quick Launch 2. Click the New 3. Enter a title for the task in the Title box. 4. Optional: Click the arrow on the Priority box and select a priority from the resulting menu. 5. Optional: Click the arrow on the Status box and select a status from the resulting menu. 6. Optional: Enter a number value in the % Complete box. 7. Optional: Enter a user name in the Assigned To box. 8. Optional: Enter a description of the task in the Description box. 9. Optional: Enter or select a start and due date and time. 10. Click the OK button when you are finished. Creating a Contact 1. Click the Lists shortcut on the Quick Launch 2. Select the contact list you want to add a contact to. 3. Click the New 4. Enter the last name of the contact in the Last Name box. 5. Enter additional contact information. 6. Click the OK button when you are finished. Editing a List Item 1. Click the Lists shortcut on the Quick Launch 2. Select the list that contains the item you want to edit. 3. Do one of the following: To edit a calendar item, click the event you want to edit. Click the Edit Item shortcut. Make changes to the item and click the OK To edit an announcement, link, or task item, place your mouse pointer over the item you want to edit. Click the Edit arrow and select Edit Item from the resulting menu. Make changes to the item and click the OK Note: If you have a database program installed on your computer, you can edit list items in datasheet view. Click the Actions button and select Edit in Datasheet from the resulting menu. To return to the default view, click the Actions button and select Show in Standard View from the resulting menu. Exporting List Items to Outlook 1. Click the Lists shortcut on the Quick Launch 2. Select the Tasks or Calendar lists. 3. Click the Actions 4. Select Connect to Outlook from the resulting menu. 5. Click the Yes (If you chose to export calendar items, a new calendar will be created in Outlook.) 6. Click the Close button when you are finished to return to the SharePoint site. Exporting List Items to a Spreadsheet You can export list information to a Microsoft Excel spreadsheet. 1. Click the Lists shortcut on the Quick Launch 2. Select the list that contains the information you want to export. 3. Click the Actions 4. Select Export to Spreadsheet from the resulting menu. 5. Click the Save 6. Select a location where you want to save the file. (A Microsoft Office Excel web query file is created.) 7. Click the Save button to save the file. Using Project Tracking Project tracking allows you to create tasks and view them graphically in Gantt Chart view. 1. Click the Lists shortcut on the Quick Launch 2. Select the project tracking list you want to open. (Tracked projects are marked with the project tracking icon.) Note: You can add tasks to a project tracking list the same way you do in the Tasks list. 2

3 Documents Documents Opening and Editing a Document 2. Select the library that contains the document you want to open. 3. Click the name of the Office document you want to open. 4. Do one of the following: To edit the document, select Edit. To open the document, select Read Only. 5. Click the OK (You may be asked to enter your password to open the file.) 6. Optional: Make desired changes to the document. 7. When you are finished, click the Save 8. Click the Close button to close the document. Note: To quickly edit a document, place your mouse pointer over the document you want to edit. Click the Edit arrow and select Edit in "Program Name" from the resulting menu. Checking Out a Document If you want to be the only user that can make changes to a document, you need to check the document out. 2. Select the library that contains the document you want to check out. 3. Place your mouse pointer over the document name of the document you want to check out. 4. Click the Edit arrow and select Check Out from the resulting menu. 5. Click the OK (A check out icon will appear next to the document to show that it is checked out.) Checking In a Document 2. Select the library that contains the document you want to check in. 3. Place your mouse pointer over the name of the document you want to check in. 4. Click the Edit arrow and select Check In from the resulting menu. 5. Do one of the following: To check in a document that has versioning enabled, select the version you want to save and, if applicable, select Yes or No in the Keep the document checked out after checking in this version section. To check in a document that has versioning disabled, select Yes or No in the Keep the document checked out after checking in this version section. 6. Optional: Enter comments in the Comments box. 7. Click the OK 8. Click the Yes button in the dialog box that appears. Note: To check in a file and discard any changes that were made, place your mouse pointer over the document name of the document you want to check in. Click the Edit i arrow and select Discard Check Out from the resulting menu. Click the OK Creating a New Folder 2. Select the library you want to_add_ a new folder in. 3. Click the arrow on the New 4. Select New Folder from the resulting menu. 5. Enter a name for the folder in the Name box. 6. Click the OK button when you are finished. Creating a New Document By default, new documents created in a document library are Word documents. 1. Click the Documents shortcut on the Quick Launch 2. Select the library you want to create a new document in. 3. Optional: Click the folder name of the folder you want to create the document in. 4. Click the New button and click the OK 5. Enter and format information in the Word document. 6. When you are finished, click the Save A 7. Enter a name for the file in the File name box. 8. Click the Save 9. Click the Close button to close the Word document. Uploading a Document 2. Select the library vou want to upload the document to. 3. Click the Upload button and click the Browse 4. Locate and select the document you want to upload. 5. Click the Open 6. Optional: Check or clear the Overwrite existing files box. 8. Optional: Make changes to document properties. 9. Click the OK Viewing Version History 2. Select the library that contains the document you want to view the version history for. 3. Place your mouse pointer over the name of the document you want to view version history for. 4. Click the Edit arrow and select Version History from the resulting menu. 5. Optional: To open a version of the document, click the version name in the Modified column and click the OK Working with Versions A major version of a document is a final version and a minor version is a draft version. 2. Select the library that contains the you want to view the version history for. 3. Place your mouse pointer over the document name of the document you want to work with. 4. Click the Edit arrow and do one of the following: To publish a major version, select Publish a Major Version from the resulting menu. Enter comments and click the OK To delete a version, select Version History from the resulting menu. Place your mouse pointer over the version name, click the Edit arrow, and select Delete from the resulting menu. Click the OK button to confirm deletion. (You cannot delete a major published version.) To delete all minor versions, select Version History from the resulting menu. Click the Delete Minor Versions shortcut. Click the OK button to confirm deletion. To delete all versions, select Version History from the resulting menu. Click the Delete All Versions shortcut. Click the OK button to confirm deletion. 3

4 Workspaces, Sites & Pictures Workspaces & Sites Using a Meeting Workspace A meeting workspace is a SharePoint site created by an administrator to share information about a meeting or event. There are several different types of meeting workspaces that can be created by your administrator. You can add items to or modify a meeting workspace the same way you can in the main SharePoint site. 1. Click the Sites shortcut on the Quick Launch 2. Select the meeting workspace you want to open. (Meeting workpsaces are marked with the meeting workspace icon.) Using a Document Workspace A document workspace is a SharePoint site created by an administrator to share information about a document or group of documents. By default, the Announcements, Shared Documents, Tasks, Member, and Links web parts are displayed. You can add items to or modify a document workspace the same way you can in the main SharePoint site. 1. Click the Sites shortcut on the Quick Launch 2. Select the document workspace you want to open. (Document workspaces are marked with the document workspace icon.) Using a Wiki Site A wiki site is a SharePoint site created by an administrator to provide a place for group collaboration and brainstorming ideas. 1. Click the Sites shortcut on the Quick Launch 2. Select the wiki site you want to open. Editing a Wiki Page 1. In an open wiki site, click the Wild Pages shortcut on the Quick Launch 2. Click the name of the wiki page you want to edit. 3. Click the Edit shortcut. 4. Enter and format text and items in the Wiki Content box. 5. Click the OK (The date and time and who last modified the page will be displayed.) Note: To return to the wiki site home page, click the Home shortcut on the Quick Launch Creating a New Wiki Page 1. In an open wiki site, click the Wiki Pages shortcut on the Quick Launch 2. Click the New 3. Enter a name for the page in the Name box. 4. Enter and format text and items in the Wiki Content box. 5. Click the Create Creating a New Wiki Page from a Link 1. In an open wiki site, click the Wiki Pages shortcut on the Quick Launch 2. Click the name of the wiki page you want to edit. 3. Click the Edit shortcut. 4. Enter text and a name for the new page in the Wiki Content box. (The new page name must be entered within double brackets, for example ffwiki page name]].) 5. Click the OK 6. Click the wiki page name that you want to link to. (It will be underlined with a dashed line.) 7. Enter and format text and items in the Wiki Content box. 8. Click the Create Using a Blog Site A blog site is a SharePoint site created by an administrator to provide a place to share information and facilitate team communication. 1. Click the Sites shortcut on the Quick Launch 2. Select the blog site you want to open. Creating a Blog Post 1. In an open blog site, click the Create a post shortcut in the Admin Links section. 2. Enter a title for the post in the Title box. 3. Optional: Enter post text in the Body box. 4. Optional: Click the arrow on the Category box and select a category from the resulting menu. 5. Enter or select a date and time in the Published section. 6. Click the Publish Commenting on a Blog Post 1. Click the Comments link at the bottom of the post you want to comment on. 2. Optional: Enter a title in the Title box. 3. Enter comment text in the Body box. 4. Click the Submit Comment Pictures Uploading a Picture to a Library 1. Click the Pictures shortcut on the Quick Launch 2. Select the library vou want to add a picture to. 3. Click the Upload button and click the Browse 4. Locate and select the picture file you want to add. 5. Click the Open 6. Optional: Check or clear the Overwrite existing files box. 8. Enter or change picture properties. 9. Click the OK Editing a Picture 1. Click the Pictures shortcut on the Quick Launch 2. Select the library that contains the picture you want to edit. 3. Check the box next to the name of the picture you want to edit. 4. Click the Actions 5. Select Edit from the resulting menu. (The picture will be displayed in the Microsoft Office Picture Manager.) 6. Make changes to the picture. 7. Click the Save and Close button when you are finished. 8. Click the Go back to "Library Name" shortcut to return to the library. Deleting a Picture 1. Click the Pictures shortcut on the Quick Launch 2. Select the library that contains the picture you want to delete. 3. Check the box next to the name of the picture you want to delete. 4. Click the Actions 5. Select Delete from the resulting menu. 6. Click the OK button to confirm deletion. 4

5 Web Pages, Alerts & Discussions Web Pages Creating a Basic Web Page 2. Click the Create 3. Click the Basic Page shortcut in the Web Pages section. 4. Enter a name for the Web page in the Name box. 5. Click the arrow on the Document Library box and select a location for the page from the resulting menu. 6. Click the Create 7. In the Rich Text Editor box, enter information and format the page. 8. Click the Save button when you are finished. Editing a Basic Web Page 1. Open the library that contains the Web page you want to edit. 2. Click the name of the Web page you want to edit. 3. Click the Edit Content shortcut in the upper-right corner of the window. 4. Make changes in the Rich Text Editor box. 5. Click the Save button when you are finished. Creating a Web Part Web Page 2. Click the Create 3. Click the Web Part Page shortcut in the Web Pages section. 4. Enter a name for the Web page in the Name box. 5. Select a layout in the Choose a Layout Template box. 6. Click the arrow on the Document Library box and select a location for the page from the resulting menu. 7. Click the Create 8. Click the Add a Web Part button in the section you want to add a web part to. 9. Check the boxes next to the content you want to add. 10. Click the Add 11. Repeat steps 8-11 for all web parts you want to add. 12. When you are finished, click the Exit Edit Mode shortcut. Editing a Web Part Web Page 1. Open the library that contains the Web page you want to edit. 2. Click the name of the Web page you want to edit. 3. Click the Site Actions button and select Edit Page from the resulting menu. 4. Do one of the following: To add a new web part or parts, click the Add a Web Part button in the section you want to add a web part to. Check the boxes next to the content you want to add and click the Add To modify a specific web part, click the Edit button on the web part you want to modify and select Modify Shared Web Part from the resulting menu. Make changes in the tool pane that appears and click the Close button when you are finished. To remove a web part, click the Close "Web Part Name" button on the web part you want to remove. 5. When you are finished, click the Exit Edit Mode shortcut. Alerts Creating an Alert for a List or Library When you create an alert, you will be sent an message when items are changed, added, or deleted. 1. Click the People and Groups shortcut on the Quick Launch 2. Click your user name. 3. Click the My Alerts shortcut. 4. Click the Add Alert shortcut. 5. Select the list or library you want to create an alert for. 6. Click the Next 7. Select options for the alert. 8. Click the OK button when you are finished. Creating an Alert for an Item 1. Open the library or list that contains the item that you want to create an alert for. 2. Do one of the following: To create an alert for a calendar item, click the event name and click the Alert Me shortcut. To create an alert for another item, place your mouse pointer over the item. Click the Edit arrow and select Alert Me from the resulting menu. 3. Select options for the alert. 4. Click the OK button when you are finished. Discussions Creating a New Discussion Thread 1. Click the Discussions shortcut on the Quick Launch 2. Select the discussion board you want to create the discussion in. 3. Click the New 4. Enter a subject for the discussion in the Subject box. 5. Enter discussion text in the Body box. 6. Optional: To attach a file to the discussion, click the Attach File shortcut. Click the Browse button and locate and select the file you want to attach. Click the Open button and click the OK Reading and Replying to a Discussion Thread 1. Click the Discussions shortcut on the Quick Launch 2. Select the discussion board you want to read. 3. Click the discussion name to read the discussion text. 4. Click the Reply shortcut. 5. Enter reply text in the Body box. 6. Click the OK button when you are finished. QUICK Source To order call toll-free Microsoft Windows SharePoint Services 3.0 copyright 2007 by QUICK Source. Ail rights reserved. No portion of this material may be saved in any retrieval system without the express written permission of the copyright owner. QUICK Source is not responsible for errors or omissions in this guide or damages resulting from the use of this material. Microsoft Windows SharePoint Services is a registered trademark of Microsoft Corporation. Printed in USA. Visit our Web site:

6 Surveys, Customizing Your Page & Getting Help Surveys Responding to a Survey 2. In the Surveys section, click the name of the survey you want to respond to. 3. Click the Respond to this Survey 4. Enter or select survey responses. 5. Click the Finish button when you are finished. Exporting Survey Results You can export survey results into a Microsoft Excel web query file. 2. In the Surveys section, click the name of the survey you want to export results for. 3. Click the Actions 4. Select Export to Spreadsheet from the resulting menu. 5. Click the Save 6. Select a location where you want to save the file. 7. Click the Save Viewing Survey Results 2. In the Surveys section, click the name of the survey you want to view results for. 3. Do one of the following: To view a breakdown of all survey responses, click the Show a graphical summary of responses shortcut. To view all responses, click the Show all responses shortcut. (To view the responses of a specific user, click the response title in the View Response column.) 4. Click the arrow on the View box and select Overview from the resulting menu to return to the survey overview. Getting Help Using Windows SharePoint Services Help 1. Click the Hero button in the upper-right corner of the window. (The Windows SharePoint Services 3.0 Help window will appear.) 2. In the Contents box, click a topic to view its subtopics. 3. Click a subtopic to display help information. 4. Click the Close button when you are finished. Navigating in the Help Window 1. Click the Help I button in the upper-right corner of the window. 2. In the Contents box, click a topic to view its subtopics. 3. Click a subtopic to display help information. 4. Do any of the following: To navigate through previously viewed topics, click the Back and Forward buttons. To return to the home page, click the Home 5. Click the Close button when you are finished. Note: You can also click a link in the breadcrumb navigation at the top of the Help window. Customizing Your Page Adding a Web Part 1. From your Home page, click the Site Actions 2. Select Edit Page from the resulting menu. 3. Click the Add a Web Part button in the section you want to add a web part to. 4. Check the boxes next to the content you want to add. 5. Click the Add 6. When you are finished, click the Exit Edit Mode shortcut. Removing a Web Part 1. From your Home page, click the Site Actions 2. Select Edit Page from the resulting menu. 3. Click the Close "Web Part Name" button on the web part you want to remove. 4. When you are finished, click the Exit Edit Mode shortcut. Modifying a Web Part 1. From your Home page, click the Site Actions 2. Select Edit Page from the resulting menu. 3. Click the Edit button on the web part you want to modify. 4. Select Modify Shared Web Part from the resulting menu. 5. Make changes to the web part in the tool pane that appears. 6. When you are finished, click the Exit Edit Mode shortcut. Note: You can also click the Web Part Menu arrow on the web part you want to modify on your Home page and select Modify Shared Web Part from the resulting menu. Searching for a Help Topic 1. Click the Help button in the upper-right corner of the window. 2. Enter what you want to search for in the Search for box. 3. Click the Go button to begin the search. 4. Do one of the following: To display help information about a subtopic, click the subtopic name. To display related topics, click the topic link in the breadcrumb navigation below the subtopic. 5. Click the Close ] button when you are finished. Printing a Help Topic 1. Click the Help button in the upper-right corner of the window. 2. Display the help topic you want to print. 3. Click the Print 4. Optional: Select print options. 5. Click the Print 6. Click the Close button when you are finished. 6

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