SharePoint 2007: A User Guide for Chapters

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1 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 OUT OF SHAREPOINT TRAINING & TECH SUPPORT OVERVIEW What is SharePoint? Microsoft Office SharePoint Server 2007 is an integrated server designed to improve organizational effectiveness through content management and information-sharing. Essentially, SharePoint operates like a website that is integrated with Microsoft Office applications (Word, Excel, PowerPoint, and Outlook): Using it is like using the Internet- click on links to go to a new page Upload and download documents Search your SharePoint sites Manage your calendar Set up alerts to notify you when announcements, documents, or events are added or modified on any of your SharePoint sites Ask others to approve or provide feedback on your documents and track their progress Participate in discussions on your Chapter & Region sites (similar in function to the PEO forum) How will SharePoint benefit me? Using SharePoint will help you to: easily share information with others. 1

2 search and find information (i.e. documents, events, discussions, announcements) quickly. stay current as that information is modified. do all that through standard tools you are probably already using. By: facilitating communication at Chapter, Regional, and HQ levels. offering a user friendly document management and retrieval system. storing your files securely and having them backed up on the PEO server. I m already using FTP, why are you asking me to switch? FTP only offers file storage and sharing. SharePoint is an integrated communication system it allows you to store, create, modify, and share your various types of communications (including announcements and discussions) throughout the Chapter system, and all from a single platform. It s a more efficient way for Chapters, Regions, and HQ to communicate with each other. Our objective is to migrate everyone from FTP to SharePoint. Does this mean my files from FTP need to be copied to SharePoint? Yes, and the Chapter Office will copy all of them to SharePoint for you. ACCESSING & LOGGING ON TO SHAREPOINT ACCESSING SHAREPOINT Each Chapter has its own SharePoint site. In addition, each Chapter has access to its Region s site and the Chapter HQ site. How do I access all those sites? From your Internet browser, log onto the landing site ( Chapters ) that is uniform for all users (URL below). From there you can automatically gain access to your Chapter site, your Region s site, & the Chapter HQ site. What is my Chapter s URL? Can I change it? Your Chapter s URL is: https://dm.peo.on.ca/chapters/default.aspx Although it s a uniform URL for all Chapters, logging in with your username and password will automatically give you access to your unique Chapter s site, your Region s site and the Chapter 2

3 HQ site (see: How do I gain access to my Chapter s site, my Region s site, or the Chapter HQ site? below). No, you cannot change your URL. What are my username and password? Can I change them? Your username and password have been ed to you. If you do not have one, please contact the Chapter Office. No, you cannot change them (exception: contact the Chapter Office to change your password if it has been compromised). Who is responsible for maintaining my Chapter s site? The Chapter Chair has overall responsibility; however, it is recommended that the Chapter Secretary be given the role of keeping the Chapter s communications up-to-date. Who can access my Chapter s site on SharePoint? By default, every Chapter has one account. The Chapter Chair or anyone on the Executive (who the Chair gives the username & password to) can access to the Chapter specific SharePoint Account. The Chapter Office can also access your account if need be. For more advanced SharePoint users, workflow is a possibility. Please contact the Manager, Chapter for details. How will the Chapter Office access and use my Chapter s on-line files? The Chapter Office may ask you to upload a particular file so that they can access it, removing the need to large files. For example, your Chapter s annual financial statement, bank statement and/or annual business plan could be easily shared between the Chapter and headquarters through this process. Will I be able to upload, download, read, and delete files, announcements, and events? Yes, you will have full read, delete, upload and download access to all files, announcements, and events on your Chapter s site if you are using one out of the five executive accounts. As well, you will be able to download and read files, announcements, and events from your Region and Chapter HQ sites. Guest accounts have read only privileges. 3

4 LOGGING ON TO SHAREPOINT How do I log on? Log on to SharePoint by following the link https://dm.peo.on.ca/chapters/default.aspx. Enter the username & password that were ed to you and click on Log On. When logging on, make sure to include peo\ before your username (do not include the quotation marks). Refer to the sample screen shot below. What will my login screen look like? What will I see on my computer screen once I log on? You will see a common landing page called Chapters that doesn t have any information on it. Not to worry, this is how it should look. 4

5 How do I gain access to my Chapter s site, my Region s site, or the Chapter HQ site? From that same Chapters landing page, you can select to go to your Chapter s unique site, your Region s site, or the Chapter HQ site. Just click on the Chapters tab in your Link Bar. Then click on the site you would like to visit (from the drop down box that will appear). Link Bar 5

6 Follow that same procedure anytime you want to switch between the three different sites. What are the main user areas on these sites? All three sites will have the same user areas, look and feel. There are four main areas you can use: Announcements, Calendar, Documents, and Discussions. These features will be discussed in the next section Using SharePoint. The following is a screenshot of the Chapter HQ site. Key toolbars, menus, and areas have been highlighted as they will be referenced throughout this guide. Search Scope Welcome Menu Link Bar Menu Bar Search Box Quick Launch Bar (access your Libraries through here for full functionality) Landing View of Libraries (limited functionality in this view) 6

7 By clicking on the heading of the Library you want to access (i.e. Announcements, Calendar, Documents libraries), you will be able to view the entire library and have more functionality. Below is an example of the full Documents Library on a Chapter site. This view allows you to view more files and perform more functions with the files than in the previous Landing View Mode. USING SHAREPOINT DOCUMENTS Here is what you have access to in the Documents Libraries in SharePoint: Your Chapter s site: you can create, add, read, download, save, and delete any files & folders. You can also choose to be alerted through if changes are made to a document or if a file is added to the Library. Your Region s site: you can read, download, and save any files. You can also choose to be alerted through if changes are made to a document or if a file is added to the Library. The Chapter HQ site: you can read, download, and save any files. You can also choose to be alerted through if changes are made to a document or if a file is added to the Library. How do I create documents in my Chapter site? You can create documents directly in SharePoint. From the Quick Launch Bar, click on Documents, and you will be directed to the Document Library. Click on the arrow beside the 7

8 New button, and you can select to create a new Word document, or a new file folder. By clicking on New Document, Microsoft Word will automatically open and you can create your document as usual. To create a document: Quick Launch Bar Documents New (in the menu bar) New Document (from the drop down box) OK <Word will open and you can create your document as usual>. In Word, name and save the Document by selecting File Save As from the menu. Click Save. It will be automatically saved into your Document Library on SharePoint. Note: when naming files in SharePoint, do not use $", "&", "#", in the file name, SharePoint has difficulties with them. What if I have a pre-existing document, can I add it to my Chapter site? Yes. From your Quick Launch Bar, select Documents, and you will be directed to the Document Library. Click the arrow beside the Upload button, and you are given the option of adding a document or multiple documents. To add a single document: Quick Launch Bar Documents Upload (in the menu bar) Upload Document (from the drop down box) Browse <find and select your file> Open To add multiple documents: Quick Launch Bar Documents Upload (in the menu bar) Upload Multiple Documents (from the drop down box) <find and click on the boxes beside your files> OK How do I delete a document from my Chapter site? To delete a document: Quick Launch Bar Documents (single-click on the file you want to delete) Delete Can I edit documents that are already in my Chapter site? Yes, you can make any changes easily in SharePoint. It will automatically open Word for you, and you can edit as usual. To edit documents in SharePoint: 8

9 Quick Launch Bar Documents (single-click on the file you want to edit) Edit in Microsoft Office Word Functions you can use in the Documents Library of your Chapter Site: Click here to create a new document using MS Word - OR - to create a new folder in this Library Click here to upload one or many documents to this Library Click in the blank space beside the file s name to access the drop down menu. From the drop down menu, choose to: Edit your document. Delete your file. What else can I do with Documents in my Chapter site? You can and track requests for approval and feedback from others. To request approval: Quick Launch Bar Documents <single-click beside the file name> Workflows Approval <enter the approver s address, type a message (optional), assign a due date Start. To request feedback: 9

10 Quick Launch Bar Documents <single-click beside the file name> Workflows Collect Feedback <enter the reviewer s address, type a message (optional), assign a due date Start. To request approval or feedback: Single click beside the document you want, then choose Workflows Select Approval or Collect Feedback 10

11 Fill in the required info and click Start What can I do with Documents in my Region and the Chapter HQ sites? You can open and read documents in those sites. You can also save them elsewhere. For example, if you open the Business Plan template from the Chapter HQ site, you can edit and work on it in Excel. You can then save it elsewhere on your computer, or save it in your Chapter s site. To save a file from the Region or Chapter HQ site: Quick Launch Bar Documents <click on the file you want to open> <the appropriate application and file will open> File Save As <name the file and select the location> Save. ANNOUNCEMENTS Here is what you have access to in the Announcements Libraries in SharePoint: 11

12 Your Chapter s site: you can create, read, export, save, and delete any announcements. You can also choose to be alerted through if the announcement changes or is added to the Library. Your Region s site: you can read all announcements. You can also choose to be alerted through if the announcement changes or is added to the Library. The Chapter HQ site: you can read all announcements. You can also choose to be alerted through if the announcement changes or is added to the Library. How do I add, edit, or delete announcements on my Chapter site? To create an announcement: Quick Launch Bar Announcements New (in the menu bar) New Item (from the drop down box) <create your announcement, add an attachment (optional), or expiry date (optional)> OK To edit or delete an announcement: Quick Launch Bar Announcements <single-click beside the item you want> Edit (or Delete) <if editing, make your changes> OK How can I choose to be alerted if announcements on my Chapter site, my Region s site, or the Chapter HQ site are changed? You can choose to receive alerts by if an announcement is added or changed in any of the Announcement Libraries. To receive alerts if there are any changes in an Announcement Library: Quick Launch Bar Announcements Actions (in the menu bar) Alert Me (from the drop down box) <select the type, criteria, and frequency of the alerts> Ok. Repeat this procedure in whichever site(s) - Chapter, Region, Chapter HQ - that you are interested in. To receive alerts on a specific Announcement only: Quick Launch Bar Announcements <single-click on the announcement you are interested in> Alert Me <choose the criteria and frequency for your alert> OK. To delete alerts: 12

13 Quick Launch Bar Announcements <single-click on the announcement you are interested in> Alert Me View my existing alerts on this site <click the box beside the alerts you wish to delete> Delete Selected Alerts OK. Repeat this procedure in whichever site(s) - Chapter, Region, Chapter HQ - that you are interested in. Click here to view your existing alerts. Use this function to also delete your alerts. To delete alerts: 13

14 Then click here Select the Announcement you want deleted How do I add announcements to my Region and HQ sites? Send an with the name of your announcement (as it appears on your Chapter site) to the Chapter Office, and we will add it to the Regional and/or HQ site at your request. If you ve modified or would like to delete your announcement from the Regional or HQ sites, please notify the Chapter Office. DISCUSSIONS Here is what you have access to in the Discussions Libraries in SharePoint: Your Chapter s site: you can create, comment, read, and delete any discussions. You can also choose to be alerted through if the discussion changes or is added to the Library. Your Region s site: you can create, comment, and read any discussions. You can also choose to be alerted through if the discussion changes or is added to the Library. The Chapter HQ site: you can read all discussions. You can also choose to be alerted through if the discussion changes or is added to the Library. How do I add, edit, comment, or delete discussions on my Chapter or Region sites? To create a discussion: Quick Launch Bar Discussions New (in the menu bar) Discussion (from the drop down box) <create your discussion, add an attachment (optional)> OK 14

15 To edit or delete a discussion: Quick Launch Bar Discussions <single-click beside the item you want> Edit (or Delete) <if editing, make your changes> OK To reply to/ comment on a discussion: Quick Launch Bar Discussions <click on the discussion you are interested in> <choose the comment you would like to reply to> Reply <create your discussion, add an attachment (optional)> OK To comment on a discussion: Choose an item to comment on and click Reply 15

16 Create your comment and click OK. CALENDARING Here is what you have access to in the Calendar Libraries in SharePoint: Your Chapter s site: you can create, read, and delete any events. You can export your events to your Outlook calendar and forward your event to others. You can also choose to be alerted through if an event changes or is added to the Library. Your Region s site: you can read all event listings. You can export these events to your Outlook calendar and forward these events to others. You can also choose to be alerted through if an event changes or is added to the Library. The Chapter HQ site: you can read all event listings. You can export these events to your Outlook calendar and forward these events to others. You can also choose to be alerted through if an event changes or is added to the Library. How can I view events? 16

17 You can choose to view events in the Calendar view: View you calendar by day, by week, or by month by clicking on the appropriate button. You can also choose to view events in list form by changing your view to All Events or Current Events. 17

18 How do I add, edit, or delete an event for my Chapter s calendar? To add an event: Quick Launch Bar Calendar New (in the menu bar) New Item (drop down button) <create your event> OK To edit or delete an event: Quick Launch Bar Calendar <click on the event you d like to edit or delete> Edit Item (or Delete Item) <if editing, make your changes> OK How do I forward an event from my Chapter, Regional, or Chapter HQ calendars? To forward an event to other attendees: Quick Launch Bar Calendar <click on the event you d like to edit or delete> Export Event Open <Outlook will open> Invite Attendees Send Can I view these events if I m logged out of SharePoint? Yes, just ensure you have synced your SharePoint calendar to your normal Outlook account. To sync your calendar to Outlook: Quick Launch Bar Calendar Actions Connect to Outlook Allow 18

19 To create an event, enter the following fields. You can also add an attachment. To open, edit, delete, or export/ forward your event: Click on the event name 19

20 Click on the appropriate button SITE SEARCH SharePoint allows you to search your Chapter s site, your Region s site, and the Chapter HQ Office site in their entirety (similar to the way you would conduct an Internet search). By entering keywords, your search will automatically scan and return any matches contained in the documents, announcements, discussions, and calendar libraries. However, you can only search one site at a time. How do I search my Chapter, Region, and Chapter HQ site? Searching is done in your search scope and search box located in the upper right hand corner of your screen. To search your Chapter s site: <In your search scope single-click on All sites> select This site: <Chapter name> <in your search box, enter your search words> click the magnifying glass. To search your Region s site: <From your Link Bar, click on the arrow beside the Chapters tab> select <your Region> <in your search scope single-click on All sites> select This site: <Region> <in your search box, enter your search words> click the magnifying glass. 20

21 To search the Chapter HQ Office site: <From your Link Bar, click on the arrow beside the Chapters tab> select <Chapter HQ> <in your search scope single-click on All sites> select This site: <Chapter HQ> <in your search box, enter your search words> click the magnifying glass. For example, to search the Chapter HQ Site: Select: This Site Enter your keywords Click to start searching Results will be shown from the Announcements, Calendar, Documents, and Discussions libraries. From Documents From Announcements From Calendar 21

22 SHARING PICTURES AND VIDEOS How can I share my pictures and videos on SharePoint? We suggest you create a Pictures/ Videos folder or file in your preferred list (Documents, Announcements, Discussions) where you can add and manage links to external sites where the pictures/ videos are stored. Why can t I store them on SharePoint? Due to space limitations, SharePoint s functionality would be impaired if we were to upload pictures and videos. Instead, we are strongly urging you to store your pictures and videos elsewhere. *Ensure you are up-to-date with PEO s social media and privacy policies before posting* What external sites do you recommend? Once you are up-to-date with PEO s social media and privacy policies, we suggest storing your videos on and your pictures on either or LOGGING OUT OF SHAREPOINT How do I sign out of SharePoint? From your Welcome Menu (upper right hand corner of your screen), click the drop down arrow beside Welcome <your Chapter s name> and select Sign out. Click on the arrow Select Sign Out 22

23 TRAINING & TECH SUPPORT If you would like further training on SharePoint, please contact the Chapter Office and let us know what your requirements are. For technical support with SharePoint, please contact the Chapter Office and we will reply during office hours. 23

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