TCD SharePoint 2007 User Guide

Transcription

1 TCD SharePoint 2007 User Guide Last Updated: 16 th September 2010 Microsoft SharePoint Brief Outline Microsoft SharePoint is a document management and collaboration product which you access online using your web browser, usually Internet Explorer. Following an upgrade in December 2009 the version of SharePoint in use in College is SharePoint Each SharePoint site allows users to share documents and manage lists of events, announcements, links and other content appropriate to the audience for that site. Each site is comprised of a group of web parts, each web part being used for a particular task, e.g. a Document Library for shared documents or a Contacts Lists for storing people s contact details. Web parts typically appear as content boxes on the main site home page and each web part is, by default, listed in the links on the left navigation menu, known as the Quick Launch bar. New web parts can be added to the site and it is possible to control exactly which web parts appear in the main screen and control their positioning. The administrators, or owners, of each SharePoint site can perform the actions above and can control the access permissions to the site and to individual web parts, folders and files. Included further on in this document is a list of some of the more common tasks you might encounter when starting to use SharePoint. The instructions here are appropriate to Internet Explorer as only reduced functionality is available in other web browsers. The capabilities of SharePoint go far further than what is covered here so if you need further assistance or advice please refer to the Getting Help section of this document. Please note that this document will undergo frequent updates and so it may be worthwhile referring back to it from time to time. 1

2 Getting Help In the first instance support queries should be directed to the Administrators or Owners of your SharePoint site. If the site Administrators/Owners are unable to assist then you should contact the IS Services Helpdesk. If the query cannot be resolved at the Helpdesk it will be passed on to the appropriate personnel within IS Services. Usage queries will be assigned to the Training & Publications group. Server side queries will be assigned to the Systems group. Table of Contents Dealing with Password Prompts... 3 Working with Files and Folders in Document Libraries... 5 Uploading Files... 5 Editing Files... 5 Creating Folders... 6 Editing/Deleting Folders... 6 Working with Links Lists... 7 Working with Contacts Lists... 9 Working with Announcements Lists Working with Calendars Working with Discussion Boards Using the Alert Me Feature Setting Permissions Creating New Web Parts Adding Web Parts to the Site Home Page Editing the Layout/Appearance of Web Parts

3 Dealing with Password Prompts When you browse to a TCD SharePoint site for the first time in each new web browser session you may be prompted for your College username and network login password. When entering these details you should enter your username in the form COLLEGE\username and then enter your network login password. If using Internet Explorer, as recommended in order to get the full functionality of SharePoint, then you may add the TCD SharePoint server to a list of Local intranet sites as follows: 1. Launch Internet Explorer 2. Choose Tools Internet Options 3. Choose the Security tab 4. Choose Local intranet and click the Sites button 3

4 5. Click the Advanced button 6. If it is not already listed then enter into the Add this website to the zone: box. Click the Add button. 7. Click Close, then OK and OK again. Close Internet Explorer and relaunch it. Browse to your TCD SharePoint site and you should no longer be prompted for your College username and password. 4

5 Working with Files and Folders in Document Libraries To upload, edit or delete files and folders in Document Libraries you should first click on the title of the Document Library, either via the Quick Launch bar on the left or at the top of the appropriate web part in the main body of the site. You are then brought to a dedicated interface for working with the files and folders in that document library. Uploading Files To upload a new file click Upload Upload Document. If you wish to upload more than one file choose Upload Multiple Documents. You will be asked to browse to the file(s) you wish to upload. Editing Files To edit or delete a file, hover over the filename and then click on the drop down arrow to see the options to Check Out, Edit or Delete the file, as shown below. If you wish to prevent other people editing the file whilst you edit it then you should choose the Check Out option before choosing the Edit option. After saving your changes you should then Check In the document once more. Note the option to Manage Permissions, should you wish to set access permissions for that particular file. 5

6 Creating Folders To create a new folder click New New Folder Editing/Deleting Folders To edit a folder name, or to delete a folder, hover over the folder name and then click on the drop down arrow to get the drop down menu containing the required options. 6

7 Working with Links Lists A links list allows you to manage a list of links to other SharePoint sites or to any website. On most SharePoint sites links lists are used to navigate to websites of relevance to that particular SharePoint site, or to related SharePoint sites. Adding a Link 1. To manage a links list first click on the title of the links list, either at the top of the list or via the Quick Launch list of the left of the SharePoint site. 2. From the options near the top of the screen choose New New Item. Note that there is also an option here to add a folder if you wish to organize your links into sub folders. 3. Under Type the Web address enter the URL of the site you want the link to point to. 4. Under Type the description enter the text of the link as you wish it to appear on the links list. 5. Click OK when done. 7

8 Deleting or Editing a Link Should you wish to rename a link or update the URL you will need to Edit that link. The steps for removing a link are similar. 1. First click on the title of the links list, either at the top of the list or via the Quick Launch list of the left of the SharePoint site. 2. Hover over the link you wish to edit or delete and you should see a drop down arrow appear to the right. Click on this arrow to get the options as shown below to allow you to edit or delete the link. 8

9 Working with Contacts Lists A contacts list allows you to manage a list of contacts and various personal details. On most SharePoint sites contacts lists are used to list those people involved with that site and their contact details. Adding a Contact 1. To manage a contacts list first click on the title of the contacts list, either at the top of the list or via the Quick Launch list of the left of the SharePoint site. 2. From the options near the top of the screen choose New New Item. 3. You are presented with a list of fields which you can populate for that entry. 4. Click OK when done. Deleting or Editing a Contact 1. First click on the title of the contacts list, either at the top of the list or via the Quick Launch list of the left of the SharePoint site. 2. Hover over the first field for the contact you wish to edit or delete and you should see a drop down arrow appear to the right. Click on this arrow to get the options as shown below to allow you to edit or delete the contact. 9

10 Working with Announcements Lists An announcements list allows you to manage a list of announcements relating to the topic of that SharePoint site. One additional feature some people might like to make use of in conjunction with Announcements is the Alert Me option which sends people using the feature an each time there is a new announcement. Instructions on using the Alert Me feature are available further on. Adding an Announcement 1. To manage a announcements list first click on the title of the list, either at the top of the list or via the Quick Launch list of the left of the SharePoint site. 2. From the options near the top of the screen choose New New Item. 3. Enter a Title and Body for the announcement, and an expiry date if appropriate. 4. Click OK when done. Deleting or Editing an Announcement 1. First click on the title of the announcements list, either at the top of the list or via the Quick Launch list of the left of the SharePoint site. 2. Hover over the announcement you wish to edit or delete and you should see a drop down arrow appear to the right. Click on this arrow to get the options as shown below to allow you to edit or delete the announcement. 10

11 Working with Calendars In SharePoint 2003 there was a feature called Events Lists. This has been replaced with the Calendar feature in SharePoint Adding a Calendar Entry 1. To manage a calendar first click on the title of the calendar, either at the top of the list or via the Quick Launch list of the left of the SharePoint site. 2. From the options near the top of the screen choose New New Item. 3. Enter the details of the event as appropriate and click OK when done. Deleting or Editing a Calendar Entry 1. First click on the title of the calendar, either at the top of the list or via the Quick Launch list of the left of the SharePoint site. 2. Click on the calendar entry you wish to edit or delete. 3. Choose the appropriate option from the list above the entry details to edit or delete the calendar entry. 11

12 Working with Discussion Boards Adding to and Replying to a Discussion 1. To manage a discussion board first click on the title of the discussion board, either at the top of the list or via the Quick Launch list of the left of the SharePoint site. 2. From the options near the top of the screen choose New Discussion. 3. Enter a Title and Body for the topic and click OK when done. People will be able to reply to this topic by clicking on the title and choosing the Reply button at the top right. 12

13 Using the Alert Me Feature You can setup an alert so that you are ed automatically when a new item is added to a web part or when an existing item is altered. For example, if you setup an alert for a Document Library you will be ed whenever a new document is uploaded or an existing document is updated. If you setup an alert for an Announcement list you will be ed each time there is a new announcement. To setup the Alert Me feature: 1. Click into the web part either via the heading above the web part or via the link in the quicklaunch menu on the left. 2. From the menu options near the top choose Actions Alert Me 3. You should be presented with a list of options regarding when you should be alerted. When you have selected your preferences here click OK at the bottom right of the screen. 13

14 Setting Permissions If you have Full Control permissions on the site then you can set permissions for the entire site, an individual web part, a folder or even a document. You can do this to restrict access so that people can only view certain items but can edit others. To set permissions for a SharePoint site and its contents: 1. Choose People and Groups from the bottom of the left menu You will see a list of groups on the left hand side. Click on each group name to see the current members of each group. Those in the Owners group have Full control of the site by default. These people are effectively the administrators of the site who can add new web parts and control permissions. Those in the Members group have Contribute access i.e. read and write access by default and can upload or edit content into existing web parts. It is suggested that you only populate these two groups. Where you wish to restrict the default permissions of those in the Members group please follow the instructions below. 2. To add a user to a group choose New Add User and enter the user s College username. Note that if the user usually logs into the FIRST domain then the username should be entered in the form FIRST\username. 3. To remove current users place a check box beside the appropriate username(s) and choose Actions Remove Users From Group. 4. To edit the permissions for an entire group choose Settings Group Settings and scroll down until you see the section titled Give Group Permission to this Site. For example, you could change the default permissions for the Members group to Read if you did not want people to be able to upload or edit content by default. 14

15 Creating New Web Parts 1. From the Site Actions menu at the top right, choose Create. Note that you must already have the appropriate permissions i.e. Full Control to carry out these actions. 2. Choose the appropriate content type you wish to add to the current site e.g. Document Library. Note that elements such as Links and Contacts that you may have used in SharePoint 2003 are also available. 3. When prompted, enter the appropriate details and hit Create. By default a link to this new web part will be added to the quick launch list on the left of the site home page. Uncheck this option if you do not want this link created. 4. The new web part is created and you can start populating it. If you wish to add this new web part to the main site page please see the next section of this document. 15

16 Adding Web Parts to the Site Home Page 1. If you have created a new web part and wish to have it display in the body of the site home page then from the Site Actions menu at the top right, choose Edit Page. Note that you must already have Full Control permissions to carry out these actions. 2. Depending on the site layout you should now see the option to Add a web part appear in the sections that web parts can be added to. Click on this option at the top of the section you wish to add the web part to. 3. A list of available web parts will be displayed. Place a check mark in the box next to the web part you wish to add and click the Add button at the bottom right. 4. The web part is added to the appropriate section of the site home page. To finish choose the Exit Edit Mode option at the top right. 16

17 Editing the Layout/Appearance of Web Parts 1. It is possible to alter the appearance of web parts so that certain columns are displayed and others hidden for example. From the Site Actions menu at the top right, choose Edit Page. Note that you must already have Full Control permissions to carry out these actions. 2. An edit option will now appear at the top of each web part. Click on this for the web part you wish to work with and choose Modify Shared Web Part. 3. Various options will now be available on the right side of the screen, depending on the web part type you are working with. The example below shows the options for a Document Library. When you are happy with your changes click OK or Apply at the bottom of the screen. To finish choose the Exit Edit Mode option at the top right. 17