1. SharePoint 2. Overview of Admin/Owner vs Contributor/Member 3. Lab Navigation Training vs Requested Site links 4. Training vs User Acceptance

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1 Site Member Introduction 1. SharePoint 2. Overview of Admin/Owner vs Contributor/Member 3. Lab Navigation Training vs Requested Site links 4. Training vs User Acceptance Site Member Training Area: Login 1. Select the computer; make sure you read the warnings and security information. or 2. Type your Username and Password 3. Click Log On button Announcements Located to the right of the basic navigation bar New Announcement: 4. Click Announcements link to go to the Announcements library New, from the menu bar Department of Technology Services - Revised 1/27/2010 kt Page 1 of 19

2 5. Type Title* (* is a mandatory field that must be filled in before the announcement can be saved.) 6. Click in the Body of the announcement and type announcement information and format using the tools available in the tool bar or copy and paste from Word. 7. Enter the Expires date by typing or by using the calendar icon. 8. Optional: Attach a File, by clicking on the link and browse to the location of the file 9. Locate the file to be attached and highlight the file, then click Open 10. The path to the file is automatically entered for you, click OK The Attachments will display at the bottom of the announcement. 11. Click OK, to attach the file Department of Technology Services - Revised 1/27/2010 kt Page 2 of 19

3 New announcement will display in the Announcements lists with!new next to the title. Edit Announcements: 12. Locate the Announcement and click the drop down arrow, then select Edit Item 13. Make your changes and click OK from either top or bottom of the Announcement screen. Delete Announcements: 1. Locate the Announcement and click the drop down, then select Delete Item Department of Technology Services - Revised 1/27/2010 kt Page 3 of 19

4 2. A message will appear and ask if you are sure? Click OK if sure and Cancel if not. The event could be recovered by a site administrator from the Recycle Bin if deleted by mistake. Setting Alerts Add an Alert: 1. Click on the title at the top of the web part to view the menu Example: Announcements 2. Click Actions drop down arrow and select Alert Me to receive notifications when items change This menu can be set using any web part by going to the Actions drop down arrow 3. Alert Title and Send Alerts To are already filled in The default setting for Change Type is All Changes. Most used is New Items Added. Descriptions: All Changes = is sent for every edit, addition, and change to the Announcement web part New Items Added is sent for only when New items are added Existing Items are Modified is sent for all changes to already saved announcements Items are Deleted You will receive only when items are deleted Department of Technology Services - Revised 1/27/2010 kt Page 4 of 19

5 4. Change Type, click New Items are Added for an to be sent only when new items are added to Announcements. 5. Send Alerts for These Changes, click An announcement with an expiration date that is added or changed to receive an only when an announcement is expired or modified. 6. When to Send Alerts, click Send a Daily Summary for an daily with a summary of all the changes selected above in the alert options. 7. Optional: Select the Time of day you want the alerts to be sent to your box. 8. Click OK An will be sent to your confirming the alert is setup right after you click OK. Change Alert Settings: 1. Click on the My Alerts on this Site link in the to go to one location where all of your alerts can be displayed at once Or Go to View my existing alerts for this site located below the title 2. Click the Alert link to go to the setting for a specific alert and make changes Example: Announcement link 3. Click OK when done Department of Technology Services - Revised 1/27/2010 kt Page 5 of 19

6 Delete Alerts: 1. Go to the location of the Alert using the steps above in Change Alert Settings 2. Click the check box next to the Alert 3. Click Delete Selected Alerts 4. Click OK if you are sure you want to delete or Cancel in the next message window. (Adding additional alerts while you are in My Alerts on this Site screen) Adding Additional Alerts: 1. Click on Add Alert link from the menu 2. Choose a List or Document Library for the alert 3. Click Next 4. Make your selections and click OK (Same steps as Add an Alert from above.) 5. Exit by clicking on red X (Located in top right of browser window on PC.) Special The bread crumbs are located at the top of the menu and would help you navigate to the SharePoint Home page. Department of Technology Services - Revised 1/27/2010 kt Page 6 of 19

7 Events Viewing Event Lists/Calendar: View a list or calendar using the menu options. View, also by using the built in features below the calendar menu. Adding an Event: 1. Click New or select from the drop down arrow 2. Type in Title* field the name of the Event 3. Type the Location of the Event 4. Type Start Time* 5. Type End Time* 6. Type the event information in the body of the Description 7. Optional: Check box for All Day Event 8. Optional: Check Make this a repeating event and fill in the meeting information 9. Workspace: Only recommended for advanced users. 10. Click OK to save Edit an Event: 1. Click on the link to the Event, located on the calendar list or from within the web part select the Announcement to be edited Department of Technology Services - Revised 1/27/2010 kt Page 7 of 19

8 2. Click on Edit Item from the menu for one event or Edit Series for the entire repeat of the Event 3. Edit any information from the Event window and click OK to save Delete an Event: 1. Click on the link located on the calendar 2. Click Delete Item to remove the event from the calendar 3. Click OK if you are sure you want to delete the event The Event could be recovered by a site administrator from the Recycle Bin if deleted by mistake. Department of Technology Services - Revised 1/27/2010 kt Page 8 of 19

9 Document Library Microsoft SharePoint 2007 Add a Document to a Library: 1. Select the Document link in the left navigation bar to see all libraries or select the specific library from the left navigation bar if it displays 2. Select Upload, Upload Document for a single document Multiple documents can be uploaded using the Upload multiple Documents link for advanced users. If versioning is turned on there will be an additional section to add Version Comments as to what was changed. You will also have a link below the Browse button allowing you to Upload Multiple Files. 3. Click the Browse button to open for this example 4. Locate the file using the Choose File to Upload window, click on the file to highlight, then click Open Department of Technology Services - Revised 1/27/2010 kt Page 9 of 19

10 5. The path to the file is automatically entered for you, click OK The Overwrite existing file is checked and the file will be replaced unless this box is unchecked. The file is uploaded to the specific library with!new next to the file title. If the file was replaced there would not be a symbol next to the title. Modify Documents Using Check Out: 1. Click the drop down arrow to display the menu options and select Check Out. Microsoft Internet Explorer window will display only once. Uncheck the Use my local drafts folder and click OK. The document will be saved back to SharePoint. 2. The file will display default information, Date and Modified by Department of Technology Services - Revised 1/27/2010 kt Page 10 of 19

11 3. Locate the file and click the drop down arrow, then select Edit in Microsoft Word. Edit menu will change according to the file type. When the icon displays a green arrow pointing down, the file is Checked Out. 4. In the security Message from webpage, click OK 5. Type dpsuser\ your Login Name and Password, then click OK 6. Make changes to the document, close the window using the red X. 7. Click Yes to save the changes to the document. The document will be saved back to the SharePoint library. Department of Technology Services - Revised 1/27/2010 kt Page 11 of 19

12 8. When asked in the program window of Word, click Yes to Check In, so changes can be viewed by users. You will be returned to the Document Library and your changes can be viewed by staff with access. Check IN: 1. If you saved without Check-In you will need to select Check-In from the menu on the document before anyone will see your changes. 2. Type Comments about the changes made 3. Click OK to continue to Check-In. The file will be updated and available for the next review. Organization of Files Create Folders: 1. Navigate to the library you want to create a folder in Example Documents library 2. Click the dropdown arrow, and select New Folder to create a folder to organize files in existing document libraries Department of Technology Services - Revised 1/27/2010 kt Page 12 of 19

13 3. Type a name in the Name* field 4. Click OK from the top or bottom of the window to save and return to the current library. Links List Create Folders: 1. Click on the Lists link located in the left navigation bar 2. Click the dropdown arrow and select New Item 3. Type the URL in or copy and paste the web address 4. Type the description of the site that the users will see 5. Optional: Type in the Notes section a brief description to encourage the user to go to this website. 6. Click the link above the web address (Click here to test) to test the link to make sure the web address is correct 7. Click OK to save and return to the Links list library 8. Click the breadcrumb above the title to return to the Home Page Department of Technology Services - Revised 1/27/2010 kt Page 13 of 19

14 Edit Links: 1. Go to the left navigation bar and click on Lists link 2. Click on the link to a specific list Example: Resource List 3. Click the drop down arrow and select Edit Item 4. Make the changes and click OK at the top or bottom Department of Technology Services - Revised 1/27/2010 kt Page 14 of 19

15 Deleting Links: 1. You can delete the link from here 2. Click OK if you are sure you want to delete 3. Click OK if you are sure you want to delete the link in the list 4. Go to the left navigation bar and select link to return to home page The event could be recovered by a site administrator from the Recycle Bin if deleted by mistake. Surveys Responding to Surveys: 1. Click the Surveys link from the left navigation bar 2. Click on the specific survey link Example: Sample Survey 3. Click Department of Technology Services - Revised 1/27/2010 kt Page 15 of 19

16 4. Answer the question posed in the survey. 5. Click Finish when done If you have already responded to the survey you will see this message You will be returned to the Survey Viewing Survey Responses: 1. Click Show a graphical summary of responses or 2. Show all responses 3. Go to the left navigation bar and click on the link to return to the home page Department of Technology Services - Revised 1/27/2010 kt Page 16 of 19

17 Discussion Board Responses Microsoft SharePoint 2007 Add Discussion Topic: 1. Click the Discussion link in the left navigation bar 2. Select the discussion you would like join in a discussion thread Example: General Discussion 3. Click New to add you discussion to the General Discussion thread 4. Type the Title or question for discussion 5. Type the description to help users respond in the Body. 6. Click OK to save!new will appear next to the new discussion topic. Reply to a Discussion: 1. Click the Discussion link on the left navigation bar to return to the list of discussion threads Department of Technology Services - Revised 1/27/2010 kt Page 17 of 19

18 2. Click Reply link to the right on the menu 3. Click in the Body of the message and type your reply. 4. Click OK at the top or bottom of the message to save. You can the message before you save anywhere the icons are available in SharePoint menus. Delete a Reply to a Discussion: 5. Click View Properties to delete a discussion you have entered. Depending on your rights the menu would be different. 7. Click Delete Item from the menu 8. Click OK if you are sure you want to delete the discussion you have entered. Department of Technology Services - Revised 1/27/2010 kt Page 18 of 19

19 You will be returned to the list of General Discussions and can exit using the left navigation bar to return to the Home Page. Department of Technology Services - Revised 1/27/2010 kt Page 19 of 19