PLANNING FOR A SECURE RETIREMENT

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1 PLANNING FOR A SECURE RETIREMENT ADMINISTRATIVE VIEW User Guide: D Agriculture Information Technology Released: August, 2005 Revised: January, 2006 Version: 1.0

2 PLANNING FOR A SECURE RETIREMENT ADMINISTRATIVE VIEW User Guide Developed by: Technical Writing Team, Agriculture Information Technology Agriculture Administration Building 615 W. State Street West Lafayette, IN Phone Fax Copyright 2006, Purdue University, all rights reserved. An equal access/equal opportunity University.

3 Table of Contents Prefix... i About This Website... i About This User Guide... i An Overview of the Major Sections of this User Guide... i Part Navigating the Public View Website... 2 Quick Overview of a Public View Website... 2 Using the Search Function... 4 Part Navigating the Administrative View Website... 6 A Quick Overview of an Administrative View Website... 6 Users and Permissions... 8 Part The Rich Text Editor Window Styles and Formatting Inserting a Hyperlink on a Webpage Inserting a Link to a Document in the Rich Text Editor Inserting Other Types of Hyperlinks Adding an Image Using the Rich Text Editor Adding a New Link to the Link Web Part Editing a Link Displaying Links in a Particular Order Adding a Separator Bar Using the Link Features Using the Document Library The Functions of a Document Library Creating New Document Folders Creating a New Document Uploading a Single Document Uploading Multiple Documents at Once Filtering Documents Editing in a Datasheet Working with Individual Files in the Documents Folder Using the Image Library The Functions of an Image Library The Select a View Menu Uploading a Single Image Uploading Multiple Images at Once Using the Edit Properties Function Using the Edit Pictures Function Using the Custom List Features Working with Custom List Data Part FAQ... 57

4 Public View: FAQ Administrative View: FAQ Your Opinion Public View: Your Opinion Administrative View: Your Opinion Guestbook Public View: Guestbook Administrative View: Guestbook Appendix A: Troubleshooting... ii Appendix B: List of Figures... iv Appendix C: Glossary... vii

5 Prefix Welcome to the Planning for a Secure Retirement Administrative User Guide. The following provides a brief overview of the website and a quick glance at this user guide. About This Website The web address to access the public view of the Planning for a Secure Retirement website is: https://sharepoint.agriculture.purdue.edu/ces/retirement/default.aspx The web address to access the administrative view of the Planning for a Secure Retirement website is: https://sharepoint.agriculture.purdue.edu/ces/retirement/admin.aspx This website was created by Agriculture Information Technology (AgIT). About This User Guide This user guide is structured to provide an overview of the features of both the public and administrative view Planning for a Secure Retirement websites. In addition, it will provide the administrator with the necessary information required to execute the administrative tasks required for use and maintenance of the Planning for a Secure Retirement website. An Overview of the Major Sections of this User Guide This guide contains the following parts and appendices: Part 1: This section provides an introduction to the public view Planning for a Secure Retirement website and its primary features. Part 2: This section provides a brief overview on accessing and navigating the administrative view Planning for a Secure Retirement. Part 3: This section describes the administrative functions necessary to maintain and update the Planning for a Secure Retirement website. Appendix A: Troubleshooting: Appendix A deals with troubleshooting potential search options and login issues. Appendix B: List of Figures: Appendix B provides a list of all the figures and their page numbers contained within this document. Appendix C: Glossary: Appendix C is a glossary of terms that provides the reader with definitions of terminology used in this document. Copyright 2006 Purdue University i

6 Part 1 Part 1 Planning a Secure Retirement Overview Navigating the Public View Website Using the Search Function Copyright 2006 Purdue University 1

7 Navigating the Public View Website The following figure breaks a public view website into common areas. Search Function Content Area Right Menu Left Menu Footer Area Figure 1: Planning for a Secure Retirement Public View Website Quick Overview of a Public View Website Left Menu Content Area Right Menu Footer Area This menu contains links to other webpages within the public view website. The contents of this menu vary from one public view website to another depending on the purpose for that particular website. This area, situated in the middle of the webpage, displays currently accessed information. This menu contains various links to resources recommended by the primary investigator. This area is generally used for additional resources. These are usually Purdue University links. Copyright 2006 Purdue University 2

8 Search Function This function allows you to conduct a search on a website designed in SharePoint. Copyright 2006 Purdue University 3

9 Using the Search Function This section explains how to conduct a search on a website designed using SharePoint. 1. Locate the search text field on the top-right side of the homepage. Figure 2: The search text field Type search words here 2. Type the information you would like to find in the form of a keyword, phrase, etc. in the text field. 3. Click the Go icon to begin the search. This will load a webpage containing links to other webpages that contain information related to your search criteria. 4. On the webpage that displays the search results, simply click the link or links that seem most related to the information you seek. NOTE: Here are some aspects to keep in mind regarding the scope and constraints of the Search feature. The search does not incorporate Boolean functions. The search covers all items in your current view. For example, if you are looking at the Shared Documents webpage, only those documents will be searched. This includes hidden or filtered items. Most website content is covered, including documents, tasks, contacts, and discussion boards. Results will not include attachments to list items or surveys. Copyright 2006 Purdue University 4

10 Part 2 Part 2 Administrative View Planning a Secure Retirement Features Navigating the Administrative View Website Users and Permissions Copyright 2006 Purdue University 5

11 Navigating the Administrative View Website This section features a brief look at an administrative view website. Please note that it is sometimes the case that an administrative view website will look somewhat different in appearance than the generalized screenshots used in this introductory guide. However, the basic structure and functions found on all administrative view websites are, except in very rare occasions, consistent with what is presented here. The following figure shows the common areas of an administrative view website: Primary Navigation Bar Search Function Right Menu Content Area Left Menu Figure 3: The Administrative View Website A Quick Overview of an Administrative View Website Primary Navigation Bar This navigational bar remains at the top of the screen, unchanged, as you go from webpage to webpage within the administrative view website. It contains the following functions that you may find useful: The Home link, which can redirect you back to the public view homepage at any time The Documents and Lists link, which displays all document libraries, image libraries, etc. stored in the website Copyright 2006 Purdue University 6

12 The Create link, which allows you to create new document libraries and lists for use in the website The Site Settings link, which allows you to do everything from change website background colors to set permissions for users The Help link, which opens additional documentation concerning the use of SharePoint The an Up To link is present in the upper-right corner, it will take you up a level to the parent website Left Menu Content Area Right Menu Search Function This menu generally contains the following administrative functions that you may find useful: The Documents link and sublinks. A document library allows users to share, collaborate, and keep multiple versions of documents. The Pictures link and sublinks. An image library functions similarly, allowing users to share and edit image files. The Lists link, which allows users to create and share lists of any sort, such as a sign-up sheet or brainstorming ideas. The Discussions link, which allows for an online exchange of ideas, questions, and answers, in which responses are nested under the previous post. The Surveys link. A user may create a set of questions to be answered by the workgroup, the results of which will be graphically tallied. This area, situated in the middle of the webpage, displays currently accessed information. This menu contains various links to resources recommended by the primary investigator. This function allows you to conduct a search on a website designed in SharePoint. Copyright 2006 Purdue University 7

13 Users and Permissions This section outlines the various functions and steps necessary for managing users and user permissions within your website. In order to do this, you must first understand the established categories within which users fall as well as the preset user groups that are set up for use in SharePoint. The two general user categories are as follows: Users are organized according to the Site Group to which they belong. Each site group has a different level of access, as are outlined below: Anonymous These users cannot belong to a site group because they have no login information. Only certain web services allow for access by anonymous users. The level of access granted to anonymous users must be regulated differently from and independent of site group. Please note that websites which require a login/password to be viewed do not have anonymous users. Reader The most basic type of group. These users have read-only access to the website, which basically means that they can read but not modify the contents of the website. Contributor This type of user group allows users basic interactivity with the website. They are able to add content to existing document libraries and lists. Web Designer These users are able to create lists and document libraries in addition to being able to create new webpages within the website. Administrators Users in this group have complete access to every facet of the website. Other Groups An administrator can created customized site groups for their website. Please note that when setting user permissions, any customized site groups will be listed along with the default groups listed above. You will come across the above listed Site Group designations frequently while managing users and permissions for your website. Specifically, you will often need to choose between designating a new user as a Reader or a Contributor, as most users reside within those two groups. Copyright 2006 Purdue University 8

14 Part 3 Part 3 Administrative Functions of the Planning for a Secure Retirement Website Modifying Content Area Web Parts Modifying Link Web Parts Using the Document Library Using the Image Library Using the Link Features Using the Custom List Features Working with Custom List Data Copyright 2006 Purdue University 9

15 Modifying Content Area Web Parts This section details the method to be used when desiring to modify the Content Area Web Part. 1. Locate and click the Modify Shared Page link. It is located directly underneath the Search text field. A quick menu will appear. This quick menu appears when you click the Modify Shared Page link Modify Shared Page link Figure 4: Accessing the Modify Shared Page Link 2. In the dropdown menu, move your cursor down to Modify Shared Web Parts, which will then display all modifiable Web Parts on the webpage you are editing. 3. Choose the Content Area Web Part you wish to edit. On the public view homepage, for this example, it is called content. This will load the Content Editor. In the Content Editor, click the Rich Text Editor button to load the Rich Text Editor. Click the Rich Text Editor button Figure 5: The Content Editor Menu Copyright 2006 Purdue University 10

16 The Rich Text Editor Window The modifications you make within the Rich Text Editor, when saved, directly modify the contents of the Content Area Web Part you are modifying. Close (Does not save) Standard toolbar Work area Formatting toolbar Save Cancel Figure 6: Rich Text Editor main editing window Styles and Formatting 1. There are several formatting options available in the Rich Text Editor. The following list highlights two of the more prominent features: Click the icon to access the Font menu. This menu allows you to edit the font, style, size and color of your body text. Use the Styles and Formatting dropdown list to access text formats for headings and lists. The highlighted text is being formatted The Style and Formatting drop-down list appears here Figure 7: Text formatted using the Styles and Formatting dropdown list Copyright 2006 Purdue University 11

17 NOTE: The web content that you create should be in accordance with software designed to support the Americans with Disabilities Act (ADA) for those individuals who may need aide in viewing text displayed via computer screen. DO NOT use the Style and Formatting drop-down list to format body texts (sentences, hyperlinks, etc.). If you do so, support software may be unable to distinguish between section headings and body text, making the content extremely difficult to interpret for impaired users. Headers, bulleted and numbered lists, etc. can be formatted using the appropriate preset formats from the Styles and Formatting dropdown list. For more information, please visit the Purdue Universal Access Initiative at 2. Once you have completed editing the text, click the Save button to save your changes or the Cancel button to discard your changes. Or, to insert a hyperlink or a link to a document, refer to the following section of this user guide. Inserting a Hyperlink on a Webpage 1. Access the Rich Text Editor for the web content to which you wish to make modifications. 2. In the Rich Text Editor, type the text that will be used as the link to the webpage. For example, if you were wanted to link to someone s homepage, you might type new homepage to act as the link for the webpage. The words new homepage will serve as the text for the link Figure 8: The Rich Text Editor Copyright 2006 Purdue University 12

18 3. Highlight the text you would like to use as the link for the webpage. This can be done by double clicking on a word if the text for the webpage is a single word. Or, if it is multiple words, click once at the beginning of the first word and hold down on the mouse button. Continue to hold the mouse button down to highlight all of the text until you have reached the end of the last word to be used for the link to the webpage. Highlight the text that will serve as the link to a webpage Figure 9: The Rich Text Editor 4. Once the desired text has been highlighted, click the icon on the taskbar at the top of the Rich Text Editor. This will open a Hyperlink dialog box. 5. In the Hyperlink dialog box, type the URL of the webpage you would like to link to in the text field next to URL. has already been provided for you. Make sure that the URL does start with or the link will not work. Type the URL of the webpage here Figure 10: The Rich Text Editor with the Hyperlink dialog box open 6. When you have finished typing the URL, click the OK button. This will take you back to the Rich Text Editor dialog box. 7. On the Rich Text Editor dialog box click the Save button to save your changes. Or, continue to modify the content of the webpage in the Rich Text Editor and click the Save button when you are finished to save all of your changes. To discard any changes that you have made, click the Cancel button. Inserting a Link to a Document in the Rich Text Editor When developing content using the Rich Text Editor, you have the option of linking to files located in SharePoint shared folders. This allows individuals who use your webpage to directly access files that you deem pertinent and significant. Linking to documentation is not very different from creating a regular link except for that fact that you must locate the URL for the Copyright 2006 Purdue University 13

19 document to which you wish to link. This can be frustrating due to the fact that document URLs are not readily available (and they are also very long and pretty much impossible to memorize). Instead, you can access the shared folder that contains the file and manually extract the URL (so that you can then copy and paste it into the Rich Text Editor). This portion of the user guide breaks the process down into more manageable steps. 1. Access the public view website at https://sharepoint.agriculture.purdue.edu/ces/retirement/default.aspx 2. Open a new Internet window. Access the administrative view website at https://sharepoint.agriculture.purdue.edu/ces/retirement/admin.aspx 3. Both public and administrative view should be open on your desktop at the same time, as displayed in this example. Public View Administrative View Figure 11: Viewing both the public view and administrative view websites 4. On the public view webpage, access the Rich Text Editor for the web content to which you wish to make modifications. 5. Type the text for the hyperlink you wish to insert. For example, you might type Document Hyperlink into the Rich Text Editor. Copyright 2006 Purdue University 14

20 Type Document Hyperlink into the text editor Figure 12: Typing hyperlink text into the Rich Text Editor 6. Highlight Document Hyperlink using your cursor. Highlight the text that will serve as the link to the document Figure 13: Highlighted text in the Rich Text Editor 7. Once the desired text has been highlighted, click the icon on the taskbar at the top of the Rich Text Editor dialog box. This will open a Hyperlink dialog box. Figure 14: The Hyperlink dialog box 8. Switch to the administrative view webpage (you should be able to quickly locate it in the toolbar that runs across the bottom of your desktop). 9. Locate and click the Shared Documents link under the Documents menu on the left side of the page. You will be directed to the Shared Documents webpage. Copyright 2006 Purdue University 15

21 Several files are listed on this webpage Figure 15: List of Shared Documents 10. Locate the file to which you wish to link (because this is a practice run, you can go ahead and just pick any file). Move you cursor over the filename and right click it. A quick-menu will appear. This quick-menu should appear when you right click on any file listed Figure 16: The quick-menu for shared documents 11. In the quick-menu, click the Copy Shortcut link. This stores the code for the hyperlink you are trying to create (without you actually being required to type any code). The quick-menu should automatically disappear. 12. Switch back to the public view webpage. The Rich Text Editor should still be open (as well as the Hyperlink dialog box). 13. Find the URL: text field in the Hyperlink dialog box. There should not yet be text in this text field. Delete any text that is typed into the field. Figure 17: Empty URL field Make certain that there is no text in the URL field. 14. Right click in the URL: text field. A quick-menu will appear. 15. Click the Paste link. This will paste the link into the URL: text field. Copyright 2006 Purdue University 16

22 The link you inserted appears here, it is a very long string of text Figure 18: A hyperlink pasted into the URL: text field NOTE: Linking to a document requires an unusually long file pathname. A path to a common file pathname is something similar to %20Documents/example.doc 16. Click the OK button. The Hyperlink dialog box will close and you will be returned to the main screen of the Rich Text Editor. 17. Click the Save button in the bottom right corner of the Rich Text Editor. This will close the Rich Text Editor. NOTE: There are many situations where you may want to link to more than one document from the same shared folder. Instead of going through Step 1 through Step 17 several times, you can follow these abbreviated steps: Use Step 1 through Step 17 to post you first hyperlink. When creating your second hyperlink, paste the same document link into the URL: text field in the Hyperlink dialog box. In the URL: text field, change the filename (the very last part of the hyperlink) to the file to which you wish to link (ex. /newfile.doc changed to /survey.ppt). 18. The webpage you just modified should now be updated. Locate and click the document link you just created. If the File Download prompt appears, it means that you link is working correctly. This is the prompt users will see when attempting to access the links (to docs) that you provide Figure 19: The File Download prompt 19. Use these steps to insert document links into your webpage content. Also, refer to the Note posted above for information about posting multiple links to documents in the same shared folder. Copyright 2006 Purdue University 17

23 Inserting Other Types of Hyperlinks Aside from hyperlinks to other webpages and hyperlinks to documents, you can also add hyperlinks to various other resources like FTP sites and addresses. The following portion of this user guide consists of a table that briefly details the methods for inserting these types of links into the Rich Text Editor. 1. Access the Rich Text Editor. 2. Type the name that corresponds to the link you wish to add and then highlight that text. 3. Once the desired text has been highlighted, click the icon on the taskbar at the top of the Rich Text Editor dialog box. This will open a Hyperlink dialog box. Addresses FTP sites Select mailto from the Type drop-down menu on the Hyperlink window. When mailto is selected, mailto: will automatically be inserted into the URL: text field. Type the address next to mailto: (ex. if the address is it should read Select ftp from the Type drop-down menu on the Hyperlink window. When ftp is selected, ftp:// will automatically be inserted into the URL: text field. Type the ftp website address next to ftp:// (ex. ftp://sharepoint.purdue.edu). Adding an Image Using the Rich Text Editor 1. Access the Rich Text Editor of the Content Editor Web Part for which you want to add an image. 2. Click the Insert Image button and the Picture Dialog Box appears. Figure 20: Picture Dialog Box Copyright 2006 Purdue University 18

24 3. Click the Browse button and navigate to the picture file to find the Picture Source. Select image Image file name appears here Click Open Figure 21: Browse Picture 4. Select the file when you find it, then click the Open button. The file name appears in the Picture Source field of the Picture dialog box. 5. In the Alternate Text field, type a few words to provide a very brief description of the image. NOTE: The web content that you create should be in accordance with software designed to support the Americans with Disabilities Act (ADA) for those individuals who may need aide in viewing image displayed via a computer screen. Use the Alternate Text field to provide a very brief descriptor for the image. For more information, visit the Purdue Universal Access Initiative at 6. If you want to adjust the optional layout of the image, choose an alignment from the Alignment menu. If you want to add a border, type the number of pixels thick in the Border Thickness field. 7. If you want to adjust the optional spacing of the image, type the number of pixels spacing for each of the Horizontal and Vertical text fields. Copyright 2006 Purdue University 19

25 8. When you have completed the required Picture Source and Alternate Text fields, click the OK button. The image loads in the Rich Text Editor Copyright 2006 Purdue University 20

26 Modifying Link Web Parts This section details the method to be used when desiring to modify the Link Web Parts. Adding a New Link to the Link Web Part 1. Locate and click the Add new link link, located under the Links submenu. You will be directed to a webpage which allows for the entry of new link information. Click the Add new link link Figure 22: Add new link 2. Enter the appropriate information in the available text fields. In the URL text field, type the web address of the webpage to which you are linking (ex. In the second, unlabeled text field, type the webpage title that is to be displayed for this link (ex. Weather Webpage). In the Notes text field, type any relevant notes about this website. 3. When you have entered all the information, click Save and Close button located on the menu bar. You will be redirected to the webpage to which you were making modifications. Click the Save and Close button when finished Type the URL here Include any relevant notes Type the webpage title that will serve as the link text Figure 23: New link information text fields Copyright 2006 Purdue University 21

27 Editing a Link Follow the steps below in the event that a URL or webpage title for an existing link in your Links Web Part needs to be modified. 1. Click the Links heading in the top bar of the Links Web Part. You will be directed to a webpage that gives you various options for managing this Links Web Part. Figure 24: Links Web Part 2. There is more than one way to modify an existing link, as are outlined below: Click the icon which appears to the left of each listed link. Highlight the link with your cursor until the icon appears. Click this icon once to open a dropdown menu. In this dropdown menu, locate and click the Edit Link link. Both methods direct you to the same webpage, which you are making modifications. 3. Edit the available text fields as needed. When you are satisfied with your modifications, click Save and Close button located on the menu bar. You will be redirected to the webpage. Displaying Links in a Particular Order You may want the links in your Link Web Part to be displayed in a specific order as opposed to the default order, which is the order in which they were added. For example, you may want the links to be displayed in alphabetical order or in order of importance. 1. Click the Links heading in the top bar of the Links Web Part. You will be directed to a webpage that gives you various options for managing this Links Web Part. Copyright 2006 Purdue University 22

28 Figure 25: Links Web Part 2. On the menu bar, locate and click Change Order link. You will be directed to a webpage allowing you to reorder the items. 3. Locate the Position from Top column heading. Each dropdown list in this column corresponds to a link listed under the URL column heading. Links are ordered from top to bottom, with 1 denoting the top link, 2 denoting the second link, and so on. Order the links according to your preference. Select the number that denotes the order Click the OK button Figure 26: Change Order of links 4. When you are finished rearranging links, click the OK button. You will be redirected to the webpage for managing the Links Web Part. Adding a Separator Bar A separator bar is a dotted line in the Links Web Part that separates one set of links from another. It is actually a link that links to the current page as opposed to another page, so it remains static (clicking on it just redirects you back to the webpage you are already viewing). 1. Access the webpage where the Links Web Part that you want to edit is located. 2. Highlight and right-click the link in the Address field of your browser window, then click Copy to copy the link. Copyright 2006 Purdue University 23

29 Figure 27: Copy Address 3. Click the link to Add new link located below the Links web part. Figure 28: Add new link 4. Right-click the highlighted text in the URL text field, then click Paste. Figure 29: Paste Address 5. In the next field, type as many dotted lines (-----) as you want to appear in your separator bar. Figure 30: Type dotted lines 6. When you are finished, click the Save and Close link. Copyright 2006 Purdue University 24

30 Figure 31: Save and Close button 7. In order to move the separator, follow the instructions in the previous section, Displaying Links in a Particular Order. Separator Bar before move Separator Bar after move Figure 32: Before-and-After Link Separation Copyright 2006 Purdue University 25

31 Using the Link Features This section explains how to use the Links features on a SharePoint webpage. This feature allows you to add and organize links from your website to other related websites. Adding a New Link From the homepage, click the Add new link link, located under the links listings. Clicking Add new link will load the Links: New Item webpage. Click here to add a new link. Figure 33: Add new link NOTE: When an asterisk (*) is located next to a field, that field is a required entry for a new event. On the Links: New Item webpage, fill out the form that has been provided to collect information on the link. See steps 3 6 for instructions on how to complete this form. Type the URL in the textbox under URL Type the Web address. Type the description of the webpage in the textbox under Type the description. This is the text that will appear under the Links listing for the URL. Type extra information about the webpage in the large textbox next to Notes. Type the webpage URL here. Type the text for the underlined link here. Type notes about the webpage here. Figure 34: Creating a New Link Copyright 2006 Purdue University 26

32 Once all the information has been added, click the Save and Close button. Click here to save the link. Figure 35: Saving a Link Editing an Existing Link From the homepage, click the Links link. Click here to access the list of existing links. Figure 36: Links section Locate the link that needs to be edited and click the edit button located in the same row. Click here to edit the link. Figure 37: Edit icon NOTE: If the edit button is not present, roll your mouse arrow over the selection, click the menu arrow, then select the Edit Item link. Edit the information as desired by typing over the information that was already entered. Once the information has been edited, click the Save and Close button. longing Figure 38: Saving a Link Click here to save the changes that were made. Copyright 2006 Purdue University 27

33 Deleting an Existing Link From the homepage, locate and click on the Links link. Click here to access the list of existing links. Figure 39: Links section Locate the link that needs to be deleted from the listing of links and run the cursor over the link s URL. Click on the menu arrow to access the menu. Click here to access the menu. Figure 40: Accessing a Menu Select Delete Item from the menu to delete the link. Click here to delete the link. Figure 41: Delete Item link WARNING: When a link is deleted there is no way to retrieve the information. If a link is deleted by accident, the information will have to be re-entered. Copyright 2006 Purdue University 28

34 When Delete Item is selected, a prompt appears to confirm the deletion of the link. If it should be deleted, click Yes. If it should not be deleted, click Cancel. Figure 42: Deletion Prompt Copyright 2006 Purdue University 29

35 Using the Document Library This portion of the user guide briefly details the process to be used for managing documents within an administrative view website designed using SharePoint. There are many benefits to using a SharePoint document library to organize files: Files are uploaded into a SharePoint server, allowing for them to be shared by all users of the particular document library in an environment conducive to multi-user project completion. Keeping track of file modification is made easy. The version history of all documentation stored in a document library can be accessed and reviewed. If you want to know who just made changes, the document library will tell you. Further, files can be checked out to specific users, meaning that only they can make modifications to that file until they check the file back in. Files can be renamed and reorganized into subfolders according to project or purpose, making file management less sporadic. The Functions of a Document Library New Document Upload Document New Folder Filter Edit in Datasheet Type Name: Documents are listed in this column Checked Out To: If a document is checked out, the user who checked it out is listed here Modified: The most recent modification made to a document is dated here Modified By: The most recent person to modify a document is listed here Figure 43: A typical document folder Creating New Document Folders Add a new folder when you want to group similar files together within a document library. Copyright 2006 Purdue University 30

36 1. Click the New Folder button and the New Folder webpage loads. Figure 44: New Folder button 2. Type the name of the new folder in the Name field, then click the Save and Close button. Click Save and Close Figure 45: New Folder page Type folder name here Creating a New Document 1. Click the New Document button. Figure 46: New Document button 2. A prompt appears directing you to confirm your action. Click the OK button. Click the OK button Figure 47: Confirmation prompt NOTE: You may be prompted to enter your username and password before the new Microsoft Word document loads on your desktop. 3. A new, blank Microsoft Word document should appear. Modify the blank document as you see fit. 4. When you are done and ready to save the document to the document folder from which it originated, click the icon near to top left corner of Microsoft Word. The Save As dialog box appears. Copyright 2006 Purdue University 31

37 Click the icon Figure 48: Locating the Save icon The current document library is shown here Figure 49: The Save As dialog box 5. Click the Save button to save the new document. Now, if you wish, you can close Microsoft Word. The document library should be visible on your desktop. Uploading a Single Document 1. Click the Shared Documents link on the left side of the administrative website. This will load the Shared Documents webpage. Shared Documents link Figure 50: The Shared Documents link 2. On the Shared Documents webpage, click the Upload Document button on the taskbar. This will load the Shared Documents: Upload Document webpage. Refer to the following figure. Figure 51: The Shared Documents webpage taskbar Click Upload Document Copyright 2006 Purdue University 32

38 3. Click the Browse button on the Shared Documents: Upload Document webpage. The button is located at the end of the text field next to Name. Clicking the button will open a Choose File dialog box. Click the Browse button Figure 52: Locating the Browse button 4. On the Choose File dialog box, locate the document you would like to upload. Click it once so the document s file name appears in the text field next to File Name and then click the Open button. This will return you to the Shared Documents: Upload Document webpage. Locate the file you want to upload and click it once The file name should be visible here Click the Open button Figure 53: The Choose File dialog box 5. On the Shared Documents: Upload Documents webpage, the file location should now be visible in the Name text field. If the file has never been uploaded to the webpage in any form, continue to Step 6. NOTE: If the file you a uploading is an updated copy of a file that has already been uploaded and you would like this file to replace the old file, leave the checkbox next to Overwrite existing file checked. If the file should not replace the existing file, deselect the checkbox. 6. Click the Save and Close button on the taskbar to finish uploading the document. This will return you to the Shared Documents webpage. Click Save and Close If this file should replace an existing file, leave this checkbox checked. If it should not, deselect it. The location of the file should be visible here Figure 54: The Shared Documents: Upload Documents webpage Copyright 2006 Purdue University 33

39 7. Your document should now be listed on the Shared Documents webpage. If it is not, try repeating this process again. Uploading Multiple Documents at Once 1. Click the Shared Documents link, located on the left side of the administrative view homepage. This will load the Shared Documents webpage. Click the Shared Documents link Figure 55: The Shared Documents link 2. On the Shared Documents webpage, click the Upload Document button on the taskbar. This will load the Shared Documents: Upload Document webpage. Figure 56: The Shared Documents webpage taskbar Click Upload Document 3. On the Shared Documents: Upload Document webpage, click the Upload Multiple Files... link, located under the text field next to Name. This will change how the lower portion of the Shared Documents: Upload Document page will look. Click the Upload Multiple Files... link Figure 57: Locating the Upload Multiple Files... link 4. Please note the following intricacies of file upload: If the files that will be uploaded are updated versions of files that are already being shared, the new files can either replace the old files or can be shared in addition to the old files. If the new file should replace the old file, make sure the checkbox next to Overwrite existing file(s) on the Shared Documents: Upload Document webpage is checked. If the files should be shared in addition to the old files, make sure the checkbox next to Overwrite existing file(s) is NOT checked and give the new files a new, different document name. 5. Use the navigation pane on the left side of the Shared Documents: Upload Document webpage to locate the files that need to be uploaded. To navigate through the drives and files, Copyright 2006 Purdue University 34

40 click the icon to expand the files that are stored under the drives and files. To choose a file for uploading, select the checkbox next to that file. Navigate to the location of the files in this pane Click the check boxes to select the files you want to upload Figure 58: The Navigation pane 6. Once all the relevant files have been selected to upload, click the Save and Close button to finish the uploading process. Filtering Documents Use filters when you have a large number of files in a document library from which you only want to view a certain type. For example, you can view only documents you modified on a particular date or you can view documents that only a certain person modified. 1. Click the Filter button and the page reloads with filter menus above the library items. Figure 59: Filter button 2. Select a filter from a menu and the page reloads with the filter in action. A filter icon appears next to the filtered menu. Figure 60: Filter menu Copyright 2006 Purdue University 35

41 A filter is now added to the document library. To change, add, or disable a filter, click the Change Filter button and use the filter menu to modify the filter. Select (All) from the filter menu to disable a filter. Editing in a Datasheet Editing your view of the document in a datasheet allows you to sort and filter your documents. For example, you can sort by modification date and filename. 1. To edit a document library in a datasheet, click the Edit in Datasheet button. The library loads in a datasheet page. Mac users, please refer to Appendix A for information on accessing these features on a Mac desktop. Figure 61: Edit in Datasheet button Figure 62: Datasheet Page 2. Decide which column you want to sort, then click an arrowhead and select the filter from the menu. Copyright 2006 Purdue University 36

42 Figure 63: Sort menu 3. When you are finished with your edits, click the Show in Standard View button. The page reloads in the standard view with the edits. Figure 64: Show in Standard View Working with Individual Files in the Documents Folder After files have been uploaded to the document folder, you have a variety of options for each file in the list. To access these options, click the Edit arrow, which appears to the right of the file name when the mouse hovers over it. Click the Edit arrow to view options Figure 65: Drop Down Menu for Documents Here is a brief description of the options you are provided: View Properties A new webpage loads with the name and title of the document, as well as who and when it was created and last modified. Edit Properties A new webpage loads allowing you to edit the name and title of the document. Edit in Microsoft Office Word This option allows you to open and edit the document in Word. A prompt will first appear, asking you to confirm your decision to download the document (as some online files can harm your computer). After clicking OK, you will have to enter your password to open the document. Delete This permanently removes the document from the list. A prompt will appear asking you to confirm you decision to delete. Click OK to delete the item. Copyright 2006 Purdue University 37

43 Check Out/Check In When you check out a document, it prevents others from downloading and altering the document while you are making changes, which could be counterproductive. It can still be viewed by others while checked out. You can choose to Check In the entire revised document, update the changes you have made and keep the document checked out, or disregard changes and undo the Check Out. Version History An enhanced folder that allows Version History keeps track of the Check Out/Check Ins and maintains an archive of past versions. Alert Me You can have an sent to you when a document has been changed. You can specify the type of changes you want to be notified of and how often you are notified. Discuss Comments and notes can be added for the purpose of discussing with coworkers, viewed within or separate from the document. Create Document Workspace A copy of the document will be stored in the new workspace, from which it can be published back to its original location. Copyright 2006 Purdue University 38

44 Using the Image Library An image library has many functions that allow you to upload, edit, and manage image files. You can share files with group members, edit and rename them, and organize the collection into separate folders to ease navigation. There are often several different ways to accomplish the same task. The Functions of an Image Library The following figure displays the layout of a typical Picture Library. Add Picture New Folder Filter Delete Edit Pictures Download Send To Images are listed or displayed here Select a View: Use this menu to select the way in which you want your images displayed Figure 66: A typical image library The Select a View Menu The Select a View menu provides the following options: Click the All Pictures button to list all images and subfolders in an image library. This is the default display setting. Pictures can be displayed in three ways: o Details: This shows the file name, file size, file type, and picture dimensions. o Thumbnails: Pictures are shown as thumbnails with the filename under them. o Filmstrip: A row of thumbnails is displayed with the filename under them, but when one is clicked, a larger version is displayed in the content area below. Copyright 2006 Purdue University 39

45 Click the Selected Pictures button to list only images and subfolders whose checkboxes are checked. Click the Explorer View button to list images according to folder. NOTE: The Select a View menu becomes active only after you have uploaded at least one image. Creating a New Image Folder Over time you will accumulate many image files, and it will be much easier to manage the files by organizing them into folders that group images logically. 1. After accessing the Image Library, click on the New Folder button on the top menu. This will load a webpage allowing you to name the new folder. 2. Once you have entered the desired name in the text field, click the Save and Close button. You will be returned to the Image Library with a newly created folder. Click the Save and Close button to create a new folder, after typing a folder name Type the folder name here Figure 67: Folder Name text field Uploading a Single Image The Add Picture function allows you to upload images into your image library, making it a very important and useful function to understand. This section explains the procedure for using the Add Picture function to upload images to the administrative view website. 1. Click the images link on the left side of the administrative view website. This will load the image library. Each of the links under Pictures refers to a specific folder, so images is a folder name and may vary. 2. In the image library, click the Add Picture button on the taskbar. This will load the images: Add Picture webpage. Add Picture button Figure 68: The image taskbar Copyright 2006 Purdue University 40

46 3. Click the Browse button on the images: Add Picture webpage. The button is located at the end of the text field next to Name. Clicking the button will open a Choose File dialog box. Click the Browse button Figure 69: The Browse button 4. On the Choose File dialog box, locate the document you would like to upload. Click it once so the document s file name appears in the text field next to File Name and then click the Open button. This will return you to the images: Add Picture webpage. Locate the image you want to upload and click it once so that it is highlighted Figure 70: The Choose File dialog box Click the Open button 5. On the images: Add Picture webpage, the image location should now be visible in the text field next to Name. NOTE: If the file you a uploading is an updated copy of a file that has already been uploaded and you would like this file to replace the old file, leave the checkbox next to Overwrite existing file checked. If the file should not replace the existing file, deselect the checkbox. 6. If, however, the file has been uploaded before and you would like this image to replace the old file, leave the checkbox next to Overwrite existing file checked. If the image should not replace the existing file, deselect the checkbox. 7. Click the Save and Close button on the taskbar to finish uploading the document. This will return you to the Shared Documents webpage. Copyright 2006 Purdue University 41

47 Click Save and Close If this file should replace an existing file, leave this checkbox checked. If it should not, deselect it. The location of the file should be visible here Figure 71: Shared Documents: Upload Documents webpage Uploading Multiple Images at Once 1. Click the images link on the left side of the administrative view website. This will load the images webpage. 2. On the images webpage, click the Add Picture button on the taskbar. This will load the images: Add Picture webpage. Add Picture Figure 72: The Image Taskbar 3. Click the Upload Multiple Files link. The Microsoft Office Picture Manager loads. Click the Upload Multiple Files link Figure 73: The Upload Multiple Files... link 4. In Microsoft Office Picture Manager, locate the Add Picture Shortcut link. The Add Picture Shortcut link appears here Figure 74: Microsoft Office Picture Manager Copyright 2006 Purdue University 42

48 5. Click the Add Picture Shortcut link. The Add Picture Shortcut dialog box will appear. Click here to browse through all available folders The Add button Figure 75: The Add Picture Shortcut dialog box 6. Locate the folder that contains the images you wish to upload. Select that folder 7. Click the Add button that is located in the bottom right corner of the Add Picture Shortcut dialog box. All of the pictures from that folder will load in the content pane of Microsoft Office Picture Manager. Available images are displayed in this content pane The Upload and Close button Figure 76: Microsoft Office Picture Manager 8. Select the pictures you wish to upload. 9. Click the Upload and Close button. This will close Microsoft Office Picture Manager. 10. Click the Go back to images link on the images: Uploading Pictures webpage. You will be redirected to the images webpage. Copyright 2006 Purdue University 43

49 The Go back to images link appears here Figure 77: The Go back to "images" link 11. Repeat these steps for any other groups of images that you wish to upload. You can use the Add Picture Shortcut link at any time to access additional image folders. Using the Edit Properties Function The basic properties of an image, from its filename to its size and color, can be edited directly from the image folder. This portion of the user guide details some of the functions that allow you to edit the properties of an image. 1. Access the appropriate image library. 2. Under the Select a View menu, make sure that Details is highlighted. If it is not, simply click the Details button (you must be in All Pictures or Selected Pictures mode to view image file details). 3. Locate and click the icon that accompanies the image to which you wish to make changes. A dropdown menu will appear. Click the Edit Properties link Figure 78: Finding the Edit Properties link Copyright 2006 Purdue University 44

50 Download Picture Allows you to immediately open the image or download it to your local drive. Check Out/Check In When you check out a document, it prevents others from downloading and altering the document while you are making changes, which could be counterproductive. It can still be viewed by others while checked out. You can choose to Check In the entire revised document, update the changes you have made and keep the document checked out, or disregard changes and undo the Check Out. Version History An enhanced folder that allows Version History keeps track of the Check Out/Check Ins and maintains an archive of past versions. Alert Me You can have an sent to you when a document has been changed. You can specify the type of changes you want to be notified of and how often you are notified. Discuss Comments and notes can be added for the purpose of discussing with coworkers, viewed within or separate from the document. 4. In the dropdown menu, click the Edit Properties link. This will load a page that allows you to edit the various properties of the selected image. The image can be renamed using this text field Figure 79: Editing an images file properties 5. It is important to fill in these text fields so that web browsers that do not support images as well as web browsing technologies for the impaired are able to interpret each piece of content located on your webpage. Copyright 2006 Purdue University 45

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