Windows SharePoint Services Team Site User Guide

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1 2004 IAAP International Convention and Education Forum Session: When Loses Its Charm Date: Tuesday, August 3, 2004, 1:00-3:00 pm Leaders: Annette Marquis and Gini Courter Windows SharePoint Services Team Site User Guide With Windows SharePoint Services (WSS), you can find out how easy it is for teams and individuals to create Web sites for information sharing and document collaboration. SharePoint sites allow users to work together on documents, tasks, contacts, events, and other information. A WSS site has a number of very powerful built-in features including a shared calendar, announcements, task list, contacts list, web links, document libraries, photo libraries, discussion groups, and surveys. The beauty of this kind of site is that anyone who has access to the site can be given permissions to post information and it is as easy as saving a file or completing a form on a web site. Any team member with Internet access who is using Office 97 or higher can post documents to the shared document libraries. Users who have Microsoft Office 2003 have even greater functionality with the integration of Windows SharePoint Services and Office Anyone (with permissions) can participate in discussion groups and access the other shared WSS features. To get started with Windows SharePoint Services, all you need is a Web Browser and Internet access. Logging in for the First Time When you are invited to join a SharePoint Team site, you receive an e- mail invitation. The message includes a link to the site, your user name, temporary password, and another link to change your password. To login to the site, follow these steps: 1. Select and copy the password from the message. 2. Click the link to the site. Your browser will launch and open a dialog box. 3. Enter the user name that was provided in the message. 4. Click in the Password text box and paste the password from the message. 5. Make sure the Remember My Password check box is not checked. 6. Switch back to the message. Click the second link to change your password. 7. Enter your new password (a combination of letters and numbers) in both text boxes. Note that passwords are case sensitive. 8. Click OK to save your new password. Close the browser. 9. Switch back to the mail message again. Click the link that opens the team site again. Enter your user name and your new password. You can enable the Remember My Password checkbox if Windows requires you to login to your computer when you start it. (If a user doesn t have your Windows password, they can t get this far.) The team site is accessible anywhere you have a browser and Internet connection. You ll need to enter your username and password when you access the site on a different computer (for example, a home computer). Do not allow Windows to remember your password on a public computer or on your home computer if others use the computer. Save the team site address in your Internet Explorer Favorites list. Choose Favorites Add to Favorites on the IE menu. Windows SharePoint Team Site User s Guide page 1 of 8

2 Parts of the Team Site The team site is a group of web pages composed of web parts. Some of the web parts are displayed on the home page; others are displayed on other pages within the site. The Quick Launch bar includes links to both types of web parts. A team site home page is described in the table and illustrated below. Home Page Part Quick Launch Announcements Events Links Quick Launch Links Contacts Tasks Shared Documents Discussions Surveys Description The bar on the left edge of the screen with links to other parts of the site. Place to post information for all team members Meetings (regular or recurring) and other important dates; integrates with the Outlook calendar. Hyperlinks to other resources Lists of team members and other contacts; imports, exports, and synchronizes with the Outlook 2003 Contacts folder Work assigned to team members; integrates with Outlook 2003 Tasks Documents folder that can contain other folders. Bulletin boards used for team conversations. Tool to collect and display responses from individual team members. Your team site administrator may add other parts to the site: for example, additional folders for shared documents, focused discussions, lists for specific contacts, or a separate list for urgent announcements. Top Menu Announcements Links Events Quick Launch Bar Custom List Viewing Site Content To view an item in a list (like an Announcement or Event ) click the item s title. To go to a Link, click the link s description. To view the list of Shared Documents, click the Shared Documents link in the Quick Launch bar. (See Windows SharePoint Team Site User s Guide page 2 of 8

3 Working with Shared Documents for information on opening and editing shared documents.) To view lists of contacts, tasks, or discussions, click the appropriate link in the Quick Launch bar. Navigating in the Team Site The Home link in the upper left corner of every page returns you to the home page of the team site. Adding Content to the Site Adding a Link To add an Announcement, Event, or Link, click the hyperlink at the bottom of the list. A new page opens in your browser. For links either type the hyperlink URL or open a new browser session, navigate to the page, then copy the link from the Address bar and paste it into the URL box. Click the Click here to test link to make sure the link works (then click your browser s Back button to return to the team site.) Click Save and Close to save the link, or Return to List to cancel. Adding an Announcement For announcements, enter a title, then enter and format (if you wish) the body text for the announcement. New items (including announcements) are marked with a New icon until 11:59 p.m. on the day you create them. If you want your announcement to be marked as until 11:59 on a different day, change the Expires date. When you re finished, click Save and Close to save the announcement, or Go Back to List to cancel. Each team site user is responsible for ensuring they are notified about site content. See Creating Personal Alerts for Your Team Site. Adding an Event Events can be recurring or non-recurring; both types of events can have meeting workspaces. Enter the title for the event, beginning date and time. Description, ending date/time and location are optional. If the event is recurring (like a weekly meeting), choose a Recurrence option. If the event will have associated documents, an agenda, or minutes, enable the Workspace checkbox to create a workspace site within your team s site. Click Save and Close to save the event. Windows SharePoint Team Site User s Guide page 3 of 8

4 Configuring Your Meeting Workspace If you enabled the Workspace checkbox, a new browser window will open so you can configure the meeting workspace. On the New Meeting Workspace page, enter a description for the meeting (optional). Click OK to continue to the Template Selection page (not pictured). NOTE: If you need a meeting workspace with different permissions than the parent site, talk to your team site administrator. Choose a template from the list on the Template Selection page. Click OK to create and open your workspace, shown below. To add Objectives or Agenda items, click the Add new item link. To add documents to the Document Library, see Working with Shared Documents later in this document. Inviting Team Members to the Meeting If you use Outlook 2003, you can create meetings, workspaces, and add attendees in Outlook. If you re using Outlook 97, 98, 2000, or 2002, you might choose not to use the team site to invite attendees and invite them by creating a meeting request in Outlook. In the meeting form s text box, let attendees know that the meeting is listed as an event on the team site, and that it has an associated workspace. Adding Attendees with Office Click the Manage attendees link to add attendees to the meeting. On the Attendees page, click the Add Attendees button to open a New Attendee form. Here s the bad news: you need to add attendees one at a time. Type the address of the attendee in the Name box. Enter any text you want to include in the meeting request in the comment box. Use the Response and Attendance drop downs to specify whether they ve responded and if their Windows SharePoint Team Site User s Guide page 4 of 8

5 attendance is required. Click Save and Close to invite the attendee and send the meeting invitation. Repeat these steps for each attendee. Adding Attendees with Outlook 2003 Click the Address Book button to open your Outlook address book or better yet, invite attendees from Outlook using a Meeting Request form. Choose File New Meeting Request. Click the Meeting Workspace button to link the meeting to the meeting workspace you just created. Returning to the Team Site The meeting workspace is a sub-site of your team site. When you click the Home button, you return to the Meeting Workspace home page. To return to your team site, click the Up To. link in the upper right hand corner of the meeting workspace home page. Returning to the Workspace from the Team Site To open an event, click the event s description on your site s home page. To open the workspace, click the hyperlink in the Event s page. Creating Personal Alerts for Your Team Site When you post documents and items on the team site, you don t need to send other users a separate telling them about the new posting. Each user sets alerts for lists and documents that they want to stay informed about. When there s a new (or changed) posting, the team site sends the user an informing them about the new content. If, for example, you want to be notified whenever there s a new announcement, you set an alert in the Announcement folder. Alerts can be set for folders, lists, and individual items and documents; you can choose to be notified about changes in a document, or changes to any document in a specific library. To set a folder or list alert, open the folder or list that you want to set the alert for. For example, to be alerted to new events, click the Events heading at the top of the Events part on the home page to open the Events page. On the Events page, click the Alert Me link on the left side of the page to open the New Alert page, shown here. Choose an alert type and alert frequency then click OK to set the alert. Click the View my existing alerts on this site link to review the alerts you ve already set. Do not change your address on this page. If your address changes, notify your team site administrator. To set an alert for a document, locate the document in Shared Documents or other document library. Point to the document name then click the down arrow to open the menu. Choose Alert Me from the menu to open the Alerts page and set the alert. Working with Shared Office Documents Your team site provides a single source for important documents. When you a document to team members, each team member has a separate version of the document. But when you post a document on the team site, there s only one master document that all team members can access. You ll work differently with shared documents if you re using Office 2003 v. other versions of Office. Windows SharePoint Team Site User s Guide page 5 of 8

6 Opening/Editing a Shared Document in Office 97-XP To open a shared document, click the Shared Documents link on the Quick Launch bar to open the Shared Documents folder. To review the document, click the document s icon to open it in the appropriate application. If you re going to edit a document, you should first check it out so that other team members know you are editing it. Checking a Document Out Click the down arrow at the right end of the document name and choose Check Out. Your name will appear in the Checked Out column. Now click the document s icon to open it on your computer. Checking a Document In When you re finished editing the document, save it on your hard drive. Upload the document, overwriting the existing document. Then open the Shared Documents folder, click the down arrow on the document s name, and choose Check In to open the Check In page. Choose Check In (or, if you re still working on the document, choose the second option and upload your other changes when they re completed.) Enter version comments in the Check In Comments text box. Click OK to check the document in. Opening/Editing a Shared Document in Office 2003 Word, Excel, and PowerPoint 2003 can save documents back to your team site. You ll still want to check documents out (see below) when you re editing them, but you can save rather than upload the document when you re finished editing. Working Groups When all team members use Office 2003, you only need to check out documents when you re doing extensive editing or want to document the history of document changes. Office 2003 lets you see if anyone else is editing the document and synchronize changes while you work. For now, however, you should always check out documents when you intend to make changes. To open a shared document in Office 2003, click the document s name or icon in the Shared Documents list. When the document opens in Office, a Shared Workspace task pane opens on the right side of your application window. (If the task pane doesn t open, choose View Task Pane from the menu.) Check In/Out in Office 2003 If you open the document and decide you want to check it out, click the Info tab in the Shared Workspace task pane, then click the Check Out link at the bottom of the pane. Click the Check In link to add comments and check the document back in. Click the Version History link to view comments attached to other editing sessions. Saving Changes When you re finished editing, simply save the document. Word (Excel, PowerPoint) automatically save the document on your team site. Windows SharePoint Team Site User s Guide page 6 of 8

7 Opening/Editing a Shared Document in Non-Office Applications When you re editing documents created with other applications (for example PhotoShop or Paint), your Office version doesn t matter. Follow the instructions for working with shared documents in Office 97-XP. Uploading a Document To add a document to the Shared Documents folder or a meeting workspace documents library, open the document folder/library where you want to put the document. Click the Upload Document button to open the Upload Document page. Click the Browse button. Locate the document and click Open. Click the Save and Close button to upload the document. Participating in a Discussion Discussions are bulletin boards that support simultaneous conversations. Each conversation is called a thread. To start or join a discussion, click the link for the discussion in the Discussions area of the Quick Launch bar. Each Subject listed is a separate thread. In the Replies column, you can see how many people have replied in each discussion. Click the expand (+) icon in front of a Subject to display all the posts in that discussion thread: Click on the subject for any message (anywhere in the thread) to open it: To reply to the message, click the Post Reply button. Click Alert Me if you want to be notified when others reply to the message. To close the message, click Go Back to Discussion Board. Windows SharePoint Team Site User s Guide page 7 of 8

8 Starting a New Discussion New discussions start on the Discussion Board page. Click the New Discussion button to open the New Discussion page. Enter a descriptive subject, then text to launch the discussion. Click Save and Close to save the message and return to the Discussion Board. Using Surveys for Quick Feedback Discussion boards are used for conversations. If you just need feedback, consider creating a survey, even if it s only for one question. The team site survey tool is full featured, and supports open text boxes, drop down lists, check boxes, option buttons, and choice arrays. Results are summarized graphically. For more information on surveys, contact your site administrator. Windows SharePoint Team Site User s Guide page 8 of 8

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