Microsoft SharePoint is provided by Information Services for staff in Aberystwyth University.

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1 USING SHAREPOINT E-Services and Communications, Information Services, Aberystwyth University CONTENTS This document shows you how to: Access SharePoint Use your personal My Site area to try out features of SharePoint Navigate the document library Customise the document library Create a new folder Upload documents Edit an existing document Manage versions and files Restore deleted files Create alerts Use advanced document library functions o Create a picture library o Manage columns in a document library o Share calendars and link to Outlook o Manage user permissions o Further tips and tricks SHAREPOINT OVERVIEW Microsoft SharePoint is provided by Information Services for staff in Aberystwyth University. SharePoint is a web-based system that offers collaboration and document management. Collaboration features include shared calendars, tasks, contacts and discussion boards. Document management features include versioning, backup, secure access and remote access to documents over the web, both in the office and at home. It integrates closely with Microsoft Office applications such as Outlook and Word. SharePoint also offers Web 2.0 collaborative technologies such as blogs and wikis. Using SharePoint instead of your individual computer or a shared office drive gives you the following benefits: Files are automatically backed up. Files are stored in a secure place, yet accessible by others who also need to see them. Using SharePoint Revised May 2013 Page 1 of 23

2 If you turn on Versioning, old versions can be restored if needed. If you enable Check Out, only one user at a time will be able to modify a document. You can send multiple users a link to the document in SharePoint, so that they can edit it without generating conflicting versions. If you enable Check Out and include the Check In Comments column, you can make useful annotations to versions of files (e.g. rough draft, still needs editing, final version sent out to students etc.). Files are accessible from any computer with an Internet connection, so you can easily work away from the office. Before you begin to add content to your SharePoint site, think about the best way to organise it so that users can find things easily. Give folders and individual documents meaningful names. Try not to create too many layers of nested folders and sub-folders. It is a good idea to plan it out on paper before you start uploading material onto the site. ACCESS SHAREPOINT Please note that SharePoint is designed to work with Internet Explorer. If you use another browser such as Firefox or Safari, some of the functionality will not be available to you. Therefore, we strongly recommend that you use Internet Explorer whenever you access SharePoint. Open Internet Explorer from the Start menu. Type in the address bar and press the Enter key. The login procedures are slightly different depending on how you are connected to the Internet. If you are logged onto a computer that is on either the PAU or Staff domain, SharePoint will recognise your credentials. You will be taken directly into SharePoint. If you are using another computer, such as a Public Service computer (PSV domain), you will be prompted to log in, possibly more than once. SharePoint is only available for staff, not students, so you must log in through either the PAU or the Staff domain. Using SharePoint Revised May 2013 Page 2 of 23

3 Type either pau\<username> or staff\<username> using your AU username and password as in the following example: pau\mhj Click the OK button. You should now see the SharePoint main page as follows. Note your login details in the top righthand corner. Across the top of the screen, you will see tabs for the areas in SharePoint to which you have access. If there is an area that you expect to see but can t find, it may be that you haven t been given permissions to access it, so please contact the administrator responsible for that area in SharePoint. USE YOUR PERSONAL MY SITE AREA All staff members have access to their own personal site, called My Site, where you have full administrative privileges. This is a safe place to try out all the features of SharePoint without affecting your department s real site. To access your My Site area, follow these steps: Click on your name and choose My Site from the drop down menu. Click on My Content. Using SharePoint Revised May 2013 Page 3 of 23

4 Click on Content and then Personal Documents. This is the area where you can put documents that are visible only to you, not to any other staff. NAVIGATE THE DOCUMENT LIBRARY SharePoint allows you to create document libraries that can be private or shared amongst groups of people. The document libraries are structured like folders for storing files on your computer. The maximum file size for a single document is 50MB, but do be aware that a very slow internet connection can cause the file transfer to time out before a large file has fully uploaded. When you open a document library, you will see the library with two tabs that give you access to the relevant document tools. The Documents tab gives you access to the tools for managing individual documents, while the Library tab allows you to change settings for the library as a whole. Click on the Documents tab under Library Tools. From this tab, you can do the following: New document - create a new folder or Office document directly in SharePoint. Upload document - upload a document into SharePoint from your computer. New folder create a new folder to store files. Edit document - if a document is selected, you can edit it. Check out / check in - check a document out for editing, or check a document in after editing. Alert me - set up alerts on selected documents so that you receive updates when they are changed. The Library tab gives you access to settings for the whole document library. Click on the Library tab under Library Tools. Using SharePoint Revised May 2013 Page 4 of 23

5 From this tab, you can do the following: Change the view. Create a new view. Set up alerts on the library so that you receive alerts when anything is added or changed. Change library settings, including user permissions for the library, versioning, column settings etc. The Site Actions tab in the upper-left hand corner allows you to change settings such as user permissions for the entire site. It also allows you to create a new library and other types of pages such as a calendar or a picture library. Using SharePoint Revised May 2013 Page 5 of 23

6 To move to other areas within the library, use the Navigate Up icon next to Site Actions. CUSTOMISE THE DOCUMENT LIBRARY Before working with files, you will need to customise the document library to turn on the features you need. We recommend using Check Out, Check-in Comments, and Versioning. Turn on versioning first and then add the desired columns to your document library view. TURN ON VERSIONING Click Library Tools / Library and then Library Settings. You should be in the Document Library Settings page. Under General Settings, click Versioning Settings. Tick the boxes to enable the type of versioning you wish. To use the Commenting and Check Out feature of SharePoint, tick Yes next to Require documents to be checked out before they can be edited. Click OK to save the new settings. The illustration below shows the configuration we recommend. Using SharePoint Revised May 2013 Page 6 of 23

7 ADD COLUMNS TO DOCUMENT LIBRARY VIEW Make sure you are still in the Document Library Settings page. Scroll down to the Views section at the bottom of the page and click All Documents. Tick the boxes to Display the columns you want to show in the document library. Change the numbers to adjust the Position from Left for each column. Click OK to save the new settings. The illustration below shows the configuration we recommend. Using SharePoint Revised May 2013 Page 7 of 23

8 Please note that if you are using the Check Out feature of SharePoint, it is essential to include the Checked Out To column. The Check In Comment column is also very useful, as this is where you can annotate your versions. Your document library should now look similar to the example below: Any documents that have been checked out will have a green arrow on the icon in the Type column and a name in the Checked Out To column. CREATE A NEW FOLDER Good practice is to organise your document library into logical sets of folders. To create a new folder, follow these steps: Go to the document library where you want to create the folder. Click on Library Tools / Documents. Click New Folder. Using SharePoint Revised May 2013 Page 8 of 23

9 Type a name for the folder and then click Save. You will now see the folder in your document library. Folders inherit the user permissions that are assigned to a document library. If you want to use different settings or give different groups of users permission to view sets of documents, then it is easiest to create a separate library. UPLOAD DOCUMENTS You can upload existing documents either singly or in bulk. To re-organise a substantial SharePoint site, you can also use the Drag and Drop feature to move files from one folder to another. SINGLE FILE UPLOAD To upload a single file, go to the document library and click on the folder where you want to put the file. Click on Library Tools / Documents. Click Upload Document (or click the Add Document link at the bottom of the file list) Click the Browse button and select the file you wish to upload. Fill in details in the dialogue box, including a version comment (check In comment) if you wish. Using SharePoint Revised May 2013 Page 9 of 23

10 Click OK. If you have enabled Check Out, you will be prompted to check in the document. Click Save. MULTIPLE FILE UPLOAD To upload multiple files, click the small arrow next to Upload Documents and choose Upload Multiple Documents. Using SharePoint Revised May 2013 Page 10 of 23

11 Either browse and select the files you want, or drag and drop them into the window. Click OK to begin the upload process. Note that if you have Check Out enabled, the files will be checked out to you. You must then check in each file in order for others to be able to see them. Therefore, if you are uploading many files at once, we recommend that you temporarily turn off Check Out in the Versioning settings, upload the files, and then turn Check Out on again after the upload. DRAG AND DROP UPLOAD WITH EXPLORER VIEW SharePoint allows you to drag and drop documents directly into a folder using Explorer View. There are two points to keep in mind: This feature only works in Internet Explorer, not any other browser. As in the multiple file upload process, if you are transferring a large number of files, the process is faster if you temporarily turn off the Check Out feature in the Versioning settings. You can turn it back on after the transfer is complete. Otherwise, you will have to check in each document one at a time in order for other people to see them. Go to Library Tools, Library and click the file icon next to Connect to Office. A new window will open where you can drag and drop documents as you would normally do on your computer s drive. Keep the document library Explorer window open. Open a second Windows Explorer window and navigate to the location on your own computer where you have the documents you wish to upload, such as My Documents or the M: Drive. Arrange the two Explorer windows so that they are side-by-side. Drag the items you want from the second window into the document library window. You can drag individual files or entire folders. When you have finished, close both of the Explorer windows and change back to the All Documents view if necessary. If you have temporarily turned off the Check Out feature in Versioning, turn it back on now. If you haven t turned off Check Out and it is enabled, you will have to check each document in separately. Using SharePoint Revised May 2013 Page 11 of 23

12 EDIT AN EXISTING DOCUMENT If Check Out has been enabled in the document library, you must check out the document in order to edit it. Checking out a document locks the document so that other people cannot edit it at the same time. You can see from the document library whether the document is checked out, and if so, who has checked it out. If you are using Internet Explorer, when you click on a document name, you will be prompted to check the document out before the file opens in Word. When you close the file, you will be prompted to check it back in. This is the most streamlined way to work with SharePoint. If you are using a browser other than Internet Explorer, you must check out the document manually first and then open the file. You must also check in the file manually when you have finished editing it. To open a document and check it out using Internet Explorer, just click on the document name. You will be prompted to either open a read-only copy or to check it out. Choose Check Out and Edit and then click OK. Your document will then open up in Microsoft Office (Word, Excel or other application, depending on the type of document). Using SharePoint Revised May 2013 Page 12 of 23

13 To check out a document manually, hover the cursor to the right of the document name until you see the black arrow and then click on the arrow. The pop-up menu below will appear. Click Check Out. You can then open the document by clicking on the file name. If you are logged in from a PSV machine, again you will need to enter your PAU or STAFF domain username and password. Make a change to your document and save it. Close Word. Make a Check In comment and then click OK. Note: If you are working on a lengthy document, you may wish to check it in periodically even while you continue to work on it. You can do this in Word 2010 by clicking the File tab and then the Check In button. If you tick the box next to Keep document checked out, you can continue working with it. Using SharePoint Revised May 2013 Page 13 of 23

14 MANAGE VERSIONS AND FILES If Versioning has been turned on, a new version is created every time a document is saved. Old versions remain available. You can view, delete and restore previous versions. To see the options for managing versions and files, go to the document library and click the black arrow next to the document name. Each option on the drop down menu is explained below: View Properties View information such as name, title, document type, version, when it was created, when it was last modified and by whom. Edit Properties Edit the name, title, document type and last modified date of a document. You must check out the document to do this. Edit in Microsoft Word - Edit the document in Word. Check Out Check out a document to edit. Version History View the version history of the document. Workflows Allows a sequence of conditions and actions to a document library; for example, s sent and tasks generated to individuals when a new document is added to the document library, or sending a document for approval. Alert Me - Receive alerts when a certain type of action occurs, such as checking in a new version of a document. Using SharePoint Revised May 2013 Page 14 of 23

15 Send to Send a document to another location within SharePoint (it must be to another document library), send a link via or download a copy. Manage Permissions - Share the document with other Aberystwyth University staff, regardless of whether they already have access to the folder or not. Delete Send the document to the recycle bin. To work with different versions of the document: Click the black arrow to the right of the document name and choose Version History. You will now see a list of the saved versions of the file, including the date saved, name of the person who modified it, and any comments. To open a particular version, click the Modified date. The document will open in Word. In Word 2010, click Restore to use this version as the current version. RESTORE DELETED FILES Each SharePoint site has a Recycle Bin where deleted documents are held for 30 days, during which time you can restore them if needed. After 30 days, the files are automatically and permanently deleted from the Recycle Bin. The Recycle Bin is found at the bottom of the menu on the left-hand side of the screen. To restore a document that has been deleted fewer than 30 days previously: Click on the Recycle Bin. Tick the box next to the file you want to restore, and then click Restore Selection. Click OK. Using SharePoint Revised May 2013 Page 15 of 23

16 CREATE ALERTS You can receive alerts when a certain action occurs, such as when new versions of documents are checked in. These alerts can be used in any part of SharePoint. Click Library Tools / Documents. To create an alert for an individual document: o Tick the box next to the names of the document you want to receive alerts on. o Click Alert Me and choose Set Alert on This Document. Or click the arrow next to the name of the document and choose Alert Me. o Complete the dialogue box, and then click OK. Using SharePoint Revised May 2013 Page 16 of 23

17 To create an alert for an entire library: o Click Alert Me and choose Manage My Alerts. o Click Add Alert and complete the dialogue box, and then click OK. You will receive an notification to let you know that the alert has been set up. ADVANCED DOCUMENT LIBRARY FUNCTIONS MANAGE COLUMNS IN THE DOCUMENT LIBRARY Below are some additional tasks you may wish to do in the Document Library. To create an additional column in a document library for storing specific information: o Go to Library Tools / Library / Library Settings. o Scroll down to the Columns area and click Create Column. o Enter the title and other settings, and then click OK. To enter information into columns that you have created manually, as above: o Go to the normal document library view (All Documents). o Click on the arrow next to the document name and choose Edit Properties. o If prompted to check out the document, click OK to check it out. o Enter the information in the appropriate fields and then click OK. o If you have checked the document out, check it back in. o Please note that information can be stored for any existing column, even if that column isn t visible in the All Documents view. To make an existing column visible or invisible in the All Documents view: o Go to Library Tools / Library / Library Settings. Using SharePoint Revised May 2013 Page 17 of 23

18 o o Scroll down to the Views area and click All Documents. Tick the boxes to either select or de-select the desired column. Removing a column from a view in this way does not delete the column or the information contained in it. You can always restore an existing column to a view. CREATE A PICTURE LIBRARY A picture library is a special type of library that displays thumbnail images for pictures and allows you to view the images as a slide show. You can make subfolders within a picture library. To create a new picture library, use the Site Actions button in the upper left-hand corner of the screen. Click Site Actions and select More Options. Click Picture Library and then type details into the dialogue box. Click Create to save your picture library. The library is ready for you to add pictures. See the Upload Files section below for uploading instructions. To view the pictures as a slideshow: Click the Actions tab and choose View Slide Show. Using SharePoint Revised May 2013 Page 18 of 23

19 SHARE CALENDARS AND LINK TO OUTLOOK Shared calendars can be created to help manage resources that need to be shared such as rooms, equipment or other resources. Calendar entries include a title, location, start and end time, and a description. Events can be set to recur, for example every Monday afternoon. For example, the Information Services Qwizdom booking calendar is a SharePoint calendar. To use SharePoint calendar, you must first create a calendar using the Site Actions tab, then you can add items using the New tab within the calendar. Click Site Actions and choose More Options. Click Calendar. Using SharePoint Revised May 2013 Page 19 of 23

20 Type details into the dialogue box, and then click Create. The calendar will now appear in the main menu for your SharePoint under Lists. To add an event, click on the name of the calendar. There are two ways to create a new calendar entry. Use either method below: o Click the New tab and select New Item, or o Click on the date in the calendar for which you want to create an entry. Add information to the dialogue box. Notice that there are boxes to tick to create an all-day activity or a repeating event. Click OK. Using SharePoint Revised May 2013 Page 20 of 23

21 You can connect a SharePoint calendar to Outlook. From the SharePoint Calendar, click Calendar and Connect to Outlook. Click Allow. Using SharePoint Revised May 2013 Page 21 of 23

22 MANAGE USER PERMISSIONS To give someone permission to view a single document library within the site: Click Library Tools / Library / Library Settings. Under Permissions, click Permissions for this document library. Click Grant Permissions and complete the dialogue box. Please note that you must click the Check Names icon in order to verify the login of the person you want to give permission to. If you want to send a message to the users, tick the box next to Send welcome message to the new users and enter a short personal message. Otherwise, untick the box. Click OK. Using SharePoint Revised May 2013 Page 22 of 23

23 To give someone permission to view only one single file (and nothing else in the site): Click the black arrow next to the file name and choose Manage Permissions. Click New / Add Users. Enter the user name into the Users / Groups box and then click the Check Names icon to link to that person s record in SharePoint. You have the option to send them a welcome with a link to the site. Tick the boxes for the type of permission you wish to give, and then click OK. Please note that this procedure will create a new set of users for just this one file, so any subsequent changes in user permiss8ons made to the parent folder will no longer be applied to this individual file. To give someone permission to view the entire site: Click Site Actions / Site Settings / Users and Permissions / People and Groups / New / Add Users. Enter the user name into the Users/Groups box and then click the Check Names icon to link to that person s record in SharePoint. You have the option to send them a welcome with a link to the site. Tick the boxes for the type of permission you wish to give, and then click OK. FOR MORE INFORMATION To request additional training sessions, please is-alto@aber.ac.uk. If you have technical problems with SharePoint, please contact Information Services Customer Support: is@aber.ac.uk Phone: E-learning Support Staff in Information Services has a collection of web page bookmarks in Delicious - For information about good practice in enhancing learning with technology, please see our Nexus website Using SharePoint Revised May 2013 Page 23 of 23