NITB Public & Partner File sharing Websites. User Guide

Transcription

1 NITB Public & Partner File sharing Websites User Guide SharePoint Online Page 1 of 23 Computer Services

2 Table of Contents Table of Contents... 2 Introduction... 3 Accessing the Website... 4 Public Content... 5 Sign In... 5 Upload a File... 6 Sharing a Link to a Public Document... 7 Partner and Project Content... 9 Accessing Partner/Project Content... 9 Upload a Single File Upload Multiple Files Invite a Partner Sharing a Document with an Existing User Ad Hoc Sharing Removing a Visitor Deleting a Document Staff Content Subscriptions Appendix A. Blocked File Types SharePoint Online Page 2 of 23 Computer Services

3 Introduction NITB works in collaboration with several partner organisations and in doing so many documents are exchanged. Whilst is sufficient for most, in some cases large files such as videos and presentations can be blocked. This has led to the use of third-party file-sharing sites such as Dropbox and Microsoft Sky Drive. There are however security implications arising from the use of such sites. NITB has developed a SharePoint-based in-house solution which facilitates secure sharing of working files with partners as well as allowing public-access to other corporate content. This user guide describes the features and provides instructions on the use of this collaborative working solution. SharePoint Online Page 3 of 23 Computer Services

4 Accessing the Website Open Internet Explorer and in the address-bar enter: NITB Public & Partner File sharing Websites: User Guide It is recommended that you save this as a favourite. The collaboration-site homepage is displayed: As you can see there are three main areas: Public Content upload corporate content here that you want to be accessible by anyone. Partner Content upload content here that you want to be accessible only by a partner organisation. Staff Content upload content here that you want to be accessible only by other NITB people. To get the most from this document NITB people should first read the section on Public Content to learn how to sign in and upload content. Then follow the instructions for sharing content with partners or colleagues as required. SharePoint Online Page 4 of 23 Computer Services

5 Public Content Clicking the Public Documents link takes you to a basic web-page displaying a list of previously uploaded content. To upload content to the site you must first sign in. Do this by clicking the Sign In link on the top-right (shown above). Sign In You will be prompted to sign in to Office365: Use your nitb.com address and your Office 365 password and click Sign In. SharePoint Online Page 5 of 23 Computer Services

6 The Downloads page is redisplayed but notice that an Add document link has been added and your name is shown in the top-right. Upload a File Before uploading a file please bear the following limits in mind: Maximum file size is 250MB. File must be capable of upload within 20 minutes. Obviously this is dependent upon its size and the speed of your internet connection. If you are sure that your file is within these limits then to proceed: 1. Click Add document. The Upload Document dialog is displayed: 2. Click the Browse button to navigate to and select the document. 3. When document has been selected click the OK button. A dialog is displayed: SharePoint Online Page 6 of 23 Computer Services

7 The Name field contains that of the selected file but you can change it if you wish. You can enter an optional Title which more fully describes the content. Collaboration Document Type defaults to document but you can change it to one of Image, Video or Presentation. You must specify an expiry date for the document. Click the calendar icon and choose a date. 4. Click Save. The document will appear in the document library. Sharing a Link to a Public Document Having uploaded a file the easiest way to share it with a public audience is to provide a link to it. To do this: 1. Right-click the name of the uploaded document. The context menu is displayed: SharePoint Online Page 7 of 23 Computer Services

8 2. Ckick the Copy shortcut option. 3. You can now paste the link into a document, etc. N.B. if the filename contains spaces the shortcut replaces each with the characters %20. For legibility you can change these back to spaces. SharePoint Online Page 8 of 23 Computer Services

9 Partner and Project Content NITB content is shared on a per-partner basis. Separate file-sharing sites have been created for our main collaboration partners. If you only need to share content with one partner at a time then use the relevant site. Some NITB projects occasionally need to share the same content with multiple partners simultaneously. Obviously, uploading the same files to multiple partner sites is not workable, and using the public documents site is not always appropriate. For such cases project-specific sites have been created, e.g. WPFG. If you need such a site created please contact the IT Helpdesk. Accessing Partner/Project Content 1. Select the partner or project name from the dropdown list. The current list of sites is shown below: 2. Click the Go button. 3. You will be required to sign in using your Office 365 credentials. (see Sign in instructions in the public content section) The homepage for the chosen partner collaboration site will be displayed: SharePoint Online Page 9 of 23 Computer Services

10 4. Click the Shared Documents link on the left navigation pane to view the list of working files. Upload a Single File Files are uploaded to the Shared Documents library. 1. Click Add document to upload a file. The Browse dialog is displayed. 2. Click the Browse button to navigate to and select the file. Click OK. 3. The document dialog is displayed: SharePoint Online Page 10 of 23 Computer Services

11 4. The Name field contains that of the selected file but you can change it if you wish. 5. You can enter an optional Title which more fully describes the content. 6. Click Save. Upload Multiple Files If you need to upload multiple files there is an alternative to repeatedly using the standard add document feature: 1. Click the Documents tab in the blue bar. The ribbon toolbar appears. 2. Click the words Upload Document: 3. Select the Upload Multiple Documents option. The dialog window appears: SharePoint Online Page 11 of 23 Computer Services

12 4. Open the relevant folder, select the files to be uploaded and drag them into the dialog window. 5. Click the OK button to commence the upload. Progress is updated after each upload. 6. When all files have been succesfully uploaded click Done. PLEASE NOTE THAT THE CONTENT YOU UPLOAD TO EACH PARTNER SITE CAN BE VIEWED BY ANYONE WHO HAS BEEN GRANTED ACCESS. THIS INCLUDES ALL NITB STAFF AND INVITED PARTNER USERS. IT SHOULD THEREFORE NOT BE USED FOR CONFIDENTIAL/SENSITIVE MATERIAL. IF YOU HAVE CONCERNS ABOUT UPLOADING SUCH DOCUMENTS AND THEY CANNOT BE SENT ANY OTHER WAY PLEASE CONTACT I.T. SharePoint Online Page 12 of 23 Computer Services

13 Invite a Partner Unlike the Public Documents site you need to invite partner users to access content. 1. Click the Site Actions menu and select Share Site. The Share your SharePoint Site dialog is displayed: Before sending an invitation, check that the person hasn t already been given access. 2. Click in the Users in this group box under the Visitors field: SharePoint Online Page 13 of 23 Computer Services

14 If the person s name is listed then press Cancel and refer to the later instructions for Sharing a Document with an Existing User. You will notice that you have the option of inviting someone as either a member or a visitor. Members can both upload and download documents but visitors can only download them. An external user should be invited as a visitor, unless they regularly shares large files with NITB, in which case they need to be given member access. 3. Enter the external users address in the Visitors field. N.B. the invitee s address must be a Microsoft Hotmail or Live account or a corporate address that has been associated with one. A Microsoft Account can be created at: 4. Enter a brief message and click the Share button. The invitee will receive an invitation similar to this: SharePoint Online Page 14 of 23 Computer Services

15 When the invitee clicks the link to start collaborating they will be directed to the Office 365 homepage and prompted to log in. Make sure that they use the same address that was used to invite them along with their Microsoft account password. To add an external user as a member of the site, i.e. to allow them to upload content, enter their address in the Members field. Only a Microsoft Hotmail or Live address itself (not a work address that has been associated with one) can be used to invite an external member. It is up to the partner user to supply you with this. (If using a Hotmail address to sign in the user will be re-directed to the Hotmail website. After successfully logging in they will be returned to the collaboration site.) Sharing a Document with an Existing User When you first invite a visitor to the site you will need to inform them of the name of the file you are sharing. Subsequently however you can simply send them a link to a new uploaded file via . To do this: 1. Navigate to the Shared Documents library of the relevant partner (or staff) site. 2. Select the file to be shared by clicking the checkbox which appears to the left of its name when you point to it. SharePoint Online Page 15 of 23 Computer Services

16 3. In the ribbon toolbar which appears (as shown above) click the a Link button. 4. If you are presented with an Internet Explorer security dialog click Allow. 5. A new Outlook window will pop up containing a link to the file - simply enter the recipient s address, type a subject and click Send. SharePoint Online Page 16 of 23 Computer Services

17 Ad Hoc Sharing If you need to share content quickly and cannot wait for a new site to be created then you can use the ad hoc file-sharing site. This is located at: The procedure for sign-in, upload, and sharing is the same as for partner sites. However, for security reasons you must remove any uploaded file(s) and the invited user(s) after confirming that your content has been downloaded. See the instructions below. Removing a Visitor If you invite a visitor to the ad hoc site they have access to all other uploaded material. Since this is a security risk the visitor must be removed after they have downloaded the particular content for which they were given access. To do this: 1. From the ad hoc site click Site Actions->Share Site menu option. 2. Click the Users in this group button underneath Ad Hoc Fileshare Visitors. 3. Click the red X beside the visitor s name: 4. Click OK to confirm that you want to remove the user. 5. Click Cancel button to close the Share dialog window. Deleting a Document If you upload content to the ad hoc site it is available to all invited users. Since this is a security risk the content must be removed after it has been downloaded. To do this: 1. On the ad hoc site click the Shared Documents link. 2. Click the check-box beside the document(s) to be deleted. 3. Click the Delete Document button in the ribbon toolbar: SharePoint Online Page 17 of 23 Computer Services

18 4. Click OK to confirm deletion. SharePoint Online Page 18 of 23 Computer Services

19 Staff Content This site is provided for the sole purpose of giving NITB employees access to content when they are out of the office. It should not be used to share large files with users who are in the office - there are other means to do this efficiently. Please contact the NITB IT Helpdesk if you need assistance. 1. Click the Staff Documents link and sign in with your Office 365 credentials. The homepage for the NITB Staff Fileshare site is displayed: 2. Click Shared Documents in the left navigation pane and follow partner-site instructions to upload content. All NITB people are users of this site so do not have to be invited. Sharing content is done by ing a link as per the instructions for Sharing a Document with an Existing User. SharePoint Online Page 19 of 23 Computer Services

20 Subscriptions You can choose to receive alerts whenever files on a site are uploaded or modified. To do this: 1. Navigate to the relevant partner or staff site. 2. click Library tab in the top blue bar. 3. click Alert Me button. 4. select Set alert on this library. You will be prompted to enter conditions and criteria for an alert notification when the content of the document library changes: SharePoint Online Page 20 of 23 Computer Services

21 If you want you can also place an alert on a specific document. 1. Click the Documents tab in the top blue bar. 2. Click the check-box to the left of the relevant document. 3. Click the Alert Me button. 4. Select Set alert on this document. As described previously you will be prompted to enter conditions and criteria for an alert notification when the document changes. SharePoint Online Page 21 of 23 Computer Services

22 Appendix A. Blocked File Types All the file-sharing sites do not allow uploading of the following file-types: Extension.app.bas.bat.chm.class.cod.com.cal.crt.dll.exe.fxp.hlp.hta.ins.isp.jse.lnk.mda.mdb.mde.mdt.mdw.mdz.msc.msi.msp.mst.ops.pcd.pif.prf File type Application file Microsoft Visual Basic class module Batch file Compiled HTML Help file Java class file Windows NT Command Script Microsoft MS-DOS program Control Panel extension Security certificate Windows dynamic link library Executable program Microsoft Visual FoxPro compiled program Help file HTML application Internet Naming Service Internet Communication settings JScript Encoded script file Shortcut Microsoft Access add-in program Microsoft Access program Microsoft Access MDE database Microsoft Access data file Microsoft Access workgroup Microsoft Access wizard program Microsoft Common Console document Windows Installer package Windows Installer patch Microsoft Visual Test source files Microsoft Office profile settings file Photo CD image or Visual Test compiled script Shortcut to MS-DOS program System file SharePoint Online Page 22 of 23 Computer Services

23 Extension.prg.reg.scf.scr.sct.shb.shs.url.vb.vbe.vbs.wsc.wsf.wsh File type Visual FoxPro source file Registration entries Windows Explorer command file Screen saver Windows Script Component Windows shortcut Shell Scrap object Uniform Resource Locator (Internet shortcut) Visual Basic script file Visual Basic Scripting Edition Encoded script file Visual Basic Scripting Edition file Windows Script Component Windows Script file Windows Script Host Settings file SharePoint Online Page 23 of 23 Computer Services