SharePoint Site Admins Quick Reference

SharePoint Site Admins Quick Reference

SharePointSiteAdminsQuickReference Page 2 of 16 February 11, 2015

Table of Contents SHAREPOINT FOR SITE ADMINS 5 Logon 5 SIUE SharePoint Home 5 Request a Site 6 Site Home 6 Lists 6 Announcements 7 Contacts 7 Links 8 Tasks 8 Calendar 9 Libraries 9 Create Document Library 10 Create Media Library 10 Modify Library 10 Documents 11 Multi-Media 12 Discussions 13 Discussion Board 14 Tools 14 Send Email 14 Admin Tools 15 People and Groups 15 Recycle Bin 16 ADDITIONAL RESOURCES 16 Phone Numbers 16 Web Sites 16 Email Addresses 16 External Training 16 SharePointSiteAdminsQuickReference Page 3 of 16 February 11, 2015

SharePointSiteAdminsQuickReference Page 4 of 16 February 11, 2015

SharePoint for Site Admins Logon Open browser Internet Explorer is preferred In Address field enter the following URL: Key in User name and password Username Key in your username (e-id) Password Key in e-id password If using Windows 7 and Internet Explorer, will automatically log in to SharePoint using account used to log in to Active Directory (PC log in) Click Log On SIUE SharePoint Home Allowed 10gb total space A limit of 2gb per document (document/image/video) Secure site; must be on SIUE network to access Access limited to faculty, staff and student workers SIUE Home Site Current Location & Navigation Links to Available SharePoint Sites Site Actions Menu Navigate Up Menu SharePointSiteAdminsQuickReference Page 5 of 16 February 11, 2015

Request a Site From the Administrative Site, click Request a Site and submit completed form. Site Home Site Home Navigate using Quick Launch on left side Select from available links to open specific site Available links when moused over will be underlined By default, opens to show announcements and pinned links Quick Launch will change to reflect what is available for the current site 0 Quick Launch Lists Lists Shows available type of lists: Announcements Calendar Contacts Links Tasks All available lists may not show on the Quick Launch on Lists to view all lists Available lists from Quick Launch 0 0 All lists SharePointSiteAdminsQuickReference Page 6 of 16 February 11, 2015

Announcements Click Announcements from the Lists Quick Launch Can have an expiration date or open ended Pinned or unpinned: Pinned to show at top If an expiration date is listed, is not permanent Create a new announcement: Complete fields in Announcement dialog box Leave Expires date blank if to be open date Check Pinned to display at top of list To edit announcement: on title Announcements Announcement New Item Dialog Box Make changes To delete announcement: Mouse over title and check box Select List Tools/Items tab Contacts Click on Contacts in Lists Quick Launch This is to enter the contact information of the Site Admins and Assistants To add a new contact: Key in information Check Pinned to place contact at top To edit contact: on title Make changes To delete contact: Mouse over title bar down arrow at right side, end of row Contacts Contact New Item Dialog Box SharePointSiteAdminsQuickReference Page 7 of 16 February 11, 2015

Links Click Links in Lists Quick Launch To add new link: Key in information Check Pinned so links will show on the default Announcements page on right side o Unpinned links will only show on the links list To edit link: Select link Select List Tools/Items tab Select action from Items menu o Actions include Edit, Delete Make changes as needed Links Links Dialog Box Tasks Click on Tasks Quick Launch To add a new task: Complete Tasks New Item dialog box To edit task: Select task Select List Tools/Items tab Select action from Items menu o Actions include Edit, Delete, Permissions Make changes as needed Tasks Task New Item Dialog Box SharePointSiteAdminsQuickReference Page 8 of 16 February 11, 2015

Calendar To add event: from the Calendar Tools/Events menu Complete Calendar New Item dialog box Calendar (w/calendar Tools Menu) Menu To edit event: Select event from the Calendar Tools/Event tab Make changes To delete event: Select event from the Calendar Tools/Event tab Calendar New Item Dialog Box Libraries Shows list of available libraries: Default is to have one Documents library and one Multi- Media library that show in Quick Launch Other libraries are available by clicking Libraries from Quick Launch Can create additional libraries Can rename libraries Libraries All libraries Available libraries from Quick Launch SharePointSiteAdminsQuickReference Page 9 of 16 February 11, 2015

Create Document Library To create document library: on Create Doc Library from Quick Launch Key in Name Key Description Navigation: if No selected library will only show in the Libraries list Create Doc Library Create Media Library To create media library: on Create Media Library from Quick Launch Key in Name Key Description Navigation: if No selected library will only show in the Libraries list Create Media Library Modify Library Select library to modify Select Library Tools/Library tab Libraries Click Select setting to edit Make changes Click Note that each individual setting must be selected and saved Library Settings SharePointSiteAdminsQuickReference Page 10 of 16 February 11, 2015

Documents Documents are stored in Document Libraries Can create a new document or upload a document or edit existing document Select library from Quick Launch Documents To upload single document: Browse to locate file Complete version and comments as needed Complete properties o Content Type is important Documents Upload Document Dialog Box Multiple documents Single document To upload multiple documents: Suggested that Explorer is opened (easier to drag and drop than browse) Drag files from Explorer to dialog box Single Document Upload Note that there will not be the same options available as when done as a single upload o Can edit properties to add title, info, etc. To edit existing document: on document Select to open in program (Word, Excel, ) or Edit in Browser o Reminder role will determine if user can edit or delete a document Make changes and save If versioning was selected during upload, will be able to view history and other document versions to close document and return to list Multiple Documents Upload To read existing document: on document Read in browser or select to open in program (Word, Excel, ) to close document and return to list SharePointSiteAdminsQuickReference Page 11 of 16 February 11, 2015

Multi-Media Media files are stored in Asset Libraries Select library from Quick Launch Multi-Media To upload single file: Browse to locate file Complete version and comments as needed Complete properties o Content Type is important Multi-Media Upload Dialog Box Single document Multiple documents To upload multiple files: Suggested that Explorer is opened (easier to drag and drop than browse) Drag files from Explorer to dialog box Multi-Media Document Upload Note that there will not be the same options available as when done as a single upload o Can edit properties to add title, info, etc. Multiple Documents Upload SharePointSiteAdminsQuickReference Page 12 of 16 February 11, 2015

To edit multi-media file properties: on file Item Options Select Make necessary changes Image Properties Edit Discussions As with Libraries, new discussion boards can be created. How an individual can participate in a discussion depends upon their assigned role within your site. Discussion SharePointSiteAdminsQuickReference Page 13 of 16 February 11, 2015

Discussion Board Where individual discussions are stored To add a new discussion: Complete new item dialog box To participate in a discussion: on discussion Add comments Discussion Board New Discussion Dialog Box Tools Send Email Can send emails to users within your site Can send to groups or individuals To send email: Send Email from Quick Launch Select recipients Complete email information; subject and message Send Email Email Information SharePointSiteAdminsQuickReference Page 14 of 16 February 11, 2015

Admin Tools Site Settings Site Admins can add/remove users and manage the site The Assistant can add/delete/modify content but cannot manage the site Can make selections from the Quick Launch or click on Admin Tools People and Groups Site Admin must add users and assign them to a group Site Roles (Groups): *Admins Full access; only group to see Admin Tools *Assistants Aids Admin; can add/delete content but cannot manage site *Members Can participate in discussions, add content; but cannot delete or edit *Visitors View only Site admin will need to remove users that no longer should have access (i.e.; retires, leaves the University, transfers to another office) Site Settings People and Groups Groups Roles To add user: User Management in Quick Launch Select group to add new user New/Add Users Complete Grant Permissions dialog box o Enter user s e-id or email address o Use a semi-colon after each user o Click o Click to verify user IDs entered to look up user s ID People and Groups Add New User Grant Permissions Dialog Box SharePointSiteAdminsQuickReference Page 15 of 16 February 11, 2015

To remove user: User Management in Quick Launch role to remove user from Select user to remove Actions/Remove Users People and Groups Remove User Verify Remove User Dialog Box Recycle Bin After a file is deleted, the site admin has 30 days to recover from the Recycle Bin If the Recycle Bin has been emptied and it is within 30 days, the site admin can send an email to sharepointadmin@lists.siue.edu to request recovery of file Recycle Bin Additional Resources Phone Numbers ITS Help Desk: 650-5500 Web Sites ITS SharePoint: ITS: http://www.siue.edu/its ITS e-id Maintenance: http://www.siue.edu/eid ITS Training: http://www.siue.edu/its/fac_staff/training Email Addresses ITS SharePoint Administrator: sharepointadmin@lists.siue.edu ITS Help Desk: help@siue.edu External Training Microsoft: http://office.microsoft.com/en-us/training Lynda (must connect from SIUE link): http://www.siue.edu/its/fac_staff/training (click on Lynda.com at bottom of page) SharePointSiteAdminsQuickReference Page 16 of 16 February 11, 2015