SharePoint Services 3.0: Sharing Documents
The University of Akron
Table of Contents
COURSE OVERVIEW .................................................................................................................................. 3
LESSON 1: NAVIGATION ............................................................................................................................ 4
THE URL .................................................................................................................................................... 4
SIGN IN AND NAVIGATION ............................................................................................................................. 4
Tip – Request a SharePoint Site .......................................................................................................................5
SIGN OUT ................................................................................................................................................... 6
LESSON 2: SHARING FILES USING OFFICE 2007 .................................................................................. 7
DISCUSSION ................................................................................................................................................ 7
VIEW A FILE WITHOUT EDITING ..................................................................................................................... 7
Method 1 to View a File (No Edits) ....................................................................................................... 7
Method 2 to View a File (No Edits) ..................................................................................................... 10
OPEN, EDIT AND SAVE A FILE ..................................................................................................................... 12
Discussion ........................................................................................................................................... 12
Why do you need to follow these steps? ............................................................................................ 12
Check Out ........................................................................................................................................... 13
Discard a Check Out ........................................................................................................................... 15
Save, Close and Check In the File ...................................................................................................... 17
UPLOAD A NEW FILE .................................................................................................................................. 18
FILE PROPERTIES – RENAME OR DELETE A FILE ......................................................................................... 21
THE RECYCLE BIN – RESTORE A FILE ......................................................................................................... 23
LESSON 3: SHARING FILES USING OFFICE 2003 ................................................................................ 25
VIEW A FILE WITHOUT EDITING ................................................................................................................... 25
Method 1 to View a File (No Edits) ..................................................................................................... 25
Method 2 to View a File (No Edits) ..................................................................................................... 28
OPEN, EDIT AND SAVE A FILE ..................................................................................................................... 30
Discussion ........................................................................................................................................... 30
Why do you need to follow these steps? ............................................................................................ 30
Check Out ........................................................................................................................................... 31
Discard a Check Out ........................................................................................................................... 32
Save, Close and Check in the File ...................................................................................................... 34
UPLOAD A NEW FILE .................................................................................................................................. 36
FILE PROPERTIES – RENAME OR DELETE A FILE ......................................................................................... 36
THE RECYCLE BIN – RESTORE A FILE ......................................................................................................... 36
LESSON 4: LIBRARY TIPS ....................................................................................................................... 37
CREATE A W EB FOLDER FOR QUICK ACCESS TO A SHAREPOINT SITE .......................................................... 37
Discussion ........................................................................................................................................... 37
Steps ................................................................................................................................................... 37
ALTERNATE METHOD TO CHECKOUT A FILE - OFFICE 2007 ......................................................................... 43
DOCUMENT LOCATION COMMAND............................................................................................................... 47
E-MAIL ALERTS ......................................................................................................................................... 48
Set an Alert for a Document ................................................................................................................ 48
Set an Alert for All Shared Documents ............................................................................................... 50
Delete an Alert..................................................................................................................................... 51
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E-MAIL A LINK............................................................................................................................................ 52
Create an E-mail Link .......................................................................................................................... 52
Use an E-mail Link .............................................................................................................................. 53
APPENDIX A: SHARED WORKSPACE TASK PANE .............................................................................. 55
©2008 The University of Akron
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SharePoint Services 3.0: Sharing Documents
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Course Overview
A Windows® SharePoint Services document library is a location on a web site where
you can collect files to review or update with your co-workers. Any changes to the
documents are stored in the library. The library allows for easy access to files that
contain information needed by a group of people.
This sharing of files eliminates the need to e-mail documents as attachments and
provides a central resource for accessing information. All the people who are involved in
a project or effort can be given permission to use the library. One posting of the
document makes it available to the group.
In this course, Sharing Documents is the focus. Topics covered are:

Navigation

Viewing a file without editing

Editing a file

Uploading a file

Renaming a file

Deleting a file

Restoring a file

Creating a web folder

Creating an e-mail alert

E-mailing a document link
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SharePoint Services 3.0: Sharing Documents
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Lesson 1: Navigation
The URL
To access SharePoint, open your internet browser1 and navigate to the URL for the
SharePoint site that was created for you by the SharePoint administrator. The URL will
begin with https://sharepoint.uanet.edu/ .
In this manual’s example, the site is https://sharepoint.uanet.edu/training .
NOTE: The SharePoint sites are secure sites. The URL begins with https:
rather than http:
Sign in and Navigation
1. Open your internet browser.
2. Enter the URL for the SharePoint site to which you have access and click on Go.
3. When you attempt to access a SharePoint site, the Sign in dialog displays.
A UAnet ID and password are required.2
1
Microsoft Internet Explorer 6.x or higher is recommended. Firefox 1.5 or higher and Safari 2.0 and
higher are supported on the Mac, but some SharePoint features are not compatible with these browsers.
2
An active directory account is needed to access a SharePoint site.
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4. After Sign In, the site requested displays.
The navigation pane
provides links to move
to other areas of the
SharePoint site.
The tabs shown are
those to which you
have permissions.
The breadcrumbs can be
used to move back. It is best
not to use the browser’s
back and forward tools.
Sign Out is
an option at
the down
arrow.
The Home tab navigates to the home page for the SharePoint site.
5. Use the links in the navigation pane to move to another page in this site in
SharePoint.
6. To navigate quickly to this site in the future:
Save the site as a favorite in the browser.
Add the site to the Links toolbar by dragging the
the Links toolbar.
icon, in the Address bar, to
Tip – Request a SharePoint Site
A SharePoint administrator creates
the sites. Contact the Support Desk
at x6888 to request that a site be
created for you.
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Sign Out
1. After selecting a site and signing in, the Welcome message appears with your name.
A menu is available at the down arrow after this message.
2. Click on the down arrow to display the menu.
3. Select the Sign Out option.
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Lesson 2: Sharing Files Using Office 2007
Discussion
If you are using Office 2007 to view or edit documents, this lesson contains the
instructions for you to share documents. If you are using Office 2003, refer to Lesson 3
on page 25.
A file on a SharePoint site is available to many people, who are collaborating on a
project.
Before opening a file, it is important to decide whether you will be:
Viewing the file without making any changes to it OR
Viewing the file and plan to make changes
To effectively share a file, you inform SharePoint of how you intend to use the
file. SharePoint then can accurately inform other individuals if the file is available for
viewing only or for editing.
View a File without Editing
There are two methods to view a file without making changes to it:
Method 1 to View a File (No Edits)
1. Follow the instructions in Lesson 1 to sign in to the site.
In this example, it is the Training site.
2. In the Navigation pane, click on the link for
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The Shared Documents page displays.
3. If necessary, click once on a folder to open it and view the documents stored there.
4. Click on the icon that displays before the filename, such as
document.
A dialog displays.
for a Word
Note: The dialog box that
displays may have a different
second option as shown here.
5. Select Read Only and click on OK.
6. If prompted with this dialog, enter your UAnet ID and password and click OK.
The document opens in the appropriate application.
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The file is
identified as
Read-only.
A message
may display
below the
ribbon.
7. When your review is complete, close the file.
NOTE: If you wish to edit the file, rather than close it:
Leave the file open.
Click on
in the message bar,
OR
Click on the Office Button > Server > Check Out.
If the following message displays, click OK.
Edit the file and use the Save icon
in the application to periodically save the
changes to your draft folder. The changes will not be seen by others in
SharePoint until you Check In the file, as outlined on page 17.
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Method 2 to View a File (No Edits)
1. Follow the instructions in Lesson 1 to sign in to the site.
2. In the Navigation pane, click on the link for
.
The Shared Documents page displays.
3. If necessary, click once on a folder to open it and view the documents stored there.
4. Point to the document to view and not edit.
The document is selected and a down arrow displays.
5. Click on the down arrow to display the menu options.
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6. Point to Send To.
A menu displays.
7. Select Download a Copy.
The File Download dialog displays.
8. Click on Open.
This creates a copy of the document that is not linked to the original SharePoint file.
The document opens in the appropriate application.
9. When the review is complete, close the file.
NOTE: If you wish to edit the file:
Close the file without making changes.
Follow the instructions on page 12 to Open, Edit and Save a File.
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Open, Edit and Save a File
Discussion
When you work with a file and make changes, you need to follow two steps:
the file to allow exclusive editing of the file.
the file, when you are done.
To effectively share a file, you inform SharePoint of how you intend to use the
file. SharePoint then can accurately inform other individuals if the file is available for
viewing only or for editing.
Why do you need to follow these steps?
If you do not do these two steps, there are problems that can occur:
If you open the file for editing without the Check Out option, you will lock out
other people from viewing or editing the file for a period of time.
If you use Microsoft Windows XP, everyone is locked out for 15 minutes after the
last time you saved.
If you use Windows Vista, everyone is locked out for 60 minutes.
When the times mentioned are up, a second person can open the file for viewing
and editing.
You and a second person will be editing the same file.
If the second person saves his/her changes, you could also save changes and
override the second person’s changes. Confusion and lost data are the result.
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Check Out
1. Point to the document to open and edit.
The document is selected and a down arrow displays.
2. Click on the down arrow to display the menu options.
3. Select Check Out.
Best Practice - As
shown here, work on
the document locally
by marking the “Use
my local drafts
folder” box.
4. Click on OK.
The file is copied and checked out to your SharePoint drafts folder. In Windows
XP, this folder is a sub folder of My Documents and is named
In Windows Vista, the file is checked out to Documents\SharePoint Drafts.
.
NOTE: Windows Vista users may see this error message after they select Use
my local drafts folder.
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Although you can click OK and still Check Out the file, the file will be checked out
and remain on the server, rather than be checked out to your SharePoint Drafts
folder on your local PC. A constant internet connection then will need to be
maintained to edit the file.
If you see the message, the best solution is to add the SharePoint site URL to
the list of trusted sites in your browser. In the Internet Explorer, choose Tools,
Options, Trusted Sites.
To indicate that the document is checked out, the icon to the left of the filename
changes to display a green box with an arrow
Point to an icon to view who checked out the file.
.
5. Open the application needed to work with the file.
6. Use the Office Button > Open command to open the file from the SharePoint Drafts
folder, which is a subfolder of My Documents or Documents.
7. If prompted enter your UAnet ID and password.
8. Edit the file and use the Save icon in the application to periodically save the changes
to your draft folder. The changes will not be seen by others in SharePoint until you
Check In the file, as outlined on page 17.
Alternative Method
If the owner of the site has required that a file is checked out in order to edit:
1. Click on the icon before the filename. A dialog displays.
2. Select Check Out and Edit. Mark the checkbox to use the SharePoint drafts folder.
3. Click on OK.
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Discard a Check Out
If a file was checked out in error and/or changes were made to the file that are not to be
saved, discard the checkout.
Method 1 – in SharePoint
This method is used if you checked out the file, but have not opened it in the
application.
1. In the Shared Documents list in SharePoint, point to the document.
The document is selected and a down arrow displays.
2. Click on the down arrow to display the menu options.
3. Select Discard Check Out.
A message displays.
4. Click on OK.
The checkout is discarded.
The screen should refresh and the checkout icon no longer appears before the file’s
name.
If the screen does not
refresh, press the F5 key on
the keyboard or click on the
refresh tool
browser.
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Method 2 – in the Application
This method is used if you checked out the file and opened it in the application.
1. Select the Office Button > Server > Discard Check Out.
A message displays.
2. Click on Yes.
Any changes you made to the file are discarded and the file is checked in.
A read-only copy of the file is opened and displays.
3. Close the read-only copy of the file.
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Save, Close and Check In the File
1. As you edit the file, use the Save tool or Save command in the application, to save
the changes to the SharePoint drafts folder.
2. When the changes are completed and saved, use the Close command in the
application.
A message displays.
3. Click on Yes.
A message displays.
Enter comments if the
site is configured to
save versions of a
document. Versioning
is an option that is set
by the site’s owner.
4. Add any comments, if desired.
5. Click on OK.
The edited document is saved and available in SharePoint.
6. If the Check Out icon
still is shown, refresh the page in SharePoint by pressing
the F5 key or by selecting the refresh tool
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Upload a New File
To copy a file to the SharePoint site’s Shared Documents library, the Upload command
is used.
1. Open the internet browser and enter your site’s URL in the address box.
The URL will begin with https://sharepoint.uanet.edu/ .
2. When prompted, sign in with your UAnet ID and password.
3. The selected site displays.
4. Click on the link for that site’s library.
The default library (and link) name is Shared Documents.
In this example, the Shared Documents library for Training displays.
5. If a file is to be stored in a particular folder, click once on the folder to open it.
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6. Click on the down arrow of the Upload tool
A menu displays.
.
A single click on the
Upload tool (not the down
arrow portion) selects the
Upload Document option.
7. From the menu, select either Upload Document for a single file or Upload Multiple
Documents.
If Upload Document is selected, this page displays. Use the Browse button to
locate the file to upload to SharePoint.
Message
To upload multiple files,
click on the
Make a decision whether or not to
. Mark or unmark
the check box to reflect your decision.
link.
If Upload Multiple Documents is selected, this page displays.
Use the left pane to locate the drive and folder for the files.
In the right pane, mark the boxes for the files to upload.
Locate the
drive and
folder here.
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Make a decision whether or
not to
.
Mark or unmark the check
box to reflect your decision.
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8. Click on OK.
9. If one document was uploaded, this page displays. The original file name displays in
the title bar and in the Name field.
Edit the Name, if you wish.
Optionally, enter a Title.
The Title displays in the library
only if the owner of the site elects
to display it.
Click on
.
The document is uploaded and appears in the list of documents.
10. If multiple documents were uploaded, a message similar to this displays.
Click on Yes.
The files are uploaded and the Shared Documents list displays with these files in
the list. The files are checked out. Each file must be checked in.
For each file that displays the Check Out icon:
- Point to the file.
- Click on the down arrow.
- Select Check In from the menu.
- At the Check In page, click on OK. The Check Out icon no longer displays.
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File Properties – Rename or Delete a File
1. In the Shared Documents library, point to the file.
The file is selected and a down arrow displays.
2. Click on the down arrow.
A menu displays.
3. Select
.
This message displays.
4. Click on OK.
The properties page displays.
Some of the
fields that
display are
determined by
the users who
are owners of
the site.
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5. To rename the file:
Enter a new Name and click on OK.
The name is changed and the library’s list of files displays.
The file remains checked out and must be checked in.
On the library’s list, point to the renamed file and click on the down arrow.
Select
.
The Check In page displays.
Click on OK.
6. To delete a file:
Follow steps 1 through 4.
Select
on the Properties page.
This message displays.
Delete a file – A file also
may be deleted by
pointing to the file name
in the library’s list and
selecting Delete at the
down arrow.
Click on OK.
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The Recycle Bin – Restore a File
Deleting a file is a two staged process.
When a file is deleted, it is placed in the recycle bin of the person who deleted it.
The file can be restored from that person’s recycle bin.
When a file is deleted from the recycle bin, a user can no longer restore the file.
1. In the Navigation pane, click on
.
Tabs
Breadcrumbs
The Recycle Bin page displays.
Message
NOTE: Read the message, “Use this page to restore items that you have deleted
from this site or to empty deleted items. Items that were deleted more than 30 day(s)
ago will be automatically emptied.”
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2. To restore a file:
Click to mark the file’s checkbox.
Select
This message displays.
.
Click on OK.
The file is restored and displays in the library.
3. Use the breadcrumbs or tabs to navigate within the SharePoint site.
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Lesson 3: Sharing Files Using Office 2003
Discussion
If you are using Office 20033 to view or edit documents, this lesson contains the
instructions for you to share documents. If you are using Office 2007, refer to Lesson 2
on page 7.
A file on a SharePoint site is available to many people, who are collaborating on a
project.
Before opening a file, it is important to decide whether you will be:
Viewing the file without making any changes to it OR
Viewing the file and plan to make changes
To effectively share a file, you inform SharePoint of how you intend to use the
file. SharePoint then can accurately inform other individuals if the file is available for
viewing only or for editing.
View a File without Editing
There are two methods to view a file without making changes to it:
Method 1 to View a File (No Edits)
1. Follow the instructions in Lesson 1 to sign in to the site.
In this example, it is the Training site.
2. In the Navigation pane, click on the link for
.
3
The Microsoft Office 2007 Compatibility Pack should be installed on the PC. At The University of Akron,
that add-in was pushed to your PC in February of 2007. The add-in is available from Microsoft at
http://www.microsoft.com/downloads.
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The Shared Documents page displays.
3. If necessary, click once on a folder to open it and view the documents stored there.
4. Click on the icon that displays before the filename, such as
document.
A message displays.
for a Word
5. Click on OK.
If prompted with this dialog, enter your Uanet ID and password and click OK.
The document opens in the appropriate application.
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The file is
identified as
Read-only.
The Shared
Workspace
task pane
displays.
6. When your review is complete, close the file.
NOTE: If you wish to edit the file, close the file without making changes and
follow the instructions on page 30 to Open, Edit and Save a File.
For information on the Shared Workspace task pane, refer to the Appendix on page 55.
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Method 2 to View a File (No Edits)
1. Follow the instructions in Lesson 1 to sign in to the site.
2. In the Navigation pane, click on the link for
.
The Shared Documents page displays.
3. If necessary, click once on a folder to open it and view the documents stored there.
4. Point to the document to view and not edit.
The document is selected and a down arrow displays.
5. Click on the down arrow to display the menu options.
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6. Point to Send To.
A menu displays.
7. Select Download a Copy.
The File Download dialog displays.
8. Click on Open.
This creates a copy of the document that is not linked to the original SharePoint file.
The document opens in the appropriate application.
9. When your review is complete, close the file.
NOTE: If you wish to edit the file, close the file without making changes and
follow the instructions that begin on page 30 to Open, Edit and Save a File.
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Open, Edit and Save a File
Discussion
When you work with a file and make changes, you need to follow two steps:
the file to allow exclusive editing of the file.
the file, when you are done.
To effectively share a file, you inform SharePoint of how you intend to use the
file. SharePoint then can accurately inform other individuals if the file is available for
viewing only or for editing.
Why do you need to follow these steps?
If you do not do these two steps, there are problems that can occur:
If you open the file for editing without the Check Out option, you will lock out
other people from viewing or editing the file for a period of time.
If you use Microsoft Windows XP, everyone is locked out for 15 minutes after the
last time you saved.
If you use Windows Vista, everyone is locked out for 60 minutes.
When the times mentioned are up, a second person can open the file for viewing
and editing.
You and a second person will be editing the same file.
If the second person saves his/her changes, you could also save changes and
override the second person’s changes. Confusion and lost data are the result.
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Check Out
1. Point to the document to open and edit.
The document is selected and a down arrow displays.
2. Click on the down arrow to display the menu options.
3. Select Check Out.
The document’s icon changes to show the Check Out green arrow
.
NOTE: Individuals can point to an icon to view who checked out the file.
4. Click on the document’s icon
This message displays.
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5. Click on OK.
6. If prompted with this dialog, enter your UAnet ID and password and click OK.
The document opens in the appropriate application.
7. Edit the file and use the Save icon in the application to periodically save the
changes, if you wish.
Discard a Check Out
If a file was checked out in error and/or changes were made to the file that are not to be
saved, discard the checkout.
Method 1 – in SharePoint
This method is used if you checked out the file, but have not opened it in the
application.
1. In the Shared Documents list in SharePoint, point to the document.
The document is selected and a down arrow displays.
2. Click on the down arrow to display the menu options.
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3. Select Discard Check Out.
A message displays.
4. Click on OK.
The checkout is discarded.
The screen should refresh and the checkout icon no longer appears before the file’s
name.
If the screen does not
refresh, press the F5 key on
the keyboard or click on the
refresh tool
browser.
in the
Method 2 – in the Application
This method is used if you checked out the file and opened it in the application.
1. From the application’s menu, select File, Close.
A message displays.
2. Select Discard changes and undo check out.
3. Click on OK.
A confirmation message displays.
4. Click on OK.
The file is closed and the checkout is discarded.
5. In SharePoint, press F5 to refresh the screen, if necessary.
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Save, Close and Check in the File
Method 1
1. As you edit the file, use the Save tool or Save command in the application, to save
the changes.
NOTE: If you periodically save the changes to the file, others who open a read-only
copy of the file will see your changes. In Office 2003, a checked out file remains on the
server and requires a constant internet connection for editing purposes.
2. Select File > Close from the menu. One of two Check In dialog boxes displays.
The options in the dialog box depend on whether or not you have saved all your
changes.
3. Select Save changes and check in OR Check in file.
NOTE: In the dialog box, the Save changes and check in option appears if changes
have been made by you and were not saved. The Check in file option appears if all
changes made by you have been saved.
4. Click on OK.
5. Click on OK in the Check In Comments dialog box.
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Method 2
1. As you edit the file, use the Save tool or Save command in the application, to save
the changes.
NOTE: If you periodically save the changes to the file, others, who open a read-only
copy of the file, will see your changes.
2. In the Shared Workspace task pane, click on the Status tab
.
For more information about the Shared Workspace task pane, see page 55.
3. Select the Check in link.
4. Click on OK in the Check In Comments dialog box.
Enter comments if the
site is configured to
save versions of a
document. Versioning
is an option that is set
by the site’s owner.
5. Select File > Close from the menu.
The edited document is saved and available in SharePoint.
If the Check Out icon
for the document still is shown, refresh the page in SharePoint
by pressing the F5 key or by selecting the refresh tool
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Upload a New File
Follow the instructions that begin on page 18.
File Properties – Rename or Delete a File
Follow the instructions that begin on page 21.
The Recycle Bin – Restore a File
Follow the instructions that begin on page 23.
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Lesson 4: Library Tips
Create a Web Folder for Quick Access to a SharePoint Site
Discussion
One method to easily access your SharePoint site is to use the Add Network Place
Wizard to create a Web folder. A Web folder allows you to view and manage the files
and folders stored on SharePoint. A file can be opened and checked out without
opening the web browser.
Web folders transfer information over a network connection to a server in a secure
computing environment. The folders use a protocol4 that helps to protect information as
it is being transmitted.
Web folders allow easy access to the files on the SharePoint site. Follow these steps to
create a web folder.
Steps
1. Locate the Add Network Places Wizard with one of these methods.
Open My Computer at Start > My Computer in Windows XP, or
Double click on the My Computer icon on the desktop, or
Start > Computer in Windows Vista.
Click on the link for My Network Places.
If you do not see the link for My
Network Places, select Tools >
Folder Options from the menu in
My Computer. On the General tab
of the Folder Options dialog, mark
the option to Show common tasks
in folder. Click on OK.
4
The protocol is SSL (Secure Sockets Layer). The “s” in the internet address that begins with https
indicates that the Web server supports the SSL protocol.
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The My Network Places window displays.
Select
.
The Add Network Place Wizard displays.
2. Click Next.
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3. Select Choose another network location.
4. Click Next.
5. Enter the URL for the SharePoint site to be accessed by this Web folder.
The URL will begin with https://sharepoint.uanet.edu .
The URL for the Training site is used in this example,
https://sharepoint.uanet.edu/training .
6. Click Next.
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7. In the Connect to SharePoint dialog, enter your UAnet ID and password.
8. Click OK.
The next step displays to ask for a name for the web folder.
9. OPTIONAL: Modify the suggested name for the web folder.
It is recommended that you leave the on sharepoint.uanet.ed as part of the web
folder’s name. This will identify the folder clearly for you.
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10. Click Next.
The last step displays.
11. OPTIONAL: Unmark the checkbox if you do not wish to open the new network place
that you created.
12. Click Finish.
13. If the checkbox was marked in the last step of the Wizard:
- You are prompted for your UAnet ID and password.
- After entering your UAnet ID and password, the SharePoint site displays in a
Windows Explorer view of folders and files.
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14. A double click on the Shared Documents folder displays:
Note: Double clicking on a document’s icon in the web folder will open the document as
a read-only file in Office 2007 and in Office 2003.
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Alternate Method to Checkout a File - Office 2007
These steps work in the 2007 versions of Word, Excel and PowerPoint.
1. Create a Web folder following the instructions that begin on page 37.
This only needs to be done once.
2. In the application, Word, Excel or PowerPoint, click on the Office Button > Open.
3. In the Open dialog, click on My Network Places.
4. In the list of Network Places, double click on the Web folder for the SharePoint site
where the file is stored, for example,
5. If the Sign In box displays, enter your UAnet ID and password and click on OK.
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6. Make your selection when the site displays.
7. In this example, double click on
The list of files displays.
to move to that location.
8. If necessary, double click on a folder to open it.
9. Double click on a file to open it.
The file opens in the appropriate application. It is read-only.
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A message bar displays.
10. Click on the Check Out button in the message bar.
A dialog displays.
Check out –
In Office 2007, click
on the Office Button.
Select Server >
Check Out.
11. Click on OK.
The file is checked out from SharePoint.
The message bar no longer displays.
12. Review the document and/or make any changes.
13. Use the Save tool or Save command in the application to save the changes.
14. Select the Office Button > Close to close the file.
This dialog displays.
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15. Click on Yes.
This dialog displays.
16. OPTIONAL: If your site uses versions, enter a comment.
17. Click on OK.
The file is checked in.
The file is closed.
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Document Location Command
When a file is open in an application, the file’s name displays in the title bar. However,
the location of the file is not shown. The Document Location command can be added to
the Quick Access toolbar in Word, Excel and PowerPoint 2007 to view this information.
1. In Word, Excel or PowerPoint 2007, click on the Office Button and then that
application’s Options button.
2. Select the Customize category.
3. Select All commands.
4. Select the Document Location command.
5. Click on Add.
6. Click OK.
The document’s location command is added to that application’s title bars.
NOTE: This must be done in each application for which the Document Location
Command is to display.
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E-mail Alerts
Alerts can be set to send email notifications to you when a file is changed.
Set an Alert for a Document
1. Navigate to the Shared Documents page that displays the file for which you want to
add an alert.
2. Point to the file and click the down arrow that displays.
3. Select Alert Me from the menu that displays.
The New Alert page displays.
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4. Accept the defaults or modify the default options, if appropriate.
Alert Title – Will be the subject line of the email.
Send Alerts to – Who is to receive the email. By default, you will be listed.
Use the Browse icon
to lookup other names.
Send Alerts for These Changes – The default option sends an e-mail when
anyone makes a change, including you. Select another option that meets your
needs.
When to Send Alerts – Decide on the frequency of the email alerts.
5. Click on OK.
An e-mail is sent to confirm that the alert is in place.
When an alert is sent, it appears as shown here.
In the Inbox, the single message line looks similar to this:
The e-mail alert looks similar to this:
The Share
tab of the
Ribbon has
tools to
Connect to
or to
Preview the
SharePoint
library.
Links are
available to
work with
this
document.
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Set an Alert for All Shared Documents
1. Navigate to a site’s Shared Documents. Do not select a document.
2. Click on the Actions button.
This menu displays.
3. Select Alert Me.
4. On the New Alert page, select options as outlined on page 49.
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Delete an Alert
1. Navigate to a site’s Shared Documents. Do not select a document.
2. Click on the Actions button.
This menu displays.
3. Select Alert Me.
4. On the New Alert page, click on the link
The My Alerts on this Site page displays.
.
5. Mark the checkboxes for the alerts to be deleted.
6. Click on
.
The confirmation message displays.
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7. Click on OK.
The alert is deleted. The page is refreshed.
8. Navigate on the site by using the tabs or breadcrumbs.
Tabs
Breadcrumbs
E-mail a Link
Create an E-mail Link
1. Navigate to the Shared Documents page that displays the file for which you want to
e-mail a link.
2. Point to the file and click the down arrow that displays.
3. Select Send to > E-mail a Link.
A new message window displays in Outlook with the document link in the body of
the message.
4. Complete and send the message.
In the message, include the text “If you cannot follow this link by clicking on it, copy
the link and paste it in the address box of the browser.”
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Use an E-mail Link
1. Click on the link
OR
Copy the link and paste it in the address box of the browser. Click on Go.5
The sign on box displays.
2. Enter your UAnet ID and password.
3. Click OK.
The File Download dialog displays.
5
As of this writing, Microsoft® states that the next patch for Windows SharePoint Services will resolve the
problem that prevents some users from activating the link with a click.
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4. Save the file.
The Download complete dialog displays.
5. Click on Open.
If an error message displays, click on OK.
The appropriate application opens with the file displayed.
This is a copy of the SharePoint document.
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Appendix A: Shared Workspace Task Pane
When a document from a SharePoint library is opened in Word, Excel or PowerPoint
2003, the Shared Workspace Task Pane displays.
The Task Pane has 6 tabs.
Tab
Description
Members
If the document has been checked out, this
will show who has checked out the
document.
The members of the SharePoint site are
listed and whether or not they are online. In
this example, the number 7 under the icon
indicates there are seven members in this
particular SharePoint site.
Tasks
Any tasks assigned are displayed.
Documents
Other available documents or folders are
displayed.
Links
Any available URL links are displayed.
Document
Information
Basic document information is displayed –
created by, author, modified by, modified
date and time.
Status
When a SharePoint document is opened in Word, Excel or PowerPoint 2003 from a
Web folder, it is opened as read-only. To Check Out a file for editing, see the
instructions that begin on page 30.
NOTE: This task pane displays only when a SharePoint document is opened. If you
close the task pane and need to use it, select View > Task Pane from Word, Excel or
PowerPoint 2003’s menu.
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