416 Agriculture Hall | Michigan State University | 517-355-3776 | http://support.anr.msu.edu | [email protected]
Title: How to Access the MSUE PFS Database Purpose Document No. -­‐ 141 Revision Date -­‐ 10/2013 Revision No. -­‐ 2 The procedures below provide outlined steps for learning the basic operations of SharePoint. Policy N/A Definitions N/A SharePoint Basics: ANR Collaboration Tool Outline 1.
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How to Sign In to SharePoint – Internet Explorer Configurations •
How to configure IE 7 and 8 •
Silverlight SharePoint Introduction •
SharePoint Overview-­‐ Navigate in SharePoint •
Web Parts Working with Web Parts: Announcements •
Create a new Announcement •
Edit an Announcement Working with Web Parts: The Calendar •
Add a Calendar Event •
Edit an Event Working with Web Parts: Discussion Boards •
Add a new Discussion •
Reply to an existing discussion item •
Edit an existing discussion item •
Sending an alert •
Change from “flat” to “threaded” discussion view Working with Web Parts: The Document Library •
Add a Document •
Editing Documents •
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Method 1: Co-­‐Authoring – editing in real time ii.
Method 2: Edit In Browser iii.
Method 3: Checking Out – Checking In Documents Other Document Library Features 7.
Searching SharePoint 8.
Setting Up Your Profile / SharePoint Resources 2 SharePoint Basics: ANR Collaboration Tool 1. SharePoint Login How To Configure Internet Explorer 7/8 •
Go to http://share.anr.msu.edu and login with your user name and password. The format for your user name here is: • anr\username (the slash used here is located above the “enter” key on your keyboard). Make sure you click the proper radio button under “Security (show explanation)” • Click “This is a public or shared computer” if you are not sitting at your work (or desk computer) • Click “This is a private computer” if you are using your work or desk computer. Make sure you click
the correct button
under “Security”
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Other Recommended Items •
User name here should be in
the format: anr\username
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Click on Tools (This may be located on the right hand side for IE 8, and on the right hand side as a drop-­‐down menu in IE 7.) Select Internet Options -­‐ Click the Security tab Select the Local Intranet icon, click on the Sites button Click on the Advanced button The site “share.anr.msu.edu” should show up in the “Add this website to the zone:” If it is there, click on the Add button to add it. For some of you, this address may have already been added. Look below in the “Websites” area and see if it’s already there. It may be listed as *.anr.msu.edu. If so, you are all set. If not, please call 517-­‐
355-­‐3776. Click on the Close button -­‐ select Ok – select Ok. Silverlight – This will make your SharePoint experience go more smoothly. While it’s not required, SharePoint will run faster with it installed. To install Silverlight, go to: http://www.microsoft.com/getsilverlight/Get-­‐Started/Install If your login fails, please contact ANR TS at 517-­‐355-­‐3776 for help. 3 SharePoint Basics: ANR Collaboration Tool 2. SharePoint Introduction Microsoft Windows SharePoint is a versatile technology that organizations of all sizes use to increase the efficiency of their business processes and improve team productivity. SharePoint specializes in the use of collaboration tools that allow people to stay connected across organizational and geographic boundaries. SharePoint Overview When you first logon to SharePoint, you will be taken to the Home page of SharePoint. On this page, you will see content listed in the middle of the page in such sections as Announcements, Calendar, Discussion Board and Document Library. There are multiple ways to navigate in SharePoint You can use the “Top Links Bar” by either clicking on MSUE, or moussing over it and selecting a sub-­‐site. This shows the name and each sub-­‐site in a clickable tab across the top of the page including the four Initiatives for MSUE. You can use the” The Quick Launch Bar”. This “Bar” displays links to site content and sub-­‐sites organized into groups by category. 4 SharePoint Basics: ANR Collaboration Tool Another way to navigate is with the Breadcrumb Trail. “Breadcrumb Trail” is helpful in letting you know where in the hierarchy you are. It’s always there; simply click the folder icon at the top left to see the trail: The final way to navigate in SharePoint is to view “All Site Content”. This allows you to see the contents of a site, the lists and libraries contained on that page (for a description of lists and libraries, see Web Parts section below). Click “All Site Content” at the very bottom of the “Quick Launch Bar”. You can Click “All Site Content” while in a site, but not on Home. The “Breadcrumb Trail” “All Site Content” 5 SharePoint Basics: ANR Collaboration Tool Web Parts Web Parts are the building blocks of a SharePoint page. They are items that contain your content. By default, a SharePoint page for MSUE will contain four Web Parts: • Announcements • Discussion Board • Document Libraries • Calendar Web Parts Working With Web Parts: Announcements An Announcement is a short piece of news and information to share with the group. Announcements must have a title and will also include a body of text. You can also specify an expiration date for the announcement. Announcements Display The five most recent announcements are listed in the Announcements Web part on the Home page of each site, until the expiration date is reached. They are also listed on the Announcements page. After the expiration date is reached, the announcement is removed from the home page but remains on the Announcements page until removed. Most Recent Announcement
s Also, a “New” label will appear in green next to items that are less than 24 hours old. “New” Announcement 6 SharePoint Basics: ANR Collaboration Tool Create an Announcement To create an announcement: 1. Click on “Add new Announcements” at the bottom of the Announcement section. If desired, enter an expiration date for your announcement. •
Click the Calendar button. Use the arrow keys to navigate months. Click the desired date. •
Or, in the Expires text box, type a date in MM/DD/YYYY format. •
Click “Save” when you are done. 2. In the required Title text box, enter a title for your announcement. 3. If desired, in the Body text box, enter the content of your announcement. •
7 SharePoint Basics: ANR Collaboration Tool 4. Working With Web Parts: The Calendar The calendar in SharePoint is much more limited than the calendar in Outlook, but it may be helpful in some cases. For example, it may be useful in smaller group where the users comprise a more static group. Also, you can export items from a SharePoint calendar into your Outlook. Add a Calendar Event: 1. Click on the “Add New Event” link below the Calendar section on the home page for any page that has a calendar. (Pages should have a calendar on them since that is part of the default template.) Type the following in the “New Item” window of the calendar: • Title •
Location – where the calendar item might take place •
Start and end time •
Description-­‐ if you want •
Category – to make calendar event more specific •
Click “Save when you are done” 8 SharePoint Basics: ANR Collaboration Tool 2. Now your calendar entry shows up in the calendar web part of the site. Start/End Location Title Times Here Here 3. To see the description of the calendar event, and edit the event click on the blue area next to the title, and choose “View Item”. Blue Area Click “View Item Now you should be able to see the calendar item, with the •
description of the calendar event. You can edit the calendar event by clicking on “Edit Item”. Edit what you need to and click “Close” when you are done. To view more advanced calendaring details, see the article: View and update a SharePoint Calendar http://office.microsoft.com/en-­‐us/outlook/HA100819871033.aspx 9 SharePoint Basics: ANR Collaboration Tool 4. Working With Web Parts: Discussion Boards •
The new discussion item now appears in the discussion board web part. In this example, the new discussion title is “This is A New Discussion Board Item”. The “New” symbol appears too, just like when we added a new Announcement. •
To view the contents or “Body” of the discussion, just click on the title link for the discussion. Adding a New Discussion: Click on “Add new discussion”. 1. Type a subject for your discussion in the “Subject” line and type what your discussion is about in the “Body” section. Click “Save” when you are done typing. Subject Here Body Here Title Link of Discussion Body of Discussion Post 10 SharePoint Basics: ANR Collaboration Tool Reply To An Existing Discussion: To reply to the discussion, simply click on the “Reply” button in the right hand corner of the open post. 1. Add your reply in the “Body” section. You can also attach a document here and spell check. Click “Save” when you are done. Spell Check and Attach File Here Add Reply Here Edit An Existing Discussion Item: Note: you can only edit an item that you have created. •
To edit an existing item, click on the heading for the discussion item. •
Click on the “View Properties” button on the title bar above the discussion board entry. •
Click on the “Edit Item” button in the title bar (ribbon). •
Edit as desired. •
Click “Save” when complete. Click “View Properties” Here Click “Edit Item” Here Important Note! When you are viewing an item for a particular discussion, click on “View Properties” to see if it has any attachments. 11 SharePoint Basics: ANR Collaboration Tool Sending An Alert: You can set up an “Alert Me” message that informs you when a discussion item has been changed. The alert comes to you in the form of an email message. • Click on the checkbox next to the item you want to set an alert for. In the example “resumes” is checked. In the next window you can: Click Checkbox •
Click on the “Alert Me” icon in the Ribbon at top of page •
Click on “Set alert on this list” from dropdown menu Enter Title of the alert (by default it is the name of the discussion post) Enter other email addresses to alert fellow members of changes Specify types of changes to be alerted to Specify whether to filter alerts Click “Set alert on this list” Specify frequency of the alert and enter day/time 12 SharePoint Basics: ANR Collaboration Tool Change From “Flat” to “Threaded” Discussion View: You can change the way the discussion view looks, from “Flat” to “Threaded”. • Click on the drop down arrow next to the word “Flat” in the breadcrumb trail and select “Threaded" (it’s the breadcrumb trail that goes across the top of the page, not the one that goes down). Click “Threaded” to change view The “Breadcrumb” Trail • You can switch back to “Flat” view by clicking on “Threaded” in the breadcrumb trail and choosing “Threaded” Discussion Board: One More View You can also view the discussions on the discussion board as a list by themselves. • Click on the words “Discussion Board” on the main page of a site •
You will now see the “Discussion Board” items in a list on the page Click “TestSite 6” in breadcrumb trail to get back to home page of site To get back to the home page of the site (and out of discussion board list view); just click on the site name (in this example “TestSite 6”) in the breadcrumb trail at the top of the page. 13 SharePoint Basics: ANR Collaboration Tool 5. Working With Web Parts: The Document Library •
Add a Document To The Library The easiest way to add a document to SharePoint is to go to the homepage of the site you want to upload the file to. 1. Upload a New Document • Go to site or page you would like to upload document file to • Click on “Add Document” link at bottom of document list • Click “Browse” to open up a window showing documents on your computer. Navigate to and select the file you would like to upload. Click “OK” when you are finished. To upload “Multiple” documents, click on “Upload Multiple Files…” •
You can either “Drag Files or Folders” to add files or you can “Browse for files instead”. If you “Browse”, to select multiple files to upload, just click on one file, then holding the shift key down on your keyboard, click on other files to highlight them. Click “Open” to add the files, and click “OK” when you are finished. 14 SharePoint Basics: ANR Collaboration Tool Important Note: When uploading an MS Office document, it is best to upload an Office 2010 document if possible. While Office 2007 documents will work, you will not be able to use the Co-­‐Authoring features described below. The idea is that different parts of a document can be edited by different people and as the document is saved (which is also a refresh); you will see the changes of others reflected in your own copy. Important Note: You cannot have any of the following characters in the filename or the file will NOT upload: \ / : * ? " < > | # { } % ~ & You must remove these characters from the filename before continuing the upload process. Important Note: When using this method, a new version for the document will be created, but you will NOT have a chance to add version comments. Only if you first Check-­‐Out the document will you be able to add version comments. Editing Documents •
Navigate to the page/site where the document is located •
Click on the blue dropdown arrow to the right of the document to be There are a number of different ways to edit documents including two new methods for SharePoint 2010. These new editing methods; co-­‐authoring and Edit in Browsers are excellent ways of enhancing collaboration on SharePoint. edited. (Note: you do not have to go inside the library; there is now an option to click on a dropdown from the home page of a site.) Note: The editing referred to in this section applies to editing of MS Office documents only. While you can upload other file types such as PDF or image files, you cannot check-­‐out/in or track version changes for those documents/images as you can with Office documents. Methods for Editing Documents Method 1: Co-­‐Authoring-­‐editing in real time using Microsoft Co-­‐Authoring is way of editing that allows multiple people to edit one document at the same time. This greatly enhances the collaborative nature of SharePoint. For this to work: •
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A Word, Excel, PowerPoint or One Note document must have been saved as an Office 2010 document, and Office 2010 software must be used (installed on the host computer) to edit the document. 15 SharePoint Basics: ANR Collaboration Tool • Select “Edit in Microsoft Word” -­‐ or whatever document type the file is (Word, Excel, PowerPoint or One Note will allow for Co-­‐Authoring). While other applications may show up for other types of documents, these are the only four that allow for co-­‐authoring. • The Document will open up in its application. If you look at the bottom bar of your document and see an icon with two people and a number of at least two (2) next to it: that tells you someone else is also editing the document. If you do not see the icon, then you are the only one editing the document. You can click on this icon to see who else is editing the document. •
As you and/or the other user(s) begin to edit the document, you will see grey lines appear around the text area(s) that a particular user is working in. These grey lines lock up that portion of the text so you and others do not disturb others’ editing. •
If you “mouse over” the grey lines you will see this warning message: •
To see the changes others have made, click on the save button at any time (or hit CTRL-­‐S). This will both save and refresh the document and show all changes by other users that have been saved. •
When finished editing, simply save your changes, then close out of the document. There is no checking-­‐out or in of documents in this method. 16 SharePoint Basics: ANR Collaboration Tool Method 2: Editing in Browser (2007/2010 Word, Excel, PowerPoint and One Note) This is another new method for editing documents (only Word, Excel, PowerPoint and One Note work for this mode as well) and is a variation on the check-­‐
out/check-­‐in method, (see method 3). This option provides quick and easy editing of MS Word, Excel, PowerPoint and One Note 2007/2010 documents. The Web version of the popular Office programs are not meant to be complete replicates of the local, desktop versions, but rather are meant as “companion” programs, designed for 'light” work. Important Note: When using this method, a new version for the document will be created, but you will NOT have a chance to add version comments. Only if you first Check-­‐Out/In the document will you be able to add version comments. • Navigate to the page where the document is uploaded •
•
editing the document and will give them the error message below: •
When you are finished editing, make sure to save your document, then click X in the upper right of the document. You can also click on the File button and select “Close the document” as well. Either of Click on the blue dropdown arrow to the right of the document to be these actions will automatically unlock the document for others to edited (just like in Method 1) •
While the document is being edited, it will lock out other users from edit it. Select “Edit in Browser
17 SharePoint Basics: ANR Collaboration Tool Method 3: Standard Checking-­‐Out / Checking-­‐In (works for Office 2003, 2007 Note: If you will be using the same computer to access the file again, leave the checkbox “Use my local drafts folder” checked. Otherwise, uncheck this box so the latest changes can be accessed by you from the server when you open this checked out file. Once you check the file back in, it will remove the file from the local computer you are using. If the computer you are accessing the file from is a public computer, do not check this box off so you don’t store a copy of the file on the local computer. This is helpful if you’ll be finishing the document edits on another computer. and 2010) •
Navigate to the page where the document was originally uploaded •
Click on the dropdown to the right of the document to be edited •
Select “Check Out” •
Now open the document by either clicking on the document title itself, or by clicking the dropdown and selecting “Edit in Microsoft Word.” (this will change depending on what type of file you are opening) •
A Pop-­‐Up dialogue box will appear Note: It can take a while for the document to open, so be patient. 18 SharePoint Basics: ANR Collaboration Tool • Make the necessary changes to the document. Note: You may have to click the “Edit” button at the top of the document to make it editable • Save the document using File – Save (or use CTRL-­‐S) • Close the document, you will receive a message asking if you want to check the document back in. If you are finished with your changes, say yes. If not, say no. Note: You can see where the local file is saved by going to File – Save As, and seeing where the file is being stored. By default, it is saved in the “SharePoint Drafts” folder inside “My Documents”. Other Document Library Features Navigate into the document library by clicking on the Title header for the library. Once there, when selecting the dropdown for a particular document, you will get the following options: 19 SharePoint Basics: ANR Collaboration Tool • View Properties: Gives the same options as the dropdown plus Alert Me, Version History and Manage Permissions (depending on your permission level). See below for these additional items. • Edit Properties: If you click on the dropdown for a document, then click on Edit Properties, it will take you back to the same properties you edited when first adding the document to the library. You’ll have the ability to edit the filename and title of the document. • View in Browser: This feature will allow you view the file. If the file is not being editing by someone else at the time, an “Edit in Browser” button will appear at the top to allow you to edit it. • Edit in Browser: See Method 2 • Edit in Microsoft Word (or other document type): See Method 3 • Compliance Details: Shows all the important business information about a given document, including items such as viewing name, content type, folder path, retention policies, etc. • Workflows: Workflows allow you to implement business processes on documents by managing tasks and steps involved in those business processes. Using Workflow Designer (or MS Info Path for more advanced workflows) you can create rules that associate conditions and actions with items in SharePoint lists and libraries. Changes to these items trigger actions in the workflow. • Send To: Allows you to do the following: o Other locations in SharePoint o Email the document o Create a Workspace (not activated yet) o Download a copy • Delete: Allows you to delete the document. Other Options -­‐ that can be accessed through View Properties: • Alert Me (to get to this option, select “View Properties”): Alert Me works just as it does for other Web Parts (Discussion Board, etc.). If you setup a SharePoint alert for a particular document, SharePoint will Email you whenever someone makes an edit to the document. This is a convenient way to track progress of a document that others are updating / editing. There are numerous options as to exactly when and what actions happens before SharePoint Emails you. • Version History: Shows version information including version number, Published At information, modified information, modified by, size and comments. Restore/View Capabilities – Within the Version History screen i. View: By clicking to the right of the version, you can view the details of the file. In this screen, you can delete that particular version. ii. Restore: By clicking to the right of the version, you can restore that version of the document. • Manage Permissions: Not shown above -­‐ will only show up for those with ownership access. When you have this will show you what groups and users have permission to access the file. Owners of the group as well as the user who uploaded the file (which makes one an owner of that file by default) can edit the permissions of a file. Contributors can also edit permissions though this ability is limited. This aspect will be dealt with more fully in the SharePoint Advanced training document. 20 SharePoint Basics: ANR Collaboration Tool 6. Searching SharePoint Searching in SharePoint is easy. There is a search bar located at the top right of the screen. By default, this search box will search all of the SharePoint installation. You can search: •
All Sites – this searches all sites and content on SharePoint, depending on what your permissions are. •
This Site only– the site you are currently on. •
People – People who have an ANR account in SharePoint. 7. Profiles To get to your profile, click the dropdown by your name in the upper right corner of the screen (if you don’t see it there, navigate to a home page of a site). To edit your profile, click on the “Edit your Profile” link under your picture (or where you picture should be if you placed on there already) If there is content in the search that you don’t have permission to access, it simply will not show up. 21 SharePoint Basics: ANR Collaboration Tool SharePoint Online Resources: •
Microsoft SharePoint Training @ Your Desk: http://office2010.microsoft.com/en-­‐us/sharepoint-­‐server-­‐help/take-­‐
sharepoint-­‐server-­‐2010-­‐training-­‐at-­‐your-­‐desk-­‐HA101859255.aspx •
Basic Task In SharePoint 2010: http://office.microsoft.com/en-­‐us/sharepoint-­‐server-­‐help/basic-­‐tasks-­‐in-­‐
sharepoint-­‐server-­‐2010-­‐HA101839175.aspx •
Navigating The Ribbon Command Interface: http://office.microsoft.com/en-­‐us/sharepoint-­‐server-­‐help/navigating-­‐the-­‐
ribbon-­‐command-­‐interface-­‐HA101791909.aspx •
•
General information on SharePoint workflows: http://office.microsoft.com/enus/sharepointdesigner/HA101005871033.aspx Advanced calendaring details, see the article: View and update a SharePoint Calendar http://office.microsoft.com/en-­‐us/outlook/HA100819871033.aspx 22