myJJC Team Sites
This document will walk you through using your team site‟s features. You‟ll learn how to
add and edit documents and items to your team site .
DOCUMENTS AND ITEMS: WHAT’S THE DIFFERENCE?
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Documents are files stored in Document Libraries
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Items are informatio n stored in lists (like announcements and calendar events)
DOCUMENT LIBRARIES
Document Libraries allow you to upload documents to store them in your team site.
Examples of documents are Microsoft Office Word documents, Excel sheets, PowerPoint
presentatio ns, and PDFs. Many kinds of files can be added to your team site .
You can continue to use your department‟s shared drive for files, but myJJC team sites
have the added benefit s of being accessible from off campus, past versions, and
management of who is editing what documents.
VERSIONS
Documents have versions. These are older versions of the same document. Versions let
you track changes to a document and see who made these changes. By default,
document libraries store up to the last 20 versions of a d ocument.
DOCUMENTS GET LOCKED WHEN EDITING
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Check Out:

Check In: Unlocking a document so that others can edit it and also see your
Locking a document so that only you can edit it . Must be done to edit.
changes
Important! Always check in your changes when you are done editing a document.
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UPLOADING DOCUMENTS
Uploading means copying a file from your computer or shared drive to be stored inside
the team site. These are files you have already created .
1. Go to your document library by clicking on the library ‟s name in the Quick Launch
menu. “Shared Documents” is the name of the default document library, but sites
can have more than one library as well.
2. Once inside the document library you will have a toolbar with the options “New”
“Upload” “Actions” and “Set tings” (see below).
3. Click on “Upload” and a new page will appear for uploading a document .
a. You can also click on the arrow next to upload to get two options: Upload
document or upload multiple documents. Click “Upload Document to go to
the same page fo r uploading a document.
4. On the “Upload Document” page, click Browse.
1. A popup window will appear showing you the files on your computer. Choose the file
you would like to upload by clicking on its name then clicking “open” .
2. Keep “Add as a new version to existing files” checked .
3. You can add comments about what you are uploading (this is optional) .
4. Click Okay.
5. You will now see a page giving you the message “The document was uploaded
successfully and is checked out to you. You must fill out any required prop erties
and check it in before other users will be able to access it.”
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6. Fill out any of the required properties (also known as “Columns”). For example the
title and category (See “What are Columns?” on page 5 of this guide for more
information on where these properties come from and how they are useful ).
7. Click “Check in”.
8. Your document is now in the Document Library for others in your team to view and
edit.
If you click “Upload Multiple Documents” a screen will appear letting you browse the files
on your computer and check multiple files to upload.
After uploading, y ou will need to
edit the properties of each document for any required fields like “Tit le” or “Category”.
See “Editing Document Properties” on page 5 of this guide. If you do not do add required
properties, the document will stay checked out to you and your team members will not be
able to view or edit it.
CREATING NEW WORD DOCUMENTS
Word Documents can also be created directly from the Document Library menu.
1. Click New.
2. Choose New Document .
a. You may get the security warning “Some files may harm your computer. If the
file information looks suspicious or you do not fully trust the source, do not
open the file.” Click OK if you get this message .
3. A new word document will appear in Microsoft Word. You s hould notice a bar above
the document showing the “Document Properties – Server”. It will also list any
required columns, such as “Title” or “Category” .
4. When you are finished creating your document and would like to save it to the
Document Library, go to F ile, then “Save”.
5. Give your file a name.
6. Click “Save”.
7. You will now have a new bar above the document letting you know that the new
document is checked out to you. If you have no other edits to make, click “Check
In” at the top, to share it with others o n your team.
Important! Checking In is a required step to share a document with team members.
If you do not ch eck in a new document your team members will not be able to see it.
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VIEWING AND EDITING DOCUMENTS
If a document is one of the Microsoft Offic e formats of Word, Excel, PowerPoint, or
Publisher, you can edit them directly from your team site. Once documents have been
added to the Document Library, they can be edited by clicking on the name of the
document.
1. Click on the name of your document .
2. It will let you know you are about to open the document.
a. If you only want to view the document keep the option “Read only” chosen
and click OK. Your document will now open in read only mode, meaning you
cannot edit it. This lets you look at the document with out checking it out.
b. If you want to edit the document choose the option “Check Out and Edit” and
click OK. Your document will open and be checked out to you.
You must check it back in to keep any changes.
If a document is in a different format such as P DF, you can view the document by clicking
on its name in the library. To edit the content of the document, however, you will need to
edit it in the original program you created it in. For example, some PDFs come from Word
documents that were saved as PDFs . You will need to edit the original Word document
and resave it to your computer as a PDF. To add a new version of the document, follow
the steps to upload that new document from your computer.
As long as it has the exact same file name it will replace the older version. If it has a
different file name, it will upload it as a separate document.
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WHAT ARE COLUMNS?
Documents and items have properties associated with them to help sort them.
Sometimes these columns require information , meaning they cannot be empty.
Examples of columns include the “Title” and “Category”. Document Libraries can also
have custom columns. For example, if a document library exists for flyers created for
events, you could have a column called “Department” that lets you select what
department the flyer was for.
Creating custom columns for a Library is an advanced feature of a team . These
customizations can be done by the team site owners.
EDITING DOCUMENT OR ITEM PROPERTIES
To edit columns of a document:
1. Hover over the file name of the document .
2. You should see an arrow to the right of the document name. Click on the arrow
3. Choose “Edit Properties” .
4. It will give you a warning that you much check the item out to edit it. Checking out
a document locks it out to you for editing. Click OK.
5. You can now edit the file name, title, and any other columns like Category.
6. Click OK.
7. The document will still be checked out to you.
a. Check it back in by hover over the name and click the arrow to the right
again. You must check the doc ument in for the changes to appear for other
team members.
b. Choose “Check In”.
c. Click “OK”.
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WHERE ARE THE FOLDERS?
Team sites can sort documents and items by the properties of a document, rather than
placing the document in a folder. This allows docum ents to be found much easier by a
team of people. Rather than needing to remember what folder a document was put in –
for example a folder called FY2010, team members can either search for that year or sort
by that year, if Fiscal Year was a property of t he document.
A „folder system‟ that you may have previously used on your desktop computer may not
be easily understood or remembered by your team members. Sorting instead by
properties makes it easier for all team members to locate information. Adding important
information like “category” can let you easily search for documents as well as create
multiple custom views.
An example of a document library being sorted by a custom view is below to the left.
Views can be sorted by any type of property and yo u can create as many views are
needed. You can create views that just you use or views for your entire team to use.
TO SWITCH VIEWS
To switch between existing views, click on the box next to the word “View” at the top right
of the document l ibrary or list. Select which view you would like or creat e a new one to
suite your needs (See above right).
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CREATING CUSTOM VIEWS
To create a custom view:
1. Click on the box next to view in the top right above the document library.
2. Choose Create View (see below)
3. For the “View Format” choose “ Standard View”. You can also test out using the
other views if you wish – they are specifically for calendars and task lists.
4. Give the view a name. Be sure the name describes what the view does – for
example “FY2010” or “Beth‟s Documents” or “Departments View”
5. Only check “Make this the default view” if you want this to the view that appears
every time someone goes to the library.
6. For audience view, you can choose to create it just for your use or for your team‟s
use. Only create public views when you think it would be something many team
members would find useful – if there are too many public views it may confuse your
team members.
7. Check which information you want displayed in the view.
8. Displaying the information :
a. You can choose to sort the information into different columns.
b. You can filter information to only display certain kinds of files – for example
a view called “FY2010” might be set to only show items when the column
Fiscal Year is equal to 2010.
c. You can gr oup by columns. For example if you have a “Departments” column,
you can make the view sort by department.
Creating custom views is a more advanced feature of team sites and can take some
getting used to – please contact the JJC Web team if you need help.
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VIEWING DOCUMENT AND ITEM VERSIONS
Versions help keep track of what changes have been made to a document or list item. To
view the past versions:
1. Hover over the file name of the document or list item.
2. A small arrow should appear to the right of the fi le name.
3. Click on the arrow and choose “Version History”.
4. You will now see the version number, when that version was modified and who
modified it.
5. To view the version, click on the date of that version.
Older versions can be restored, meaning bringing bac k the older version. To restore an
older version:
1. Hover over the date of that version.
2. A small arrow will appear to the right of the date.
3. It is suggested you view the version first to make sure it is the right one you wish
to restore. View it by clicking on the date of that version.
4. Click on the arrow and choose “restore”.
By default, the past 20 versions of a document or item are saved. If a document or item
is deleted, its versions are no longer available.
DELETING DOCUMENTS OR ITEMS
To delete a document or item:
1. Hover over the name of the document or item.
2. A small arrow will appear to the right of the document.
3. Choose “delete”. A warning box will appear. Click “OK” to delete.
4. The item or document is now in the site‟s Recycle Bin.
5. To view the Recycle bin, click on the Recycle Bin link at the bottom of the Quick
Launch menu (to the far left). You will see your file listed. You can check next to it
and click “Restore Selection” to put it back in its document library or list .
Files in the recycle bin are cleared out after 30 days.
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ADD PICTURES TO A PICTURE LIBRARY
Picture libraries are made for storing pictures. They are lists especially suited for image
files, rather than any other kind of file.
To add a single picture:
1. Click Upload.
2. Choose “Upload Picture”
3. A new page will appear:
4. Click “Browse”.
5. Choose the picture you wish to upload and click open.
6. Keep “Overwrite existing files” checked. This means that if you upload a file with
the same name as a picture already on your team site, it will save over the older
file.
7. Click Okay.
8. Enter any properties of the picture. These are all optional and can be left blank:
a. Title of the picture
b. When it was taken
c. A description of the photo
d. Key words
Adding these properties can help your team members in searching through the
photos.
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To add multiple pictures at once:
1. Click Upload.
2. Choose “Upload Multiple Pictures”
3. The “Uploading Selected Pictures” box will appear. If it does not, you may be
blocking pop-up windows from myJJC. (Check your pop up settings in In ternet
Explorer by going to “Tools” then “Pop -up blocker” and make sure to turn it off.)
4. You can browse your desktop by using the picture short cuts to the left. If you do
not see the drive or folder you want to search in, choose “Add Picture Shortcut”
and pick whic h drive you want to select from (see below).
5. Hold down shift while selecting multiple pictures.
6. Click “Upload and Close”
7. Click “Go back to Pictures Library”
8. You will now see your uploaded photos.
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TO EDIT A PICTURE’S PROPERTIES
1. While in your picture library, click on the photo you would like to edit
2. You will now see the pictures properties.
3. Click edit item.
4. Adjust the properties you would like to change
5. Click OK.
Pictures do not require check in/check out like documents.
To Delete A Picture
1. Click on the photo you would like to delete
2. Click “Delete Item”
3. A warning box will appear. If you are sure you want to delete the photo, click “OK”.
4. Your photo is now deleted. It will be sent to the recycle bin.
To view the Recycle bin, click on the Recycle Bin link at the bottom of the Quick Launch
menu (to the far left). You will see your picture listed. You can check next to it and click
“Restore Selection” to restore the picture. Files in the recycle bin are cleared out after
30 days.
CREATING & EDITING ANNOUNCEMENTS
Announcements share important information with your team members . To create a new
announcement:
1. Go to the Announcements list by clicking on the word “Announcements” in the left
side menu.
2. Click “New” and choose “New Item”
3. Fill out the required fields. You can also attach items if you‟d like.
4. Click “OK”.
5. Your announcement has now been added.
Because they are a list item, editing and deleting announcements is the same process
described on page 5 and 8 of this document.
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TEAM SITE CALENDARS
Team site calendars are calendars stored on the myJJC server, not in outlook. However
they can be connected to outlook to be managed either in your outlook or in SharePoint.
CONNECT CALENDAR TO OUTLOOK
To connect a team site calendar to outlook:
1. Go to the team site calendar by clicking “Calendar” in the left side menu.
2. Click on “Actions” in the top toolbar.
3. Choose “Connect to Outlook”.
4. Your browser will ask if it‟s okay to allow it to connect. Click “Allow”. You may need
to click “Allow” twice depe nding on your security settings.
5. Outlook will open and ask if it‟s okay to connect the calendar. Click “OK”.
6. The team site calendar will now appear under “Other Calendars” on your Outlook
Calendar page.
If you make changes to the calendar in Outlook, they will synch with the calendar on the
team site Web site.
ADDING AND EDITING CALENDAR EVENTS
If you‟ve connected the calendar to Outlook, you can add events directly into the team
site calendar in outlook. However, you can also add and edit events in your team site‟ s
Web page:
1. Go to your team site‟s calendar.
2. Click “New”,
3. Choose “New Item”.
4. Fill out your event‟s details. You can also attach files if needed.
5. Click “OK”.
6. Your event will now appear in the calendar.
To edit click on the name of the event, then click “Edit Item”. Adjust any information
necessary and click “OK”.
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SIGNING UP FOR ALERTS
Alerts are a helpful way to see what‟s been changed on your team site without needing
checking the Web page.
Alerts are available for almost all features of the te am site. Any library or list you are on
has the “Actions” option at the top toolbar. If alerts are available, you will see the option
“Alert Me”.
1. Click “Actions”
2. Choose “Alert Me”
3. Give the Alert a title. This will appear in the email that is sent to you.
4. Choose when you‟d like to be a alerted:
a. All changes alerts you whenever ANY change is made
b. Only when new things are added.
c. Only when existing items are modified
d. Only when items are deleted
5. Choose if you only want to be alerted when someone else makes chan ges.
6. Choose when you‟d like the alerts:
a. Immediately
b. Daily
c. Weekly
7. Click “OK”
8. You will receive an email letting you know you successfully signed up for the alert.
This email as well all future alerts you receive will have the option to edit your alerts wit h
the link “My Alerts on this Site” or “Modify my alert settings”. You can then delete the
alerts you‟ve signed up for or adjust their settings.
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ADDING NEW COLUMNS TO A LIBRARY OR LIST
PLEASE NOTE: Only site owners can adjust list settings.
All document libraries and lists can have properties associated with them. These are
called columns.
Examples of columns include “Title”, “Created By” and “Modified By”.
All libraries and lists can have custom columns added to them.
To add a new column:
1. Go to the libraries or list you want to add the column to
2. Click on “Settings” on the top toolbar
3. Choose “List Settings”
4. You will now see a page with many options. Most of these settings are more
advanced features that you don‟t need to change. If you want to learn more about
advanced customization, please ask the Web team.
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5. To add a new column, click “Create column, about a third of the way down the
page.
6. Give the new column a name. This is what will appear in the document or item
properties as well as a ny views that use this column, so be sure it is a short
descriptive title.
7. Choose the kind of column it is.
8. Give the column a description. This will help team members know what kind of
information is needed.
9. Check if you want this column required or not.
Note – having many requir ed columns slows down the “Create new item” process.
Be sure you need the item required before choose “yes”.
10.
Leave “Add to default view” checked if you want it to display in the default
view – this is what you see when looking at all the items in the li brary. If you leave
this unchecked, team members will have to view the i tem‟s properties to see the
data here.
11.
Click “OK”.
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VIEWING TEAM MEMBERS
To see who your team site members are:
1. Click “People and Groups” in the left side menu.
2. You should now see a list of departme nt members.
There is also a group called
“TS Owners”, meaning owners of the team site. Owners have more control over
advanced team site settings. Only owners can see who the owners of the site are.
Owners can also manage who is in the team site “membe rs” list.
HAVE MORE QUESTIONS OR NEED HELP?
Team sites have many features available and can be customized to a very detailed
degree. There ‟s a lot to learn, but remember – team sites are a tool meant for you to
collaborate easily and share information. D on‟t worry if you don ‟t understand everything
right away.
You can always ask for help, either from the JJC W eb team or from team members that
may be more familiar with using your team site.
Visit www.jjc.edu/myjjc for help documents concerning team sites and the myJJC Portal.
Contact the JJC Web team by emailing [email protected] .
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