Training Guide for Sharepoint Contributors and Readers Purpose: This guide provides instructions on common tasks completed

in Sharepoint. The tasks are specific to the Sharepoint permissions that a user has. Contributors are able to add, delete, and change items in Sharepoint, whereas Readers are only able to read, not change, items. Created 10/7/09 Matt Quinn Updated

Section 1. Section 2. Section 3. Section 4. Section 5. Section 6.

How to browse and search the CORE site (15 minutes) ............................... 2 How to handle documents in Sharepoint (30 minutes) ............................... 11 How to access files from your desktop and MS-Office (10 minutes)......... 16 How to handle Lists (10 minutes) ............................................................... 23 How to maintain Alerts Welcome / My Settings ..................................... 26 How to place a link to a Sharepoint document in an email ........................ 27

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Section1. HowtobrowseandsearchtheCOREsite(15 minutes)

AnatomyofaSharepointPage o HeaderBarlinktoyoursettings,MyLinks,SiteActionsmenu,etc. o BannervisualdisplayofCORElogoandHarvesterslog o TopNavigationbarstaysconsistentoneverypage o QuickLaunchnavigationchangesbasedonsite o ContentZonescustomizedforeachsite o SearchZoneconsistent o Breadcrumbsprovidealinktothesitewherethepageresides

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HowtobrowsetheSharepointCOREHarvestersemployeewebsite o HomePage(IEhomepagechange)howthissameisimportantto employees FeatureArticle DepartmentDirectory(linkstodepartmentsites)

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StaffDirectory

VisitingGroupsandSpecialVisitors ImportantLinks NewEmployees LinktorequestserviceforTechnologyandFacilities

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CalendarseachcalendarcanbesynchronizedwithanOutlookcalendar.

o o o

Departments ReportsCenter Formscontainmostoftheimportantforms

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HowtosearchforcontentonCORE o SearchforaMSWorddocumentwithBacksnackOverview

Resultsshowupquickly

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NarrowyoursearchfocusSearchwheredocumentresidesbygoingtothe siteorlibrary,thenconductthesearch

Searchforworkerscompform

SearchforpeopleinHarvesters

AdvancedSearch

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SharepointcomponentsthebuildingblocksofSharepoint o LibrariescontainMSOfficefiles,images,amongotherslikeatoplevel folderontheS:drive

ActionBarfunctionsshowupbasedonyourpermissions.

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ListsExcellikefeaturesbutwithawebinterface

WebPartsusedtodisplayinformationlikelibraries,lists,andpages.The SiteOwnerhastheresponsibilitytoeditthecontentzoneofthesites homepage.

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Alerts GotoaDocumentLibraryorList/selectadocumentorlistitem/ hoveroveritemtodisplaydropdownarrow

ClickonthedownpointingarrowtoshowdropdownContextMenu/ clickonchooseAlertMe

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Section2. HowtohandledocumentsinSharepoint(30 minutes)

WhatarethefeaturesandfunctionofaDocumentLibrary? o Permissionsdefineaccesstodocuments,itemsReader,Contributor o CheckOut/CheckInthislocksfileforexclusiveuse,evenifnotopen(!) o Versionsmaintainversionsfortrackingpurposesorbackup o AlertscreateanalertandverifyyoureceivedanemailconfirmingtheAlert HowtoopenanMSOfficedocumentwithoutCheckOut o BrowsetoaDocumentLibrary

Browsetothefileyouwanttoopen

Hoveroverthefile,thenclickthearrowtoopenthedropdownmenu,finally selecttheEditinMicrosoftOfficeWordoption.

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HowtosaveanMSOfficedocumentswithoutCheckIn

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HowtouploadasingleMSOfficedocument o SelecttheUploadmenufromtheActionBar.

Browsetothefilethatyouwanttoupload,addVersionComments,thenclick OK.

FileappearsinDocumentLibrary

HowtouploadamultipleMSOfficedocuments(sameasuploadingsingledocument) HowtoCheckOut,CheckInwithComments

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HowdoVersionsworkonaDocumentLibrary o OpentheContextMenuforadocumentandselectVersionHistory

VersionHistoryshowsthemajorrevisionstothedocument

Restoreanoldversionofthedocument.Example:restoreversion1.0asthe currentversion.

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ClickOKontheYouareabouttoreplacethecurrentversionwiththeselected version.

Verifythattheoldversionhasbeenaddedasversion5.0andisnowthecurrent version.

DifferencebetweenCheckOut/CheckInanddirectlyopeningfiles

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Section3. HowtoaccessfilesfromyourdesktopandMS Office(10minutes)

1. HowtocreateadesktopshortcutstoSharepointdocumentlibrariesandfolders
o Move to the document library you would like to access from your desktop.

Go to the Library menu by selecting: Actions / Open in Windows Explorer

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Click the Up arrow on the Windows Explorer toolbar to move up one level in the hierarchy

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Right-click the document library to which you want to create the shortcut, then choose Create Shortcut

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Answer YES to the question Do you want the shortcut to be placed on the desktop instead?

Verify its on the desktop and rename it accordingly.

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2. HowtocreateadrivelettermappingtoSharepointdocumentlibrariesandfolders
o Browse to the document library you would like to access from your desktop. Then right-click on the link (example: right-click on Shared Documents

o OpenWindowsExplorer
o o o o SelectTools/MapNetworkDrive Selectyourdriveletter UnderFolder:PastetheURLtoyourdocumentlibrary.Esuchas" http://spwebtestcore/department/programs/BackSnack/SharedDocuments ClickonFinish

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HowtoopenandsavefilesfromMSOfficeWord&ExcelusingNetworkDrive o GotoExcel,thenselecttheFilemenuandOpen.Verifythatthenetworkdrive Y:nowmapstotheBacksnackSharedDocumentslibrary.

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HowtoopenandsavefilesfromMSOfficeWord&ExcelusingNetworkPlace GotoExcel,thenselecttheFilemenuandOpen.SelectMyNetworkPlaces, thenselecttheBacksnackSharedDocsshortcut.VerifythattheNetworkPlace showstheBacksnackSharedDocumentslibrary.

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Section4. HowtohandleLists(10minutes)
WhatarethefeaturesandfunctionofaList? o Versions o Permission o AlertscreateanalertandverifyyoureceivedanemailconfirmingtheAlert o ViewsafeaturethatallowsaSharepointusertofilter,sort,andgroupthelist items. Howtoopenandedititemsinalist.ExampleusingContactslistonBacksnacksite. o BrowsetoBacksnacksiteandselectSharedContactsfromQuickLaunch.

SelectNewontheActionBar

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EntertheLastName,FirstName,Company,andBusinessPhone|clickOK

VerifynewcontactshowsupintheSharedContactslist

OpentheContextmenutosetanAlertforthisitem.

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Addanemailaddresstotheitem|clickOK

ViewVersionHistorychooseContextmenuforitem,thenselectVersion History

VerifythatasecondVersionwascreatedwiththeemailaddressadded.

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Section5. HowtomaintainAlertsWelcome/MySettings
o SelectMySettingsfromtheheaderbar

ClickonMyAlerts

ViewMyAlerts

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Section6. HowtoplacealinktoaSharepointdocumentin anemail

ThisisimportanttoavoidsendingmultiplecopiesofadocumenttoHarvesters employees. METHOD#1BrowsetofileonaSharepointDocumentLibrary

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RightclickonthefileiconoronthefilelinktoopenadifferentContextMenu| selecttheCopyShortcutoption

OpenOutook|createanewmessage|thenpastetheshortcutinyour message.

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