SharePoint Standard Operating Procedure

Welcome to SharePoint 2017 Rohingya refugee crisis!

Below are all the steps you can take to be fully integrated into the UNHCR Bangladesh response community here.

Way to the SharePoint

1. If you received an email with the invitation
to follow the SharePoint site and the
bottom of that mail a Hyperlink to the site
as the picture is given here.
If you didnt receive any email you can
simply follow the hyperlink given with the
picture given above.

2. Cliclking this link you will be taken to the sharepoint site link in
your default browser and a popup will appear like in the picture
give with the text and you will have to provide your UNHCR
credentials to get into the sharepoint site.

3. After loging into the site the home page of the sharepoint site will appear to you which is like the following picture

As you can see, the home page has some apps that we need to be familiar with to use it to the extent that can improve
our efficiency in collaboration as a multifunctional team.

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 SharePoint Standard Operating Procedure
Using SharePoint Apps
Site title
The first thing you will notice in the SharePoint site is the title of the site that appears on the top left side of the site. The
name of the SharePoint site in the picture and we are discussing about the 2017 Rohingya refugee crisis. You may be
connected or following some other SharePoint sites due to contribution to the different operations of the UNHCR.
Therefore, it is important that you know which SharePoint site you are connected for now.

Search Option
At the top right of the home page you will see the search option, that is quite
helpful when you want to find something that you dont know where in the
SharePoint site.

When you click the arrow sign along with box you can filter your search specific to
the people, conversation and to this particular site or even you can search among all
the SharePoint sites you are connected with.

Side menu

The side menu is important to be familiarize with as it might be the most frequent part of the
site you will be using, due to the easy navigation throughout the site. It is in the left side of the
SharePoint site as you can see in the picture.
You can use these menu to navigate into different apps and parts of the site easily. Actually,
these are the apps that are included in the main body of the site that we are going to discuss
in the following pages.
You can try your navigation while reading it to become familiar with what is in these sections.

Site Body
This is the main part of the site where, different apps are displayed in columns for easy overview. You may think of it as a
display page.

Remember, the site page is not just what is in the picture with this section it is usually kind of like a web page where different
apps are embedded like a bookshelf. You always can scroll down to the bottom of the page.

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SharePoint Standard Operating Procedure

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 SharePoint Standard Operating Procedure
Announcement

It is a simple app to give some announcement or notice

to your colleague and keep them updated as it is the first
thing they will see in the site.

If you want to add a new announcement or edit an

existing one, just simply click on the new announcement
button at the top left of the announcement app and you
will be directed to a new page as the picture given below.

As you can see the new page has all the parts
of a NOTICE/ANNOUNCEMENT/EVENTS
that you may want to share.

Simply put the Title of the announcement and

put the description in the Body text box and put
a date at the bottom of it, so that the readers
can actually see when the announcement is
expired or will be expired.

Activities Calendar

Along with the announcement app, in the right side of the

SharePoint site you will find an activity calendar, which is
very helpful for sharing the activities and let others know of
your schedule.

You can add your activities, meetings and

events with everyone by clicking on the date
boxed in the calendar and a new page will
appear to put the relevant information.

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 SharePoint Standard Operating Procedure
Useful Links
Its a simple app to share important and useful links with
the colleagues. So that they can have easy access to
different portals and websites.

You can simply

click on the button to create new links and keep a short
notes about the link that will help your colleagues to know
about the purpose of the link.

Documents
The main purpose of the SharePoint is to manage the content, though it can be used as a collaborative tool as we have
discussed so far. So, now it is the main part of the SharePoint that we look into more details.

You will find the document app at the bottom of our

SharePoint site, but you can also access to the document
using the side bar menu as we have mentioned before.

In SharePoint, as a content management tool, you can

make folders to categorize the documents just like a
bookshelf and we do it in pother cloud based storage
system like google drive or in our computers.

As you can see in the picture, there are 15 folders and

within these folders you will have sub folders to save the
documents. You can look into the folders for relevant
documents that you are looking for.

The purpose of sharing this Standard Operating Procedure (SOP) document is to let you guide how to update the information
to support Information Management and reflect your own and sectorial activities into the dashboard. As you can see in the
above picture and of course in your SharePoint site, that there is a folder namely, Information Management. Just browse
the folder to see what is in the folder.

But we would like to recommend the side menu to browse the documents, as it will take you to
the documents page separately, rather than browsing in the home page. Home page will show
only first 15 folders then you will have to use the navigation button at the bottom of the app to
see the next folders on the list, therefore we will be describing you using the DOCUMENT button
in the side bar menu.

Clicking the document from the sidebar menu, you will be navigated to the following document
page.

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 SharePoint Standard Operating Procedure

As you can see all the folders in the SharePoint site from above picture, youll have to go to the 13 th folder, Information
Management. In this folder you will find the following documents and folders as you can see in the picture

If you want to create a document, you can use the

following button or you can drag and drop any
document file in the folders.

The last document in this page, an EXCEL Worksheet,

DashboardIndicators, is the objective of this SOP.
You will have to open the excel sheet and you will be
navigated to the excel web view by the EXCEL
SERVICES of the SharePoint.

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 SharePoint Standard Operating Procedure

As you can see in the above picture, it is just an Excel sheet, but you can only view it now. To edit or work on it youll have
to open it with Excel Desktop app or Excel Web App.

Please keep in mind that, you should edit only the EXCEL TAB that is of your responsibility. You can use the other
information for your assistance, but dont edit other sectorial data.

At the top of the excel view, you find the button, EDIT
WORKBOOK and it will give you two edit option, Edit in
Excel and Edit in Excel Web App.

If you are in a mobile or tab you can simply edit using the
Excel Web App that will give you the excel office 365
environment to work on.
Or, you can just click on the Edit in Excel button and after
a few seconds the excel file will be opened in your desktop
application.

If you want to edit using the desktop EXCEL app, you click on the button and
a pop-up will appear like the picture given here.
After a few second the Excel Desktop app will be opened and you can work on
it as usual excel apps. But keep in mind that you always check the status bar
whether the edits in the excel workbook uploaded to the SharePoint site or not.

In case, it is failed, you may wait for a while and try again.

For any further problem that you may face, you may contact to the focal point
always regarding the issue.
If there is any issue, you can always edit the workbook in the Excel Web App, by clicking the button.
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 SharePoint Standard Operating Procedure
DASHBOIARDS

Information Management of UNHCR has prepared interactive dashboard to support our

colleagues to have a review of our humanitarian response for each sector and get to
know how our other sector colleagues are doing and may provide support and work
collaboratively in times.

These interactive online dashboards can be found in the side menu of the SharePoint
site, highlighted in the picture.

Clicking each sector names will take you to the dashboard page of the respective sector,
where you will have the key information of the sectorial activities and their responses.

SharePoint Focal Point

MD RIFAT ZAHIR
Information Management Assistant, UNHCR
Coxs Bazar, Bangladesh
Hello: +880 1911 18 21 24
Mail: zahirr@unhcr.org

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