Quick User Guide

Oerlikon IT Solutions AG, Pfaeffikon Gurt Raphael

1. Document Information
Date of issue Issued by Replaces the following document(s) Contact person in case of questions Filename 04.11.2010 Gurt Raphael none Gurt Raphael, Bilgeri Rouven Userguide_SP2010.docx

Modification date / Version 04.11.2010 / 1.0 11.11.2010 / 1.1 29.11.2010 / 1.2 03.12.2010 / 1.3 17.12.2010 / 1.4

Remark none More detailed information for external connection within the chapter 3. Login More detailed information for CheckIn / CheckOut within the chapter 5. Functions New part added relating to Edit Profile New part added: How to find My Checked Out Documents

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2. Content
1. 2. 3. Document Information ................................................................................................... 1 Content .......................................................................................................................... 2 Login .............................................................................................................................. 3 3.1 Internal connection (from company network) .......................................................... 3 3.2 External connection (from outside the company) .................................................... 4 Structure ........................................................................................................................ 5 4.1 Home Site ................................................................................................................ 5 4.2 Team Sites .............................................................................................................. 6 Edit Profile ..................................................................................................................... 7 5.1 Edit Email ................................................................................................................ 8 5.2 Workspace............................................................................................................... 8 Base Functions .............................................................................................................. 9 6.1 General .................................................................................................................... 9 6.2 Adding content ....................................................................................................... 10 New folder ...................................................................................................... 10 Upload a file .................................................................................................... 10 Edit a file ......................................................................................................... 10 6.3 Managing content .................................................................................................. 11 Open with explorer ......................................................................................... 11 Check In / Check Out ..................................................................................... 11 Version history ................................................................................................ 12 How to find My Checked Out Documents ...................................................... 13

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3. Login
3.1 Internal connection (from company network)
Over the link http://sp.oerlikon.com you will get to the Oerlikon SharePoint 2010 Portal:

After choosing your segment by clicking the button you usually will be connected with the user youre logged on to your client. If this user has no permission in the destination area of Sharepoint, type in the correct domain user and password (example: dom01\12345 and password):

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3.2 External connection (from outside the company)

For an external access to SharePoint 2010 use the following link http://sp.oerlikon.com:

To logon use your S-Account (e.g. s23527) as username. In the field Password first type in your PIN-Code followed by the actual displayed 6 digits on your personal SecurID-Token. After you successfully authenticated you will be redirected to the SharePoint 2010 Portal site:

Choose your Segment on the left side and login with your dom01 account (dom01\12345):

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4. Structure
4.1 Home Site
After login you will be redirected to the Home site where you will find general information, navigation to your team sites, projects, or the SharePoint Search:

The team directories are available in the dropdown menu Teams (e.g. Solar Operations):

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4.2 Team Sites

The following screenshot shows a standard team site, in this case for Solar Operations:

On the left side you find different folders called libraries according to the Livelink folder structure The search function is located above on the right side. You can search by default the actual site or for Solar overall (change over drop down). The result will only show items where you are permissioned. If you click on a folder you will see the current path beside the Oerlikon Solar logo:

Otherwise you can also use the navigate up function on top left to the browse tab:

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5. Edit Profile
Currently is it not possible to synchronize user information from the Active Directory to SharePoint 2010 in case of a implementation issue on the part of Microsoft. This means that general user data, such as first- / last name or your work email address, has to be entered manually: Log in to SharePoint an choose your Business Unit on the portal site. Verify that youre logged in relating to the login information on top right:

Click on your Username. The drop down menu will appear, please choose My Profile:

Now your My Site appears. On the left site click on Edit My Profile:

Please fill out the fields First- and Last Name in the section Basic Information:

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5.1 Edit Email

In the section Contact Information is it required to fill in your work email address as shown below. This is required to receive notification for a document or a site, called alerts in SharePoint 2010:

Scroll down the site and click Save and Close on the left side.

Now the My Site will appear again, where you will see the new settings:

5.2 Workspace
Due to management decision there is no personal workspace available in SharePoint 2010.

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6. Base Functions
6.1 General
By working in SharePoint 2010 the Browse tab is usually selected, which shows the current path.

In addition you can add items to lists and files to libraries by using a Web browser. The buttons you use to perform the most common actions are on the Ribbon, which is on the right of the Browse tab:

Buttons on the Ribbon may be grayed out for any of the following reasons: The action is not applicable or it depends on some other action. For example, you must select the check box for a document before you can check it out. You do not have permission to complete the task. The feature is not enabled for the site.

Some of these functions are also available over the context menu of a specific document:

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6.2 Adding content

With the Ribbon as described above you can easily add new folders or upload a new document or an existing one as a new version etc.

New folder:

- Browse to the desired folder / Library and click the Documents tab on the Ribbon. - Click Upload Document and browse to the desired document. Click OK.

Upload a file: - Browse to the desired folder / Library and click the Documents tab on the Ribbon.
- Click Upload Document and browse to the document. Click OK.

- You can also add multiple files over the Upload Document function in the Ribbon.

Edit a file:

- Point to a file and then select the check box that appears next to the file. - On the Documents tab on the Ribbon, click Edit Document or Delete Document - Important: Verify that your document is checked in after editing it!

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6.3 Managing content

Open with explorer
Beside using a web browser you can also work with Windows Explorer within SharePoint 2010, analog the Livelink explorer you possibly work with: - Browse to the desired folder / Library and click the Library tab on the Ribbon. - Click on the Open with Explorer Icon.

- Now the Windows Explorer appears within the specified path.

Check In / Check Out

General: Each time you edit a document SharePoint 2010 will check out and check in again the document automatically (reserved item in Livelink). In the Library Tools for documents you can do this manually.

Note: If a document is checked out, it cannot be edited by someone else until its checked in again!

Auto CheckOut / CheckIn (Edit Document): If you check a document and click on the Edit Document Button in the Ribbon on top you will be asked to use your local drafts folder to cache the document on your client.

Note: Its recommended to use this option if you have to edit the document for more than a few minutes. Using of local drafts will avoid data loss in case of a network interrupt. Each time you save the document it will be saved in your local drafts folder and not in SharePoint.
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 If you close the document you will be asked to check in the document. By default click Yes, otherwise the file cannot be edited by someone else:

Now the new version is available in SharePoint and accessible (if you checked in the document) for other users which have permission to this file. You will also see your version in the version history. Important: You will be not asked to check in the document If you click on edit document and you close it without any changes. In this case you have to discard the check out or check in manually. Manual CheckOut / CheckIn: If you like to manually check out a document for reservation purposes for example (called reserved item in Livelink) do the following steps: - Browse to your Folder which contains the desired file or files (only with Internet Explorer). - Check one or more files, which you want to check out.

- Click Check Out. You will be asked to use your local drafts folder or not as described above. Now the document is checked out and can be only edited by the user who performed the CheckOut until you discard your check out or you check in the file again. Note: If you used your local drafts folder when you checked out the document, the local version of your file will be uploaded when you perform a manual CheckIn.

Version history
In the Library Tools for documents you can check the version history:

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How to find My Checked Out Documents

Within a Document Library: Within a document library you are able to create a personal view, that returns only documents that are checked out by you. Be aware that this only works within a document library: Step into the document library you want to search within, switch to the Library tab and click Create View.

Enter the following settings as shown below: Type in the view name (description).

Check the Checked out to column.

To filter use the following options: Checked Out To and is equal to your employee number with the domain prefix (e.g. dom01\23514).

Select Show all items without folders, this will enable you to select all documents at once.

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After these steps you should be able to select this view:

Note: This is a personal view for you, so its also only visible for you.

Within a Site Collection: For searching checked out documents within a whole site collection there must be some services enabled by the administrator. This is only where reporting services are used. Therefore this way of searching for checked out documents is possibly not available everywhere in SharePoint:

Under Site Actions click on Mange Content and Structure.

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Now you will be forwarded to the Structure View, where you can change your view to Checked Out To Me.

Youll get a list of all documents that are checked out to you. In this list you can select multiple documents for checking in.

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