sharepoint_teamsite_mysite_ownerguide

SharePoint

Team Site Owner’s User Guide

Revision: 3/1/2012 Page | 1

Contents Introduction: ................................................................................................................................................. 2

Logging in for the First Time: ........................................................................................................................ 2

Areas of the team site: .................................................................................................................................. 2

Navigating the team site: ............................................................................................................................. 3

Editing the Site the Ribbon: ...................................................................................................................... 3

Adding a Link, Picture or Table: ................................................................................................................ 4

Adding Content to the team site: ............................................................................................................. 4

Creating an Announcement: ..................................................................................................................... 5

Working with Shared MS Office Documents: ........................................................................................... 5

Connecting Lists and Libraries to Microsoft Outlook: ................................................................................... 6

Participating in a Discussion: ........................................................................................................................ 7

My Site set-up and overview: ........................................................................................................................ 8

Site Owner Information: .............................................................................................................................. 11

Know Whether to Delete or Close Web Parts on SharePoint: ................................................................ 13

How – To’s: .................................................................................................................................................. 14

Mapping a SharePoint folder/directory to your local network drive ..................................................... 14

Mapping directory to directory within a Team site Collection ............................................................... 17

Create directory shortcut from SharePoint to local computer desktop ................................................. 18

SharePoint URL path length limitations .................................................................................................. 19

Useful Links:

SharePoint 2010 Resources for End Users

http://sharepoint.microsoft.com/en-us/resources/Pages/End-User-Training-Guide.aspx

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Introduction:

With SharePoint, you can find out how easy it is for teams and individuals to create Web sites for information sharing and document collaboration. SharePoint sites allow Valencia employees to work together on documents, tasks, contacts, events, view team calendars and other information. A "Team Site" has a number of very powerful built-in features including a shared calendar, announcements, task list, contacts list, web links, document libraries, photo libraries, discussion groups, and surveys. The beauty of this kind of site is that anyone who has access to the site can be given permissions to post information and it is as easy as saving a file or completing a form on a web site. Any team member with permissions and Internet access can post documents to the shared document libraries. Anyone (with permissions) can participate in discussion groups and access the other shared Team Site features. To get started with SharePoint, all you need is a Web Browser and Internet access. A "My Site" is a Web space that provides each SharePoint member an environment to share information about them as well as create a social center where other SharePoint members may connect to them. This area is really the heart of the social world within SharePoint as from this page one can manage their Professional Profile, Personal Site (Web space), Colleagues and even create a Blog. To get started with SharePoint, all you need is a Web Browser and Internet access.

Logging in for the First Time:

When you are invited to join a SharePoint Team site, you receive an e-mail invitation. The message includes a link to the site, your user name, temporary password and another link to change your password. To login to the site, follow these steps:

1. Select and copy the password from the e-mail message. 2. Click the link to the site. Your browser will launch and open a dialog box. 3. Enter your Valencia Active Directory (AD) [a.k.a Atlas log-in] credentials [username and password] as you would when you log onto your work computer. 4. Make sure the Remember My Password check box is not checked.

Continued… The team site is accessible anywhere you have a browser and Internet connection. You’ll need to enter your username and password when you access the site on a different computer (for example, a home computer). Do not allow Windows to remember your password on a public computer or on your home computer if others use the computer. Save the team site address in your Internet Explorer Favorites list. Choose Favorites Add to Favorites on the IE menu.

Areas of the team site:

A team site is a site with a document library, an announcements list, a calendar list, a links list, a tasks list, and a team discussion board. The team site is a group of web pages composed of web parts, lists and libraries. Some of these are displayed on the home page; others are displayed on other pages within the site. The left side Navigation bar includes links to some of these items. A team site home page is described in the table and illustrated below.

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Team site page breakdown: (1) Header Area (2) Left Navigation Area (3) Page Content Area

Your team site administrator may add other parts to the site: for example: additional folders for shared documents, focused discussions, lists for specific contacts or a separate list for urgent announcements. The Header Area has the Ribbon features and stores the site title and location. The Left Navigation Area includes all of the site pages and site content such as Libraries, Lists and Discussions.

Not all areas are listed so click on the Lists, Libraries or Discussions titles to see all the content within the site.

The Page Content Area is where most of the viewable actions and editing will be done within the site.

Navigating the team site:

The Home link in the upper left corner of every page returns you to the home page of

the team site. NAVIGATE UP icon – allows you to move up levels within the site (with proper permissions).

Editing the Site the Ribbon:

Video How-To Within the Ribbon there are multiple options. The Ribbon is where much of the editing features

are housed as well as numerous options to add content and manage the overall team site. This is very similar to using Microsoft Word as far as ease of editing pages. The below Ribbon is olny used for editing the home page and addition site pages if added.

Click EDIT icon The ribbon will then appear.

http://www.youtube.com/watch?v=AeVeji8HFus

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Format Text: Similar to MS Word, this is how one formats page text as well as other types of mark-up options.

Page: One will find permissions, email alerts and other types of page options.

END USER (Contributers): Each team site user is responsible for ensuring they are notified about site content.

(see Creating Personal Alerts for Your Team Site below).

Adding a Link, Picture or Table:

Open the Editing Tools tab and select Insert. This is where one is able to add multiple elements such as links, images and tables (repeat this step as needed similar to each content option – picture, table, file upload, etc…).

Place your cursor in the area where you would like the link (or item of choice). Click on Link option. For links, navigate to the page, type in the text to

display, then copy the link from the Address bar and

paste it into the Address box.

Next: Customize your link by giving it a Description and

deciding if it should open in a new browser window

(open in new tab).

Adding Content to the team site:

To add an Announcement, Event or Link, click the All Site Content link at the bottom

of the list. A new page will display all the lists and libraries that your site has. Click on

an item and another page will offer an “Add new” option . Click this link

and follow the pop-up instructions.

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Creating an Announcement:

Click on Announcements from Left Navigation or All Site Content. Click on link. Create title, body and set an expiration date. Click Save.

Working with Shared MS Office Documents:

Your team site provides a single source for important documents. When you e-mail a document to team members, each team member has a separate version of the document. But when you post a document on the team site, there’s only one “master” document that all team members can access.

Opening/Editing a Shared Document in MS Office To open a shared document, click the Shared Documents link on the Left Navigation Area to open the Shared Documents folder. To review the document, click the document’s icon or link to open it in the appropriate application. If you’re going to edit a document, you should first check it out so that other team members know you are editing it.

Checking a Document Out (Versioning NEEDS to be activated within the Library) If versioning is required, contact the Help Desk and submit a request. Click the down arrow at the right end of the document name and choose Check Out. Then click on the file link.

Then click on the document link. A safely checked out document icon looks like this:

A message will inform you about awareness of harmful files. Click OK.

Checking a Document In Edit the document and when finished, save and close Microsoft Word. Once you close the program an alert message will ask if you want to check the document back in. Click Yes.

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A final check in Message will ask you to input a version message. It is recommended to add something meaningful about the change that was made so versions may be tracked chronologically. Click OK. Refresh the browser and the file will be checked in.

Connecting Lists and Libraries to Microsoft Outlook:

When you click on the Calendar link the Calendar Tools Tab will appear at the top. Next, click on the Calendar Tab

(in RED). When the ribbon opens up, select “Connect to Outlook” (in GREEN)and the pop-up window will “Allow”

you to connect.

Click YES with the following pop-up window.

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Things should then synch automatically.

Participating in a Discussion:

Discussions are bulletin boards that support simultaneous conversations. Each conversation is called a thread. To start or join a discussion, click the link for the discussion in the Discussions area of the Left Navigation Area. Each Subject listed is a separate thread. In the Replies column, you can see how many people have replied in each

discussion. To begin a new discussion, click the link. Plase the dicussion title in the Subject field and then type the dicussion text within the Body field. Click Save when finished. Once a dicussion is created,

click on the dicussion title to view. Click the link to the far right to add to the discussion.

Managing Personal Alerts for your team site: When you post documents and items on the team site, you don’t need to send other users a separate e-mail telling them about the new posting. Each user sets alerts for lists and documents that they want to stay informed about. When there’s a new (or changed) posting, the team site sends the user an e-mail informing them about the new content. If, for example, you want to be notified whenever there’s a new announcement, you set an alert in the Announcement folder. Alerts can be set for folders, lists, and individual items and documents; you can choose to be notified about changes in a document, or changes to any document in a specific library. To manage any and all alerts, click on Page and then select Alert Me.

Then select . Then select . A new screen will appear offering all of your site lists and libraries. Select a list or document library that you want to keep track of.

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Select one and click NEXT (in this case we will select Calendar).

You will now view a page with various alert options. Select the ones that best fit your needs. NOTE: With “Send Alerts To” – leave the default LOCALVALENCIA\userEmail; as this is predefined. After creating an alert, you'll receive notification of changes. Then click OK.

My Site set-up and overview:

A "My Site" is a Web space that provides each SharePoint member an environment to share information about one’s self as well as create a social center where other SharePoint members may connect to them. This area is really the heart of the social world within SharePoint as from this page one can manage their Professional Profile, Personal Site (Web space), Colleagues and even create a Blog. In order to set up your My Site Web space, click on the LOCALVALENCIA\username link that is located in the upper right site of the Web page.

The select the “My Site – Open your personal homepage” option in the menu drop-down. Once this happens, SharePoint creates your new Web space on the fly so it may take several moments for the area to be created. NOTE: There are other options related to the My Site area that are located within this drop-down but your My Site space must be created first before these options become functional.

Once your My Site is created, you will then be taken to your new Web space. This is where the exploration begins!

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We recommend that you begin by creating your Professional Profile.

The Home link in the upper left corner of every page returns you to the home page of the team site. NAVIGATE UP icon – allows you to move up levels within the site (with proper permissions). Once your profile has been created you can create your Personal Site. To do this click the “My Content” tab at the top of the browser page. Again, this will be created on the fly so it may take a few moments.

Then…

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Select the “All Site Content” link on the left hand navigation to see what the site includes. The “Page” feature allows you to customize your site area. When you select “Edit Page” the page then opens up areas where “Web Parts” may be added. Web Parts are modular widgets. These widget-controls enable end users to modify the content, appearance, and behavior of Web pages directly from a browser.

When you click on in any of the area zones, the Web Parts options list opens up. NOTE: Web Parts can be tricky to use and if used improperly, a site could become currupt and break so research the particular Web Parts thouroughly and selct only the ones that would benefit your needs.

When selecting a Web Part, click on the one that is needed and choose the zone where the Web Part should reside.

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Site Owner Information:

Permissions - Adding Site Users and granting them specific permissions:

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Video How-To Site members may be added individually or

by way of being added to a group. We recommend site owners to add members to a group. A site Owner may also delegate full control access to a trusted advisor or team administrator. To do this, send a web request [ click here ] to the OIT Web and Portal team and they will set this up. When a site is created there will be default groups that are already created by SharePoint. We will keep the Members and Owners (and in some case Visitors depending upon the site owners request). Delete the rest of the permission levels as they are not needed and may be confusing to the site owner. This will also help future Administrators and Site Owners know where to find particular users within a site. Click on SITE ACTIONS Then select Site Permissions (this is where access permissions are given).

Decide which permissions group access to grant a new member and select that link.

You will be taken to that member pool screen. Click NEW Add Users.

http://www.youtube.com/watch?v=iuQcYe3ygYc&feature=watch_response

http://www.valenciacc.edu/oit/web/request.cfm

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Enter the Active Directory Username (in this case –

their first part of their email address – click the Person-

Check icon and SharePoint will identify them. You may

also type in the person’s full name and click the Person-

Check icon. Finally, you may click the Directory-Book

icon and look up and AD User.

In the Users/Groups box and select the appropriate

permission level from the Grant Permission drop down

field.

An email will be sent to the user and they are now set

up on SharePoint and can login using the credentials

you just set.

WARNING - IMPORTANT: Site owners must manage and remove special permissions within SharePoint after

an employee leaves the college or moves to a different department within the college. Permissions do not change

automatically. Please keep this in mind for future staff changes.

Know Whether to Delete or Close Web Parts on SharePoint:

There are two options for removing Web parts from a page: close and delete. While the two have similar effects, they are different and it is important that you understand how to use them appropriately. Deleting a Web part deletes the Web part from the page permanently. You can add the same Web part back to the page, but you will need to redo all the customization and configuration of the deleted Web part. (There is no Recycle Bin capability for Web part customizations.) To delete a Web part, do the following: 1. Open the page where the Web part is located. 2. Select Edit Page from the Site Actions drop-down menu. 3. Click the Web part to be deleted. 4. Click the Web Part Tools tab on the Ribbon. 5. Click the Delete Button, and then click OK in the warning dialog. Closing a Web part, on the other hand, preserves the Web part’s configuration and customization by moving the Web part to the Closed Web Parts gallery. The Web part can be returned to the page from the Closed Web Parts gallery with all of its configuration and customizations intact. Note that in SharePoint, a closed Web part no longer consumes the same system resources as open Web parts. To close a Web part, do the following: 1. Open the page where the Web part is located. 2. Click the Web part. 3. Select Close from the Web part’s shortcut menu. Closed Web parts can be returned to the page by going through the process to add a Web part, and then selecting a Web part from the Closed Web Parts category. A quick way to see a list of all closed Web parts on the page is to use the Web Parts Maintenance page.

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The Web Parts Maintenance page can be opened by appending ?contents=1 to any page that contains Web parts. As an alternative, many Web parts can also be exported, preserving their customizations without requiring them to be maintained in the gallery.

How – To’s:

Mapping a SharePoint folder/directory to your local network drive

Here is how you may map a SharePoint directory to your local computer.

Click on My Computer or access it via the Start menu.

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Once you open My Computer, click on the Map

network drive tab at the top.

This will open the mapping screen. The below URL is important based upon the “@SSL” piece. In this case, we will

be connecting to the OIT-Web directories within the OIT Site Collection. Type the path to your site collection within

the Folder field. Then click Finish.

\\sp.valenciacollege.edu@SSL\sites\oit\web\

The network will attempt to connect to the directory. NOTE: Since the SharePoint site is secured, you may be

prompted to log-in as if you were logging in to your computer. If you do not have proper permissions, the network

connection will not work and access will be denied.

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If mapped properly, the directory will open.

Once successfully mapped, the directory will now be accessible via your local computer.

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Mapping directory to directory within a Team site Collection

Right click on the directory of choice. Then select “Save target as…”.

You will get a pop-up window with some strangely named HTML file (this is named by default). Change the name to something that will be understandable to the user. (in this case I renamed the below to “AwardsRecognitions.htm”)

Save it to your desktop. It should look like this (or similar web document icon):

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Then upload it to any other directory within the SharePoint site collection and it will act like a mapping shortcut.

Create directory shortcut from SharePoint to local computer desktop

While in SharePoint, find the directory to shortcut. Right click on the directory and select “Copy shortcut”.

Then on your desktop, right click again and select “Paste shortcut”.

You will then have an icon on your desktop like: And by clicking it, you will navigate to that directory.

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You can do this with individual docs as well.

SharePoint URL path length limitations

The limitations In this section apply to the total length of the URL path to a folder or a file in SharePoint Server 2010 but not to the length of any parameters.

260 Unicode (UTF-16) code units – the characters in a full file path, not including a domain/server name.

256 Unicode (UTF-16) code units – the characters in a full folder path, not including the file name and the domain/server name.

For more information, click here.

http://technet.microsoft.com/en-us/library/ff919564.aspx

sharepoint_teamsite_mysite_ownerguide

Documents

sharepoint sites

team site collection

sharepoint folderdirectory

site owner information

mapping directory

directory shortcut

web sites

contents introduction