· web viewall files are stored/accessed via the documents group on the left side-bar. documents...

IT Governance SharePoint Site Administrator Guide

Prepared by: University of CalgaryInformation Technologies

Issue date: 30-Sept-08Version: 3.0

Information TechnologiesIT Governance SharePoint Site

Administrator GuideDate: 29-Feb-2008

Document HistoryRevision Number

Date Description of Changes Author / Editor Communication of Change

1.0 29-Feb-08 Initial draft Project Office

2.0 06-Mar-08 Final Project Office IT Governance SharePoint Site

3.0 30-Sept-08 Revision 1 Project Office IT Governance SharePoint Site

Document OwnerName Title Organization E-mail Tel.

Janet Cameron Manager Project Office [email protected] 220-2810

Document DistributionName Type of Copy Title Organization E-mail Tel.

IT Governance Site Administrator Guide

Electronic University of Calgary

Document ID: 04001010 of 30

mailto:[email protected]



Table of Contents

1. What is SharePoint?.................................................................................................52. IT Governance Site...................................................................................................53. Training......................................................................................................................5

3.1. Administrators...............................................................................................................53.1.1. Responsibilities......................................................................................................5

3.2. Members........................................................................................................................54. Site Structure............................................................................................................65. Permissions (People and Groups)..........................................................................96. Accessing the Site....................................................................................................9

6.1. Logging In......................................................................................................................96.2. Logging Out of the Site..............................................................................................106.3. Sharing the Site...........................................................................................................10

7. Site Overview..........................................................................................................108. Working with the Site.............................................................................................11

8.1. Contacts List...............................................................................................................118.1.1. Add a New Member to the Contact List...............................................................118.1.2. Update Member Information................................................................................118.1.3. Delete a Member from the Contact List...............................................................128.1.4. Editing Multiple Members.....................................................................................128.1.5. Member Permissions...........................................................................................138.1.6. Print a Contact List...............................................................................................13

8.2. Documents...................................................................................................................158.2.1. Add a File(s).........................................................................................................158.2.2. Delete a Document..............................................................................................168.2.3. Revise a Document..............................................................................................178.2.4. Move a Document................................................................................................188.2.5. Copy a Document................................................................................................198.2.6. Rename a Document...........................................................................................198.2.7. Checkout a Document..........................................................................................208.2.8. Print a Document.................................................................................................20

8.3. Action Register............................................................................................................208.3.1. Add a New Action Item.........................................................................................208.3.2. Attaching Documents to Action Items..................................................................218.3.3. Revise/Update an Action Item..............................................................................218.3.4. Delete an Action Item...........................................................................................228.3.5. Editing Multiple Action Items................................................................................228.3.6. Printing an Action Register...................................................................................238.3.7. View the Action Register......................................................................................25




8.3.8. View Action Items from the Action Register.........................................................258.3.9. View Action Item Attachments.............................................................................258.3.10. Print Action Item Attachments..............................................................................25

9. Sending Links.........................................................................................................2610.Folders.....................................................................................................................2611.Additional Content and Structure Changes.........................................................2612.Views........................................................................................................................2713.Getting Help.............................................................................................................2814.Tips.......................................................................................................................... 2815.Your Back-up............................................................................................................29




1. What is SharePoint?SharePoint is a web-based Intranet tool that allows people to:

centrally store and share work files connect and collaborate regardless of physical location co-ordinate projects and tasks

It has been structured so that people can easily implement it in their workplace by the use of pre-designed templates which can be customized to meet specific individual needs.

2. IT Governance Site This site has been created to enable the BASE Committee, its associated steering committees and IT managers to collaborate on initiatives relating to IT governance at the University.

3. TrainingTraining materials will be provided specific to your needs. The most current version of these training materials will be stored on the site in the Getting Help section. Any changes to the site (eg: new functionality) will be posted in the Announcements section on the site. If the changes are significant, they will be relayed t you via e-mail.

3.1. AdministratorsThis is your guide specific to the IT Governance site. It is your reference for tasks specific to your responsibilities as an administrator of the site.

If find you need training in addition to this guide, you may request a one-on-one training session from the IT Project Office ([email protected]). Allow approximately 1.5 hours for this session.

3.1.1. ResponsibilitiesYour responsibilities as an administrator include:

ensuring appropriate files are stored on the site (eg: agendas, minutes, reports/presentations)

maintenance of the contacts list maintenance of an action register if one is being used ensuring file format and file naming standards are adhered to

In addition, you may also be required to archive folders at year-end and create new folders based on the existing structure for subsequent years.

3.2. MembersMembers will be provided with a quick reference relating to their specific needs. You would be their first point of contact should they require assistance. It is suggested that you familiarize





yourself with the quick reference for information, even though it is a condensed version of this guide. The IT Project Office ([email protected]) will assist you with any questions you need help with.

4. Site StructureThe IT Governance site is a single SharePoint site consisting of sub-sites with a similar structure in place for each.

Each site has been assigned an administrator, with the IT Project Office providing overall site administration.

Each site is set up in a similar format. See the matrix on the following page(s) for an overview of site structure.




IT Governance SharePoint Site Structure

Sub-site Members Contents Structure AdministratorBASE BASE Committee

IT Project Office BASE committee as agendas,

meeting minutes, reports / presentations

action register to track actions / tasks assigned to members of the group.

contacts list of all members and their assistants

Each site contains a home page containing announcements

of events, etc of interest to members Getting Help section of training

materials and contacts for assistance. useful links a documents group for accessing /

storing all documents a lists groups for accessing an action

register (if applicable) and member contact information

an action register where applicable

Documents structure varies according to the member group. BASE: Documents are group by type

(eg: agendas). Steering Committees : Documents are

grouped by steering committee and stored in a list which can be sorted to allow for easy searching.

IT Managers: Documents are grouped by month, year.

Applications Co-ordination: Documents are grouped by type (eg: meeting minutes).

At year-end, all documents will be archived for the past year and new folders set-up for the upcoming year. Documents for past

Sandy Healy [email protected]

Steering Committees

Steering Committees: SCM HR IT Research Finance Student

agendas, minutes, reports and presentations specific to each steering committee

contacts list for each steering committee

SCM: Suzanne Stiles, [email protected], 210-8457

HR: Cari Gulbrandsen, [email protected], 210-6470

IT: Trisha Soper, [email protected], 220-8871

Research: TBD Finance: Debra Chang-

yen, [email protected], 210-6097

Student: Kathy Steinhauer, [email protected], 220-7993

IT Managers CIO IT Directors IT Managers

agenda, meeting minutes, reports / presentations specific to IT or of interest / use to other steering committees or BASE

contacts list of all members

Trisha [email protected]











Sub-site Members Contents Structure Administratoryears can still be accessed by clicking on the folder for that year.

Lists are structured the same on each site with the exception of Steering Committees. they are grouped by steering committee.

Action Register: Steering Committees and IT Managers sites do not have an action register. One can be set up for these groups if required.

People and Groups: This section is for providing permissions for members. It is maintained by the IT Project Office.

Discussion Boards: This area has not been configured but can be if required.

Sites: This area is for creating additional sites within this site. This is to be managed by the IT Project Office.

Application Co-ordination

IT applications development managers

IT Business Office representatives

agendas, meeting minutes, reports / presentations

action register to track actions / task assigned to members

contacts list of all members and their assistants

Trisha Soper, [email protected]





5. Permissions (People and Groups)To use this site, you need to be granted permission.

Each person who requires access to the IT Governance site has been provided with the necessary level of permission based on their access/usage requirements.

As an administrator, you have additional permissions that will allow you to add/delete files and update information such as the Contacts list.

As membership changes, you can revise the contacts list, but will need to contact the IT Project Office ([email protected]) to have their new permissions set-up or old ones deleted.

6. Accessing the SiteAs this is a web-base site, it is accessed via URL (or hyperlink). There are 2 links for accessing the site: one for use if you are located on campus; another for use if you are off campus.

On-campus access: http://sh1prod1/sites/it_governance/default.aspx

Off-campus access: https://teaming1.ucalgary.ca/sites/it_governance/

This is a secure site, meaning you will also have to log on to access it.

6.1. Logging InOnce you are at the site a pop-up will appear. Key in your login information (the same as what you use to login to your e-mail) and click OK.

Tip: For security purposes, we do not recommend selecting Remember my password.


https://teaming1.ucalgary.ca/sites/it_governance/

http://sh1prod1/sites/it_governance/default.aspx



6.2. Logging Out of the SiteClose ALL browser windows to log out of this site.

Tip: As long as a browser window remains open you do not have to log in to the site. Closing all browser windows prevents unauthorized access.

OR

Click on the drop-down arrow in the top right corner and choose Sign Out.

6.3. Sharing the SiteIf someone needs to view information on the site, you can send the link to them in an e-mail. Please note, however, that as this is a secure site, they must have the appropriate permissions to access the site.

As indicated previously, staff who require access to this site have been provided with the appropriate permissions. If it is necessary to have someone added to the site, please contact the IT Project Office at [email protected] indicating the purpose for the addition and what permissions they will require.

7. Site OverviewWhen you log onto the site, you will be at the main page for the site. The main page is comprised of an Announcements and Links section, as well as a Getting Help section. This page will be administered by the IT Project Office ([email protected]).

It will be used to store training materials, useful links and information about changes, events of interest to the group, etc.






8. Working with the Site

8.1. Contacts ListTip: Please verify content of the contacts list of the sub-site for which you are responsible.

Each sub-site has a contacts list specific to the members of that site. Where appropriate the assistant’s information has been included. The assistant is not to be included as a member of the contacts list, but included in the information for the member.

You will need to keep the list current (eg: adding/removing members, updating member information).

8.1.1. Add a New Member to the Contact List1. In the Lists group on the side-bar, click the name of the list you are

responsible for maintaining (or click Contacts if there is only one contacts list).

2. The member list is displayed. 3. Click the drop-down arrow next to New and choose New Item. 4. The New Item input form is displayed.5. Fill out the information in the form.6. Click OK7. The new member is added to the list.

You will need to contact the IT Project Office ([email protected]) to have permissions set for new members.

8.1.2. Update Member InformationIf member information changes, you have 2 ways to update the list.

1. In the Lists group on the side-bar, click the name of the list where the member appears.

2. In the list displayed, double-click on the title of the member you are updating.

3. The member’s information is displayed. Click Edit Item.

4. The form is displayed. Update the information required.

5. Click OK to save your changes.





OR

1. In the Lists group on the side-bar, click the name of the list where the member appears.

2. In the list displayed, position your cursor on the title of the member you are updating.

3. Click the drop-down arrow and choose Edit Item.4. Make your changes in the form displayed.5. Click OK to save your changes.

8.1.3. Delete a Member from the Contact List1. In the Lists group on the side-bar, click the name of the

list where the member appears.2. In the list displayed, position your cursor on the title of the

member you wish to delete.3. Click the drop-down arrow and choose Delete Item.4. The member is deleted.

OR

1. Double-click the title of the member to be deleted.

2. The member information screen opens.3. Select Delete Item. 4. Click OK.

Tip: If you delete a member accidentally, you cannot undelete them. They will need to be added as a new member.

8.1.4. Editing Multiple MembersIf you have changes for multiple members, you may find it easier to do them in a datasheet view.

1. Have your contacts list displayed.

2. Click Actions. 3. Choose Edit in Datasheet.4. Your contacts list is

displayed in a table format.5. You can edit the data by moving around in the cells.6. To delete a member in this view, right click in the row and

choose Delete Rows.




7. Your changes are saved if you move away from the site or revert to standard view.

8. A pop-up will appear advising you have changes to be saved. Click Yes to wait for the changes to be saved.

Tip: You can only delete multiple members if they are contiguous. Click in the first row to be deleted, hold down your Shift key and click in the last row to be deleted.

9. To return to standard view, click Actions again and choose Show in Standard View.

8.1.5. Member PermissionsIf you need to change the permissions of a member, you will need to contact the IT Project Office at [email protected].

8.1.6. Print a Contact ListYou have two of options for printing a contact list.

The simplest (and probably fastest) is to have the list displayed, then:

1. Click File > Print Preview from your browser’s menu2. Select the page

orientation icon > change Orientation to landscape

3. Click OK.





Depending on how many fields are in your list it will not be particularly useful, nor will you receive a professional looking document. It does include the file name and date as well as the list name.

To get a better looking print-out of your contacts, export the list to Excel.

1. Open your contacts list2. Click Actions and choosing Export to Spreadsheet3. Click OK at the prompt Windows SharePoint

Services…. it if comes up4. Click Open.5. Click Enable.6. At the Import Data pop-up click Table,

then click OK.7. The contacts list is opened in Excel.

Tip: The above steps are for MS Excel 2007. You cannot export SharePoint lists to MS Excel 2003.

8. Modify the format as required for printing by including a title, header/footer is the list is over one page, etc. This printing method also gives you extraneous columns which will need to be deleted: Item Type and Path.

Tip: If you choose to export your list to Excel for printing, remember: Do NOT update your contacts in the Excel File. All updates are to be done to the SharePoint list so that members will have the most current information.




8.2. DocumentsAll files are stored/accessed via the Documents group on the left side-bar. Documents have been grouped by month/year and then document ‘type’ (eg: Agendas, Minutes, Reports).

To ensure ease of use the following standards must be adhered to:

File Format Store all MS Office documents in Office 2003 format. This is important for those using Office 2003 as they cannot open Office 2007 files unless they have a file converter installed.

Save an Office 2007 File to Office 2003 Format: Choose File > Save as > under Save as type scroll and select Word 97-2003, Excel 97-2003 or PowerPoint 97-2003 as appropriate for your document.

Naming Standards

The file name is to include the steering committee name or acronym , the type of document and the date. The date is to be in the format of ddMMMyy (2 digit day, 3 letter month abbreviation, 2 digit year).

Examples of properly formatted file names are: SCM SC Agenda 22Feb08 Finance SC Minutes 13Jan08

For non-steering committee documents, use the same format as above but use the sub-site name instead of the steering committee name.

Examples are: ITMgrs Agenda 19Mar08 AppCoord Minutes 08Apr08

8.2.1. Add a File(s)

Single Document

1. Select your document group from the side-bar

2. Click Upload and choose Upload Document from the drop-down

3. From the Upload Document screen, click the Browse button and scroll through your list of files to select the file to be uploaded.

4. Click OK

Multiple Documents




1. Select your document group from the side-bar2. Click Upload 3. Choose Upload Multiple Documents from the

dr p-down 4. From the Upload Document screen, click in

the box beside each document name to select it for upload.

5. Click OK

Tip: If you have documents stored in multiple folders, you will need to upload the documents in each folder separately.

8.2.2. Delete a Document1. Locate the file you wish to delete.2. Position your cursor on the filename and

click the drop-down arrow.3. Choose Delete.




OR

1. Locate the file you wish to delete. 2. Position your cursor on the filename

and click the drop-down arrow.3. Choose Edit Properties.4. Click Delete Item.

Tip: If you delete a file by accident, you may be able to restore it from your recycle bin, but you will have to re-u pload it to SharePoint. For help with restoring a file from the recycle bin, please contact the IT Support Centre at 220-5555.

Tip: You can only delete one file at a time.

8.2.3. Revise a Document

Tip: If you need to revise a document, you can do so directly from SharePoint. It will save steps as you will not have to upload a new copy and remove the existing one. Also, the link will remain the same and members will have access to the most current file.

1. Locate the document you need to revise.2. Double-click the document name3. Choose Edit from the pop-up and click OK4. The document will open in Word (or Excel, Power

Point). 5. Edit and save you would normally.





OR

1. Locate the document you need to revise. 2. Click the drop-down arrow for the file

name.3. Choose Edit in Microsoft (or Excel,

PowerPoint).4. Edit and save the document as usual.

8.2.4. Move a DocumentYou can only move a document from one folder to another folder within the same document library. You must do this by using the Explorer view.

1. From your document list, choose Actions > Open with Windows Explorer view.

2. Click on the document to be moved and drag it to the folder.

3. Close the Explorer window to return to standard view.

Tip: If you need to move a document to another folder, you will have to delete it and upload it to the new folder.

Tip: Using Move this file from the File and Folder Tasks list, will give you the option of moving the file to your own drive (shared or personal).




8.2.5. Copy a DocumentMultiple instances of a document are not to be stored. The site has been designed so that you have unique documents stored in appropriate locations. If you have a need to have a document accessed by more than one group, the document should be stored in one place and links set up for access from other locations on the site. Should you have this need, please contact the IT Project Office at [email protected].

8.2.6. Rename a DocumentYou rename a document by editing its properties.

1. Find the document you wish to ren ame. 2. Click on the drop-down arrow for it.3. Choose Edit Properties4. In the Name Box in the Edit Properties

window, key the new name for the document.5. Click OK





8.2.7. Checkout a DocumentThis site was not set-up to make use of this feature. This is a feature of SharePoint which allows collaboration on a document. If you have a need for this, please contact the IT Project Office at [email protected].

8.2.8. Print a DocumentTo print a document, you need to open it in the application it was created in.

1. Locate the document you need to print.2. Click the drop-down arrow for the document3. Choose Edit in MS Office Word (or Excel,

PowerPoint) > click OK4. (Choose Open in Edit mode if prompted)5. The document will open.6. Print the document as you would normally.7. Close the file.

Tip: Right-clicking the document name and choosing Print Target will yield a blank document.

8.3. Action RegisterIf your sub-site has an Action Register, you will be responsible for keeping it current. This could involve getting information from your members such as Status or Priority. An action register is simply a list of action items that have been undertaken by that committee. Each action is assigned to a committee member who will be responsible for ensuring the action is completed.

The Action Register is accessed from the Lists group on the left side-bar.

8.3.1. Add a New Action Item 1. Click Action Register from the side-bar. 2. The Action Register list appears. 3. Click New. 4. Select New Item.

From the New Item screen, input the information into the appropriate fields. Title field: This is the name of the action. Description field: This is a brief description of the action item. It should also be used for

providing updates on the action. For each update, preface it with the date. Eg: 22May08: action delayed due to product unavailability from vendor

Priority Field: choose from the drop-down.





Assigned To field: click the address book icon. In the find box in the Select People pop-up, key the name of the person the item is assigned to. Select their name from the list that displays and click OK.

Status Field: choose from the drop-down. Date Fields: use the calendar icon to select the date from the calendar to ensure proper

formatting.

8.3.2. Attaching Documents to Action Items1. Have the action item

displayed.2. Click the Attach File button3. Click the Browse button in the

screen that comes up.4. Scroll to select the file.5. Click Okay when done.

Repeat the above steps to attach additional documents. (You cannot attach multiple documents at one time.)

8.3.3. Revise/Update an Action ItemTo revise or update an action item, you have 2 options.

1. From the Action Register list, position your cursor in the action item and click on the drop-down arrow.

2. Select Edit Item.3. Make your changes.4. Click OK.

OR

1. Double-click on the Action Item name.2. Click Edit item. 3. Make your changes.4. Click OK




8.3.4. Delete an Action Item1. To delete an action item, select the item.2. Click on the drop-down arrow.3. Choose Delete Item.

8.3.5. Editing Multiple Action ItemsIf you have changes for action items, you may find it easier to do them in a datasheet.

Have your Action Register displayed.

1. Click Action. 2. Choose Edit in Datasheet.3. Your action items are displayed in a

table format.4. You can edit the data by moving

around in the cells.

Add an attachment by clicking the paperclip in the row for that action item. 1. A pop-up appears. Any existing attachments will be

listed.2. Click Add. The Choose File window will appear. 3. Scroll to select your file and click Open. (If you have more

than one file to add, select each by holding down your Ctrl key while clicking on each file name. Click Open.)

4. Click OK when done.

Remove an attachment by clicking the paperclip in the row for that action item.1. A pop-up appears with the

attachment(s). 2. Select the attachment and

click Remove. (You cannot remove more than one file at a time.)

3. Click OK when done.




Remove an action item by right clicking in the row and choosing Delete Row. Choose Yes at the prompt.

Tip: You can only remove multiple action items if they are contiguous. Click in the first row and hold down your Shift key. Click in the last row in the group of items to be deleted. Choose Delete Rows. Click Yes at the prompt.

Your changes are saved if you move away from the site or revert to standard view.A pop-up will appear advising you have changes to be saved. Click Yes to wait for the changes to be saved.

Tip: Closing your browser window(s) will also save your changes.

To return to standard view, click the Actions button again and choose Show in Standard View.

8.3.6. Printing an Action RegisterThe simplest (and probably fastest) is to have the register displayed, then:

1. Click File > Print Preview2. Select the page orientation icon > change Orientation to

landscape3. Click OK.




Depending on how many fields are in your list it will not be particularly useful, nor will you receive a professional looking document. It does include the file name and date as well as the list name.

To get a better looking print-out of your action register, export the list to Excel.

1. Open your action register2. Click Actions and choose Export to Spreadsheet3. Click OK at the prompt Windows SharePoint

Services… it if comes up4. Click Open.5. Click Enable if prompted.6. At the Import Data pop-up click Table, then

click OK.7. The action register is opened in Excel.

Tip: The above steps are for MS Excel 2007. You cannot export SharePoint lists to MS Excel 2003.

You will need to modify the format as required for printing by including a title, header/footer is the list is over one page, etc. This printing method also gives you extraneous columns which will need to be deleted.

Tip: If you choose to export your action register to Excel for printing, remember: Do NOT update your information the Excel File. All updates are to be done to the SharePoint list so that members will have the most current information.




8.3.7. View the Action Register1. Click Action Register from the side-bar in the Lists group. 2. The Action Register list appears.

8.3.8. View Action Items from the Action RegisterDepending on the content in the action item, you may be able to view it in its entirety from the list.1. Double-click on the action item to open it in a full screen. 2. To return to the Action Item list, click Close.

8.3.9. View Action Item Attachments1. Open the action item. 2. Double-click on the attachment

name.3. Close the attachment as you would

normally.

8.3.10. Print Action Item Attachments

1. Locate the action item attachment you wish to print2. Double-click on the name3. Print the document as usual when it opens.4. Close the document when done.




9. Sending LinksTo send a link to a document, right click on the document name and choose Copy shortcut. Paste the short cut into your e-mail.

OR

1. Click on the drop-down arrow for the file.

2. Choose Send To3. Choose E-mail a Link.4. An e-mail message form

will open.5. Key (or select) the name

of the person or group.6. Click Send.

10. FoldersThe folder structure for these sites has been pre-established. If you need additional folders, please contact the IT Project Office at [email protected]

11. Additional Content and Structure ChangesIf additional content or structural changes, please contact the IT Project Office at [email protected]






12. ViewsA view determines how the information will be displayed on the screen. If the default view does not meet your needs you can modify it or create your own.

1. Have the list or library open.2. Click the drop-down arrow in the View: box.3. Click Create View.4. Click Standard View from the Create View screen. (Other

view formats can be used, but standard will be most useful for this site.)

5. Key a name for your view (choose something relative to the type of view you are creating).

6. Select Create a Personal View.7. Select the columns you wish to display.8. Choose the position (order) in which you want the columns to

display.9. Click OK when done.10. This view will be available only to you.

Tips: A view is specific to each library or list. If you are a member of multiple sites, you will need to create a view for each if the default view does not suit your need. As the library or list grows, you can modify your view and try some of the other options available. Always rename your new view to retain your original settings in case you need to revert back to them.




13. Getting HelpIn addition to this guide and your one-on-one training session, the following resources are available for you if you need assistance:

QuickStart Guide: This guide provides a general overview of SharePoint and how to use some of its features. Accessed from the main page of the IT Governance Site.

SharePoint Help: You can use the built-in helps in SharePoint by clicking the Help button.

Microsoft: You can visit microsoft.com and do a search on ‘sharepoint’ for find additional information on this product.

Project Office: The UCIT Project Office can provide answers to your questions specific to this site. They can be contacted at [email protected]

14. Tips Consider creating and revising your Word documents from within the SharePoint site for your group where appropriate. This will benefit you by:

saving steps uploading documents each time you create one. saving time revising an existing document and having to upload it. having the ability to send the file to people without having to copy the link.

Create a Document1. Navigate to the appropriate folder.2. Click the New button and choose New Document.3. Click OK if the pop-up appears.4. Word will open.5. Create and save your document as usual.6. It will be stored in SharePoint.7. Send the link to the document as outlined in Section 9.

To revise the document, see Section 8.2.3.

If you have created a document from SharePoint and it doesn’t appear in your list, click the refresh button on your browser window.

Editing lists in datasheet view may save steps. Key the first number/letter and a drop-down of common previous entries will pop up. Click to select the entry you want. This is particularly useful for repetitive detail such as fax numbers, titles, etc.

Experiment with views for your lists. If you work in the contact list, try setting it up in a datasheet view.





15. Your Back-upIf you have someone who relieves for you while you are away and may need access to this site for administrative purposes, please let the IT Project Office know as they may need to have permissions set for them.
