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SharePoint 2010 The University of Akron
Ver. 2012.12.03 Page 1 [email protected] These materials may not be reproduced in whole or in part without the express permission of
The University of Akron.
Table of Contents I. GETTING STARTED ........................................................................................................................................ 2
LOG IN TO A SHAREPOINT SITE ......................................................................................................................................... 3 SIGN OUT ..................................................................................................................................................................... 4 NAVIGATION ................................................................................................................................................................. 5 MAP A DRIVE IN WINDOWS 7 .......................................................................................................................................... 6 ONLINE HELP .............................................................................................................................................................. 11
II. DOCUMENTS .............................................................................................................................................. 12
CREATE A DOCUMENT SET ............................................................................................................................................. 13 UPLOAD A NEW DOCUMENT TO A DOCUMENT SET ............................................................................................................ 15 UPLOAD DOCUMENTS USING A MAPPED DRIVE ................................................................................................................. 17 OPEN A DOCUMENT USING A MAPPED DRIVE ................................................................................................................... 20 ASSIGN PERMISSIONS TO A DOCUMENT ........................................................................................................................... 22 EDIT PERMISSIONS TO A DOCUMENT ............................................................................................................................... 25 REMOVE PERMISSIONS TO A DOCUMENT .......................................................................................................................... 26 VIEW OR EDIT A ZIPPED DOCUMENT ................................................................................................................................ 27 VIEW OR EDIT A DOCUMENT .......................................................................................................................................... 29 EMAIL A LINK TO A DOCUMENT ...................................................................................................................................... 30 SET AN ALERT ON A DOCUMENT SET ................................................................................................................................ 32 CANCEL OR EDIT AN ALERT ............................................................................................................................................ 35
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I. Getting Started Log in to the SharePoint site
Sign out
Navigation
Map a drive in Windows 7
Online Help
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Log In to a SharePoint Site
1. Open your browser and enter the URL given to you by the SharePoint
Administrator. The site name will begin with https://sps.uakron.edu/sites . Example: https://sps.uakron.edu/sites/purchasing . Supported browsers for SharePoint 20101:
Internet Explorer 8 or higher on Windows 7 Internet Explorer 7 or higher on Windows XP Google Chrome (latest publicly released version) Mozilla Firefox (latest publicly released version) Apple Safari (latest publicly released version) – with limitations in functionality
2. In the dialog box that displays, enter your UAnet ID and password.
In Internet Explorer version 7 or on a Windows XP PC, it may be necessary to enter uanet\yourUAnet ID in the User Name field, for example, uanet\rodehav (where rodehav is the UAnet ID).
3. Click on OK. The Home page of the SharePoint Site displays.
1 Microsoft® TechNet, Plan browser support (SharePoint Server 2010), http://technet.microsoft.com/en-us/library/cc263526.aspx .
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Sign Out
When your work in SharePoint is completed, it is necessary to sign out of SharePoint.
1. In the upper right corner of the SharePoint window, your name or UAnet ID displays with a down arrow.
2. Click on the down arrow to display a list of options. 3. Select Sign Out.
A message may display to Close Browser to Complete Sign Out. 4. Do one of the following:
Close the browser by clicking on its X.
-OR- Close the browser tab by clicking on the tab’s X.
-OR- Click on Yes, if a dialog box displayed.
You are not signed out, until the browser window that you are using is closed.
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Navigation To navigate in the SharePoint site, use:
A. Links in the Quick Launch
B. Home page tool
C. Breadcrumb trail tool
D. Tabs E. Breadcrumbs F. Top link bar G. All Site Content link
1. To navigate to the Shared Documents library or any other list on your SharePoint
site, click on that item’s link in the Quick Launch. 2. To navigate back to the site’s home page :
Click on the Breadcrumb trail tool and select from the list that displays.
3. Use the All Site Content link in the Quick Launch to access links to all the lists and sub-sites for which you have security.
A
B
C D E
It is best practice to use these tools and links, rather than the Back and Forward tools in the
browser .
G
Purchasing
Purchasing
F
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Map a Drive in Windows 7 Drive mapping to your Shared Documents library can facilitate document management in the Windows Explorer. When the drive is mapped, a document in SharePoint may be opened on your computer from the Windows Explorer, (My) Computer, or in the Open file box within an application such as Word or Adobe Acrobat Pro. Documents also may be copied from your computer to your Shared Documents library from the Windows Explorer or (My) Computer. This drive mapping needs to be done only once on your computer.
1. In SharePoint, navigate to your Shared Documents library. 2. Select the URL in the address box of the browser. It will be highlighted.
URL example: https://sps.uakron.edu/sites/ yoursite/Shared%20Documents/Forms/AllItems.aspx
3. Copy the selected URL. Here are two methods. • Right click on the selection and click on Copy in the list that displays. • On the keyboard, hold down the CTRL key and press C (CTRL + C).
4. Click on the Start tool .
5. In the menu that displays, click on Computer. The Computer window displays.
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6. Click on Map network drive. The Map Network Drive dialog box displays.
7. Click on the link Connect to a Web site that you can use to store your documents
and pictures. The first step of the Add Network Location wizard displays.
8. Click on Next.
9. Click on Choose a custom network location and click on Next.
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10. In the Internet or network address box, paste the copied URL. Here are two methods.
• Right click and select Paste from the list. • On the keyboard, hold down the CTRL key and press V (CTRL + V).
11. Delete the characters Forms/AllItems.aspx , which are at the end of the address.
Example of URL before deletion of characters: https://sps.uakron.edu/sites/sitename/Shared%20Documents/Forms/AllItems.aspx
Example of URL after deletion of characters: https://sps.uakron.edu/sites/sitename/Shared%20Documents/
Note: %20 is the code used by SharePoint to indicate a space. 12. Click on Next.
13. You may be prompted to enter your UAnet ID and password. Do so. Click on OK.
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14. In the Add Network Location wizard, type a name for this location.
15. Click on Next.
16. This message displays.
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17. Click on Finish. The Windows Explorer opens and the mapped drive displays in the left column under Computer.
Note: To remove a mapped drive, right-click on its name. Select Delete. At the prompt, click on Yes to confirm the deletion. If the Map Network Drive window remains open, click on the Cancel button to close it.
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Online Help
For help with basic tasks on a SharePoint site, navigate to the blog at https://sps.uakron.edu/UASPUG/default.aspx .
Select a link in the Quick Launch.
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II. Documents Create a Document Set
Upload a new document to a Document Set
Upload documents using a mapped drive
Open a document using a mapped drive
Assign permissions to a document
Edit permissions to a document
Remove permissions to a document
View a document
Edit a document
Email a link to a document
Set an alert on a Document Set
Cancel or edit an alert
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Create a Document Set
1. Navigate to your SharePoint site and your Shared Documents.
2. On the Ribbon, click on the Library Tools – Documents tab.
3. Click on the down arrow of the New Document tool.
A list displays.
4. Click on Document Set. The New Document Set dialog box displays.
5. Enter a Name for this Document set.
6. OPTIONAL: Enter a Description of this set of documents.
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7. Click on OK. The Document Set is created within your Shared Documents.
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Upload a New Document to a Document Set
1. In your Shared Documents library, click on the name of the document set in which to store the document.
The document set is opened.
2. On the Library Tools – Documents tab of the Ribbon, click on the Upload
Document tool. The Upload Document dialog box displays.
Note the checkbox, which is marked by default. If you upload a file to a document set that has the same name as an existing file, the existing file is deleted and the new file replaces it.
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3. In the Upload Document dialog box, click on Browse and select the file to upload.
4. Click on Open.
5. In the Upload Document dialog box, click on OK. WAIT. Large documents take a while to upload. The file properties for the uploaded document display.
6. Only the Name needs to be completed. Revise the Name of the document, if necessary.
7. Click on Save.
The document is uploaded to the selected document set.
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Upload Documents Using a Mapped Drive Prior to following these instructions, the bid-specific Document Set must be available in which to upload the documents. See page 13 for instructions to Create a Document Set.
1. Open the Windows Explorer or Computer.
In Windows 7, click on the Explorer icon in the Taskbar at the bottom of the Desktop.
Computer is available at Start (globe icon) > Computer.
2. Navigate to the document or documents to be uploaded to SharePoint.
3. Select a single document by clicking on it once.
Select multiple documents by holding down the CTRL key and clicking on each of the documents.
4. Copy the document(s) in one of these ways:
• Right click on one of the selected documents and select copy. • Hold down the CTRL key and press C on the keyboard. • Select Organize > Copy from the toolbar.
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5. Select the mapped drive that you created for your Shared Documents library.
6. You may be prompted to login.
Enter your UAnet ID and password. Click on OK.
Some users may need to enter uanet\ before their UAnet ID. Example: uanet\rodehav
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7. A list of Document Sets displays. Locate the document set into which documents need to be uploaded.
8. Double click on the icon for the appropriate Document Set.
Any documents stored in that Document Set display.
9. Paste the documents into the document set in one of these ways:
• Right-click in the document list and select paste. • Hold down the CTRL key and press V on the keyboard. • Select Organize > Paste from the toolbar.
10. Note that the documents are in the document list.
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Open a Document Using a Mapped Drive This method works well for a single document that is not a zip file, such as a Word, Excel, or PDF document.
1. Open the associated application for the document, such as Word or Adobe Acrobat Pro.
2. Use the File > Open command. The Open dialog box displays.
3. Select the mapped drive for your Shared Documents.
In this example, the mapped drive is named SharePoint documents. The list of items in your Shared Documents displays.
4. You may be prompted to login. Enter your UAnet ID and password.
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5. Click on OK. The list of items in your Shared Documents displays.
6. Navigate to and double click on the document to open it. 7. The document is opened and available for editing.
You are editing the document stored in your Shared Documents folder in SharePoint.
8. Refresh the page to see the documents display in the list.
F5 is the Windows refresh key – OR – Use the Refresh tool on the browser’s address bar.
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Assign Permissions to a Document Permissions determine what a user can do with the document, for example, read-only or edit. The following instructions are valid for assigning permissions to a Document or a Document Set. When assigning permissions to the document, you will:
• Stop inheriting permissions. • Allow users that you select, to read or edit the document.
1. Locate the document on which to assign permissions.
2. Click to the left of the document’s icon.
A checkbox displays and is marked. The checkbox does not display until the mouse hovers over the row for the document.
3. On the Library Tools- Documents tab of the Ribbon, click on Document Permissions.
The Permission Tools-Edit tab of the Ribbon displays.
4. Note the message in the message bar. “This document inherits permissions from its parent (sitename).”
Message bar
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5. Click on the Stop Inheriting Permissions tool in the Permission Tools – Edit tab of the Ribbon.
A message box displays.
6. Click OK.
A new message displays in the message bar that is below the Ribbon. “This document has unique permissions.”
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7. Assign permissions to individual users: • Click on the Grant Permissions tool on the Ribbon.
The Grant Permissions dialog box displays.
• Enter the user’s name or UAnet ID or his/her name.
Example: Rodehaver,Pamela (LastName,FirstName with no space after the comma) or rodehav (UAnet ID)
More than one user can be entered, if each of the users will be assigned the same permissions. Type a semicolon between each name or UAnet ID.
Example: Rodehaver,Pamela;Wyszynski,Sara
Click on the Check Names tool . If SharePoint is not able to recognize the user, a red underline displays under that user’s name. Click on the name to see options.
• Click to mark the checkbox for the appropriate permissions.
• Click to unmark the box to Send welcome e-mail to the new users.
• Click OK. (You may need to scroll down to see the OK button.)
The permissions frequently assigned are either Contribute or Read. Select one.
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Edit Permissions to a Document
1. Locate the document on which to edit permissions.
2. Click to the left of the document’s icon.
A checkbox displays and is marked. The checkbox does not display until the mouse hovers over the row for the document.
3. On the Library Tools–Documents tab of the Ribbon, click on Document Permissions. The Permission Tools-Edit tab of the Ribbon displays.
4. Mark the checkbox for the user whose permissions are to be edited.
5. To change the selected user’s permissions, click on the Edit User Permissions
tool. The Edit Permissions dialog box displays. A box is marked to indicate his/her current permissions for this document.
6. Click to unmark the box for the current permissions. 7. Click to mark the box for the new permissions. 8. Select OK.
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Remove Permissions to a Document
1. Locate the document on which to remove permissions.
2. Click to the left of the document’s icon.
A checkbox displays and is marked. The checkbox does not display until the mouse hovers over the row for the document.
3. On the Library Tools–Documents tab of the Ribbon, click on Document Permissions. The Permission Tools-Edit tab of the Ribbon displays.
4. Mark the checkbox for the user whose permissions are to be removed.
5. To remove the selected user’s permissions, click on the Remove User
Permissions tool. A message similar to this displays.
6. Select OK.
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View or Edit a Zipped Document
1. In SharePoint, navigate to the document to be viewed. In this example, the document set Maintenance Bids is opened and three
documents display. The icons indicate that one document is a PDF file and
two of the documents are zipped files .
2. Click on the name of the document to be viewed.
3. If the document is a zipped file, this prompt will display. Select Open.
The document is unzipped.
4. If there are folders and multiple documents in the zipped file, navigate to the
document to be viewed and double-click on it.
5. The document is opened in the associated application. It is read-only.
6. If you only need to view the document:
• Complete your review. • Close the document with File > Close.
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7. If you need to edit the document:
• Click on Enable Editing.
• Make the changes. • Click on File > Save As. Give the revised document a name and select the
mapped drive to the SharePoint docs as the location. If necessary, navigate to the document set in which to save the revised document.
• Click on File > Close to close the file.
Note: A zipped file cannot be edited, directly. In this example, one of the documents within the zipped file is opened, revised, and saved as a document, separate from the zipped file.
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View or Edit a Document Some devices, other than a PC, may have reduced functionality and will not allow the editing of documents from a SharePoint library. These instructions are for documents that are not zipped. For a zipped document, follow the instructions on the previous pages.
1. Locate the document to edit and place the mouse pointer over the document name. Do not click. A down arrow displays.
2. Click on the down arrow and select one of the following options from the list that
displays. • View in Browser (This displays the document in the Web App or other
application as a read-only file.) • Edit in Browser (This opens the document in the Web App.)
The Web Apps are useful for adding text and numbers or making formatting changes to a document. Only the most frequently used tools are available on the Ribbon. It is not necessary to have the Office applications on your computer, when you use the Web Apps. If a document does not display properly in the Web App, select File > Open in. The document will open in the Office application. Your computer must have Microsoft Office installed to use this option.
• Edit in Microsoft Word or Excel or PowerPoint (This opens the document in the Office application that is on your computer. Your computer must have Microsoft Office installed to use this option.) If a warning message displays, click on OK. The Office applications are useful for making extensive changes to a document, where full access to all the tools and tabs of the Ribbon is necessary.
3. Make the changes to the document and Save the changes at File > Save. The document is saved to your Shared Documents library in SharePoint.
4. Select File > Close to close the document. In SharePoint, the breadcrumbs may be used to navigate back.
5. OPTIONAL: If editing in an Office application, Save the document and select File > Exit to close the Office application.
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Email a Link to a Document
1. Navigate to the document set that contains the document. 2. Click to the left of the document’s icon.
A checkbox displays and is marked. The checkbox does not display until the mouse hovers over the row for the document.
3. On the Library Tools – Documents tab of the Ribbon, click on the E-mail a link tool.
4. If this message displays, click on Allow.
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5. An Outlook email message opens and a link to the document displays in the body of the message.
6. Complete and Send the message.
Notes When the user opens your email and clicks on the link, a message similar to this displays.
• If open is selected, the document opens in its associated application, or, if it is a
zipped document, it is unzipped and a dialog box similar to the Open dialog box displays.
• If save is selected, the save as dialog box displays.
After the file is saved, the dialog box similar to the Open dialog box shown above displays.
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Set an Alert on a Document Set If you wish to know whenever a change is made to a document set, you can set an alert on that document set. Whenever a change is made to any document in the set, you receive an email.
These same instructions may be followed to set an alert on an individual document within the document set. Whenever the contents of the document change, you receive an email, according to your instructions in the New Alert dialog box.
1. Navigate to your Shared Documents folder.
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2. Locate the Document Set on which to set an alert and do one of the following: A. Place the mouse pointer over the document set’s name. Do not click.
- A down arrow displays.
- Click on the down arrow and select Alert Me.
B. Click to the left of the document set’s icon. - A checkbox displays and is marked. The checkbox does not display
until the mouse hovers over the row for the document set.
- On the Library Tools – Documents tab of the Ribbon,
click on Alert me and select Set alert on this document. The New Alert dialog box displays, as shown on the previous page.
3. Alert Title: Defaults to the name of the document. Modify the title, if you prefer.
4. Send Alerts To: Defaults to your user name. Leave the default.
5. Delivery Method: Defaults to email. Leave the default.
6. Change Type: Defaults to All changes. Make another selection, if you prefer.
7. Send Alerts for These Changes: Defaults to Anything changes. Make another selection, if you prefer.
8. When to Send Alerts: Defaults to Send notification immediately. If you select to have a daily summary of all the changes to the document, select a time of day. (You do not select a specific day of the week, because the summary is sent once a day, if there are changes to the document.) If you select to have a weekly summary, select a day and a time.
9. Click on OK. An email is sent to you to confirm that the alert is set.
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10. When there is a change made to the Document Set, an email alert is sent similar to what is shown here. Links are provided to quickly access the document.
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Cancel or Edit an Alert
1. In your Shared Documents library, click on the Library tab of the Ribbon.
2. On the Ribbon, click on the Alert Me tool.
3. From the list that displays, select Manage My Alerts. The My Alerts on This Site page displays, as shown above.
4. To cancel an Alert:
• Click to mark the checkbox for the Alert.
• Click on the Delete Selected Alerts tool . • When the confirm deletion message displays, click on OK.
5. To edit an Alert:
• Click on the name of the Alert. The Alert’s property box displays.
• Make the necessary changes. • Click on OK.
