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Overview
SharePoint is a virtual team
collaboration tool that can assist
organizations in storing documents,
sharing information, and coordinating
project work. 724 Internet Solutions
SharePoint service is intended for use
by organizations to share documents and
to pass on archived documents to future
generations of students.
Key features of SharePoint include:
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A Shared Documents folder
that can be used to share and
archive documents.
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The shared documents folder also
supports
versioning,
which may be of assistance to
organization leaders collaborating
on a project.
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Shared Contacts and
Tasks lists.
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Picture libraries.
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An Events module
for posting deadlines for events and
activities.
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Creating new document libraries
Document libraries are like
folders. Organizations may want
to have separate folders for
various events, activities, or
responsibilities. NOTE:
You can also create
sub-folders within a document
library. However, only document
libraries will be listed on the
front page of your SharePoint
site, so you need to create a
new document library to get the
convenience of a link from the
front page.
To create a new document
library:
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 Login
to your SharePoint site and
click the Create
link at the top of the page.
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Click the Document
Library link (shown
at right).
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Enter a name for the library
in the Name
field.
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If you do not
want this library to show up
on the front page, select
No for
Display this document
library on the Quick Launch
bar?
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If you would like to use
document versioning,
select Yes
for Create a version
each time you edit a file in
this document library?
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Click Create.
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Copying files & folders to a SharePoint document library
If you have files and folders
stored on your computer or a
network share (G: drive, W:
drive, etc.), you can copy them
to a SharePoint document
library. To do so:
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Open the document library
(i.e. Shared Documents) you
want to copy files to.
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Click the Explorer
View link (on the
left side, below "Select a
view").
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If prompted whether you want
to "display nonsecure
items," click Yes.
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 Drag
and drop the files and/or
folders you wish to copy to
the SharePoint window.
NOTE:
Before dropping the files
and/or folders in the
SharePoint window, look for
a plus (+) symbol below the
mouse cursor. If you do not
have one, make sure you're
dropping the files/folders
in the right part of the
SharePoint window (shown at
right).
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When finished copying files,
click the All
Documents link
(on the left side, below
"Select a view")
to switch back to the
standard view.
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Using document versioning
Document versioning allows you to
maintain previous versions of a
document. This is useful in case the
current version is corrupted, you
accidentally delete data from the
document, or you just want to see a
previous version.
By default, versioning is turned off in
SharePoint. To use document versioning,
you must first enable it.
Enabling document versioning
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Login to your SharePoint site and
click the Shared Documents
link.
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Click the Modify settings
and column link in the left
menu bar.
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Click the Change general
settings link.
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Select Yes for
Create a version each time you edit
a file in this document library?
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Click OK.
If you have multiple document libraries,
you'll need to repeat this process for
each document library.
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 Accessing
previous versions of a document
To view a previous version of a
document, click the arrow to the
right of the file name, then
select Version History.
To open a previous version,
click the date & time it was
modified. |
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Editing
shared documents
Using Check In / Check
Out
724 Internet Solutions highly
recommends checking out
documents before editing them.
This prevents other people from
editing the same document that
you are working on. This does
not prevent other people from
viewing documents that are
checked out, however.
To check the document out --
click the arrow to reveal the
pull-down menu to the right of
the file you want to edit, then
select Check Out.
Once you've finished working on
the document and have saved it,
check it back in. In Microsoft
Word, click the File
menu and select Check
In. You can also open
SharePoint and click the arrow
to the right of the file you
have checked out and select
Check In.
Editing Documents
To edit a shared Microsoft
Office Word, Excel, or
PowerPoint document, go to the
document library (i.e., Shared
Documents). Click the arrow to
the right of the file you want
to edit, then select
Edit in Microsoft Office Word
(or Excel, or
PowerPoint).
The document will open in
Microsoft Office. Saving changes
to shared Microsoft Office
documents works the same as with
any document stored locally on
your hard drive. Just type
CTRL-S or click the File
menu and select Save
to save changes. |
Adding users
To add users to an existing SharePoint
site:
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Login to your SharePoint site and
click the Site Settings
link at the top of the page.
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Click the Manage Users
link (first link under the
Administration section).
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Click the Add Users
link (in the toolbar just above
"Select All").
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In the Users field,
enter the email addresses of the
users you wish to add, separated
by semi-colons (;). The email
address must be a full email
address (i.e., jdoe2007@domain.com).
The e-mail address must exist as
well or it will fail.
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Select a role for the users you are
adding -- reader, contributor, web
designer, or administrator.
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Readers have
read-only access to the site.
They can view documents, but can
not edit them.
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Contributors
can edit documents and add new
ones. They cannot create new
document libraries or lists.
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Web designers
can edit documents and add new
ones and can also add new
document libraries and lists.
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Administrators
have full control over the
SharePoint site. They can edit
any documents in the site, add
new documents, document
libraries and lists, and can add
or remove users.
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Click Next.
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Confirm that the users you entered
on the previous screen are listed in
"Step 3."
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By default, SharePoint will email
the users you have added to let them
know they have access to the
SharePoint site, with a link to the
site. If you do not want to send the
email, uncheck the box for
Send the following email to let
these users know they've been added.
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Click Finish.
 Adding
a logo
To add your logo to the front
page:
Click the Modify Shared Page
link (in the top right corner of the
window).
Select Add Web Parts,
then select Browse.
Wait for the Web Part List
palette (shown at right) to appear. This
may take up to a minute.
 Left-click
Image Web Part, hold
down the left mouse button, and drag the
Image Web Part link to the spot on the
page you would like to insert the logo
(either above Links, above
Announcements or below Events.
A bold, horizontal line will show
you the insertion point. The insertion
point above the Links section
is shown at left. Once you've found your
insertion point, release the left
button.
Click the Open the tool pane
link in the Image Web Part to enter the
link (URL) for your logo. To find
the link for your logo, go to your
web page and right-click the logo.
Select Properties. Cut
and paste the URL from the
Address (URL): field to the
Image Link field in
SharePoint.
Click OK. Your logo
should now appear at the insertion
point.
Known Problems and
Troubleshooting
There are a few file types and file name
characters that SharePoint does not
support. These include:
Files with the following extensions:
.mdb, .mwt, .lnk
File and folder names with the
following characters:
/ \ : * ? " < > | # { } % &
~
File names with tabs or multiple periods
are also unsupported.
If you are copying a group of files and
folders and one file or folder within
the group is unsupported, you will get
an error message. Once you clear the
message, SharePoint will copy the rest
of the files, but it will not tell you
which file or folder caused the problem.
Support Policy
724 Internet Solutions will be happy to
assist organizations with basic
SharePoint functionality. But,
we are not able to support advanced
customization of SharePoint sites. For
this purpose, see our Developers listing
at
http://www.724hosting.com/sharepoint/partners.htm.
Other SharePoint documentation
Further SharePoint documentation is
available by logging in to your
SharePoint site and clicking the
Help link at the top of the
page.
Additional resources
Microsoft's
SharePoint Services Support Center.
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