Sharepoint End User Manual London School Of Economics-Books Pdf

SharePoint End User Manual London School of Economics
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Table of Contents,INTRODUCTION TO SHAREPOINT 5,YOUR SHAREPOINT SITE 5. SHAREPOINT TERMINOLOGY 6,HOW TO LOG INTO YOUR SHAREPOINT SITE 7. LOGGING OUT OF SHAREPOINT 7,INTRODUCTION TO YOUR NEW SHAREPOINT SITE 8. WHAT IS AVAILABLE THE HOME PAGE 8,NAVIGATION AROUND YOUR SITE 9. TO RETURN TO THE HOME PAGE 9,TO RETURN TO THE LSE SHAREPOINT PAGE 9.
SHAREPOINT MENUS 10,USING THE RIBBON 10,THE ELLIPSE MENU 11. SEARCH FOR A DOCUMENT OR FILE IN SHAREPOINT 12,TO SEARCH THE ENTIRE SITE 12. TO SEARCH THE CONTENTS OF A LIBRARY OR FOLDER 13, TO SEE THE FULL CONTENT OF THE LIBRARY OR FOLDER AGAIN 13. USER GROUPS AND PERMISSIONS 14, DOCUMENT MANAGEMENT AND COLLABORATIVE WORKING IN SHAREPOINT 15. DOCUMENT MANAGEMENT 16,INTRODUCTION TO INHERITED PERMISSIONS 16.
LIBRARY AND FOLDER STRUCTURES 17,DEFAULT DOCUMENT LIBRARIES 17. Department Documents 17,Head of Department 17,TO CREATE A LIBRARY 18. TO REMOVE A SHAREPOINT LIBRARY 19,CREATE A FOLDER 21. TO CREATE A FOLDER 21,DELETE A FOLDER 22,TO DELETE A FOLDER 22. UPLOAD A DOCUMENT INTO SHAREPOINT 23,TO UPLOAD A DOCUMENT INTO SHAREPOINT 23.
TO UPLOAD MULTIPLE DOCUMENTS TO SHAREPOINT 24,REMOVE A DOCUMENT IN SHAREPOINT 25. TO REMOVE A DOCUMENT IN SHAREPOINT 25,TO SEE WHO HAS ACCESS TO YOUR DOCUMENTS 26. HOW TO RESTORE A DELETED FILE IN SHAREPOINT 27,TO RESTORE A DELETED FILE IN SHAREPOINT 27. MOVE A FOLDER IN SHAREPOINT 28,TO MOVE A FOLDER IN SHAREPOINT 28. MOVE DOCUMENTS BETWEEN FOLDERS 30,TO MOVE DOCUMENTS BETWEEN EXISTING FOLDERS 30.
COLLABORATIVE WORKING 31, CREATE A NEW DOCUMENT IN SHAREPOINT USING OFFICE ONLINE 31. TO CREATE A NEW DOCUMENT USING OFFICE ONLINE 31, TO RENAME YOUR NEW DOCUMENT USING OFFICE ONLINE 32. TO RETURN TO THE TEAM SITE 32, OPEN AND CLOSE A DOCUMENT OR FILE IN SHAREPOINT 33. TO OPEN AND CLOSE A FILE 33,TO RETURN TO THE TEAM SITE 33. EDIT A DOCUMENT IN SHAREPOINT AND WORK COLLABORATIVELY 34. TO EDIT YOUR DOCUMENT IN WORD 34,EDIT ONLINE 36,TO EDIT YOUR DOCUMENT ONLINE 36.
CHECKING DOCUMENTS IN AND OUT OF SHAREPOINT 37,TO CHECK OUT A DOCUMENT IN SHAREPOINT 37. TO CHECK IN A DOCUMENT IN SHAREPOINT 37,SET AN ALERT ON A DOCUMENT OR FILE 39. TO SET AN ALERT 39,TO REMOVE AN ALERT 39,WORKING WITH DOCUMENT VERSIONS 40. TO SET VERSIONING ON FOR A NEW DOCUMENT LIBRARY 40. TO VIEW DOCUMENT VERSIONS 41,TO COMPARE CHANGES TO THE DOCUMENT 42. TO RESTORE AN OLDER VERSION TO THE CURRENT VERSION 43. SHARE A DOCUMENT 44,TO SHARE A DOCUMENT 44,SUBSITES INTRODUCTION 45.
TO NAVIGATE TO A SUBSITE 45, TO NAVIGATE BACK TO THE PRIMARY SITE OR PREVIOUS SUBSITE 45. CALENDARS 46,TO CREATE AN EVENT 46,TO EDIT A CALENDAR EVENT 47. TO DELETE AN EVENT 48,TO SET AN ALERT ON A CALENDAR ITEM 48. VIEWING THE CALENDAR 49,TO CHANGE THE VIEW OF THE CALENDAR 49. SHAREPOINT CONTACTS 50,TO CREATE A CONTACT 50,EDIT A CONTACT 51.
TO EDIT USING THE CONTACT FORM 51, London School of Economics Political Science 3 02 12 2014 lse ac uk IMT training. TO EDIT USING THE CONTACT LIST 51,TO DELETE A CONTACT 52. TO EXPORT YOUR SHAREPOINT CONTACT LIST 53,TO EMAIL INDIVIDUAL SHAREPOINT CONTACTS 53. TO CREATE A TASK 54,TO EDIT A TASK 55,TO SET AN ALERT ON A TASK LIST 56. ANNOUNCEMENTS 57,TO ADD A NEW ANNOUNCEMENT 57, LEGAL AND BEST PRACTICE GUIDELINES FOR WORKING WITHIN SHAREPOINT 58.
COPYRIGHT 58,FREEDOM OF INFORMATION 58,DATA PROTECTION PRIVACY 59. RECORDS MANAGEMENT 59,DATA SECURITY 59, London School of Economics Political Science 4 02 12 2014 lse ac uk IMT training. Introduction to SharePoint,Your SharePoint Site, SharePoint has been introduced into the LSE as a tool for collaborative working on files and. documents relating to current projects SharePoint also has some other useful tools such as a. calendar which can help you plan and work on projects together SharePoint is not a file storage. Your SharePoint team or department site will be known as the primary site collection or top level. site This is because it is possible to create more sites within it for specific and limited teamwork. These extra sites are known as subsites, Your site will be based on a team site type chosen to most closely reflect your team s requirements. The team site type will have a ready made layout for libraries and additional resources such as. calendars and tasks The site can then be modified to suit your team requirements The layout below. is a standard layout for a SharePoint team site this is an example not the LSE SharePoint site. London School of Economics Political Science 5 02 12 2014 lse ac uk IMT training. SharePoint Terminology, SharePoint Site The SharePoint site is the overall LSE SharePoint site from.
which department and team sites are created See the. example above, Primary Site Collection Each team or department site is a site collection See the. example above, Subsite A team site within an existing primary site collection. See the example above, Library A library can be created to hold a certain type of file or. document or relate to a particular project or task. See the example above, Folder Folders can be used to group document and files. Nominated Primary Site owner The owner of your team or department site The Site Owner. is responsible for all the content on the site and how it is. used They are also accountable for the entire site including. Nominated Subsite owner Responsible for the subsite they create all the content and. how it is used, Permissions These are set by the Site Owner and will determine what.
libraries folders or documents a SharePoint user can share. edit or view, Collaboration Sharing work in SharePoint Most collaboration will be on. shared documents where several SharePoint users may be. updating the same documents, Document Sharing To share a file or document with a SharePoint User for. collaborative working or just to view the content, SharePoint End User Everyone who has permissions to use the content of a site. other than the Site Owner, SharePoint Calendar A shared calendar for everyone in the SharePoint team to. SharePoint Tasks Shared tasks for everyone in the SharePoint team Can be. used to keep track of group projects and assign tasks to a. particular SharePoint user, Contacts Shared contacts for everyone in the SharePoint team to use.
Can be exported and used in Outlook if required, Ribbon A context sensitive menu bar which appears at the top of a. SharePoint page, SharePoint Page A SharePoint screen of information. Lists A list of contacts or tasks within SharePoint. London School of Economics Political Science 6 02 12 2014 lse ac uk IMT training. How to log into your SharePoint site, Most users of SharePoint will receive a link to your site through the email in the way of an invitation. to join the SharePoint team site By clicking on the link you will then have access to your site. Because SharePoint operates in Office 365 there will be an Office 365 login screen that you will. require your credentials Follow the instructions below. Type your full email address and your usual network password there is no need to type LSE. You will be directed to SharePoint immediately If this does not happen click Sign In. On most occasions it will not be necessary to type your password As soon as you click into the. password field Office 365 will direct you to your team SharePoint site. Because you are working through your browser to access SharePoint you may on occasion need to. complete the Office 365 login screen again once you are in SharePoint This will normally happen. when you want to use one of the Office integration tools This happens because your browser will not. always recognise the redirection as a trusted area To overcome this just tick the box on the pop up. screen that says Keep me signed in, If you need more help with logging in please click on this link. http www lse ac uk intranet LSEServices IMT facilities sharepoint home aspx. Logging out of SharePoint, To ensure you are fully logged out of SharePoint Microsoft Office 365 follow the instructions below.
1 Click the drop down arrow which is to the right of your user name at the top right hand. corner of the SharePoint team site window,2 Click Sign out. 3 Close your browser, London School of Economics Political Science 7 02 12 2014 lse ac uk IMT training. Introduction to your new SharePoint site,What is available The Home Page. When you get your new SharePoint site most of the features you need to use will already be there. As you will see from the left navigation menu you have. Announcements, Document Libraries Department Documents Head of Department. Site Contents, These items are ready to use To see what these look like just select the quick link from the left.
navigation menu For instance when you click Calendar the home page will be replaced by the. calendar You will learn more about these features later. On the home page itself you will see two tiles,1 Share your site. 2 Add lists libraries and other apps, The tiles are shortcuts to various items you can set up in SharePoint The shortcut you are most likely. to use is the Add lists libraries and other apps The Site Owner will set up the site sharing. London School of Economics Political Science 8 02 12 2014 lse ac uk IMT training. Navigation around your site, Use the left navigation menu to move through the various screens. To return to the home page, 1 Click the LSE logo which is in the top left hand corner. 2 Click on The Name of Your Site which is in the quick links at the top of the screen. To return to the LSE SharePoint page, 1 Click LSE SharePoint which is in the left navigation menu.
London School of Economics Political Science 9 02 12 2014 lse ac uk IMT training. SharePoint Menus,Using the Ribbon, The Ribbon appears at the top of each SharePoint page when a particular Ribbon tab is clicked on. The Ribbon is a menu containing a selection of tasks related to the selected tab The Ribbon will be. hidden from view when you click on the BROWSE tab, 1 Select the area you wish to work in from the left navigation menu In this example a. Document Library, 2 In the ribbon at the top of the screen click on the FILES tab. 3 In the New group click on New Folder, Please note The Ribbon tabs will change depending on what you have selected in SharePoint In the. example below from the left navigation menu Calendar is clicked on and the Ribbon tabs now show. EVENTS and CALENDAR, London School of Economics Political Science 10 02 12 2014 lse ac uk IMT training.
The Ellipse Menu, For most of this guide you will be shown how to make choices using the Ribbon menu but from time. to time you may choose to use the Ellipse menu Most of the choices here are duplicated in the. ribbon but you may prefer to use this route, You will see the Ellipse to the right of any folder or file document on a SharePoint page This. produces a pop up menu of information, Click the Ellipse on the pop up menu for more options. London School of Economics Political Science 11 02 12 2014 lse ac uk IMT training. Search for a document or file in SharePoint, You can search for any document or item in your site easily by its name or part of its name. To search the entire site, 1 Click on the search box which is located at the top right of the page.
2 Type in your search text to look for any content on the site containing this text. 3 Press Enter or click on the magnifying glass,This is an example of the search results. London School of Economics Political Science 12 02 12 2014 lse ac uk IMT training. To search the contents of a library or folder, 1 Click on the search box which is located above the document list. 2 Type in your search text in the search box located above the document list. 3 Press Enter or click on the magnifying glass, The listed content of the library or folder will condense to show only the results as shown. To see the full content of the library or folder again. 1 Click the next to the search text, London School of Economics Political Science 13 02 12 2014 lse ac uk IMT training. User groups and permissions, As a SharePoint end user you will be assigned to a particular user group which will determine how.
you can use the content of your SharePoint team site For instance the group you are assigned to. may be able to gain access to most content of your team site or only certain libraries or subsites. You will be assigned to either the Reviewer Group or the Members Group The permissions set on. each group will determine what you can do within SharePoint The default permissions on the groups. are set so that Members can create and edit content on the site such as documents libraries and. folders The Reviewer group can only read the content of areas they are assigned to. In the example below the Site Owner has full control of everything on the site The Reviewer group. can only read the content of the Department documents library while the Members group can edit. the content within it The department heads Member group can create and edit content of the Head. of Department library, London School of Economics Political Science 14 02 12 2014 lse ac uk IMT training. Document management and collaborative,working in SharePoint. Documents and files can be uploaded into SharePoint from your Network drive This will produce a. copy of the original file or document Documents stored in SharePoint are there to be used. collaboratively with colleagues and for this reason you should continue to use the document in. SharePoint and not the original stored on your network. When you edit a document in SharePoint the changes will be stored in SharePoint There will be a. record of who made the changes and when the changes were made In most cases a new version of. the document will be automatically created when a change is made making it possible to step back. to previous versions if necessary,The Training Room PC Checks. document shows who last modified,it and when, London School of Economics Political Science 15 02 12 2014 lse ac uk IMT training.

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