SharePoint Getting Started GETTING STARTED
SharePoint Getting Started Contents Logging In ...................................................................................................... 3 Following your Site ....................................................................................... 4 Introduction to Libraries .............................................................................. 4 Create a new document .............................................................................................................. 4 View a Document ........................................................................................................................ 6 Editing a Document Online ......................................................................................................... 6 Editing a Document in the Application ........................................................................................ 7 Upload Documents to the Document Library.............................................................................. 8 Drag and Drop Documents to the Document Library ................................................................. 9 Edit Properties ........................................................................................................................... 10 Bulk Edit of Metadata ................................................................................................................ 11 Quick View of Documents ......................................................................................................... 12 Use Alerts in SharePoint to Keep Track of Changes ............................................................... 13 Delete Documents from the Document Library ........................................................................ 15 Restore Documents from the Recycle Bin................................................................................ 16
Views............................................................................................................. 17 Apply a View.............................................................................................................................. 17 Create a Quick and Simple View: ............................................................................................. 17 Create a View Using the Menu: ................................................................................................ 19 Modify a View: ........................................................................................................................... 21 Delete a View: ........................................................................................................................... 22
Search ........................................................................................................... 23 Searching Multiple SharePoint Sites ........................................................................................ 24
SharePoint Getting Started To get a new site or subsite, you will need to contact the Technology Support Center at 2-0999 and fill out a form. The ITS Department will create a new site for you and send you an email with a link to the new site.
Logging In When you first try to open a SharePoint site, a generic sign-on will appear (if you aren’t logged into your BGSU WebMail). You will need to enter your full BGSU email address.
Once you press tab or click in the password field, you will be redirected to the regular Email single sign-on screen. Sign in here with your user ID (full email address not necessary) and password.
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SharePoint Getting Started Following your Site To make it quicker and easier to return to your SharePoint site, you want to begin following your site right away. Here is the default screen you will see when you are given a new SharePoint site:
To follow a site, click the Follow button in the upper-right corner of the site
Introduction to Libraries One of the first things many people want to do with their site is to upload documents to share with other people. Every new site comes with a default “Documents” library. Click on either Documents link on the left navigation pane or under the Get started icons.
Create a new document Click on the +new link
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SharePoint Getting Started
Choose the type of file you wish to create.
As a default it will bring the document up in the Online application to create. Your file will be automatically saved to your SharePoint site with the default name of Document#. Click in the heading to replace the name.
When finished editing the document, click on the link to return to your SharePoint Site. FEB 2015
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SharePoint Getting Started Documents View after returning to site.
When creating a new item, the green new indicator will be shown for 2 days.
View a Document To view a document, simply click on the Name of the document (link). As a default it will open in Online View (If it is a Microsoft application file). When finished viewing the document, click on the link to your SharePoint Site to return.
Editing a Document Online If you have permission to edit the document in the SharePoint site, you can click on the Edit Document dropdown arrow and choose between editing the document in the application, or editing online.
When doing quick edits Online, SharePoint will automatically save your changes when you return to the SharePoint site.
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SharePoint Getting Started Editing a Document in the Application
When editing a document within the application, you can click on the save icon to save periodically. When finished editing, choose File, Close.
Click on Save
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SharePoint Getting Started Upload Documents to the Document Library
Click on the Documents Link in the left navigation pane. Click on the Upload link
Click on the Choose Files button and select your file Click on OK
After selecting the file to upload, if the site owner has setup columns of metadata you will be prompted to fill in the blanks. Fill in the blanks and click on Check-In
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SharePoint Getting Started Drag and Drop Documents to the Document Library Uploading documents to a Documents library is very intuitive. Just drag and drop the files directly on the web interface of the library.
For this example, let’s go out to the internet and find a picture of a car and save the image to our desktop.
Resize the SharePoint window so that you can see part of your desktop where this file is stored.
Click on Car Inventory in the left navigation pane. Click on the image and drag to the Documents area to upload.
When you drag and drop documents, this will not prompt you to fill in the metadata. If you look closely, you will see a small green icon beside the file indicating that it is checked out. Until the metadata is updated, no one else will be able to see the file.
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SharePoint Getting Started Edit Properties
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Click on the ellipsis (…) beside the document name, then click on the ellipsis (…) again and select Edit Properties
Fill out metadata fields and click on Save
Click on the ellipsis (…) beside the document name, then click on the ellipsis (…) again and select Check In
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SharePoint Getting Started
Type in comments if applicable and click on OK.
Bulk Edit of Metadata For some projects it will seem much quicker and easier to upload or drag and drop documents into the library and update the metadata all at once.
Click on the Library Tab Click on Quick Edit
Now you can copy and paste and drag data down the column just like you do in Excel.
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SharePoint Getting Started
When finished, click on Stop editing this list.
Quick View of Documents Sometimes you may not be sure if you have the correct item you are searching for. There is a quick view option that gives you a chance to get a peek at the document before opening or deleting etc. When you click on the ellipses next to the file name, a box appears with a quick view of the document.
From here you can click on the Edit button to edit the document (assuming you have proper permissions)
Do NOT click on the Share button – that will mess up the permissions that are currently set on the site.
You can click on follow if you want to be alerted to changes in the file.
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SharePoint Getting Started Use Alerts in SharePoint to Keep Track of Changes Alerts are a great way to keep track of the changes your teammates makes to documents and lists. Have you ever had a document come up missing from a shared document location? Has it ever happened and it was too late to have it restored from backup?? Alerts in SharePoint allow you to be proactive and stay on top of any potential deletions, When an alert email arrives indicating that something was deleted, you can see right away WHO deleted it and WHEN.
Click the checkmark in front of the document name. Click on the Files Tab Click on the Alert Me icon Click on Set alert on this document
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Click on OK
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SharePoint Getting Started After creating an alert, the SharePoint Site will send an email confirmation:
When a change is made or someone deletes the document, you will receive another email:
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SharePoint Getting Started Delete Documents from the Document Library
Click the checkmark in front of the document name. Click on the Files Tab Click on the Delete Document icon.
Click on OK to send the file to the SharePoint Site Recycle bIn
Deleted items are held for approximately 30 days in the recycle bin.
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SharePoint Getting Started Restore Documents from the Recycle Bin
Click on Site Contents in the left navigation Click on Recycle Bin
Click the checkbox in front of the document you wish to restore and click on the Restore Selection link.
Click on OK and the document will go back to where it was when it was deleted.
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SharePoint Getting Started Views When you look at a list or library, you can temporarily sort or filter the items or files by pointing to the name of a column and then clicking the arrow next to the name. Common reasons for creating new views include showing only active items, only tasks assigned to a certain person, documents in a certain category, and so on. If you frequently have to view information in a list or library a certain way, you can create a view. When you create a view, it is added to the view menu of a list or library.
Apply a View
Click on the Car Inventory Library List Click on the Cars by Make and Body Style Link
Here is a screenshot of a view with groupings:
Click on the All Documents link to return to the default view.
Create a Quick and Simple View:
Click on the All Documents link to begin. Begin clicking on headings to filter and/or sort different columns.
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SharePoint Getting Started
When happy with results, click on SAVE THIS VIEW link
Only site owners have authority to create public views. Give this newly created view a new name Select the second bubble to keep it personal so only you can use it. Click on the Save button.
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SharePoint Getting Started Create a View Using the Menu:
In the list or library where you want to create a view, click the Library (or List) tab, and then click Create View.
** Note If Create View is disabled, you don’t have the permissions to create a view.
Click the view type, such as Standard View, or an existing view that you want to base your view on. In the View Name box, type the name for your view. Select Make this the default view if you want to make this the default view for the list or library. Only a public view can be the default view for a list or library. In the Audience section, under View Audience, select Create a Personal view or Create a Public view.
** Note If Create a Public View is disabled, you don’t have the permissions to create a public view for this list or library.
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SharePoint Getting Started
In the Columns section, select the columns that you want in the view and clear the columns that you don’t want to appear. Next to the column numbers, select the order that you want the columns to appear in the view.
Configure the other settings for your view, such as Sort and Filter, and click OK at the top of the page
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SharePoint Getting Started Modify a View: Use the following steps to change a view, such as making it the default view, adding or removing columns, and changing the sort order of items in the view.
Select the library and the view you wish to modify Click the Library tab Click Modify View
** Note If Modify View is disabled, you don’t have the permissions to modify the current view. You can, however, modify your personal views.
You can modify any of the initial settings you had setup for this view. Let’s see how to create a Summary View with grouped data.
Click on OK at bottom when finished making changes.
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SharePoint Getting Started
Here is a screenshot of a view with groupings:
Delete a View: Use the following procedure to delete a view for a list or library:
** Note: If Delete is not an option, this may be the default view for a list or library. You must first modify another view and make it the default.
Select the library and the view you wish to delete Click the Library tab Click Modify View
** Note: If Modify View is disabled, you do not have the necessary permission s to modify the current view. You can, however, modify your personal views.
In the top area of the editable view, click Delete. When prompted, click OK.
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SharePoint Getting Started Search Search solves the problem of needing to find specific information in a sea of digital data. Sometimes, it can be difficult to get the exact terminology just right to return the content for which you are searching. SharePoint Online includes the ability to refine a search based on a number of configurable refiners.
Click in the Search this site box at the top of the page Type in your search criteria and press Enter (or click on magnifying glass)
Sometimes this will bring back too many results. There are several ways to refine your search. One way is to alter your search criteria using specific syntax
Syntax Project Project* Author:Sharon* SharePoint OR Project SharePoint AND Project “Project Management” Project NOT Management
Description All items with the word “project” All items that start with “project” Metadata Author that starts with “Sharon” Can contain either “SharePoint” or “Project” Must contain both “SharePoint” and “Project” “Project Management” both words together Only contains Project and not Management
Another way to refine the search is to select the Result type if you know what kind of file you are looking for.
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SharePoint Getting Started Searching Multiple SharePoint Sites It is possible to use the Search feature over multiple SharePoint Sites. Many people will have access to multiple sites. If you aren’t sure which site has the document you are looking for, you can search all sites that you are authorized to in one search query!
Click on the Sites link at the top of the website.
This Sites link is a quick way to access all sites you have chosen to follow. When you are logged into your BG Web Mail account, you can access your SharePoint Sites by clicking on the Menu icon in the upper left corner.
Click in the Search everything box and type in your search criteria. Click on the magnifying glass or press Enter.
You can continue to refine the search from here if necessary.
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