SharePoint End User Manual - London School Of
SharePointEnd User ManualPlease send feedback or suggestions for updates to the followingemail address IT.Training@lse.ac.uk London School of Economics & Political Science102/12/2014/lse.ac.uk/IMT/training
Table of ContentsINTRODUCTION TO SHAREPOINT . 5YOUR SHAREPOINT SITE . 5SHAREPOINT TERMINOLOGY . 6HOW TO LOG INTO YOUR SHAREPOINT SITE . 7LOGGING OUT OF SHAREPOINT. 7INTRODUCTION TO YOUR NEW SHAREPOINT SITE . 8WHAT IS AVAILABLE - THE HOME PAGE . 8NAVIGATION AROUND YOUR SITE . 9TO RETURN TO THE HOME PAGE: . 9TO RETURN TO THE LSE SHAREPOINT PAGE: . 9SHAREPOINT MENUS . 10USING THE RIBBON . 10THE ELLIPSEMENU . 11SEARCH FOR A DOCUMENT OR FILE IN SHAREPOINT . 12TO SEARCH THE ENTIRE SITE: . 12TO SEARCH THE CONTENTS OF A LIBRARY OR FOLDER: . 13TO SEE THE FULL CONTENT OF THE LIBRARY OR FOLDER AGAIN: . 13USER GROUPS AND PERMISSIONS. 14DOCUMENT MANAGEMENT AND COLLABORATIVE WORKING IN SHAREPOINT . 15DOCUMENT MANAGEMENT . 16INTRODUCTION TO INHERITED PERMISSIONS . 16LIBRARY AND FOLDER STRUCTURES . 17DEFAULT DOCUMENT LIBRARIES . 17Department Documents . 17Head of Department . 17TO CREATE A LIBRARY: . 18. 19TO REMOVE A SHAREPOINT LIBRARY: . 19CREATE A FOLDER . 21TO CREATE A FOLDER:. 21DELETE A FOLDER . 22TO DELETE A FOLDER: . 22UPLOAD A DOCUMENT INTO SHAREPOINT . 23TO UPLOAD A DOCUMENT INTO SHAREPOINT:. 23TO UPLOAD MULTIPLE DOCUMENTS TO SHAREPOINT: . 24REMOVE A DOCUMENT IN SHAREPOINT . 25TO REMOVE A DOCUMENT IN SHAREPOINT: . 25TO SEE WHO HAS ACCESS TO YOUR DOCUMENTS: . 26HOW TO RESTORE A DELETED FILE IN SHAREPOINT . 27
TO RESTORE A DELETED FILE IN SHAREPOINT: . 27MOVE A FOLDER IN SHAREPOINT. 28TO MOVE A FOLDER IN SHAREPOINT:. 28MOVE DOCUMENTS BETWEEN FOLDERS . 30TO MOVE DOCUMENTS BETWEEN EXISTING FOLDERS: . 30COLLABORATIVE WORKING. 31CREATE A NEW DOCUMENT IN SHAREPOINT USING OFFICE ONLINE . 31TO CREATE A NEW DOCUMENT USING OFFICE ONLINE: . 31TO RENAME YOUR NEW DOCUMENT USING OFFICE ONLINE: . 32TO RETURN TO THE TEAM SITE:. 32OPEN AND CLOSE A DOCUMENT OR FILE IN SHAREPOINT . 33TO OPEN AND CLOSE A FILE:. 33TO RETURN TO THE TEAM SITE:. 33EDIT A DOCUMENT IN SHAREPOINT AND WORK COLLABORATIVELY . 34TO EDIT YOUR DOCUMENT IN WORD: . 34EDIT ONLINE . 36TO EDIT YOUR DOCUMENT ONLINE: . 36CHECKING DOCUMENTS IN AND OUT OF SHAREPOINT . 37TO CHECK OUT A DOCUMENT IN SHAREPOINT: . 37TO CHECK IN A DOCUMENT IN SHAREPOINT: . 37SET AN ALERT ON A DOCUMENT OR FILE . 39TO SET AN ALERT: . 39TO REMOVE AN ALERT: . 39WORKING WITH DOCUMENT VERSIONS . 40TO SET VERSIONING ON FOR A NEW DOCUMENT LIBRARY: . 40TO VIEW DOCUMENT VERSIONS: . 41TO COMPARE CHANGES TO THE DOCUMENT: . 42TO RESTORE AN OLDER VERSION TO THE CURRENT VERSION:. 43SHARE A DOCUMENT . 44TO SHARE A DOCUMENT: . 44SUBSITES - INTRODUCTION . 45TO NAVIGATE TO A SUBSITE: . 45TO NAVIGATE BACK TO THE PRIMARY SITE OR PREVIOUS SUBSITE: . 45CALENDARS . 46TO CREATE AN EVENT: . 46TO EDIT A CALENDAR EVENT: . 47TO DELETE AN EVENT: . 48TO SET AN ALERT ON A CALENDAR ITEM: . 48VIEWING THE CALENDAR . 49TO CHANGE THE VIEW OF THE CALENDAR: . 49SHAREPOINT CONTACTS . 50TO CREATE A CONTACT: . 50EDIT A CONTACT. 51TO EDIT USING THE CONTACT FORM: . 51 London School of Economics & Political Science302/12/2014/lse.ac.uk/IMT/training
TO EDIT USING THE CONTACT LIST: . 51TO DELETE A CONTACT:. 52TO EXPORT YOUR SHAREPOINT CONTACT LIST: . 53TO EMAIL INDIVIDUAL SHAREPOINT CONTACTS: . 53TASKS . 54TO CREATE A TASK: . 54TO EDIT A TASK: . 55TO SET AN ALERT ON A TASK LIST: . 56ANNOUNCEMENTS . 57TO ADD A NEW ANNOUNCEMENT: . 57LEGAL AND BEST PRACTICE GUIDELINES FOR WORKING WITHIN SHAREPOINT . 58COPYRIGHT . 58FREEDOM OF INFORMATION . 58DATA PROTECTION/PRIVACY . 59RECORDS MANAGEMENT . 59DATA SECURITY . 59 London School of Economics & Political Science402/12/2014/lse.ac.uk/IMT/training
Introduction to SharePointYour SharePoint SiteSharePoint has been introduced into the LSE as a tool for collaborative working on files anddocuments relating to current projects. SharePoint also has some other useful tools such as acalendar, which can help you plan and work on projects together. SharePoint is not a file storagesystem.Your SharePoint team or department site will be known as the primary site collection or top-levelsite. 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 ascalendars and tasks. The site can then be modified to suit your team requirements. The layout belowis a standard layout for a SharePoint team site (this is an example – not the LSE SharePoint site) London School of Economics & Political Science502/12/2014/lse.ac.uk/IMT/training
SharePoint TerminologySharePoint SiteThe SharePoint site is the overall LSE SharePoint site fromwhich department and team sites are created. See theexample above.Primary Site CollectionEach team or department site is a site collection. See theexample above.SubsiteA team site within an existing primary site collection.See the example above.LibraryA library can be created to hold a certain type of file ordocument or relate to a particular project or task.See the example above.FolderFolders can be used to group document and files.Nominated Primary Site ownerThe owner of your team or department site. The Site Owneris responsible for all the content on the site and how it isused. They are also accountable for the entire site includingsubsites.Nominated Subsite ownerResponsible for the subsite they create, all the content andhow it is used.PermissionsThese are set by the Site Owner and will determine whatlibraries, folders or documents a SharePoint user can share,edit or view.CollaborationSharing work in SharePoint. Most collaboration will be onshared documents where several SharePoint users may beupdating the same documents.Document SharingTo share a file or document with a SharePoint User forcollaborative working or just to view the content.SharePoint End UserEveryone who has permissions to use the content of a site,other than the Site Owner.SharePoint CalendarA shared calendar for everyone in the SharePoint team toview.SharePoint TasksShared tasks for everyone in the SharePoint team. Can beused to keep track of group projects and assign tasks to aparticular SharePoint user.ContactsShared contacts for everyone in the SharePoint team to use.Can be exported and used in Outlook if required.RibbonA context sensitive menu bar which appears at the top of aSharePoint page.SharePoint PageA SharePoint screen of information.ListsA list of contacts or tasks within SharePoint. London School of Economics & Political Science602/12/2014/lse.ac.uk/IMT/training
How to log into your SharePoint siteMost users of SharePoint will receive a link to your site through the email in the way of an invitationto 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 willrequire 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 InOn most occasions it will not be necessary to type your password. As soon as you click into thepassword 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 tocomplete the Office 365 login screen again once you are in SharePoint. This will normally happenwhen you want to use one of the Office integration tools. This happens because your browser will notalways recognise the redirection as a trusted area. To overcome this, just tick the box on the pop-upscreen that says ‘Keep me signed in’.If you need more help with logging in, please click on this facilities/sharepoint/home.aspxLogging out of SharePointTo 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 handcorner of the SharePoint team site window2. Click Sign out3. Close your browser London School of Economics & Political Science702/12/2014/lse.ac.uk/IMT/training
Introduction to your new SharePoint siteWhat is available - The Home PageWhen 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 Calendar Contacts Document Libraries – Department Documents & Head of Department Tasks Site ContentsThese items are ready to use. To see what these look like, just select the quick link from the leftnavigation menu. For instance, when you click Calendar the home page will be replaced by thecalendar. You will learn more about these features later.On the home page itself, you will see two tiles:1. Share your site.And2. Add lists, libraries and other apps.The tiles are shortcuts to various items you can set-up in SharePoint. The shortcut you are most likelyto use is the Add lists, libraries and other apps. The Site Owner will set-up the site sharing. London School of Economics & Political Science802/12/2014/lse.ac.uk/IMT/training
Navigation around your siteUse 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 cornerOr2. Click on The Name of Your Site, which is in the quick links at the top of the screenTo return to the LSE SharePoint page:1. Click LSE SharePoint, which is in the left navigation menu London School of Economics & Political Science902/12/2014/lse.ac.uk/IMT/training
SharePoint MenusUsing the RibbonThe 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 behidden 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 aDocument Library2. In the ribbon at the top of the screen, click on the FILES tab3. In the New group, click on New FolderPlease note: The Ribbon tabs will change depending on what you have selected in SharePoint. In theexample below, from the left navigation menu, Calendar is clicked on and the Ribbon tabs now showEVENTS and CALENDAR. London School of Economics & Political Science1002/12/2014/lse.ac.uk/IMT/training
The EllipseMenuFor most of this guide, you will be shown how to make choices using the Ribbon menu but from timeto time you may choose to use the Ellipsemenu. Most of the choices here are duplicated in theribbon but you may prefer to use this route.You will see the Ellipseto the right of any folder or file/document on a SharePoint page. Thisproduces a pop-up menu of information.Click the Ellipseon the pop-up menu for more options London School of Economics & Political Science1102/12/2014/lse.ac.uk/IMT/training
Search for a document or file in SharePointYou 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 page2. Type in your search text to look for any content on the site containing this text3. Press Enter or click on the magnifying glassThis is an example of the search results. London School of Economics & Political Science1202/12/2014/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 list2. Type in your search text in the search box located above the document list3. Press Enter or click on the magnifying glassThe listed content of the library or folder will condense to show only the results as shownbelow:To see the full content of the library or folder again:1. Click thenext to the search text London School of Economics & Political Science1302/12/2014/lse.ac.uk/IMT/training
User groups and permissionsAs a SharePoint end user, you will be assigned to a particular user group, which will determine howyou can use the content of your SharePoint team site. For instance, the group you are assigned tomay 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 oneach group will determine what you can do within SharePoint. The default permissions on the groupsare set so that Members can create and edit content on the site such as documents, libraries andfolders. 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 groupcan only read the content of the Department documents library while the Members group can editthe content within it. The department heads Member group can create and edit content of the Headof Department library. London School of Economics & Political Science1402/12/2014/lse.ac.uk/IMT/training
Document management and collaborativeworking in SharePointDocuments and files can be uploaded into SharePoint from your Network drive. This will produce acopy of the original file or document. Documents stored in SharePoint are there to be usedcollaboratively with colleagues and for this reason you should continue to use the document inSharePoint 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 arecord of who made the changes and when the changes were made. In most cases a new version ofthe document will be automatically created when a change is made, making it possible to step backto previous versions if necessary.The Training Room PC Checksdocument shows who last modifiedit and when. London School of Economics & Political Science1502/12/2014/lse.ac.uk/IMT/training
Document managementBefore uploading and sharing documents and files in SharePoint it is important to realise who will beautomatically sharing these documents. This depends on the permissions inherited from the site orlibrary you are uploading documents to.Introduction to inherited permissionsAny new document uploaded to SharePoint will have the same permissions (people who can use it)as its parent site or library. As a Member user (which most SharePoint end users are), you will not beable to change the permissions inherited from your site or document libraries but you will be able toextend the permissions by requesting to share a document with additional users (see the section onsharing documents).The image below shows how permissions flow down from the team/department site to all thecontent below it unless uniquely changed for a library or subsite. London School of Economics & Political Science1602/12/2014/lse.ac.uk/IMT/training
Library and folder structuresDefault document librariesYou will find two default libraries ready to start working with.Department DocumentsThis library is designed to be used for your general business needs and document collaboration. Youcan create folders within this library to help organise your work.Head of DepartmentThis library has been created for you to use when it is necessary to restrict use of the content. Forinstance, the Head of Department may have documents that only a restricted number of users wouldneed to have access to. By default, the permissions on this library will be inherited from the site andwill not have any restrictions. If this is needed, your Site Owner can break the inheritance and set-upunique users for the library.Because you have these libraries there is generally no need to create additional libraries. You canstart uploading your documents straight away. Go to the Upload documents or Create newdocuments section of this manual or click the following links: Upload a document into SharePoint orCreate a new document in SharePoint using Office onlineIf you need to create additional libraries or folders, the following pages will show you how. London School of Economics & Political Science1702/12/2014/lse.ac.uk/IMT/training
To create a library:1. Click Settings2. Click Add an app from the drop down menu3. Click Document Library4. Create a name for your library in the Adding Document Library dialogue box5. Click CreateYou will now see your new library in the left hand side navigation menu. London School of Economics & Political Science1802/12/2014/lse.ac.uk/IMT/training
To remove a SharePoint library:Please note: When you delete a library, you will also be deleting all the documents within it.1. Open the library you want to delete2. Click the LIBRARY tab3. In the Customize Library group, click Library Settings London School of Economics & Political Science1902/12/2014/lse.ac.uk/IMT/training
4. Click Delete this document library, which is under Permissions and ManagementThe dialogue below will act as a warning5. Click OK to complete the action London School of Economics & Political Science2002/12/2014/lse.ac.uk/IMT/training
Create a folderFolders can help to organise documents in a library and will help the team to find the documentsthey need to work on. Remember that the folder you create will inherit the permissions from itslibrary. If you need changes to the permissions (who can see and edit the documents within thefolder), please speak to your Site Owner.To create a folder:1. Open the library where you want to create a folder2. Click the FILES tab3. In the New group, click New Folder4. Type the name of the folder in the Name box5. Click SaveYou will now see your new folder listed in the Library. London School of Economics & Political Science2102/12/2014/lse.ac.uk/IMT/training
Delete a FolderPlease note: When you delete a folder, you will also be deleting all thedocuments within it.To delete a folder:1. Open the library containing
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 view. 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.
Administration Guide For SharePoint 2019, SharePoint 2016, SharePoint Server 2013, SharePoint Foundation 2013, SharePoint Server 2010, SharePoint Foundation 2010 This manual has been produced by MAPILab and contains information essential for the successful installation of HarePoint HelpDesk for SharePoint on your computer. Product version 16.7 .
SharePoint kann sich auf ein oder mehrere Produkte aus der Microsoft SharePoint-Produktfamilie beziehen. SharePoint Foundation : Dies war die zugrunde liegende Technologie für alle SharePoint-Websites und steht für SharePoint 2016 nicht mehr zur Verfügung SharePoint Server : Dies ist die lokale Version von SharePoint. Sie können einen oder
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Migrating from SharePoint 2007 to SharePoint 2013 SharePoint 2007 provides a great collaboration platform, but as the business matures, so should the platform. Now-a-days companies that invested heavily in SP 2007 are now developing a SharePoint strategy may be confused regarding migration to SharePoint 2010 and or 2013. Needless to say, an
Branching out from the solutions in SharePoint 2010, SharePoint 2013 has both apps and classic solutions. Both are collectively called extensions in SharePoint 2013. Apps are units of specific functionality that extend the capabilities of SharePoint to fulfill business or user requirements; they are lightweight and easy to use.
WebAPI Authentication Can be anonymous Very useful for anonymous form submits Simplifies permissions in SharePoint Leverage SharePoint or Windows authentication Deploy as an IIS application under SharePoint, or on an internal IIS server Can access the user's SharePoint or Windows identity Use that to access SharePoint, or can still run with elevated permissions
WebAPI Authentication Can be anonymous Very useful for anonymous form submits Simplifies permissions in SharePoint Leverage SharePoint or Windows authentication Deploy as an IIS application under SharePoint, or on an internal IIS server Can access the user's SharePoint or Windows identity Use that to access SharePoint, or can still run with elevated permissions
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