SharePoint QuickList



SharePoint FAQ

What can I do with SharePoint? 2

What does each section of this screen allow me to do? 3

How do I create a document library? 4

How do I create a folder in a document library? 5

How do I add a new word document using a template? 5

How do I add a new document without a template? How do I upload a file? 5

How do I update a document? 5

Can I keep a revision history of each document? 5

How do I delete a document? 6

How do I create a list? 6

Add an item to a list? 6

Change the Order of a list? 6

How can I share a document? 6

How can I share a document library? 7

How does SharePoint integrate with Microsoft Office? 7

How do I set a template document for a document library? 7

How do I give others access to my SharePoint site? 7

Who can create “sub-sites”? 8

How do I create a sub site? 8

How can I be notified whenever a document changes? 8

How Do I Copy/Cut a File/Folder to another site/page from a library? 8

How do I do alerts/notifications? 9

What are the standard groups created with each SharePoint site and what are their privileges? 9

How do I create and edit a custom group? 10

How do I give groups access to specific sections of a site? 10

How can I require that a document is checked out before being edited? 10

What other tutorial resources exist for SharePoint? 10

What can I do with SharePoint?

• Discussions on topics provided for user inputs. Collaboration of group members, students attending the same class.

• Being able to store and share documents. Posting up assignments.

• Announcements can be made for when assignments/documents are due, when the group meetings are.

• Will be able to create a Wiki for projects so others can work on it collaboratively with you. And changes are saved with a version history.

• Blogging for people who would like to share their thoughts on things

• Different workspaces can be made to do things with certain people and stay connected with them.

• Having a calendar for keeping track of schedules and project due dates.

• Ability to customize the design of the webpage to make the site more personalized

• Document libraries can be taken offline if you have Microsoft Office Outlook 2007 and can be posted back to the SharePoint library by re-syncing when the network is available again.

• The interface is easy to work with and by exploring around, simple things just get started.

What does each section of this screen allow me to do?

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1. Website Breadcrumb – This tells you which site you are at and it gives you an idea of where the site if it is located within sites as a sub-site.

2. Tabs – Users (that have the right permissions) can add in tabs that can be seen at the top of the page no matter if you’re in a folder or not. This can provide sites to be accessed easily without going through the site to find its location.

Note: This only occurs in the scope of the site you are at. Sub-sites can inherit this tab if you specify it to.

3. Quick links – This is also similar to the tab system but its location is on the left hand side of the page. It is also categorized into sections which can be modified as well. The quick links are links that are accessible only from that site.

Note: The links in the quick links are only seen within the scope of the site. Once into a sub-site the links will be different.

4. User Greeting – There is a greeting in the top right hand corner of the webpage. This is tells you who you are (who you’re logged in as). If the name at the top corner isn’t yours, contact your administrator about it.

5. Help Button – This can provide some general help about SharePoint.

6. Search – This search option can search for items that are currently in your site/list. This search will go through the files and matches what you are looking for.

Note: If you do not want people to be able to search for things in this document folder. There is an option that you can set that will omit that folder from the search.

Go to the Document Library that you want to omit from the search option. Click on Settings > Document Library Settings > Advanced Settings. Under the search section, select No. Click OK.

7. Site Actions – This certain tab is for adding or maintaining the items in the site or on the homepage of the website.

- Create – creates new items such as libraries, lists, etc.

- Edit Page – This changes the home page and where things are located.

- Site Settings – Manages all the settings with the site.

Note: This tab: Site Actions can be seen by users who have access to it like Administrators who have full control, and design privileges.

8. The Top section of the page – A design component of the homepage. Web parts can be added in to this section. Usually it would be something semi important and needs to be noticed right away since this appears at the top of the page.

9. The left section of the page – A design component of homepage. Web parts can be added in to this section.

10. This is the right section of the page – A design component of homepage. Web parts can be added in to this section.

How do I create a document library?

• To create a document library, you click on Site Actions.

• Click on Create

• Select Document Library and fill in the required information that is needed to create the document library.

• Fill in the information. Click Create.

How do I create a folder in a document library?

• In the document library, click on the drop down arrow beside New. From there you will be able to select whether you want a new document or a folder to be created.

• Then you’ll be prompt to enter in the name of the folder and click on Create.

How do I add a new word document using a template?

• Go to the folder where you want to create this new document, and select new. By default the folder should be set to a word document, unless specified otherwise. SharePoint would pop up a dialog box saying that its opening up this file and is it safe to open it. Just click OK and it will open up word document and you can just start there.

How do I add a new document without a template? How do I upload a file?

• Adding a new document without a template: You would have to upload a file and not select New in the folder where you want to place the document in.

• Uploading a file: Go to the place where you want the file to be created. Select the Upload option. You can either upload a file or multiple files. (For multiple files click on the link, Upload Multiple Files) Browse for the file(s) you want to upload and click OK.

How do I update a document?

• If you are using Internet Explorer, you can just open up the file, edit it and then save it. This will save it directly on to the SharePoint database.

• You can also just download the file and just upload it again. By uploading it, SharePoint will overwrite the previous document and replace it. (And if version history is enabled then it would make a copy of the current version to be the older version.)

Can I keep a revision history of each document?

• Yes. You can go into the document library settings where the files are kept or going to be saved to set it. Settings > Document Library Settings > Version Settings. Under the Document Version History, you would have the choice to Create major versions or to Create major and minor versions to the draft. Select the preferred one and click OK

• Another way is when you upload a document, there is a checkbox that tells you that you have the option to create another version if there is another document if there is the same name.

How do I delete a document?

• Place the mouse cursor over the file that you want to delete. You should be able to see a drop down arrow, click on it.

• A menu will appear and there is a delete option there. Click it.

• Confirm that you are deleting the correct file. Click OK.

How do I create a list?

• Select Site Settings > Create > Custom List and enter a name and other options if needed. Click Create.

Add an item to a list?

• Go to the list that you want to add an item to.

• Click New and enter in the information; Click OK.

Change the Order of a list?

• Columns: In the list you want to re order, select Settings > List Setting > Column Ordering. Change the order of the columns by interchanging the numbers of orders.

How can I share a document?

• The documents inherit the folders permissions of accessibility by default. Whatever permissions the folder has the documents within that folder are available to them.

• You can also set your own permissions to the document and that way you can restrict the users even more. What you do is you go to the dropdown box on your document (hover mouse over document name), Manage Permissions > Actions > Edit Permissions and then a dialog box will appear telling you that the permissions will be different than the parent folder; click OK. And then you can edit the permissions right there.

• Note: If SharePoint cannot find the user, the user might not have activated his/her account. To do so, go to: Then you will find the user name and add in the user.

• Give permissions, either to a group or assign them individually.

How can I share a document library?

• The document library will inherit permissions from the site. Whatever the site has for permissions, the document library will inherit these permissions.

• You can edit the permissions by going into the document library and selecting Settings > Document Library Settings > Permissions for this document library > Actions > Edit Permissions.

• Note: If SharePoint cannot find the user, the user might not have activated his/her account. To do so, go to: Then you will find the user name and add in the user.

• Give permissions, either to a group or assign them individually.

How does SharePoint integrate with Microsoft Office?

• If you are using Internet Explorer, SharePoint will be able to just open up a new Word document from just clicking New in the folder. Depending on what the template is set to, it will open up a blank document of that type like word, excel, powerpoint, ..etc.

• Other browsers will not have this functionality.

How do I set a template document for a document library?

• Go into the document library that you want the document template for.

• Settings > Document Library Settings > Advanced Settings

• Under Document Template, you can specify the document template you would like to use.

• Select OK.

How do I give others access to my SharePoint site?

• Note: You must have Full Control permissions in order to add users to a site.

• Site Actions > Site Settings > Advanced Permissions > New.

• Enter in the login name and check it. Or Search up the user’s login in name.

• Note: If SharePoint cannot find the user, the user might not have activated his/her account. To do so, go to: Then you will find the user name and add in the user.

• Give permissions, either to a group or assign them individually.

• You also have the option to send them an email where you can also enter in a personal message. A default message with links will be added to the email.

• Click OK

• Note: Be sure that you added the user under the right domain since there is UC_ADMIN and UC_CAMPUS.

Who can create “sub-sites”?

• Users who have Full Control rights can create sub-sites.

How do I create a sub site?

• Site Actions > Create > Sites and Workspaces

• Enter in the information and apply the necessary options.

• Click Create.

How can I be notified whenever a document changes?

• When a document changes it will have a “New!” beside the document.

• More notification: go to the folder where you want to be notified if documents changed, select Actions > Alert Me. Fill in the information desired and select OK. Emails will be sent out telling you that a document is added, modified, etc.

How Do I Copy/Cut a File/Folder to another site/page from a library?

• Easiest way is to have 2 windows open with one window where the folder you want to take the file from (source) and the other window has the destination folder where you want the file to be moved to.

• Change both windows view of the documents into Explorer View which is in the right hand corner of the document listings.

• Then on your source window you right click the file you want to move. IE will pop up a message box telling you that it could be an unsafe action, just select Yes. The menu should pop up and select the action you want to perform (Copy/Cut).

• On your destination window, right click the area of the view and again you will be prompted to continue the action or not. Select Yes. Menu will appear again and this time select Paste. And the file has been moved/copied.

• Alternative Way 1: (Only Copies the file) If you know the URL of your destination folder, in the source folder you can just go to the drop down box (in the regular default view: All Documents). Select Send to > Other Location. Type in the URL and select OK.

• Alternative Way 2: (On campus only) In My Network Places folder on your computer, you can add a network place to the certain document libraries and perform the copy/cut/paste there without using SharePoint. Here, you can only see the document library as your parent folder. Each document library will have its own network places.

Note: Do not tamper with the Forms folder because this is the settings for the document library itself unless you really know what you are doing.

How do I do alerts/notifications?

• Go into the folder, list, etc where you want to be alerted if something was changed.

• Go to Actions > Alert Me.

• Fill in the necessary information and options. Click OK.

• Enter in the Alert Title to be something meaningful to you so you know what it is notifying you about. Enter in all the emails you want to be notified of this event.

• Setting the change type to what you want to be alerted about. (all changes, new items added, items edited, items deleted, web discussion updates)

• Select an option for sending alerts for the changes specified when anything changes, someone changes a document by me or modified by me.

• When selecting the When to Send Alerts, be careful to select which option. (Send email immediately, daily summary, weekly summary)

Note: If you do not choose carefully you may be overwhelmed with emails containing the changes.

• Click OK.

What are the standard groups created with each SharePoint site and what are their privileges?

• When creating a SharePoint site, three default groups are created. ( Members, Owners, Visitors)

• Members – People who are given Contribute permissions. This allows users. to edit or add files to the folders that are created.

• Owners – People who are given Full Control permissions to the site and are site administrators. This allows users to do anything they want.

• Visitors – People who are given Read Only permissions.

How do I create and edit a custom group?

• Note: You need to be an Administrator (Full Control permissions).

• Go to Site Actions > Site Settings > Advanced Permissions > New Group.

• Enter in the name of the Group. And go through the settings that you want the site to have or leave the default values.

• Select the Permission level the group should have. Select Ok.

• Go into the group you’ve just created and select New. And you add in the user just like you would normally.

How do I give groups access to specific sections of a site?

• Go to the folder/items that you want the group to be able to see.

• If it’s a document folder, task, etc (a general group), go to Settings > GroupName Settings > Permissions for this GroupName > Actions > Edit Permissions. A dialog box will pop up telling you that the permissions are no longer inherited from the parent site. Click OK

• This is just the same as adding another user. New > Add Users. Enter the group name or user names. Click OK.

• Note: You must be an administrator to be able to set permissions.

How can I require that a document is checked out before being edited?

• Open you document library. On the Settings menu, choose Document Library Settings.

Click on Versioning settings. Choose Yes in the line named Require Check Out and

Click OK.

What other tutorial resources exist for SharePoint?

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