SharePoint User Guide
for NHS South Central
March, 2011
Prepared by
Scott Ball (SharePoint Consultant)
Contributors
Elsie Boxall-Rayner (SharePoint Officer)
Stephanie Clark (Knowledge and Information Systems Project Manager)
Jenny Thompson (Knowledge and Information Development Manager)
Lyndsay McLean (Project Manager and SharePoint Training Manager)
SharePoint User Guide for NHS South Central.docx Page 1 of 43
Revision History
Version / Date / Author / Summary of Changes0.1 / 14/02/2011 / Scott Ball / Initial draft for review/discussion
0.2 / 30/03/2011 / Stephanie Clark / Reformatting and additional text
0.3 / 08/04/2011 / Elsie Boxall-Rayner / Reformatting, revision and additional text
0.4 / 08/04/2011 / Jenny Thompson / Review, revision and additional text
0.5 / 11/04/2011 / Lyndsay McLean / Review, revision and additional text
1.0 / 12/04/2011 / Elsie Boxall-Rayner / Final Review, revision and additional text
Document Approvals
Name / Version approved / Position / DateElsie Boxall-Rayner / 1.0 / SharePoint Officer / 12/04/2011
Stephanie Clark / 1.0 / Senior Project Manager / 12/04/2011
Jenny Thompson / 1.0 / Knowledge and Information Development Manager / 12/04/2011
SharePoint User Guide for NHS South Central.docx Page 1 of 43
Contents
1. Introduction 5
1.1 Definitions and Acronyms 5
1.2 Roles and Responsibilities 6
2. Accessing the site 7
2.1 SHA Staff at Otterbourne 7
2.2 N3 User Access 7
3. How to navigate around site 8
3.1 Global Navigation 8
3.2 Searching on SharePoint 9
3.3 Searching for Colleagues 10
4. My Sites 11
4.1 Creating a “MySite” 11
4.2 Working with your My Site 12
5. My Profile 12
5.1 Updating your Profile 12
5.2 Overview Page 14
5.3 Organisation Page 15
5.4 Content Page 15
5.5 Tags and Notes 16
5.5.1 Adding Tags and Notes 16
5.6 Colleagues 17
5.7 Memberships 17
6. Team Sites 18
7. Projects 19
7.1 Locating Projects 20
7.2 Request new project site 22
7.3 Adding new Project name to metadata hub [FOR SharePoint Officer] 23
7.4 Creating a new Project Site [FOR SharePoint Officer] 25
7.4.1 Adding the new site to the Projects Directory 28
7.5 Complete Workflow approval – SharePoint Officer Role 30
7.6 Adding / removing project members - SuperUsers / Project Managers Role 31
7.7 Creating a restricted area for project sites [FOR SharePoint Officer] 32
7.8 Creating “Project Home Page” link – SharePoint Officer / Project Manager Role 35
8. Corporate Documents 36
9. Publishing – Approval Workflow 36
9.1 Updating a page – Super User Role [FOR SharePoint Officer] 37
9.2 Completing Approval workflow process [FOR SharePoint Officer] 39
9.3 Restoring page versions – Super User and SharePoint Officer Roles 40
10. Social Networking in SharePoint 2010 42
11. Further Information and Help on SharePoint 44
1. Introduction
As part of the SHA’s Knowledge and Information Services Project a new SharePoint 2010 platform has been installed to replace the existing SharePoint 2007 environment. This document is a user guide for NHS South Central’s implementation of this new SharePoint 2010 platform. It has been written for the 4 main SharePoint user roles, namely:
· An SHA or N3 viewer
· A Project or Programme Manager
· A SuperUser
· The SharePoint Officer
and is designed to familiarise you with the SharePoint environment. For further information on how to use SharePoint and adapt it to suit your way of working, please see the “How to…” guides and videos on the IT Help and Guidance SharePoint page at: https://kis.southcentral.nhs.uk/sites/staff/it-help/Pages/default.aspx and / or borrow a copy of “Quick Steps to SharePoint 2010” from the SharePoint Officer.
1.1 Definitions and Acronyms
Term / DefinitionCheck-in or Check-out / You check out a document or a page in order to edit it. Checking it back in makes the changes/version available.
Library / Used to store different types of files such as documents.
Major Version / The version that is available for general viewing.
Page / Pages are created, edited and customised by end users. Primarily used to show content in a site.
Presence Awareness / The coloured circle next to a person’s name which shows their availability within Office Communicator.
Quick Launch Bar / The name given to the list on the left hand side of the page which shows the content that is available from the site.
Ribbon / The SharePoint ribbon – used to select options / actions.
Search Scope / A search scope can be used to narrow the search results that are returned for example to filter down to results from Corporate Documents or Programmes.
SharePoint / See “What is SharePoint” video found here
Site / A SharePoint Site that contains content such as libraries and lists.
Site collection / A set of sites that can be managed together which contains a single top level site and any number of sub sites. ‘Shaping the Future’ and ‘Programmes’ are examples of site collections.
Top Level Site / Top level sites have multiple sub sites, being the top level site of a hierarchical structure. Sub sites can inherit the permissions and navigation from a top level site, and allows the site to be structured into individual project team sites.
Top Link Bar / Global navigation found at the top of a SharePoint site.
Versions / Major and minor versions can be created when editing documents.
Zones / There are multiple zones within a page where web parts can be added which dictates the design.
1.2 Roles and Responsibilities
SHA / N3 Viewer :Role / A viewer of SharePoint.
Who / All SHA and N3 users will get read access to the majority of the SharePoint sites, unless specifically stated otherwise in the security design [See Appendix].
Responsibilities / · Ability to read site content by default.
· Ability to contribute to team/project site information if a member of the team or granted access by the Project Manager.
Project / Programme Manager:
Role / Same as SHA / N3 viewers but with ability to manage specific project sites.
Who / Assigned project or programme manager.
Responsibilities / · To manage project sites.
· Elevate permissions for project members to contribute to project sites.
· Create additional lists/libraries on the project site.
· Create sub-sites such as meeting sites, blogs, wikis, etc….
SuperUser :
Role / A lead point of contact for SharePoint site development for your team, project or programme.
Who / Nominated SuperUser(s) for respective functions, or projects.
Responsibilities / · Ability to create and modify pages on the publishing layer of SharePoint and submit for approval to the SharePoint Officer.
· Ability to manage your project, team or programme sites.
· Working with members of your team to demonstrate what SharePoint can do.
· Be the ‘expert user’ within your team and act as first point of contact for user queries.
· Refer to the SharePoint Officer as your next point of call for user queries.
SharePoint Officer :
Role / Administrator and mentor for SharePoint
Who / Appointed role.
Responsibilities / · Ability to manage all site collections and sub sites.
· Ability to approve/reject publishing pages.
· Ability to create new publishing sites.
· Ability to create new project sites.
· Ability to create/update security models for the environment.
· Mentor and advise Super Users.
· Lead Master classes and Drop In sessions.
2. Accessing the site
The url address for the new SharePoint site is https://kis.southcentral.nhs.uk/sites/intranet/
2.1 SHA Staff at Otterbourne
When SHA staff located at Otterbourne first access that url address they will encounter the box below. Enter in the User name box: edu\’your username’ and then your normal password. This will enable automatic access going forward.
2.2 N3 User Access
Enter the site address https://kis.southcentral.nhs.uk/sites/Intranet/Pages/Home.aspx from an N3 (or GCSX) connection. You will get the screen below and will need to create a new account by selecting “I would like to register a new account” option.
Enter your first and last names along with a valid nhs.uk or nhs.net email address and select “Register”.
Once the account has been approved an email will be received from ‘NHS South Central < with the new user name and password.
You now have access to the SHA Home Page.
3. How to navigate around site
3.1 Global Navigation
Global navigation describes the top link bar that can be seen on every page. The functions are the main headings and hovering the mouse above the heading will show the sub-menu.
To help you navigate the site a “Site Map” can be found on the global navigation that lists all of the pages that are within SharePoint both as a hierarchical and as an alphabetical view.
3.2 Searching on SharePoint
A new search centre has been specifically built and can be found on the global navigation. It has been designed using scopes to help finding information easier and more efficient. Scopes can filter the amount of search results you receive as you can specify a particular category. For example, if we were looking for a document that we know is available from the corporate documents section we can select the “Corporate Documents” scope to reduce the results we receive.
3.3 Searching for Colleagues
The Search Centre has the ability to find colleagues within the SHA and this can also be accessed from the Homepage via “Find a Colleague”. To search for “Stephanie” enter it into the search box and then click on People above the box.
If you were to have entered “Steph” this would not return any searched because a ‘wildcard search’ will not work by default. Add the * character to the end of your search criteria, in this example “Steph*” and hit return. All results which start with “Steph” will be returned.
You can also carry out a search on just a team name within the people filter. The following image shows results for “Information Services”.
If you select the ‘Search Options’ you can look for specific skills under the Person Keywords box. In this example we are searching for someone who can help with SharePoint – by typing ‘SharePoint’ into the ‘Person Keywords’ box you could find a colleague who has listed SharePoint as a skill and can therefore help you with a SharePoint query.
4. My Sites
4.1 Creating a “My Site”
You can create a “My Site” area to have your content within your own personal site (in accordance with any relevant SHA usage policy, remembering that this is a work tool and content should be appropriate in this context), with shared and/or private document libraries, etc., and if you wish, it can be used as your default storage location.
From the Right hand corner of any SharePoint site select the drop down menu next to your name, followed by “My Site”.
On the “Stay Connected” page select the “My Content” option from the top menu bar.
Creating your “My Site” for the first time means the Processing page will be displayed, this may take a few minutes to complete as it is creating a site in the background.
Once completed, select “Yes” to make your new personal site appear.
4.2 Working with your My Site
My Sites come with shared and personal document libraries. By default the Shared library is viewable by all SHA and N3 viewers, meaning anybody with access to SharePoint can see the content within the library. On the other hand the “Personal” document library is viewable to you only and can be used as a personal area. Additional libraries can be added to your “My Site” as time goes by and each library could be shared differently depending on how you choose to use / share them.
5. My Profile
5.1 Updating your Profile
From the top right hand corner select your “Name” drop down menu followed by “My Profile”.
Your profile page will be displayed, select the “Edit My Profile” option.
On the “Basic Information” page some details will already have been completed such as Department, Title and Manager. These fields are populated from the Active Directory within Outlook’s address book and cannot be modified via SharePoint. If your details are incorrect, please notify the SharePoint Officer, who will arrange for them to be corrected. Other fields can be updated such as adding new skills in the “Ask Me About” or updating the “About Me” section. Once updated select ‘Save and Close’. Your new updates will now be available from the people search.
5.2 Overview Page
The overview page includes a note board and basic profile data such as your picture, presence awareness and contact details.
It also includes an “Ask Me About’” section which can help others in the SHA to find people with the skills they require. You can list your skills and interests for the organisation to see and when skills can be searched upon (see Section 3.3). You can pick skills and interests from keywords already supplied or you can create your own. Updating you skills and interests is explained further in “Updating My Profile” (see Section 5).
5.3 “Organization” Page (sorry, SharePoint spelling is American)