Information Technologies

Project Template SharePoint Site

User Guide

Date: 29-Sept-2008

Project Template SharePoint Site

User Guide

Prepared by: University of Calgary

Information Technologies

Issue date: 29-Sept-2008

Version: 1.0

Document History

Revision Number / Date / Description of Changes / Author / Editor / Communication of Change /
1.0 / 24-Sept-08 / Final / Project Office / Project Template SharePoint Site
Document Owner /
Name / Title / Organization / E-mail / Tel. /
Janet Cameron / Manager / Project Office / / 220-2810
Document Distribution /
Name / Type of Copy / Title / Organization / E-mail / Tel. /
Project Template Site User Guide / Electronic / University of Calgary


Table of Contents

1. What is SharePoint? 5

2. Project Template Site 5

3. Project SharePoint Site Ownership 5

4. Training 5

5. Accessing the Site 6

5.1. Logging In 6

5.2. Logging Out of the Site 6

6. Site Overview 7

7. Member Permissions 8

8. Project Team Contacts 9

8.1. Add a New Member to the Contact List 9

8.2. Update Member Information 9

8.3. Delete a Member from the Contact List 10

8.4. Editing Multiple Members 11

8.5. Print a Contact List 12

9. Documents 14

9.1. Add a File(s) 14

9.2. Delete a Document 15

9.3. Revise a Document 16

9.4. Move a Document 17

9.5. Copy a Document 18

9.6. Rename a Document 18

9.7. Check Out / Check In a Document 19

9.8. Print a Document 20

10. Action Register 21

10.1. Add a New Action Item 21

10.2. Attaching Documents to Action Items 21

10.3. Revise/Update an Action Item 22

10.4. Delete an Action Item 22

10.5. Editing Multiple Action Items 23

10.6. Printing an Action Register 24

10.7. 26

10.8. View the Action Register 26

10.9. View Action Items from the Action Register 26

10.10. View Action Item Attachments 26

10.11. Print Action Item Attachments 26

11. Sending Links 27

12. Views 28

13. Getting Help 29

14. Tips 30

Document ID: 04001010 Page 2 of 30

Information Technologies

Project Template SharePoint Site

User Guide

Date: 29-Sept-2008

1.  What is SharePoint?

SharePoint is a web-based Intranet tool that allows people to:

·  centrally store and share work files

·  connect and collaborate regardless of physical location

·  co-ordinate projects and tasks

It has been structured so that people can easily implement it in their workplace by the use of pre-designed templates which you customize for your use.

2.  Project Template Site

This is a SharePoint template created to enable project team members and affected staff to collaborate on a project. It is a generic site which can be customized to your project’s needs.

3.  Project SharePoint Site Ownership

The Project Office is set-up as an owner along with the requester of the site. The requester is responsible for the site itself; the Project Office is involved only to access document artifacts for the Project Deliverable Library. At the completion of a project, the site is closed and all access removed (except for view access as required). The Project Office retains ownership. Documents are retained according to University of Calgary retention guidelines.

4.  Training

This guide has been developed to address your specific need for getting started this site. It is available in the Getting Help section on the Home tab of the site.

5.  Accessing the Site

As this is a web-base site, it is accessed via URL (or hyperlink). Your site owner will provide this to you.

5.1.  Logging In

Some sites require that you log in. If yours does, once you are at the site a pop-up will appear. Key in your login information (the same as what you use to login to your e-mail) and click OK.

GTip: For security purposes, we do not recommend selecting Remember my password.

5.2.  Logging Out of the Site

Click on the drop-down arrow in the top right corner and choose Sign Out.

GTip: As long as a browser window opens you do not have to log in to the site. Closing all browser windows prevents unauthorized access.

Document ID: 04001010 Page 30 of 30

Information Technologies

Project Template SharePoint Site

User Guide

Date: 29-Sept-2008

6.  Site Overview

When you log onto the site, you will be at the main page for the site and you will also see a Home tab.

The Home tab is a carry-over from the deployment of the project site. It can be ignored in most cases.

The main contents of your project site will be on the tab with the project name. It is set-up to contain content such as:

·  all documents relating to the project

·  an issues log

·  an action register

The content is grouped into common types of data (eg: Documents and Lists). You access theses by clicking on the links on the left-side bar.

Document ID: 04001010 Page 30 of 30

Information Technologies

Project Template SharePoint Site

User Guide

Date: 29-Sept-2008

Document ID: 04001010 Page 30 of 30

Information Technologies

Project Template SharePoint Site

User Guide

Date: 29-Sept-2008

7.  Member Permissions

Users must have permission to access the site.

Only users with Owner status can set member permissions.

Instructions are in the Granting Permissions document in the Getting Help section on the home page of the project site.

Document ID: 04001010 Page 30 of 30

Information Technologies

Project Template SharePoint Site

User Guide

Date: 29-Sept-2008

8.  Project Team Contacts

Contacts can be any person involved in the project, including vendors or non-project staff who may need to view documents related to the project.

8.1.  Add a New Member to the Contact List

  1. In the Lists group on the side-bar, click Project Team Contacts
  2. The list is displayed.
  3. Click the drop-down arrow next to New and choose New Item.
  4. The New Item input form is displayed.
  5. Fill out the information in the form.
  6. Click OK
  7. The new member is added to the list.

8.2.  Update Member Information

If member information changes, you have 2 ways to update the list.

  1. In the Lists group on the side-bar, click the name of the list where the member appears.
  2. In the list displayed, double-click on the title of the member you are updating.
  3. The member’s information is displayed. Click Edit Item.
  4. The form is displayed. Update the information required.
  5. Click OK to save your changes.

Document ID: 04001010 Page 30 of 30

Information Technologies

Project Template SharePoint Site

User Guide

Date: 29-Sept-2008

OR

  1. In the Lists group on the side-bar, click the name of the list where the member appears.
  2. In the list displayed, position your cursor on the title of the member you are updating.
  3. Click the drop-down arrow and choose Edit Item.
  4. Make your changes in the form displayed.
  5. Click OK to save your changes.

8.3.  Delete a Member from the Contact List

  1. In the Lists group on the side-bar, click the name of the list where the member appears.
  2. In the list displayed, position your cursor on the title of the member you wish to delete.
  3. Click the drop-down arrow and choose Delete Item.
  4. The member is deleted.

OR

  1. Double-click the title of the member to be deleted.
  2. The member information screen opens.
  3. Select Delete Item.
  4. Click OK.

GTip: If you delete a member accidentally, you cannot undelete them. They will need to be added as a new member.

Document ID: 04001010 Page 30 of 30

Information Technologies

Project Template SharePoint Site

User Guide

Date: 29-Sept-2008

8.4.  Editing Multiple Members

If you have changes for multiple members, you may find it easier to do them in a datasheet view.

  1. Have your contacts list displayed.
  2. Click Actions.
  3. Choose Edit in Datasheet.
  4. Your contacts list is displayed in a table format.
  5. You can edit the data by moving around in the cells.
  1. To delete a member in this view, right click in the row and choose Delete Rows.

GTip: You can only delete multiple members if they are contiguous. Click in the first row to be deleted, hold down your Shift key and click in the last row to be deleted.

  1. Your changes are saved if you move away from the site or revert to standard view.
  1. A pop-up will appear advising you have changes to be saved. Click Yes to wait for the changes to be saved.
  1. To return to standard view, click Actions again and choose Show in Standard View.

8.5.  Print a Contact List

You have two of options for printing a contact list.

The simplest (and probably fastest) is to have the list displayed, then:

  1. Click File > Print Preview from your browser’s menu
  2. Select the page orientation icon > change Orientation to landscape
  3. Click OK.

Document ID: 04001010 Page 30 of 30

Information Technologies

Project Template SharePoint Site

User Guide

Date: 29-Sept-2008

Depending on how many fields are in your list it will not be particularly useful, nor will you receive a professional looking document. It does include the file name and date as well as the list name.

To get a better looking print-out of your contacts, export the list to Excel.

  1. Open your contacts list
  2. Click Actions and choose Export to Spreadsheet
  3. Click OK at the prompt Windows SharePoint Services . . . if it comes up
  4. Click Open.
  5. Click Enable.
  6. At the Import Data pop-up click Table, then click OK.
  7. The contacts list is opened in Excel.

GTip: The above steps are for MS Excel 2007. You cannot export SharePoint lists to MS Excel 2003.

  1. Modify the format as required for printing by including a title, header/footer is the list is over one page, etc. This printing method also gives you extraneous columns which will need to be deleted: Item Type and Path.

GTip: If you choose to export your list to Excel for printing, remember: Do NOT update your contacts in the Excel File. All updates are to be done to the SharePoint list so that userss will have the most current information.

9.  Documents

All files are stored/accessed via the Documents group on the left side-bar. These are referred to as “Libraries”. Document libraries have been set up based on commonly used project documents.

To ensure ease of you may want to establish document standards as indicated in the table below.

File Format / Consider storing all MS Office documents in Office 2003 format. This is important for those using Office 2003 as they cannot open Office 2007 files unless they have a file converter installed.
Save an Office 2007 File to Office 2003 Format: Choose File > Save as > under Save as type scroll and select Word 97-2003, Excel 97-2003 or PowerPoint 97-2003 as appropriate for your document.
Naming Standards / Determine a file naming standard for documents to be stored on your site. It should include the date of the document (eg: ddMMMyy) for ease of reference by all members.

9.1.  Add a File(s)

Single Document

  1. Select your document group from the side-bar
  2. Click Upload and choose Upload Document from the drop-down
  3. From the Upload Document screen, click the Browse button and scroll through your list of files to select the file to be uploaded.
  4. Click OK

Document ID: 04001010 Page 30 of 30

Information Technologies

Project Template SharePoint Site

User Guide

Date: 29-Sept-2008

Multiple Documents

  1. Select your document group from the side-bar
  2. Click Upload
  3. Choose Upload Multiple Documents from the drop-down
  4. From the Upload Document screen, click in the box beside each document name to select it for upload.
  5. Click OK

GTip: If you have documents stored in multiple folders, you will need to upload the documents in each folder separately.

9.2.  Delete a Document

  1. Locate the file you wish to delete.
  2. Position your cursor on the filename and click the drop-down arrow.
  3. Choose Delete.

OR

  1. Locate the file you wish to delete.
  2. Position your cursor on the filename and click the drop-down arrow.
  3. Choose Edit Properties.
  4. Click Delete Item.

GTip: If you delete a file by accident, you may be able to restore it from your recycle bin, but you will have to re-upload it to SharePoint. For help with restoring a file from the recycle bin, please contact the IT Support Centre at 220-5555.

GTip: You can only delete one file at a time.

9.3.  Revise a Document

GTip: If you need to revise a document, you can do so directly from SharePoint. It will save steps as you will not have to upload a new copy and remove the existing one. Also, the link will remain the same and members will have access to the most current file.

  1. Locate the document you need to revise.
  2. Double-click the document name
  3. Choose Edit from the pop-up and click OK
  4. The document will open in Word (or Excel, Power Point).
  5. Edit and save you would normally.

OR

  1. Locate the document you need to revise.
  2. Click the drop-down arrow for the file name.
  3. Choose Edit in Microsoft (or Excel, PowerPoint).
  4. Edit and save the document as usual.

9.4.  Move a Document

You can only move a document from one folder to another folder within the same document library. You must do this by using the Explorer view.

  1. From your document list, choose Actions > Open with Windows Explorer view.
  1. Click on the document to be moved and drag it to the folder.
  1. Close the Explorer window to return to standard view.

G Tip: If you need to move a document to another folder, you will have to delete it and upload it to the new folder.

G Tip: Using Move this file from the File and Folder Tasks list, will give you the option of moving the file to your own drive (shared or personal).