SharePoint CheatSheet for Site Members

This document will address the basic functions a Site Member will need to perform in SharePoint. Anything not covered here should be covered in the online SharePoint Training videos (available on the intranet under “Training”). It is recommended that every Site Memberreview the training videos relevant to your site’s features. Please direct all other support questions to your Site Owner.

Site Members are responsible for:

  • contributing content to the site
  • ensuring accuracy and up-to-date information on the site

Finding Your SharePoint Site

  1. Your SharePoint site will be referenced from the intranet (from the “Committees” page, for example).
  2. You will also be able to see the direct URL for the site, which you can bookmark for quicker access.

Logging in to SharePoint

At Work

  1. When you try to get to a SharePoint site, you will be asked to log in with your Windows log-in and password (what you use to log in to the computer first thing).
  2. If you are on a shared computer (e.g. at a service desk) and logged in to the computer with a generic log-in, you can access SharePoint, but if you want uploads or comments to be identified as yours you will need to log in as yourself.

From Home

  1. When you try to get to a SharePoint site from home through a link or directly through a bookmarked URL, you will be asked to log in with your Windows log-in and password.
  2. From home, you need to remember to add SJLibrary/ before your name to indicate the domain. For example, your log-in will be SJLibrary/JSmith (instead of just JSmith) and your password will be normal.

Note: If you have any access problems, such as being asked to log in repeatedly during your use of the site, please notify your Site Owner.

Contributing to a Blog

  1. If your site has a blog on it, you may be expected to add posts or comments.
  2. To add a new post to a blog, click on the “Create a Post” link on the right side of the blog window. Then enter a title for the post, the text for your post, and then click on “Publish.”
  3. To add a new comment to a blog, click on the “Comments” link at the bottom of the blog post you wish to comment on. Then enter a title and the text for the comment. Then click on “Submit Comment.”

Contributing to a Wiki

  1. To edit an existing wiki page (a webpage that anyone can contribute to), click on the “Edit” link in the upper right.
  2. The next window lets you enter text, images, or format the content. When done, click “OK.”

Contributing to a Discussion Board

  1. To create a new discussion, click on “New” and give the topic a name and add some notes to the body of the topic describing the issue.Click on “OK” to save your topic post.
  2. To participate in a discussion, click on “Reply.” A toolbar is available to add simple formatting, links, and more. Click on “OK” to save your reply.

Adding Announcements

  1. Click on the “Add New Announcement” link at the bottom of the Announcements list on your Site.
  2. Add a title and information in the body, which offers a simple editing window with text and image editing.
  3. You can set a date for your announcement to expire if you desire.
  4. Click on “OK” when done.

Adding Calendar Events

  1. Click on the “Add New Event” link at the bottom of the Events list on your Site.
  2. Enter a title for the event, starting and ending dates and times, and additional information if desired (like location, a description, etc.).
  3. If it is a recurring event, you can click that checkbox and the system will prompt you to choose your recurrence options.
  4. Click on “OK” when done.

Adding Meeting Minutes/Agendas

  1. Click on the “Meeting Documents” link for your group in the navigation. The next screen presents a list of your group’s meeting dates on the left. Click on the appropriate date. [Alternatively, you can go to your meeting calendar and click on the appropriate date, then click on the link in the “Workspace” section.]
  2. The next screen shows two sections-agenda & minutes.
  3. To upload an agenda, click on “Add New Item” in the Agenda section. Type in the subject of your agenda (e.g.” September Agenda for KMT”). Then click on the “Attach File” link and browse to find your file. Click on “OK.” Then click “OK” again.
  4. To upload minutes, click on “Add New Document” in the Minutes section. Browse to find your file and click on “OK.”

Setting up Alerts for Yourself in Email or RSS

  1. There is an “Actions” button at the top of each feature, or Web Part, within your SharePoint site (such as Team Discussion).
  2. Click on “Actions” and look at the bottom two options: “View RSS Feed” and “Alert Me.”
  3. Clicking on “View RSS Feed” will display the RSS feed for that feature. Copy the URL from your browser address field on this page. You will need to paste it into a FeedReader web part on one of your SharePoint pages. Separate multiple feed URLs with a semicolon. Now every time you visit the page with your FeedReader web part, you will be shown updates for the feed URLs of the features you have identified. RSS Readers such as Bloglines and Google Reader cannot be used at this time because they require authentication.
  4. Clicking on “Alert Me” will let you set up an email alert for this feature, sending you emails whenever anything on that part of the site is changed.

Note: You do need to subscribe to each alert, each feature within each Site you belong to, separately. So don’t forget to sign up for all relevant alerts—discussions, announcements, etc.!

UploadingDocuments

  1. To upload a single file: within the “Shared Documents” part of the Site, click on “Upload” and choose “Upload Documents” to browse to find the file you wish to upload. Click on “OK.”
  2. To upload multiple files at one time: within the “Shared Documents” part of the Site, click on “Upload” and choose “Upload Multiple Documents” to browse and find the folder with the files you wish to upload. Check off the box next to the documents you wish to upload, and click on “OK.” You’ll be asked if you are sure – say “Yes.”
  3. Once documents are uploaded, you can collaborate on them with the other Site Members.

Collaborating on Documents Using the Version Control Features in a SharePoint Library

  1. If you want to track a document through different versions, the best way to do that is with “versioning.”
  2. By default, versioning (tracking different versions of a document) is turned off for all shared documents in SharePoint. The Site Owner will have had to enable versioning for this to work (contact him or her to enable please).
  3. To edit a document, you will need to check it out (telling other members that it is being updated and preventing them from updating it at the same time). In a document library, hover over a document’s name, click on the down arrow, and choose “Check Out.”
  4. Edit the document, and when you are done with your changes, click on “Save.” SharePoint will prompt you to “Check In” the document.
  • You can either check it in here by clicking on “Yes” –or–
  • Go back to the document library, hover over the document’s name, click on the down arrow, and choose “Check In.” This next window asks you to detail what the changes were and click on “OK.”
  1. Each time a document is edited and saved, the current version will display by default but the past versions will still be visible.
  2. To view any document’s version history, hover over the document’s name in the library, click on the down arrow, and choose “Version History.”
  3. To restore a document to an earlierversion, hover over the document version’s date and time, click on the down arrow, and choose “Restore.”