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Sharepoint at CAS-IT: TAP

Basic Sharepoint Features

Go ahead and connect to your site.  This is usually:  http://office.lilt.ilstu.edu/YOURDEPT/YOURULID

Adding Announcements

  1. Go to the home page if you are not on it already.
  2. Click on ADD New announcement to write a welcome message and instructions for your students/team. 

Sharing Documents

  1. Go to the left navigation area 
  2. Click on Shared Documents
  3. You can either click on NEW and make a new document or folder OR
    you can upload a document

Adding an item to the Calendar

  1. Go to the home page if you are not on it already.
  2. Click on Calendar if you want to add events on a certain date.
  3. If you use Outlook you can also import this calendar

How to add new users

  1. On the upper right, click on SITE ACTIONS tab and go to SITE SETTINGS
  2. Under Users and Permissions, click on Advanced Permissions
  3. Select a group that you want to add users to
  4. Click on New to add users
  5. paste in their ulids separated by semicolons
  6. You can also create custom groups

How to add a Wiki

  1. Also under SITE Actions, click on CREATE
  2. Under Web Pages select Sites and Workspaces
  3. Give it a title such as Ideas for Review Session
  4. In the URL name put in "review session"
  5. Under the collaboration tab, select Wiki site
  6. Use same permissions as parent site
    1. Yes
    2. Yes
    3. Yes
    4. Create
  7. Play with the wiki by clicking Edit and adding text

Note:  This product works best with Internet Explorer.
Note 2:  Do not copy directly from Word and paste into a Wiki - instead copy from Word to Word Pad or Notepad and THEN paste into the Wiki.

Copying or Moving a SharePoint List

  1. Create a template from the list.
    1. Open the SharePoint site that contains the list you want to move or copy as an “administrator” user.
    2. Open the contents of the list.
      1. If the list is available on the side navigation bar, just select the list there.
      2. Otherwise, go to “View All Site Content” on the upper-left and find the list and click on it.
    1. Choose “List Settings” from the “Settings” menu at the top.
    2. Click “Save list as template” under the “Permissions and Management” section.
    3. Type in the file name, template name, and description for the list.
    4. If you want the data in the list to be included, select “Include Content.”
    5. Click “OK.”
  1. Add the template to the destination site.
    1. Open the destination SharePoint site.
    2. Choose “Create” from the “Site Actions” menu in the upper-right.
    3. Click the name of the new list template you created in step (1).
    4. Type in the name and description of the new list.
    5. Click “Create.”
  2. Notes
    1. If the list template is to be consumed in a site that is not in the same site collection as the list you generated the template from, these instructions may not be sufficient.
    2. More detailed information can be found at http://office.microsoft.com/en-us/sharepointtechnology/HA011545621033.aspx.

Modifying Permissions for a Single List

  1. Open the site containing the list whose permissions you want to modify.
  2. Choose “Site Settings” under the “Site Actions” menu in the upper-right.
  3. Click on “Site libraries and lists” under the “Site Administration” section.
  4. Choose the list you want to change the permissions for.
  5. Click on “Permissions for this list” under the “Permissions and Management” section.
  6. Choose “Edit Permissions” under the “Actions” menu at the top.
  7. Click “OK” on the dialog box that pops up.
  8. Click on the user / group that you would like to modify.
  9. Choose the appropriate permission for that user / group in the “Choose Permissions” section.
  10. Click “OK.”

How to set different permissions for different blogs under your Sharepoint Site

Here is a scenario.  Let’s say you have an organizational site that has both a public presence and a private presence.  There is a parent level that has a public face.  There is a sub-site that your staff uses for team management (document sharing, calendaring, wikis, etc).  Let’s say that you want a blog for your internal team and you also want a blog for your public site.

For the internal blog, you want all of your team members to be able to create, edit, and post blogs.

For the public blog, you only want your team members to create, edit, and post.  You want an anonymous public to be able to add comments but not edit, delete, or create new posts.

Here are the steps for having custom settings for a blog.

Step One:

 

  1. The blog cannot inherit permissions from the parent.  It needs to have custom permissions.

Step Two:

  1. Groups that you want to be able to make comments need to have contribute access (you will be able to refine this in the next step)
  2. Site settings – permission and management

 

Step Three:

  1. You will need to refine your contribute access to what type of ability the users have
  2. Site settings – general settings – advanced settings

Step Four: 

    • You need to have anonymous users limited on what they can do.
    • You will also want to make sure you have a person delegated to monitoring any list
    • Actions – settings – anonymous users from drop down

    How to add a picture to a wiki

      •  You can either upload your images to shared documents or have them on a website somewhere else.
      • img1Let’s say under shared documents you create a folder called “images” and you upload an image into that folder called “ornament.jpg”.  The path to that file would be as follows:
        http://office.lilt.ilstu.edu/mmir1/Shared%20Documents/images/ornament.jpg
      • In the wiki, you basically place a link to the image file.
      • Click on Edit in the Wiki
      • When you click in the content window you will see a toolbar at the top
      • Click on the picture icon which looks like a hill with a sun
        img2
      • You will get a pop-up window that asks for the Alt tag and the path to the file.
        img3
      • Fill it in and click OK
      • Click Ok

      How to add people and AD groups to your SharePoint site

      1.  Go to https://office.lilt.ilstu.edu/library
      2. img5In the lower left of the link menu you will see People and Groups (click on it)
        img7
      3. In the upper left of the menu you will now see different groups you can add people to.  You and I are listed as owners and can do what we want. 
        img8
      4. img9Members can have different permissions.  Visitors can have different permissions too.  Add people to whatever group you want by clicking on the “NEW” dropdown menu.  I usually pick New Users (not groups even if you are adding an AD group)
        img10
      5. Instead of just adding a person to a group, you can add an existing AD group such as “LibFaculty”
        1. Add the AD Group name in the box
        2. Click on the icon with the head and checkmark to verify the name
        3. img11UNCHECK the welcome message email box
          img12
      6. You can change permissions for groups by clicking on site permissions on the left as well.
        img13
      7. If you click on the group link (like library Members above) it will open up a set of checkboxes for you to edit the overall permissions for this group.
        img14
      8. Besides adding people to a group and utilizing the group permissions, you can also add individual group or people permissions to folders and documents
      9. img15To do this, click on the drop down menu next to a folder or document and click on Manage Permissions (this drop down is not visible until you click in that area on the far right of the file)
        img16
      10. You will then have to click the Actions menu to change permissions from this particular item
        img17
      11. Do not use this feature a lot or you will curse yourself with too many sub-permissions.  A better model may just to have a sub-site with a different members group.  An example of when to use it is when you just want a couple people working in a policy draft folder.  The finalized files could be saved in a folder that is accessible by all members.  An example of when a sub-site might be better is when you have a working group doing an evaluation of multiple products such as a CMS and they need to have many folders, wikis, etc that only the working group will access.  Instead of setting permissions on many folders you can just set up a sub-site with only members from the working group.

       

      Ofcourse, in true Microsoft form, there are multiple ways to get to these settings.

      You can also click on Site ActionsàSite Settings àUsers and PermissionsàPeople and Groups or Advance Permissions

      img18

       

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