- 1 Overview of SharePoint
- 2 Create a Web Folder for Your SharePoint Site
- 3 Creating Libraries and Folders in Sharepoint
- 4 Adding Documents to a Sharepoint Library
- 5 Document Workspace
- 6 Create a Document Workspace in Sharepoint
- 7 Create a Document Workspace Within Microsoft Office 2003
- 8 Shared Workspace Task Pane
Two products compose the SharePoint family – SharePoint Services and SharePoint Portal Server. SharePoint Services is the basic component which provides for document management and collaboration. The SharePoint Portal Server provides additional functionality. The University of Akron has implemented both of these products.
This document outlines the process of sharing documents using SharePoint. SharePoint integrates with Microsoft Office 2003. Although the Office 2003 version is not required, this version provides the most functionality and integration features. Office 2003 provides a Shared Workspace task pane which provides a set of tools to connect with SharePoint. This taskbar is explained in detail in this document.
The following documents may be placed on a SharePoint site in order to enable collaboration and sharing of the files:
- Microsoft Word
- Microsoft Excel
- Microsoft PowerPoint
- Microsoft Access
Once your SharePoint site has been created for you by the SharePoint administrator, you should create a web folder for your site so that it may easily be accessed in any Micorosoft Office application.
Follow the procedures outlined below to create a web folder for your SharePoint site: 1. Click Start – My Computer. 2. Select My Network Places (located under “Other Places” on the left side of the screen) 3. Select Add a Network Place (located under the “Network Tasks” heading). 4. The Add Network Place Wizard appears. Click the Next button. 5. Click the option “Choose another network location”. Click the Next button. 6. Type the url for the SharePoint site in the Internet or network address box.
The url should start with https://sharepoint/
Click the Next button.
7. You will receive a security warning. Click the Yes button to continue. 8. You will be required to enter your UAnetID and password in order to access the site.
Click the OK button. 9. You will be prompted to enter a name for this network place. You may wish to leave the default name. Regardless of the name used, make sure to remember the name given to this site.
Click the Next button. 10. You will receive confirmation that the network place has been successfully created and that a shortcut will appear in My Network Places.
By default, the network place will open upon clicking the Finish button. If you do not wish to navigate to this location, uncheck the checkbox.
Click the Finish button. 11. The SharePoint site will be displayed in a Windows Explorer view.
In SharePoint, libraries are used to store documents that you wish to collaborate on with others. There is a generic document library named Shared Documents which may be used for this purpose. However, it is recommended that you create your own libraries in order to provide a descriptive name for the category or subject of your documents which will be stored in the library. Within each library, you may also create folders to store documents in an organized manner. For example, you may create a document library for a specific project you are working on (i.e. Learning Commons Project) and then create a set of folders (i.e. Meeting Minutes, Proposals, University Examples) under the document library to store related documents.
The steps below outline the procedure to create a document library on a SharePoint site.
Create a Document Library
1. Open the SharePoint site using Internet Explorer and log in with your UANetID and password. The SharePoint site opens:
2. Select from the top link bar, Create. The top link bar:
3. The Create Page page is displayed. The Create Page page:
4. Under the Document Libraries section, click Document Library.
Select Document Library:
5. The New Document Library Page is displayed. Type a descriptive name for the library in the Name box.
Type a description for the document library in the Description box.
In the Create a version each time you edit a file in this document library? section, select Yes. This will enable you to maintain version control of the document.
The New Document Library page:
6. Click the button.
The new document library appears:
Create a Folder in a Document Library
1. Open the SharePoint site using Internet Explorer and log in with your UANetID and password. The SharePoint site opens:
2. On the left side of the screen, under the Documents heading, select the document library where you wish to create a folder.
In this particular example, we will place the folder under the Learning Commons Project document library. The Documents section:
3. Select New Folder. The Document Library page:
4. Enter a meaningful name for the folder in the Name box . Enter a folder name:
5. Click to complete the folder creation process.
Save the folder:
6. The Document Library returns with new folder displayed.
There are two methods of storing documents on a SharePoint Library: 1. Upload an existing document to the SharePoint site. 2. Create the document within the Microsoft Office application (Word, Excel, Access, PowerPoint) and save the document to the SharePoint library.
Uploading an Existing Document
1. Open the SharePoint site using Internet Explorer and log in with your UANetID and password. 2. On the left side of the screen, under the Documents heading, select the document library where you wish to upload the document.
In this particular example, we will place the document in the Meeting Minutes folder located under the Learning Commons Project library.
3. We want to place the document in the Meeting Minutes folder so we must click on the folder in order to open it. 4. Select Upload Document. 5. If uploading a single document, click the button to locate the document to upload.
If uploading multiple documents, click the Upload Multiple Files link and select the files to upload.
6. Click to complete the upload process.
7. The Document Library returns with new file added. Note the columns to identify the file: Type, Name, Modified, Modified by, and Checked Out To.
1. Create the document, as normal, in Microsoft Word. 2. From the menu bar (in Word) select File – Save As.
Click the My Network Places icon in the lower left corner.
3. Locate and double-click on the SharePoint site.
NOTE: You must have previously created a web folder for the SharePoint site as outlined in the first part of this manual.
4. You will see a list of all the document libraries on the site. Double-click on the library name where you wish to place the document.
In this example, we will place the document in the Meeting Minutes folder located under the Learning Commons Project library.
5. A list of folders under the document library are displayed. Double-click the folder name where you wish to place the document.
In this example, we will double-click the Meeting Minutes folder.
6. The contents of the folder are displayed. Change the name of the file, if desired, and then click the Save button to save the file. 7. The Document is saved to the folder specified in the document library.
Alternative Meathod of Creating a New Word Document
1. Open the SharePoint site using Internet Explorer and log in with your UANetID and password. 2. On the left side of the screen, under the Documents heading, select the document library where you wish to create the new document.
In this particular example, we will place the document in the Project Proposals folder located under the Learning Commons Project library.
3. We want to place the document in the Project Proposals folder so we must click on the folder in order to open it. 4. Select New Document. 5. You may receive a warning message. Click OK.
6. Microsoft Word will open. Create your document as normal.
7. When you are ready to save the file, select File-Save from the menu bar or click the Save icon.
Since you already specified the location of the new file from within SharePoint, the document will be saved in the Document Library (and folder) you specified earlier.
Change the file name, if desired, and click the Save button.
If you will be collaborating on a document you will want to create a document workspace for your team. This workspace becomes the “work area” for the document and enables you to track the versions of a document, as well as discuss and edit the document. It is recommended that you have your team members use the Check In/Out feature in order to maintain version control. This process is defined in the next section, Checking Documents In and Out.
Once the document is completed and finalized, it should be stored in a regular document library and the document workspace may then be deleted.
There are two methods which may be used to create a document workspace: • Using the SharePoint web interface • Using a Microsoft Office 2003 application
| A Document Workspace centers around one particular document. |
Therefore, there should only be one document per Document Workspace.
1. Open the SharePoint site using Internet Explorer and log in with your UANetID and password. 2. On the top menu bar, select Documents and Lists.
3. We want to create the document workspace within the Learning Commons Project library. Therefore, click Learning Commons Project to open the document library. 4. The list of folders within the library are displayed. We want to create the workspace for a file within the Project Proposals folder. Therefore, click on the Project Proposals folder to open it.
5. We are going to create a new document and the document workspace for that document (all within Microsoft Word 2003). Select .
6. You will be prompted with a dialog box warning you that some files can harm your computer.
Click OK to create the document.
7. You may receive another Security Alert.
Click Yes to continue.
8. You will be prompted to enter your UAnetID and password.
Click the OK button. 9. A new document is opened in Microsoft Word. Type the document.
When you are ready, click File – Save from the menu bar.
Enter a name for the file and then click the Save button.
NOTE: The file is being saved directly to the SharePoint site.
10. From the task pane in Microsoft Word, click the down arrow to the right of Getting Started and select Shared WorkSpace.
11. Click the Documents icon. 12. All the folders are visible. Since the document resides in the Project Proposals folder, double click the folder name to open it. 13. Move your mouse over the file name and when an arrow appears to the right of the document name, click the arrow and select Create Document Workspace. 14. A dialog box is returned asking if you are sure you want to create the workspace.
Click Yes. 15. A progress bar is displayed. Once completed, you may close Microsoft Word.
NOTE: You will be prompted to save a local copy of the document – you can click SKIP as this is not necessary.
Once you create a document workspace for a document, you will want to access that document workspace in order to modify the document.
Create a Document Workspace Within Microsoft Office 2003
Accessing an Existing Document Workspace
Word 2003 has a Shared Workspace task pane which allows you to work with SharePoint document library. You will see this task pane whenever you are working with a SharePoint document.
The Shared Workspace Task Pane:
The Shared Workspace Task Pane opens automatically whenever a SharePoint document is opened.
Each of the tabs within the task pane are described below:
Status tab. If the document has been checked out, this will show who has checked out the document.
Members tab. This tab lists the members of the SharePoint site and whether or not they are online. In this example, the number 2 under the icon indicates there are two members in this particular SharePoint site example.
Tasks tab. This tab displays any tasks assigned from the site.
Documents tab. This tab displays any other documents or folders which are available in the document library of the SharePoint site.
Links tab. This tab displays any URL links available on the SharePoint site.
Document Information tab. This tab displays basic document information: created by, author, modified by, modified date and time.