TeamShare
201
Owner Training Job Aid
© 2013
Table of Contents
• Introduction
• Create a Sub-Site
• Accessing Sites and Workspaces
• Building your Sub-Site
• Setting P...
Nemours TeamShare
Owner Training Job Aid
As an owner of your site, you have full control over the
settings and features of...
Create a Sub-Site
Access Site Actions
 Click the Site Actions drop-down menu in the upper right
hand corner of your main ...
Access the Create Option
 Select Create from the Site Actions drop-down menu.
5
Accessing Sites and Workspaces
 Select the Sites and Workspaces option (the last
option) located under the Web Pages colu...
Building your sub-site
 The New SharePoint Site Screen displays
7
Enter a Title and Description for your site
 Under a Title and Description, enter a Title for your page.
The title you en...
Enter the web site address for your site
 Enter the Web site Address (URL name) for the site.
Keep the URL name the same ...
 Click on the Collaboration tab under Template Selection
 Select Team Site
10
Access Permissions
 Select Use name permissions as parent site for
User Permissions.
Setting up permissions
11
 Select Yes for Display this site on the Quick Launch of
the parent site
 Select Yes for Display this site on the top li...
 Click Create
13
Your new TeamShare Sub-Site is now created and ready for editing
14
Creating a “My Link” Shortcut
 In the top right corner, click the My Links drop down menu
 Select Add to My Links
 Clic...
The new site name displays under the “My Links” menu
16
 At the bottom of current Announcements, click
Add new announcement.
Add an Announcement
17
 Enter the Title of your announcement
 Enter the Body text of your announcement
 Enter a Date you would like for the an...
The new announcement will post at the top of the page with a
icon next to it
19
Calendar Events
 At the bottom of the current Calendar, click Add new
event
 Enter the Title of your event
 Enter the L...
Your new Event displays in the Calendar section
21
Links
 At the bottom of the current Links, click Add new link
 enter the URL of your link
 Enter a description for your...
Delete a Link
 To the right of the link, click the drop down menu, select
Modify Shared Web Part
 Click the drop down me...
To confirm your deletion
Click Ok
24
 Click Shared Documents
Creating a New Document Library
 Select Create from the Site Actions drop-down
menu
25
 Under the Libraries column, choose Document
Library
 On the new page that opens enter the Name of
the library (ie: Meet...
 Select No for Allow this document library to receive e-
mail. This can be changed later under the library settings.
 Se...
The new document library link displays under the Documents
section of the left-side navigation bar.
28
Documents and Folders
 Under Documents, click Shared documents
 Click the Upload drop-down menu
29
 Click Upload Document
 Click Browse, and locate your document
 Once you have located your document, click Ok
30
Shared Documents
 Navigate New drop-down menu, click New Folder
 Enter the folder name and click Ok
Creating folders to ...
 Your folder displays in the document library
A New Document Library folder is created
32
Adding New Document to the Library
 From the document library view, click New
 Click New Document
33
Creating Meta-data tags for a
document Library
Shared Documents
 Form the desired Document library, click on the drop-dow...
 In the Columns area of the page, click Add from existing
site columns
 In the Available site columns area, scroll down ...
 Click on the newly added “Resource Type” in the
column section.
 The Change Column: Shared Documents window
displays
36
 Select Choice (menu to choose from) under type of
information in this column is:
 Under Description, enter a descriptio...
Skip to the Default value field
 Under the Default value, select Choice. Leave the box
empty
 Click Ok
38
Making Meta-Data Viewable
 From the Views section, click All Documents
 Scroll down to the Group By section and expand
t...
 Under First group by the column, click on the drop-
down menu and select the name of your new column, ie.
Resource Type
...
Assigning Documents to Specific
Meta-Data tags
upload an existing document and assign a tag
 From the Document Library vi...
 Select the appropriate Resource Type grouping for your
document. For example: “Project A”
 Click Ok
 The document disp...
Checking out a Document
 Navigate to the applicable document, click the drop down
menu to the right of the document, and ...
File in Use message
 Select the appropriate choice from the options
displayed
 Click Ok
44
Checking in a Document
 Complete and save your changes to the document
 When you close the document or application, a Ch...
The Document is Checked In
 the document will display as normal with no green
arrow.
46
Actions within a Document Library
 Within Team Documents, the Actions menu provides options to
view, open, export, or edi...
Editing in a Dataset
 Under the Actions drop-down menu, click Edit in Dataset
 A dataset view displays the document libr...
Access the Actions Menu
 Under Actions drop-down menu, click Open with Windows
Explorer
 This allows an easy way to navi...
Export Library to a Spreadsheet
Access the Actions Menu
 Under the Actions drop-down menu, click Export to
Spreadsheet
 ...
 Query file message appears
 Select Enable
 Select how you want to view data in your workbook
 Click Ok
51
 An Excel spreadsheet of the document library displays
52
View RSS Feed
 Under Actions menu, click View RSS Feed
 Click Subscribe to the feed
 The option to give the RSS feed a ...
Alerts
Adding an Alert
 Under Actions menu, click Alert Me
 Enter an Alert Title
54
 Enter the email addresses for your alerts
 Select the type of change for an alert
 Specify when to send an alert
55
 Specify how frequently you would like an alert to be sent; via
immediate email, daily summary, or weekly summary
 Click...
Connect to Outlook
 Click on the Calendar item listing for a TeamShare
site that includes a Calendar
 Click Actions drop...
 A Microsoft Office Outlook message displays
 Click Allow
 You can now launch your Outlook Calendar and view the
TeamSh...
59
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Team Share Training

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  • This will set your site to have the same permissions set by your department/team site
  • In Team Share all sub-sites will use the top link bar from the parent site.
  • As a site owner you can add, remove, or modify any sections of the sub-site as needed.
  • When you navigate to your site for the first time, be sure to add the site to your “My Links”. You will then be able to quickly navigate to your site by going to the “My Links” menu the next time you access TeamShare.
  • Enter a date you would like for the announcement to expire automatically from the Announcement page. You can leabe the Expires field blank to leave the announcement active indefinitely.You can also attach a document or website link to the Announcement.
  • The event can be an all-day event, a repeating event, or you can utilize the event in a meeting workspace
  • Document libraries are collections of files that can be shared between team members and with users outside of your team. As an owner for your team site, you can create additional libraries as needed and add (upload) documents to new and existing document libraries. You can also create folders within a document library. To keep your libraries clean and searchable. It is recommended that you use “meta-data” for your libraries.
  • Document Template is set to Microsoft Word as default but can be changed via the drop-down depending on the majority of document types you will be filing in the library.This process is the same for creating a new list, calendar, etc
  • You can also choose the Upload Multiple Files option to upload more than one document at the same time.
  • TeamShare allows you to create and save a new document directly from the document library your are working from.TeamShare launches a new document in Microsoft Word. You can then edit and save the document directly back into your document library.
  • Using meta-Data tagging can be a useful alternative to creating folder structures within document libraries. While using folders to store and categorize documents has been traditionally used on the Nemours network drives, in TeamShare keeping a flatter file structure with meta-tags can aid users in quickly locating document in the documents in the document library itself, as well as in locating documents using Search in TeamShare.While using Meta-Data tags in place of folders is not required, it may be a more useful way to store documents for your site. This next exercise will show you how to create meta-data tags for your document library.
  • A window will open. Create the meta-data and change the column if necessary.
  • When adding a description for each category, you will want to identify what categories the document will be tagged under. For example, if you want to separate documents by specific projects, you might enter each project on a separate line.For example:Project A ( name of project)Project B ( name of project)Etc…
  • You are now ready to assign Meta-Data tags to documents you upload to the document library
  • You could also accomplishthe same meta-tag labeling of a document that you create and save directly from TeamShare
  • TeamShare document collaboration will prevent your team members from having to pass your document around, and then struggle with the reconciliation of version conflicts, the manual merging and coordinating of changes, the tracking down of who has done what, and the locating of the most up to date version. Documents can be created, uploaded, checked out, modified and checked in using TeamShare.
  • RSS feeds are a popular way for people to keep track of updates to a website without visiting that site. All list and libraries in TeamShare can display an RSS feed.
  • Alerts are a great way to keep track of the changes your teammates make to documents and lists. You can receive an email notification when lists or libraries change by creating an alert. The Alert Title will be the subject of your email when you receive your alert.
  • Yu can choose to keep the alert on default:All Changes
  • Team Share Training

    1. 1. TeamShare 201 Owner Training Job Aid © 2013
    2. 2. Table of Contents • Introduction • Create a Sub-Site • Accessing Sites and Workspaces • Building your Sub-Site • Setting Permissions • Creating a “My Link” Shortcut • Add an Announcement • Calendar Events • Links • Creating a Document Library • Documents and Folders • Meta-data Tags • Checking out a Document • Editing a Dataset • Windows Explorer • Export Library to a Spreadsheet • View RSS feed • Alerts • Outlook 2
    3. 3. Nemours TeamShare Owner Training Job Aid As an owner of your site, you have full control over the settings and features of your TeamShare site. You can Create additional sub-sites, add or modify pages, control the navigation, and more. This training was created to assist you with many of the available choices you have when working with your TeamShare site. 3
    4. 4. Create a Sub-Site Access Site Actions  Click the Site Actions drop-down menu in the upper right hand corner of your main site. 4
    5. 5. Access the Create Option  Select Create from the Site Actions drop-down menu. 5
    6. 6. Accessing Sites and Workspaces  Select the Sites and Workspaces option (the last option) located under the Web Pages column (last column). 6
    7. 7. Building your sub-site  The New SharePoint Site Screen displays 7
    8. 8. Enter a Title and Description for your site  Under a Title and Description, enter a Title for your page. The title you enter into the field will display the name of the site in the title area and in the top and left navigation. 8
    9. 9. Enter the web site address for your site  Enter the Web site Address (URL name) for the site. Keep the URL name the same or similar to the site title entered earlier, but avoid using spaces or special characters. Try to keep the URL name short. Acronyms are acceptable. The URL field will control the name of the link to the sub-site you are creating. 9
    10. 10.  Click on the Collaboration tab under Template Selection  Select Team Site 10
    11. 11. Access Permissions  Select Use name permissions as parent site for User Permissions. Setting up permissions 11
    12. 12.  Select Yes for Display this site on the Quick Launch of the parent site  Select Yes for Display this site on the top link bar of the parent site. Select Yes for Use the top link bar from the parent site 12
    13. 13.  Click Create 13
    14. 14. Your new TeamShare Sub-Site is now created and ready for editing 14
    15. 15. Creating a “My Link” Shortcut  In the top right corner, click the My Links drop down menu  Select Add to My Links  Click Ok 15
    16. 16. The new site name displays under the “My Links” menu 16
    17. 17.  At the bottom of current Announcements, click Add new announcement. Add an Announcement 17
    18. 18.  Enter the Title of your announcement  Enter the Body text of your announcement  Enter a Date you would like for the announcement to expire  Click Ok. 18
    19. 19. The new announcement will post at the top of the page with a icon next to it 19
    20. 20. Calendar Events  At the bottom of the current Calendar, click Add new event  Enter the Title of your event  Enter the Location of your event  Enter the Start Time Enter an End Time. Events will automatically delete from the calendar at this time  Enter a Description of the event  Click Ok. The new event displays on the site. 20
    21. 21. Your new Event displays in the Calendar section 21
    22. 22. Links  At the bottom of the current Links, click Add new link  enter the URL of your link  Enter a description for your link  Enter any notes you might want other team members to view Click Ok. The new link displays in the Links section. 22
    23. 23. Delete a Link  To the right of the link, click the drop down menu, select Modify Shared Web Part  Click the drop down menu next to edit, and select Delete 23
    24. 24. To confirm your deletion Click Ok 24
    25. 25.  Click Shared Documents Creating a New Document Library  Select Create from the Site Actions drop-down menu 25
    26. 26.  Under the Libraries column, choose Document Library  On the new page that opens enter the Name of the library (ie: Meetings)  Fill in a Description  Choose Yes to display in the library Quick Launch 26
    27. 27.  Select No for Allow this document library to receive e- mail. This can be changed later under the library settings.  Select Yes or No for the Create a version each time you edit a file in this document library setting.  Click Create 27
    28. 28. The new document library link displays under the Documents section of the left-side navigation bar. 28
    29. 29. Documents and Folders  Under Documents, click Shared documents  Click the Upload drop-down menu 29
    30. 30.  Click Upload Document  Click Browse, and locate your document  Once you have located your document, click Ok 30
    31. 31. Shared Documents  Navigate New drop-down menu, click New Folder  Enter the folder name and click Ok Creating folders to store documents 31
    32. 32.  Your folder displays in the document library A New Document Library folder is created 32
    33. 33. Adding New Document to the Library  From the document library view, click New  Click New Document 33
    34. 34. Creating Meta-data tags for a document Library Shared Documents  Form the desired Document library, click on the drop-down under Settings and choose Document Library Settings 34
    35. 35.  In the Columns area of the page, click Add from existing site columns  In the Available site columns area, scroll down to Resource Type, and click Add.  Click Ok 35
    36. 36.  Click on the newly added “Resource Type” in the column section.  The Change Column: Shared Documents window displays 36
    37. 37.  Select Choice (menu to choose from) under type of information in this column is:  Under Description, enter a description  Enter the description for each category you want to add. Each item should be on a separate line. 37
    38. 38. Skip to the Default value field  Under the Default value, select Choice. Leave the box empty  Click Ok 38
    39. 39. Making Meta-Data Viewable  From the Views section, click All Documents  Scroll down to the Group By section and expand the list 39
    40. 40.  Under First group by the column, click on the drop- down menu and select the name of your new column, ie. Resource Type  Click Ok 40
    41. 41. Assigning Documents to Specific Meta-Data tags upload an existing document and assign a tag  From the Document Library view, click the Upload drop-down menu and select Upload Document  Browse to and select the desired document  click Ok 41
    42. 42.  Select the appropriate Resource Type grouping for your document. For example: “Project A”  Click Ok  The document displays under the newly assigned Resource Type Meta-tag 42
    43. 43. Checking out a Document  Navigate to the applicable document, click the drop down menu to the right of the document, and select Check Out  Hover your mouse over the icon to display the name of the person who has the document checked out Click to open your document 43
    44. 44. File in Use message  Select the appropriate choice from the options displayed  Click Ok 44
    45. 45. Checking in a Document  Complete and save your changes to the document  When you close the document or application, a Check in window will display, select Check in file  Click Ok  Add any Check In Comments that would be helpful with collaboration  Click Ok 45
    46. 46. The Document is Checked In  the document will display as normal with no green arrow. 46
    47. 47. Actions within a Document Library  Within Team Documents, the Actions menu provides options to view, open, export, or edit a document 47
    48. 48. Editing in a Dataset  Under the Actions drop-down menu, click Edit in Dataset  A dataset view displays the document library in a dataset view 48
    49. 49. Access the Actions Menu  Under Actions drop-down menu, click Open with Windows Explorer  This allows an easy way to navigate through different files and folders Open with Windows Explorer 49
    50. 50. Export Library to a Spreadsheet Access the Actions Menu  Under the Actions drop-down menu, click Export to Spreadsheet  Click Open 50
    51. 51.  Query file message appears  Select Enable  Select how you want to view data in your workbook  Click Ok 51
    52. 52.  An Excel spreadsheet of the document library displays 52
    53. 53. View RSS Feed  Under Actions menu, click View RSS Feed  Click Subscribe to the feed  The option to give the RSS feed a different name is provided 53
    54. 54. Alerts Adding an Alert  Under Actions menu, click Alert Me  Enter an Alert Title 54
    55. 55.  Enter the email addresses for your alerts  Select the type of change for an alert  Specify when to send an alert 55
    56. 56.  Specify how frequently you would like an alert to be sent; via immediate email, daily summary, or weekly summary  Click Ok  Once a change has been made, you can view the alert message 56
    57. 57. Connect to Outlook  Click on the Calendar item listing for a TeamShare site that includes a Calendar  Click Actions drop-down menu Select Connect to Outlook 57
    58. 58.  A Microsoft Office Outlook message displays  Click Allow  You can now launch your Outlook Calendar and view the TeamShare Calendar by selecting it in the Other Calendars view 58
    59. 59. 59
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