TeamShare
101
Contributor Training Job Aid
© 2013
Table of Contents
• Introduction
• Access TeamShare
• Navigate to Site
• Add “My Links”
• Announcements
• Add New Events
•...
Nemours TeamShare
Contributor Training Job Aid
“TeamShare” is a tool available to
teams, departments, and committees. It i...
As a contributor to your TeamShare site, you
have access to:
 Add team announcements
 Create team links to frequently vi...
 Open Internet Explorer
 Enter TeamShare in the browser address bar
 Press Enter
To access Nemours TeamShare and naviga...
The TeamShare Welcome page will display
6
Navigate to the Learning Services TeamShare
site
 Hover over the Enterprise Services tab
 Select Corporate Services
7
Select Learning Services on the left
8
The Learning Services TeamShare site will display
9
To Create a “My Link”
 In the top right corner, click the My Links drop down menu
 Select Add to My Links
10
The Title, Address and other information will
automatically default for you.
 Click Ok
11
Home – Learning Services My Links, is now
displayed under the My Links menu
12
Announcements
Announcements are used to:
 Post team news
 Project status information
 Post any other information you wa...
To Add an Announcement
 At the bottom of current Announcements, select
Add new announcement.
14
The Announcements: New Item section will display
15
To Create Your Announcement
Enter
 The Title of your announcement
 The Body text of your announcement
 A date you would...
Your new Announcement will display in the
Announcements section
17
Adding New Events
 At the bottom of the current Team Calendar, select
Add new event
18
The Calendar: New Item section displays
19
Creating Your Event
Enter
 The Title of your event
 The Location of your event
 A Start Time
 An End Time (events will...
 All day events
 Repeating events
 Or, utilize events in a meeting workspace
You may also create
21
Your new Event will display in the Calendar section
22
To Add a Link
 At the bottom of the current Links, click
Add new link
23
The Links: New Item section will display
24
To Create a Link
Enter
 The URL of your link
 A description for your link
 Notes you may want other team members to vie...
Your new link will display in the Links section
26
To Delete a Link
 Select Links
27
 To the right of the link, click the drop down
menu, select Delete Item
28
 To confirm your deletion Click Ok
 Select the Learning Services tab to return to
the main page of the TeamShare site
29
Document Library
 To access the Documents Libraries, under Documents
select Team Documents
30
Uploading a Document
 Open the Document Library folder, where you would
like to add your document
 Select the Upload dro...
Browse to the location of the document
 Select Browse and locate your document
 Click Open
 Click Ok
32
To Add a New Folder
 Navigate to the appropriate document library or folder,
select the New drop down menu, select New Fo...
 To add a Document Library Folder, enter the
folder name and click Ok
34
Your folder will display in the Document Library
35
Adding a new document to a Document Library
 Under the New dropdown menu, click
New Document
36
 Microsoft Word opens a ...
Save a Document
 Select X to close the Word Document
 Microsoft Word will prompt you to save the changes
 Click Ok
 En...
Document Collaboration
 To check out a document, navigate to the applicable
document, select the drop down menu to the ri...
When a Document is Checked Out
 A green arrow will display on the document
representing a Checked Out status
 Hover over...
Checking in a Document
 Complete and save your changes to the document
 After closing the document or application, a Che...
Adding Check In Comments
 Add any Check In Comments that would be helpful
with collaboration
 Click Ok
41
 The document...
Edit in a Data Set
 Under the Actions dropdown menu, click Edit in
Datasheet
42
 A Dataset view of the document library ...
Open with Windows Explorer
 Under the Actions dropdown menu, click Open with
Windows Explorer
43
 Document Library is op...
Export Library to a Spreadsheet
 Under the Actions dropdown menu, select Export to
Spreadsheet
44
 Open the file
 You will receive a Microsoft Office Excel Security Notice
 select Enable
45
 An Excel spreadsheet of the document libr...
View RSS Feed
 Under the Actions menu, click View RSS Feed
46
 Select Subscribe to the feed
Open t he query f i l e
 You have the option to give the RSS Feed a different
name
 Select Subscribe
47
Add an Alert
 Access the Actions menu
 Under the Actions menu, select Alert Me
48
Set up an Alert and enter email addresses for Alerts
 Enter an Alert Title – this will be the subject of your
email when ...
Select the type of change for an alert
 Enter the type of change that you want to be alerted to.
You may choose to keep i...
When to send an alert
You can specify when an alert is sent to you by selecting:
 Anything changes
 Someone else changes...
How frequently you would like an email sent
You can specify when an alert is sent to you by:
 email immediately
 daily s...
View the alert message
 Once a change has been made, your email message
will display the change that is made
53
Edit document properties
 Under the file drop down menu, select View Properties
54
View the Properties
 In the properties window, you can change the name of
the file or title. To do this, click Edit Item
...
Edit the Document
 Under the file dropdown menu, click Edit in
Microsoft Office Word
 If this is an Excel or PowerPoint ...
Make your changes to the document
 The document will open in the appropriate
application.
 Make your changes to the docu...
Deleting a file
 Under the file dropdown menu, click Delete
 Click Ok, to confirm the file deletion
58
Undelete a file
 Click Recycle Bin
 Select the check box next to the
document you would like to restore.
 Click Restore...
Email a Link
 Under the file drop-down menu, select Send To
 Select E-mail a Link
60
Send the email link to the document
 Enter the recipient’s name, subject and any applicable
note
 Select Send
61
Download a copy of the file
 Under the file dropdown menu, select Send To
 Select Download a Copy
62
 A window will display asking if you would like to
Open the file or Save the file
 Select Open, or
 Select Save. Naviga...
Add a Task
 Under Lists in the Team
Resources, select Tasks
 Under the New drop down menu, select New Item
64
Enter
 The Title for your task
 A priority for you link
 The status of your task
 The % complete
 Who the task is ass...
Your Task has been created
66
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Team Share Training

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  • Explain how to add the site to “My Links”.Explain that the next time the learner accesses TeamShare, they can quickly navigate to their site by going to the “My Links” menu. Explain that this site can also be saved in the browser as a favorite.
  • Note: The TeamShare application displays required fields with a red asterisk (*).
  • The five most recent announcements in the Announcement section are displayed on the home page by default.
  • Exercise 1: Uploading a document to the document library
  • Note: All file types can be uploaded into the document library, except for video and audio files.
  • If you would like to create a new document right from the library, you can utilize the New document functionality within TeamShare.
  • TeamShare document collaboration will prevent your team members form 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.Note: If you accidently check out the wrong file, go back to the drop down menu and select Discard Check Out
  • Within Team Documents, the Actions menu will allow you to have different options to view, open, export, or edit a document. A Data sheet view displays a list in a spreadsheet called a dataset. A data set is a great way to quickly change the content type of a list item or document. You can sort, filter, display totals, and set the item limit on Datasheet views.
  • RSS feeds are a popular way for people to keep track of updates to a Web site without visiting that site. All of the lists and libraries in TeamShare can display an RSS feed.
  • When you edit a document, the appropriate application will open and allows you to make edits to the document and resave it back to the document library. (The file type specified will open the applicable Microsoft Office.)
  • Deleting allows you to delete a document/file from the library. If a document/file is deleted accidently it can be retrieve from the Recycle Bin of you site.
  • We will discuss the two options of emailing a link and downloading a copy.Emailing a link opens a new email and allows you to send a link to the document to anyone you wish to access this document.Download a copy allows you to open or save a copy of the document form the library.
  • Note: This document will normally default to your C:drive. Be careful as to save it to the correct location.
  • Task can be created to assign projects or task to team members. Tasks can also be updated to record the amount of progress made through the length of the project.
  • Transcript of "Team Share Training"

    1. 1. TeamShare 101 Contributor Training Job Aid © 2013
    2. 2. Table of Contents • Introduction • Access TeamShare • Navigate to Site • Add “My Links” • Announcements • Add New Events • Add New Links • Document Library • Document Collaboration • Windows Explorer • Export to Spreadsheet • View RSS Feed • Alerts • Edit Document Properties • Creating Tasks 2
    3. 3. Nemours TeamShare Contributor Training Job Aid “TeamShare” is a tool available to teams, departments, and committees. It is used to collaborate through:  Announcements  Calendaring  Discussion forums  Quick access to common links 3
    4. 4. As a contributor to your TeamShare site, you have access to:  Add team announcements  Create team links to frequently visited websites  Add team events to a calendar  Add team documents to a document library 4
    5. 5.  Open Internet Explorer  Enter TeamShare in the browser address bar  Press Enter To access Nemours TeamShare and navigate to your site 5
    6. 6. The TeamShare Welcome page will display 6
    7. 7. Navigate to the Learning Services TeamShare site  Hover over the Enterprise Services tab  Select Corporate Services 7
    8. 8. Select Learning Services on the left 8
    9. 9. The Learning Services TeamShare site will display 9
    10. 10. To Create a “My Link”  In the top right corner, click the My Links drop down menu  Select Add to My Links 10
    11. 11. The Title, Address and other information will automatically default for you.  Click Ok 11
    12. 12. Home – Learning Services My Links, is now displayed under the My Links menu 12
    13. 13. Announcements Announcements are used to:  Post team news  Project status information  Post any other information you want to share 13
    14. 14. To Add an Announcement  At the bottom of current Announcements, select Add new announcement. 14
    15. 15. The Announcements: New Item section will display 15
    16. 16. To Create Your Announcement Enter  The Title of your announcement  The Body text of your announcement  A date you would like for the announcement to Expire automatically from the Announcements page  Click Ok and the new announcement will post at the top of the page 16
    17. 17. Your new Announcement will display in the Announcements section 17
    18. 18. Adding New Events  At the bottom of the current Team Calendar, select Add new event 18
    19. 19. The Calendar: New Item section displays 19
    20. 20. Creating Your Event Enter  The Title of your event  The Location of your event  A Start Time  An End Time (events will auto-delete from the calendar)  A Description of the event  Click Ok and the new event will display on the site 20
    21. 21.  All day events  Repeating events  Or, utilize events in a meeting workspace You may also create 21
    22. 22. Your new Event will display in the Calendar section 22
    23. 23. To Add a Link  At the bottom of the current Links, click Add new link 23
    24. 24. The Links: New Item section will display 24
    25. 25. To Create a Link Enter  The URL of your link  A description for your link  Notes you may want other team members to view  Click Ok 25
    26. 26. Your new link will display in the Links section 26
    27. 27. To Delete a Link  Select Links 27
    28. 28.  To the right of the link, click the drop down menu, select Delete Item 28  To confirm your deletion Click Ok
    29. 29.  Select the Learning Services tab to return to the main page of the TeamShare site 29
    30. 30. Document Library  To access the Documents Libraries, under Documents select Team Documents 30
    31. 31. Uploading a Document  Open the Document Library folder, where you would like to add your document  Select the Upload drop down menu  Select Upload Document 31
    32. 32. Browse to the location of the document  Select Browse and locate your document  Click Open  Click Ok 32
    33. 33. To Add a New Folder  Navigate to the appropriate document library or folder, select the New drop down menu, select New Folder 33
    34. 34.  To add a Document Library Folder, enter the folder name and click Ok 34
    35. 35. Your folder will display in the Document Library 35
    36. 36. Adding a new document to a Document Library  Under the New dropdown menu, click New Document 36  Microsoft Word opens a new document
    37. 37. Save a Document  Select X to close the Word Document  Microsoft Word will prompt you to save the changes  Click Ok  Enter the file name and click Save 37 The new document will display in the Document Library. The file is denoted by the icon
    38. 38. Document Collaboration  To check out a document, navigate to the applicable document, select the drop down menu to the right of the document, and select Check Out 38
    39. 39. When a Document is Checked Out  A green arrow will display on the document representing a Checked Out status  Hover over the icon to display, who has the document Checked Out 39
    40. 40. Checking in a Document  Complete and save your changes to the document  After closing the document or application, a Check In window will display, click Yes 40
    41. 41. Adding Check In Comments  Add any Check In Comments that would be helpful with collaboration  Click Ok 41  The document is checked in and will display as normal
    42. 42. Edit in a Data Set  Under the Actions dropdown menu, click Edit in Datasheet 42  A Dataset view of the document library will display
    43. 43. Open with Windows Explorer  Under the Actions dropdown menu, click Open with Windows Explorer 43  Document Library is open in a Windows Explorer view, allowing an easy way to navigate through different files and folders
    44. 44. Export Library to a Spreadsheet  Under the Actions dropdown menu, select Export to Spreadsheet 44  Open the file
    45. 45.  You will receive a Microsoft Office Excel Security Notice  select Enable 45  An Excel spreadsheet of the document library will display
    46. 46. View RSS Feed  Under the Actions menu, click View RSS Feed 46  Select Subscribe to the feed
    47. 47. Open t he query f i l e  You have the option to give the RSS Feed a different name  Select Subscribe 47
    48. 48. Add an Alert  Access the Actions menu  Under the Actions menu, select Alert Me 48
    49. 49. Set up an Alert and enter email addresses for Alerts  Enter an Alert Title – this will be the subject of your email when you receive your alert  Enter the email addressed in which you would like to receive alerts 49
    50. 50. Select the type of change for an alert  Enter the type of change that you want to be alerted to. You may choose to keep it on the default of All changes 50
    51. 51. When to send an alert You can specify when an alert is sent to you by selecting:  Anything changes  Someone else changes a document  Someone else changes a document created by me  Or, Someone else changes a document last modified by me 51
    52. 52. How frequently you would like an email sent You can specify when an alert is sent to you by:  email immediately  daily summary  Or, weekly summary 52
    53. 53. View the alert message  Once a change has been made, your email message will display the change that is made 53
    54. 54. Edit document properties  Under the file drop down menu, select View Properties 54
    55. 55. View the Properties  In the properties window, you can change the name of the file or title. To do this, click Edit Item Note: You can also delete the item from here 55
    56. 56. Edit the Document  Under the file dropdown menu, click Edit in Microsoft Office Word  If this is an Excel or PowerPoint file, it will give you the option to Edit in Excel/PowerPoint 56
    57. 57. Make your changes to the document  The document will open in the appropriate application.  Make your changes to the document.  Save and close the document.  The document saves back to the Teamshare directory and your changes have been saved 57
    58. 58. Deleting a file  Under the file dropdown menu, click Delete  Click Ok, to confirm the file deletion 58
    59. 59. Undelete a file  Click Recycle Bin  Select the check box next to the document you would like to restore.  Click Restore Selection 59
    60. 60. Email a Link  Under the file drop-down menu, select Send To  Select E-mail a Link 60
    61. 61. Send the email link to the document  Enter the recipient’s name, subject and any applicable note  Select Send 61
    62. 62. Download a copy of the file  Under the file dropdown menu, select Send To  Select Download a Copy 62
    63. 63.  A window will display asking if you would like to Open the file or Save the file  Select Open, or  Select Save. Navigate to the area on the computer where you would like to save the file 63
    64. 64. Add a Task  Under Lists in the Team Resources, select Tasks  Under the New drop down menu, select New Item 64
    65. 65. Enter  The Title for your task  A priority for you link  The status of your task  The % complete  Who the task is assigned to  A start date and due date for the task  Click Ok Creating your task 65
    66. 66. Your Task has been created 66
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