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Share Point Server 2007- Document Libraries 4-Tips And Tricks
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Share Point Server 2007- Document Libraries 4 -Tips And Tricks

Share Point Server 2007- Document Libraries 4 -Tips And Tricks

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  • Before you begin: Before taking this course, your audience should be familiar with adding and editing files from a SharePoint document library, as well as checking files in and out. Students can also view the training presentations titled “SharePoint document libraries I: Introduction to sharing files” and “SharePoint document libraries II: All about checkout.” [ Notes to trainer: For detailed help in customizing this template, see the very last slide. Also, look for additional lesson text in the notes pane of some slides. Adobe Flash animations : This template contains Flash animations. These will play in PowerPoint 2000 and later. However: If you want to save this template in PowerPoint 2007, save it in the earlier PowerPoint file format: PowerPoint 97-2003 Presentation (*.ppt) or PowerPoint 97-2003 Template (*.pot) (you’ll see the file types in the Save As dialog box, next to Save as type) . Warning: If you save it in a PowerPoint 2007 file format, such as PowerPoint Presentation (*.pptx) or PowerPoint Template (*.potx) , the animations won’t be retained in the saved file. Also : Because this presentation contains Flash animations, saving the template may cause a warning message to appear regarding personal information. Unless you add information to the properties of the Flash file itself, this warning does not apply to this presentation. Click OK on the message.]

Share Point Server 2007- Document Libraries 4-Tips And Tricks Share Point Server 2007- Document Libraries 4-Tips And Tricks Presentation Transcript

  • Microsoft ® Office SharePoint ® Server 2007 Training SharePoint document libraries IV: Tips and tricks Jim Taliaferro Community Mental Health Center
  • Course contents
    • Overview: Here’s a tip
    • Lesson 1: Tips for working in your Web browser
    • Lesson 2: Tips for working in Word, Excel, and PowerPoint 2007
    SharePoint document libraries IV: Tips and tricks Each lesson concludes with a short set of questions to test your understanding of the material.
  • Overview: Here’s a tip SharePoint document libraries IV: Tips and tricks Does your company use a Microsoft Windows ® SharePoint Services 3.0 site or Microsoft Office SharePoint Server 2007? Do you use document libraries to share files? If so, this course, the fourth in a series on SharePoint document libraries, provides some handy tips for working in your browser and in 2007 Office system programs.
  • Course goals
    • Discover tips in your Web browser, such as how to sign up for e-mail alerts and how to move, rename, and delete files.
    • Discover tips in Microsoft Office Word 2007, Excel ® 2007, and PowerPoint ® 2007, such as how to edit a file without starting your Web browser.
    SharePoint document libraries IV: Tips and tricks
  • Lesson 1 Tips for working in your Web browser
  • Tips for working in your Web browser SharePoint document libraries IV: Tips and tricks Here’s a tip on finding files. Say you’re working with a library and need a certain file that you know contains Shu Ito’s name. You just can’t remember which file. It takes too much time to open each file one by one. A better way to find the file is to use the Search box. The animation shows you how to search for files in a library. Animation: Right-click, and click Play .
  • Tips for working in your Web browser SharePoint document libraries IV: Tips and tricks Here’s a tip on finding files. Say you’re working with a library and need a certain file that you know contains Shu Ito’s name. You just can’t remember which file. It takes too much time to open each file one by one. A better way to find the file is to use the Search box. Type your search keyword in the box, as shown here. You’ll see a preview of the results. Then you can open the file you want.
  • Get e-mail alerts for changes SharePoint document libraries IV: Tips and tricks If you want to know when someone edits a file that you care about, sign up for an alert. Then when someone changes that file, the library will send you an e-mail message notifying you of the change. The animation shows the process for setting up an e-mail alert for a file. Animation: Right-click, and click Play .
  • Get e-mail alerts for changes SharePoint document libraries IV: Tips and tricks If you want to know when someone edits a file that you care about, sign up for an alert. Then, when someone changes that file, the library will send you an e-mail message notifying you of the change. To set up e-mail alerts for a file, place your pointer over the file, and click Alert Me , as shown here. You’ll then set notification conditions, frequency, and other options.
  • Send a link to a document library file SharePoint document libraries IV: Tips and tricks You need to tell someone about a new PowerPoint presentation that you added to your team’s library. You can send her an e-mail with a link to the presentation. Place your pointer over the file, click Send To , and then click E-mail a Link . The animation shows the process. Animation: Right-click, and click Play .
  • Send a link to a document library file SharePoint document libraries IV: Tips and tricks You need to tell someone about a new PowerPoint presentation that you added to your team’s library. You can send her an e-mail with a link to the presentation. Place your pointer over the file, click Send To , and then click E-mail a Link , as the picture shows. A new e-mail message opens containing a link to the file.
  • Rename document library files SharePoint document libraries IV: Tips and tricks You’re used to renaming files in Windows, right? Well, it’s likely that at some point you’ll also need to rename files in a document library. To do that, place your pointer over the file and click Edit Properties . Then rename the file as you need to. The animation shows you how. Animation: Right-click, and click Play .
  • Rename document library files SharePoint document libraries IV: Tips and tricks You’re used to renaming files in Windows, right? Well, it’s likely that at some point you’ll also need to rename files in a document library. To do that, place your pointer over the file and click Edit Properties . Then, in the Name box, rename the file as you need to.
  • Create a document library folder SharePoint document libraries IV: Tips and tricks You’ll also want to know about creating folders. Doing so helps keep your library organized. To create a new folder, use the New button. This animation shows the process of creating a folder for all the presentations in this library. Animation: Right-click, and click Play .
  • Create a document library folder SharePoint document libraries IV: Tips and tricks You’ll also want to know about creating folders. Doing so helps keep your library organized. To create a new folder, use the New button. Then click New Folder , and type a name for the folder. When you’re done, the folder will appear in the document library.
  • Use Windows Explorer to look at files SharePoint document libraries IV: Tips and tricks Working with files in a Web browser can be tedious. When you’re doing a lot of file management, such as making folders and renaming files, you might crave the feeling of Windows Explorer. You can get that feeling back even though you’re working with a library in a Web browser. And more than that, this is also the one place where you can move files into other folders. Animation: Right-click, and click Play .
  • Use Windows Explorer to look at files SharePoint document libraries IV: Tips and tricks Working with files in a Web browser can be tedious. When you’re doing a lot of file management, such as making folders and renaming files, you might crave the feeling of Windows Explorer. You can get that feeling back even though you’re working with a library in a Web browser. And more than that, this is also the one place where you can move files into other folders, as the picture shows. Click Open with Windows Explorer on the Actions menu.
  • Delete files, and then recover them SharePoint document libraries IV: Tips and tricks We’ve talked about how to make folders, rename files, and move them around. But how do you delete a file? Place your pointer over the file, and then click Delete on the menu that pops up. This will put it in the Recycle Bin . The animation shows the process. Animation: Right-click, and click Play .
  • Delete files, and then recover them SharePoint document libraries IV: Tips and tricks We’ve talked about how to make folders, rename files, and move them around. But how do you delete a file? Place your pointer over the file, and then click Delete on the menu that pops up. This will put it in the Recycle Bin . You can also restore a deleted file: in the Recycle Bin , select the check box next to the file, and then click Restore Selection .
  • Test 1, question 1
    • How do you rename a file that is stored in a library? (Pick one answer.)
    SharePoint document libraries IV: Tips and tricks
    • Click the Microsoft Office Button , click Save As , and then save with a different name.
    • Place your pointer over the file name, click the down arrow that appears, and then click Edit Properties .
    • Click the Microsoft Office Button , and click Server .
    • Place your pointer over the file name in the library, click the down arrow that appears, and then click Rename .
  • Test 1, question 1: Answer
    • Place your pointer over the file name, click the down arrow that appears, and then click Edit Properties .
    SharePoint document libraries IV: Tips and tricks
  • Test 1, question 2
    • How do you delete a file that is stored in a library? (Pick one answer.)
    SharePoint document libraries IV: Tips and tricks
    • Click the Microsoft Office Button , and click Delete .
    • Place your pointer over the file name, click the down arrow that appears, and then click Send to Recycle Bin .
    • Click the Microsoft Office Button , click Server , and then click Send to Recycle Bin .
    • Place your pointer over the file name in the library, click the down arrow that appears, and then click Delete .
  • Test 1, question 2: Answer
    • Place your pointer over the file name in the library, click the down arrow that appears, and then click Delete .
    SharePoint document libraries IV: Tips and tricks You delete a file in the Web browser, not inside the program you use to edit it.
  • Test 1, question 3
    • The only way to move a file from one folder to another is to use Windows Explorer. (Pick one answer.)
    SharePoint document libraries IV: Tips and tricks
    • True.
    • False. You can also point over the file, click the down arrow, click Send To , and then click Other Location .
  • Test 1, question 3: Answer
    • True.
    SharePoint document libraries IV: Tips and tricks Windows Explorer is the one place where you can move files. To use Windows Explorer, go to your library. On the Actions menu, click Open with Windows Explorer .
  • Lesson 2 Tips for working in Word, Excel, and PowerPoint 2007
  • Tips for working in Word, Excel, and PowerPoint SharePoint document libraries IV: Tips and tricks The first tip for working in these Office programs is how to edit a file without having to open your Web browser. You can use the Open command as you do for documents on your computer. Instead of navigating to a folder on your computer, you can type the URL for your library. Animation: Right-click, and click Play .
  • Tips for working in Word, Excel, and PowerPoint SharePoint document libraries IV: Tips and tricks The first tip for working in these Office programs is how to edit a file without having to open your Web browser. Click the Microsoft Office Button , and then click Open . Then you can locate and open files the same way you do for documents on your computer. But instead of navigating to a folder on your computer, you can type the URL for your library.
  • Discover document library commands in your program SharePoint document libraries IV: Tips and tricks If you have a document library file open as read-only, and you need to check it out or check it in, you can do that without going to your Web browser. Just click the Microsoft Office Button , click Server , and then you’ll see the commands shown here.
  • Always see where a file is located SharePoint document libraries IV: Tips and tricks Can you tell which library this worksheet is in? No. But wouldn’t that be helpful — especially if you work with more than one library? To find out the location of a document, you can add the Document Location command to Word, Excel, and PowerPoint 2007. You do this through each program’s Options window. When you’re done, the document’s location will always appear at the top. Animation: Right-click, and click Play .
  • Always see where a file is located SharePoint document libraries IV: Tips and tricks Can you tell which library this worksheet is in? No. But wouldn’t that be helpful — especially if you work with more than one library? To find out the location of a document, you can add the Document Location command to Word, Excel, and PowerPoint 2007. You do this through each program’s Options window. When you’re done, the document’s location will always appear at the top.
  • E-mail a file to a library SharePoint document libraries IV: Tips and tricks Here’s another great tip, although it’s not limited to Word, Excel, or PowerPoint 2007. This is a tip you can use with any e-mail program. You attach a document to an e-mail message and send the e-mail message to a document library. The attachment will automatically be added to the library, as shown here.
  • Test 2, question 1
    • How can you open a library file using Word, Excel, or PowerPoint 2007? (Pick one answer.)
    SharePoint document libraries IV: Tips and tricks
    • Click the Microsoft Office Button , click Server , and then click Open .
    • Click the Microsoft Office Button , and click Server . Click My Network Places on the left, and then double-click the library on the right.
    • Click the Microsoft Office Button , click Open , type the URL for your library, and then double-click the file you want.
    • Click the Microsoft Office Button , click Open , type the URL for your site, and then double-click the file you want.
  • Test 2, question 1: Answer
    • Click the Microsoft Office Button , click Open , type the URL for your library, and then double-click the file you want.
    SharePoint document libraries IV: Tips and tricks And note that My Network Places is available on the left when you do this. Click it, and you’ll see recent network places, including your SharePoint libraries.
  • Test 2, question 2
    • How can you check out a file from within Word, Excel, or PowerPoint 2007? (Pick one answer.)
    SharePoint document libraries IV: Tips and tricks
    • Click the Microsoft Office Button , click Open , type the URL for your library, and then right-click the file and choose Check Out .
    • Click the Microsoft Office Button , click Server , type the URL for your library, and then right-click the file and choose Check Out .
    • Click the Microsoft Office Button , click Server , and then click Check Out .
    • Click the Microsoft Office Button , click Server , and then click Document Management .
  • Test 2, question 2: Answer
    • Click the Microsoft Office Button , click Server , and then click Check Out .
    SharePoint document libraries IV: Tips and tricks This is where you can access the Check Out command from within Word, Excel, or PowerPoint 2007.
  • Test 2, question 3
    • To see the location of a SharePoint file, click the File menu, and then click Properties. It’s easy to forget, but it’s the only way. (Pick one answer.)
    SharePoint document libraries IV: Tips and tricks
    • True.
    • False.
  • Test 2, question 3: Answer
    • False.
    SharePoint document libraries IV: Tips and tricks You can add the Document Location command to the top of Word, Excel, or PowerPoint 2007.