SharePoint is a team collaboration platform that allows users to share and manage documents. It provides document versioning to recover older files. Key capabilities include: - Creating and uploading documents to libraries for sharing - Setting up alerts to notify users of changes to libraries - Adding calendars and events to coordinate projects - Importing Excel files for easy data sharing - Setting permissions to control user access and collaboration

1. SharePoint 2010
Quick Start Guide
SharePoint is a team collaboration web site application to
share and manage documents with others, publish reports
to help everyone make better decisions, manage projects
with partners, and publish information to customers.

2. Table of Contents
What is SharePoint 2
Logging on to SharePoint 2
Requesting Access to an Existing Site 2
Requesting Access to Create a New Site 2
Setting up Alerts 2
Creating New Document Libraries 3
Uploading Documents to a Library 3
Editing Documents 3
Document Versioning 4
Sending Document Links 5
Navigating Through Content 5
Adding a New Calendar 5
Adding Events to a Calendar 6
Calendar Views 6
Emailing Calendar to Others 6
Exporting Calendar to Outlook 7
Deleting a Calendar 7
Creating a List 7
Importing an Excel File into SharePoint 8
Adding Users and Setting Permisions 8
Changing Permissions on a User 9
Permissions Levels 9
Adding Web Parts 9

3. What is SharePoint? Requesting Access to an
SharePoint is a Team Collaboration website Existing Site
where you and your team can store documents
If you attempt to access a SharePoint site
for sharing, publish project task lists, share
but are denied access, you can click on
common calendars and much more. SharePoint
Request Access and type your request to the
is a great tool for maintaining document
administrator of the site.
versioning, without having to send emails with
attachments back and forth. There are two types
of SharePoint sites:
• Internal: To share with your co-workers and
individuals at Mellon.
• External: To share with vendors or individuals
outside BNY Mellon, which requires additional
sign in.
Requesting Access to
To learn more visit http://share.ams.bnymellon.net
Create New Site
If you or your team are considering using
Logging on to SharePoint SharePoint as a repository for documents and a
source to improve efficiency within your group,
When attempting to log onto SharePoint for the
it’s easy to create a new site. Click here to view
first time, your credentials may be required to
guidelines and submit your request.
navigate through the site. If you are prompted
with the pop-up below, provide the following https://share.ams.bnymellon.net/Pages/
information: SharePointInfo.aspx
Setting up Alerts
If you would like to be notified each time changes
are made to libraries, whether adding or deleting
documentation, you can set up an alert and
frequency in which you will be notified:
1. Click inside any document library. In the
Ribbon, go to the Documents tab and select
• Enter <your domain><your Comit ID> Alert Me, then click on Manage My Alerts.
• Enter your windows password.
2. Click on Add Alert.
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4. 3. Choose from the list or document library • In the Library Tools tab, click Upload Document.
and click Next (You can only select one alert
at a time).
4. Specify alert type and frequency and click OK.
Creating New Document
Libraries Editing Documents
Avoid duplicated effort and documentation
Organize your documents by libraries so users
being overwritten by checking out and checking
can easily locate information.
in your files.
To create a new library:
• Go to Site Actions, and then click Checking out a document lets you work on it
New Document Library. while still connected to the network to prevent
others from overriding your work while you have
it open.
Checking in a document allows you to publish
your changes onto the network so others can
view and access your modified file.
To Check Out your document to edit:
1. Hover over document and click
drop-down arrow.
2. Select Check Out and click OK.
• Enter the Name and Description and
click Create.
Uploading Documents
to a Library
Add documents to a library by following
these steps:
• Click inside a library by clicking to the left of a 3. Hover over icon on the left of the document
document (to avoid opening it). and observe check out indicator.
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5. 4. Click on document title to open and make 5. Users will now be prompted to Check Out
changes. before being able to edit any document in
that library.
5. Once all changes have been made save
document.
6. To Check In, go to the File tab in Microsoft
Word, then click Check In.
Document Versioning
Versioning is used to maintain a document’s
succession which allows you to recover older
versions of the document. This is helpful in cases
where someone accidentally overwrote the file
7. Enter Version Comments (optional) and
or a mistake was made. By default, versioning is
click OK.
turned off.
8. Close document and observe check out
To turn on versioning for a specific library:
indicator disappear.
For documents constantly being edited by 1. Click inside the Library.
different parties, forcing users to check out
2. In the Library tab, click Library Settings.
documents can be beneficial to avoid losing
information. 3. Select Versioning Settings.
To require Check Out of documents:
1. Click inside the Library.
2. In the Library tab, click Library Settings.
3. Click on Versioning Settings.
4. Under the Document Version History section,
4. Scroll down and under the Require Check Out click the Create major versions radio button.
section, click the Yes radio button. Then click OK at the bottom.
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6. 5. Return to the library by using the navigation. Sending Document Link
Save space in your and others’ email mailbox
by sending the link to a document, instead of
attaching the file. Please note that recipients
must have access to the SharePoint site in order
to open the document from a link.
6. To observe the different document versions,
hover over a document’s name inside the To send the document link:
library and click the drop-down arrow at the
• Hover over document’s name and click drop-
end. Then select Version History.
down arrow at the end, select Send To and
choose Email a Link.
7. Observe the different versions available of
the document.
• Outlook will open with a new message
containing the link.
Navigating Through Content
8. To restore an older version hover over the
When accessing documents nested in various
date, click the drop-down arrow, and select
folders, effective navigation is key to quickly
Restore.
retrieving information. Previous versions utilized
a breadcrumb trail for navigation. In SharePoint
2010, you can click on the folder icon and view
the folder structure.
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7. Adding a New Calendar Adding Events to a Calendar
Having different calendars in SharePoint can help To add entries to a calendar on a specific day:
you and your team track different events, vacation • In the calendar, hover over the date you wish
times, training schedules and much more. to insert the entry. Then click the Add button
appearing on the selected date
To add a calendar:
1. Go to Site Actions located on the top left, then
select View All Site Content.
• Enter at least the required information
(marked with a red asterisk *). Save entry
when finished.
2. Click on Create.
Calendar Views
3. From the selection, choose Calendar. Using different calendar views is advantageous
Type a name for the newly created calendar to help you locate various scheduled items.
and click Create.
• Click inside the calendar and on the Calendar
tab, select from the Day, Week, or Month view.
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8. Emailing Calendar to Others Deleting a Calendar
Sharing a calendar with others who have When a calendar is no longer needed, it can be
access to the site is a simple way to schedule removed following these steps:
collaboration.
• On the Calendar tab select List settings.
To send calendar link:
• Click on Delete this list.
• Click inside the calendar and on the Calendar
tab, click Email a Link.
• Your Outlook will open with a new message
containing the link.
Creating a List
Lists can help you and your team stay organized
Exporting Calendar to Outlook by customizing the way information is displayed,
changing views, adding or deleting columns,
Manage your SharePoint calendar along with filtering and much more.
your Outlook calendar by displaying them side
by side in one window. Both calendars can be To create a list:
synchronized.
1. Go to Site Actions,
1. Click inside the located on the top
calendar and left, then select
on the View All Site
Calendar tab, Content.
select Connect
to Outlook.
2. Click Allow twice to continue.
3. When prompted to Connect SharePoint 2. Click on Create.
calendar to Outlook select Yes. This will allow
entries made in SharePoint to appear in your
Outlook and vice versa.
3. From the selection, choose Custom List. Type a
name for the newly created list and click Create.
4. Observe in Outlook two calendars: your
standard one and the SharePoint one you
created.
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9. To add columns to a list: 7. Under Range Type, click the drop-down and
select Range of Cells. Then select the icon
4. Go to the List tab and choose Create Column to Select Range.
Note: Make sure your list is formatted as a table.
When selecting range, include column headings.
5. Type a name for the column and select the
type of information you would like to store.
Specify any additional settings and click OK.
Importing an Excel File Into
SharePoint
8. After selecting the range, click the drop-down
SharePoint allows you to bring Excel
arrow to return to the previous screen.
spreadsheets into a list without having to retype
the information all over again. To import an
existing table in Excel into SharePoint:
1. Go to Site Actions, located at the top left, then 9. Click Import.
select View All Site Content.
10. Your table should now appear in the
2. Click on Create. SharePoint site with the columns and rows
you specified.
3. From the selection, choose Import
Spreadsheet and click Create.
Adding Users and Setting
Permissions
Allowing users to view
content in your site
is critical for sharing.
Equally important is
providing them with
the proper permission
level if they are going
4. Type a name for the newly created list and to make changes to
click Browse to search for the Excel file. documentation or lists
on the site.
5. Select the file to import and click Open. Then
click the Import button at the bottom. To add and set
permissions for a user:
6. If an Excel Security Notice appears, click
Enable Macros. 1. Go to Site Actions, then Site Permissions.
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10. 2. Click on Grant Permissions located Changing Permissions
in the Edit tab.
On a User
Certain existing users may need to be given a
different type of access to the site, while others
may need to be removed. To change permissions
on a current user:
3. Find user by clicking on the book icon.
1. Go to Site Actions, then Site Permissions.
2. Click check box next to the user’s
name to select.
3. Under the Edit tab, choose
4. Type the user’s last name and hit ENTER.
Edit User Permissions.
5. Click on the person’s name and add to the
4. Check box to apply new
permission dialog box. Click OK after you have
permission and click OK
added all users.
at the bottom.
Permission Levels
If you are unsure of what each permission level
means, you can check this without assigning any
type of access.
• Go to Site Actions, then Site Permissions.
• Under the Edit tab, choose Permission Levels.
6. Under Grant Permissions, select from the
SharePoint group (recommended) drop-down.
Note: To view permission details, click on the 2nd
radio button.
7. If you would like to send a welcome email to
the new users, type a message and click OK
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11. Adding Web Parts 5. Click the drop-down arrow at the end of Web
Part and choose Edit Web Part.
Web Parts are customizable sections where you
can display content or business data from other
sources. Adding Web Parts to your SharePoint
site can help you structure content and make it
more visually appealing to its users.
To add a Web Part on the Main Page: 6. Below the Content Editor, click here to add
new content.
1. Go to Site Actions and select Edit Page.
7. Type content. For font and additional
formatting options, go to the Format Text tab.
2. Click where you would like to add
the Web Part.
3. On the Insert tab, select Web Part.
4. For Content Editor, under Categories select
Media and Content, then choose Content
Editor. Then click Add to edit part.
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12. NEED MORE INFORMATION?
For a complete SharePoint guide, visit this site:
https://share.ams.bnymellon.net/Projects/MyWorkspace/
Training%20Resources/SharePoint%202010/SharePoint%20
2010%20User%20Guide.pdf
bnymellon.com
© 2012 The Bank of New York Mellon Corporation. All rights reserved. 7/2012