Tech | Orientation

SharePoint for Texas Executive MBA

Section 1 – Working with the Document Library

Upload A Document

  1. Start at your Class of 2015 or Study Group page
  2. Click on Shared Documents (in the left column)
  3. Click the Upload Document button within the Document Library
  4. On the Upload Document page, click the Browse… button
  5. Select the file
  6. Click the Save and Close button at the top
  7. In the Document Library, notice the “New!” note next to the file name. 
  8. Click on the Home link in the upper left to take you back to the home page

Check Out, Edit & Check In A Document

  1. Start at your Class of 2015 or Study Group page
  2. Click on Shared Documents (in the left column)
  3. Find the document
  4. Hover over the file name and click in the new box to make the drop down options appear
  5. From the drop down menu, select Check Out
  6. In the list of files, notice that your name is now listed in the Checked Out To column
  7. Again, hover over the file name and click in the new box to make the drop down options appear
  8. From the drop down menu, select Edit in Microsoft Office Word
  9. If you receive a security warning, click OK
  10. The document is now open, and you can edit it. 
  11. Once you’re done writing, select Save from the File menu
  12. After saving, check the document back in. You can do this by selecting Check In from the File menu in Word.
  13. Don’t enter any version notes, unless you would like to.
  14. Close Word
  15. Make sure the Document Library is open. Press F5 on the keyboard to refresh the page. Notice that the document is no longer checked out.  Now, anyone can check out the document and edit it.

Sorting The Document Library

  1. From the Class of 2015 or Study Group page, click on Shared Documents
  2. In the Document Library toolbar, click on the Filter button
  3. In the drop down list above the Category column, select a category
  4. To show all the documents again, click on All Documents under ‘Select a View’ in the left column

Viewing Version History

  1. From the Class of 2015 or Study Group page, click on Shared Documents
  2. Hover over the name of the file and click the arrow to make the drop down options appear
  3. From the drop down menu, select Version History
  4. You now see the different saved versions of the document
  5. Hover over the oldest version of your file (the one with the earliest time) and click the arrow to make the drop down options appear
  6. From the drop down menu, select Restore
  7. If you’re prompted to replace the current copy, click OK
  8. Once the page automatically refreshes, notice that a new entry appears with the current time. This is now the latest version of the document. 
  9. Click on the link for the latest version of your document.  Press Open if you’re prompted. You should now see the original version of your document.
  10. Open the other versions of the document to see the progress of changes to the document.
  11. Use the browser‘s Back button to return to the Document Library.

Deleting Files

  1. From the Class of 2015 or Study Group page, click on Shared Documents
  2. Hover over the name of the original file and click the arrow to make the drop down options appear
  3. From the drop down menu, select Delete
  4. If you’re asked “Are you sure you want to delete this item?”, select Yes
  5. The file is now permanently deleted. There is no “Recycling Bin” on SharePoint that saves files in case you want them back.

Section 2 – Working with the Discussion Board

Create A New Thread

  1. From the Class of 2015 or Study Group page, click on General Discussion in the left column
  2. Click on New Discussion
  3. In the new discussion, type in the following information:
    1. Subject
    2. Text
  4. Click the Save and Close button in the top toolbar

Reply To An Existing Thread

  1. In the General Discussion board, click the plus sign next to your partner’s thread to read the text of his/her post
  2. Hover over you’re the thread subject and click in the new box to make the drop down options appear
  3. From the drop down menu, select Reply
  4. In the new post, keep the subject the same.  Type something in the Text area. 
  5. Click the Save and Close button in the top toolbar

Set An Alert

  1. In the General Discussion board, click the Alert me link in the left column
  2. In the Change Type section, select Added Items
  3. In the Alert Frequency section, select Send email immediately
  4. Click OK
  5. In the General Discussion board, click on New Discussion
  6. In the new discussion, type in the following information:
    1. Subject
    2. Text
  7. Click the Save and Close button in the top toolbar
  8. Click the Home button in the upper left corner
  9. In Outlook, you should receive an email notifying you of a new thread

Section 3 – Working with Surveys

Create A Survey

  1. Start at your Class of 2015 or Study Group page
  2. Click on Surveys (in the left column)
  3. Click on the Create Survey button in the toolbar
  4. Click the Survey link on the page
  5. Fill in these values for the different fields:
    • Name
    • Description
    • Display this survey on the Quick Launch bar?: yes
    • Show user names in survey results?
    • Allow multiple responses?
  1. Click on the Next button at the bottom of the page
  2. Now you will create the different questions in the survey
  3. Press the Finish button at the bottom

Fill In A Survey

  1. From the Class of 2015 or Study Group page, click on the survey in the left column
  2. Click on the Respond to this Survey button in the toolbar
  3. Fill in the survey
  4. Click the Save and Close button at the top toolbar

View The Survey Results

  1. From the Class of 2015 or Study Group page, click on your survey in the left column
  2. Click on the Show a graphical summary of responses link on the page
  3. This shows you a summary of the responses in a graphical format
  4. Click on the Overview button in the left column
  5. Click on the Show all responses link on the page
  6. Click on the link for View Response #1
  7. View the attendee’s answers.
  8. Click on the Go Back to Survey link in the toolbar

Section 4 – Working with Announcements

Create A New Announcement

  1. From the Class of 2015 or Study Group page, click on Add new announcement under the Announcements section
  2. For the new announcement, fill in the following information:
    1. Title
    2. Body
    3. Expires (you can use the calendar button [ ] to select the date)
  3. Click on the Save and Close button in the top toolbar. If you’re not directed back to the Home Page, click on the Home link in the upper left corner to see your new announcement

Edit An Existing Announcement

  1. From the Class of 2015 or Study Group page, click on the title of your announcement
  2. Once the announcement opens up, click on the Edit Item button in the top bar
  3. Change the information on the announcement:
  4. Click on the Save and Close button in the top toolbar. 

Delete An Existing Announcement

  1. From the Class of 2015 or Study Group page, click on the title of your announcement
  2. Once the announcement opens up, click on the Delete Item button in the top bar
  3. A pop-up appears confirming your decision to delete the announcement. Click OK

Section 5 – Working with Link Lists

Create A New Link

  1. From the Class of 2015 or Study Group page, click on Add new link below the Links section
  2. Type in a new link, description and notes
  3. Click the Save and Close button in the top toolbar.

Edit An Existing Link

  1. From the Class of 2015 or Study Group page, click on the Links title in the Links section
  2. Hover over your link and click in the new box to make the drop down options appear
  3. From the drop down menu, select Edit Item
  4. In the link, change the information
  5. Click the Save and Close button in the toolbar

Delete A Link

  1. From the Class of 2015 or Study Group page, click on the Links title in the Links section
  2. Hover over your link and click in the new box to make the drop down options appear
  3. From the drop down menu, select Delete Item
  4. A pop-up appears confirming your decision to delete the announcement.  Click OK

Section 6 – Working with the Calendar

Add An Event To The Calendar

  1. From Class of 2015 or Study Group page, click on Events in the title of the Events section
  2. In the toolbar, click on New Item
  3. In the Title field, enter in a title
  4. In the Begin field, click the calendar button to show the calendar. Select a date.
  5. In the Time field next to Begin, select a time
  6. In the End field, if you enter no date, it automatically selects the same date as the start date. You can choose from the drop down the end time.
  7. In the Recurrence field, make select selection
  8. Click on Save and Close in the top toolbar
  9. The title should now be listed in the All Events view. You can also switch to Calendar view and then change months to find your event on the calendar.

Section 7 - Working with Contacts

Create A Contact

  1. Start at your Class of 2015 or Study Group page
  2. Click on Contacts (in the left column)
  3. Click on the New Item button in the toolbar
  4. For the new contact, enter your information for the following items:
    1. Last Name
    2. First Name
    3. E-mail Address
  5. Click the Save and Close button in the top toolbar

Export A Contact To Outlook

  1. From the Class of 2015 or Study Group page, click on the Contacts link in the left column
  2. Hover over your last name and click in the new box to make the drop down options appear
  3. From the drop down menu, select Export Contact
  4. In the File Download box, select Open
  5. A new Outlook contact opens
  6. Click the Save and Close button in the upper left of the contact

Delete A Contact

  1. From the Class of 2015 or Study Group page in SharePoint, click on the Contacts link in the left column
  2. Hover over your last name and click in the new box to make the drop down options appear
  3. From the drop down menu, select Delete Item
  4. A pop-up appears confirming your decision to delete the announcement.  Click OK
  5. Notice that your contact has been deleted from the Contact list

Section 8 – Working with the Image Library

Upload Multiple Images At One Time

  1. Start at your Class of 2015 or Study Group page
  2. Click on Pictures (in the left column)
  3. Click on Add Picture in the toolbar
  4. Click the link under the name box that says Upload Multiple Files
  5. If you’re asked to login, login using your McCombs account
  6. The Microsoft Office Picture Manager opens
  7. In the Picture Manager, click the upper-left link that says Add Picture Shortcut…
  8. In the new window, click once the Desktop button on the left
  9. Click the Add button in the bottom right
  10. Click on the link to the desktop that appears under My Picture Shortcuts in the left column
  11. The various picture files stored on your desktop are available for viewing in the middle preview pane
  12. Select the images you want to upload. You can press each one individually by holding down the Ctrl key on the keyboard while you click each picture. You can also select a range of pictures by selecting the first picture with the mouse, holding down the Shift key, and clicking on the last picture in the range. 
  13. Click on the Upload and Close button at the bottom.
  14. Once the pictures are uploaded, the Picture Manager disappears
  15. On the web page in SharePoint, click on the link that says Go back to “Pictures”
  16. The photos should now be uploaded in the Picture Library. Change views in the left column if you want to.

Change The Name Of The Image & Edit The Picture Properties

  1. In the Picture Library, hover over the name of any of your files and click the arrow to make the drop down options appear
  2. From the drop down menu, select Edit Properties
  3. Change the name of the file by adding a –copy at the end of the name
  4. Enter in any additional information you wish. For example, you can create a title for the picture, enter the date it was taken, and enter keywords.
  5. If a category is available, you can choose or enter a category if you’d like.
  6. Once you’ve completed entering information, click the Save and Close button at the top

Edit An Image’s Orientation & Size

  1. In the Picture Library, hover over the name of picture and click the arrow to make the drop down options appear
  2. From the drop down menu, select Edit Picture
  3. If you’re prompted for your login information, enter them in the appropriate fields
  4. The Microsoft Office Picture Manager opens
  5. In the right column, click on Rotate and Flip
  6. Click on Rotate Left
  7. Click on Back to Edit Pictures in the bottom right
  8. In the right column, click on Resize
  9. Select the radio button next to Percentage of original width X height
  10. In the percentage box below that, enter in 50%
  11. Click on OK below that
  12. Click on the Save and Close link at the bottom right
  13. The Picture Manager closes and you now see the Picture Library. Notice that the picture size is half of its original.  Also notice that the preview shows the image with the correct orientation.

Delete An Image

  1. In the Picture Library, hover over the name of the image and click the arrow to make the drop down options appear
  2. From the drop down menu, select Delete
  3. If you’re asked “Are you sure you want to delete this item?”, select Yes
  4. The file is now permanently deleted. There is no “Recycling Bin” on SharePoint that saves files in case you want them back.

NOTES

You can reduce the number of prompts SharePoint gives you by adding the site to Internet Explorer’s Intranet Zone:

  1. In Internet Explorer, under the Tools menu, choose Internet Options
  2. Select the Security tab at the top
  3. Click once on the Local intranet icon, then click the Sites button
  4. In the Local intranet settings, click the Advanced button
  5. In the Web site field, type https://community.mccombs.utexas.edu and click Add
  6. Again in the Web site field, type https://students.mccombs.utexas.edu and click Add (this will add your My Site, mentioned on the next page)
  7. Click OK till all windows are closed

Page last updated: 6/5/2013