McCombs School of Business
Technology Training Team
Training Team : Tutorials : SharePoint

SharePoint

The following information is an introduction to the SharePoint portal at the McCombs School of Business.  Within the portal, you can share documents with team members, have team discussion groups, read announcements and view upcoming events.

 

General Portal Questions

Using The File Library

Using The Discussion Groups

Calendar

 

How do I access the portal?

  1. In a web browser, go to your SharePoint site

    2. For Executive Education students:
    https://community.mccombs.utexas.edu/execed/emba/


     

  2. You should receive a prompt for a user name and password.  In the user name field, type in mccombs\ followed by your MSB number.  In the password field, enter your password.
    3.   For example, if your MSB Account is msbaz789, you would enter:

        

     

  3. To get to your class portal, click on the appropriate Class link in the upper right corner.
    4.    This is your Home portal.

 

What are the minimum computer requirements?

You must have Office 2003 or Office 2007 installed on your computer to effectively interact with the portal.

Since the SharePoint portal software is a Microsoft product, it works best with Internet Explorer.  Therefore, we recommend you use one of the Internet Explorer versions below to access the portal.  However, you can also use other browsers, but may experience less functionality.

• Microsoft Internet Explorer 5.01 with Service Pack 2
• Internet Explorer 5.5 with Service Pack 2
• Internet Explorer 6
• Netscape Navigator 6.2 or later
• Mozilla 1.4 or later

 

How can I change my settings so I only have to log in once per session?

You can change your Internet Explorer settings so that you are only required to log into SharePoint when you initially open your portal.

  1. In Internet Explorer, under the Tools menu, choose Internet Options
     
  2. In the Internet Options form, select the Security tab at the top. Then select the Local intranet icon by clicking on it once. Then click the Sites button.


     
  3. In the Local intranet settings, click the Advanced button.


     
  4. In the Web site field, type https://community.mccombs.utexas.edu. Then click the Add button.

     
  5. Click OK until all windows are closed.

 

How do I upload files to the server?

Uploading files to the Sharepoint server allows group members to view and edit the files.  There two ways to upload files. 

  • To upload a single file from the Home portal page:
    1. On the left side, click the name of your group under the Documents section.
    2. Click on the "Upload document" link in the navigation bar. 
    3. On the new page, click the Browse button.  Select the file you want to upload and press the "Open" button.
    4. By default, the "Overwrite existing files" checkbox is checked.  If you do not want to overwrite existing files with the same file name, uncheck this box.
    5. By default, the "Overwrite existing files" checkbox is checked.  If you do not want to overwrite existing files with the same file name, uncheck this box.
    6. Click the "Save and Close" link at the top.
  • To upload multiple files from the Home portal page:
    1. On the left side, click the name of your group under the Documents section.
    2. Click on the "Upload document" link in the navigation bar.   
    3. On the new page, click the "Upload Multiple Files..." link under the file name box. 
    4. Click on the box next to the files you wish to upload.  This places a checkmark in the box, indicating it will be uploaded. 
    5. To select all files within a folder, click on the double boxes in the column heading section.
    6. By default, the "Overwrite existing files" checkbox is checked.  If you do not want to overwrite existing files with the same file name, uncheck this box.
    7. Click the "Save and Close" link at the top.

 

How do I check out files?

When you check out a file, no one else can edit it.  It's important to check in a file when you've completed work on it, so that others may edit it.  To check out a file:

  1. From your Home portal page, click on the name of your group in the left column.
     
  2. When you hover the mouse over a file name, a drop down box appears next to the file name.  Click on the drop down arrow, and select the "Check Out" option.


     
  3. Once you've checked out the document, you can then choose to edit it using the applicable application.  Hover the mouse over the file name.  In the drop down box that appears, select the "Edit in <application>" option, where <application> is the name of the application that edits the document.

 

How do I check in files?

Once you've finished editing a file, you need to save and check in the file back to the Sharepoint server.

  1. On the right hand side of the Microsoft application, click the "Check In..." link under the Shared Workspace area. 
  2. You will be prompted to enter optional comments on this version of the document.  Press OK.
  3. Sharepoint will save the document to the server and check it back in.

 

How do I find the file's version number?

  1. From your Home portal page, click on the name of your group in the left column.
     
  2. When you hover the mouse over a file name, a drop down box appears next to the file name.  Click on the drop down arrow, and select the "Version History" option.

     

 

How do I access the discussion pages?

From the Home portal page, click on your group name from the links on the right. 

 

How do I create a new discussion topic?

  1. Click on the "New Discussion" link in the navigation bar.
  2. A new discussion must have a subject, so be sure to include one.  Add text if you want.  The text can be edited using the toolbar at the top of the "Text" section.
  3. If you want to attach a file to the topic, click on the "Attach File" link in the toolbar.  Select the "Browse" button to select the file, and then click "Open".  Once the file name has been entered in the box, click the "OK" button.  Repeat this procedure to attach multiple files.  Click the "Delete" link next to an attachment name to remove it from your topic.
  4. When you've completed the creating the new topic, click the "Save and Close" button to save the new topic and all attachments.

 

How do I reply to an existing discussion topic?

There are two ways to reply to a discussion topic.

  • From the General Discussion portal page:
    1. Hover the mouse over the title of the discussion topic
    2. Click the down arrow to reveal the options
    3. Select "Reply"
    4. On the new page, enter in the text for your reply.  You can also change the subject.  Don't worry - your reply will stay within the same topic.
    5. If you want to attach a file to your topic reply, click on the "Attach File" link in the toolbar.  Select the "Browse" button to select the file, and then click "Open".  Once the file name has been entered in the box, click the "OK" button.  Repeat this procedure to attach multiple files.  Click the "Delete" link next to an attachment name to remove it from your topic.
    6. Click the "Save and Close" link in the toolbar.
  • From within the specific discussion portal page:
    1. Click the "Post Reply" link in the toolbar
    2. On the new page, enter in the text for your reply.  You can also change the subject.  Don't worry - your reply will stay within the same topic.
    3. If you want to attach a file to your topic reply, click on the "Attach File" link in the toolbar.  Select the "Browse" button to select the file, and then click "Open".  Once the file name has been entered in the box, click the "OK" button.  Repeat this procedure to attach multiple files.  Click the "Delete" link next to an attachment name to remove it from your topic.
    4. Click the "Save and Close" link in the toolbar.