TeamShare201

Owner Training Job Aid

© 2013

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Table of Contents• Introduction

• Create a Sub-Site

• Accessing Sites and Workspaces

• Building your Sub-Site

• Setting Permissions

• Creating a “My Link” Shortcut

• Add an Announcement

• Calendar Events

• Links

• Creating a Document Library

• Documents and Folders

• Meta-data Tags

• Checking out a Document

• Editing a Dataset

• Windows Explorer

• Export Library to a Spreadsheet

• View RSS feed

• Alerts

• Outlook

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Nemours TeamShare Owner Training Job Aid

As an owner of your site, you have full control over the settings and features of your TeamShare site. You can

Create additional sub-sites, add or modify pages, control the navigation, and more. This training was created to assist you with many of the available choices you have when working with your TeamShare site.

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Create a Sub-Site

Access Site Actions

Click the Site Actions drop-down menu in the upper right hand corner of your main site.

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Access the Create Option

Select Create from the Site Actions drop-down menu.

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Accessing Sites and Workspaces

Select the Sites and Workspaces option (the last option) located under the Web Pages column (last column).

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Building your sub-site

The New SharePoint Site Screen displays

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Enter a Title and Description for your site

Under a Title and Description, enter a Title for your page. The title you enter into the field will display the name of the site in the title area and in the top and left navigation.

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Enter the web site address for your site

Enter the Web site Address (URL name) for the site. Keep the URL name the same or similar to the site title entered earlier, but avoid using spaces or special characters. Try to keep the URL name short. Acronyms are acceptable. The URL field will control the name of the link to the sub-site you are creating.

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Click on the Collaboration tab under Template Selection

Select Team Site

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Access Permissions

Select Use name permissions as parent site for User Permissions.

Setting up permissions

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Select Yes for Display this site on the Quick Launch of the parent site

Select Yes for Display this site on the top link bar of the parent site.

Select Yes for Use the top link bar from the parent site

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Click Create

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Your new TeamShare Sub-Site is now created and ready for editing

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Creating a “My Link” Shortcut

In the top right corner, click the My Links drop down menu

Select Add to My Links

Click Ok

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The new site name displays under the “My Links” menu

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At the bottom of current Announcements, click Add new announcement.

Add an Announcement

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Enter the Title of your announcement

Enter the Body text of your announcement

Enter a Date you would like for the announcement to expire

Click Ok.

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The new announcement will post at the top of the page with a icon next to it

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Calendar Events At the bottom of the current Calendar, click Add new

event

Enter the Title of your event Enter the Location of your event Enter the Start TimeEnter an End Time. Events will

automatically delete from the calendar at this time

Enter a Description of the event Click Ok. The new event displays on the

site.

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Your new Event displays in the Calendar section

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Links At the bottom of the current Links, click Add new link

enter the URL of your link Enter a description for your link Enter any notes you might want other

team members to viewClick Ok. The new link displays in the Links

section.

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Delete a Link To the right of the link, click the drop down menu, select

Modify Shared Web Part

Click the drop down menu next to edit, and select Delete

**Review how to delete links**

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To confirm your deletion Click Ok

**Review how to delete links**

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Click Shared Documents

Creating a New Document Library

Select Create from the Site Actions drop-down menu

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Under the Libraries column, choose Document Library

On the new page that opens enter the Name of the library (ie: Meetings)

Fill in a Description Choose Yes to display in the library Quick Launch

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Select No for Allow this document library to receive e-mail. This can be changed later under the library settings.

Select Yes or No for the Create a version each time you edit a file in this document library setting.

Click Create

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The new document library link displays under the Documents section of the left-side navigation bar.

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Documents and Folders

Under Documents, click Shared documents

Click the Upload drop-down menu

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Click Upload Document

Click Browse, and locate your document

Once you have located your document, click Ok

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Shared Documents

Navigate New drop-down menu, click New Folder

Enter the folder name and click Ok

Creating folders to store documents

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Your folder displays in the document library

A New Document Library folder is created

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Adding New Document to the Library

From the document library view, click New

Click New Document

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Creating Meta-data tags for a document Library

Shared Documents

Form the desired Document library, click on the drop-down under Settings and choose Document Library Settings

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In the Columns area of the page, click Add from existing site columns

In the Available site columns area, scroll down to

Resource Type, and click Add.

Click Ok

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Click on the newly added “Resource Type” in the column section.

The Change Column: Shared Documents window displays

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Select Choice (menu to choose from) under type of information in this column is:

Under Description, enter a description Enter the description for each category you want to add.

Each item should be on a separate line.

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Skip to the Default value field

Under the Default value, select Choice. Leave the box empty

Click Ok

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Making Meta-Data Viewable

From the Views section, click All Documents

Scroll down to the Group By section and expand the list

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Under First group by the column, click on the drop-

down menu and select the name of your new column,

ie. Resource Type

Click Ok

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Assigning Documents to Specific Meta-Data tags

upload an existing document and assign a tag

From the Document Library view, click the Upload

drop-down menu and select Upload Document

Browse to and select the desired document

click Ok

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Select the appropriate Resource Type grouping for your document. For example: “Project A”

Click Ok

The document displays under the newly assigned Resource Type Meta-tag

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Checking out a Document Navigate to the applicable document, click the drop down

menu to the right of the document, and select Check Out

Hover your mouse over the icon to display the name of the person who has the document checked out

Click to open your document

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File in Use message

Select the appropriate choice from the options displayed

Click Ok

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Checking in a Document

Complete and save your changes to the document When you close the document or application, a Check in

window will display, select Check in file Click Ok

Add any Check In Comments that would be helpful with collaboration

Click Ok

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The Document is Checked In

the document will display as normal with no green arrow.

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Actions within a Document Library

Within Team Documents, the Actions menu provides options to view, open, export, or edit a document

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Editing in a Dataset Under the Actions drop-down menu, click Edit in Dataset

A dataset view displays the document library in a dataset view

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Access the Actions Menu Under Actions drop-down menu, click Open with Windows

Explorer

This allows an easy way to navigate through different files and folders

Open with Windows Explorer

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Export Library to a Spreadsheet

Access the Actions Menu Under the Actions drop-down menu, click Export to

Spreadsheet

Click Open

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Query file message appears Select Enable

Select how you want to view data in your workbook Click Ok

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An Excel spreadsheet of the document library displays

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View RSS Feed

Under Actions menu, click View RSS Feed

Click Subscribe to the feed

The option to give the RSS feed a different name is provided

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Alerts

Adding an Alert

Under Actions menu, click Alert Me

Enter an Alert Title

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Enter the email addresses for your alerts

Select the type of change for an alert

Specify when to send an alert

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Specify how frequently you would like an alert to be sent; via immediate email, daily summary, or weekly summary

Click Ok

Once a change has been made, you can view the alert message

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Connect to Outlook

Click on the Calendar item listing for a TeamShare

site that includes a Calendar

Click Actions drop-down menu

Select Connect to Outlook

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A Microsoft Office Outlook message displays

Click Allow

You can now launch your Outlook Calendar and view the TeamShare Calendar by selecting it in the Other Calendars view

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