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TeamShare 101 Contributor Training Job Aid © 2013

Team Share Training

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Page 1: Team Share Training

TeamShare101

Contributor Training Job Aid

© 2013

Page 2: Team Share Training

Table of Contents

• Introduction

• Access TeamShare

• Navigate to Site

• Add “My Links”

• Announcements

• Add New Events

• Add New Links

• Document Library

• Document Collaboration

• Windows Explorer

• Export to Spreadsheet

• View RSS Feed

• Alerts

• Edit Document Properties

• Creating Tasks

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Nemours TeamShare Contributor Training Job Aid

“TeamShare” is a tool available to teams, departments, and committees. It is used to collaborate through:

Announcements

Calendaring

Discussion forums

Quick access to common links

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As a contributor to your TeamShare site, you have access to:

Add team announcements

Create team links to frequently visited websites

Add team events to a calendar

Add team documents to a document library

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Open Internet Explorer

Enter TeamShare in the browser address bar

Press Enter

To access Nemours TeamShare and navigate to your site

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The TeamShare Welcome page will display

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Navigate to the Learning Services TeamShare site

Hover over the Enterprise Services tab Select Corporate Services

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Select Learning Services on the left

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The Learning Services TeamShare site will display

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To Create a “My Link”

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

Select Add to My Links

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The Title, Address and other information willautomatically default for you.

Click Ok

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Home – Learning Services My Links, is now displayed under the My Links menu

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Announcements

Announcements are used to:

Post team news

Project status information

Post any other information you want to share

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To Add an Announcement

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

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The Announcements: New Item section will display

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To Create Your Announcement

Enter

The Title of your announcement

The Body text of your announcement

A date you would like for the announcement to Expire

automatically from the Announcements page

Click Ok and the new announcement will post at the

top of the page

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Your new Announcement will display in the Announcements section

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Adding New Events

At the bottom of the current Team Calendar, select Add new event

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The Calendar: New Item section displays

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Creating Your Event

Enter The Title of your event The Location of your event A Start Time An End Time (events will auto-delete from the calendar) A Description of the event Click Ok and the new event will display on the site

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All day events

Repeating events

Or, utilize events in a meeting workspace

You may also create

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Your new Event will display in the Calendar section

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To Add a Link

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

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The Links: New Item section will display

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To Create a Link

Enter

The URL of your link

A description for your link

Notes you may want other team members to view

Click Ok

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Your new link will display in the Links section

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To Delete a Link

Select Links

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

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To confirm your deletion Click Ok

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Select the Learning Services tab to return to the main page of the TeamShare site

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Document Library

To access the Documents Libraries, under Documents select Team Documents

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Uploading a Document

Open the Document Library folder, where you would

like to add your document

Select the Upload drop down menu

Select Upload Document

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Browse to the location of the document

Select Browse and locate your document

Click Open

Click Ok

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To Add a New Folder

Navigate to the appropriate document library or folder, select the New drop down menu, select New Folder

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To add a Document Library Folder, enter the folder name and click Ok

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Your folder will display in the Document Library

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Adding a new document to a Document Library

Under the New dropdown menu, click New Document

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Microsoft Word opens a new document

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Save a Document

Select X to close the Word Document Microsoft Word will prompt you to save the changes Click Ok Enter the file name and click Save

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The new document will display in the Document Library. The file is denoted by the icon

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Document Collaboration

To check out a document, navigate to the applicable document, select the drop down menu to the right of the document, and select Check Out

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When a Document is Checked Out

A green arrow will display on the document

representing a Checked Out status

Hover over the icon to display, who has the document

Checked Out

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Checking in a Document

Complete and save your changes to the document

After closing the document or application, a Check In

window will display, click Yes

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Adding Check In Comments

Add any Check In Comments that would be helpful

with collaboration

Click Ok

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The document is checked in and will display as normal

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Edit in a Data Set Under the Actions dropdown menu, click Edit in

Datasheet

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A Dataset view of the document library will display

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Open with Windows Explorer

Under the Actions dropdown menu, click Open with Windows Explorer

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Document Library is open in a Windows Explorer view, allowing an easy way to navigate through different files and folders

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Export Library to a Spreadsheet

Under the Actions dropdown menu, select Export to Spreadsheet

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Open the file

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You will receive a Microsoft Office Excel Security Notice

select Enable

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An Excel spreadsheet of the document library will display

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View RSS Feed

Under the Actions menu, click View RSS Feed

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Select Subscribe to the feed

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Open the query file

You have the option to give the RSS Feed a different name

Select Subscribe

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Add an Alert

Access the Actions menu

Under the Actions menu, select Alert Me

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Set up an Alert and enter email addresses for Alerts

Enter an Alert Title – this will be the subject of your email when you receive your alert

Enter the email addressed in which you would like to receive alerts

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Select the type of change for an alert

Enter the type of change that you want to be alerted to. You may choose to keep it on the default of All changes

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When to send an alert

You can specify when an alert is sent to you by selecting:

Anything changes Someone else changes a document Someone else changes a document created by me Or, Someone else changes a document last modified by

me

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How frequently you would like an email sent

You can specify when an alert is sent to you by: email immediately daily summary Or, weekly summary

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View the alert message

Once a change has been made, your email message will display the change that is made

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Edit document properties

Under the file drop down menu, select View Properties

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View the Properties

In the properties window, you can change the name of the file or title. To do this, click Edit Item

Note: You can also delete the item from here

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Edit the Document

Under the file dropdown menu, click Edit in Microsoft Office Word

If this is an Excel or PowerPoint file, it will give you the option to Edit in Excel/PowerPoint

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Make your changes to the document

The document will open in the appropriate application.

Make your changes to the document. Save and close the document. The document saves back to the Teamshare

directory and your changes have been saved

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Deleting a file

Under the file dropdown menu, click Delete

Click Ok, to confirm the file deletion

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Undelete a file

Click Recycle Bin

Select the check box next to the

document you would like to restore.

Click Restore Selection

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Email a Link

Under the file drop-down menu, select Send To

Select E-mail a Link

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Send the email link to the document

Enter the recipient’s name, subject and any applicable note

Select Send

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Download a copy of the file

Under the file dropdown menu, select Send To

Select Download a Copy

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A window will display asking if you would like to

Open the file or Save the file

Select Open, or

Select Save. Navigate to the area on the computer

where you would like to save the file

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Add a Task

Under Lists in the Team Resources, select Tasks

Under the New drop down menu, select New Item

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Enter The Title for your task A priority for you link The status of your task The % complete Who the task is assigned to A start date and due date for the task Click Ok

Creating your task

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Your Task has been created

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