Office 365 SharePoint Site Admins Quick Reference

Office 365

SharePoint Site Admins

Quick Reference

Table of Contents

OFFICE 365 SHAREPOINT FOR SITE ADMINS 5

Sign In 5

Office 365 5

SharePoint Home 6

Request a Site 7

Site Home 8

Lists 9

Announcements 9

Contacts 10

Links 11

Tasks 12

Calendar 13

Libraries 14

Create Document Library 14

Create Multi-Media Library 15

Modify Library 15

Documents 16

Multi-Media 18

Edit File Properties 18

Moving Files Within Same Site 19

Moving Files From Site to Site 19

Discussions 20

Discussion Board 20

Tools 21

Send Email 21

My Sites 22

User Management 22

Update Navigation 23

Recycle Bin 23

ADDITIONAL RESOURCES 24

Phone Numbers 24

Web Sites 24

Email Addresses 24

External Training 24

Office 365 SharePoint for Site Admins

Sign In

 Open browser

- Internet Explorer is preferred

 In Address field enter the following URL:

http://office365.siue.edu

- Will sign in to Office 365, which is where SharePoint Sites are located

 If prompted, select Work or school account

 Key in email address (if prompted) and password - Username – Key in your email address

OR click email address

- Password – Key in e-id password

 Click

Sign In Prompt

Sign In

Office 365

 Will open Office 365

 Select

- If at another Office 365 app, click

 Click

 SIUE SharePoint Home opens

SharePoint Home

 Allowed 1tb total space

 A limit of 2gb per document (document/image/video)

 Can access from anywhere there is internet access

 Access open to faculty, staff and students

SIUE Home Site

Current Location

& Navigation

Request a Site

 From the Quick Launch, from Information, click Site Request

 Site Name – Complete with name

 Site Description – Complete with description for site

 Site Collection – Select collection from dropdown

 Site Template – Select Standard Template from dropdown

 After selecting Site Template, remainder of form will be visible (Security Groups…)

 Send Email to all users – Check box to send an email to all users that are added at this stage that a SharePoint site has been created and they belong to it

- Uncheck box if no email is to be sent

 To add users:

- In the ‘enter eID’ box for a group, enter the person’s e-id and click

- This is repeated for each security group

- Generally, a person will not be listed in more than one group

- A description of what a group can do/have access to, is listed with each group name

 Click

Office 365 SharePoint Site Request

Site Request

Site Home

 Navigate using Quick Launch on left side or the top navigation

 To see list of available sites, click My Sites located in the Information

 Select from available links to open specific site

My Sites

 By default, opens to show announcements and pinned links

 Quick Launch will change to reflect what is available for the current site

Site Home

Lists

 Clicking Lists same view as Site Contents

 Shows available type of apps, libraries, lists:

- Announcements - Calendar - Contacts - Links - Tasks - Calendar - Contacts - Plus more

 All available apps may not show on the Quick Launch - Click on Lists to view all apps

Lists

Announcements

 Click Announcements from the Lists Quick Launch

 Can have an expiration date or open ended

 Pinned or unpinned:

- Pinned to show at top

- If an expiration date is listed, is not permanent

 Create a new announcement:

- Click

- Complete fields in Announcement dialog box - Leave Expires date blank if to be open date - Check Pinned to display at top of list - Click

 To edit/delete announcement:

- Select announcement - Select Browse/Items tab - Select action from Items menu

o Actions include Edit, Delete - Make changes as needed - Click

Announcements

Add New Announcement

Contacts

 Click on Contacts in Lists Quick Launch

 This is to enter the contact information of the Site Admins and Assistants

 To add a new contact:

- Click

- Key in information

- Check Pinned to place contact at top - Click

 To edit/delete contact:

- Select announcement - Select Browse/Items tab - Select action from Items menu

o Actions include Edit, Delete - Make changes as needed - Click

Contacts

Add New Contact

Links

 Click Links in Lists Quick Launch

 To add new link:

- Click

- Key in information

- Check Pinned so links will show on the default Announcements page on right side

o Unpinned links will only show on the links list - Click

 To edit or delete link:

- Select link

- Select Browse/Items tab

o Click to edit, cannot delete - Select action from Items menu

o Actions include Edit, Delete - Make changes as needed - Click

Links

Add New Link

Tasks

 Click on Tasks Quick Launch

 To add a new task:

- Click

- Enter tasks details - Click

 To edit task:

- Select task

- Select Browse Tasks tab - Select action from Items menu

o Actions include Edit, Delete, Permissions - Make changes as needed

- Click

Tasks

Task – New Item Dialog Box

Calendar

 To add event:

- Hover over date and click - Complete event details - Click

 To edit/delete event:

- Click on event - Make changes - Click

Calendar (w/Calendar Tools Menu)

Add New Calendar Event

Libraries

 Clicking Libraries same view as Site Contents

 Shows available type of apps, libraries, lists

 Default is to have one Documents library and one Multi- Media library that show in Quick Launch

- These can be renamed

 Other libraries are available by clicking Libraries from Quick Launch

- Folder app icon will have a folder with a piece of paper (similar to other app icons)

 Can create additional libraries

Libraries

Create Document Library

Document libraries are for storage of documents; i.e., docx, pdf, xlsx, etc.

 To create document library:

- Click on Tools from Quick Launch - Click New Document Library - Key in Name

- Key Description

- Select Yes or No to version

- Select default document type; i.e., Word document, Excel spreadsheet, PowerPoint presentation - Click

Create Document Library

Create Multi-Media Library

Multi-media libraries are for storage of media; i.e., images, video, audio, etc.

 To create multi-media library:

- Click on Tools from Quick Launch - Click New Multi-Media Library - Key in Name

- Key Description

- Generally, leave at default setting of No to version - Click

Create Multi-Media Library

Modify Library

 Select library to modify

 Select Browse/Library tab

 Click

- Do not click Edit Library or Shared With

 Select setting to edit

- Generally this will be List name, description and navigation

 Make changes

 Click

 Repeat for other settings if needed

 Note that each individual setting must be selected and saved

Modify Library

Library Settings

Documents

 Documents are stored in Document Libraries

 Can create a new document or upload a document or edit existing document

 Select library from Quick Launch

 To upload document:

- Open Explorer

- Select document file(s) to be uploaded - Drag and drop file(s) to SharePoint library

 To read existing document:

- Click on document - Review in browser

- Click on site link to close document and return to library

 To edit existing document:

- Click on document

- Select to open in program (Word, Excel,…) or edit online

o Reminder role will determine if user can edit or delete a document

o If edit in program, file is checked out - Make changes

- If edit online, file auto-saves

o To change name; double click default file name o Type in new file name

o Click on site link to close document and return to library

- If edit in program, save file

o Be sure to save to SharePoint library

- If versioning was selected during upload, will be able to view history and other document versions

Documents

Explorer

Return to Site Link

Edit Location

Locked File Message



T

- Click

- Select what type of file

- Create online or open in program - If online, file auto-saves

o To change name; double click default file name o Type in new file name

o Click on site link to close document and return to library

- If in program, save file

o Be sure to save to SharePoint library

Create New FIle

Create New File - Online

Save New File - Program

Multi-Media

 Media files are stored in Multi-media Libraries

 Multi-media library allows the file to be viewed without opening

 Multi-media files consist of various image types, videos, audios

 Select library from Quick Launch

 To upload files:

- Open Explorer

- Select file(s) to be uploaded

- Drag and drop file(s) to SharePoint library

Multi-Media

Multi-Media Upload Dialog Box

Edit File Properties

 To edit file properties:

- Click ellipsis for file to edit

- Click second ellipsis to open additional menu - Click Edit Properties

- Make necessary changes - Click

Edit Properties

Moving Files Within Same Site

 To use Explorer to move files, must be using Internet Explorer (IE) for SharePoint

 Select library

 Select Browse/Library tab

 Click

 Move files from folder to folder within site

 Close Explorer

Moving Files From Site to Site

 To use Explorer to move files, must be using Internet Explorer (IE) for SharePoint

 Similar process as Within Same Site

 After opening Explorer for selected site, navigate to other site

 Repeat process of opening Explorer

 Move files from site to site with the multiple Explorers opened

 Close Explorer windows

Library

Explorer

Discussions

As with Libraries, new discussion boards can be created.

How an individual can participate in a discussion depends upon their assigned role within your site.

Discussion

Discussion Board

 Where individual discussions are stored

 To add a new discussion:

- Click

- Complete new discussion items - Click

 To participate in a discussion:

- Click on discussion - Click in Add a reply box - Add comments - Click

Add New Discussion

Discussion Board Reply

Tools

Available tools will vary depending upon the individual user’s access. My Sites is available to all users. User management is available to site admin only.

 Site Admins can add/remove users and manage the site

 The Assistant can add/delete/modify content but cannot manage the site

 Members can add/edit files and participate in discussions but cannot delete

 Visitors are view only

Send Email

 Can send emails to users within your site

 Can send to groups or individuals

 To send email:

- Click Email Users from Quick Launch - Select recipients

- Click

- Complete email information; subject and message - Click to add attachments

- Click

Tools

Send Email

Email Information

My Sites

 Quickest way to locate all sites associated with

 Link to sites that an individual is associated with - Admin

- Assistant Admin - Member - Visitor

 My Sites link is located in various positions depending upon current view

 Click on site link to open

My Sites

User Management

 Click User Management link to add/remove users

 Too add users:

- Enter user id(s) - Click

- Check box to send email notification that user has been added

 To remove users:

- Select user(s) - Click

 Add/remove must be completed for each group

Site Settings

Update Navigation

 Click Update Navigation link

 Select item to be edited, moved or deleted

 Edit – Can change name or audience - To change title, type in new title - Recommendation is to leave URL as is

- Audience can be restricted to groups; i.e., Admins, Asst. Admins

- Click

 Select Yes or No to have item show in Quick Launch

 Click

Navigation Settings

Edit Popup

Recycle Bin

 Recycle Bin is located in Site Contents

 After a file is deleted, the site admin has 30 days to recover from the Recycle Bin

 If the Recycle Bin has been emptied and it is within 30 days, the site admin can send an email to

[email protected] to request recovery of file

Site Content

Recycle Bin

Additional Resources

Phone Numbers

 ITS Help Desk: 650-5500

Web Sites

 ITS SharePoint: sharepoint.siue.edu

 ITS: http://www.siue.edu/its

 ITS e-ID Maintenance: http://www.siue.edu/eid

 ITS Training: http://www.siue.edu/its/fac_staff/training

Email Addresses

 ITS SharePoint Administrator: [email protected]

 ITS Help Desk: [email protected]

External Training

 Microsoft: http://office.microsoft.com/en-us/training

 Lynda (must connect from SIUE link):

http://www.siue.edu/its/fac_staff/training (click on Lynda.com at bottom of page)