SharePoint Basic Training Guide

(Internet Explorer 9)

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1. Make sure you are in Internet Explorer and using compatibility view.

a. If you do not see the compatibility view icon, right click in the open space in
your tool bar. Make sure Menu Bar is checked.

b. Click on Tools from the menu bar and make sure
Compatibility View is checked.




2. Navigate to your Website and log into SharePoint.

Click Login at the very
bottom of your Webpage
In the dialog box, enter your FULL
email address and your network
password (same as email).

You may have to type SRUNET\
before your username.

Then click OK.
Click Login at the very bottom of
your website.
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3. You will be directed to Site Content and Structure. This view is for users who manage multiple sites and have
need for moving/copying libraries. The average user has no need to ever use this view.
Click Back in the top left hand corner of your browser, wait for the page to load, and then click Refresh.

4. You will now see Site Actions in your top right hand corner. This is how you know youre signed into
SharePoint.


5. Click Site Actions and then click View All Site Content


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6. On the All Site Content screen you will see your Documents, Images, and Pages libraries. Click on Pages.


7. You will see a list of all your pages.
For the purpose of this training session, choose the page titled TEST




This column displays
the approval status
of all your pages.
Everything needs to
say approved before
changes appear to
the public.
This column
displays the names
of your pages.
These columns indicate the
last date the pages were
modified and by whom.
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8. Click on the page you wish to edit by clicking DIRECTLY
on the blue name. Your page will load in the same
window

9. Click Site Actions and Edit Page


10. On this test page, you see text that is not formatted correctly. If you paste text from a word document or email,
you may also experience this issue. To format your text according to university Web standards, first highlight all
of the text (CTRL+A) in the white space.

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11. Click Styles from your toolbar and then choose Remove Inline Styles. This will strip the text of all formatting
attributes. You can also click this icon.
























12. Now your font is very large. Make sure your text is highlighted, click Styles, and then click Text Body.
This will make your font compliant with university Web standards.


You will
see this
message.
Click OK
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13. There is a misspelled word on your TEST page. Fix it by clicking on the word and deleting the extra S.






















14. To Copy and Paste, you need to use keyboard shortcuts. To practice, highlight the entire line below and hold the
CONTROL and C keys at the same time.
You can also use the copy icon in the tool bar.
When the dialog box appears, click Allow Access.


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15. Click your mouse in the white space below the lined we just copied.

To paste, hold the CONTROL and V keys at the same time.
You can also use the paste icon from your toolbar.
You will again have to Allow Access
























16. To make text Bold, highlight the text and then type CONTROL and B at the same time.


You can also highlight
your text and click the
B icon from your
toolbar
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17. We now want to insert a hyperlink to a document, but first we need to prepare and upload the document.
Click Check In to Share Draft in your top right hand corner. This will save all of the changes youve made and
the page status is now draft. NOTE: Never click Submit for Approval.

You will know that you page has successfully saved and has been checked in when you see the Edit Page
icon has replaced the Check In to Share Draft icon. This page is not live, but is viewable by authorized users.



18. Open your word document. For the purpose of this training session, find the Test-Document located on the
I:drive in the Enrollment_Services folder (in another folder called SharePoint Training.)

First make sure your document is saved with a Web friendly name:
a. No spaces or special characters
b. Shorter is better
c. Avoid using dates












The Web URL of your PDF is dependent upon what name you choose.

Web Friendly Name: Test-Document
Corresponding Web URL: http://www.sru.edu/SP-training/Documents/Test-Document.pdf

Not So Web Friendly Name: Test Document for Students May 2011
Corresponding Web URL: http://www.sru.edu/SP-
training/Documents/Test%20Document%20for%20Students%20May%202011.pdf
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19. Once your word document is saved, save the document as PDF. Unless you specifically need someone to be able
to edit your Web document, you should save as PDF before uploading to SharePoint.

Click the File and Save As Adobe PDF

If you do not have the Adobe Add-In installed on
your computer, you will see this.
Click Save As and then change the document type
drop down menu to PDF





















20. Upload your newly created PDF document to SharePoint.
Click Site Actions and View All Site Content.

Click on Documents















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21. You will see a list of all documents. This list is very similar to the pages list from step 7 of this guide.







22. Upload your new document by clicking Upload. In IE8, you can also upload multiple documents, but for the
purpose of this training session, we are going to upload just one document at a time.

On the upload screen, click Browse


This column displays
the approval status
of all your
documents.
Everything needs to
say approved before
they can be viewed
by the public.
This column
displays the names
of your documents
These columns indicate the
last date the documents were
modified and by whom.
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23. A dialog box will appear. Navigate to your newly created PDF document. Click on it and then click Open.



24. The file path of your document will appear in the Name field. Simply click OK on this screen.

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25. This next screen will prompt you to check in the document. This is necessary so that other authorized users in
your department can see the document as draft. When you have verified all this information, click Check In



















The name of
the document
should stay
Web-friendly
but you can
add a more
descriptive
title here.
You can also
choose to add a
start and end
date if you only
need the
document to be
accessible during a
given timeframe.
You can leave
these fields blank
if you dont have a
timeframe.
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26. You will be redirected back to your Documents Library. You will see your newly uploaded document in the list
(with a !NEW message beside it). You will notice that the documents approval status is Draft.
You will need to approve the document before it is live to the public.





















27. In order to approve the document, click Actions, then Bulk Actions, and Bulk Approve/Reject.

A note of caution: there is no
coming back from Bulk
Delete. Never click on this.
You can also
bulk check-in
documents or
pages by
clicking here.
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28. On the Bulk Moderate screen, you will see a list of all draft documents. If you are only approving one document,
you will see only one document in the list. Verify the information and click OK























The Approved
option should be
automatically
selected. You will
probably never
need to use the
rejected or
pending options.
All possible
documents will be
automatically
checked. You can
check or uncheck
any documents in
this list.
Once you have verified all
information, click OK
NOTE: you may see
documents/pages recently
modified by other users.
You may need to uncheck
documents that were not
last modified by you.
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29. Once you have approved, you will be directed back to your Documents Library. You will see your new document
has changed to Approved.





















30. Now we want to hyperlink to the document from our original TEST page. Navigate back to your outward facing
Website by clicking Site Actions in the top right hand corner.

31. Click then View All Site Content.

Click on Pages
























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32. Find your TEST page and click directly on the blue name of the page (the same as step 8 of this guide).

Once your page loads, click on Edit Page




33. To insert a hyperlink to a document, highlight the text that will become the hyperlink and
click the hyperlink icon OR hold CTRL+K simultaneously.






















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34. The Edit Hyperlink Properties dialog box will pop up. You can either paste the URL of your document in the
Selected URL field or you can Browse to find it.





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35. After you click Browse you should see your full list of documents.

If you do not, click Current Site Documents on the left side of this dialog box. You can also choose to hyperlink
to a page by clicking to Current Site Pages and finding your page.

Find the document, select it, and click OK



Find your document
and select it by
clicking on it. It will
become highlighted
yellow.
Once you have your
document selected,
click OK.
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36. Once you have selected your document, you will return to the Edit Hyperlink Properties dialog box.
You will now see your hyperlink filled in the Selected URL field. You should check Open Link In New Window
if you are linking to PDF or outside Website. You also must add a tooltip. See below for more description.




37. You will now see your text has
become a blue hyperlink.



When you roll your mouse over the
link, you will see the tooltip












If you are linking to
a PDF or an outside
Webpage, you
should check the
Open Link In New
Window checkbox.
You must add a Tooltip for your
hyperlink. This is for people who
use screen readers to access
Webpages.
Type a brief description of your
hyperlink in this field.
Once you have completed the
necessary information, click OK.
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38. To insert a link to an email address, follow the same steps 33 through 37. Highlight the text that will become
your hyperlink. Click the hyperlink icon (or hold CTRL+K simultaneously), fill out the necessary information in the
appropriate fields, and click OK.

The only change will be what you type in the Selected URL field. Type mailto:first.last@sru.edu (fill in the
appropriate email address) and add your tooltip (see below).


39. The link to an email address will
now appear. When you roll your
mouse over the link, you will
see the tooltip.













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40. You can also simply type the persons
email address and then type a space
directly after.

SharePoint will recognize this as an
email address and automatically make
this an active hyperlink.













41. You will still need to bring up the Edit Hyperlink Properties (CTRL+K) dialog box so you can insert a tool tip.
Click OK when you are finished.



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42. We are done editing, so click Check in to Share Draft at the top of your page.


43. Now we need to approve the page.
Click Site Actions and then View All Site Content.


44. Click on your Pages library.


















45. You will see the list of pages in your site. The page you just edited will be a Draft


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46. To approve the page, you will repeat the same steps for approving documents.
Click Actions, then Bulk Actions, and Bulk Approve/Reject.

47. Make sure your page is checked and the approved option is selected. Click OK.

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48. You will be directed back to
your Pages library where you
will see that you page status
has changed to Approved









49. You can check to see that your changes have been made live by checking the page in another browser (such as
Mozilla Firefox, Google Chrome, or Apple Safari).

You can also sign out of SharePoint by closing your Internet
Explorer browser window or by clicking on your name in
the top right hand corner and then clicking Sign Out.





















NOTE this guide and many more are available on the SharePoint training Website, which can be
accessed any time by going to: www.sru.edu/SP-training

Should you have questions or run into problems, you can always contact
Kayla.hersperger@sru.edu (x4482) or Darcy.white@sru.edu (x4421)
A few final thoughts:
1. Everything begins and ends with Site Actions.
2. View All Site Content is your best friend.
3. You must Check-In every page or document to become draft.
4. Never click Submit for Approval always use your Bulk Actions and Bulk Approve.
5. Never click Bulk Delete.
6. If you see an error message, simply refresh (F5) your page.
7. Always refer to your Keyboard Shortcuts document.