user guide

DOCS CENTRAL USER GUIDE

Contents 1. What is the cloud? 2. Documents on the go 3. Where to find your documents on The Hive. 4. Different ways of uploading documents to a library 5. Sharing a document 6. Rename a file 7. Deleting files 8. Version History 9. Email alerts on a library 1

1. What is the Cloud?SharePoint (The Hive) is based in the cloud. Cloud is the internet – more specifically, it’s all of the things you canaccess remotely over the internet. When something is in the cloud, it means it’s stored on the Internet serversinstead of your computer’s hard drive. The benefits of moving to The Hive (SharePoint) 1. Easy Access - Access files from anywhere (work, home, airport) and from anything (pc, tablet, Phone). In a web browser or familiar explorer view. 2. Recover data - SharePoint offers a “Two Stage” recycle bin. If you delete a file in SharePoint, you can restore it from the sites recycle bin if you delete it from the site, the administrators can still restore it for you with one click. 3. Check in/out ability - When a file is checked out, others that try to edit the file will be informed that you have it, and it will prevent them from overwriting your work. 4. Version history - If you edit a document and don’t like the changes since the last time you saved it, you can simply revert to the last saved version. 5. Saves money (storage space/backups) - by storing only a single copy of your document. If you want others to edit or review your document you simply send them a link to the document instead of the document itself. This means you always know where the original document is. (‘One version of the truth’). And prevents the common scenario of the document being spread around on users PC’s. 6. Search Feature - Find your data whether it be the name of the document or the text inside in less than a second. All file formats can be indexed by SharePoint. 2

2. Documents on the goYou can now access your documents on the go with your mobile phone or tablets. In your browser on your mobiledevice go to servest.sharepoint.com sign in with your usual details. You will then arrive at the mobile landing page.Here you can access doc’s central and view any documents straight from your mobile phone or tablet. 3. Finding your document libraryAll your documents are now stored on The Hive > Hive Central > Docs CentralOn the next page go to your department.Then you will see private and public documents. Each of these will lead you to your document library. 3

Take your basic document library. It can store files and folders and all types of files. You can have different documentlibraries if you wish.An easy way to start using library is to activate the ribbon which you can do by clicking anywhere on the page.If you then click the library tab and click open with explorer the library will open in windows explorer. This view willbe familiar to you and you can then copy and paste files and folders like you are use to. 4

4. Different ways of uploading documents to a document library.You upload files when you want to get files from your computer or network location onto The Hive. There areseveral ways to upload files and one way is to click upload. You then browse to the file you want to upload. Select itthen click OK.You can also just simply drag and drop like you would in windows explorer. You cannot drag folders. You will have tocreate the folder first by clicking new folder.Another way which would be more familiar to you is to open windows explorer. You can do this by clicking library onthe ribbon then clicking explorer. 5. Sharing a documentYou can share a file or folder with another user. To do this click the ellipsis next to the file or folder you would like toshare and click share. 5

6. Rename a fileThere are a couple of ways to rename a file. I’m going to use the callout feature in this example. You click on theellipses next to the file you want to rename. Now click rename. So let’s say we want to change this file name slightlyby adding “Demo 2” to the file name. When I’m done I just click Save and our file has been renamed. 7. Deleting files in a libraryClick the ellipses next to the file you want to delete, click the ellipses again on the callout and then you click Delete.And yes we do want to send it to the recycle bin. 8. Version HistoryIf you go to the Files on the ribbon, select the file I want to see the version history for, and then click the versionhistory command. You can track version history of your files and look at versions of the document created over time. 6

9. Email Alerts on a libraryYou can have a library configured to send you email when a document has changed. If you select the Alert Mecommand on the Library Tab. I can tell the library to let me know when a particular files has changed. All you have todo is enter your email address, set a few more options like what changes do I want to be alerted about or how oftendo I want to be notified of the changes. 7

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