SharePoin Training

Welcome!! SharePoint Sasol Training Document Management Corlea van Jaarsveldt 27 September 2016

Introduction – What is SharePoint?

In this session: • Navigating in the team site • Understanding libraries • Permissions

Navigating in the team site 1 2

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Understanding Lists, libraries and other apps An App Apps for SharePoint are small, easy-to-use, stand-alone applications that perform tasks or address specific business needs. A list (Good to know -N/A) A list is a collection of data that you can share with team members and other site users A Document Library A library is a location upload, create, update, share and collaborate on files with team members.

Note

Adding a Document Library Add an App Document Library Name& Create

Adding Documents and Folders Browse New Document Ok Open

Adding Multiple Documents to a Library Library Tab Open with Explorer Open another Explorer window Copy from one to another

Adding a folder to a Library Files Tab New folder Name & Save

Deleting a document from a Library Ellipses of The document Ellipses again & Delete OK

Add new items to the Navigation bar Site settings >> Navigation Sort Manually Choose action Select & OK

Adding a user to a permission group Site settings >> Site permissions Select a group New & Add user Type Name & Surname & Share

Removing a user’s permissions Actions Select a group >> Remove user >> Select the user OK

Adding a permissions group to a Document Library In the library >> Library tab >> Library settings Permissions for this document library Select a group or type a name >> Share Grant Permissions

Best Practices Formating  Use the Arial font  No italics  No underlining  No signature lines  Left justification only (even headings)  Revision starts at 0 when new number is given  In SA region use UK English ie. No ‘z’ in words like recognise, authorise, organise  For numbering use first line indentation, not hanging  No borders around blocks Folders  Best practice is to use no more than two folders in a document library  Keep in mind the URL length restriction as mentioned under file names (the more folders the longer the URL will get)  Rather have more document libraries and fewer folders Rule  If you don’t own a document you may not load it on your site! Use a hyperlink to the site, page or document where it is hosted and owned. File Names  Don’t user characters like @#$& in file names  Use underscore instead of a space ie. High_Performance_culture  Use the title of the document as the file name  Do not use Final/ Draft/ v1 in the file name  Try not to use dates in the name (only if absolutely essential)  Keep file names as short as possible, Sharepoint has a URL minimum of 260 characters (this includes the path to the document library, thus file name is restricted to 128 characters Using templates  Remove all ‘grey instructional text’ <> before distribution