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SharePoint End User How-To

  1. How can I upload multiple documents into a document library?
  2. How can I save a document directly into SharePoint Library?
  3. How can I check-in & check-out a document?
  4. How can I view an old version of a document?
  5. How do I change a view?
  6. How do I change the properties on a document or item in a list?
  7. How do I filter a list or a set of documents?
  8. How do I sort a list or a set of documents?
  9. How do I setup alerts on a document?
  10. How do I sent a documents to others?
  11. How do I attach a document in email directly from a document library?
  12. How do I move files between folders, document libraries or sites?
  13. How do I search on documents?
  14. How do I navigate around SharePoint?
  15. How do I hide a file in SharePoint?
  16. How do I search on the properties of a file?
  17. How do I create a shortcut to a SharePoint document library on my desktop?

 

How can I upload multiple documents into a document library?

Uploading Multiple documents is simple. There are two ways:

Method 1: Using the Upload Multiple Documents Page (ActiveX)

    1. Click on Add New Document link
    2. Click on Upload Multiple Files...
    3. Select the Files you wish to upload

Method 2: From the List View

    1. Click on the little arrow by Upload to get the drop down.
    2. Click on "Upload Multiple Documents"

Method 2: From the List View Using the Explorer View

    1. Click on Actions
    2. Click on Open with Windows Explorer
    3. You can now drop files in here or paste files

Method 3: Using View in Windows Explorer Option

    1. Click on the View Drop down
    2. Click on Explorer View

How can I save a document directly into SharePoint Library?

When working with an open Microsoft Office document you can save the document directly from Microsoft Word directly into the SharePoint document library you want. Simply..

    1. From the Microsoft Office document menu click on File --> Save As
    2. In the filename box type in the URL of your SharePoint site (e.g. http://companysite/)
    3. Browse to the site where the document library resides
    4. Double click on the document library
    5. Give the file a name
    6. Click Save

The document should get saved directly into SharePoint. Every time you click on save after that it will save directly into SharePoint.

How can I check-in & check-out a document?

From A document library webpart or List Page

If the menu is enabled on the webpart then

    1. Hover over the document you wish to checkout
    2. Click on on the down arrow to pull the menu
    3. Click on Check-out.
    4. If you wish to work on the file offline then make sure the "Use my local drafts folder" is checked.

If the menu is disabled then go to the List Page for that document library (by clicking on the title fo the webaprt) and following the steps above.

From an Open Microsoft Office Document

    1. Click on the documet in the document library that you wish to open
    2. When prompted, select "Edit"
    3. From the Main Word Menu click on Server --> Check out

From Windows Explorer or Explorer View (Not Possible)

How can I view an old version of a document?


Note that this option is not available unless versioning is turned on by the site administrator.

From A document library webpart or a document libarary list page

If the menu is enabled on the webpart then

    1. Hover over the document you wish to view the versions for
    2. Click on on the down arrow to pull the menu
    3. Click on Version History
    4. On this page you may restore or view older versions of the document

If the menu is disabled then go to the List Page for that document library (by clicking on the title fo the webaprt) and following the steps above.

From an Open Microsoft Office Document

    1. Click on the documet in the document library that you wish to open
    2. From the Main Word Menu click on Server --> View Version History

From Windows Explorer or Explorer View (Not Possible)

How do I change a view?

Changing a view can only be done from a list page.

    1. Go to the List Page of the document library
    2. On top right of the list under view click on the box highlighting the view
    3. Select from the menu of available views

How do I change the properties on a document or item in a list?

From A document library webpart or document library list page

If the menu is enabled on the webpart then

    1. Hover over the document you wish to edit the properties or metadata for
    2. Click on on the down arrow to pull the menu
    3. Click on Edit
    4. Change the properties on this page

If the menu is disabled then go to the List Page for that document library (by clicking on the title fo the webaprt) and following the steps above.

From an Open Microsoft Office 2003 Document (not possible)

From an Open Microsoft Office 2007 Document

    1. Click on the documet in the document library that you wish to open
    2. From the Main Word Menu click on Prepare --> Properties
    3. You will see a ribbon appear at the top of the document that shows the metadata on the server for taht document.
    4. Make the changes needed to the metadata
    5. Save

From DataSheet View

    1. Go to the document List Page
    2. Click on Actions to get teh actions menu then select Edit in Datasheet
    3. Make the changes to the columns and metadata you need.

Note that every change you make is automatically saved once you leave to another row.

From Windows Explorer or Explorer View (Not Possible)

 

How do I filter a list or a set of documents?

From A document library webpart or a document Libary List Page

Note that you can only filter based on the columns provided to you in the view

    1. Hover over the column you wish to filter on
    2. Click on the little down arrow that shows up ot the right.
    3. Select one of the available values to filter on that value

From DataSheet View

    1. Click on the arrow to the right of the column that you wish to filter on
    2. Select the value from the list that you wisht the documents to be filtered on.

      SharePoint-Filter-On-DatasheetView

Note if you have an advanced filter such as (all documents modified by Kevin and Linda) then from the drop down select the custom filter

From Windows Explorer or Explorer View (Not Possible)

How do I sort a list or a set of documents?

From A document library webpart or document list page

Note that you can only filter based on the columns provided to you in the view

    1. Hover over the column you wish to filter on
    2. Click on the little down arrow that shows up ot the right.
    3. Select either Ascending or Descending

From DataSheet View

    1. Click on the arrow to the right of the column that you wish to filter on
    2. Select either Ascending or Descending

      Sort SharePoint

From Windows Explorer or Explorer View (Not Possible)

How do I setup alerts on a document?

From A document library webpart or document library list page

    1. Hover over the document you wish to set an alert on
    2. Click on on the down arrow to pull the menu
    3. Click on Alert Me
    4. Specify the Alert settings you wish
    5. Click on OK
    6. You will receive an email message notifying you that you have subscribed to an Alert.

How do I send a link to a document to others?

Method 1: Sending a Link Via the Right Click

    1. Right click exactly on the document you wish to send a link to
    2. Click on Copy Shortcut
    3. Now the shortcut should be in the clipboard. If you paste that short cut in an email or work document it will automatically create a hyper link to it. When other users click on that link they will be able to open the document directly.

Method 2: Sending a Link Via the Item Menu

    1. Hover over the document you wish to email a link to
    2. Click on the down arrow to pull the menu
    3. Hover Over Send To
    4. Click on E-mail a Link
    5. A new email message will come up with a link automatically pointing to the document.

How do I attach a document in email directly from a document library?

In the New Email Message

    1. Click on the Attach button. (usually the button has a paper clip on it)
    2. Type in the URL of the SharePoint site (e.g. http://companysite/)
    3. Browse to teh site where the document library resides
    4. Double click on the document library
    5. Select the document
    6. Click OK

How do I move files between folders, document libraries or sites?

  • From A document library webpart (Not Possible)
  • From A document library list page (Not Possible)
  • From DataSheet View (Not Possible)

Method 1: Copy & Paste

    1. Go to the Source Document Library List Page
    2. Click on Actions --> Edit in Windows Explorer
    3. Selec the files you wisht o move or Copy
    4. Right click on the files
    5. Click on Cut or Copy
    6. Go the destination document libary list the same way and use explorer view
    7. Paste the documents

      Edit in Windows Explorer

Method 2: Drag and Drop

    1. Go to the Source Document Library List Page
    2. Click on Actions --> Edit in Windows Explorer
    3. Go the destination document libary list the same way and use explorer view
    4. Line the two explorer views side by side
    5. Drag and drop the files you wish to copy to the destination document library

How do I search on documents?

    1. Type in some search terms in the search box
    2. Click on the search icon to search.

      Note that search will search in the titles in inside of documents

How do I navigate around SharePoint?

There are a few tools to help you navigate in SharePoint.


Top Naviation

Top Navigation is also the global navigation of your whole portal. Usually stays consistent when you from site to site.

Left Navigation

Left navigation changes based on the context or site you are on. Links on left navigation are usually pertinent to the site you are currently on.

Bread Crumb

Helps you identify what site you are on by showing you how deep you are on the portal. Also allows you to navigate up the tree to parent sites.

 

How do I hide a file in SharePoint?

There is no "Hide" option in SharePoint. However you can set the permissions on a document such that x,y and z people can see it, this way everyone else will be able to see the document.

How do I search on the properties of a file?

  • To search By Author type in Author:Kevin Smith to search inside the properties of a word document for that author.
  • To search By Extension type in fileextension:ppt to search for PowerPoint documents.

 

How do I create a shortcut to a SharePoint document library on my desktop?

  1. Go the SharePoint document librar you wish to create a Shortcut to in the Browser
  2. Drag and drop the icon to the left of the URL in the browser to you Desktop