SharePoint Step by StepStep by Step Table of Contents

Portal versus Communities sites

How to View All Your Project Sites

The Basic SharePoint Layout

SharePoint Access Levels

How to Create a Content Piece

How to Upload Documents

How to Reply to a Discussion

How to Set an Alert

View all your Alerts

View / Change your email address

Quick Links to SharePoint

https://portal.aia.org

http://communities.aia.org

https://portal.aia.org versus

http://communities.aia.org

https://portal.aia.org versus http://communities.aia.org Both on SharePoint Platform

Difference in Log-in and Visibility

Portal – Must be granted access to site to see content, must have log-in assigned by AIA IT, includes sites for Component Service Networks, Knowledge Community Advisory Groups, AIA staff sites

Communities – All content is viewable and searchable by the public and search engines, log-in same as www.aia.org, includes a variety of Government Advocacy sites

How to View All Your Project Sites(AIA Portal only)

Go to http://portal.aia.org

This is the pop-up dialogue box for logging in.

Go to http://portal.aia.org Link will change to: https://portal.aia.org/Pages/default.aspxLog in with your SharePoint username and password. Select “Projects” from the Quick Launch bar or Tool bar above.

Select All.

Select the project site by clicking on the linked title.

The Basic SharePoint Layout

The Quick Launch bar includes each links to each (document, picture, etc.) library, list, and discussion forum that the site administrator chooses to display.

Quick Launch BarQuick Launch Bar

A document libraryA document library

All document libraries listed hereAll document libraries listed here

A listA list

The Recycling Bin!The Recycling Bin!

All types of lists are listed hereAll types of lists are listed here

The site’s homepage includes web parts for list and libraries that the site administrator chooses to display. Think of them as set of windows into the actual library or list.

Each webpart “title” is a link to the actual library or list.

This is the layout of a typical list.

This is the layout of a typical library.

Example Portal site: Component Service Network: CommunicationsNote each CSN is a separate site under Portal.

Example Portal site: IDP Coordinators

Example Portal Site: Knowledge CommunitiesNote all specific KCs have their own “sub-sites”

Knowledge Communities - Training Calendar

Knowledge Communities - Social Media Wiki

Access Levels

SharePoint has four standard levels of access.

Read

Users have read-only access to the Web site. This is the default setting for a person who visits http://communities.aia.org before they sign-in.

Contribute

Users can add new items and edit existing items in existing lists and document libraries. This is the standard level of access granted to https://portal.aia.org .

Design

Users can create lists and document libraries and edit pages in the Web site, in addition to all “contribute access.”

Full Control

Users, often known as site administrators, have full control of the site includes assigning user access and other site settings.

ReadUsers have read-only access to the Web site. This is the default setting for a person who visits http://communities.aia.org before they sign-in.

Readers do not see the “New” or “Upload” because they cannot contribute. However, they can set RSS Feeds to learn about new content contributed by others.

Readers do not see the “New” or “Upload” because they cannot contribute. However, they can set RSS Feeds to learn about new content contributed by others.

ContributeUsers can add new items and edit existing items in existing lists and document libraries. This is the standard level of access granted to https://portal.aia.org .

Contributors can create new items in existing libraries and lists.

Contributors can create new items in existing libraries and lists.

Go to “View All Site Content” on the upper right side of any site to see all libraries and lists.

Designers can create new libraries and lists.Designers can create new libraries and lists.

DesignUsers can create lists and document libraries and edit pages in the Web site, in addition to all “contribute access.”

Full ControlUsers, often known as site administrators, have full control of the site includes assigning user access and other site settings.

Administrators has access to “Site Settings” under “Site Actions” at the top of every page.

Administrators has access to “Site Settings” under “Site Actions” at the top of every page.

How to Create a Content Piece(Document, Link, Discussion Topic, etc.)

You can add a new piece of content via the “Add new” links at the bottom of each box on the site homepage.

You can also navigate to the folder to add a piece of content.

First, use the Quick Launch bar or the box header, to go to the library or list.

Then , go to “New.” In this case, you can add an document, a link, or a folder. Note the option via by library and list type.

For a list example, go to the Links box via the Quick Launch bar.

Here you can only upload a new link – labeled “New Item” under the “New” tool button.

Add the URL and page title under description that will display on the homepage. If you add notes, they will only display in the complete box.

See the new link added at the bottom.

Go to the site homepage.

See the new link is listed.

How to Upload Documents

Go to any Document Library.

Select “Upload Document” or “Upload Multiple Documents.”

OR

Go to the “Actions” drop-down menu and select “Open in Windows Explorer.”

A Windows Explorer window will pop-up. You can drag and drop files from another window. Then press close (“X”).

Press “Refresh” on your Internet Browser to see your new items appear.

How to Reply to a Discussion

Go to the discussion box using either the Quick Launch bar (anything under “Discussions”) or by clicking on the title of the box.

Select on the topic.

Click “Reply.”

You can attach a file or include a link to it in the body of the response. However, including a link to a document in the Document Center is the preferred method if the document is going to be revised and edited in the future.

How to Set an Alert

Select the “site” in which the item of interest lies.

Select the “library” or “list” for which you would like to set an alert.

Select the “Actions” drop down menu.

Select the “Alert Me” menu item.

Select your desired settings for the alert and press “OK.”

View all your Alerts on a site

Go to the “Welcome” drop down menu at the top right.

Select “My Settings.”

Select “My Alerts.”

You can view, add, delete and edit your alerts from this screen.

View / Change your email address on Portal.

Go to the “Welcome” drop down menu at the top right.

Select “My Settings.”

Look at the e-mail listed.If it needs to be changed, staff can submit a Track-It request to the Help Desk.Include your username, password, and new email address.

View / Change your email address on Communities.

See Update Your Contact Information Step-by-Step