4/20/2010

A Guide to Collaboration and Systematic Improvements | Shannon Steffes

Gallup McKinley County Schools

SharePoint User Guide

ContentsWhat is SharePoint?........................................................................................................................ 3

Using Email vs. SharePoint.......................................................................................................3Logging-in to SharePoint................................................................................................................. 4

Installing a Microsoft Compatibility Pack..................................................................................6My SharePoint Site.......................................................................................................................... 8My Links.......................................................................................................................................... 9Navigating in SharePoint...............................................................................................................10Navigating and Uploading to Libraries..........................................................................................11Searching...................................................................................................................................... 11Document Libraries....................................................................................................................... 12

What is SharePoint?Microsoft Office SharePoint Server 2007 is an integrated suite of server capabilities that can help improve organizational effectiveness by providing comprehensive content management, accelerating shared processes, and facilitating information-sharing across boundaries for better organizational insight. Additionally, this collaboration and content management server provides Technology the platform and tools they need for server administration, application extensibility, and interoperability.

SharePoint allows us to collaborate on a document across space or in the same room. It lessens the demand on servers, and allows locally-housed serves to be housed centrally and accessed via a secure intranet access point. SharePoint takes away the need to send masses of document via email or removal drives, because everything can be stored and collaborated on in one place. This system allows us to operate, not as separate schools, departments, and offices, but as one, interconnect organizational unit, aiming at achieving the same goals.

Using Email vs. SharePointEmail was invented 40 years ago when you could send small, text-based messages over copper lines with limited ability to carry data. Now we live in the world of fiber connections where high-bandwidth usage occurs on a daily basis. The problem with email is that it has not evolved alongside the advancements in bandwidth. We still send small messages, but with attachments that make them larger files, and in turn, use our inboxes as file storage systems. Adding to this problem is the way we send messages. I may have a large file that needs to go to 7 people, and require their input or contribution to said file. I have now created 8 copies of the file stored on the server, and if one recipient “replies all” there are now 16 copies stored on the server, additionally when everyone emails that document back, the owner now has 16 unique copies stored in their inbox. The problem is that server storage space is used up rapidly. The users must now also weed through multiple copies of the file to determine which document is the current version intended for their use.

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When to use email:

Text-based messages with no attachments Links to sites including SharePoint Attachments that require no collaboration

When to use SharePoint:

Documents and other attachments that need to be viewed by multiple persons or require collaboration

Creating “living” documents that will be edited over time Storing archival documents Storing records in knowledge bases or wikis

Frequently Asked Questions

Can I access SharePoint at home?

o Not exactly. SharePoint allows you to find a resource on the system, download it, take it home, and upload or save it back to the system, but currently there is only intranet access, meaning you must be in a GMCS facility to access the site.

Can parents and students access the site?o No, the site is currently set up to house information that is secure, and therefore,

only visible to GMCS staff. How does SharePoint affect the shared folders on my H: drive?

o While SharePoint is not necessarily a file storage system, there is facility to manage and maintain your personal files in a secure manner, in other words viewable only by you.

Logging-in to SharePoint

Step 1: Always use Internet Explorer. SharePoint is a Microsoft product and works best when using other Microsoft systems. Internet Explorer is the Microsoft web browser. To access it find the logo on your desktop that looks like this:

Step 2: Once you have opened the browser, access this address:

http://gmcssp01/EPSS/Schools/(Three Letter school code, i.e, DSE)

If this address doesn’t work, use:

http://gmcssp01.gmcs.k12.nm.us/EPSS/Schools/(Three letter school code)

Step 3: When prompted for your password, enter this information:

Username: gmcs\(Novell username) ---Example: gmcs\jbegay

Be sure to use the [backslash] key, located between Backspace and Enter

Password: Use the same password you use to access email, WebSense, and other GMCS web areas

Having problems? Contact your staff SharePoint Tech Specialist :

Or Shannon Steffes 721-1018, ssteffes@gmcs.k12.nm.us

Or your SSC tech support:

Installing a Microsoft Compatibility PackIf you are using Microsoft Office 2003 or earlier, you may have trouble editing certain documents. If you are not certain which version of office you are running, simply open Microsoft Office Word. Does your work look like this, with tabs across the top and a circular start menu:

If not, you aren’t using 2007. You will need to download a compatibility pack. This allows older versions of Office programs to read newer versions. Here is how get the compatibility pack.

Option 1: Use this link

Option 2: Open a web browser and search engine, like Google. In the search engine type: “Microsoft compatibility pack”. The first hit should take you to the Microsoft down load page. Click on the first link that appears.

Click on the “Download” button

A Pop-up window will appear. Choose “Run”.

Follow the directions given after running. Now you are ready to use a document created in Office 2007.

My SharePoint Site

My Site is your own personal space in SharePoint. It is a place where you can store your own knowledge and information including information about yourself that you might want colleagues to know. To access this site, look to the upper right corner: Click on “My Site”.

Once in your My Site you can:

Edit information about yourself in the My Profile section

Store personal documents and pictures

Set up the SharePoint sites you visit most often

Set up a personal calendar

Find information about colleagues you work with most

My Links

My Links is an area where SharePoint stores the sites that you are a member of so that you can access them quickly and easily without having to navigate the system or remember intranet addresses. The My Link site is located next to the My Site, in the upper right corner.

Clicking on the My Link will create a drop down menu will allow you to access different My Link points:

All sites for which you belong Sites you visit most frequently Sites you would like to add Site you would like edit, delete

or rearrange

Navigating in SharePoint

There are four main ways to navigate the SharePoint site, or links that will help you move through the site.

Back and Forward Buttons

Just like with internet you can use the back and forward buttons for quick maneuvering.

Breadcrumbs

A bread crumb is exactly what it sounds like. Imagine Hansel and Gretel wandering through our intranet and dropping crumbs everywhere they go so they know how to get back home. Each bread crumb is a link that will take you backSite Content Menu

This area shows all of the items that a site contains such as documents or calendars.

Top Link Bar

This area is set up as a site is built and can be customized to show anywhere pages connect.

Navigating and Uploading to Libraries

Searching

If you know what you are looking for, a search can be a simple way to find it. For example, If you know you need Rocky View 5th Grade DIBELS data, just type that into the search box.

Document Libraries

A document library is a place to store documents, both living and archived. With living documents, we can multiple persons