1.800.793.

8367
rht.com

Microsoft ®

SharePoint ®

Quick Reference Guide

Introduction u

Overview Basic Navigation Creating A Team Site Creating a

Document Library u

Creating an Creating Alerts Using Version managing Document

Announcement Control u Permissions and policies

Viewing an RSS Feed Managing People Managing Workflow Using Templates
and Groups

Creating a Folder Creating and Accessing SharePoint Using SharePoint

Populating a List via Microsoft Office u Calendars u
Overview Basic Navigation Creating A Team Site Creating a
Document Library u

Creating an Creating Alerts Using Version managing Document

Announcement Control u Permissions and policies

Viewing an RSS Feed Managing People Managing Workflow Using Templates
and Groups

Creating a Folder Creating and Accessing SharePoint Using SharePoint

Populating a List via Microsoft Office u Calendars u

Overview
Microsoft SharePoint Services provides a suite of functions that organize, store and present infor-
mation for groups of people who need to stay in contact. Broadly speaking, the available services
can be broken down into two categories:
• Communication: Users can create a number of channels that allow them to keep in touch
and inform others of their activities. Users can create alerts, blogs, announcements, wikis and
calendars to keep team members up-to-date on project details and activities.
• Collaboration: Users can create document repositories that allow groups to work together
on creating and editing documents. Variable security allows user-customizable access to the
read-and-write functions. In addition, version control can be implemented to track changes to
any document, and document check-out can be required, which ensures team members are not
working at cross-purposes.

© 2008 Robert Half Technology. An Equal Opportunity Employer.


Microsoft, SharePoint, Excel, PowerPoint, and Outlook are either registered trademarks or
trademarks of Microsoft Corporation in the United States and/or other countries.
Overview Basic Navigation Creating A Team Site Creating a
Document Library u

Creating an Creating Alerts Using Version managing Document

Announcement Control u Permissions and policies

Viewing an RSS Feed Managing People Managing Workflow Using Templates
and Groups

Creating a Folder Creating and Accessing SharePoint Using SharePoint

Populating a List via Microsoft Office u Calendars u

Basic Navigation
In order to perform any other SharePoint function, you’ll first need to know where to find everything
on the site. Getting around a SharePoint site is fairly easy once you understand the basic features.
When you first open a SharePoint site in a Web browser, you will be greeted by the Home page.
The Home page contains links to the various sections that comprise the rest of the site, and also
contains a prominent display of whatever information the administrator has decided is most
important for visitors to see. (This would probably include things like important announcements and
schedule items.)

The Home Page

Across the top of the page is a set of tabs. The leftmost tab is a link to the Home page. The other
tabs represent the various team sites that exist. (Depending on how the administrator has con-
figured the system, you may only be able to see those sites to which you have access.) When you
click one of these tabs, you will be taken to that team site’s front page. This page is similar to the
main page, except it may be customized to provide easy access to features the team will be using.


Overview Basic Navigation Creating A Team Site Creating a
Document Library u

Creating an Creating Alerts Using Version managing Document

Announcement Control u Permissions and policies

Viewing an RSS Feed Managing People Managing Workflow Using Templates
and Groups

Creating a Folder Creating and Accessing SharePoint Using SharePoint

Populating a List via Microsoft Office u Calendars u

Down the left-hand side of every team site page is the Quick Launch bar. This contains links to all
major pages on the site. Links to document libraries, wikis, blogs and other functions can be found
here. The items that appear in the Quick Launch bar will be different for each team site; however,
there will be a link at the top reading, “View all site content”. This link opens a page that contains
links to all pages on the site.
In the upper right-hand corner of each page, there is a button marked “Site Actions”. This button
opens a menu of functions that can be used to create features or edit settings on the site. The con-
tents of this menu are context-dependent and will vary from page to page. In addition, at the top of
each page, just below the title and description, there may be one or more menu buttons. They may
have names such as “New”, “Upload”, “Actions”, and “Settings”. Each of these buttons opens a
menu that contains a list of options.
Just above the page’s title is the “breadcrumb trail.” This is a series of links that shows the path
from the entire SharePoint site’s Home page to the page you’re currently viewing. For example,
you may see something like “Home > Marketing Team > Ad Copy”. This shows you are looking at a
document library called “Ad Copy” that is contained within the Marketing Team’s team site.
Using the tabs, Quick Launch bar, menus and breadcrumb trail, you should be able to get to any
page to which you have access.


Overview Basic Navigation Creating A Team Site Creating a
Document Library u

Creating an Creating Alerts Using Version managing Document

Announcement Control u Permissions and policies

Viewing an RSS Feed Managing People Managing Workflow Using Templates
and Groups

Creating a Folder Creating and Accessing SharePoint Using SharePoint

Populating a List via Microsoft Office u Calendars u

Creating a Team Site

Team sites are the basic building blocks of SharePoint. All of your libraries, lists, blogs, wikis and
the like will be contained within the team site. Access to the team site can be controlled so that
only members of the team have access to the site, or it can be made publicly accessible.

To create a team site:

1. Display the Home page.
2. Click the “Site Actions” menu and select “Create”. The “Create” page will open.

The Create Page


Overview Basic Navigation Creating A Team Site Creating a
Document Library u

Creating an Creating Alerts Using Version managing Document

Announcement Control u Permissions and policies

Viewing an RSS Feed Managing People Managing Workflow Using Templates
and Groups

Creating a Folder Creating and Accessing SharePoint Using SharePoint

Populating a List via Microsoft Office u Calendars u

3. From the Create page, under “Web Pages” click “Sites and Workspaces”. The “New
SharePoint Site” page will open.
4. Enter a title and description for your team site.
5. Enter a descriptive word or phrase to be used as the last part of the URL.
6. Under the “Template Selection”, click the “Collaboration” tab and select “Team Site”.
7. Click “Create”. Your team site will be created. You will be transferred there automatically;
however, a link also will appear in the Quick Launch bar on the parent page.


Overview Basic Navigation Creating A Team Site Creating a
Document Library q
u

Creating an Creating Alerts Using Version managing Document

Announcement Control u Permissions and policies

Viewing an RSS Feed Managing People Managing Workflow Using Templates
and Groups

Creating a Folder Creating and Accessing SharePoint Using SharePoint

Populating a List via Microsoft Office u Calendars u

Creating a Document Library

A document repository (or “library”) is a central access point where team members can upload and
download documents.

To create a repository:
1. On the Quick Launch bar, click “View All Site Content”. The “All Site Content” page will
appear.
2. On the All Site Content page, click “Create”. The “Create” page will appear.
3. From the Create page, select “Document Library” from the Libraries section. The “New
Document Library” page will appear.

Creating a New Document Library


Overview Basic Navigation Creating A Team Site Creating a
Document Library q
u

Creating an Creating Alerts Using Version managing Document

Announcement Control u Permissions and policies

Viewing an RSS Feed Managing People Managing Workflow Using Templates
and Groups

Creating a Folder Creating and Accessing SharePoint Using SharePoint

Populating a List via Microsoft Office u Calendars u

4. In the “Name” box, enter the name you want to give to your new library.
5. In the “Description” box, type a description of the repository.
6. Under “Create a version each time you edit a file in this document library?”, select “Yes”.
(This will allow you to track edits made to the document.)
7. Under “Document Template” select the template you want to use.
8. Click “Create”.

Uploading a Document to a SharePoint Site

Once your repository has been created, you can begin to share documents by uploading them to
the library.
1. On the Quick Launch bar, click the library’s name. The library’s page will appear.
2. On the Upload menu, click “Upload Document”. The Upload Document page will open.

The Upload Document Page


Overview Basic Navigation Creating A Team Site Creating a
Document Library q
u

Creating an Creating Alerts Using Version managing Document

Announcement Control u Permissions and policies

Viewing an RSS Feed Managing People Managing Workflow Using Templates
and Groups

Creating a Folder Creating and Accessing SharePoint Using SharePoint

Populating a List via Microsoft Office u Calendars u

3. On the Upload Document page, click the “Browse” button. The “File Upload” dialog box
will open.
4. From the File Upload dialog box, navigate to the file you want to upload. Click “Open”.
5. On the Upload Document page, click “OK”. The document will be copied to the library.

Note: At this point, you may define permissions for this document. For more information on
this, see “Managing Document Permissions and Policies”, page 15.


Overview Basic Navigation Creating A Team Site Creating a
Document Library u

Creating an Creating Alerts Using Version managing Document

Announcement Control u Permissions and policies

Viewing an RSS Feed Managing People Managing Workflow Using Templates
and Groups

Creating a Folder Creating and Accessing SharePoint Using SharePoint

Populating a List via Microsoft Office u Calendars u

Creating an Announcement
Announcements are used to inform others about items of interest. Announcements may be viewed
by anyone looking at the team site.
1. Display the team site.
2. At the bottom of the Announcements web part, click “Add New Announcement”.

The Announcements Web Part

The “Announcements: New Item” page will open.

3. In the box marked “Title”, enter the title of your announcement – for example “November
Staff Meeting”.
4. In the box marked “Body”, type the body of the message. For example, “The next staff
meeting will be held on November 5, at 2 p.m., in the third-floor conference room.”
5. In the box marked “Expires”, enter the date on which you want the announcement to expire.
For example, “November 6”.
6. Click “OK”. The announcement will be added, and will appear to users in the Announce-
ments list.

10
Overview Basic Navigation Creating A Team Site Creating a
Document Library u

Creating an Creating Alerts Using Version managing Document

Announcement Control u Permissions and policies

Viewing an RSS Feed Managing People Managing Workflow Using Templates
and Groups

Creating a Folder Creating and Accessing SharePoint Using SharePoint

Populating a List via Microsoft Office u Calendars u

Creating Alerts
Alerts are used to notify you when there’s been a change to the contents of a document library. This
is useful if you’re managing a set of documents, and you need to be kept abreast of the status of
those documents. Alerts can notify you about changes in status without your having to constantly
check the library.
1. Display the team site. The Actions Menu, showing the
2. On the Quick Launch bar, click the name “Alert Me” option
of the library. The library’s page will open.
3. On the Actions menu, click “Alert Me”.
The “New Alert” page will open.
4. The default settings on the New Alert page
will alert you whenever any kind of change
is made to the library. If this is what you
want, click “OK”. However, if you’d rather
specify other sorts of changes, you can do
so by clicking the radio buttons next to the
options. When you have made your choices,
click “OK”.
5. You will receive your alerts via e-mail.

11
Overview Basic Navigation Creating A Team Site Creating a
Document Library u

Creating an Creating Alerts Using Version managing Document

Announcement Control q
u Permissions and policies

Viewing an RSS Feed Managing People Managing Workflow Using Templates
and Groups

Creating a Folder Creating and Accessing SharePoint Using SharePoint

Populating a List via Microsoft Office u Calendars u

Using Version Control

“Version control” is a feature that allows you to keep track of changes that have been made to your
documents. If you have required version control on a document library, a new version of a document
will be created each time a document in that library is edited.

Version Control Basics

Version control is a property of document libraries. In order to invoke version control, you must
enable that property on your document library.
1. Display your library’s page.
2. Click on the “Settings” menu, and select “Document Library Settings”. The “Customize
<Title>” page will appear. (“<Title>” will be replaced with your library’s title.)

12
Overview Basic Navigation Creating A Team Site Creating a
Document Library u

Creating an Creating Alerts Using Version managing Document

Announcement Control q
u Permissions and policies

Viewing an RSS Feed Managing People Managing Workflow Using Templates
and Groups

Creating a Folder Creating and Accessing SharePoint Using SharePoint

Populating a List via Microsoft Office u Calendars u

3. Under “General Settings” click “Versioning Settings”. The “Document Library Versioning
Settings” page will appear.

Versioning Settings

4. In the “Document Version History” section, select the type of versioning you would like to
apply to the documents in this library. You can select major versions only (1, 2, 3, etc.) or you
can select major and draft versions (1.1, 1.2, 2.0, 2.1, etc.). You also may specify the number
of old versions you want to keep.

13
Overview Basic Navigation Creating A Team Site Creating a
Document Library u

Creating an Creating Alerts Using Version managing Document

Announcement Control q
u Permissions and policies

Viewing an RSS Feed Managing People Managing Workflow Using Templates
and Groups

Creating a Folder Creating and Accessing SharePoint Using SharePoint

Populating a List via Microsoft Office u Calendars u

Old versions and newer draft versions of documents will not appear in the basic document library
view. Only the most recent major version of the document will be displayed. To view a document’s
history:
1. Display the library’s page.
2. Hover the mouse pointer over the file whose history you want to view. A menu box will ap-
pear around the file’s name.
3. Click the arrow at the right of the menu box. A menu will open. Select “Version History”
from the menu. The “Versions Saved” page will open. From this page, you can select
various versions of the document.

Checking Documents In and Out

Document checkout is a useful feature if you have several people contributing to the same docu-
ment. To prevent people from “stepping on” each other’s changes, checkout requires that only one
person at a time may edit the document. When someone opens or downloads the document from
the library, SharePoint keeps a record of this. No one else may open or download the document
until it has been checked back in. Similarly, new versions of the document may not be added to the
library unless they have first been checked out.

To enable document checkout:

1. Display your library’s page.
2. Click on the “Settings” menu and select “Document Library Settings”. The “Customize
<Title>” page will appear. (“<Title>” will be replaced with your library’s title.)
3. Under “General Settings” click “Versioning Settings”. The “Document Library Versioning
Settings” page will appear.
4. Under “Require Checkout” select the “Yes” option, and click “OK”. Checkout will now be
required for all documents in that library.

14
Overview Basic Navigation Creating A Team Site Creating a
Document Library u

Creating an Creating Alerts Using Version managing Document

Announcement Control u Permissions and policies

Viewing an RSS Feed Managing People Managing Workflow Using Templates
and Groups

Creating a Folder Creating and Accessing SharePoint Using SharePoint

Populating a List via Microsoft Office u Calendars u

Managing Document Permissions and Policies

Every document has a set of attributes called “permissions”. Permissions control who has access
to the document and what type of access they have. To modify the permissions on a document, you
must be the owner of that document.
1. Display the library page.
2. Hover the mouse pointer over the name of the document with the permissions you want to
modify. A menu box will appear.
3. Click on the menu box, and select “Manage Permissions”. The “Permissions” page
will open.
4. On the Permissions page, select the user(s) whose permissions you want to edit by clicking
the checkbox next to the user’s name.
5. Under Actions, select, “Edit User Permissions”. The “Edit Permissions” page will appear.
6. On the Edit Permissions page, select the checkbox next to each permission you want the
user(s) to have, and click “OK”.
7. The Permission profile for that document will be modified accordingly.

15
Overview Basic Navigation Creating A Team Site Creating a
Document Library u

Creating an Creating Alerts Using Version managing Document

Announcement Control u Permissions and policies

Viewing an RSS Feed Managing People Managing Workflow Using Templates
and Groups

Creating a Folder Creating and Accessing SharePoint Using SharePoint

Populating a List via Microsoft Office u Calendars u

Viewing an RSS Feed

RSS stands for “Really Simple Syndication.” RSS feeds are dynamically updated news feeds
created automatically by blogs or any other program with the capability. RSS feeds make it easy
to keep track of things, such as new blog posts and changes to document libraries.

To view an RSS feed:

1. Display a document library.
2. Click on the “Actions” link at the top of the list and select “View RSS Feed”
from the resulting menu. The RSS page for that library will open.
3. You can subscribe to the feed using an RSS reader by clicking the link marked “Subscribe to
this RSS feed.”

The Actions Menu, showing the View RSS Feed option.

16
Overview Basic Navigation Creating A Team Site Creating a
Document Library u

Creating an Creating Alerts Using Version managing Document

Announcement Control u Permissions and policies

Viewing an RSS Feed Managing People Managing Workflow Using Templates
and Groups

Creating a Folder Creating and Accessing SharePoint Using SharePoint

Populating a List via Microsoft Office u Calendars u

Managing People and Groups

In order to keep track of who’s doing what, SharePoint makes it easy to organize people and
groups. New people can only be added to the server by the administrator, but anyone with the ap-
propriate level of permission can create groups and add people to them.

To create a group:
1. Display the team site.
2. On the Quick Launch bar, click “People and Groups”. The “All People” page will appear.
3. Click on “New” and select “New Group”. The “New Group” page will appear.
4. Fill in the name and description of the group.
5. If you wish to specify parameters for the group other than the defaults, do so now.
6. Click “Create”. Your Group will be created.

To add people to a group:

1. Display the group (a link will be in the Quick Launch bar).
2. Click “New” and select “Add Users”. The “Add Users” page will open.
3. Add the names of the new members, set their permission levels and specify if you want
them to receive a welcome e-mail.
4. Click “OK”. The members will be added to your group.

17
Overview Basic Navigation Creating A Team Site Creating a
Document Library u

Creating an Creating Alerts Using Version managing Document

Announcement Control u Permissions and policies

Viewing an RSS Feed Managing People Managing Workflow Using Templates
and Groups

Creating a Folder Creating and Accessing SharePoint Using SharePoint

Populating a List via Microsoft Office u Calendars u

Managing Workflow
You can keep track of the workflow of a project by using task lists. A task list is a list of jobs that
need to be performed to complete a project. SharePoint task lists allow you to define a task and
assign it to a team member, and also define its status, priority and due date.

To create a task list:

1. Display the team site.
2. Click the “Site Actions” menu and select “Create”. The “Create” page will appear.
3. Under “Tracking”, click “Tasks”. The “New” page will appear.

The New Task Page

4. Give your task list a name and description, and then click “Create”. Your task list will
be created.

18
Overview Basic Navigation Creating A Team Site Creating a
Document Library u

Creating an Creating Alerts Using Version managing Document

Announcement Control u Permissions and policies

Viewing an RSS Feed Managing People Managing Workflow Using Templates
and Groups

Creating a Folder Creating and Accessing SharePoint Using SharePoint

Populating a List via Microsoft Office u Calendars u

To add a task to the list:

1. Display the task list.
2. Click the “New” menu and select “New Item”.
3. Specify your task’s name, priority, status, percent complete, assignee, description, start and
due dates, and click “OK”. Your task will now appear in the list.
As the team member works on the task, she can edit the task’s information to reflect the work she
has done on it. To edit a task’s information:
1. Display the task list.
2. Hover the mouse pointer over the task’s title. A menu box will appear.
3. Click the menu box and select, “Edit Item”. The “Edit Item” window will appear.
4. Edit the information you wish to change.
5. Click “OK”. The updated information will now appear in the task list.

19
Overview Basic Navigation Creating A Team Site Creating a
Document Library u

Creating an Creating Alerts Using Version managing Document

Announcement Control u Permissions and policies

Viewing an RSS Feed Managing People Managing Workflow Using Templates
and Groups

Creating a Folder Creating and Accessing SharePoint Using SharePoint

Populating a List via Microsoft Office u Calendars u

Using Templates
Templates are prefabricated Web pages that can be customized quickly to serve a number of func-
tions. SharePoint includes a number of templates, and others can be created by designers and added
to the list of available templates. (This must be done by the administrator.)
To create a Web page from a template (we will be using the “Knowledge Base” application template
for this example):
1. Display the team site.
2. Click “Site Actions” and select “Create”. The “Create” screen will appear.
3. From the Create screen, under “Web Pages” select “Sites and Workspaces”. The “New
SharePoint Site” page will appear.
4. Give your site a name and description.
5. Under “Template Selection” click “Application Templates”.
6. From the list below, select “Knowledge Base”.
7. Click “Create”. Your web page will be created.
The way you would go about customizing your page once it has been created depends on the type of
page. The templates provide the basic structure of the page.

20
Overview Basic Navigation Creating A Team Site Creating a
Document Library u

Creating an Creating Alerts Using Version managing Document

Announcement Control u Permissions and policies

Viewing an RSS Feed Managing People Managing Workflow Using Templates
and Groups

Creating a Folder Creating and Accessing SharePoint Using SharePoint

Populating a List via Microsoft Office u Calendars u

Creating a Folder
Folders will be familiar to any Windows user. Folders provide a convenient way of organizing files
for teams to work on or for archiving.
1. Display the team site.
2. From the Quick Launch bar, click the name of the library. The library’s page will open.
3. Under “New”, select “New Folder”. The “New Folder” page will open.

The New Folder Page

4. On the New Folder page, enter the name of the new folder.
5. Click “OK”. Your new folder will appear on the library’s page.
Once your folder has been created, you can upload your documents into this folder.
1. Display the library page.
2. Click the folder icon next to the name of the folder. That folder’s page will appear.
3. Upload your file as described in the section “Uploading a Document to a SharePoint Site”
on page 8.

21
Overview Basic Navigation Creating A Team Site Creating a
Document Library u

Creating an Creating Alerts Using Version managing Document

Announcement Control u Permissions and policies

Viewing an RSS Feed Managing People Managing Workflow Using Templates
and Groups

Creating a Folder Creating and Accessing SharePoint Using SharePoint

Populating a List via Microsoft Office u Calendars u

Creating and Populating a List

Lists are groups of items maintained for reference purposes. SharePoint lists can be maintained for
any reason imaginable. For example, suppose your business uses a number of specialized terms to
refer to products or services. You can keep a list of these terms and their definitions.
1. Display the team site.
2. Click “Site Actions”, and from the menu that appears, select “Create”. The “Create” page
will appear.
3. On the Create page, under “Custom Lists”, select “Custom List”. The “New” page will appear.
4. On the New page, type a name and description for your list. If you want your list to appear in
the Quick Launch area, select the “Yes” option in the “Navigation” area. If not, select “No”.
5. Click the “Create” button. Your list will be created.
Once your list is created, you’ll need to customize the headings and populate it with list items. Your
list will be created with one default column called “Title”. To change the name on this column:
1. Display the list.
2. Click “Settings” and select “List Settings” from the menu that appears.
3. Under “Columns” click “Title”. The “Change Column” page will appear.
4. On the Change Column page, edit the “Title” field to change the name of the column.
5. Click “OK”. The title of the column will be changed.

22
Overview Basic Navigation Creating A Team Site Creating a
Document Library u

Creating an Creating Alerts Using Version managing Document

Announcement Control u Permissions and policies

Viewing an RSS Feed Managing People Managing Workflow Using Templates
and Groups

Creating a Folder Creating and Accessing SharePoint Using SharePoint

Populating a List via Microsoft Office u Calendars u

To add columns:
1. Display the list.
2. Click “Settings” and select “Create Column” from the menu that appears.

The Create Column Page

23
Overview Basic Navigation Creating A Team Site Creating a
Document Library u

Creating an Creating Alerts Using Version managing Document

Announcement Control u Permissions and policies

Viewing an RSS Feed Managing People Managing Workflow Using Templates
and Groups

Creating a Folder Creating and Accessing SharePoint Using SharePoint

Populating a List via Microsoft Office u Calendars u

3. Enter the name of the new column and the type of data that will appear in it. Depending on
the data type you’ve selected, the “Additional Column Settings” area will change. Enter any
additional settings you want.
4. Click “OK”. Your new column will be created.

To add list items:

1. Display the list.
2. Click “New” and select “New Item” from the menu that appears. The “New Item” page
will appear.
3. On the New Item page, there are fields for each column in the list. Enter the values you
want to give to this list item.
4. Click “OK”. Your new item will be created.

24
Overview Basic Navigation Creating A Team Site Creating a
Document Library u

Creating an Creating Alerts Using Version managing Document

Announcement Control u Permissions and policies

Viewing an RSS Feed Managing People Managing Workflow Using Templates
and Groups

Creating a Folder Creating and Accessing SharePoint Using SharePoint

Populating a List via Microsoft Office q
u Calendars u

Accessing SharePoint via Microsoft Office

Accessing SharePoint Documents via Microsoft Office Applications
Microsoft Office 2007 contains functions that make it easy to access a document library. This will
save you the steps of opening a Web browser, downloading the document and opening it in your
Office application.

To open a document from a SharePoint library:

1. Start a Microsoft Office 2007 application such as Word, Excel® or PowerPoint®.
2. Click File and select “Open”. The “Open” dialog box will appear.
3. In the field marked “File Name”, enter the URL of the file (for example,
http://www.example.com/library/mydoc.doc).
4. You will be prompted for your username and password. Enter them and click “OK”.
5. The file will open in Word in the same way that it would if it were a local file.
To save a Word, Excel or PowerPoint file, the process is the same. Save the file as you would
normally, but give the file’s full URL as the file name.

25
Overview Basic Navigation Creating A Team Site Creating a
Document Library u

Creating an Creating Alerts Using Version managing Document

Announcement Control u Permissions and policies

Viewing an RSS Feed Managing People Managing Workflow Using Templates
and Groups

Creating a Folder Creating and Accessing SharePoint Using SharePoint

Populating a List via Microsoft Office q
u Calendars u

Creating a Document Library from Word, Excel or PowerPoint

In addition to merely accessing documents from Office 2007 applications, it also is possible to
create a library from within Word, Excel or PowerPoint.
1. Open a document in one of the Office applications.
2. Click the Microsoft Office button. The Office Menu will open.
3. Click “Publish”, and in the right-hand pane, select “Create Document Workspace”. The
“Document Management” task pane will open.
4. In the field marked “Document Workspace Name”, enter the name you want to give
your library.
5. In the field marked “Location for new workspace”, enter the URL of the new workspace.
6. Click “Create”. Your library will be created. You may now display your team site in your
Web browser, and the new workspace should appear there.

26
Overview Basic Navigation Creating A Team Site Creating a
Document Library u

Creating an Creating Alerts Using Version managing Document

Announcement Control u Permissions and policies

Viewing an RSS Feed Managing People Managing Workflow Using Templates
and Groups

Creating a Folder Creating and Accessing SharePoint Using SharePoint

Populating a List via Microsoft Office u Calendars u
q

Using SharePoint Calendars

Via Web Parts
Web parts are building blocks that can be used to create Web pages. The calendar is a web part
that appears on the team site by default.
Using a calendar via a web part is similar to using other SharePoint functions.
To access a SharePoint calendar:
1. Display the team site.
2. Click on the title of the calendar web part. The calendar page will be displayed.

The Calendar

27
Overview Basic Navigation Creating A Team Site Creating a
Document Library u

Creating an Creating Alerts Using Version managing Document

Announcement Control u Permissions and policies

Viewing an RSS Feed Managing People Managing Workflow Using Templates
and Groups

Creating a Folder Creating and Accessing SharePoint Using SharePoint

Populating a List via Microsoft Office u Calendars u
q

3. You can navigate the calendar using the forward and back arrows next to the name of the
month in the upper left-hand corner or by using the mini-calendar at the top of the Quick
Launch bar. You can switch between day, week and month views by clicking on the appro-
priate link at upper right.

To add a new event to a calendar:

1. Display the calendar page.
2. Under “New” select “New Item”. The “New Item” page will open.
3. Fill in the requested information (name, location, times, optional description, etc.).
4. If you wish to attach a file (for example, a meeting agenda or handout documents), you can
do so by clicking the “Attach File” link.
5. When you have filled in all the information, click “OK”, and the new item will be added to
the calendar.

28
Overview Basic Navigation Creating A Team Site Creating a
Document Library u

Creating an Creating Alerts Using Version managing Document

Announcement Control u Permissions and policies

Viewing an RSS Feed Managing People Managing Workflow Using Templates
and Groups

Creating a Folder Creating and Accessing SharePoint Using SharePoint

Populating a List via Microsoft Office u Calendars u
q

Via Microsoft Outlook®

As with other Office applications, Microsoft Outlook can interface with SharePoint. SharePoint’s
calendar function can be accessed from Outlook’s calendar function, which makes it easy for groups
to coordinate their activities and schedule events. To access a SharePoint calendar from within
Outlook:
1. Open Outlook and display the calendar.
2. Open Internet Explorer and display your team site.
3. On the team site, click on the title of the calendar web part. The calendar page will be
displayed.
4. Click “Actions” and select “Connect to Client”.
5. You will be prompted for your username and password. Enter them and click “OK”.
6. Your calendar will be displayed in Outlook, side-by-side with the team site’s calendar.

29