SharePoint Step by Step Step 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 address Quick Links to SharePoint

versus

versus Both on SharePoint Platform Difference in Log-in and Visibility

PortalPortal – 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

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

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

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

Go to Link will change to: Log 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 Bar A document library All document libraries listed here A list The Recycling Bin! All 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: Communications Note each CSN is a separate site under Portal.

Example Portal site: IDP Coordinators

Example Portal Site: Knowledge Communities Note 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 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 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.

Read Users have read-only access to the Web site. This is the default setting for a person who visits 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.

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 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. 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. 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 address on Portal.

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

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

View / Change your address on Communities. See Update Your Contact Information Step-by-StepUpdate Your Contact Information Step-by-Step