1. Michael Donovan, River Campus Libraries – 12/03 DocuShare Overview and Training

2. DocuShareMichael Donovan, River Campus Libraries – 12/03 What is DocuShare?  Content Management System  Collaboration Tool  Archive

3. DocuShareMichael Donovan, River Campus Libraries – 12/03 Uses  Versioning  Collaborating  Backing Up  Sharing  Archiving  Viewing

4. DocuShareMichael Donovan, River Campus Libraries – 12/03 What Will Live in DocuShare?  Departmental Content  Project Groups’ Documents, Meeting Minutes, Worksheets, URLs, etc.  Sharedir and Intranet Content  Designs and Accompanying Notes  Usability Tests and Results  Forms

5. DocuShareMichael Donovan, River Campus Libraries – 12/03 Who Will Use DocuShare?  Library Staff Departments Project Groups Design Team Usability Administration and General Staff  Specified Peers Outside the Library

6. DocuShareMichael Donovan, River Campus Libraries – 12/03 Other Benefits  Web Interface  Drag and Drop Windows Interface  Subscriptions  Discussion Lists  Public Service Desk Functions

7. Michael Donovan, River Campus Libraries – 12/03 DocuShare Using the Web Interface

8. DocuShareMichael Donovan, River Campus Libraries – 12/03 Logging In  http://docushare.lib.rochester.edu  Enter Novel login and select LibStaff as the Domain  Username will appear in upper-left after login

9. DocuShareMichael Donovan, River Campus Libraries – 12/03 Understanding the Layout  Top Level Collections (folders) Sub Level Collections (folders)  Documents (Word, PowerPoint, URLs, etc.)  Content Map  What’s New  Search Box  Help

10. DocuShareMichael Donovan, River Campus Libraries – 12/03 Adding a Collection 1.Navigate to where you want the collection to live 2.Drop Down - “Add…” - Collection 3.Title the collection 4.Add other metadata now or later 5.Select permissions to start with 6.Click apply

11. DocuShareMichael Donovan, River Campus Libraries – 12/03 Adding a Document 1.Navigate to where you want the document to live 2.Drop Down - “Add…” - Document 3.Browse for the file 4.Title the document 5.Add other metadata now or later 6.Select permissions to start with 7.Click apply

12. DocuShareMichael Donovan, River Campus Libraries – 12/03 Editing a Document 1.Click on the “Checkout” icon next to a document that you have permission to edit 2.This will “check it out” so others cannot write to it while you are 3.Make changes and save the document to put it back to normal “not checked out”

13. DocuShareMichael Donovan, River Campus Libraries – 12/03 Viewing a Document 1.Click the tile of the document or the “View” icon 2.This creates a simple, read-only version of the document in HTML so you do not need the have the application installed to view it

14. DocuShareMichael Donovan, River Campus Libraries – 12/03 Properties Menu  View / edit metadata  Set permissions  Add / edit subscriptions  Add / Remove locations  View older versions of documents  Lock and unlock documents  Create versions

15. DocuShareMichael Donovan, River Campus Libraries – 12/03 Setting Permissions 1.Go to Properties menu 2.Click on the Permissions tab 3.You can change owner and access rights: Reader Writer Manager

16. DocuShareMichael Donovan, River Campus Libraries – 12/03 1.Placing a Document in More Than One Location 1.Go to Properties menu 2.Click on the Locations tab 3.To find other locations, you can search for one or click “Show All” 4.Select the additional location to place your document in add and click “Add” 5.Click “Update Locations” to finalize Note: You can edit your doc from any location

17. Michael Donovan, River Campus Libraries – 12/03 DocuShare Using the Windows Client

18. DocuShareMichael Donovan, River Campus Libraries – 12/03 What is the Windows Client  The windows client work seamlessly with your windows explorer to provide quick and familiar access to DocuShare  Carries same functionality and features as the web interface  Uses simple drag and drop  Easy to install and easy to use

19. DocuShareMichael Donovan, River Campus Libraries – 12/03 Installing the Windows Client 1.Go to Help > Downloads tab > Click “Installing the Windows Client” > Click “Download DocuShare Windows Client” 2.Follow through prompts 3.Check all “Install” checkboxes 4.Select “No, place the folder …” 5.Check all checkboxes 6.Finish and restart

20. DocuShareMichael Donovan, River Campus Libraries – 12/03 Mapping the Server 1.Double click DocuShare icon on desktop 2.Double click “Map Server” 3.Enter: http://docushare.lib.rochester.edu/docushare/ 4.Select “Use existing DocuShare …” 5.Enter Novel login and click “Options” and select LibStaff as the Domain 6.Finish

21. DocuShareMichael Donovan, River Campus Libraries – 12/03 Change Default Double Click Behavior 1.Right click on the DocuShare icon on the desktop and select “Properties” 2.Click the Documents tab 3.Check “Double click checks out a file”

22. DocuShareMichael Donovan, River Campus Libraries – 12/03 Configuring Word Documents to Open in Word 1.Double click “My Computer” icon 2.Go to Tools > Folder Options > File Types tab 3.Scroll to Doc – Microsoft Word Doc 4.Select it and click “Advanced” button 5.Make sure that “Browse in same window” is unchecked

23. DocuShareMichael Donovan, River Campus Libraries – 12/03 Managing Files  Right click on any file to view all the actions that can be done: Check Out / Edit Lock / Unlock View in the Web Interface View / Create Versions Copy, Rename, Delete, etc.

24. DocuShareMichael Donovan, River Campus Libraries – 12/03 Mapping a Specific Collection 1.Double click DocuShare icon on desktop 2.Double click “Map Collection” 3.Select DocuShare and click “OK” 4.Select the Collection and click “OK”

25. Michael Donovan, River Campus Libraries – 12/03 DocuShare Consistency and Style Guidelines

26. DocuShareMichael Donovan, River Campus Libraries – 12/03 Naming of Collections  Unique  Descriptive yet concise  Clear from any context (ex: “Digital Initiates Projects” instead of “Projects”)

27. DocuShareMichael Donovan, River Campus Libraries – 12/03 Filling Out Summary Field  Use regular “Title Capitalization” for titles  Use sentence capitalization for descriptions  Filling out metadata is important to do for documents without text so users can still search for them

28. DocuShareMichael Donovan, River Campus Libraries – 12/03 Document Placement  Remember to include collections not only in your departmental collection but in any applicable global ones

29. Michael Donovan, River Campus Libraries – 12/03 DocuShare Thank You!