2012 Natural Gas Conference Portland, Oregon September 24, 2012 - - PowerPoint PPT Presentation

2012 Natural Gas Conference Portland, Oregon September 24, 2012

• What is SharePoint?
• SharePoint is a website that is accessed through a web browser (Internet

Explorer, FireFox, etc) and an internet connection with an assigned username/password.

• What is it used for?
• It is a collection of documents and information that can be used to share

with many others. It is often called a collaboration tool. Collaborating as a group to achieve the same goal. It is a resource to help solve a task together as a group.

• Used to coordinate projects, calendars, schedules
• Discuss ideas and review documents or contracts
• Share information and keep in touch
• SharePoint sites are interactive which means members can contribute

ideas.

• What kinds of things can be put on SharePoint websites?

Documents

Discussions Calendars Pictures Surveys Alerts

• How do I login to SharePoint?
• Go to the address bar in your browser and type:

https://sharepoint.usw.org/conf/naturalgas/

• Prompt for login:

• Username = your assigned username plus the domain!
• Password = your assigned password
• What do I mean by using the ‘domain’?
• Authentication can only be achieved by using the domain portion of your

username when logging into the site.

• If no authentication occurs, the login box will keep re-appearing.
• Two different domains used
• USW Staff will use username@uswa-us.local
• Locals will use username@sharepoint.usw

• SharePoint sites come with a default homepage and some other

predefined areas for storing documents and information as well as navigational elements to get you around the site.

• Homepage: this is your starting point. You will see a quick

launch bar, announcements, events and links.

• What is a quick launch bar?
• Located on the left it contains hyperlinks to

sections on the site;

• You may think of it as a navigational menu.
• When the administrator of the site adds a folder
• r section, it shows up on the left quick launch

bar.

• Most will have READ access to the site; some will

have READ/UPLOAD.

• Announcements: place upcoming reminders here or important
• messages. I have created one announcement to the section telling

users to click the links on the left to navigate the site.

• Events: communicate about meetings, deadlines, schedules, what’s

happening at the conference.

• If you have access to create items, you can create a new

announcement; most of you will be READ status to view items only and will need to request an announcement be posted through Janet Hill.

• Calendar
• Used to post upcoming events for all to view
• View calendar items by clicking the hyperlink to get the details.

• Links
• Hyperlinks to favorite relative sites (added by Administrator or use with

contribute access)

• Breadcrumbs
• A trail of where we have been; think of Hansel & Gretel they left

breadcrumbs to find their way back.

• Documents (these can be PDF, Word,

PowerPoint, Excel)

• Arranged by folders and/or topics
• Folder arrangement done by the administrator
• f the site (Janet Hill)
• Document Libraries are used to store documents
• n a website rather than a computer hard drive

to make them more easily accessible to others.

• Contracts
• View and/or contribute documents
• In the Contracts folder, a list of PDF (Adobe Reader) documents is

displayed.

• Click the ‘name’ of the document to open and read it.

• To download a copy of the contract, hover over the name and
• n the right side arrow click, choose Send To, Download a Copy.
• Once you click ‘download a copy’, you will be able to read the

document and/or save it to your local computer.

• You will need Acrobat Reader to view the PDF files. If you don’t

have the software, you can download from the Adobe Website at:

• http://www.adobe.com/reader

• If you have permissions to

upload documents to the SharePoint website, do the following:

• Open the folder you wish to

place the document.

• On the menu, choose

‘upload’, ‘upload document’.

• In this case, you would open

the ‘shared documents’ folder and then the folder in that section to upload to.

• Click ‘browse’ to find the file on your computer
• Once you locate the file, click OK.
• You CANNOT delete files from the site; only upload them once.

You CANNOT edit existing files from the site. If you feel you need other access that you do not have, contact Janet Hill.

• So what happens when you try to upload a document that is

already there and you try to replace it?

• One of the most difficult chores in the document world is

knowing when a document has been modified or changed.

• SharePoint solves this problem by providing ‘alerts’.
• Users can subscribe to receive email notifications when a

particular document has been changed.

• Email notifications will contain a link to the document that you

can log in and view or download.

• How do we set up alerts?

• On the document you wish

to set up the alert, click the down arrow in the list and choose ‘alert me’.

• The dialog box opens for

you to confirm some information.

• Click OK when finished.

• A confirmation email similar to the following will let you know

that alerts for that particular document has been set up correctly.

• Each time a document changes, you will be notified of the

change.

• Calendar, Contacts & Tasks
• Calendars can be used to show important dates and details.
• Contacts can be used for names, email, phone number

resources.

• Tasks can be used to show progress of projects or items in their

state of completion.

• A sample discussion question has been added to the site to show

an example of a discussion.

• Click on the question or ‘subject’
• I can view the replies to the subject in question.

• A sample survey question
• Click ‘respond to this survey’ to add your answer.
• Click the links for responses to see all responses.

• This concludes the presentation on SharePoint.