THE SHAREPOINT DOCUMENT CENTER (MAC)

The SharePoint document Center is a web-based system for accessing, editing, managing, and sharing collections of documents. Although any kind of document can be stored in the Document Center, SharePoint is designed to function most fully with Microsoft Office tools including Word, Excel, and PowerPoint. While SharePoint works very well with the Mac, a few key features, most notably Check In and Out, New Documents, and Versioning are not supported with Mac Browsers at present. The work around is very straightforward: download files, edit locally, and upload new versions.

This tutorial includes 7 topics:

• Accessing the Document Center on the KSU Sharepoint server (http://sharepoint.kent.edu)
• Viewing a Document in the Document Center
• Checking Out a Document for Editing
• Uploading a Document to the Document Center
• Creating a New Document Within the Document Center
• Scheduling Email Alerts for Document Changes
• Creating a Feedback Workflow

This tutorial covers many of the essential basics that will get you started with the Sharepoint Document Center. There are many more features that can help you manage shared documents in a wide variety of ways. The Resources page has additional information on learning these tools

Accessing the Document Center

1. To access the Document Center on the KSU Sharepoint server, enter http://sharepoint.kent.edu/president in the address bar of your web browser.

2. The server requires authentication. Enter "KENT\" followed by your KSU username and your password in the log-in box. You may find it convenient to click the "Save my password."


3. After you have logged in, you will see the SharePoint main window.


4. The Document Center can be accessed from the menu tab in the middle of the screen or by the hyperlink in the navigation bar on the left. The Document Center main window provides easy access to announcements for your team as well as an overview of the documents available for viewing. You can click any of the document titles to open and view them. For more options and features, click the "Documents" link from the left navigation bar.

Viewing a Document in the Document Center

Note: Browsers on the Mac do not support online direct editing of SharePoint files. Instead, you mst download the files to your computer, edit the files locally, and upload the revised file.

1. The Document Center displays a list of the documents available and pertinent information including the title, the date the document was last modified, and the last author to modify the document. Click the file title to download it to your computer.

2. Firefox will prompt you to save or open the file. If you select the open option, he file will first be saved to your default download location (often he desktop). Safari will generally just download the file to your default download location. The file will be available in the Downloads window as well.

3. Edit, save, and close the file as you would normally.

Checking Documents In and Out of the Document Center

This feature is not supported with browsers on the Mac.

Uploading Documents to the Document Center

Uploading documents from your computer to the Document Center is very straightforward. In fact, the hardest part might be in finding the document on your computer. You might find it helpful to locate the document first or develop standard locations (specific folders in your home directory or the Desktop) where you place documents that you will be sharing in the Document Center.

1. Click the down arrow (small triangle) on the "Upload" button above the document listing and select "Upload Document" from the drop down menu.

2. Click the "Browse" button on the file browser window to locate the file that you wish to upload on your computer. Enter a comment that describes the file and click "OK."

3. You will have the opportunity to edit the filename and working title. Ordinarily, the defaults are approprite so click "Check In."

4. Your new file will appear in the documents list with the small green "New" icon alerting users that a new file has been added,

Creating New Documents Within the Document Center

This feature is not supported with Mac browsers, but it seems like it will work.

1. Select the New menu in the Document Center.

2. You will receive an error message:

3. Instead, create the new file on your computer and upload it to SharePoint.

Scheduling Email Alerts for Document Changes

You can set SharePoint to send you an email alert when others edit documents in the Document Center. This feature can be very useful when you are waiting for others to review or edit your document. When they have completed their work, you will receive and email and can then proceed with other tasks.

1. Click the Actions menu in the Document Center and select "Alert Me."

2. Enter a subject for the email message you will receive, for example, "Changes to the Strategic Plan draft" or "New document added to the Document Center." Select the "Change Type" that will trigger the message. In the "Send Alerts for These Changes," select the type of changes that will trigger the alert. Select scheduling options in the "When to Send Alerts" section.

Creating a Feedback Workflow

SharePoint offers two Workflows: Approval and Feedback. The approval workflow allows you to circulate a draft and collect approvals. The workflow window allows your to monitor the progress of the workflow. As reviewers complete their reviews, the window will update with new information.

1. Select "Workflows" from the Edit dropdown (small down arrow on the right of the file name).

2. Select the Feedback Workflow button. Since there are no workflows in effect at this time, the window is sparse. As the workflow proceeds, this window will be updated with additional information.

3. Setting the workflow properties is straightforward. Add reviewers in the Reviewer line. The Reviewers button allows you to look up email addresses in the Exchange Global Address List (GAL). You can also use the Check Names button to verify partial or uncertain email addresses. Add a message or that will accompany your email. Enter a due date for feedback. Click the Start button to initiate the workflow.