THE SHAREPOINT DOCUMENT CENTER (WINDOWS XP)

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. The Document Center works best with the latest combination of tools: Internet Explorer 7, Office 2007, and Windows Vista. However, Windows XP, Office 2003, and Internet Explorer 6 will work well.

This tutorial includes 8 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
• Disabling Reading Layout in Microsoft Word

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. Depending on your computer's configuration, you may see the Internet Explorer Information Bar and a notice that you will need to install and 'Active X' control to allow you to fully access SharePoint.


4. Close the alert message and then click on the yellow info bar to install the ActiveX control (ActiveX controls are mini-programs that expand or enhance your browser). Select "Run ActiveX Control" from the contextual drop-down menu.

5. Click "Run" on the alert message to install the ActiveX control.

6. 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.

7. 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: you can view a document and make changes, but you will only be able to save it locally. However, after it is saved locally, you can upload it to the Document Center later. To edit the document directly on the server, you must Check Out the document first.

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 open the file in the program used to create it.

2. Install the ActiveX control and enter your credentials if you are prompted.

3. Close the file when you are done viewing it.

Checking Documents In and Out of the Document Center

A great advantage of the Document Center is the ability for anyone with the correct permissions to access and edit documents. But, imagine the scenario where two (or more) people want to edit the document at the same time. Lots of confusion could result. To prevent this problem, users can "Check Out" a document, edit at their leisure and check it back in when their edits are complete. While a document is checked out to you, others can still read the old draft, but can not make changes until you check it back in.

1. To check out a document, hover over the document's title. A small down arrow (small triangle) will appear, indicating a drop-down menu. Click the down arrow and select "Check-Out."

2. After you have checked out the file, click on the file name or icon to open and edit it.

3. If the file is a word document, you can select "Edit in Microsoft Office Word."

4. Sharepoint will inform you that you must check out the file before you can make edits. Click "OK."

5. Once again, you will be warned about the risks associated with opening some file types. Click "OK."

6. In a moment, your file will be opened and you will be able to make and save changes in Word. As always, you should save your changes frequently to avoid loosing any work. Your changes will be saved directly on the server.

7. After you have completed your edits and close the file, SharePoint will ask if you want to check the file in, continue working at a later point, or discard your changes. Ordinarily, you will select the check-in option.

8. SharePoint will prompt you to comment on the changes you've made. These comments will help other editors follow the progress of the document.

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 My Documents 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. SharePoint may need to install another ActiveX control to add additional functionality to Internet Explorer.

3. Click the "Close" button to dismiss the alert and then click on the yellow information bar and select "Run ActiveX Control."

4. Click the "Run" button to complete the installation.

5. Click the "Browse" button on the file browser window to locate the file that you wish to upload on your computer. Note that the "Overwrite existing files" button is checked by default. With this box checked, any file with the same name in the Document Center will be replaced as soon as you click "OK."

6. Your doument will be uploaded to the SharePoint server and you will be returned to the Document Center file list. Your new document will appear in the list. Note the "New" symbol to the right of the file label. This symbol alerts other user that there are new files available for their use.

Creating New Documents Within the Document Center

You can create a new file directly within the document center. The main advantage of this approach is convenience. Rather than exiting the Document Center, locating the required program (i.e., Word), and creating a new blank document, you can accomplish the same steps with one quick action in the Document Center. Note that you also use this function to create new folders to organize your files.

1. Click the down arrow (small triangle) to the right of the "New" button on the top left of the file listing in the Document Center. Select "Document" from the drop down menu. You will receive a warning message about documents that can harm your computer. Then, Microsoft Word will open with a blank document to edit. Enter your text and edit and format the document as you ordinarily do.

2. After you save your file, it will be listed in the Document list and will have the New icon next to it.

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 complete on the strategic plan" 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 windo 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 or use the calendar to look up and auto enter the date. Click the Start button to initiate the workflow.

Disabling Reading Layout in Microsoft Word

Reading Layout is a feature in Word that most users find annoying. Regular view can be restored easily via a menu command, for example, View > Print Layout. This tutorial features the steps needed to prevent Reading Layout for activating in the first place.

1. In Microsoft Word, select Tools > Options.

2. Select the "General" tab and then uncheck "Allow starting in Reading Layout." Click "OK."