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Introduction to SharePoint

Scope

This HowTo guide is to show you how to use SharePoint with Office365, and use some of its basic features.

Accessing SharePoint

Please use the following link to access the District’s SharePoint site called “CMSD Internal”;

https://cmsdbcca.sharepoint.com/sites/cmsd002/SitePages/District.aspx.

Also, this site can also be accessed by clicking on the yellow star icon on your Desktop labelled “CMSD Internal”.

If you are prompted to log in, then log in using your District ID and password, as demonstrated in the picture below;

Type in your District ID, followed by @cmsd.bc.ca, and click on the

Next button.

A second login screen may appear, as demonstrated below. If it does, simply type in your District ID into the upper text

field, and your District password below. Click in the checkbox beside Remember my credentials if you want your

password to be saved. When done, click on the OK button.

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SharePoint Sites

Each school has it’s own SharePoint “site”. SharePoint functionality will be the same for each site with the following

features:

On the left side of the screen, is where the different sections and subsections of the site

are located. For District use, we have two sections called Bulletin Boards, and

Documents. Bulletin Boards section replaces posting to the current conferences such as

CMSD Swap & Shop, and All Staff Conference in the Outlook Public Folders. Based on

your current District role you will have access to different Bulletins or Documents

folders, for example, CUPE staff will see All CUPE. The Documents section is for

documentation specific to the subsection based on common information and group

access.

The centre of the screen is for viewing content.

The Ribbon at the top of the screen

functions just like it does with Office. The

Ribbon will change depending on the

function you are using.

At the top right of the screen, you will see icons representing Notifications, Settings, Help, and your

username, from left to right. Notifications are for displaying any notifications related to you. Settings

are for accessing features like themes, notifications, passwords and preferences. Help is the searchable index of

SharePoint topics. The circle icon with your initials in it is for quick access to your profile, your account details, and for

logging out.

Directly below this is a Search box. This is where you can enter key words or phrases to search

for documents, including attachments. This search box is persistent, meaning it is always there

no matter where you are on the site.

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Viewing a Document

To view a document in the Documents libraries, first click on a library from the left side of the screen, such as District

Forms, navigate to the folder and click on the file or folder you wish to view. See the below picture as an example;

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Once you are within a folder or subfolder, if you wish to go back, use the breadcrumbs at the top of the screen, as

highlited below;

If you click on a Library listed on the left side of the screen, such as District Forms, this will take you back to the top level

of that library.

Viewing an Announcement

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If you want to view an announcement, then click on the title of the particular announcement. This will focus the screen

to the announcement and allow you to see attachments and additional details. The Ribbon will also change to give you

additional features.

Creating an Announcement in Bulletin Boards

This is for sharing some details to All Staff, or show something you have for sale in Swap & Shop.

First, scroll down to the bottom of a list, and click on the “Add new announcement”.

You will be presented with the Edit screen, which should look something like the screen below;

Click in the Title field, and input a subject.

After giving this post a title, click in the Body field. When you do, two

new Tab options in the Ribbon will appear, FORMAT TEXT and INSERT.

The FORMAT TEXT menu allows you to customize your paragraph. The

INSERT menu option has some options that should be pointed out.

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You can insert a Table into the Body field. If you do, TABLE LAYOUT and

DESIGN tabs will appear in the Ribbon.

The Picture insert option will allow you insert a picture into the body

paragraph, not as an attachement. You can either insert a picture from

your computer, or from a website address linking directly to the

picture.

The “Link” option allows you to link to an outside website, like a YouTube video.

“Upload File” opens a dialog box asking to upload a picture. This

picture won’t be added as an attachment, but instead will be inserted

as a link to the picture in the Body paragraph. The link will be named

the filename of the picture.

You can also attach files to your post. In the Ribbon, the Edit Tab and Attach File option will attach a file.

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If you click on the Edit Tab, then Attach File, your screen will change to this;

Click the “Browse” button, select a file, and click OK. Your attachment will appear under the Expires field, below the

Body text box.

When you are done creating your post, then click on the Save box.

Edit or Delete an Announcement

You can Edit or Delete an announcement once it has already been posted. First, click the Title of an announcement.

If you wish to edit the details, click on “Edit Item”.

If you wish to delete the announcement, click on “Delete Item”.

Note: These two options are only available for items you have created.