share point quick reference

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Sharepoint 2007 Quick Reference Card

Libraries

How to save to a library using Microsoft® Office Word, Excel®, or PowerPoint® 2007

1. Click the Microsoft Office Button , and then click Save As.

2. In the File name box, type the URL for your library, and then click Save.

3. After the library appears, type a file name, and then click the Save button.

How to upload a file to a library

1. Go to your library by typing its URL in your Web browser.

2. On the Upload menu, click Upload Document.

3. Click Browse to find the file that you want to add, select the file, and then click Open.

4. Click OK.

5. If you do not see your files in the library, refresh the browser.

How to edit a file for use in Word, Excel, or PowerPoint 2007


2. Click the file.

3. Select the option to edit the file.

How to check out a file

1. Point to the file name to display a down arrow.

2. Click the down arrow, and in the menu that appears, click Check Out.Look at past versions

1. Place your mouse over a file, click the down arrow that appears, and then click the Version

History command.

2. Click a version date in the past.

Restore a past version to be the current version

1. Place your mouse over a file, click the down arrow that appears, and then click the Version

History command.

2. Place your mouse over a version in the past, click the down arrow, and then click Restore.

How to describe a specific version with comments in Microsoft Office Word, Excel®, or PowerPoint® 2007

1. First check out the file: Point to the file name to display a down arrow. Click the down arrow, and

in the menu that appears, click Check Out.

Note If you want to work with the file offline on your computer, click to select the Use my local

drafts folder check box.

2. Then edit the file by clicking the file name.



3. When you are done editing the file, close it. You will be prompted to check it in and enter

comments describing your work.

How to discard your checkout


2. Point to the file name to display a down arrow.

3. Click the down arrow, and in the menu that appears, click Discard Check Out.

Open a file from a library in Microsoft® Office Word, Excel®, or PowerPoint® 2007

1. Click the Microsoft Office Button , and then click Open.

2. In the File name box, type the URL of your library.

Note Make sure to type in only the portion of the URL needed (everything before

Forms/AllItems.aspx).

3. Double-click the file you want to open.

Check out a file from a library using Word, Excel, or PowerPoint 2007

1. Open the file first. Click its name in the library, and then click Read Only.

2. Click the Microsoft Office Button , click Server , and then click Check Out.

Add the document location command to the top of Word, Excel, or PowerPoint 2007

1. Click the Microsoft Office Button , click Program Name Options, and then click

Customize.

2. In the Choose commands from list, select All Commands.

3. Click Document Location, and then click Add.

Sign up for e-mail alerts for a document

1. Go to the page that displays the list or library with the list item or file for which you want to add

an alert.

2. Place your pointer over the file, click the down arrow, and then click Alert Me.

3. In the Send Alerts To section, confirm that the destination e-mail address is correct.

4. In the Send Alerts for These Changes section, specify whether you want to be notified whenthe item or file has been changed or deleted, or click All Changes to be notified whenever any

type of change occurs.

5. In the When to Send Alerts section, click a choice that reflects how often you want to be

notified of changes.

6. Click OK.

Send someone a link to a library file



1. Place your pointer over the file name, click the down arrow, and then click Send To.

2. Click E-mail a Link.

Your e-mail program will start, and a message will appear with the link to the file.

Rename a file

1. Place your pointer over the file name, click the down arrow menu that appears, and then click

Edit Properties.

2. In the name box, type a new name for the file.

3. Click OK.

Create a folder in a library

1. Go to the library using your Web browser.

2. On the New menu, click New Folder .

Note The person who created your library may have specified that folders cannot be created

in the library. If this is the case, the New Folder command is not available.

3. Type a name for the folder, and then click OK.

Use Windows Explorer to move files, and more

1. On the Actions menu, click Open with Windows Explorer .

2. Here you can move files from one folder to another. You can also copy, paste, rename, and drag

and drop files using this window.

Note You may have to refresh the library to see recently moved or renamed files.

How to delete a file

1. Place your pointer over the file name, click the down arrow, and then click Delete.

2. Click OK.

Recover a deleted file from the Recycle Bin

1. In the lower-left corner of the page, click Recycle Bin.

2. Select a file or files that you want to restore.

3. Then click Restore Selection at the top of the list of files.

Note You may have to refresh the library to see the newly restored file.

How to download a library

1. On the Actions menu, click Connect to Outlook.

2. When you are prompted to confirm that you want to connect the library to Microsoft® Office

Outlook® 2007, click Yes.

3. In Outlook, the library is added to the folder list in a new folder called SharePoint Lists.

How to download the latest files into Outlook



1. After you have downloaded a library into Outlook, the files there will be updated every hour. If

you want to get all updates before waiting, click the Send/Receive button.

Donwloading files from large libraries

If your library is larger than 500 MB, only the names of the files will be downloaded into Outlook, not theactual files themselves. However, you can choose which ones to download:


2. When you are prompted to confirm that you want to connect the library to Outlook, click Yes.

3. In Outlook, the library is added to the folder list in a new folder called SharePoint Lists.

4. Under Available for download, right-click the file you want to download, and then click Mark to

download document(s). Repeat this for each file you need to download.

5. click Send/Receive.

How to edit a Microsoft Office Word, Office Excel®, or Office PowerPoint® 2007 file from Outlook whileaway from the office

1. If you suspect that others will be editing the file while you edit it, check it out first. Using your

Web browser, hover over the file name, click the down arrow, and then click Check Out.

2. In Outlook, double-click the file that you want to edit.

3. Edit the file, and save.

4. When you are done, close the file.

5. When you get back in the office, open Outlook.

6. Then, on the left, under SharePoint Lists, click the name of the library.

7. Look for files that have a red arrow icon.

8. Double-click those files, and choose the option to update the file in the library.

3.

Workflows V: Handy tips for tasks

How to start the Approval workflow

1. Upload or save a Microsoft® Office Excel® 2007 workbook, a Microsoft® Office PowerPoint®

2007 presentation, or a Microsoft® Office Word 2007 document to a document library on a

Microsoft® Office SharePoint® Server 2007 site.

2. Go to the document library using your Web browser. Hover over the file, click the down arrow, and

then click Workflows.

3. Click the link for the Approval workflow.

4. Type e-mail addresses for each reviewer.

5. If you want to include a message or specific task instructions, type under Type a message to

include with your request.



6. Under Due Date, type a number, and then select either Day(s) or Week(s) as the increment of

time.

7. Click Start.

Complete a task

1. In the task e-mail message, click the link to the file that is displayed under To complete this task.

2. Review the file.

3. To mark your task as completed, click the Edit this Task button.

4. Type a brief comment, and then click either Approve or Reject.

How to complete a workflow task if the Edit this task button is unavailable

1. In the task e-mail message, click the here link at the bottom of the message.

2. Your browser will open and the task page will appear.

3. Type any comments you have, and then click either Approve or Reject.

How to start the Collect Feedback workflow




2. Go to the document library using your Web browser. Hover over the file, click the down arrow, and

then click Workflows.

3. Click the link for the Collect Feedback workflow.

4. Type e-mail addresses for each reviewer.

5. If you want to include a message or specific task instructions, type under Type a message toinclude with your request.

6. Under Due Date, type a number, and then select either Day(s) or Week(s) as the increment of

time.

7. Click Start.

Complete a task

1. In the task e-mail message, click the link to the file that is displayed under To complete this task.

2. Review the file.

3.To make changes to the file, click Edit Document or Check out.

4. When you are done changing the file, click the Edit this Task button at the top of the document

text.

5. Type a brief comment, and then click Send Feedback.

To require check-out for files

To require check-out for files, you must have permission to design a list or library.



1. Go to the library in your Web browser.

2. On the Settings menu, click Document Library Settings.

3. Under General Settings, click Versioning settings.

4. In the Require Check Out section, under Require documents to be checked out before they

can be edited, click Yes.

How to insert signatures lines and start the Collect Signatures workflow

1. Upload or save a Microsoft® Office Excel® 2007 workbook or a Microsoft® Office Word 2007

document to a document library on an Microsoft® Office SharePoint® Server 2007 site.

2. Go to the document library using your Web browser. Click the name of the file, and then click Edit.

3. On the Insert tab, click Signature line.

4. In the Signature Setup dialog box, type information about the person who will be signing on this

signature line. Click OK. To add additional signature lines, repeat steps 3 and 4 for each person.

5. Save the file.

6. Click the Microsoft Office Button , and then click Workflows.

7. Locate the Collect Signatures workflow, and then click Start.

8. Click the Check names button for each signer.

9. Click Start.

Sign a file

1. In the task e-mail message, click the link to the document that is displayed under To complete

this task.

2. In the document, double-click the signature line where your signature is requested. In the Sign

dialog box, do one of the following:

○ Type your name.

○ To select an image of your written signature, click Select Image. In the Select Signature

Image dialog box, find the location of your signature image file, select the file that you want,

and then click Select.

○ To add a handwritten signature (Tablet PC users only), sign your name in the box next to the

X by using the inking feature.

3. Click Sign.

Configure the site to send attachments to outside participants

1. Go to the Central Administration page. At the top, click the Application Management tab.

2. Under Workflow Management, click Workflow settings.



3. For Web Application, make sure the root of the site is chosen. For example, if your site is

http://example, choose that from the menu.

Note Make sure this setting is enabled for the Web application of the SharePoint site itself, and

not the Central Administration site.

4. For Allow external users to participate in workflow by sending them a copy of thedocument, choose Yes.

How to include an outside participant in a workflow

1. Before you start the workflow, create an External files folder on the site that you can use later if

necessary.




3. Start the workflow at the document library or in the file Microsoft Office Button , Workflows

command.

4. You will eventually receive an e-mail message that designates you as the liaison for the outside

participant(s).

5. When you receive an e-mail from the outside participant, do one of the following:

○ Approval workflow Open the message to see if they approve or reject the file. Then, open

the other e-mail message you received from the site. Click Edit this task, and then complete

the task on behalf of the outside participant by clicking either Approve or Reject.

○ DAveCollect feedback workflow Open the outside participant's message to see if they

have any changes. Save their file to the External files folder on the document library. Close

the file. On the Review tab, click Compare, and then click Combine. Select the library's

original file on the left, and the file in the External files folder on the right. Click More, and

then click Original document. Click OK. Finally, click Edit this task, and then complete the

task on behalf of the outside participant by clicking Send Feedback.

○ Collect signatures workflow Open the outside participant's message to see if they signed

the file. Close the file. From the e-mail message, right-click the file, and then save the file to

your computer. Go to the library using your Web browser. Upload the file you just saved to

your computer to the External files folder. Then, either sign the original file on behalf of the

outside participant, or, leave the task incomplete and refer others to the file in the External

files folder.

Enable versioning for a library

1. Go to your library using your Web browser.

2. On the Settings menu, click Document Library Settings,

3. Under General Settings, click Versioning settings.

4. Do one of the following:



○ To specify that only one type of version is tracked, click Create major versions in the

Document Version History section.

○ To specify that both major and minor versions are tracked, click Create major and minor

(draft) versions in the Document Version History section.

5. You can specify how many versions of files to keep. Do one of the following in the DocumentVersion History section:

○ To specify the number of major versions of files that are stored, select the Keep the

following number of major versions check box, and then type the number of major

versions that you want to keep.

○ To specify the number of major versions to keep the drafts for, select the Keep drafts for the

following number of major versions check box, and then type of the number of major

versions that you want to keep drafts (minor versions) for.

6. Click OK.

See all workflow tasks on your site1. Go to your site using your Web browser.

2. Click the Tasks link on the left.

See workflow tasks in Microsoft® Office Outlook® 2007

1. Go to your site using your Web browser.

2. Click the Tasks link on the left.


Complete a task from Outlook 2007

1. Open the task.

2. Click the link to the document.

3. In Microsoft® Office Excel® 2007, Microsoft® Office PowerPoint® 2007, or Microsoft® Office

Word 2007, click the Edit this task button and complete the task. Or, return to the task in

Outlook 2007 and then click Edit this task.

How to complete a workflow task if the Edit this task button is unavailable

1. In the task e-mail message, click the here link at the bottom of the message.

2. Your browser will open and the task page will appear.

3. Type any comments you have, and then click either Approve or Reject.

Calendars

Find the built-in calendar

To access the calendar, click Calendar on the Quick Launch of the site that's based on Windows®

SharePoint® Services 3.0 or Microsoft® Office SharePoint® Server 2007.

If you don't see the calendar on the Quick Launch, there are several other options:



1. Click View All Site Content on the Quick Launch and click Calendar under Lists.

2. Create your own calendar (see the link to the course on this subject in the "See also" section of

this Quick Reference Card).

3. Contact your site administrator and ask for one. Windows SharePoint Services includes

collaboration templates that your site administrator can use when creating a new site. TheTeam Site template provides the built-in calendar described in this course. For more

information, see the "Default site templates" link at the top of this Quick Reference Card.

Get around in the calendar

Use the buttons to look at a day, a week, or a month at a time.

Use the arrows to move from month to month, week to week, or day to day.

To quickly move to different years or months, use the small calendar above the Quick Launch.

Enter an item

From the calendar, on the New menu , click the arrow, and then click New Item. If you want to

create a recurring entry, set the item's recurrence pattern.

Edit or delete an item

1. Click the item in the calendar to open its form.

2. At the top of the form, click Edit Item or Delete Item.

Send a link to others

You'll see the URL for the calendar at the top of your Web browser in the address bar. You can copy this

URL and paste it into an e-mail message. Or, if you're using Windows® Internet Explorer®, an easy way

to send the link is to follow these steps:

1. In Internet Explorer, click the File menu.



2. Point to Send and click Link by E-mail.

Make the SharePoint calendar visible in Microsoft® Office Outlook®

1. In a Web browser, open the calendar on the site that was created with Windows® SharePoint®

Services 3.0 or Microsoft® Office SharePoint® Server 2007.

2. On the Actions menu , click Connect to Outlook.

3. When you are prompted to confirm that you want to connect the SharePoint calendar to

Outlook, click Yes.

In Outlook, in Calendar view, the SharePoint calendar is added under Other Calendars.

If the check boxes are selected for the SharePoint calendar and your default Outlook calendar, bothcalendars appear together in Side-By-Side Calendar view.

Enter a calendar item from Outlook

1. From Outlook, rest the pointer over the time that you want in the SharePoint calendar, and then

click.

2. Type the details.

Need more time for your appointment? Drag the handle to make the appointment longer.

Tip Here's a way to quickly open the SharePoint calendar in the Web browser right from Outlook.



Right-click the name of the SharePoint calendar under Other Calendars.

Click Open in Web Browser .

Check your permissions for the SharePoint calendar from Outlook

1. On the Tools menu, click Account Settings.

2. Click the SharePoint Lists tab.

3. In the table, look at the entry in the Permissions column for the calendar that you've connected

to Outlook.

Note You'll need Write permissions in order to be able to create, modify, or delete items. To get thecorrect permissions, contact the person who set up the SharePoint calendar.

Copy entries from private to public

Follow these steps to copy an item from your own calendar to the SharePoint calendar:

1. Select the item.

2. Click Copy to Folder on the Edit menu.

3. In the Copy Items dialog box, select the shared calendar in the SharePoint Lists folder as the

destination.

4. Click OK.

5. When you receive the message about incompatible content, click Yes.

Go the other way: Copy entries from public to private

Follow these steps to copy an item from the SharePoint calendar to your own calendar:

1. In Outlook, select the item from the SharePoint calendar.

2. Click Copy to Folder on the Edit menu.

3. In the Copy Items dialog box, select the Calendar folder under Mailbox as the destination.

4. Click OK.



Synchronize your entries

To synchronize the SharePoint calendar entries between the Outlook version and the Web site version,follow these steps:

1. From Outlook, click to select the SharePoint calendar folder under Other Calendars.

2. Click Send/Receive on the Tools menu, and then click This Folder .Disconnect the calendar from Outlook

Right-click the entry for the calendar under Other Calendars and click Delete "SharePoint Calendar Name" (where SharePoint Calendar Name is the name of the shared calendar).

This will remove the copy of the calendar from Outlook and from your own computer. It will not affect thecalendar on the SharePoint site. If you change your mind and want to reconnect, you can always do thatby starting from the SharePoint site again.

Tip If your aim is to temporarily hide the SharePoint calendar from view, simply clear the check box for the SharePoint calendar (in the Navigation Pane under Other Calendars).

Switch between Calendar view and List view

To display a calendar as a list of items, click All Events or Current Events on the View menu. To displayit in the familiar grid of a calendar, click Calendar .

Create a calendar

1. Click View All Site Content, and then click Create on the All Site Content page.

2. Under Tracking, click Calendar .

3. In the Name box, type a name for the calendar.

The calendar name is required. The name appears at the top of the calendar page, becomes

part of the Web address for the calendar page, and appears in navigational elements that help

people find and open the calendar.

4. In the Description box, type a description of the purpose of the calendar.

The description is optional. The description appears at the top of the calendar page in most

views, underneath the name of the calendar.

5. To add a link to the calendar on the Quick Launch, click Yes in the Navigation section.

6. Click Create.

Delete a calendar

1. From the Calendar, click the Settings menu.

2. Click List Settings.

3. Under Permissions and Management, click Delete this list.

Find calendar items from the SharePoint site

1. Display the calendar that you want to search in. (For example, do display the built-in calendar,

click Calendar on the Quick Launch.)

2. In the Search box, type the search criteria.



3. Click the Go search button.

The results are returned in a search results page.

Find calendar items from Outlook

1. In Outlook, if you're not already looking at the calendar, click Calendar in the Navigation Pane.

2. In the Navigation Pane, under Other Calendars, click the name of the shared calendar.

3. In the Search box, type your criteria.

Your search results will appear in the Search Results pane.

Send a sharing message from Outlook

Once you've connected a SharePoint calendar to Outlook, it's easy to share that calendar with others.

Under Other Calendars, right-click the name of the shared calendar (in the picture, the sharedcalendar is named "Team Site - Calendar").

Click Share "SharePoint Calendar Name" (where SharePoint Calendar Name is the name of theshared calendar).

A sharing message will be created. Fill in the To box and click Send.

The people who receive the message will see buttons that allow them to preview or connect to the shared

calendar (as long as they have access to the SharePoint site).



Switch between Calendar view and List view

To display a calendar as a list of items, click All Events or Current Events on the View menu. To displayit in the familiar grid of a calendar, click Calendar .

Create a calendar

1. Click View All Site Content, and then click Create on the All Site Content page.

2. Under Tracking, click Calendar .

3. In the Name box, type a name for the calendar.

The calendar name is required. The name appears at the top of the calendar page, becomes

part of the Web address for the calendar page, and appears in navigational elements that help

people find and open the calendar.

4. In the Description box, type a description of the purpose of the calendar.

The description is optional. The description appears at the top of the calendar page in most

views, underneath the name of the calendar.

5. To add a link to the calendar on the Quick Launch, click Yes in the Navigation section.

6. Click Create.

Delete a calendar

1. From the Calendar, click the Settings menu.

2. Click List Settings.

3. Under Permissions and Management, click Delete this list.

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