SharePoint 2013 at TCU

Texas Christian University Information Technology

Table of Contents

Administrator Responsibilities .................................................................................................................. 1

Access and Permissions ............................................................................................................................ 1

Add Users .................................................................................................................................................. 1

Remove Users ........................................................................................................................................... 2

Accounts for External Guests .................................................................................................................... 3

Administer External Guest Accounts ........................................................................................................ 3

Navigating in SharePoint ........................................................................................................................... 4

Create a Subsite ........................................................................................................................................ 5

Create a Document Library ....................................................................................................................... 6

Create a Calendar ...................................................................................................................................... 6

List Settings ............................................................................................................................................... 7

Set Unique Permissions ............................................................................................................................ 8

Connect the Calendar to Outlook ............................................................................................................. 9

Refresh the Outlook Calendar................................................................................................................. 10

Resources ................................................................................................................................................ 10

1

Administrator Responsibilities

• Request SharePoint site at: https://SharePointRequest.tcu.edu/ • Receive email with site URL and login info. • Customize your site with Document Libraries, Calendars, Lists, Pages, Sub-sites, etc. • Give others access to the site and set permissions. • Create accounts for external guests, if needed. Help with password issues and expiration

of guest accounts. Access and Permissions

• Select the Gear Wheel icon, also known as the Settings Menu (located in the upper right corner of the window)

• Select Site Settings • Select People and groups

Add Users

• Select the desired group from the Groups list on the left or select More to see a list of every group. (Typically, 3 groups are created by default: Members, Owners and Visitors.)

2

• Select New from the top menu and select Add Users

• To add users to your site, input the email address or the name, as it appear in the Global

Address Book in Outlook • Click Share

Remove Users

• To remove users from your site, find the user in the appropriate group and check the box next to the user’s name

• Select Actions and Remove Users from Group

3

Accounts for External Guests

Any person not associated with TCU can be given access to the SharePoint site.

• Go to at https://SharePointGuests.tcu.edu • Fill in form to create user accounts for external guests • A username and password is created

• Email is sent to user with account information and instructions • SharePoint guests need to manage their passwords at the TCU Password Self-Service

page • Go to https://mypw.tcu.edu • Choose Setup Now under Setup your self-service access and fill in the blanks. • Click next to complete enrollment is.

Administer External Guest Accounts

SharePoint Administrators can enable and disable guest accounts and set expiration on guest accounts. • Go to at https://SharePointGuests.tcu.edu • Click the link for Administer Users

4

Navigating in SharePoint

• Top Link Bar – shortcuts to Home and Subsites

• Quick Launch Bar – contains Libraries, Lists, Calendars, Pages, etc.

• Ribbon – contains tabs with commands

5

Create a Subsite

• Select Site Contents (from the Quick Launch Bar or from the Gear Wheel) • Scroll down to the bottom of the page and select New Subsite • Give the site a descriptive name for the Title • Enter a description of the site • Give a URL name for the new site

(It is recommended to give the URL a short name with no spaces or special symbols.) • Select a template from the list (the Team Site is the default site used at TCU) • Scroll down and make your selections to the other options listed • Click the Create button at the bottom of the window

6

Create a Document Library Document libraries can be used to collaborate and share files. Any file type can be saved in the library: Word, Excel, jpg, pdf, etc.

• Select the Settings Menu gear wheel icon • Select Add an App • Select Document Library • Give the library a name

(It is recommended to give the new library a short name with no spaces so that the URL will not be very long. Then use Library Settings to change the Title to a more descriptive name.)

• Click Advanced Options to turn on versioning and to see other preferences • Select the Create button

Create a Calendar

• Select the Settings Menu gear wheel icon • Select Add an App • Select Calendar • Give the calendar a name • Click Advanced Options to set other preferences • Select the create button

7

List Settings

Document Libraries, Calendars and other lists in SharePoint have numerous settings that can be customized. For example, a more descriptive name can be given or unique permissions can be given to different users. To change the settings in a Document Library:

• Open the Library • Select the Library tab • Select Library Settings or List Settings button

• Choose your preferences from the list of settings

8

Set Unique Permissions

Any new Document Library, Calendar or other list created in SharePoint will inherit permissions from the parent site and will be accessible by anyone already having permission to the site. To create unique permissions to a calendar:

• Go to your calendar in SharePoint • Choose the Calendar tab • Choose List Settings • Choose Permissions for this List • Choose Stop Inheriting Permissions

To add new users:

• Choose Grant Permissions and specify users to add to the calendar • Click the Show Options link to select permission levels

To remove users:

• Check the box next to the user to select them • Choose Remove User Permissions

9

Connect the Calendar to Outlook

• Open Outlook and minimize the window • Login to your SharePoint site and open your calendar • Choose the Calendar tab • Choose Connect to Outlook

• Answer the prompts to allow a connection to be created

• Open the Outlook window and go to the Calendar view

10

• The new calendar will be listed under Other Calendars, check the boxes to display or hide the new calendar

Refresh the Outlook Calendar

When sharing a calendar, you may not see updates made by others in a timely manner. To refresh the calendar in Outlook, select the Send/Receive tab and click Send/Receive All Folders.

Resources

• IT Web Page: http://it.tcu.edu/training-center/sharepoint-training/

• Microsoft SharePoint Video Training : https://support.office.com/en-US/article/Videos-for-SharePoint-Online-and-SharePoint-2013-ed074945-4ddc-4479-9efe-6b3945cf8266