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Sharepoint FAQs
What is SharePoint Server?
SharePoint is a web-based platform on which you can build business applications for you to better store, share and manage information within your organization. Users can create, deploy, and manage team websites without the need for skilled resources.
Does SharePoint require the Internet Explorer web browser?
SharePoint can be used with any compatible web browser such as Firefox, Netscape, or Safari. However, some tools do require ActiveX controls that are only present in Internet Explorer, such as calendar controls, or support for Outlook address books.
To ensure that you have complete access to all the functionality, we recommend that you use the following browsers for administrative tasks:
- Windows Internet Explorer 6.X
- Windows Internet Explorer 7.X
The following browsers may cause some SharePoint functionality to be downgraded or limited. In some cases functionality might not be available for administrative tasks.
- Firefox 1.5
- Mozilla 1.7
- Netscape Navigator 7.2
- Netscape Navigator 8.1
- Safari 2.0
How does SharePoint compare to Wiki?
A Wiki is an open web site where anyone can edit any of the pages which are arranged to be a knowledge repository. There is also version control on pages.
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How do I work within SharePoint?
Windows SharePoint Services supplies Web sites with document storage and retrieval with check-in and check-out functionality, version history, custom metadata, and customizable views. All of a site’s collaborative content (documents, lists, events, task assignments, etc.) can be read and edited within Microsoft Office Word 2003/2007, Excel 2003/2007, and PowerPoint 2003/2007. Outlook 2003/2007 allows SharePoint event calendars to be viewed side-by-side with personal calendars.
What software tools are available within the SharePoint site?
Tools include e-mail and instant messaging. You can receive alerts when documents and information have been changed or added. Most Microsoft Office applications and other desktop programs work within SharePoint.
Would I give up using file shares and move to SharePoint?
Yes, for documents you will collaborate on.
How do I put a document into SharePoint?
Animated Explanation also Available - Click Here to View (Flash is required)
Note: Works with Internet Explorer only.
To put a document in your SharePoint site, follow these steps:
- Go to your SharePoint site by clicking on the link in the email that announced your site.
- Click Shared Documents
- Click Upload Document
- Click Browse
- Find your document (on your H drive, C drive, thumb drive, etc.)
- Select it; click Save and Close.
How do I work with a document, once it’s in SharePoint?
Animated Explanation also Available - Click Here to View (Flash is required)
Note: Works with Internet Explorer only.
The whole point of using SharePoint with documents is to make it easier to work with others on a document. When working on a document you should always check out the document from SharePoint to make any changes to it. To check out and work on a document:
- Click Shared Documents at the left of your personal SharePoint site.
- Move your cursor over the filename of the document.
- Click the down arrow.
- Select Check Out.
- Checking out the document doesn’t open it. To open it, move the cursor over the file name, click the down arrow, and select Edit in Microsoft Office Word. When it opens, it opens with a Task Pane on the right with a Check In button. While you have it checked out, no one else will be able to open it, except Read Only.
- Make any changes you want to make in the document.
- When you’re done working on it for now, exit out of the document.
- Select “Save Changes and check in” in the box that appears.
- You’ll be shown a Comments block. Place here a brief general comment, of use to you and anyone else working on the document, such as “Checked and corrected sources per Prof. Smith’s request” or “Made several formatting changes.”
- To see the comment for each version, move your cursor over the thesis filename, click the down arrow, and select Version History. Note that SharePoint does not prevent you from opening a document by just double clicking on it. It opens in read-only mode. You could then make changes, and save it with a slightly different filename. Doing so would unnecessarily complicate the process of working with the document, making it harder for all concerned to tell which one is the authoritative copy of the document.
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How do I "fall back" to a previous version of my document, to undo current changes?
Move your cursor over the document filename, click the down arrow, and select “Version History”. Based on the comments, decide which version you want to fall back to.
Why, sometimes, do I get an error when I try to restore a document to a previous version?
If someone else has the document checked out, you will not be able to do a restore.
Sometimes when I open a document, and then exit out of it, my whole SharePoint site closes. Why?
If you open your document from within Versions, you are opening it in your browser, not in Word, and when you exit, you are exiting the browser that you used to go to your SharePoint site. It’s better to go in as described above, clicking “Edit in Microsoft Office Word”.
What is a document library?
You can think of a document library as a Windows file folder. You can create, update and manage files with other team site members. Document libraries act as document storage and stores metadata and version history.
What is Major and Minor versions? (SharePoint 2007)
Document libraries support major and minor versions. Major Versions are published files that all site users can access, whereas the minor versions are files in a draft state that typically only a document’s author or members of the approver’s group can access.
What is the difference between a document library and forms library?
Document libraries store the majority of documents and files in a SharePoint site; a forms library store InfoPath form data and templates. You may use this library to store submitted forms such a purchase request etc.
What is a document workspace?
A document workspace is a special site for collaborating on a single document or event
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What is a meeting workspace?
A meeting workspace is a site for collaboration and communication about meetings.
What is the difference between a task list and project task list? (SharePoint 2007)
A project task list is created with a Gantt chart view by default. A task list can be associated with workflow activity template whereas you can’t do this with a project task.
What is workflow? (SharePoint 2007)
Workflow involves the various tasks that users must complete on a business activity. It is an automated process that routes a document for review.
I’m a student. How do I get a SharePoint site for my thesis?
SharePoint sites are created two quarters before graduation. An e-mail with your SharePoint Site URL will be sent to you when your SharePoint site is ready. Be sure you have filled in your thesis title and entered your thesis advisors in PYTHON. See SharePoint Thesis FAQ .
I’m a thesis advisor. How do I collaborate with my student?
If you become an advisor to a student after that student’s site has been set up, please contact the TAC, x1046, and they will see that you are given access.
What can I do within my SharePoint site?
You have “Contributor” privileges to your site, which means that you can create, add and delete items in lists and document libraries. SharePoint facilitates team participation in discussions, shared document collaboration, and surveys. In addition, you can personalize site content and layout, and use Web Parts to present targeted information to specific users on precise topics.
What is a web part?
A Web Part is a modular unit of information that has a single purpose and that forms the basic building block of a Web Part Page.
What is a Web Part Page?
A Web Part Page is a special type of Web page that consolidates data such as lists and charts, and Web content such as text and images, into a dynamic information portal built around a common task or special interest. Each Web Part Page contains one or more Web Part zones, which in turn contain one or more Web Parts. Web Parts are the basic building blocks of a Web Part Page.
Watch online SharePoint 2007 demo:
http://office.microsoft.com/en-us/sharepointserver/HA101672721033.aspx
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