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ADS SharePoint User Guide

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Author: Donnie Alexander

Version: 1.2
Release Date: 05/01/09
Contents

Introduction ................................................................................................................................ 3
ADS SharePoint Service ............................................................................................................ 3
What is SharePoint? ............................................................................................................... 3
How Does SharePoint Work? ................................................................................................. 3
Requesting a SharePoint Site ................................................................................................. 3
How to Use SharePoint .............................................................................................................. 4
Logging In .............................................................................................................................. 4
Automatic Login...................................................................................................................... 5
Browsing a SharePoint Site .................................................................................................... 6
Setting Alerts .......................................................................................................................... 7
Uploading Files....................................................................................................................... 7
Setting Permissions ................................................................................................................... 8
Managing Users ..................................................................................................................... 8
Further Guidance ......................................................................................................................10
Introduction
This document provides guidance on how to use the ADS SharePoint service including
browsing and uploading files, managing invitations and site users.

ADS SharePoint Service

What is SharePoint?
SharePoint is a web-based collaborative working tool which enables you to share documents,
collaborate and communicate with a group of people. This group could comprise immediate
colleagues, project groups or a mix of UCL and external users. (Anyone with a valid email
address can be provided access to a SharePoint site).

For example, Management Systems use SharePoint to share project documentation and
information amongst stakeholders in their projects.

A wide variety of information such as: documents, calendars, contacts and managing tasks can
be shared. SharePoint sites are similar to websites and are accessible wherever you have
access to the Internet.

The sites are created by the ADS Team then handed over to the site owner (or administrator)
for day-to-day management.

How Does SharePoint Work?

Once a SharePoint site has been set up, the necessary individuals are sent email
invitations with instructions on how to access the site. The individuals then go to the
relevant web link and access the site using a username and password.

Once you have access to the SharePoint site, you can browse documents, contribute
to discussion boards and upload documents (depending on the permissions you have
been granted by the site owner).

Requesting a SharePoint Site

ADS provide the SharePoint service for all CSS divisions and ISD staff. To request for
a new site to be set up contact the ADS helpdesk with the name of the site, a
nominated administrator. The ADS team will then create the site and inform you when
it is ready for use.
How to Use SharePoint
Logging In
Access to SharePoint sites is usually controlled by the site owner (or administrator). Once you
have been granted access to the site, you will receive an email invitation:

Click on the SharePoint site link in the email or copy and paste it into the Internet Explorer web
address bar. You will then be prompted to login to the SharePoint site:

ucz****

If you are an ADS user, you will need to preface your username with ADM\ (as shown in the
picture above).

If you are a non-ADS user and have been set up to access the SharePoint site with your UCL
username you will need to preface your username with UCLUSERS\
When you have logged in, you will be able to access the SharePoint site which will look similar
to this:

Once you have logged in you can browse the document libraries and access the shared parts of
the site (depending on the permissions you have been granted).

Automatic Login
You can set your browser settings to remember your SharePoint password which will eliminate
the need for you to enter your credentials each type you access the site. To do this follow the
steps below1:

Start Internet Explorer and choose the Tools menu, then Internet Options, followed by
Security Tab.

1. Go to Internet Explorer and choose the Tools menu, then Internet Options, followed by
the Security Tab

2. Highlight the Trusted Sites option (the green circle with a tick)

1
Note: these instructions are for Internet Explorer version 7.
 3. On the Custom Level button, a security settings window will open, scroll down to the
bottom until you find the option for User Authentication

4. Select the option for Automatic logon with current username and password,
followed by OK twice.

Browsing a SharePoint Site

Once you have you logged into a SharePoint site you there are navigation tools which will help
you to find your way around the site.

Navigation Bar

On the left side of the site, you will see a Navigation Bar. From
here you can browse shared documents, tasks and lists created
by the site owner.
Search Bar

On the right side of the site you will find the search bar
which allows you to search the whole SharePoint site.

Setting Alerts
SharePoint sites usually have information added and modified on a regular basis therefore it is
helpful to use the Alerts feature to be notified of changes and updates.

You can set alerts for most items (including tasks, documents). To set up an alert for a specific
item you will need to:

1. Browse to the item you wish to set up an alert for and from the Actions menu select
Alert Me

2. You will then be asked to select the frequency of alerts, choose the options you wish to
set your alert up with and confirm the changes by clicking OK. The alerts will then be
sent to you via email.

Uploading Files
You can upload new files to a SharePoint site by using the document navigation bar, and
selecting Upload.
Setting Permissions
This section explains how to send invitations for a SharePoint site and manage
permissions.

Access to SharePoint sites are usually controlled by the site owner (administrator).
The site owner can set up access for staff who are:

ADS users by adding their ADS user ID

Non-ADS, UCL members of staff, by adding their UCL ID

For external users (who have a valid email address), ADS will need to set up an ADS
account first, which can then be added to the SharePoint site.

Managing Users

1. Go to your SharePoint site e.g. https://sharepoint/sites[your_site_name] and

login
2. Go to Site Actions and select Site Settings
3. Select People and Groups (under Users and Permissions)

4. You will now be able to add new users or delete them by selecting Add Users

5. You can add new users by either entering their email addresses separated by
semi-colons or for ADS users selecting them directly from the ADS address
book, use the address book icon (highlighted below).

You will need to select the level of permission the users will have to your
SharePoint site. You can also choose to send a customised email invitation.

Access the ADS

address book by
selecting this icon

Select the
permissions you
wish to set

6. Once you have selected the necessary permissions, select OK to send the
email invitation.
Further Guidance
If you require for guidance please contact the ADS helpdesk (extension 45678, email:
ads-helpdesk@ucl.ac.uk)

You may also the help pages within SharePoint helpful, these can be accessed via the

help icon which can be found at the top right of all SharePoint web pages.