Microsoft Office SharePoint 2007

User Guide
Last Revised: 2/16/2010
SharePoint 2007 User Guide Final

Table of Contents
OVERVIEW ................................................................................................................................3
Accessing SharePoint Site .......................................................................................................4
Document Library .....................................................................................................................5
Viewing a File.........................................................................................................................5
Uploading File(s) ...................................................................................................................8
Check Document Out ..........................................................................................................10
Editing a Document .............................................................................................................13
Check Documents In ...........................................................................................................13
Viewing Document Version History ...................................................................................17
Delete a File .........................................................................................................................19
Change File Permissions ....................................................................................................21
Additional Document Options ............................................................................................24
Team Discussions...................................................................................................................25
Create/Edit a Discussion .....................................................................................................25
Reply to a Discussion .........................................................................................................27
Delete a Discussion .............................................................................................................29
Announcements ......................................................................................................................30
Create/Edit Announcement .................................................................................................30
Calendar Items ........................................................................................................................33
Create/Edit Calendar Item ...................................................................................................33
Export Calendar Item ..........................................................................................................36
Links ........................................................................................................................................38
Email Alerts .............................................................................................................................41
Project Tracking ......................................................................................................................44
Create New Project Tasks ...................................................................................................44
Update Project Tasks ..........................................................................................................46
Shared Document Page’s Notable Features .........................................................................48

CSUF Date Last Revised: 2/16/2010 Page 2 of 48 User Manual

SharePoint 2007 User Guide Final

OVERVIEW
SharePoint is a Web-based collaboration tool that facilitates information sharing and document collaboration. It
provides you with a central location to share documents, information, announcements, Web links, and calendars.

The following features are fully supported and available to use:

• Document Libraries
- Document Libraries are collections of files that you can collaborate and share with department
or campus constituents. A document library is comprised of files and/or folders that are
organized similarly to your computer’s C: drive or a network file share. Your SharePoint site
can have one or more document libraries. SharePoint is compatible with most document files;
however, document libraries integrate best with either Office 2003 or 2007 documents.

• Announcements
- Notify other SharePoint site users of important news, information, and events on the front page
your SharePoint site.

• Team Discussion
- Discussion boards provide a forum for conversing about topics that interest your team. Upon
posting a discussion, other site users can reply to the discussion.

• Calendar
- Create meetings, appointments, or track vacations and project schedules using the SharePoint
2007 calendar. Basic calendaring features are fully supported by CSUF IT division.
Additional calendar features may be rolled out in future phases of the project.

• Links
- Use links lists to post hyperlinks to Web pages of interest to your team. By default these will
display on the homepage of your SharePoint site. You can also use links to create shortcuts to
areas within your SharePoint site.

Additional features and functionality will be added to this list as it becomes available to users.

CSUF Date Last Revised: 2/16/2010 Page 3 of 48 User Manual

SharePoint 2007 User Guide Final

To view online tutorial, visit: http://www..fullerton.edu/ittraining/other/sharepoint/index.asp

Accessing SharePoint Site

SharePoint is a secure web based application that can be accessed from any location, on or off campus. To access
SharePoint the following are required:

- An internet connection
- Campus credentials (campus username and password)

Processing Steps Screen Shots

Step 1 Accessing SharePoint
:

Launch the preferred browser as

indicated.

• PC – Internet Explorer

• MAC - Firefox

Then, type in the SharePoint web

address.

Step 1a:

If prompted to login, enter your

campus username and password.

Step 2:

SharePoint opens in the browser

window.

MAC users must have MS

Document Connection for all
SharePoint features to work.

CSUF Date Last Revised: 2/16/2010 Page 4 of 48 User Manual

SharePoint 2007 User Guide Final

Document Library

Document libraries contain collections of files, such as: documents, spreadsheets, presentations, and media files that
can be shared or collaborated on electronically with other SharePoint site users. The current file size restriction for
SharePoint is 25mb or less.

In this section learn to:

- View a File
- Upload File(s)
- Check Documents Out
- Edit a Document
- Check Documents In
- View Document Versioning
- Delete a File
- Change File Permissions

Viewing a File
Files in SharePoint can be opened in either ‘read only’ or ‘edit’ mode. This section of the guide will cover reviewing a
document in read only mode. Editing will not be covered in this section.

Processing Steps Screen Shots

Step 1:

Navigate to the appropriate Figure 1

document library using one of the
following methods:

• Quick Launch (Fig.1)

• Site Content Page (Fig.2)

To view and/or edit a

document from SharePoint,
access to the appropriate
computer program is mandatory.

For example, to open an Excel Figure 2

Spreadsheet the user must have
MS Excel 2003 or 2007 to open
the spreadsheet.

CSUF Date Last Revised: 2/16/2010 Page 5 of 48 User Manual

SharePoint 2007 User Guide Final

Processing Steps Screen Shots

Step 2:

Select the appropriate document

library.

Step 3:

The document library may contain

either files and/or folders.

To view a file click on the file

name.

Step 4:

SharePoint will prompt you to

open the file as either a “Read
Only” or “Edit’.

To view a file, select the “Read

Only” mode and click .

CSUF Date Last Revised: 2/16/2010 Page 6 of 48 User Manual

SharePoint 2007 User Guide Final

Screen Shot
Step 5:

SharePoint opens the Read-Only file using the appropriate program. After reviewing the document close the
application as normal; no changes will be applied to the file.

SharePoint is compatible with most programs, including: MS Office 2003/2007, MS Project, Adobe PDF, Image
files (jpg, bmp, png), Small Audio/Video files, etc.

CSUF Date Last Revised: 2/16/2010 Page 7 of 48 User Manual

SharePoint 2007 User Guide Final

Uploading File(s)
There are two common methods used to upload files to the SharePoint site: single file upload or multiple file upload.
This section of the guide will demonstrate both ways to upload a file.

Processing Steps Screen Shots

Step 1:

Choose the document library

where the file will be uploaded.

Files can be uploaded to the

document library or to a folder
within the document library.

Step 2:

After determining the file’s

location, select .

Step 3:
Figure 3
Next, upload the file(s) using one
of the following options:

• Single File Upload (Fig.3)

• Multiple File Upload
(Fig.4)

Select to upload the

selected file(s). Figure 4

Overwrite existing files will

create a new version if the
document already exists on
SharePoint.

Un-checking existing files will

create another instance of the file
on SharePoint if one already
exists.

CSUF Date Last Revised: 2/16/2010 Page 8 of 48 User Manual

SharePoint 2007 User Guide Final

Processing Steps Screen Shots

Step 4:

The file(s) appear in the document

library.

Step 4a:

File(s) uploaded to a folder within

a document library appear in the
appropriate folder.

CSUF Date Last Revised: 2/16/2010 Page 9 of 48 User Manual

SharePoint 2007 User Guide Final

Check Document Out

Some shared folders or document libraries require that you check out a file to work on it and then check it back in
when your changes are complete. Checking out the file ensures that others cannot make changes to the document
while you're editing it.

Document check out

When you check out a document, other users cannot edit the document or see your changes to the document. If you
later decide to check in the document without saving your changes, you can use the Discard changes and undo
check out option. You lose any changes made while you checked out the document. The document reverts to the
last checked-in version, and no version history is kept for the unsaved changes.

Processing Steps Screen Shots

Step 1:

The best practices for SharePoint

and editing require a user to
check out the document.

First, locate the document on the

SharePoint site.

Step 2:

Next, select the drop down arrow

next to the appropriate file or
document.

Step 3:

Then, select the “Check Out”

option.

CSUF Date Last Revised: 2/16/2010 Page 10 of 48 User Manual

SharePoint 2007 User Guide Final

Processing Steps Screen Shots

Step 3a:
Figure 5
If you try to open an Excel
document that is already checked
out, you will receive the following
Dialogue window (Fig. 5)

1. READ ONLY: Opens a Read

Only copy – you will not be
able to edit and/or save
changes to the document.
2. NOTIFY: This will open a
Read Only copy. However, if
the document is checked in Figure 6
while you still have it open, a
message will appear
indicating the document is
now available for editing (Fig.
6). Click on Read-Write
which will allow you to edit
and save the changes.
3. CANCEL: Will not open the
document for editing

Step 3b:

If you try to open a Word

document that is already checked
out, you will receive the following
dialogue box indicating that This
file is locked for editing.

1. READ ONLY: Opens a Read

Only copy. You will not be
able to edit and save changes
to the document.
2. LOCAL COPY: Creates a
local copy and will merge
your changes later. Same
as Option One; acts as Read
Only.
3. NOTIFY: Receive
notification when the
original copy is available –
This will open a Read Only
copy. If the document is
checked in while you still have
it open, a message will
appear indicating the
document is now available
for editing. Click on Read-
Write. This will allow you to
edit and save the changes to
the document.

CSUF Date Last Revised: 2/16/2010 Page 11 of 48 User Manual

SharePoint 2007 User Guide Final

Processing Steps Screen Shots

Step 4:

While checked out, SharePoint will

save document changes to your
local drafts folder until the
document is checked in.

To save document changes

directly to the SharePoint server,
uncheck this option.

Step 5:
Figure 7
The document is now checked out
and unavailable for editing by
other SharePoint users. (Fig. 7)

Next, open the document.

The document opens in

Compatibility mode for editing.
(Fig. 8)

Review Editing a Document for

instructions. When the necessary
edits are complete, check the Figure 8
document in.

CSUF Date Last Revised: 2/16/2010 Page 12 of 48 User Manual

SharePoint 2007 User Guide Final

Editing a Document

Depending on how the document library is set up, you may be required to check out a file before you edit it, which
prevents other people from changing the file at the same time. If someone else has checked out the file, you cannot
edit it.

If you do not check out a file before you edit it, someone else could edit the file while you are working on it. When two
or more people work on a file at the same time, it is possible to accidentally overwrite each other's changes.

Processing Steps Screen Shots

Step 1:
Figure 9
After checking out a document,
open the document:

• Click the document link

name (Fig. 9)
• Use the drop down menu
(Fig. 10)

To view and/or edit a

document from SharePoint,
access to the appropriate
computer program is mandatory.
Figure 10

Step 2:

The document will open in the

appropriate computer program.

Make the necessary edits to the

document.

The document and applicable

changes become available on
SharePoint after the document is
checked in.
Check Documents In

CSUF Date Last Revised: 2/16/2010 Page 13 of 48 User Manual

SharePoint 2007 User Guide Final

Document check in
When you check in a document, other users with access to the document library can see and edit the document.
Additionally, your changes to the document are visible to those users. You have the following options when checking
in a document:
• Check in document
• Check in changes saved to this document, but keep the document checked out
• Discard changes and undo check out

There are two ways to check in a document:

1. From Computer Program/Application
2. From the SharePoint site

Processing Steps Screen Shots

Step 1:

Check In a Document from the

Program/Application

After saving the necessary edits to

the document, select the office
button.

Step 2:

Next, select the ‘Server’ option

and choose one of the following
options:

• Check In – changes
made will appear on
SharePoint. Other people
can access the document
again.

• Discard Check Out –

changes made will be
discarded. The
document will revert back
to the previous version.
Other people can access
the document again.

CSUF Date Last Revised: 2/16/2010 Page 14 of 48 User Manual

SharePoint 2007 User Guide Final

Processing Steps Screen Shots

Step 3:

SharePoint will prompt you for

version comments. Version
comments provide information
about the document changes.

Enter any comments regarding

your edits.

Step 4:

The document is checked in.

SharePoint and now available to
others for editing.

The document remains open

but reverts to ‘read only’ mode.

Optional

Check In a Document from

SharePoint

Step 1:

Documents can also be checked

in from the SharePoint site.

Select the drop down arrow next

to the document that needs to be
checked in.

CSUF Date Last Revised: 2/16/2010 Page 15 of 48 User Manual

SharePoint 2007 User Guide Final

Processing Steps Screen Shots

Step 2:

Then, select one of the following

options:
• Check In – changes
made will appear on
SharePoint. Other people
can access the document
again.

• Discard Check Out –

changes made will be
discarded. The
document will revert back
to the previous version.
Other people can access
the document again.

Step 3:

SharePoint will prompt you for

version comments. Version
comments provide information
about the document changes.

Enter any comments regarding

your edits.

Then, select .

Step 4:

The document is checked in and

now available to others for editing.

CSUF Date Last Revised: 2/16/2010 Page 16 of 48 User Manual

SharePoint 2007 User Guide Final

Viewing Document Version History

Versioning enables you to store, track, and restore items in a list and files in a library as they are changed. This
enables you to better manage content as it is revised and even to restore a previous version if necessary. Versioning
is especially helpful when several people work together on projects, or when information goes through several stages
of development and review.

Processing Steps Screen Shots

Step 1:

To view a file’s version history,

first locate the document on the
SharePoint site.

Step 2:

Next, select the drop down arrow

next to the appropriate file or
document.

Step 3:

Then, select Version History.

CSUF Date Last Revised: 2/16/2010 Page 17 of 48 User Manual

SharePoint 2007 User Guide Final

Processing Steps Screen Shots

Step 4:

The version history for the

document is displayed:
• Version Number
• Modified Date/Tim
• Modified By
• File Size
• Version comments (if
entered)

Step 5:

The drop down menu provides

additional options:

• View – view a previous

version of the document
as read only.

• Restore – revert back to

a previous document
version. The current file
is replaced but is still
available in the version
history.

• Delete – Delete one or

all versions of a
document.

When deleting a version from

history, other version numbers
remain the same.

CSUF Date Last Revised: 2/16/2010 Page 18 of 48 User Manual

SharePoint 2007 User Guide Final

Delete a File

There may be times when it’s necessary to remove a file from the SharePoint site. This section will demonstrate how
to delete a file from a SharePoint document library.

Depending upon your level of access, you may be able to only delete items belonging to you.

Processing Steps Screen Shots

Step 1:

To delete a file, first locate the

document on the SharePoint site.

Step 2:

Using the drop down menu select

Delete.

Step 3:

Next, Internet Explorer will confirm

the file deletion.

Click to continue and the

file will be removed from the
SharePoint site, or

Click to cancel the file

deletion.

CSUF Date Last Revised: 2/16/2010 Page 19 of 48 User Manual

SharePoint 2007 User Guide Final

Processing Steps Screen Shots

Step 4:

The file and all version history are

removed from SharePoint for all
SharePoint site users.

CSUF Date Last Revised: 2/16/2010 Page 20 of 48 User Manual

SharePoint 2007 User Guide Final

Change File Permissions

Microsoft Windows SharePoint Services provides the ability to control permissions down to the document level. If you
have sensitive information stored in a document or folder, and you do not want to expose the information to all
members of a site, you can specify permissions for the folder/document. You can grant or revoke permissions to a
document library, folder, or document by: individual users, by groups of users, or by site group.

Managing permissions at the document level is cumbersome and should be avoided when possible.
Depending upon your level of access, you may be able to only manage permissions for items belonging to you.

Processing Steps Screen Shots

Step 1:

To modify a folder or document’s

permissions, locate the document
on the SharePoint site.

Step 2:

From the drop down menu, select

Manage Permissions.

Step 3:

The permissions for the

document/folder are displayed.

CSUF Date Last Revised: 2/16/2010 Page 21 of 48 User Manual

SharePoint 2007 User Guide Final

Processing Steps Screen Shots

Step 4:

Select the Actions drop down to

modify the folder or document
permissions.

Depending upon your level of

access you will not be able to
modify permission at the parent
level.

Select Edit Permissions.

Step 5:

SharePoint will verify you want to

create unique permissions for the
folder or document.

This means any changes to at the

document library level will not
apply to your folder/document.

Click to continue.

Step 6: Add Users

To allow additional SharePoint site

users to see the folder or
document, select Add Users from
the New drop down menu item.

CSUF Date Last Revised: 2/16/2010 Page 22 of 48 User Manual

SharePoint 2007 User Guide Final

Screen Shot
Step 7:

Enter the person’s campus username in the User/Groups area. Then, specify the permissions the user(s) should
have under the Give Permission section.

Then click, . SharePoint auto generates a welcome email for the user(s). To disable this feature, uncheck the
box.

Processing Steps Screen Shots

Step 8: Remove Users

To remove or modify a person’s

permission to the document or
folder, select the user from the list.

Then, using the Actions either

remove or edit the user’s
permissions.

CSUF Date Last Revised: 2/16/2010 Page 23 of 48 User Manual

SharePoint 2007 User Guide Final

Additional Document Options

• View Properties – Displays all available information about the document.

• Edit Properties – Displays a page where you can modify the document’s name or title.
• Edit in Microsoft Office – Opens the document for editing in Microsoft Office.
• Delete – Deletes the document from the document library.
• Check-In/Check-Out – Prevents anyone but you from updating the document (after you select this option, it
changes to Check In).
• Version History – Displays a history of updates to the document.
• Alert Me – The Alert feature of a Team Site sends e-mail notifications to interested team members whenever
another member changes some aspect of the selected file.
• Discuss – Displays the document, including comments from other team members, and a toolbar that you can
use to make comments yourself.
• Create Document Workspace – Creates a specialized SharePoint site for the sole purpose of organizing
material related to the current document. This option is only available if your account is assigned to the
Contributor or Administrator group.

CSUF Date Last Revised: 2/16/2010 Page 24 of 48 User Manual

SharePoint 2007 User Guide Final

Team Discussions
Discussion boards provide a forum for conversing about topics that interest your team. Each discussion board
appears on a page that includes buttons for starting new discussions, sorting and filtering discussions, switching to a
different view of the discussion board, and changing the design of the discussion board. You can create alerts so that
you are notified of changes to the discussion board.

You can view discussion comments in either flat or threaded view. Flat view displays all comments in the order in
which they were created. Threaded view lets you view comments by conversation. All messages that are part of the
same conversation thread appear together in the order in which they were created.

In this section learn how to: Create/Edit a Discussion, Reply to a Discussion, Delete a Discussion

Create/Edit a Discussion
Processing Steps Screen Shots
Step 1:

Create a Discussion

From the SharePoint site, locate

the Discussion in the quick launch
panel.

Step 2:

To create a new discussion, select

Discussion from the “New” drop
down menu.

Step 3:

Enter the subject and main body

for the discussion.

Then, click .

CSUF Date Last Revised: 2/16/2010 Page 25 of 48 User Manual

SharePoint 2007 User Guide Final

Processing Steps Screen Shots

Step 4:

The discussion is posted to the

team discussion board.

Step 5:

Edit a Discussion

Depending upon your access, you

may not be able to edit another
person’s discussions.

To edit a discussion, select “Edit

Item” from the discussion drop
down menu.

Step 6:

Edit the discussion as necessary.

Then, click to save the

changes to the discussion.

CSUF Date Last Revised: 2/16/2010 Page 26 of 48 User Manual

SharePoint 2007 User Guide Final

Reply to a Discussion
Processing Steps Screen Shots
Step 1:

To post a discussion reply, select

the appropriate discussion
hyperlink.

Step 2:

Then, select Reply.

Step 3:

Enter your response in the text

box.

Then, click .

Step 4:

The reply now appears in the

discussion thread.

CSUF Date Last Revised: 2/16/2010 Page 27 of 48 User Manual

SharePoint 2007 User Guide Final

Processing Steps Screen Shots

Step 4a:

Discussions can be viewed in

either a flat or threaded view. Flat View

Choose the view you prefer.

Threaded View

CSUF Date Last Revised: 2/16/2010 Page 28 of 48 User Manual

SharePoint 2007 User Guide Final

Delete a Discussion
Processing Steps Screen Shots
Step 1:

Depending upon your access, you

may not be able to delete another
person’s discussions.

To delete a discussion, locate the

discussion in the Team Discussion
section.

Using the drop down menu, select

Delete.

Step 2:

Next, click to confirm the

discussion deletion.

Step 3:

The discussion, replies, and all

history are removed from the
discussion area on SharePoint.

CSUF Date Last Revised: 2/16/2010 Page 29 of 48 User Manual

SharePoint 2007 User Guide Final

Announcements
Use an announcements list to post news, status, and other short bits of information you want to share with team
members.

By default, creating a SharePoint site creates an announcements list called Announcements, a view of which appears
on the home page of your site. Announcements other than the five most recent disappear from the home page but
are still available on the All Items view of the Announcements list.

Create/Edit Announcement

Processing Steps Screen Shots

Step 1:

Create a New Announcement

From the SharePoint site, locate

the Announcement area on the
main page.

Only the 5 most recent

announcements appear on the
page. To view additional
announcements:

• View All Site Content

• Click “Announcements” under
the Lists section

CSUF Date Last Revised: 2/16/2010 Page 30 of 48 User Manual

SharePoint 2007 User Guide Final

Processing Steps Screen Shots

Step 2:

To create a new announcement,

select “Add new announcement”.

Step 3:

Next, enter the following:

- Announcement Title
- Body of the message

If applicable, enter expiration for

the announcement. The message
will no longer appear on the main
page after the expiration date;
however, it will still be available in
the Announcements List.

Use the “Attach File” option to

share a file.

Then, click .

Step 4:

The announcement now appears

on the SharePoint main page.

CSUF Date Last Revised: 2/16/2010 Page 31 of 48 User Manual

SharePoint 2007 User Guide Final

Processing Steps Screen Shots

Step 5:

Edit an Announcement

From the SharePoint site, locate

the Announcement to edit.

Select the announcement by

clicking on the hyperlink.

Step 6:

Select, Edit Item to edit the

announcement.

If necessary, you can delete

an announcement by selecting
“Delete Item”.

Step 7:

Edit the announcement as

necessary.

Then, click to save the

changes.

Step 8:

The updated announcement

appears on the main SharePoint
page.

CSUF Date Last Revised: 2/16/2010 Page 32 of 48 User Manual

SharePoint 2007 User Guide Final

Calendar Items
You can use a calendar to store team events, including meetings, social events, and all-day events. You can also
track team milestones, such as deadlines or product release dates that are not specific to a time interval. The
SharePoint calendar can be updated and viewed just as you do your Outlook calendar.

Microsoft Windows SharePoint comes with a default calendar that you can customize and update. Your SharePoint
administrator can create additional calendars if you need them.

Create/Edit Calendar Item

Processing Steps Screen Shots

Step 1:
Figure 11
The calendar is located on the
main SharePoint page. (Fig. 11)

Figure 12
To create a new calendar item,
view all site content and select the
Calendar list. (Fig. 12)

CSUF Date Last Revised: 2/16/2010 Page 33 of 48 User Manual

SharePoint 2007 User Guide Final

Processing Steps Screen Shots

Step 2:

From the New drop down menu,

select “New Item”.

Step 3:

Create the calendar item details:

- Title
- Location
- Start Date/Time
- End Date/Time
- Meeting Description

Additional options;
o All day event - create an
activity that has not specific
start or end time.
o Recurrence – Set up the
event to repeat over one or
more days.
o Workspace – Use meeting
workspaces to organize the
event.
o Attachment – Attach a file,
such as an agenda for event
participants.

Then, select to save the

calendar item.

Step 4:

The new calendar item appears.

CSUF Date Last Revised: 2/16/2010 Page 34 of 48 User Manual

SharePoint 2007 User Guide Final

Processing Steps Screen Shots

Step 5:

Edit a Calendar Item

To edit a calendar item, select an

event from the calendar by clicking
on the even hyperlink.

Step 6:

Next, select “Edit Item” from the

menu options.

If necessary, you can delete

the calendar event by selecting
“Delete Item”.

Step 7:

The calendar item opens for

editing.

Edit the event as necessary.

Click to save the changes.

CSUF Date Last Revised: 2/16/2010 Page 35 of 48 User Manual

SharePoint 2007 User Guide Final

Processing Steps Screen Shots

Step 8:

The event appears on the

calendar with updated details.

Export Calendar Item

Processing Steps Screen Shots

Step 1:

Add SharePoint events to your MS

Outlook calendar.

First, select the calendar event

you’d like to export.

Step 2:

From the menu options, select

“Export Event”.

CSUF Date Last Revised: 2/16/2010 Page 36 of 48 User Manual

SharePoint 2007 User Guide Final

Processing Steps Screen Shots

Step 3:

Next, choose whether to open or

save the event item.

Step 4:

The event opens in MS Outlook.

To add the event to your calendar,

select “Save and Close” or use
“Invite Attendees” to invite others
to the event.

Step 5:

The event appears on your

personal MS Outlook calendar.

Changes to the event in

SharePoint will not auto update
your MS Outlook.

CSUF Date Last Revised: 2/16/2010 Page 37 of 48 User Manual

SharePoint 2007 User Guide Final

Links

The Links list allows you to share navigational links to other Web pages that your team members will find interesting
or useful.

Processing Steps Screen Shots

Step 1:

Create a Link

Share web pages, media files, or

create shortcuts using the Links
section.

First, select “Add a new link” from

the SharePoint main page.

Step 2:

Next, enter:

o URL - enter the webpage

o Description - Title the URL.
This name will display on the
main SharePoint page.
o Notes – Enter any notes
about the link.

Step 3:

The new link appears under the

Links section on the SharePoint
main page.

CSUF Date Last Revised: 2/16/2010 Page 38 of 48 User Manual

SharePoint 2007 User Guide Final

Processing Steps Screen Shots

Step 4:

Edit a Link

To edit a link, view all site content

and select “Links”.

Step 5:

Next, select a link from the Links

page.

Step 6:

Edit the link information as

necessary.

You can delete the link by

selecting “Delete Item”. The link
will no longer appear on the
SharePoint page.

CSUF Date Last Revised: 2/16/2010 Page 39 of 48 User Manual

SharePoint 2007 User Guide Final

Processing Steps Screen Shots

Step 7:

The updated link appears under

the Links list.

Use the breadcrumb navigation to

return to the main SharePoint
page.

Step 7:

The updated link appears on the

SharePoint homepage.

CSUF Date Last Revised: 2/16/2010 Page 40 of 48 User Manual

 SharePoint 2007 User Guide Final

Email Alerts

Use the email alerts functionality to manage the list of libraries, files, lists, and items for which you which to receive
notifications for. You specify what you want to be alerted about and how often.

Processing Steps Screen Shots

Step 1:

To set up the email alert, navigate

to your account information.

Step 2:

Using the drop down menu, select

My Settings.

Step 3:

Existing alerts will display on the

page.

To add a new alert, select the

“Add Alert” option.

CSUF Date Last Revised: 2/16/2010 Page 41 of 48 User Manual

SharePoint 2007 User Guide Final

Processing Steps Screen Shots

Step 4:

Next, select the list or document

library you’d like to set an alert up
for.

Note: You may only select one

library or list at a time. Repeat
steps 3-5 to set up additional
alerts.

Then, select .

CSUF Date Last Revised: 2/16/2010 Page 42 of 48 User Manual

SharePoint 2007 User Guide Final

Screen Shot
Step 5:

Next, set up the following items for your alert::

o Announcement Title
o User(s) receiving the alert
o Type of changes to be notified about
o Alert frequency

Processing Steps Screen Shots

Step 6:

The alert now appears on the

Alerts page.

You can delete an alert by

selecting “Delete Selected Alerts”.
You will no longer receive the
email notifications for the deleted
alert.

CSUF Date Last Revised: 2/16/2010 Page 43 of 48 User Manual

 SharePoint 2007 User Guide Final

Project Tracking
A project task list in Microsoft Windows SharePoint displays a collection of tasks that are part of a project. Used in
this sense, a task is a discrete work item that a single person can be assigned to (although you may decide not to
assign anybody to any tasks). A project is typically a series of activities that has a beginning, middle, and end, and
which produces a product or service. After you create a project task list, you can add tasks, assign resources to
tasks, update the progress on tasks, and view the task information on bars that are displayed along a timeline.

Create New Project Tasks

Processing Steps Screen Shots
Step 1:

Navigate to the project from the

Quick Launch area.

Step 2:

The project Gantt chart and any

applicable tasks will display.

Step 3:

To add a project task, select New

Item from the drop down.

CSUF Date Last Revised: 2/16/2010 Page 44 of 48 User Manual

 SharePoint 2007 User Guide Final

Processing Steps Screen Shots

Step 4:

Enter the task details:

- Title
- Priority
- Task Status
- % Complete
- Assigned to
- Task Description
- Start Date
- Due Date

If necessary, use “Attach File” to

attach a document to the task.

Step 5:

The task now appears in the Gantt

chart and list of project tasks.

Step 5a:

Add additional project tasks

following steps 3-5.

New tasks will populate the Gantt

chart and task list area.

CSUF Date Last Revised: 2/16/2010 Page 45 of 48 User Manual

 SharePoint 2007 User Guide Final

Update Project Tasks

Processing Steps Screen Shots
Step 1:

Navigate to the project from the

Quick Launch area.

Step 2:

To update a task item, select the

task from the list.

Step 3:

Then, select “Edit Item”.

CSUF Date Last Revised: 2/16/2010 Page 46 of 48 User Manual

 SharePoint 2007 User Guide Final

Processing Steps Screen Shots

Step 4:

Edit the details as necessary.

Update the % Complete field to
identify your progress on a task.

You can delete a task by

selecting “Delete Item”. The task
will no longer appear in the project
Gantt chart or task list.

Step 5:

The task is now updated along with

the % complete.

CSUF Date Last Revised: 2/16/2010 Page 47 of 48 User Manual

SharePoint 2007 User Guide Final

Shared Document Page’s Notable Features

Select a View – This area in the top left corner selects all the available formats for listing documents in the library. By default,
there are two such formats:

• All Documents – Displays one line of text for each document in the library.
• Explorer View – Lists the library contents in a format resembling Microsoft Windows Explorer. This is
available only on Windows versions of Internet Explorer.
• Actions –Additional commands for working within library documents.
• Alert Me – The Alert feature sends e-mail notifications to interested team members whenever another member
changes some aspect in the Shared Document library.
• Export to Spreadsheet – Downloads an Excel query file that points to the library content list. After opening
this file in Excel, authorized team members can download, modify or export the content list.
• Modify Settings and Columns – Displays a Customization page that modifies the name, description, columns,
views and other settings.
Main Document Area – Display a listing of documents in the current open library. To sort on any field, click the field’s column
heading (that is, click Type, Name, Modified, Modified By, or Checked Out To). It also provides a toolbar with these links:

• New Document – Downloads a document template to your computer, which the corresponding application then
opens with the current library as the default save location. If the library has no defined template, the default is
an empty Microsoft Word document.
• Upload Document – Displays an Upload Document page that allows you to upload one or more documents
from your computer or network drive and adds it to the library.
• New Folder – Displays a New Folder page for creating an additional folder within the current open library.
• Filter – Refreshes the current Web page, adding selection controls above the selectable column heading. These
controls filter the list of documents based on the criteria specified.
• Edit In Datasheet – Displays the list of documents as an editable table that resembles a spreadsheet. If Access
or Excel 2003 is installed on the user’s computer, this view also provides a task bar for exchanging data with
those programs.

CSUF Date Last Revised: 2/16/2010 Page 48 of 48 User Manual