Getting Started with Microsoft Windows SharePoint Services

Creating and Managing Libraries

Configuring a Library

1To begin changing the settings of an existing form library, on the Customer Service Team Home page, on the top link bar, click Documents and Lists.
2To open the form library, on the Customer Service Team Documents and Lists page, in the right pane, under Document Libraries, click Purchase Orders.
3To change the general settings, columns, or views of the library, on the Customer Service Team Purchase Orders page, in the left pane, on the Actions menu, click Modify settings and columns.
4To change the settings, on the Customer Service Team Customize Purchase Orders page, in the right pane, under General Settings, click Change general settings.
5To display a link to the library on the Quick Launch bar, on the Customer Service Team Form Library Settings: Purchase Orders page, in the Navigation area, under Display this form library on the Quick Launch bar, click Yes.
6To view additional library setting options, click once below the scroll box on the scroll bar.
7To ensure that new library items will be approved by a list manager before they are visible to site users, in the Content Approval area, under Require content approval for submitted items, click Yes.
8To process your changes to the form library's general settings, click OK.
9To confirm that the form library now appears on the Quick Launch bar, on the Customer Service Team Customize Purchase Orders page, on the top link bar, click Home.

Controlling Who Can See and Work with Library Files

1To begin giving a user the right to access a form library, on the Customer Service Team Home page, on the top link bar, click Documents and Lists.
2To open the form library, on the Customer Service Team Documents and Lists page, under Document Libraries, click Purchase Orders.
3To change the general settings, columns, or views of the library, on the Customer Service Team Purchase Orders page, in the left pane, on the Actions menu, click Modify settings and columns.
4To see additional options, on the Customer Service Team Customize Purchase Orders page, drag down the scroll box on the scroll bar until the entire General Settings area is displayed.
5To change the permissions of the selected form library, under General Settings, click Change permissions for this form library.
6To add a user to the library, on the Customer Service Team Change Permissions: Purchase Orders page, in the right pane, on the toolbar, click Add Users.
7To enter the name of the user, on the Customer Service Team Add Users: Purchase Orders page, for the purposes of this exercise, press SPACEBAR, wait as the user's name is typed for you, and then click once below the scroll box on the scroll bar.
8To grant the specified user permission to view, insert, edit, and delete items, as well as change list settings, click the indicated option, and then click Next.
9To view the text of the optional e-mail message, click once below the scroll box on the scroll bar.
10To add the user without sending the e-mail message, click Finish.

Working with Document Library Columns and Metadata

1To begin adding a column to a document library, on the Team Web Site Home page, on the top link bar, click Documents and Lists.
2To open the document library, on the Team Web Site Documents and Lists page, in the right pane, under Document Libraries, click Plant Descriptions.
3To change the general settings, columns, or views of the library, on the Team Web Site Plant Descriptions page, in the left pane, on the Actions menu, click Modify settings and columns.
4To see additional options, on the Team Web Site Customize Plant Descriptions page, click once below the scroll box on the scroll bar.
5To add a column to the selected document library, under Columns, click Add a new column.
6To enter the column name, on the Team Web Site Plant Descriptions: Add Column page, for the purposes of this exercise, press SPACEBAR, and wait as the column name is typed for you.
7To control the way that information in the new column is displayed, in the Name and Type area, click Choice (menu to choose from), and then click once below the scroll box on the scroll bar.
8To specify that this column must contain an entry for all documents in the library, in the Optional Settings for Column area, click the indicated option button.
9To begin specifying the options that users can select for this column, click the Type each choice on a separate line box, and wait as the contents are selected for you.
10To delete the existing options, press DELETE.
11To enter the options that users can select, press SPACEBAR, wait as the options are typed for you, and then click once below the scroll box on the scroll bar.
12To finish adding the column, at the bottom of the page, click OK.
13To see the new column in the document library, on the Team Web Site Customize Plant Descriptions page, click Go Back to "Plant Descriptions".
14To begin adding metadata to a document, on the Team Web Site Plant Descriptions page, point to Mary Nell Holly, click the arrow that appears, and then click Edit Properties.
15To select a plant type for the specified document, on the Team Web Site Plant Descriptions: Mary Nell Holly page, click the Plant Type arrow, and then click Evergreen.
16To add the specified metadata to the document, on the Plant Descriptions: Mary Nell Holly toolbar, click Save and Close.

Creating a View of a Document Library

1To begin creating a view of the current document library, on the Team Web Site Plant Descriptions page, in the left pane, on the Actions menu, click Modify settings and columns.
2To see what views are currently available, click twice below the scroll box on the scroll bar.
3To see the types of views you can create, in the Views area, click Create a new view.
4To create a view that displays data on a Web page, on the Team Web Site Plant Descriptions: Create View page, click Standard View.
5To name the view, in the View Name box, for the purposes of this exercise, press SPACEBAR, and the name will be typed for you.
6To display a list of the columns that will be included in the view, drag down the scroll box on the scroll bar until the entire Columns area is visible.
7To display the sorting options, click once below the scroll box on the scroll bar.
8To display the filtering options, click once below the scroll box on the scroll bar.
9To display other categories of options, click once below the scroll box on the scroll bar.
10To display the grouping options, click the Plus sign (+) to the left of Group By.
11To arrange the document library first by plant type and then alphabetically, click the First group by the column arrow, click Plant Type, click the Then group by the column arrow, and then click Title.
12To finish creating the view, click once below the scroll box on the scroll bar, and then click OK.
13To return to the document library, on the Team Web Site Customize Plant Descriptions page, click Go Back to "Plant Descriptions".
14To display the new view of the document library, in the left pane of the Team Web Site Plant Descriptions page, on the Select a View menu, click By Plant Type.

Using a Web Folder to Access a Document Library

1To begin creating a Web folder, click Start, and then click My Computer.
2To display links from your computer to places you visit on your network, in the left pane, on the Other Places menu, click My Network Places.
3To create a new link, in the left pane, on the Network Tasks menu, click Add a network place.
4To begin using the Add Network Place Wizard, on the wizard's first page, click Next.
5To choose a location for the network place, on the Where do you want to create this network place page, click Next.
6To type the SharePoint site address in the Internet or network address box, for the purposes of this exercise, press SPACEBAR, wait as the address is typed for you, and then click Next.
7To name the network place, in the Type a name for this network place box, press SPACEBAR, wait as the name is typed for you, and then click Next.
8To exit the wizard and open the network place, on the Completing the Add Network Place Wizard page, click Finish.
9To open the Plant Descriptions document library from Windows Explorer, in the Garden Company Team Site window, in the right pane, double-click the Plant Descriptions folder.
10To see the new links in the My Network Places list, on the Plant Descriptions on gardenco window title bar, click the Close button.

Discussing Documents in a Library

1To begin adding a comment to a document, in the right pane of the Team Web Site Plant Descriptions page, under Plant Type : Evergreen (2), point to Mary Nell Holly, click the arrow that appears, and then click Discuss.
2To continue opening the file, in the File Download dialog box, click Open.
3To begin a new discussion, in the Discussion pane, on the Discussions bar, click Discussions, and then click Insert about the Document.
4To enter the subject and text of the comment and to display the comment in the Discussion pane, for the purposes of this exercise, press SPACEBAR, wait as the text is typed for you, and then click OK.
5To hide the Discussion pane but leave the Discussions bar available, on the Discussions bar, click the indicated Show/Hide Discussion Pane button (the rightmost icon with an up arrow).
6To insert a second comment in the Discussion pane, on the Discussions bar, click the indicated Insert Discussion about the Document button.
7To enter the subject and text of the comment, press SPACEBAR, wait as the text is typed for you, and then click OK.
8To check the ways in which your coworkers can respond to your comment, in the Discussion pane, click the indicated Show a menu of actions button.
9To close the Discussion pane and hide the Discussions bar, click the indicated Close button.