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SharePoint® User's Guide
Table of Contents
- Obtaining Access
- Logging into SP
- Project Navigation
- SP Views
- Project Sites
- Opening a File
- Creating a New Folder
- Renaming a File
- Naming Conventions
- File Version
- File Name and URL Length
- Uploading a Single File or Multiple Files
- Downloading a Single File or Multiple Files
- Downloading a Single File or Multiple files
- Turning on Alerts
- Checking a File Out, Marking it up, and Checking it Back in
- E–mail a Link
- Helpdesk Support
Microsoft® Office SharePoint® (SP) allows electronic document storing and sharing. Most people are familiar with MS Office products like Word®, Excel®, and Power Point®. These products are typically installed on many computers. SP is a web based tool that gives added functionality to these products and can be used like any web site.
Access to the site is restricted. Access is granted based on project need.
Obtaining Access
In order to access our project sites, a username and password is needed. MU employees should use their single sign-on ID (pawprint) and password. External users who have accessed in the past should continue to use the authentication information previously granted.
First-time users should send a request for a username and temporary password to mucfpdcsharepoint@missouri.edu
The following information is needed before a username and password can be assigned:
Name
Company
Email Address
Phone Number
Projects currently involved with
Once access has been granted; an e-mail will be sent with username and temporary password information. The temporary password should be changed as soon as possible.
Forgotten usernames may be retrieved by sending an e-mail to: mucfpdcsharepoint@missouri.edu.
Lost or forgotten passwords may be reset at http://doit.missouri.edu/accounts
Logging into SP
To Log into SP, Internet Explorer® must be used to log in. The address to the server is:
https://umc.sharepoint.missouri.edu/sites/cfpdc/default.aspx
A login screen will appear that should look like this:
Note: If the login screen looks significantly different, please verify that the browser running is Microsoft Internet Explorer and not a different browser such as Mozilla® FireFox®.
At this screen, please enter the username and password provided.
Once successfully logged in the main page lists all active projects:
Project Navigation
Once you are logged in to CFPDC, click on the "Project Index" tab to go to the index of all projects currently available online.
The "Project Index" tab and web page look something like this:
The projects are listed by project number in numeric order. Enter the “Design Site” or “Construction Site” for projects by clicking on the name of the Project Manager or Construction Manager. Names in blue represent active sites, while names in black represent sites that have been closed or are not yet active.
SP Views
Click on the "Construction" or "Design" heading to enter the folder.
SP offers two different file views: "All Documents" view and "Explorer View." The drop-down arrow shortcut on the Quick Launch Bar displays these options:
When switching to "Explorer" view, operating systems more current than Windows® XP operating system might open a dialog box like this:
Click allow to continue.
The following screenshot is an example of the window that should open when you allow the site access:
Project Sites
The following is a graphical overview of the standard site lay-out:
Click on the "Construction" or "Design" heading in order to more easily browse the site.
The following is a graphical view of "Construction":
Opening a File
To open a file, click or double-click the file name.
In "All Documents" view, a login screen will appear that should look like this if you did not create the file yourself:
The file will open in either in your browser window or automatically in the application assigned for that document.
Switch to "All Documents" view if files won’t open in "Explorer" view.
Creating a New Folder
Click on the "Construction" or "Design" heading to enter the folder.
In "All Documents" view, click the drop-down arrow for the "New" shortcut on the Quick Launch Bar to display the drop-down menu.
The "New" menu looks like this:
In "Explorer" view, right-click in the body of the web page to display the drop-down menu.
The right click menu looks like this:
Create a new folder.
Renaming a File
Click on the "Construction" or "Design" heading to enter the folder.
In "All Documents" view, hover over the file name to display the gold outline box.
Click on the drop-down arrow and select “View Properties”.
Click the "OK" button.
Naming Conventions
In order to maintain organization of the site, all files must follow the following naming conventions.
Plans (PDF and DWG files should have identical names excluding, of course, the extension):
001_G001-Cover_Sheet.xxx
002_G002-Drawing_Index.xxx
086_M501-Whatever_This_Sheet_Is_Called.xxx
The first three characters refer to the actual sheet location within the set. For instance, the first example is the cover sheet, which is the very top sheet in the set. The third example refers to a mechanical sheet, which is the 86th sheet in the set.
The next few characters show the label of the sheet, while the rest of the filename spells out the actual title of the sheet. Please note underscores are used instead of spaces. Also, the hyphen comes after the sheetnumber_sheetlabel portion of the filename.
Specs (PDF and DOC files should have identical names excluding, of course, the extension):
04810-Unit_Masonry_Assemblies.xxx
06105-Miscellaneous_Carpentry.xxx
The specs concept is the same as the drawings. Basically, just the full spec section number (please leave leading zeros), followed by a hyphen and the name of the spec section. Again, there are no spaces.
Shop Drawings:
020700_01-Block_Work.pdf
230910_01-Duct_Accessories.pdf
260124_02-Medium_Voltage_Cable.pdf
The first six digits refer to the section in the specifications where this product appears. The spec section is followed by an underscore and two digits referring to how many times this shop drawing has been submitted. This information is followed by a hyphen and the name of the product, using underscores instead of spaces.
Note: These are generic naming conventions. For more detailed instruction or questions, please contact the Project Manager or Construction Manager.
File Version
The preferred file version is PDF. To avoid any compatibility issues with editing Excel® or Word® files, please save as a 97-2003 document.
File Name and URL Length
Because this is a web-based service, file names should be short and descriptive; URL length should be kept to a minimum.
Microsoft TechNet & Stepping Stones blog recommend these character counts for file names and URLs:
Uploading a Single File or Multiple Files
In "All Documents" view, click the Upload arrow on the Quick Launch Bar to display the drop-down menu.
The Upload drop-down menu looks like this:
Select "Upload Document" or "Upload Multiple Documents" and click the "Browse" button.
Locate and select the document(s) to upload.
Click the "Open" button.
Check or clear the "Overwrite existing files" box.
Click the "OK" button when finished.
Click the "OK" button.
To upload a document in "Explorer" view, open the folder of the file to upload.
Reduce the browser window so you can see both the folder window and the “Explorer” view window.
Drag-and-drop the file onto the “Explorer” view window and refresh the screen.
Downloading a Single File or Multiple Files
In "All Documents" view, hover over the file to display the gold outline box.
Click on the drop-down arrow and select “Send To” -> Download a Copy.
In "Explorer" view, resize the browser window to reveal the folder into which you will store the downloaded file.
Drag-and-drop the file into the folder.
Turning on Alerts
Click on the "Construction" or "Design" heading to enter the folder.
An alerts for the entire "Construction" or "Design" folder can be turned on by clicking the "Actions" shortcut arrow on the Quick Launch Bar to display the drop-down menu for each folder or file.
The "Actions" menu looks like this:
In “All Documents” view, turn on an alert for a sub folder or file by hovering over the folder name to display a golden box with a drop-down arrow. Click on the arrow to display the drop-down menu.
The folder menu looks like this:
After selecting "Alert Me", the "New Alert" screen appears:
Choose preferences as desired and click the "OK" button.
The following screenshot shows a successfully created alert e-mail message:
Once the alert has been successfully turned on, alerts will be sent based on the preferences selected.
Occasionally, these messages are filtered into the spam folder.
Repeat these steps to turn on alerts for other items.
Checking a File Out, Marking it up, and Checking it Back in
SP will not allow multiple people to save and open the same file. It does allow users to open and view the file while someone is editing it.
Unless the file is checked out, more than one person could be working on the same file. One or more version of this file may end up being done so it cannot be properly saved.
After working on the file, saving the file back onto the server, if the user doesn't check the file back in, then other users can't access it.
Click on the "Construction" or "Design" heading to enter the folder and navigate to the location where the file is stored.
Hover over the file name to display the gold outline box.
Click on the drop-down arrow and select "Check Out".
Open the file in edit mode in a full version of the software.
Mark it up and save the edits. and close the file.
Hover over the file name to display the gold outline box.
Click on the drop-down arrow and select "Check In" to make the edits available to the rest of the team.
The edits are now available online.
Click to learn more about checking in/out files or editing a file.
E–mail a Link
It is more reliable to e–mail a link to the document than it is to send different versions of the same file.
Click on the "Construction" or "Design" heading to enter the folder and navigate to the location where the file is stored.
Right-click on the file name and select ""Copy Shortcut".
Right click with your mouse in the body of the e-mail (task, appointment, or another file) and select "Paste".
Clicking the link will open the document on the server.
Helpdesk Support
Standard Business Hours
E-mail support mucfpdcsharepoint@missouri.edu
Phone support (573) 884-6414, between 7:30 AM - 4:30 PM, Monday - Friday
(holiday exceptions)
After Hours and Evening Support
Phone support (573) 882-5000 4:30 PM - 10:00 PM, Monday – Thursday,
4:30 PM - 6:00 PM, Friday
Noon - 6:00 PM, Saturday
Noon - 8:00 PM, Sunday
(holiday exceptions)