Archive for the ‘Sharepoint’ Category

1. Only upload documents that you don’t mind being available to the public

The Workspace area within Sharepoint is specifically for files to support the CMS web pages. Be mindful when you upload files into this area.  Public folders are indexed by search engines (i.e. Google), internal folders are secure as long as you don’t change their permissions to make them public.  We would recommend that even in those internal folders don’t store very sensitive information as the internal group includes all staff and students.

For other requirements contact the ICT service desk to get advice on the best solution for your needs.

2. Linking to a document

The CMS editor has a link wizard that has been designed to link to documents placed here. We recommend using the link wizard as it creates a link to meet the accessibility standard.

3. Types of files

This system has been set up to store web documents and so is designed for wordprocessor documents, spreadsheet and presentations.  Any videos, pictures or other types of files should not be uploaded to this area.  Please consult your departmental administrator or faculty web officer regarding uploading other types of files.

4. Folders within workspace Background information on how ‘workspace’ in Sharepoint has been set up

The ‘workspace’ has been set up to store documents that are to be linked to via the college’s websites.  Each sub-folder of ‘workspace’ (e.g. mechanicalengineering) matches a corresponding college website.  Within each of these websites is a ‘Public’ folder.  You can create sub-folders within this to organise your files.

5. Restricting access to files/folders

You have the ability to restrict folders and files to specific audiences however we do not recommend this.  Once a document is uploaded to Sharepoint it can be easily copied and relayed to a public audience.  So our recommendation is to ONLY put public documents into this area.

Method 1

1. Within Sharepoint, select a Library (e.g. Workspace > Hr > Public).
2. Click on your name in the top right of sharepoint and select Sign out
3. Clear your login and cache history for the browser
4. Refresh the web page and you will see a list of folders for that library which are visible to the public

Method 2

(for folders or documents within a public library)

Please note that most editors do not have permission to check this. If this is the case please contact your Faculty Web Officer.

Within Sharepoint, select a Library (e.g. Workspace > Hr > Public). A list of folders appear in the main content window. Hover the mouse over the folder in question, click to reveal the options and select Manage Permissions

Note: For documents follow the same method except click on the document within a folder.

For the folder to be visible to the public the “Actions” drop down menu should only appear with these options:

Please note that most editors do not have permission to check this. If this is the case please contact your Faculty Web Officer.

Within Sharepoint, select a Library (e.g. Workspace > Hr > Public). In the main screen there are four drop down menus: New, Upload, Actions, Settings. Select settings then Document library settings

In the middle list of options (Permissions and Management section) select the Permissions for this document library

In the main screen there are three drop down menus: New, Actions, Settings. Select settings then Anonymous access

The View items check box option should be checked to ensure this Library is visible to the public

Yes, there is a file size limit of 50 MB in SharePoint. If you need to upload larger files than this please contact the Service Desk with information including the file type and estimated file size.

How to upload a document into SharePoint and link to it from your Web page

This is now a two part procedure. If the file is not yet in your SharePoint workspace you will need to load it first. Only when it is loaded into SharePoint can you link to it from your webpage.

a) How to Load a file into your SharePoint workspace

To upload a file into SharePoint, click the Documents icon on the Editor toolbar.

This will display the Workspaces Wizard.

Click on the Upload a file option

Your specified site within the SharePoint Workspace Collection will open and if you are already logged in inside the network and are a member of the site’s contributor or owner group, you will be automatically logged in.  If you’re outside the network, use your usual College username and password.)

When logged in you will see your workspace site with an Internal and Public library listed on the left. The Public library is for content viewable to the greater public, and the Internal library is for restricted read content.  Any documents placed in the Internal library will require a College login to view.

Select the Upload from tool bar (you must be signed in – see upper right hand corner of the screenshot below)

and the Upload screen shows:

Browse for the file you want to upload and then click OK

The file will then be in SharePoint Workspace and you can then link to it from your web page.

b) How to link to a file in SharePoint workspace

When the file is in SharePoint, select the text on your web page which you wish to use to create the hyperlink.

Select the Documents icon on the Editor toolbar.

This will display the Workspaces Wizard.
Choose your site name from the list in the box next to ‘Select a website’ and a map of your workspace will appear

e.g.

Locate the file you wish to link to and click ‘Return page link‘ text against it.

Click Submit to save your changes and see the page in View mode.

Note: if you open a document to have a look at the contents, and then wish to go back to the SharePoint collection, right click on the mouse button, and choose “Back”

In SharePoint use the Breadcrumb trail to navigate through the site.

Yes. When up upload a file into your SharePoint workspace (see: How to upload a file) you can set permissions at file level. (see: Setting Permissions)

Files can be uploaded directly into SharePoint using the ‘Document’ icon in the CMS editor.  However, mapping a network drive to your SharePoint library makes multiple file uploads easier.  Note this only works on an individual library by library basis (entire SharePoint sites cannot be mapped this way). So as you have a Public and an Internal folder, you will need to map one drive to your Public folder and map a second drive to your Internal folder.

1. Open your SharePoint site (www.imperial.ac.uk/workspace) and navigate to the library you have chosen (make sure you are signed in, top right hand corner)



2. Copy the URL of the library



3. Right mouse click Start button in lower left corner of Windows to open Windows Explorer -> Choose Open



4. Menu at top of Explorer: Tools -> Map Network Drive



5. Click “Sign Up for Online Storage or Connect to a Network Server” -> Choose Next




6. Click “Choose another Network Location…” link -> Choose Next



7. Insert copied URL into Browse field
8. Delete any part of the URL address that is after the folder name (this usually means delete ‘Forms/AllItems.asp’ or something similar) -> Choose Next



9. If requested, login with username and password
10. Insert a name that will appear as the shortcut on your desktop -> Choose Next



11. Leave the default to Open this Network Place -> Choose Finish



12. Drag the selected library icon to your desktop

When you are uploading new files to the CMS using Sharepoint site collection, please avoid using the following characters in your files names:

• &
• “
• :
• *
• ?
• <
• >
• #
• {
• }
• %
• ~
• /
• \
• Tab

Sharepoint site collection is the system which the College uses for storing and publishing documents within the CMS. It replaced Content Services as the prefered document management system, improving speed and reliability of accessing documents through the website, making it easier and quicker to upload new files.

• The basics of how to upload a file.
• Managing Permissions at library and folder levels.
• Version Control
• More general FAQs about SharePoint

Don’t forget you need to be logged in to be able to upload content.