Post on 15-May-2015
TeamShare101
Contributor Training Job Aid
© 2013
Table of Contents
• Introduction
• Access TeamShare
• Navigate to Site
• Add “My Links”
• Announcements
• Add New Events
• Add New Links
• Document Library
• Document Collaboration
• Windows Explorer
• Export to Spreadsheet
• View RSS Feed
• Alerts
• Edit Document Properties
• Creating Tasks
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Nemours TeamShare Contributor Training Job Aid
“TeamShare” is a tool available to teams, departments, and committees. It is used to collaborate through:
Announcements
Calendaring
Discussion forums
Quick access to common links
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As a contributor to your TeamShare site, you have access to:
Add team announcements
Create team links to frequently visited websites
Add team events to a calendar
Add team documents to a document library
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Open Internet Explorer
Enter TeamShare in the browser address bar
Press Enter
To access Nemours TeamShare and navigate to your site
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The TeamShare Welcome page will display
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Navigate to the Learning Services TeamShare site
Hover over the Enterprise Services tab Select Corporate Services
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Select Learning Services on the left
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The Learning Services TeamShare site will display
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To Create a “My Link”
In the top right corner, click the My Links drop down menu
Select Add to My Links
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The Title, Address and other information willautomatically default for you.
Click Ok
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Home – Learning Services My Links, is now displayed under the My Links menu
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Announcements
Announcements are used to:
Post team news
Project status information
Post any other information you want to share
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To Add an Announcement
At the bottom of current Announcements, select Add new announcement.
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The Announcements: New Item section will display
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To Create Your Announcement
Enter
The Title of your announcement
The Body text of your announcement
A date you would like for the announcement to Expire
automatically from the Announcements page
Click Ok and the new announcement will post at the
top of the page
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Your new Announcement will display in the Announcements section
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Adding New Events
At the bottom of the current Team Calendar, select Add new event
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The Calendar: New Item section displays
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Creating Your Event
Enter The Title of your event The Location of your event A Start Time An End Time (events will auto-delete from the calendar) A Description of the event Click Ok and the new event will display on the site
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All day events
Repeating events
Or, utilize events in a meeting workspace
You may also create
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Your new Event will display in the Calendar section
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To Add a Link
At the bottom of the current Links, click Add new link
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The Links: New Item section will display
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To Create a Link
Enter
The URL of your link
A description for your link
Notes you may want other team members to view
Click Ok
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Your new link will display in the Links section
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To Delete a Link
Select Links
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To the right of the link, click the drop down menu, select Delete Item
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To confirm your deletion Click Ok
Select the Learning Services tab to return to the main page of the TeamShare site
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Document Library
To access the Documents Libraries, under Documents select Team Documents
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Uploading a Document
Open the Document Library folder, where you would
like to add your document
Select the Upload drop down menu
Select Upload Document
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Browse to the location of the document
Select Browse and locate your document
Click Open
Click Ok
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To Add a New Folder
Navigate to the appropriate document library or folder, select the New drop down menu, select New Folder
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To add a Document Library Folder, enter the folder name and click Ok
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Your folder will display in the Document Library
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Adding a new document to a Document Library
Under the New dropdown menu, click New Document
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Microsoft Word opens a new document
Save a Document
Select X to close the Word Document Microsoft Word will prompt you to save the changes Click Ok Enter the file name and click Save
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The new document will display in the Document Library. The file is denoted by the icon
Document Collaboration
To check out a document, navigate to the applicable document, select the drop down menu to the right of the document, and select Check Out
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When a Document is Checked Out
A green arrow will display on the document
representing a Checked Out status
Hover over the icon to display, who has the document
Checked Out
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Checking in a Document
Complete and save your changes to the document
After closing the document or application, a Check In
window will display, click Yes
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Adding Check In Comments
Add any Check In Comments that would be helpful
with collaboration
Click Ok
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The document is checked in and will display as normal
Edit in a Data Set Under the Actions dropdown menu, click Edit in
Datasheet
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A Dataset view of the document library will display
Open with Windows Explorer
Under the Actions dropdown menu, click Open with Windows Explorer
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Document Library is open in a Windows Explorer view, allowing an easy way to navigate through different files and folders
Export Library to a Spreadsheet
Under the Actions dropdown menu, select Export to Spreadsheet
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Open the file
You will receive a Microsoft Office Excel Security Notice
select Enable
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An Excel spreadsheet of the document library will display
View RSS Feed
Under the Actions menu, click View RSS Feed
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Select Subscribe to the feed
Open the query file
You have the option to give the RSS Feed a different name
Select Subscribe
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Add an Alert
Access the Actions menu
Under the Actions menu, select Alert Me
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Set up an Alert and enter email addresses for Alerts
Enter an Alert Title – this will be the subject of your email when you receive your alert
Enter the email addressed in which you would like to receive alerts
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Select the type of change for an alert
Enter the type of change that you want to be alerted to. You may choose to keep it on the default of All changes
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When to send an alert
You can specify when an alert is sent to you by selecting:
Anything changes Someone else changes a document Someone else changes a document created by me Or, Someone else changes a document last modified by
me
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How frequently you would like an email sent
You can specify when an alert is sent to you by: email immediately daily summary Or, weekly summary
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View the alert message
Once a change has been made, your email message will display the change that is made
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Edit document properties
Under the file drop down menu, select View Properties
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View the Properties
In the properties window, you can change the name of the file or title. To do this, click Edit Item
Note: You can also delete the item from here
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Edit the Document
Under the file dropdown menu, click Edit in Microsoft Office Word
If this is an Excel or PowerPoint file, it will give you the option to Edit in Excel/PowerPoint
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Make your changes to the document
The document will open in the appropriate application.
Make your changes to the document. Save and close the document. The document saves back to the Teamshare
directory and your changes have been saved
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Deleting a file
Under the file dropdown menu, click Delete
Click Ok, to confirm the file deletion
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Undelete a file
Click Recycle Bin
Select the check box next to the
document you would like to restore.
Click Restore Selection
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Email a Link
Under the file drop-down menu, select Send To
Select E-mail a Link
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Send the email link to the document
Enter the recipient’s name, subject and any applicable note
Select Send
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Download a copy of the file
Under the file dropdown menu, select Send To
Select Download a Copy
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A window will display asking if you would like to
Open the file or Save the file
Select Open, or
Select Save. Navigate to the area on the computer
where you would like to save the file
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Add a Task
Under Lists in the Team Resources, select Tasks
Under the New drop down menu, select New Item
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Enter The Title for your task A priority for you link The status of your task The % complete Who the task is assigned to A start date and due date for the task Click Ok
Creating your task
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Your Task has been created
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