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II. SharePoint 101: Introduction to SharePoint

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Agenda

Topic

1. Navigating SharePoint

2. Best Practices for Knowledge Management

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1. Navigating SharePoint

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Navigating SharePoint

This section will cover:

• Navigating SharePoint

o Key features

o Setting user permissions

o Accessing support

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Agenda

Topic

1. SharePoint Overview

2. Best Practices for Knowledge Management

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After this session, you will be able to:

• Describe PEPFAR SharePoint and key features.

• Login and access your team site.

• Perform document management and associated features.

• Apply best practices to ensure knowledge management.

• Refer to SharePoint Support for additional resources or to submit a helpdesk ticket.

Learning Objectives

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1. SharePoint Overview

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Best Practices for Knowledge Management

This section will cover:

• SharePoint Overview

o Intro to SharePoint

o Accessing SharePoint

o SharePoint structure

o Technical notes and governance

o SharePoint Support

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Intro to PEPFAR SharePoint

What is PEPFAR SharePoint?

• A secure online platform to store, organize, share and access information through which Implementing Agencies collaborate with one another at the HQ and Operating Unit levels.

• SharePoint allows for robust content management; it is especially useful for document version control and the ability to be accessed from anywhere.

What are the key features of PEPFAR SharePoint?

• SharePoint offers several features for easy document sharing, collaboration and knowledge management, including:

o Tools for document version control

o Shared calendars

o Group and project pages

o Flexible user administration and management settings

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Intro to PEPFAR SharePoint

Share calendars

Share content with your USG team, or

with the whole PEPFAR community

Make an announcement

Manage files; control

versions

Why use PEPFAR SharePoint?

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Accessing SharePoint

How do I access SharePoint?

• To log in, visit the PEPFAR SharePoint website and enter your login credentials.

• New users may use the Request Account link.

• If you forget your login credentials (User ID or Password), use use the “Forgot Password” link on the login page to request a password reset.

• For help and questions, please visit SharePoint Support.

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SharePoint Structure

How are SharePoint sites structured?

Operating Units (OUs)

Individual team pages dedicated to each OU

Headquarters (HQ)

Includes pages dedicated to each HQ group

Epidemic Control Teams (ECTs)

Individual team pages dedicated to each ECT

Project Pages

Individual project pages dedicated to specific workstreams

Support

Tutorials and FAQs. Links directly to Zendesk and points users towards training environments.

Share content and knowledge across PEPFAR

Interagency transparency and collaboration

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How is a SharePoint site structured?

• Below are commonly used SharePoint features: Document libraries, user lists, announcements, recently accessed documents, and team calendar:

SharePoint Structure

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SharePoint Structure

What countries are in the West Africa Region OU page on SharePoint?

The following countries fall under the West Africa Region site in PEPFAR SharePoint:

• Burkina Faso

• Ghana

• Liberia

• Mali

• Senegal

• Sierra Leone

• Togo

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Technical Notes and Governance

What technical considerations are there when using SharePoint?

• SharePoint is compatible with most Browsers (Chrome, Safari, FireFox) and OK to use for basic functions.

• SharePoint does require Internet Explorer (IE) to utilize advanced functions with the Library and Files Tabs

• (Screen Shots from Tony here)

• SharePoint is used by approved USG accounts only (State Dept and Agencies) or approved users/contractors aligned with the PEPFAR program.

• Approved users must have an NDA on file because of the sensitivity of information contained within PEPFAR SharePoint.

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Visitors(Read only)

Members(Read,

Contribute)

Member-Approvers

(Read, Contribute,

Publish)

Powerusers(Read,

Contribute, Publish,

Administer)

Read any information on SharePoint that is “approved” (i.e. content on any page) ● ● ● ●Read documents in any status (draft, pending, approved) on their team’s page ● ● ●Add and edit documents, calendar events, other items to their team’s page ● ● ●Delete documents, calendar events, other items in their team’s page ● ●Publish content (i.e. approve from draft to pending status) ● ●Change the structure of their team’s page by adding folders to document libraries ●Manage user permissions (e.g. add or remove people from the Members, Member-Approvers, and Powerusers groups) for their team’s page

●

User Management

Permission Groups: Who can do what?

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User Management

What are Powerusers and how can they help me?

• In addition to having the same capabilities as a Member-Approver, Powerusers can:

o Add and remove users to groups (Note: this differs from creating an account for new users, which is done via a SharePoint Support ticket.)

o Share content beyond the team (approve items)

o Create folders in document libraries

o Help new users request accounts

For help with any of the above actions, please contact your PPM, Diana Huestis (HuestisDL@state.gov).

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SharePoint Support

How do I request a new account or password reset?

• SharePoint is designed for self-service!

2) Reset your password!

3) Get PEPFAR SharePoint support, browse how-to guides and FAQs.

1) Request a new account.

1 2 3

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SharePoint Support

SharePoint Support Site

1) From the Global Navigation, choose “Support Site.”

2) Browse the support site to answer FAQs or submit a request for technical support.

You can also navigate directly to https://pepfar.zendesk.com/hc/en-us.

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SharePoint Support

SharePoint Support Site

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2. Best Practices for Knowledge Management

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Best Practices for Knowledge Management

This section will cover:

• Tips and tricks for knowledge management

o SharePoint features

o Version control

o Naming conventions

o Sharing files and folders

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Version Control

Best Practices for Version Control of SharePoint Files

• Communicate with team members!

• Multiple users can coauthor a document simultaneously; in rare circumstances, this might cause overwrite of another user’s edits. Requirements:

o Shared storage area (i.e. SharePoint)

o Microsoft apps that support co-authoring (Word or PPT 2010 or later, some newer versions of Excel)

o Modern file formats (.docx, .pptx, .xslx)

o Permission to access and edit documents

• Follow proper naming conventions and add metadata with dates and version history to the file name (instead of dating the file name).

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Version Control

What is version control?

• Versioning allows you to store, track, and restore files in a library whenever they change.

• Versioning, combined with other settings such as checkout, gives you a lot of control of the content that is posted on your site and can provide real value if you ever have a need to look at or restore an old version of an item or file.

• It allows you to see older versions, revert to previous versions, and see who has edited your file.

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Version Control

Version History and Document Access

• To view version history:

• To see who has been given access to a file or folder:

1

2

3

1

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Version Control

Document Approval Status

• To view document approval status:

• Pending is the default status. Any member of your site can access and make modifications to a document while it is in Pending status.

• Approved documents can be seen and downloaded by all site members and visitors. Approval must be given by a Member-Approver or Poweruser.

• Read this article on SharePoint Support about document approval.

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Version Control

What do I do if I accidentally delete a file or folder?

• If you delete a document, don’t panic! It can be recovered in the recycling bin!

1

2

3

• For help, read this article on recovering files from the recycling bin.

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Naming Conventions

Best Practices for Naming Files and Folders

• Keep the names of SharePoint folders and files short with no spaces and NO SPECIAL CHARACTERS (!@#$%^&*, etc.).

o SharePoint won’t upload files that have special characters in the name. If needed, it is safe to use both dashes (-) and underscores (_) in filenames.

o There is a 255 character limit on file names.

Instead...

• Use versioning to keep track of changes in your files.

• Add metadata to the file. Instead of naming my file, “Getting Started with SharePoint 2016 (Training-How Tos) 4.5.2011 version9.docx,” I can name it “SharePointGettingStarted.docx” and then add these searchable Enterprise Keywords: SharePoint, How Tos, Training, 2016.

For more info, read this article on SharePoint Support.

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Sharing Files and Folders

Best Practices for Sharing SharePoint Files and Folders

• To easily share draft files with team members, copy/paste the link.

• Anyone with the link will be able to make edits, so be cautious!

• Changing the file/folder URL name will prevent the shared link from working! Follow best naming practices to avoid changing the file name.

• Recipients of the link will need a SharePoint account (aka be a USG user) to open/download the link. Do not use SharePoint links to share documents with IPs or anyone outside PEPFAR.

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Sharing Files and Folders

Best Practices for Sharing SharePoint Files and Folders

• To share (final) files outside your team, download the document and send via email/Slack/messenger, etc.

• Changes made after download will not be shared with the recipient.

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How to be a PEPFAR SharePoint Champion

How can I be a SharePoint champion?

1. Familiarize yourself with the site

• Understand user roles and approval status

• Know what it can and cannot do.

2. Store key documents on PEPFAR SharePoint

• Identify key documents most team members reference; then store them on your team site.

3. Share experiences with colleagues

• Submit recommendations for site updates or modifications that will benefit users.

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Questions?

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During today’s SharePoint 101 session, we discussed how to:

• Describe PEPFAR SharePoint and key features.

• Login and access your team site.

• Perform document management and associated features.

• Apply best practices to ensure knowledge management.

• Refer to SharePoint Support for additional resources or to submit a helpdesk ticket.

Summary

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Thank you!