VRE User Manual
Contents
1. left click on the links Groups Portal Data labs i Groups Fortal Members Viewers Fortal Visitors 4 Click on the Edit button next to Portal Owners the name of the group that you want to delete 5 On the new screen that appears New Settings click on the button labeled Delete If this button is not Group Edit available this means that the group is necessary for the All Authenticated Users iy internal functioning of the site Approves B n this is the case for e g All Authenticatd Users Designers iD n Hierarchy Managers iy j NT E AUTHORIT authenticated Users 10 Enabling Autonomous Access If the VRE can be made publicly available without any restrictions the option Anonymous Access can be activated The button can be found under Site Actions gt Site Permissions Site Actions p Browse 8 03 A amp fe Permission Levels iP i Manage Access Requests Access Grant Create Edit User Remove User Check Permissions Group Permissions Permissions Permissions la Site Collection Administrators Grant Modify Check Manage Some content on this site has unique permissions whi cl Anonymous Access show me uniquely Pictures m Name Configure anonymous access Thumbnails Anonymous Users If you click on Anonymous Access a window pops up on which you can specify what anonymous users users that have not logged in are allowed to do Anonymous users can be gi2. and in eaa which you can specify the URL Byrom oe If you want to link to a subsite of the VRE you can click on Browse and navigate to the subsite in the menu that will appear 7 Finally when you click on OK the new link will be visible in the horizonal navigational menu 15 Changing the title of the site The central title of the VRE or of one of its subsites will appear in the dark blue horizontal bar To change the title follow the steps below 1 Choose Site Actions gt Site Settings 2 Under the heading Look and Feel select Title Description and Icon 3 Provide the new title in the field that is labeled Title 16 Creating a Shared Calendar 1 Click on Site Actions gt More Options 2 Under Filter By choose List 3 Next choose the option Calendar Enter a name for the Calendar To synchronise the shared calendar with your individual calendar in Outlook select Connect to Outlook 17 Sharing bookmarks The VRE can also be used to manage collections of links To create a new list of bookmarks do the following 1 In the menu on the top right corner of the screen choose Site Actions gt More options 2 In the window that appears choose Filter by Types gt Lists 3 Select Links 4 Provide a name for the list of URLS such as for instance Bookmarks 5 Click on OK A new URL can be recorded by
3. do the following Site Actions f EB oe gt 6 Eo Bs Edit Page Edit the contents of this page New Page Create a page you can customize New Document Library Create a place to store and share documents New Site Create a site for a team or project More Options Create other types of pages lists libraries and sites Manage Content and Structure Reorganize content and structure in this site collection View All Site Content View all libraries and lists in this site Edit in SharePoint Designer Create or edit lists pages and workflows or adjust settings Site Permissions Give people access to this site Site Settings Access all settings for this site your site change this welca d files or on the cal iments Nar to sh in this view c 2nt 1 In the upper left hand corner click on Site Actions and choose More options 2 Anew window will appear In this new window click on Filter by gt Library 3 Choose the option Picture Library 4 Click on Create 2 Adding files to a document library Files can be added to Libraries by following the steps below Open a Document Library by clicking on name of the Library in the navigation menu on the left hand side of the screen 1 Click on Add Document 2 In the window that appears Type Name select the document that needs to be uploaded by clicking on the gag ae button labelled Bro
4. Calendars scrcahennctwasrssdundaiier ade hwesueriesesaakemmaseoramuanteeas 16 Sharing DOOKIMAlKS scaiaiwseusstieiau seated betas an eeeeeneenieae eee 16 Receiving notifications about changes in the VRE cccccceeeeeeeeeeeeeeeees 17 1 Creating a document library Text documents or images can be shared by creating a Document Library ora Picture Library A Document Library can contain many different types of documents A Picture library can only contain images If a library ought to contain both images and other types of documents the recommended practice is create a Document Library Follow the steps below to create a Document Library 1 In the upper left hand corner click on Site Actions and choose New document Library 2 In the window that appears provide a name for the new library Optionally a description can be given to clarify the main purpose of the document library 3 Under Navigation you can specify whether or not the new library should be displayed in the quick launch If you select YES there will a link to this new library on the navigation menu on the left hand side of the screen 4 Under Version History you can make specify that all versions of edited documents must be stored If this will not be necessary you can select NO This will evidently save storage space 5 The document library will be created when you click on Create To create a Picture Library
5. document library it is possible to add descriptive information To do this select the document and click on Edit Properties in the menu that appears ae a ry _py Check Out z iQ Version History 4 A _fy Check In ae Document Permissions Document Document Folder Document y Discard Check Out eae ee X Delete Document New Open amp Check Out Manage Pictures Thanin W Type Name Modified w Hoofdtekst 2 27 2013 1 35 PM Manual a Add document An alternative method is to click on the arrow that appears when you hover over the file name and to select Edit Properties see below Pictures Thumbnails L Type o Manual EFA Libraries ED Site Pages wa Manual Dh Shared Documents Wiki H Name Hoofdtekst View Properties Edit Properties Edit in Microsoft Word Check Out Publish a Major Version Version History Modified 2 27 2013 1 35 PM Next a new window will appear in which the metadata for the document can be edited It is also possible to add new fields in a document library Follow the steps below i 2 3 Column click to edit Title Created By Modified By Open the Library in which you want to record the information Under Library Tools in the upper menu bar select Library The menu bar underneath the Library Tools section will now change From this list of option choose Library Settings in the right hand side of the s
6. the lower half of the screen will change The values that users can choose from can be specified under Additional Column Settings The values that are provided can be displayed in a number of ways If the option Checkboxes is selected users can select multiple values Simultaneously In the two other options only one selection is allowed 5 Type each choice on a separate line Enter Choice 1 Enter Choice 2 Enter Choice 3 Display choices using Drop Down Menu C Radio Buttons t Checkboxes allow multiple selections Managing versions of documents When a document is edited over a longer period the different versions of this document can all be stored in the VRE This will be take place automatically if version management is activated for the document library which contains the document To check if this is the case follow the steps below 1 Click on Library in the Library Tools menu in the upper menu bar Click on Library Settings in the upper right corner of the screen Under General Settings select Versioning settings In the section Document Version History select either Create Major Versions or Create Minor or Major Versions The option that you choose will affect the way in which new versions will be numbered Under Require Check out select YES Require content approval for submitted items Yes No Create a version each time you edit a file in this d
7. VRE User Manual Table of Contents ee a oY ee ee SS S e e e e e e Be BE OY OY UE oe eS ee Creating a document IIDFALY iisvstscavavecoterve piaaconecunanaretiserereccipareesaararaedeess 2 Adding files to a document library cc ccccccccccceceeeeeeeeee eee eeeeeeeeeeeeeeeaaaaaeees 3 Creating a folder within a document library cc cc ccccceceeeeeee seen ee eeeeeeeeeeeeeas 3 Adding information to the files in a lIDrary ccc cece cece cence eee eeeeeeeeeeeeeneees 4 Managing Versions Of documents ccccecccccssccccecseenneeereeseeeerseseceuuennannnteses 6 Deleting a document library ec eeccceeeecccnsecccecneeeeeeereeeeeeenseseceuuennaennteegs 7 creating a SUD Sie ac comaicarneetenueneanieaccmanarnssscoasanumasacssansnanaeecnananansaesaiiae 8 AUTHOMSING USCrS cccimaniecintas onetieuecseimiinana inant selects a settee 9 Creating and deleting User Groups cccccccseeuueeuueeusseuueeuueesneeuueeuressneeuues 10 Enabling Autonomous ACCESS cccccc cece eee eeeeeeeeeeeeeeeeeeeeeeeeeeeeeeaaaaees 11 Specifying permission for individual documents cceeeeeeeeeeeeeeeeeeenenes 12 Specifying permission for document IiDrari S cccceeeeeeeeeeeeeeeeeeenenenes 13 E GUI a Paderne chan een tamaenseeseoa usa a Tara 14 Changing the horizontal navigational MENU cccceeeeeeeeeeeeeeeeeeeeeeeeenes 15 Changing the title of the Site ccccccssccceesseneeeeereeeeeeeeseeeeeuueenneennneegs 16 Creating a Shared
8. ame of the person that needs to be added If the list becomes very long also provide the initials Optionally a welcome message can be typed for the new user 9 Creating and deleting User Groups To create a new user group in addition to the groups that exist already follow the steps below 1 Click on Site actions gt Site an Permissions x 2 Under Users and Permissions click on People and groups 3 In the navigation menu on the left click on the links Groups 4 In the screen that appears click on New gt New Group 5 On the last screen provide a name for the group and specify what this group is allowed to do To delete a group follow the instructions below 1 Click on Site actions gt Site an Permissions C h 2 Under Users and Permissions ep click on People and groups Users and Permissions People and groups Site permissions Site collection administrators Portal Pe Use this page Portal Data labs lw Grou ps Portal Members Viewers Portal Visitors Portal Owners New Settings New Group Create a new SharePoint group Al AUUTenuUcaleu USers ar d Approvers EZ Members of tt 2 Members of tt behavior and Designers Users and Permissions People and groups Site permissions Site collection administrators Portal Pe 3 In the navigation menu on the Use this page
9. ate other types of pages lists libraries and sites To make sure that the subsite has the same graphical interface as the main site choose Site Actions gt Site Settings gt Manage Site Features under Site Actions In the list that appears in the next page activate the SharePoint Server Publishing module 8 Authorising Users There are three default permission levels 1 Read 2 Contribute and 3 Full control Full Control is the highest permission level Users with these permission can edit both the contents of the VRE and the overall structure of the VRE creation of new subsites document libraries etc In addition there are also three default user groups in the VRE Visitors Members and Owners The three permission levels that were mentioned have been assigned to these three groups respectively When new persons need to be authorised in the site it is usually most efficient to add them to one of the existing groups To add users to a group do the following 1 Depending on what the new user is allowed to do select the appropriate group by clicking on Site actions top right gt Site Permissions All the available groups will be shown on the new page that appears 2 Click on New gt Add Users 3 In the new window that pops up firstly click on the small booklet Icon directly below the first text field 4 Type in the last n
10. creen Under Columns select Create Column Columns Type Single line of text Person or Group Person or Group Person or Group Create column Add from existing_st Column ordering Indexed columns A new screen will appear 1 Under Column name type in the name of the new fiels that you want to create Select the appropriate data type The additional Column Settings will vary along with the data type that is selected Click on OK Awana Form Web Edit New Quick Library Library Parts Library Step Settings Permission Customize Library Settings Modified By Library Settings Go to the Library Verhaar P A manage settings s columns views an A column stores information about each document in the document library The following columns are currently available in this document library Required Column name The type of information in this column ts Single line of text A Multiple lines of text A Choice menu to choose from Number 1 1 0 100 A Currency A Date and Time A Lookup information already on this site Yes No check box 6 Person or Group Hyperlink or Picture A Calculated calculation based on other columns A External Data A Managed Metadata One of the data types that can be selected is Choice This option can be selected if users must choose from a predefined list of values When the data type Choice is selected
11. firstly opening the list of bookmarks Normally this can be done by clicking on the name of the list in the navigation menu on the left 1 Once the list is opened click on Add new link 2 In the window that appears the URL and a brief description can be provided 3 Some further information about the link can be provided under Notes 4 Click on Save 18 Receiving notifications about changes in the VRE To remain informed of the changes in the VRE so called alerts can be created This means that e mails will be sent when certain activities have taken place To receive notifications of changes in a document library for instance do the following 1 Open the document library 2 Click on Library Tools gt Library upper menu bar 3 Choose Alert Me gt Set alert on this library 4 In the window that pops up you can specify how and how often the updates need to be sent by mail or by SMS or on an immediate daily or weekly basis Current View Q E mail a RSS Sync to Current Page Link Feed Work fiews SIP Set alert on this library Modified 7 AllDocuments SharePoint Connect to space Office Connect amp E Set alert on this library 6 14 2012 11 Receive e mail or mobile notifications when any document in this library is changed Note that this possibility is not available by default to users who access the site via a guest account If y
12. meal ee tay lt a oa er pe R Tables Media Links Content Web Parts To add an image for instance Picture move the cursor to the location Insert a picture onto the page where the image should appear iP Portal Zotero Click on Insert in the menu at the top of the page Next choose the option Picture This will open a new screen on which you can upload an image from your computer or in which you can navigate to a location in the VRE When all the changes have been made save the changes by clicking on Save in the upper right corner of the screen 14 Changing the horizontal navigational menu On the home page of the VRE it is possible to create links to subsites or to other locations within the VRE on the horizontal menu bar at the top of the screen To add a new link follow the following steps 1 Click on Site Actions gt Site Settings W W 2 Under Look and Feel click on x bookand Fad Navigation wy Welcome Page 3 On the page that appears scroll lt bsg description and icon ji 7 aster page down to Navigation Editing and Page layouts and site templates Sorting Tree view Site theme Navigation 4 Click on Global Navigation and make sure that this option is selected the selected item Should be coloured light grey __ ae z 5 Next click on Add Heading mara 6 A new window pops up in which you can enter a heading for the Bo je link under Title
13. n divided may become difficult To see an overview go the main site and click on Site Actions gt Site Permissions On this page you see the permissions levels that have been set for the entire site When unique permission levels have been defined for specific Libraries there will be link labelled Show me uniquely secured content If you click on this link a new window will appear on which all the Libraries with unique permissions are listen If you click on the names of one of these Libraries you can see how the access rights have been set for this Library Site Actions g Browse Q 93 e GB Permission Levels oP Bi Manage Access Requests Create Edit User Remove User Check Anonymou Gran c S Permissions Group Permissions Permissions Permissions Access Site Collection Administrators Grant Modify Check Manage Pictures Name Type Permission Levels Thumbnails Anonymous Users Anonymous Users Entire Web site 13 Editing a page Edit a page takes place as follows 1 Open the page that you want to edit Sta PA AME Browse 2 Go to Site Actions in the upper left column of the screen and select Edit AA R Page Alternatively select U Portal Zotero on the Edit Page Icon Nery 3 It is now possible to make change to the page Text on the page can be changed and it is also possible to insert images or hyperlinks Site Actions PE Browse Page Looms eal
14. ocument library No versioning Create major versions Example 1 2 3 4 Create major and minor draft versions Example 1 0 1 1 1 2 2 0 Optionally limit the number of versions to retain Keep the following number of major versions Keep drafts for the following number of major versions Who should see draft items in this document library Any user who can read items Only users who can edit items Only users who can approve items and the author of the item Require documents to be checked out before they can be edited Yes No Once version management is activated for a document library saving different versions of documents can take place as follows From the menu that can be opened by clicking on the filename select Check Out Team members can now see that the document is being edited The icon that represents the file will change Download the file and edit the document upload the file back into the document library If the name of the document has not been changed the new version will be Saved as a new version of the same document Previous versions of the file can be opened by selecting Version History from the pull down menu under the file name Modified 6 14 2012 Open Menu View Properties Ese Edit Properties wt Edit in Microsoft Word Compliance Details Alert Me Send To j B Manage Permissions X Delete N B When Office 2010 is installed on your computer it also p
15. ons including Full Control Contribute or Restricted Read 12 Specifying permission for document libraries Permissions that have been defined for the site in its entirety are normally inherited by all the components of the VRE Nevertheless it is also possible to specify different access rights for specific components To edit the access rights of a document library carry out the following steps 7 Open the document library 8 Choose Library Tools gt Library 9 In the menu that appears click on Library Permissions in the right corner of the screen 10 In the next window click on Stop Inheriting Permissions 11 Next make the necessary changes You can click on a group or on an individual and select Edit User Permissions or Remove User Permissions Library Library Workflow Settings Permissions Settings Settings Library Permissions Go to the Library Permissions page to add remove or change permissions for this library ite Actions jee l Wanage Stop Inheriting Check Parent Permissions Permissions Inheritance Check Copy permissions from parent and then stop inheriting permissions Changes made to the parent permissions in the future will not apply Shared Documents Designers When the site contains many Libraries with unique permissions settings retaining a good overview of how access rights have actually bee
16. ossible to edit the document online without having to download the document first 6 Deleting a document library Open the Library which needs to be deleted Under Library Tools in the upper menu bar select Library The menu bar underneath the Library Tools section will now change From this list of options choose Library Settings in the right hand side of the screen The setting for the Library will now be visible on the page Under Permissions and Management select Delete this Document Library 2 oZ Form Web Edit New Quick Parts Library Step Customize Library Library Settings Modified By Go to the Library manage settings s columns views an Verhaar P A I Delete this document library ave document library as template Permissia ment library Manage files which have no checked in version Workflow Settings Generate file plan report Enterprise Metadata and Keywords Settings Information management policy settings 7 Creating a subsite To create a new subsite select Site Actions gt New Subsite Site Actions Ei E Browse E Edit Page Edit the contents of this page In the windows that follows choose E New Page YN Create a page you can the option Team Site ae sii New Document Library F Create a place to store and Prove a title and a URL for the subsite a cele site for a team or project More Options Cre
17. ou are a guest user wishing to receive alerts please send an e mail to your contact person within the University Library
18. ven access to the Entire Site or to specific Lists and Libraries If the start page of the entire site needs to be publicly accessible it is advisable to choose the option labeled Entire Site Note that even if anonymous access has been enabled for the entire site it is still possible to restrict access to specific libraries or documents within the site The procedure for this is explained in the section named Specifying persmission for document libraries 11 Specifying permission for individual documents Fa Ql Version History so te EJ D E A Document Permissions Permissions View E maila Alert Properties epee x Delete Document Link Me Manage Share amp Track Document Permissions Goto the Permissions page to add remove or change permissions for the selected document the Publishing features to s 1 Open the document library that contains the document whose permissions you want to change 2 Select the document by placing a check before the file 3 In the document that appears click on Document Permissions 4 A new screen will appear in which you can view all the current permissions settings 5 Click on Stop Inheriting Permissions in the top left corner of the screen 6 Next edit the permissions of user group or of individual users by firstly selecting them and by clicking on Edit User Permissions It is possible to assign different types of permissi
19. wse After the document is selected click on OK The document will become visible in the library Test document i new If necessary multiple documents can also be uploaded simultaneously e Click on Add Documents and select Upload Multiple Files e A new window will pop up in which you can navigate to a folder on your local computer In this window select the documents that you want to upload It is also possible to select all the files in a certain folder e The files can be uploaded to the VRE after you have clicked on OK Upload Document Upload Document Name Browse to the document you intend to upload Browse Upload Multiple Files V Overwrite existing fijes OK Cancel 3 Creating a folder within a document library Firstly open the document library From the Library Tools menu in the upper menu bar select Documents Click on New Folder Provide a name for this new folder in the window that pops up Click on Save al a Library Tools a fi es ave l 5 Check In eo Do Mew Upload Mew Edit i View Edit Document Document Folder Document Ea Discard Check Out Properties Properties x De Mew Open amp Check Gut Manage Pictures New Folder Libraries Create a new folder in this library document Mie Site Pages as Shared Documents P Add document Manual 4 Adding information to the files ina library For all the files in the
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