Information Systems & Technical Services

Division

SHAREPOINT 2013 USER GUIDE

Version 3.0

Revised March 2017

 SharePoint User Guide

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Foreword
The SharePoint User Guide gives step-by-step instructions for End Users of the HEART Trust NTA Document
Management Portal.

Revision History
Date Description Version Author

31/08/2015 Initial Release 1.0 SDU

17/02/2016 Content revised 2.0 SDU
10/03/2017 The following sections were removed: 3.0 ORIM
 Creating a New Document
 Un-declare a Record

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CONTENTS
What is SharePoint ? .............................................................................................................................................................. 5
What is the Electronic Documents and Records Management System? ......................................................................... 5
Viewing the portal in your browser ..................................................................................................................................... 6
The Document Center .......................................................................................................................................................... 7
Document Center Notable Features ................................................................................................................................ 7
Document libraries .......................................................................................................................................................... 7
Document Page’s Notable Features ................................................................................................................................ 8
Uploading a document ......................................................................................................................................................... 9
Filling out document properties .................................................................................................................................... 11
Upload a document from within a library or folder ...................................................................................................... 12
Upload a document from within a library using File Tab ............................................................................................. 12
Drag & Drop files to the document library ................................................................................................................... 13
The Drop Off Library .................................................................................................................................................... 14
Document Tasks ................................................................................................................................................................. 16
View Uploaded Document ............................................................................................................................................ 16
View Document Options ............................................................................................................................................... 16
Copy Document Link .................................................................................................................................................... 17
Editing a Document ...................................................................................................................................................... 18
Editing shared documents ............................................................................................................................................. 20
Using Check In / Check Out ......................................................................................................................................... 20
Sharing a Document ...................................................................................................................................................... 24
Other Document Options .............................................................................................................................................. 25
View Document Properties ........................................................................................................................................... 26
Editing Document Properties ........................................................................................................................................ 27
Using Document Versions ............................................................................................................................................ 28
The Recycle Bin ................................................................................................................................................................. 29
Deleting a document ..................................................................................................................................................... 29
Deleting or Restoring items from the Recycle Bin ....................................................................................................... 29
Declaring a Record ........................................................................................................................................................... 31

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What is SharePoint ?
SharePoint is a browser-based document and collaboration platform from Microsoft that offers many benefits to
organizations from an array of features such as Document & Records Management, Enterprise Search, Business
Intelligence, Web Content Management and Workflows.

What is the Electronic Documents and Records Management System?

An Electronic Document and Records Management System (EDRMS) is a type of content management system that refers to
the combined technologies of document management and records management systems as an integrated system. The
SharePoint platform is the HEART Trust/NTA’s EDRMS in addition to being a central location where members of the
Divisions, Departments and Units can share documents, web links, calendars, discussion boards and other collaboration
needs.

The EDRMS Home Page is located at http://spdocs.heart-nta.org/

The EDRMS Training Page is located at http://spdocs.heart-nta.org/train

If you have any questions or problems with SharePoint, please contact the ITC Helpdesk via email or telephone at
(876) 977-1700 or Ext 22440.

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Viewing the portal in your browser

First you need to navigate to your document site. Using your browser, navigate to http://spdocs.heart-nta.org/train. A login
prompt may appear, if so then login with your network username and password.

Using Mobile Device

If viewing from a Mobile device, you can change to the default view “PC View” by clicking the Site Settings icon shown
below.

Select “Switch to PC View”. This changes the display from mobile browser view to a full desktop view of the site. You
can always switch back to the mobile browser view in Site Settings.

Upon successful authentication you will be taken to the Main page of the Portal as shown below. This view is the default
view be shared by all users of the portal upon a success login.

In the Production environment however the Main page of the Portal as shown below:

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The Document Center

Document Center Notable Features
SharePoint Ribbon – This is the area in the top left corner of the page that displays the most commonly used tools,
controls and commands. On the home page, the ribbon displays only two tabs by default: Browse and Page.

Browse – Clicking this tab displays the site header/home page as shown below.

Page – Clicking this tab displays the tools, controls and commands needed for editing the settings and/or the formatting of a
particular page, document, or list item.

Document libraries
Document Libraries are collections of files that you can collaborate on and share with team members. A document library is
comprised of files and folders. Files and folders in SharePoint are organized in the same way as they are on your
computer’s C: drive or a network file share.
SharePoint sites can have one or more document libraries while any file can be a document. Document libraries integrate
best with Office 2010 documents or later.

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Document Library Notable Features

SharePoint Ribbon – This area in the top left corner of the page that displays the most commonly used tools, controls and
commands. On the page, the ribbon will display three tabs: Browse, Files, and Library.

Files – Displays tools for adding, editing, and managing documents within a library. Additionally, this tab allows you to
set permissions, alerts, and workflows for individual documents.

Library – Displays tools for managing the entire document library. You can create various views for the library (i.e. adjust
which columns are displayed, change sort order, apply filters, etc.), manage permissions, and adjust general settings.

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Uploading a Document
There are four (4) ways in which you can upload a document in SharePoint:
 From the sites Main page using the “Upload a Document” Button.
 From within a Document Library using the ‘New document’ hyperlink.
 From within a Document Library, you can drag your files right to a document library in SharePoint.
 From within a Document Library, click the ‘Files’ tab on the SharePoint Ribbon then “Upload Document”.

From your Site

Navigate to the Main Page, click on the Upload a Document Button from the page content area.

Click the Browse Button.

Select the required document, click Open and then OK.

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Filling out document properties
Fill out the document properties, and then submit the document. If the required document properties are not filled out it will
result in the document remaining in the drop-off library.
You will then need to select a content type for the document. This describes the type of document that you have uploaded.

Click the arrow beside the dropdown list and choose the appropriate content type.

Each content type has some required fields indicated by an asterisk (*). Fill out the fields making sure to fill out the
required fields. Click ‘Save’ when done to save the document to the specific library.
You will get a confirmation message as shown below:

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Upload a document from within a library or folder

You are also able to upload documents from within the libraries. Click on the Library from the listing on the left side of the
page and click the ‘new document’ link. Follow the procedures as before to browse for, upload, choose content type and
enter required fields.

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Upload a document from within a library using File Tab
Click on the Library from the listing on the left side of the page then click the ‘Files’ tab then click the ‘upload document’
link. Follow the procedures as before to browse for, upload, choose content type and enter required fields.

Drag & Drop files to the document library

Documents can also be uploaded by using drag & drop from your computer libraries. You can drag files from an open
folder to the section ‘new document or drag files here’

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The Drop Off Library

Documents that are uploaded from the main page without the appropriate content type required fields filled out will be
placed in the ‘Drop Off Library’. Once these fields are edited by the user, the documents will be automatically routed to the
correct library or folder. Navigate to the ‘Drop Off Library’ on the left side of the webpage.

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To edit the properties of the document, select it, and click the ellipsis as shown below. Click on ‘Edit Properties’
select the appropriate content type as shown previously and fill out the required fields. Alternately you could click
on ‘Files’ in the Ribbon, and select ‘Edit Properties’.

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Document Tasks
View Uploaded Document
Once the document is uploaded, there are several tasks that can be performed. Click on the Library where your document is
located.

Open the document by double- clicking the link with the document name. It will open in your default document editing
software.

View Document Options

To display the document options in a document library, click the ellipsis beside the document name. The following options
are displayed: Edit, Share, Follow and another ellipsis for further options.

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Copy Document Link

If you wish to send a link to the document to someone, you may copy the link location and email it. Click on the ellipsis
beside the document and highlight the document link as shown below, you can then copy and paste it into an email.

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Editing a Document
Clicking on the ‘EDIT’ link will open the document for editing in your default document editing software.

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A document can also be edited from the Ribbon Menu at the top of the page. Click on ‘Files’ and ‘Edit Document’.

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Editing shared documents
It is highly recommended to “Checking Out” documents before editing them. This prevents other people from editing the
same document that you are working on. However, this does not prevent other people from viewing documents that are
checked out.

Using Check In / Check Out

To Check Out a document in SharePoint, click the ellipsis beside the file name and click on the ellipsis that appears as
displayed below. Select Check Out from the menu selection.

Or Click on ‘Files’ in the Ribbon menu and click ‘Check Out’ as shown below.

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A green arrow will appear beside the document icon as shown below, to indicate that the document has been checked out.

If you want to cancel your check out (you have decided not to make any changes to the document), you can choose
“Discard Check-Out” as shown below.

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Once you’ve completed working on the document and have saved it, check it back in. There are two ways to do this.
In Microsoft Word, click the File Menu and select Check In.

You will be prompted to select a Version Type and to enter any comments if desired. A Major version signifies a change to
the existing document whereas a Minor version signifies that the document is currently in draft or work in progress.

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OR in your document library, select the document that you have checked out, and click on Files and “Check In” from the
Ribbon menu.

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You will be prompted for Check In Comments. After you enter your comments and click OK, the comments will be
available for view by other team members.

Sharing a Document
A document can be shared with others on the network by clicking share and entering their names or email addresses (these
are restricted to heart-nta.org email addresses), and clicking the Share button.

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Other Document Options
Click on the ellipsis beside the document and click the ellipsis on the window that pops up. You will see a list of other
document options.

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Some of these options are also available in the Ribbon View at the top of the page.

View Document Properties

The ‘View Properties’ option allows you to see the properties of an existing document.

The document properties can also be viewed using the Ribbon Menu at the top of the page. Click on ‘Files’and ‘View
Properties’.

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Editing Document Properties

The ‘Edit Properties’ option allows you to edit the properties of the document such as Content Type, Name, Title and other
fields.

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The document properties can also be edited using the Ribbon Menu at the top of the page. Click on ‘Files’ and ‘Edit
Properties’.

Using Document Versions

With Document Versions turned on, SharePoint will retain not only the current version of each document, but all historical
versions as well. Any team member can then use the following procedure to investigate the version history of a document.
From your document library, select the desired document, click on the ellipsis, and on the other ellipsis that pops up. Click
‘Version History’

You will see the Version History of the document as shown below.

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The Version History displays each version of a document in the current library. To work with these versions, hover your
mouse over the file name of the document, and select one of these options:

 View – Opens the selected document version.

 Restore – Creates a new copy of the document version, and makes it the current version (This will increment the
current version number by one).
 Delete – Removes the version from the library.

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The Recycle Bin

Deleting a document
To delete a document, select the check box next to it and click the ‘Delete Document’ link on the Ribbon. Click ‘OK’. The
document will be sent to the Recycle Bin.

Deleting or Restoring items from the Recycle Bin

Open your SharePoint site, click on the Gear icon at the top right side of the site. Select “Site Contents” OR Select Site
Contents from the Libraries list on the left side of the page.

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Select “Recycle Bin” on the right side of the page.

Select the document(s) by clicking the check box to the left of the document. Click either “Restore Selection” to restore the
document to its original location, or “Delete Selection” to delete it from the recycle bin.

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Declaring a Record
1. From the Home Page, select the appropriate Library.
2. Locate the document, select the checkbox and click on the Declare Record button on the Document Ribbon.
3. Click the OK button.

A padlock will appear on the document icon. The document will no longer be editable and is now ‘read only’. With the
appropriate permissions, a record can be un-declared making it editable once more.

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