CONTENTS · you ever need to restrict the access to any particular document folder (represented by...

[ TOP ] FRED’S INC. 2018 All Rights Reserved.

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CONTENTS INTRODUCTION ............................................................................................................................................ 2

THE SITE OVERVIEW ..................................................................................................................................... 3

ADMINISTRATIVE LINKS & FEATURES .......................................................................................................... 8

DOCUMENT LIBRARIES & LISTS .................................................................................................................... 9

USING RIBBON ............................................................................................................................................ 12

DOCUMENT LIBRARY RIBBON - THE FILES TAB ......................................................................................... 12

VERSIONING CONTROL .............................................................................................................................. 20

DOCUMENT LIBRARY RIBBON - THE LIBRARY TAB .................................................................................... 23

CONNECT TO OUTLOOK ............................................................................................................................. 25

ADDING NEW PAGE .................................................................................................................................... 27

PAGE EDIT RIBBON ..................................................................................................................................... 29

REMOVING PAGE ........................................................................................................................................ 41

UPDATING A PAGE ..................................................................................................................................... 42

RESTORING DELETED FILES OR PAGES ....................................................................................................... 42

UPLOADING FILES ....................................................................................................................................... 43

USING EXPLORER VIEW TO MANAGE LIBRARY FILES ................................................................................ 44

UPDATING NAVIGATION MENU ................................................................................................................ 45

SHARING PAGES & FILES WITH THE USERS ............................................................................................... 49

ADENDUM .................................................................................................................................................. 51


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INTRODUCTION

The following instructional manual is designed for the Administrative Users who are responsible for

updating and maintaining the Pharmacy Intranet (SharePoint portal).

Please note that this guide provides step-by-step instructions on how to handle recurring and/or

frequent basic changes such as updating and adding files, pages, maintaining users and their access,

updating page copy and other content.

While the intent for this document is to provide you with the adequate scope of procedures you can

follow to make the updates and maintain the site, it doesn’t cover more complex administrative

options reserved for the System Admins, such as global site configuration and core functionality.

It is important to note that while you as the site admin (Member or Owner) do have the ability to

access and manipulate these features due to your system role, the features and elements NOT

COVERED in this guide should not be tampered with to prevent loss of data, loss of users’ access or

other undesired consequences of altering the settings otherwise reserved for the System Admins.

If ever in doubt or uncertain, please feel free to address your questions with the IT Web

Development team before you do or touch anything unfamiliar. The common rule of thumb should

be that if a functionality or the process you’re trying to alter are not covered in this document, do

not make any edits and reach out to the administrators for further assistance. Please keep in mind

that all changes (unless they are scheduled) are immediately available to the entire audience pool

since the site has no Development staging environment; therefore, an outmost care should be

exercised when making changes, since certain features are not reversible.

Another aspect of properly using the guidelines is that you will need to follow the instructional steps

exactly as provided; as you gain experience with the SharePoint and become more familiar with its

functionality and structure, you will gradually expand your expertise in the areas not fully covered or

included in this manual.

Lastly, the IT Team is available to assist you with coaching and training as needed. If there is a

substantiated need to readdress certain topics or cover new ones, we can schedule a knowledge

base or technical session to address your needs.


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THE SITE OVERVIEW

The following overview walks you through all main features and the elements of the site.

The Landing (Home) page & content

The site layout follows the standard structure. The top section contains the universal SharePoint ribbon

that allows access to the editing and configuration features, including Share and Edit options; we will

overview those in the later sections below. Following the ribbon, there is the Main Header that contains

company’s logo, the title of the site, the top navigation menu and the search engine input field.

Underneath the header, you will see the main content of the page, the Site Content column on the left

will contain all major libraries and other components utilized throughout the site.

NOTE* - the site structure is dynamic. This means the features only available to the site administrators

(which includes Contributors, Editors, Members and Owners) will not be available to the Site Visitors

(who can only read and view the content but not manipulate or edit it). These elements will be simply

hidden from the visitor view. We will go over that view difference in the later sections as well.

SharePoint ribbon

Main Header

The Search Engine

The Search feature has several options that you can engage directly from the search box, or navigate to

the Search Page for more options.

The click-ready options as illustrated below allow you to filter results based on several criteria, as

shown:


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As you see, the filters will restrict the results based on these four options. Using the “Everything” filter will search across all documents, pages, and across the sites other than the Pharmacy Intranet. Selecting “People” will filter out any results where a given name is not present, and return the links to those files and pages where the person is mentioned (by either last or first name, user ID, etc.). Filtering by “Conversations” will omit all documents and those pages that don’t utilize the chat features. Restricting filters to “This Site” will only return the results pertinent to Pharmacy Intranet.

Once you enter the search key word and click the magnifying glass, the page returns the following

interface from the Search Engine. What follows is the overview of different elements you find on the

Search result page.

The column on the left allows you to filter the results even further by selecting a type of searchable

element, be it a page or a document (PDF or Word). You can also constrain the results to specific users

or by a specific date range. Try dragging the handles on the “Modified Date” section to see this feature

in action. You can use combination of all these filters to obtain more specific search results.


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The main section that lists the results of your search also allows on-the-fly overview of each document

or a page; simply point to the item link to see the overview window that pops next to it.

Using this option to preview site pages returns the following details in the preview mode:

It shows the last Modification Date, the list of Contributors that update(d) the page, how many views

the page had since the last update, and also options to open the page or to send it via email.

The preview of documents such as Word and PDF also contains a small view of the actual contents, with

the ability to scroll through the pages, along with several other handy options as illustrated below:


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Again, as administrator of the site you have the ability to Edit, Follow and do few other things in this

preview mode, while the Site Visitor will only be able to see the document and read it, but nothing else.

If returned result list is rather large, the engine will generate link numbers that you can click on to

navigate through the entire list:

If you apply the filter by the Author as shown below, the results will be truncated to show only the

documents and/or pages created by that users, with several useful options. As in this example, if the

Author previously never created any PDF files, the Result Types will exclude the irrelevant formats:

The Alert Me feature allows you to add a monitoring flag to any document or page, so whenever its

contents change, you get an email notification with the details indicating who, when and what has

changed it. The following options allow you to configure your Alert based on several criteria; you can

indicate what is the Search Key word to monitor, by the Change Type and whether you’d like to get the

email reports daily or weekly.


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Clicking on the Preferences option allows the control over the following Search Engine features:

Please familiarize yourself with these options. For Search Language options, leave the default settings as

they are (US English). You also might retain the Search History (it provides auto populate options for all

previously entered topics which can be very helpful) but this option can be used to annul it.


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If you click on Search Alerts link, it opens the administrative view for all alerts currently situated for the

Pharmacy Intranet.

ADMINISTRATIVE LINKS & FEATURES

The following section provides an overview of basic administrative features available to you as the site

admin. As a reminder, please refrain from tampering with those controls not explicitly covered in this

overview; if you have any questions regarding these features, please address them with the IT

Development Team.

Unlike the Site Visitors, the groups with administrative rights (Members & Owners) can utilize several

shortcut links situated throughout the site to control and manipulate the content and certain settings.

Administrative view


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Visitor view

NOTE* - while certain options are available under the Settings Menu as shown above (such as Edit and

Add a page), please follow the specific instructions below on how to add or edit. For now this section

demonstrates the differences in controls only.

Please also note certain features are locked for the Site Visitors. For example, the Newsfeed section on

the home page can only be populated by Members and Owners; while the Site Visitors can see the

contents submitted to the Newsfeed, they cannot change or add to it, only to view it. Members and

Owners can control what the Visitors have access to and what they can see under the site pages by

explicitly defining the permissions and what a particular content is shared. For example, sharing only

with Owners and Members hides that content from the Visitors. Other features are available sitewide,

such as Commenting sections active by default on every page (these also can be made inactive by the

administrators). Site Visitors can post and delete their own comments, but the Owners and Members

can delete any Visitors’ comments. More on that later.

DOCUMENT LIBRARIES & LISTS

It is very important that you place all the documents and files in their respective libraries. This way if

you ever need to restrict the access to any particular document folder (represented by the specific

Document Library), you can easily control the permissions for the entire folder, and don’t have to apply

the User Access restrictions for each individual file. Next, we will overview how to create a new

Document Library.


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You can access the library folders by going to the Site Settings, and clicking on

“Site contents”, or by following the direct links embedded in the above table.

However, you might face the situation when a new program or a business

process necessitates the creation of a new DL. Please follow the steps outlined

below to generate the new Library. Adding and updating files to new and/or

existing libraries will be covered in the subsequent sections.

Please pay specific attention to the setup settings since certain features can only

be adjusted during the initial creation of the new DL.

Click on Site Settings > Add an App

Click on Document Library

Don’t enter anything in the resulting popup, instead click on the “Advanced Options”.

Please note couple of important settings here.

Name and Description

Type a new name as you want it to appear in headings and links throughout the site. Type descriptive

text that will help site visitors use this document library.

Document Version History

Specify whether a version is created each time you edit a file in this document library. You want to set

this setting to Yes to allow the versioning. The versioning allows you to revert to previous states of the


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document, be it any form of formatting (text copy, layout, etc.); it will be covered in more details in the

File Upload/Update section below.

Document Template

Select a document template to determine the default for all new files created in this document library.

If you’re creating a repository for a specific file format (say, Excel spreadsheets), you can specify the

template from available formats listed in the dropdown. Please note that these settings will force the

users to only upload the files with Excel extensions (.xlsx, .xlsm, .xlsb, .xls, etc.) and reject the others,

such as Word or PDF. Same will apply to any other predefined format restriction you select. If you are

uncertain, it is always a good practice to set this feature to “None” to allow all file formats to be

acceptable in the new library. You have to select this feature at the time of creating the library. Once the

new library is populated with diverse file types, changing it to monotype format will be problematic.

Once you configure your settings, click on Create.

The SharePoint will then generate the new library

based on your specifications.

If at any point you need to discard the existing

Library, you can do it by going to the Site contents

dashboard, locating your Library, clicking on the

small ellipsis symbol and clicking on the Remove.

Please note that this action is irreversible and will

discard all the documents stored in that folder.


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USING RIBBON

When you edit a Document Library, List, page or any other SharePoint generated component, the

editing process involves the use of the Administrative Ribbon that offers series of controls and

configuration features that allow you to properly set it up.

The content of the Ribbon slightly varies depending on whether you edit a Library or a Page.

DOCUMENT LIBRARY RIBBON - THE FILES TAB

Please not that you should only work with the controls explained in this manual; as previously

mentioned, certain features, while still accessible in the Ribbon, should not be tampered with unless you

received the specific training on how to handle them. Failure to do so may result in unintended changes

and broken links that might be difficult or impossible to fix. The following overview provides details and

instructions on how to work with those controls.

( Cont. > )


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New Document – if this feature is inactive in the

Ribbon, you can still utilize the “NEW” option directly

in the Library settings as shown below; The control

allows you to generate the standard Office document

(the default formats being Word, Excel, PowerPoint,

OneNote, or to add a sub-folder to the library).

Upload Document – just like Drag-n-Drop option that we will review in the File Upload process later on

in this manual, this control allows you to add the file you generated outside of the SharePoint (say a

word or PDF document stored on your local hard drive) and upload it through the cloud to the

SharePoint server. The prompt also allows you to add comments to the Upload and specify whether you

want to overwrite the existing file (if any) or created a versioning on top of it with the new addition.


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New Folder – this option allows you to

create one or more subfolders in the

library (nested or linear hierarchy) and

also invite other Users to collaborate

on its content.

Edit Document – this option is applicable to the Word, Excel and PowerPoint documents; it will remain

inactive until you select an editable file in the Library list, at which point the button will become active.

You can optionally double click the actual document and proceed with the editing it (you might be

prompted to make the document Editable within the native application, click yes). Once done, simply

click on Save to preserve your edits and deposit the updated document back into the library.

Once the file is saved, you can refresh the Library page to see that the Modified date has now changed

to the date/time of your most recent update.

Check Out – this feature is not required but is available if you need to reserve the file to edit it. If you

first select the file and then check it out, the SharePoint will prevent other users from applying any

changes until you check the file back in. If the file was opened without the Check Out and edited, the

other users with the admin access can still open the version of the same current file and do their own

changes, and if there are conflicts in your and their edits, the Library will prompt you to discard,

overwrite or merge the edits. Since this can create undesired scenarios, use the Check Out/In option to

create temporary monopoly over the file.

Shared With – you must first select a file in the library to activate this feature. Clicking on it displays the

list of users and/or groups that have access to the file.


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Delete Document – deleted the document from the Library and moves it to Recycle Bin. The SharePoint

will retain the discarded files in the Recycle Bin for the duration of one month, at the end of which the

file will be removed permanently.

Share – allows sharing the file with group, department or individual people within your organization.

Alert Me – you can create a notification trigger using this feature, and any subsequent change to the

selected document will generate an email that will notify you of who, when and what changed in the

document. This control has a small dropdown that allows to either create a new alert or manage the

existing one(s). Since this is a very handy and popular feature, we will overview the process next.

Select any single file in the Document Library, click on Alert Me and select “Set alert on this document”.

The following settings popup will open to allow you to configure this alert.

Let’s take a closer look.


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To add more than one user, start typing their Name or email address in the “Send Alerts To” section. The

engine will automatically detect the appropriate user(s) and will either prepopulate them for you or will

spit out a list of options to choose from (e.g. if there is more than one John Smith in the company).

The way the Alert engine can notify you is either by sending an email to your corporate email account or

via SMS as a text message. All other settings should be self-explanatory.

Popularity Trends – this is a fairly new feature recently introduced by the Microsoft Development Team.

You now can instantly view how often, when and who has accessed and viewed a particular file. To see

the stats, select a file and then click on the Popularity Trends link in the Ribbon. This will export the

results in a form of Excel spreadsheet that you can either open directly or save it to your local or

network drive. Depending on the version of the browser you use, you might be prompted to allow or

block the operation, you of course want to click on “Allow”. You can also check the box in the prompt to

avoid seeing the prompt again.

The resulting stat export will contain both the data (Day, Hits, Unique Users, etc.) as well as graphs that

demonstrate the data in visual format. With the time and as the pool of users who access the document

grows, the exported spreadsheet will contain more elaborate and complex details about its usage.


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Follow – activating this feature will display any updates applied to it in your Newsfeed. This feature is

less prominent and useful than the Alerts but you still can use it if you prefer not to receive the email

notifications from the Alert engine. The Follow activates once you select one or more files in the library.

Download a Copy – allows you to instantly save the selected files to your local or network drive.

Send To – allows to create a duplicate of the selected file(s) and add it to the current or any other library

under the same site. As you see in the screenshot below, several features we already covered can also

be activated in this prompt.


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[ Creating Document WorkSpace is not covered in this user manual; the WorkSpace is very similar to other Document Libraries and can function as centralized repository for the team or a group of users to collaborate on the same (set of) document(s). ]


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Manage Copies – allows management of all copies spawned from the original file. This is an elaborate solution to maintain the multiple copies of the same file across the site and update them based on the changes applied to the original (master) document. This feature is available for all Owners and Members, however since there is no specific set of duplicates throughout the site, this feature is not covered in this manual.

VERSIONING CONTROL

Version History – the Versioning Engine is one of the most powerful features in the file management system of the SharePoint. The site libraries store all the document changes in the binary state, so you can easily revert the changes back and forth, skip over several past versions and return to the previous edits, so on. This comes very instrumental when you need to quickly restore a copy changes within the file, review the past edits, recover the details, etc. Below is the step-by-step example on how to access and view and control the Versioning engine. The versioning works with most of the editable Office documents, such as Word, Excel or PowerPoint – you simply open a file (check it out or make editable if you have to), make the changes and click on save. It can also apply to static files such as PDF or Images, but in this case the captured changes happen when you replace the existing PDF or image file, or use Acrobat Professional or Image Authoring software to make modifications to such static files.

You are encouraged to “play” with this feature to gain a better understanding on how it works. You can create a temporary dummy file in a given library that you can always delete once you’re done. Let’s try that for our example. Navigate to a library on the Pharmacy Intranet. We are going to use the general document library for this walkthrough.


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1. Click on New, select Word Document.

2. The system will open a brand new blank document.

3. Type some sample text (anything easily recognized, like “This is Version ONE”, for example)

4. Save and close the file.

5. Refresh the Document Library page, confirm the new file is now visible in the library.

6. Reopen the file (make editable if prompted), change wording (e.g., “This is Version TWO”, for

example)

7. Save and close the file.

Now that you successfully created two levels of version updates, we can now see it in action. To revert

the updated document to any previous state, select the file in the library, click on the ellipsis symbol

next to file name, click on the ellipsis in the popup and then select the Version History, as shown below.

In the resulting popup, you can see a list of all previous edits and versions generated based on those. If

you point your mouse to each, a dropdown is revealed; the most recent change will contain two options


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in the dropdown list, View and Restore. All previous versions underneath it will also contain these two

plus the option to delete that particular version.

Try the following.

Select the earliest version of your Demo Document and click Restore in its dropdown. The following

prompt will popup.

Click OK

Refresh the page if you have, and then open the document. You will now see that the previous copy you

initially entered in this document is now restored.

There is no limit on how many versions a given file can have. However, for the sake of being able to

maintain the ever-growing list, you might want to consider cleaning (removing) very old versions or

those recent ones that you know for a fact will not be needed. This will help you and your team to

maintain the manageable size for the Version History.

Please note that you can also access the Version History directly in the Ribbon.


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DOCUMENT LIBRARY RIBBON - THE LIBRARY TAB

( Cont. > )

The Library Tab offers sets of controls and configuration options applicable to the library itself, while the

Files Tab is centered more around manipulation and handling of the files located within the library.

Quick Edit – allows you to edit the library rid as a spreadsheet. Once this mode is initiated, you can

right-click and delete the rows (represent the Library files), add a new column, etc. When done, simply

click on “Stop editing this list” to apply and save the changes. In-depth overview of all features is

available on demand.


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Manage Views – allows you to create a specialized interface for the library. This feature is currently not

implemented on the Pharmacy site; therefore, it is not covered in this manual.

E-mail a Link – allows you to email a direct link to the library to anyone using default email application.

Most Popular Items – similar to the Popularity Trends, this option allows you to view the items that has

been accessed, viewed or modified most by the majority of users. Clicking this button directs you to a

page like the Search Engine Results, as shown below.

Clicking on the Popularity Trends under each item exports the access and usage stats as an Excel file.


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CONNECT TO OUTLOOK

Be it a library of files or a calendar, you can synchronize it with your local Outlook folder. Once synched,

you can easily make the updates without actually going to that component in the SharePoint site. The

following steps illustrate how to go about it.

Click on Connect to Outlook button in the Ribbon menu, under the Library tab. The following

Outlook prompt will appear:

Click on Advanced

Select both check boxes, enter a description if needed and click OK.

The Outlook will then open the following view when you can open and view files, but not adding or

removing them. Connecting the SharePoint calendar to the Outlook will be covered in the later section.


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An easier alternative to this option is to use “Open with Explorer” feature. Please note that it will only

work in the Internet Explorer (IE) browser. Clicking this button will open a network folder for the

library. Unlike opening the list in Outlook where you can only view the files, here you can open, rename,

add, delete or update the files just like you would do in any regular local folder.

Export to Excel – allows you to export the library as a spreadsheet document with active links

corresponding to the library item(s).


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Please leave the Customize Library and Library Settings

sections under the Library tab as they are – these controls

require more in-depth understanding of the SharePoint

mechanics than the scope of what’s covered in this manual. If there is a future need to expand the

knowledge base to cover these controls, there will be an addendum issued for the manual.

ADDING NEW PAGE

Adding new page to the Pharmacy Intranet is a straightforward process. We will review all the required

steps below. Once you generate and populate your new page, please reach out to the SharePoint Site

Administrator to have a new link added to the global navigation menu (if needed); The site menu was

carefully structured at the time of development and its link hierarchy can be easily broken if updated in

incorrect way. Therefore, the handling of the menu updates is reserved for the IT Admins.

In order to add a new sub-page under the current site, navigate to any page other than the home

landing page and do the following:

Click on Site Settings symbol in the top Office Ribbon and select “Add a page”. In order to utilize the

right page template, please make sure you engage this option from any secondary page, any utility page

(such as Library List or a Calendar view or from the Site Settings level) BUT NOT FROM the Home landing

page. This is rather critical since it allows the proper integration of the page features.

This will create a blank page that you can then populate. Please note that the

page is finalized and available only once you save and publish it.

Since the sub-pages are template driven, you will need to update the banner

before you publish the page. Please follow the steps below.

All Active site pages are stored in a specific SharePoint folder at

https://fredsnet.sharepoint.com/sites/pharmacy/pages.

When you create a brand-new page, the following prompt will appear, requesting to give your new page

a name. Please follow the steps provided below to complete this step.

https://fredsnet.sharepoint.com/sites/pharmacy/pages


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Choosing the right page template is

paramount to building a robust and

functional site. Make sure you see this

prompt when adding a new page and

the repository address shown is exactly

the same as shown in this screenshot.

Once you provide the name for your new page, click on Create. The site will generate the page and

display it in already editable mode, so you can begin populating it right away. Please note that each time

you edit a page, you automatically check it out. When ready to post it live, you must first save it, then

check it in and finally publish the page in order for others to see it (be those new changes to the existing

page or a brand-new page itself). More on those steps later.

Next, we will overview the Edit Ribbon for the Page management and how to add various elements to it.

Unlike the Ribbon for the Document Library updates, the one for the page is slightly different. By

default, you will see the Browse, Page, Publish, Format Text, and Insert tabs while in the editable mode,

each containing the specific set of tools you can use to manipulate the content and the behavior of your

page. Let’s take a look at some of the controls available here.


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PAGE EDIT RIBBON

Browse – browse tab is a default view of the page. It contains little or no controls. When you click on

it, you will also notice that the whole ribbon collapses and disappears; this is the expected behavior.

Majority of the times when you edit or access a page, you won’t be using this tab.

Page – this tab contains the first level of controls that allow you to edit the page. Let’s review them.

If your page is not in editable mode, you will see only three tabs, Browse, Page and Publish.

To edit the page, navigate to the Page tab and click on Edit button.

You can also create another new page by clicking on New button.

If page is checked out, you can Check it in and vise versa.

Edit Properties allows you to modify the page metadata. While this option is active and available, it is

not required to create and populate the page. Please skip this feature.

Page URL is not utilized in this version of the SharePoint and therefore is not covered.

Page History allows to view all previous edits to the page. When you click on that button, the page itself

displays several elements that allows you to track the previous edits.


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The Versions block on the left allows you to flip through all the past changes listed in chronological

order, with the most recent change listed on top. Clicking on these links will show the edits.

Note that Page History view also offers options to edit or delete the page, manage its permissions, check

out the page, review the versions and to create alerts.

If you need to restore your page to show the previous content, select the Version and then click on one

of the following options that appear under the page title:

If you click on the Version History, it will display a series of “snapshots” of the page with all previously

applied edits. You can then select the past version of your choice, as needed.

Page Permissions allows to grant or revoke user permissions. You can click on each link to see who is in

that group, add or remove users, etc. If you ever need to add an exclusive page that can only be

accessed by a selected pool of users, you can click on “Stop Inheriting Permissions” and then remove

those groups you don’t want to have the access to the page. So, for example if you intend to show a

page to the Site Owners and/or Members, you would break the Permission Inheritance and then select

and remove undesired groups.


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Please note that breaking away a page or a library from inheriting the permissions from the main site is

a permanent change; you will need to manually add any group that requires access once you apply this

change. Once done, you can also edit the remaining/existing User/Group Permissions by selecting a

group and then clicking on “Edit User Permissions” or revoke the access for the entire group by clicking

on “Remove User Permissions”. You can also check what User or Group has what type of permissions by

clicking on the “Check Permissions”. Below is a screenshot that illustrates this property.

The page now has a unique set of access permissions.

You can now remove the groups you don’t want to see this

page; each group contains the pool of users and by

preventing the group from accessing the page, you

naturally block all the users in it from seeing the page and

its contents.

You can control the access on much more granular level and not depend on the global permissions granted across the entire site.


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Once done, click OK to apply the changes.

You can also modify the existing

user permissions for this page

specifically, by selecting a group

and clicking on “Edit User

Permissions” button in the ribbon.

The resulting page will show the

available options to customize the

Group access. Please make sure

that you control the access on the

group and not on the user level –

while the site will allow it, the list

can potentially grow so big it will

be very difficult to control all the

individual users; when you do it on

the Group level instead, you can

control the access for all users in

that group, be it just a few

individuals or the entire

department. Please take a look at

the following screen for more

details.


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The “Delete Page” button should be self-explanatory, while “Email a Link”, “Alert Me” and “Popularity

Trends” were explained in the previous sections. You can safely ignore the remaining portion of the

Page tab in the ribbon as shown below – these controls are not currently utilized. As a rule of thumb, if

any particular feature is not covered in this manual (or if it’s explicitly indicated not to use it), please

refrain from tampering with such controls as the changes might impact parts of or the entire site that

might be difficult to revert or correct; if you have any questions regarding the features not included in

this guide but available on the site, please do not hesitate to reach out to the SharePoint Tech Support

Admin directly.

Publish –

After applying your changes and checking the page in, you also must Publish it in order for everyone to

see it. There are several links throughout the site editing interface that allow you to do so, they all work

in exactly the same way; the easiest way is to open the Publish Tab and click on Publish.

Format Text –

This tab allows you to visually manipulate the content of your page in ways similar to how you’d do it

using the Microsoft Word. You can align, indent, create headers and apply existing styles, as well as to

check spelling. Please keep in mind that the site was styled with a certain theme; while at times you

might feel creative and start creating customized colors and fonts, this is highly discouraged since

deviating away from the established look-&-feel will make the site pages look inconsistent. It can also

create potential issues with the existing layouts and composition of the page. The safest route is to err

on the safe side and do minimal decorations of the page, keeping the basic font (style, color and size) for

the body and standard formatting for the header. If ever in doubt or have questions, please reach out to

the SharePoint Tech Support Admin directly.


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NOTE* - all Pharmacy pages utilize the default banner on top of the page. The following code must be

injected in the source code in order to make the banner scale based on the resolution and size of the

browser screen. To get this situated, please follow these steps:

Copy the following code, go to your new blank page, click on and paste this code at the very top of

the HTML Source window:

<img class="ms-rtePosition-4 ms-rteImage-1" alt="Pharmacy Intranet Page banner"

src="/sites/pharmacy/SiteAssets/pharmacy_banner_sm.png" data-themekey="#" style="margin: 5px;

width: 100%; height: auto;"/><br/><br/>

Click OK. The banner will now show on the page. You can now place your text underneath, add links,

libraries, etc. as needed.

Insert – This tab contains several critical controls that we will review next.

Table – adds a table grid to your page. When you click on this button, a dynamic dropdown appears that

allows you to instantly select the number of tows and columns. Tables are the easiest way to add

structural layouts to your page, organize contents and create various sections within the page.

Once you insert a table on your page, notice two new tabs that appear in the ribbon. One is “Table

Layout” and another one is “Design”. Let’s take a closer look at what each of these contains.

As the tab label implies, this section allows you to format the inserted table. All these properties should

be self-explanatory; one note for the editing process – you must select a row or a column (or a

combination of more than one) before you can use the Merge, Split, Insert or Delete commands. In

order to retain the fluid design of the page contents, it is recommended to keep the width set to


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percentage instead of fixed pixel width (e.g. 100%, 75%, 50%...). You can also set the Height to

percentage.

The Design tab allows you to apply the additional styling to the table grid. You can appoint the top row

as the header and the last one as the footer, apply the preset styling to the grid, and set it to show the

gridlines.

Picture – you can insert and format an image on your page. The source can reside on your local or

network drive, elsewhere online or you can pick from the images already available in the SharePoint.

Image file (max) size: 100 MB

Image resolution: 72 dpi

Image format: PNG, JPG, JPEG, GIF

Image dimensions: no larger than 500 x 500 pixels

If you have an image stored elsewhere other than

the SharePoint image repository that you would

like to use on one of the pages of Pharmacy

Intranet, you can always check if its compliant

with the above restrictions by right-clicking on

the image file, selecting Properties and clicking on

Details properties. If your image is not compatible

(too large or in format different from the allowed

types), please feel free to reach out to SharePoint

Admin with the request to format the file(s).

A word of caution about uploading images other than preformatted options already situated in the Image folder on SharePoint. All images uploaded and made available by the top site administrator(s) were specifically designed to be web friendly. If you need to insert an image file of your own, please make sure it complies with the following requirements. Images that are too large (both in dimensions, resolution and the file size) can negatively impact your page, slow down its loading time and unnecessarily consume the file size space allocated for your site.


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If you’re uploading the image from your local or network drive, select the first “from Computer” option.

If you are uploading the image from an external address,

select the second “from Address” option.

Note that for this option, the system uses direct reference

path to the online image and doesn’t upload its copy to any

SharePoint library. This can be useful if you reuse the same

image. This option also allows you to reference any local

SharePoint files in the same way as the remote one(s).

You can also insert an image directly from the SharePoint Image Library. Optionally, you can first upload

your image file to the Images folder. Select the third “from SharePoint” option in the Picture dropdown.

Currently, there are two folders where you can store the shared images and other media files. One is the

Images folder, the other one is the Site Assets.

You can also add a new image directly in this prompt by selecting “click to add new item” link at the top

of the pan. The view will change to allow the browse selection, selecting the destination folder and also

entering any Version Comments you might want to add. This step is very similar to the New Image

upload process.

From this prompt, you can browse to the location folder of your image file, add it as a new or existing version and add any comments that you might find necessary. Please leave the Destination Library set to the Images, it is the best to keep all the image files in the folder designated for such files instead of using a document library.


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Alternatively, you can select

Upload files using Windows

Explorer instead option.

Clicking on this link will open a

Window Explorer browsing

window for the Site Assets

folder where you can drag and

drop or copy and paste any

files you need.


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Video and Audio – this option allows several ways of placing a video or an audio file inside of your page.

Just like with the images, inserting Video or Audio file in your page can be done in several

ways. As you see here, you can select the file directly from your computer or the network

location, embed the video via dynamic script such as JavaScript or an iFrame, grab a file

already in the SharePoint library or reference an external address for the video, such as

YouTube or VIMEO. Either method will generate a Media Web Part that you can customize

and change its size dimensions, what users can do with the video (Advanced section), etc.

Please note several rules of thumb when referencing the external media files in the SharePoint page.

If the video/audio owner deletes their file from the external source site, the placeholder will remain, but will not play and display error message if engaged. Similar scenario applies if the original file name has changed.

The best and most reliable way to ensure your media files are working and available is to either embed the local files already uploaded to the SharePoint Assets folder or to confirm with the third-party source that the referenced files will remain available for whatever duration of time is required on your end.

To err on the safe side and given you have the (access to) the original videos or audio files, it is always better to use the local files. The tradeoff is that they will stream using the internal network bandwidth (which is subject to the network traffic congestions) and are not subject to any updates that the third-party owners might apply to the online versions.


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When you select the media file

already placed on the page, a

new tab called MEDIA will

appear in the Ribbon.

Here you can change Media File, its Title, set the auto play and play loop, apply styles and adjust size.

Link – you can click anywhere on a page while in the editable mode and employ this feature to inject a

link on the page.

There are two options you can use here – add a link from SharePoint or from external or

internal address. Both are similar, but also have some differences outlined below.

If you are referencing anything on the current SharePoint site, be it a page, a document, a

web part/app or any other component, use “from SharePoint” option.

If your link points to an external or third-party site, use the

“from Address” alternative to inject the link.

Using this option allows you to label your link (Text to display),

add the actual URL (Address) and to also test it.


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Upload File – while this

feature is available by

default in the editing

ribbon, it is a shortcut

option for adding the

file directly to one of

the libraries. In

majority of cases, you

are better off adding

file to the library and

then planting a link

using SharePoint Asset

as described

previously.

(make sure the Version check box is selected to allow incremental versioning control of the document)

Reusable Content – this feature is currently inactive, please ignore it.

App Part / Web Part – this option allows you to insert a functional application component already

configured for you by the webmaster. As always, you should exercise caution when adding such

modules to the page since most of them require further configuration and setup and not all of them are

visible to the end users. Let’s take a closer look at this feature.

When you select any web app or part while in

editable mode, the ribbon reveals an additional

tab called the Web Part. It offers basic controls

and the ability to edit app/part native settings.

Both options are very similar. They allow you to add and set up existing libraries, document sets,

calendars, and similar elements. For the majority of preconfigured parts, you don’t need to do anything;

for instance, if you insert an existing (or a newly added) library or a list to your page, all you have to do is

select it and click on Add button. The SharePoint will then inject the part where you placed your cursor.


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Embed Code – this feature requires the adequate knowledge of the HTML and/or JavaScript code and

syntax. This option allows the injection of custom code into the page; the best route is to allow the Web

Admin or SharePoint Developer provide you with the exact line of code to insert into this section. If you

don’t have prior knowledge of how to add such code, please reach out to the site top admin for

assistance; otherwise please refrain from adding any unchecked or unverified code since it can

potentially mangle the entire page or jeopardize site security.

REMOVING PAGE

NOTE* - when you add and publish a new page, the site automatically adds a navigation link to it at the

end of all previous links. You will need to move it into the appropriate dropdown category as explained

in the “Updating Navigation Menu” section below. Deleting the page automatically removes its link from

the navigation. To delete a page, follow these steps.

Click on Site Settings > Site Contents, scroll if you need to and click on the following icon for pages

The system library of all site pages will open. As always, please exercise

caution when deleting the pages, since the change is instantly visible to all

site visitors and users.


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UPDATING A PAGE

For all Members and Owners of the site, there is a quick edit option available on each page. You can click

on the Edit link in the right corner of the control ribbon or select Page tab and then click on Edit.

Once you are done updating the page, you must first Check it In, since SharePoint automatically checks

it out for you when you click on the Edit.

When you click on Check In link, a prompt

appears allowing you to enter any comments;

this feature can be very instrumental in tracking

the changes if you indicate what exactly was

updated. You can optionally leave this section

empty and click on Continue. Once the updates

are checked in, the final step is to Publish it so

everyone can see the changes. Both Check In

AND draft Publishing must be submitted in

order for the updates to be visible to all site

users and also appear in the Search results.

RESTORING DELETED FILES OR PAGES

To restore deleted files or pages, click on Site Settings > Site Contents and select Recycle Bin link in the

top right of the page

A System Library for the Recycle Bin will open. Select files you want to restore, and click on restore

Selection. You can select a single or multipole files of different type. You can also inspect when an item

was deleted, who is the author, etc.

You can also select and completely remove the files. Please keep in mind this step is permanent and if

files are removed from the Recycle Bin, they are gone and at that point cannot be recovered.


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UPLOADING FILES

Adding files to existing library is simple. Click on Site Settings > Site Contents and select the library of

your choice. For the existing files, you can click on ellipsis symbol next to each file to reveal additional

options; to add new file, you can click on New (create a new file directly in the SharePoint, be it

Microsoft Word, Excel, PowerPoint, etc.) or click on Upload to add the file already stored elsewhere (on

your hard drive or network folder). You can also drag and drop one or more files directly into this

section.

In the dropdown menu, you

can use other features to

review and update Versions,

Delete the file, Share it with

users, make a Copy of it, so

on. Please note that the

HTML link to the now

removed file added

elsewhere on a page will

need to be updated

manually.


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USING EXPLORER VIEW TO MANAGE LIBRARY FILES

This option only works if you use Internet Explorer browser. Navigate to any library, click on the Library

Tab in the ribbon, and click on the link in Connect & Export section called Open with Explorer.

Depending on the version of your IE browser, you might see the following prompt; you want to click on

Allow button (leave the Do Not Show Warning checkbox unchecked).

A window folder will open with all the

library files in it. Here you can drag and drop

any files (or copy and paste) as you would

with any other files on your local drive or on

the network. You can also delete and

update these files directly. Once done,

simply close the Explorer window and

refresh the Library page to see all your

changes.


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UPDATING NAVIGATION MENU

You would need to update the Global Navigation whenever you are required to add or remove a menu

link, change an external link, or to move it within the navigation structure of the menu hierarchy tree.

Since the change is instantly seen in production, an extreme care and caution should be observed when

making any changes. Some settings (accidentally or intentionally) might render the whole navigation

unusable and it might be difficult to revert or fix them. This section of the manual is provided to

familiarize you with the component and how to handle it in case if you need to; in majority of cases and

unless absolutely certain on how to go about it, please ask the SharePoint Admin to apply the updates.

When you create a brand-new page, the SharePoint automatically adds a link to

it at the bottom of the navigation tree, which in turn shows up at the end of the

navigation ribbon, on the right. If you intend to hide this page from the general

audience, you can hide its menu link however keep in mind that general visitors

still are able to see it under the All Site pages folder and in the search results (in

case if the page name is searched or any of the unique keywords in it). Once

you add and publish your page, you will need to move the navigation link to its

appropriate section.

To access the Navigation settings, click on Settings > Site Settings and select

Navigation in the Look and Feel section.


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On the Navigation Settings page, please ignore all top sections (Global Navigation and Current

Navigation) and scroll down to the Structural Navigation.

In the Editing and Sorting block, focus on the section called Current Navigation

This portion represents the actual menu structure and is where you will make majority of your updates.

(Cont. >)


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There are two types of links in the navigation menu – the internal page links which are usually generated

by the system whenever you add a new page and the external or custom links, which you can manually

insert in the menu. The system generated links can be moved or be hidden but not deleted or edited;

the only way to completely eliminate such menu link from the navigation is to delete the corresponding

page, at which point the system also removes the link. The system generated links are almost always

relevant to their specific SharePoint pages.

The manually inserted links can be moved, edited, deleted directly but not hidden.

- Internal System Link

- External Custom Link

Moving Links

To move any link up or down the hierarchy tree, select the link and then click on “Move Up” or “Move

Down” as many times as required to shift the link into the right position and order, and in the right

category section. Once done, Click OK button to apply the changes.

Adding or Editing Custom Menu Links

Select the custom link and click on Edit in the header section of the block. This is the same prompt that

you will see if you add a brand-new link instead.


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Enter the Title; as a rule of thumb and to make the title readable in the menu, please keep the label

length compact and short.

Enter the URL address by either copying it from the browsers address bar and pasting it, or by using the

Browse option to select it. Since this is an external link (whether it points to an external site or an

internal SharePoint document), always select the checkbox for the “Open link in the new window”.

Provide optional description (recommended for the subsequent tracking of updates), leave the Audience

section blank and click OK. Don’t forget to click OK in the general Navigation Settings page to apply the

update(s).

If you are linking to the internal SharePoint document, you want to grab its link first. There are two ways

you can obtain the document URL.

Navigate to the library containing your document (it is advised to open a separate window to grab a link

as you work on adding it in another one), click on ellipsis symbol next to it, and copy paste its URL from

the preview window into the link prompt:

To add new custom link, click in the section in the hierarchy tree where you want to inject it, follow the

same steps for the link prompt as described above, and then use Move Up or Down button to position it

in the right order.

Deleting Custom Menu Links

Select the custom link you want to remove and click on Delete in the header section of the block.


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Adding Section Heading

Section Heading represents a Category Dropdown in the actual

navigation menu. Categories such as Human Resources, Clinical and

Ordering represent such sections. All the relevant links clustered

under each category correspond to its topic and/or purpose. Since

each section on the site is represented by its landing page, you first

need to create such page, then add the corresponding heading, then move the automatically generate

page link to its corresponding section in the tree and finally hide it in order not to display doubles.

Lastly, you will edit the heading link to reference the page. See the above example.

Since this entire option is not frequently used, please reach out to the SharePoint Admin for more in-

depth overview when/as needed.

SHARING PAGES & FILES WITH THE USERS

Any content on the site can be shared with the internal audience. All documents, files and pages are

visible to all site visitors by default. There is also an option to only expose certain files to a specific

audience. If you share publicly available file or a page with anyone who has the general access to the

site, those individual(s) will receive an optional invite via email. Sharing this way allows you to instantly

flag any number of people and let them know you need their attention for a specific file or a page, or

just to inform them in general. There are several alternative options to share content on the site.

Wherever you find the share option, you can use it to share whatever the content it represents.

Sharing a page

You can share the page by clicking on the Share symbol in the top right corner of the page

Please note that the Site Visitors who have only Read ability, can only share contents. As administrator

of the site (Members and Owners) you can also give the users certain permission level for the shared

content. Unless you are sharing with other Members and/or Owners, ALWAYS set the Permission Level


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for all other users to Fred_s Pharmacy Intranet Visitors [Read]. If you don’t want to send the users a

notification email, uncheck the box for “Send and email invitation”.

Sharing this way should be done with caution – if you share with the general audience intended as

Visitors who can only View and Read the contents of the site, and accidentally assign them permission

level other than the one designated for the Site Visitors, the users either won’t be able to see the

contents or will be exposed to the administrative controls that they are not supposed to access,

therefore creating a site security breach.


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The system automatically moves or places the new or existing users to the assigned permissions level

based on your selection, and it takes manual cleanup of the users’ list to fix this.

Sharing a Library Sharing a file

ADENDUM

This document was composed with the sole purpose of giving the site administrators (Members and

Owners) a crash course and at-a-glance overview of all major features and the processes they need to

know in order to manage the basic aspects of the site and apply recurring updates to its documents and

pages. This manual is subject to changes and updates based on the incremental updates from the

Microsoft as well as any structural or functional changes to the site, its architecture and functionality

covered above as requested by the site owners or necessitated by the technical requirements.

Whenever an update is applied, the date of the change and the version number of the document are

updated in the header, and the new copy will be provided. Should the changes require supplemental

training of the user(s), the SharePoint Admin(s) will schedule the sessions accordingly.

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