How to access Office 365
Log in to MyPortal, click on the Employee tab, click on the the Launch Office 365 link, as shown below:
You should now be automatically logged in to Office 365 which opens up in a separate tab in the browser.
How to access Facilities Team site
On the Office365 home page, click on the Sites icon, as follows
Under Sites, click on Facilities Site icon:
You are now in the Facilities team site.
Facilities Team Site
the site contents are boxed in green in the left navigation section, see below:
Drawings Document Library
Templates Document Library
One Project Workspace subsite for each Facilities project
Site Access Settings Administration
To view / edit Site Access Settings, navigate to Site Settings, as shown below:
In Site Settings, to see list of site administrators, click on Site Collection Administrators, as follows:
To view / edit access levels for individuals, in Site Settings, click on Site permissions, as follows:
The groups with different permission levels will appear, as follows:
Difference between Owners and Members and Visitors:
Site Owners have Full Control permission level. They can manage all aspects of the site including; create new site(s), manage user permissions, manage alerts, customize the site appearance, approve items, etc.
Site Members have Contribute permission level on a site. They can add / update / delete documents and share documents, but they cannot create new site / list / document library and they cannot manage site level permissions, customize site appearance, or approve items.
Site Visitors - can view, download only; cannot upload, edit
Managing Users in a Permission Group
Adding new users
From the Permissions page, select the relevant group:
On the People and Groups page, select New → Add Users
The Share 'Facilities Team Site' appears next. Enter the name / email address of the user you wish to add to the permission group and click on the Share button.
Removing Users from Permission Group:
Select user(s) from the group users' list, and click on the menu option Actions → Remove Users from Group
Click on the OK button when the confirmation dialog appears next:
Drawings Document Library Access Settings
The access settings for the Drawings Document Library is the same as for the Facilities team site
To view the Drawings Library access settings, navigate to the Drawings library, as follows:
Click on the Library tab at the top, then on the Library Settings item in the Settings section of the menu bar
On the next Drawings Library Settings page, click on the Permissions for this Document Library link
You can see on this Library Permissions page that the permissions are being inherited from the site level:
Templates Document Library Access Settings
From Template Library's settings page, navigate to Permission Settings page
The Templates library's access settings are set up different from that at the site level, in Sharepoint terminology this is referred to as 'unique permissions'. It is possible to make changes to the access settings thro the Grant/Modify sections of the Permissions menu:
How to use Document Library
Documents in the library can be organized in a folder structure
To create a new folder, select New → New Folder
To upload documents into a folder, first navigate to the folder where the document is to be stored, and once there, you could either drag-and-drop the document
Or click on the Upload button. In the Add a document dialog that appears you could also change the target folder, if needed
To share a document, select the document and click on the ellipses to open the menu dialog, and then click on the SHARE link:
On the Share dialog, enter the name of the user you wish to share the document with, and select the type of permission (edit/view), and click on the Share button, once done
One of the options in the Share dialog is to share the document with sign-in - this means that the user can access the shared document only by signing in to Office 365. The recommended best practice is to leave this option checked
To share with internal (FHDA) staff but outside of the Facilities department - follow the steps as described above.
Options available in the Share dialog:
There are three options (tabs) available in the Share dialog:
- Invite people:
To share with other users
- Get a link:
Users in Owners and Members groups can create / view guest (or anonymous) links to documents in order to share via email.
Guest links are of two types: View Only, and Edit.
To generate a link:
To disable link so that nobody can use it in order to share the document:
Users in the Visitors group do not have any access to these guest links.
To see all users the document is shared with
Access/Permissions levels for the user groups:
User / Group
Yes, need site owner’s approval
User / Group
Yes, need site owner’s approval
Yes, need site owner’s approval
Site: Team Site or subsite
Object: Document, List item, List etc.
- Can share document with all SharePoint users, assigning View or Edit permission-level (no access to Require Sign-in checkbox)
- Can create View Only and Edit guest links, and see list of users the document is shared with
- Can share document with external users
- Limited options available for sharing
- Require approval from Owner for any type of document sharing
- Cannot generate/view Guest Links
How to Follow a document
To follow a document, select the document, and click on the ellipses. In the dialog that appears next, select FOLLOW. Following a document helps you access it easily in OneDrive.
Creating a New Document Library
To create a new Document Library, first navigate to 'Site Contents'
Click on 'Add an App'
Select Document Library
In the Adding Document Library dialog, enter the new document library title and click on the Create button
Managing Document Library Permissions
For managing permissions for a document library, first navigate to the document library by clicking on the library name in the left navigation section
Select Library tab and click on the Library Settings option in the Settings section of the menu bar
Click on the link Permissions for this document library
A newly created document library will have the same permissions as at the site level. To set up separate, unique permissions, click on Stop Inheriting Permissions
To remove existing users/groups
To assign permissions to an existing user/group. If the user does not exist, first create the group by navigating to Site Settings and clicking on People and Groups under Users and Permissions
Navigate to Groups page
To create a new group, click on New → New Group
Enter the Group name, optionally describe the group in About Me item. In the Group Owner field, remove the current user, and enter the site's owner group, leaving all other items with their default values. Click on the Create button, once done.
Make sure all relevant users are added to the newly created group. Go back to the document library permission settings page and assign permission to the newly created group.
Enter the Group name, and select permission level for the group (click SHOW OPTIONS to view this option). Click the Share button when done.
Project Workspace Template
If any modification needs to be made to the Project Workspace Template, once the changes have been made, it will have to be saved as a separate template.
To Delete old template
Navigate to Solutions gallery at top-level site
Select and deactivate the relevant solution
Once deactivated, again select and delete the site template solution
To manage site access for the Project Workspace Template site, navigate to Site Settings → Site Permissions and manage the site permissions as detailed earlier.
Project Workspace - one site for every new Facilities project (subsite based on Project Workspace Template)
To create a new Project Workspace site
Navigate to the Site Contents page of the Project Workspaces site
Click New Subsite under Subsites section
Enter site's title, optionally description and the URL - the URL should be unique among all subsites
For site template, click on the Custom tab and select the relevant project template (Project Workspace Template)
Select the option Use Unique Permissions
Click on the Create button once done.
The next page provides options to select the three groups - Owners, Members and Visitors. SharePoint will create these groups for a newly created site, make sure that all three relevant groups are selected, and click on the OK button, once done
Access Settings for Project (sub)site
To invite project team members, navigate to Site Permissions page via Site Settings, and select the appropriate group that the project team member needs to be placed in
Click on New → Add Users
Enter all relevant users, and click on the Share link, once done
Features of Project Site
A newly created Project (sub)site contains various features (lists/libraries) that are accessible from the home page. Moreover, the Documents library contains a folder structure as designed in the Project site template.
Site Owners/Members can create new announcements on the project site, while users in the Site Visitors group can only view the Announcements
From the project site's home page click on the New Announcement link to create a new announcement
In the New Announcement form enter the Title (required), Body/Description (optional) and the expiration date. A file can also be attached to the new announcement if required. Click on Save once done.
This is a message board where site users (owners and members) can post and reply to comments. Users can also post questions, mark discussion as featured, or mark a reply to a question as Best Reply. Several views available include: My discussion, Unanswered questions, Answered questions, and Featured.
To post a comment in the discussion board, click on New Discussion
In the New Discussion page, you can format a rich HTML text in the Body field
To Do Tasks
Site users (Owners and Members) can manage project Gantt Chart from the To-Do tasks list.
To create a new task user can click on new task link. From the new task window click on SHOW MORE for an extended view of options.
To create a subtask, from the list page click on ellipsis in front of the item
Similarly, to change list view click on the ellipsis on the list views.
Creating User Alerts
Site Owners are able to create alerts for site users. Alerts in SharePoint, depending on the options selected, would email the user for any changes in the document / list / library at regular interval. Users can manage their own alerts as well.
To start with the Site Owner has to navigate to Manage My Alerts page. One of the ways is to navigate to any page, navigate to Page tab, click Alert Me under Share & Track section to open up the menu, and select Manage My Alerts.
From My Alerts page click on Add Alert.
Next from New Alert page select the List / Library for which you want to create an alert, and click Next button
From the next page, add all users that you want to create alert for in the Send Alerts To field. Select the desired type of change event, possible options being: All changes, New items are added, Existing items are modified, and Items are deleted. Next select the frequency of alert (immediate, daily, weekly). Click OK button when done. All users added must have an email address defined.
Site Owners can also view site-wide alerts for each user, and optionally delete them if required. To view site wide alert, navigate to Site Settings page and click User alerts in Site Administration section.
From User Alerts page select the relevant user from Display alert for dropdown list and click Update button.
To delete an alert from a list / library select them and click Delete Selected Alerts.