Information Technologies

Project for Ethics Rationalization in Research

SharePoint Site Member Guide

Date: 15-Sept-2008

Project for Ethics Rationalization in Research

SharePoint Site Member Guide

Prepared by: University of Calgary

Information Technologies

Issue date:08-Sept-2008

Version:1.0

Document History

Revision Number / Date / Description of Changes / Author / Editor / Communication of Change
1.0 / 08-sept-08 / Final / Project Office / PERR SharePoint Site
2.0 / 15-Sept-08 / Name change / Project Office / PERR SharePoint Site
Document Owner
Name / Title / Organization / E-mail / Tel.
Janet Cameron / Manager / Project Office / / 220-2810
Document Distribution
Name / Type of Copy / Title / Organization / E-mail / Tel.
PERRSite Member Guide / Electronic / University of Calgary

Table of Contents

1.What is SharePoint?

2.Research Ethics Rationalization Project Site

3.Training

4.Accessing the Site

4.1.Logging In

4.2.Logging Out of the Site

5.Site Overview

6.Contacts

6.1.View the List of Contacts

6.2.E-mail a Contact

7.Documents

7.1.View a Document

7.2.Print a Document

8.Action Register

8.1.View the Action Register

8.2.View Action Items from the Action Register

8.3.View Action Item Attachments

8.4.Print Action Item Attachments

9.Sending Links

10.Views

11.Getting Help

Document ID: 04001010Page 1 of 12

Information Technologies

Research Ethics Rationalization Project

SharePoint Site Member Guide

Date: 15-Sept-2008

1.What is SharePoint?

SharePoint is a web-based Intranet tool that allows people to:

  • centrally store and share work files
  • connect and collaborate regardless of physical location
  • co-ordinate projects and tasks

It has been structured so that people can easily implement it in their workplace by the use of pre-designed templates which you customize for your use.

2.Research Ethics Rationalization Project Site

This site was created to enable project team members and affected staff to collaborate on the project.

3.Training

This guide has been developed to address your specific need for using this site. The most current version of it will be in the Getting Help section on the Home tab of the site.

Any changes to the site (eg: new functionality) will be posted in the Announcements sections of the site. If changes are significant, they will be relayed to you via e-mail.

Your first point of contact for assistance is the site administrator, Sandy Healy. You can contact her at 210-8792 or via e-mail to

You may also e-mail the Project Office at .

If desired, you can contact the administrator for one-on-one training.

4.Accessing the Site

As this is a web-base site, it is accessed via URL (or hyperlink). The link to access the site is:

4.1.Logging In

Once you are at the site a pop-up will appear. Key in your login information (the same as what you use to login to your e-mail) and click OK.

Tip: For security purposes, do not recommend select Remember my password.

4.2.Logging Out of the Site

Close ALL browser windows to log out of this site.

Tip: As long as a browser window opens you do not have to log in to the site. Closing all browser windows prevents unauthorized access.

OR

Click on the drop-down arrow in the top right corner and choose Sign Out.

5.Site Overview

When you log onto the site, you will be at the main page for the site and you will also see a Home tab.

The Home tab contains general information related to the site such as Getting Help.

The Research Ethics Rationalization Project tab contains the main content of the site, such as:

  • all documents relating to the project
  • an issues log
  • an action register

The content is grouped into lists. You access theses by clicking on the links on the left-side bar.

6.Contacts

Contacts can be any person involved in the project, including vendors or non-project staff who may need to view documents related to the project.

6.1.View the List of Contacts

To view the contact information, click on Project Team Contacts from the Lists group on the left side-bar.

6.2.E-mail a Contact

You can send an e-mail to a contact directly from the list by clicking on their e-mail. An e-mail message form will open. Complete and send the e-mail as usual.

7.Documents

All files are stored/accessed via the Documents group (library) on the left side-bar. Documents are grouped based on content type.

7.1.View a Document

  1. Locate the document you need to view.
  2. Double-click on the document name.
  3. Choose Read Only at the prompt.
  4. Click OK.
  5. The document will open in read only mode.
  6. Close the document as you would normally.

7.2.Print a Document

To print a document, open it as shown in section 8.2.1 View a Document.

Print it as you normally would. (File > Print if using MS Office 2003 or by clicking the Office button and choosing Print if using MS Office 2007.)

8.Action Register

Ann action register has been created to track tasks assigned to members of t.

8.1.View the Action Register

  1. Click Action Register from the side-bar in the Lists group.
  2. The Action Register list appears.

8.2.View Action Items from the Action Register

Depending on the content in the action item, you may be able to view it in its entirety from the list. If not,

  1. Double-click on the action item to open it in a full screen.
  2. To return to the Action Item list, click Close.

8.3.View Action Item Attachments

  1. Open the action item.
  2. Double-click on the attachment name.
  3. Close the attachment as you would normally.

8.4.Print Action Item Attachments

  1. Locate the action item attachment you wish to print
  2. Double-click on the name
  3. Print the document as usual when it opens.
  4. Close the document when done.

9.Sending Links

  1. Click on the drop-down arrow for the file.
  2. Choose Send To.
  3. Choose E-mail a Link.
  4. An e-mail message form will open.
  5. Key (or select) the name of the person or group.
  6. Click Send.

10.Views

A view determines how the information will be displayed on the screen. If the default view does not meet your needs you can modify it or create your own.

  1. Have the list or library open.
  2. Click the drop-down arrow in the View: box.
  3. Click Create View.
  4. Click Standard View from the Create View screen. (Other view formats can be used, but standard will be most useful for this site.)
  5. Key a name for your view (choose something relative to the type of view you are creating).
  6. Select Create a Personal View.
  7. Select the columns you wish to display.
  8. Choose the position (order) in which you want the columns to display.
  9. Click OK when done.
  10. This view will be available only to you.

11.Getting Help

  1. Site Administrator: Please contact the site administrator for assistance.
  • Sandy Healy, 210-8792, .
  1. QuickStart Guide: This guide provides a general overview of SharePoint and how to use some of its features. Access it from the main page of the site.
  1. SharePoint Help: You can use the built-in helps in SharePoint by clicking the Help button.
  1. Microsoft: You can visit microsoft.com and do a search on ‘sharepoint’ for find additional information on this product.
  1. Project Office: The UCIT Project Office can provide answers to your questions specific to this site. They can be contacted at
  1. UCIT Help Desk: For general questions on SharePoint, contact the Help Desk at
  • phone: 220-5555
  • e-mail:
  • IT Online Service Request

Document ID: 04001010Page 1 of 12