SharePoint

SharePoint Introduction

The purpose of this guide is to familiarize you with SharePoint. This guide will go through: how you access your SharePoint Portal with ExchangeDefender, how to add users, how to setup client access, how to setup permissions, delete a document library, and so much more. SharePoint makes it easy for people to work together and share information. Using SharePoint 2013, people can setup websites to share information with one another, and also centrally manage documents from beginning to end.


How do I access my SharePoint portal?

To add a user to SharePoint hosting, you first need to create their account. If you have signed up for Exchange Hosting, this account has already been created for you thanks to Exchange-SharePoint integration. Next, if you have an existing SharePoint portal at ExchangeDefender, you will have to request one. Just open a support request and include the FQDN that you would like to use to access SharePoint (e.g. sharepoint.yourdomain.com) and the user that you would like to be the site collection administrator.

Note: this is not an automatic process because we are not aware of how you intend to use the SharePoint credentials. We allow our customers to use their own domain names in SharePoint, so deployments are handled on a case-by-case basis.


I just created an Exchange mailbox but I can't use the same username to add a SharePoint user?

Exchange and SharePoint are completely integrated and use the same credentials (username) for SharePoint and Exchange. It is also important to note that you can use the same SharePoint credentials (username) across multiple SharePoint portals because SharePoint permissions are handled by SharePoint portal administrators directly.


How do I add users into my SharePoint portal?

To add users to your SharePoint portal (after their NT account exists), simply login and click Site Actions, Site Settings, People and Groups and New Add User. Open People Picker (Phonebook icon) and search for the user's name, email address, or username. Click on add the user's username will appear in the user's box. You can add multiple users by putting a semi-colon (;) after each username.


How to Setup SharePoint for Client Access

  • Open a browser and login to the SharePoint site as the system administrator http://share.mydomain.com/ (in this example, share.foodworkscolorado.org)
  • Go under Site Actions and create a New Document Library
  • Type the new library name and select the Document Template to be None, then click the Create button
  • The library will be displayed in the left window under Libraries
  • To create a folder in the library, click on the library that was just created, and at the top of the screen under Library Tools, click on documents, then click on New Folder
  • Type the name of the folder to create, then click Save
  • To set the access permissions, click the pull-down to the right of the folder name and select Manage Permissions
  • Select the group that you want to change permissions
  • Click on the New pull-down and select Add Users
  • Type in part of a name and click the Check Names icon. Add more names and check as needed. After the names have been added, uncheck the box for sending a welcome e-mail to the user. This will be done later
  • The page will show the users that have been added
  • To add a new group, click on the Groups link in the left window. Click on the New pull-down and select New Group
  • Enter the group name and description. Select who can view the group list and who can edit the group list. Select if you allow requests to join or leave the group (generally leave this set to No). Choose the permission level that this group has (generally Contribute will be selected). Click on the Create button
  • Click on the New pull-down and click on Add Users
  • Type in the user or group names for this group, click the Check Names icon, uncheck the Send welcome email box, then click the OK button
  • The group will be updated

How to Setup Unique Permissions for a Folder (Non-Inherited)

  • Select the library in the left windows, click on Documents under Library Tools at the top. If creating a new folder, select New Folder and enter the name of the folder. Click on the pull-down next to the folder and select Manage Permissions. Click on Stop Inheriting Permissions
  • Click on OK to continue
  • On this screen, you can select a group or user to remove from the folder access list, you can grant permission to groups and users, or edit the permissions for the selected item (change the access from Read to Contribute)

How to Delete a Document Library

  • Under Site Actions, select Site Settings
  • Select Site Libraries and Lists
  • Click on the library to delete
  • Click on Delete this document library
  • Click on the OK button to confirm

How to Map a Drive Letter to a SharePoint Document Library

  • On the computer that you want to add the mapped SharePoint drive, double-left click on the My Computer icon
  • Click on Tools at the top of the window, select Mapped Network Drive
  • Select the drive letter to be mapped (S:), and type the following in the Folder field: http://share.mydomain.com/Data (in this example, http://share.foodworkscolorado.org/Data)
  • Verify the Reconnect at logon box is checked. Click on Connect using a different user name. Type in the user's Exchange username and password, then click OK
  • A window will open showing the folder list on the mapped drive. This is just like any other network drive; you can create, modify and delete folders and files, if you have permissions