SharePoint FAQs

Getting Started

How do I request a SharePoint site?

See the SharePoint Getting Started page.

SharePoint on a Mac

When using Firefox on the Mac, why do I get a message that says 'This page requires a plugin that can only run in 32-bit mode. Restart in 32-bit mode.'?

The simplest solutions are to either click 'Restart in 32-bit mode' or to ignore the message. NOTE: If you ignore the message, It will continue to be displayed at the top of your site, and some functionality will be limited.

We have found another way to avoid this message, but note that it may interfere with other (e.g. Flash) content you may be viewing with Firefox that is outside of SharePoint 2010.

  1. Close Firefox (copy these directions to text file first)
  2. Find your Firefox icon in your finder
  3. Right click on the Firefox icon and select 'Get Info'
  4. Check the 'Open in 32-bit mode' box
  5. Restart Firefox. The message will no longer appear.

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SharePoint on an iPad

How do I scroll down the page on my site when using an iPad?

Place two fingers on the screen to scroll.

Outlook

Why do I get a login prompt for SharePoint when I am in Outlook?

Even if you are not logged into SharePoint, you will receive the SharePoint login prompt if you have any lists connected to Outlook.

You can check to see what lists you have connected between SharePoint and Outlook by going into Outlook's Account Settings.

In Outlook 2007, Account Settings can be found in the Tools menu. In Outlook 2010, Account Settings can be found on the 'File' tab, under 'Info'.

Once you are in Account Settings, select the SharePoint Lists tab. You will see a list of calendars or other SharePoint lists that you may have at one time connected to. You can remove them here without actually removing or deleting the list on SharePoint; it just removes the connection.

How do I sync my SharePoint calendar with Outlook?

If you are using Outlook on Windows, you can manage many of your SharePoint lists (such as calendars or shared docs) from within Outlook. For example, you can create a new calendar event in Outlook that will be in sync with the same calendar on the SharePoint site.

The first step is to sync the SharePoint Calendar with Outlook:

  • Go to your SharePoint Calendar.
  • At the top of the window, click on 'Calendar' in the box that says 'Calendar Tools'.
  • Click on 'Connect To Outlook'.
  • You will receive a message that says 'Connect this SharePoint Calendar to Outlook?' Select 'Yes'.

Connect to Outlook

Now, when you are in Outlook you will see the SharePoint calendar listed under 'Other Calendars'.
Click on the calendar. You can arrange your calendars in Side by Side Mode, or in Overlay Mode. Go to the 'View' menu in Outlook to change the view settings.

You can add/delete/edit an event on your SharePoint calendar from within Outlook. Note: Anyone with 'Contribute' or 'Edit' permission can also overlay the calendar and add/delete/edit items using this method.

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Permissions

How do I give people permission to my SharePoint site?
  • Go to Site Actions –> Site Permissions
  • Once on this page, you will see the groups/people with access to your site. The default groups are Members (contribute), Owners (full control), Visitors (read only), but you may have created your own groups or added individuals as well. Select the group to which you want to add users.
  • Once you select the group, click on the drop down (in the body of the page) for 'New–> Add Users'.
  • You can browse by name by clicking the book icon, or enter a username and verify it with the checkmark icon.
  • If you want the users to receive an email notifying them that they have been added, leave the box next to 'Send email to the new users' checked. You may add a personal message or just send the default message, which includes the url to the site.
  • Select OK.

If you want to add users to the site, but not into an established group:

  • Go to Site Actions–>Site Permissions
  • At the top of the page, click on "Grant Permissions"
  • You can browse by name by clicking the book icon, or enter a username and verify it with the checkmark icon.
  • Select the radio button in front of "Grant users permission directly"
  • Choose the level of permission within the list
  • If you want the users to receive an email notifying them that they have been added, leave the box next to 'Send email to the new users' checked. You may add a personal message or just send the default message, which includes the url to the site.
  • Select OK.

Note: it is recommended that you organize your site permissions by using groups. As a best practice, it is easier to manage.

screenshot

How do I edit/limit permissions to a document or folder?

It is possible to edit/limit permissions at the folder or document level. You will first need to stop inheriting permissions from the parent folder or library.

To access permissions for a single document/folder:

  • 'Mouseover' the title of the document or folder.
  • Click on the little arrow to the right, and select 'Manage Permissions'.
  • Select the 'Stop inheriting permissions' button

Manage Permissions Stop Inherit Permissions

To remove a user’s permissions:

  • Follow the instructions above to Manage Permissions and to Stop Inheriting Permissions.
  • Select the checkbox next to the name of the person/group you would like to remove, and then at the top of the page (in the ribbon) click the ‘Remove User Permissions’ button.

Edit user permissions

To give people/groups permission to just this document/folder:

  • Follow the instructions above to Manage Permissions and to Stop Inheriting Permissions.
  • Click the ‘Grant permissions’ button, and then use the phonebook icon to select people/groups.
  • Choose a permission level from the list under the radio button that says ‘Grant users permission directly’
  • Select ‘OK’

To edit a group or user’s permissions:

  • Follow the instructions above to Manage Permissions and to Stop Inheriting Permissions.
  • Then select the box next to the user or group you would like to edit permissions for, and click on 'Edit User Permissions' at the top of the window.
  • In the pop up, select the new permission level and click on ‘OK’.

Edit User Permissions

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Settings

How do I change my site theme?

The upgrade to version 2010 incorporates a new theme editor, and completely new theme templates. The default themes used in 2007 are no longer supported. In addition to new theme templates, version 2010 provides many more options to customize the look of your site by allowing you to choose specific fonts and colors.

How to change your theme:

  • Go to Site Actions, then from the menu choose Site Settings.
  • Under 'Look and Feel', select 'Site Theme'.

Site Setting Site Theme Site Theme

Why are there two tabs that go to the homepage?

Home tab

This is by design, and is to facilitate navigation within complex site structures (with many subsites and workspaces, for example). You can remove one of the options for navigating to the Home page.

To remove the 'Home' tab (to return to how the navigation worked in version 2007):

  • Go to Site Actions- Site Settings.
  • Under 'Look and Feel', select 'Navigation'.
  • Scroll down to the 'Navigation Editing and Sorting' section.
  • Under 'Global Navigation', click on 'Home'.
  • Then click on 'Delete'.

Site Settings Navigation Home tab

NOTE: This will just remove the link it does not delete any content or the page.

How do I set up alerts?

When an Alert is set up, an email is sent to you when content is added or changed in a document library or other type of list.

To set an alert:

  • Go to the 'Document Library' or any other 'List'.
  • At the top of the window you will see a box that says 'Library (or List) Tools' click on 'Library (or List)'.
  • Click on 'Alert Me' at the top of the window, then click on 'Set Alert'.
  • Tip: name the alert something specific, so when you receive the email it is obvious what it's for.
  • Your name should be populated in the Users field. It is not advisable to add others' names to your alert. Everyone is capable of creating their own alerts; if you create an alert for someone else, only you can manage/edit/delete this alert.
  • Decide on the other factors for the alert, such as when to send it and how often.

NOTE: You can manage alerts by clicking on 'Manage My Alerts' in the 'Set Alert' dropdown menu.

Set Alert

How do I set up an email address for a library?

If you spend a lot of time adding documents to a document library or another list, you can set up an email address for the specific library/list. This enables you to email documents to the library/list, rather than adding them to your SharePoint site each time.
This setting can be applied to almost any SharePoint list, including calendars, discussion boards, document libraries, and picture libraries, to name just a few.

Here's how to email enable a Document Library (follow same steps for other lists):

  • Go to your document library.
  • At the top of the screen you will see a box labeled 'Library Tools'. Click on Library.
  • At the top right of the Ribbon, click on 'Lists Settings'
  • Under the 'Communications' column click on 'Incoming E-mail Settings'.
  • Select 'Yes' in the first option: 'Allow this list to receive email'.

List Settings Incoming Email Settings

Why does the navigation skip the parent site when I click the 'Navigate Up' icon?

This is due to a setting in your site navigation.

  • Go to Site Settings–Navigation
  • Change the Global Navigation setting to 'Display the same navigation items as the parent site'.

Navigate Up icon

How do I find the ‘breadcrumb’ navigation on my site, so I can navigate back?

Click on the ‘Navigate up’ icon, located at the top left of your site.
Navigate Up icon

Where are the 'Views' settings?
  • Go to your document library, calendar, etc.
  • At the top of the window, click on ‘Library (or List or Calendar)’ in the box that says ‘Library (or List or Calendar) Tools’.
  • The options to Create and Modify a view, and the option to select a view, are located in the ribbon.

Views

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Documents/Document Libraries

How do I upload a document?
  1. When in the Document Library, go to the ‘Library Tools’ tab and click on ‘Documents’.
  2. The Ribbon interface displays the choices available for document libraries.
  3. To upload a document, click on ‘Upload Document’.
  4. Browse to the document you intend to upload.
  5. Click ‘OK’

screenshot

How do I check out a document?
  1. Click on the document you want to open. If the ‘check-out’ feature is enabled, you will receive a pop-up box asking how you want to open the file. Select the ‘Check Out and Edit’ button, and click ‘OK’. (note: Mac/Firefox users will not receive the pop-up box, so you will need to follow the next step)
    screenshot
  2. Another way to check out a document, even if the ‘check-out’ setting is not enabled, is to mouse-over the document to reveal the checkbox next to it. Then, select the checkbox. The ribbon interface appears at the top of the page. Click on ‘Check-Out’.

    screenshot
How do I check in a document and edit document properties?

These functions can be completed on the ribbon from within the document library.

screenshot

How do I enable versioning and check-out for document libraries?

If multiple people will be accessing or editing documents, it's a good idea to require 'check-out' of the documents first to prevent work from being overwritten. You can also enable versioning to help keep track of changes.

  • Click on your document library.
  • At the top of the window you will see a box that is labeled 'Library Tools'. Click on 'Library'.
  • Within the Ribbon, click on 'Library Settings', then click on 'Versioning Settings'.
  • Select the settings you would like (Content Approval, Versioning history, item security, Checkout).
  • Most importantly- the last question on this page is 'Require documents to be checked out before they can be edited?' Select 'Yes'!
  • Then click OK at the bottom once you have finished.

Library Tools Library Library Settings Versioning Settings Require Check Out

 

How do I add attributes to my Document Library (or list)?

You can add a column of data to identify and label features of your list.

  • Go to the document library
  • At the top of the page, in the Library Tools tab, click on ‘Library’
  • Click ‘Create Column’
  • Name the column, e.g. Document Type, and click the radio button for ‘Choice’
  • Scroll down and enter the types (e.g. contract, budget, etc.) where it says ‘Type each choice on a separate line:’
  • Scroll down to where it says ‘Default value:’, and clear this field unless you want a default value
  • Click ok.
  • You will now see the new column in your library, located at far right.

Note: If you want to move the column towards the left near the document title, you can alter the view by clicking ‘Modify view’ in the ribbon at the top of the page. Here you can choose to display or not display columns, or change position from left.

Now, when you add a new document to your library, this choice menu will be presented. You can also go in later and add the attribute by mousing over the document name, and clicking the down-arrow. Select ‘Edit Properties’.

To edit the Column, do the following:

  • When in the document library, click on ‘Library’ in the Library Tools tab
  • Click on the ‘Library Settings’ button (towards the right of the page)
  • Scroll down to the ‘Columns’ section
  • Click on the name of the column you created
  • Edit, and Save

Functionality

How do I get the Ribbon to appear?

There are a few ways to access the ribbon.

  1. Tools Menu at top of page
    • Go to the list, library, calendar, etc.
    • At the top of the page in the List (or Library or Calendar) Tools box, click on Items (or Events or Documents) to access the ribbon options that pertain to the individual item. Click on List (or Library or Calendar) for the full list (or library or calendar) settings.

  2. Checkbox next to List Item
    • Go to the list, library, calendar, etc.
    • Hover over an item in your list and click on the checkbox/square to the left of the item/document name.

How do I start a workflow?

If you are looking to add simple workflow to any of your document libraries or lists, the out-of-the-box workflows in SharePoint are very useful and easy to use. There are a few options to choose from, such as an Approval workflow, and a Feedback workflow.

To start a workflow, follow these steps:

  • Go to your document library, calendar etc.
  • At the top of the window click on 'Lists' in the box labeled 'List Tools'.
  • Click on 'Workflow settings'.
  • Click on 'Add WorkFlow'.
  • Fill in the various fields, depending on what you are looking for

Work Flow Settings Add Work Flow

How do I post an announcement without displaying my name?

If you would like to post departmental announcements, and you’d rather have a generic name be associated with the message, you can alter the ‘Created by’ field. This would allow you to post as a department, or other generic field.

To do this:

  • Go your Announcements list.
  • At the top of the page, click on ‘Lists’ under ‘List Tools’
  • Click on ‘List Settings’
  • Scroll down the page to the Columns section.
  • Click on ‘Created by’ then select your choice of display information from the ‘Show field’ dropdown.
  • Click ok.

Created By Show field

How do I connect tasks to make one dependent on another?

This is a new feature that allows you to connect tasks, and have one task dependent on another.

To set a Task to have a predecessor:

  • Click on your 'Tasks' list.
  • You will see the list of your tasks. Hover the mouse over the task to which you want to add a predecessor and an arrow will appear. Click on that arrow.
  • From the drop down menu, select 'Edit Item'.
  • When the window pops up, select a Task from the list in the section titled 'Predecessors' and click on 'Add '.
  • Scroll down to the bottom and click on 'Save'.

Edit Item

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Quick Launch

Why doesn't my subsite show in the quick launch?

The default limit for SharePoint 2010 subsites is 20. If a site has more than 20 subsites, all of them will not be listed.

Change the default setting to allow more subsites to display
You may change this setting by doing the following:

  • Go to Site Actions- Site Settings.
  • Under 'Look and Feel' select 'Navigation'.
  • In the first section, 'Global Navigation', you will see a field for 'Maximum number of dynamic items to show within this level of navigation', type in a higher number.

Site Actions Navigation Global Navigation

How do I link directly to a document on the quick launch?
  • Go to the 'Site Actions'.
  • Select 'Site Settings'.
  • In the 'Look and Feel' column, choose 'Navigation'.
  • Scroll down to the section called 'Navigation Editing and Sorting'.
  • Select under which heading you would like to add a link to and click on 'Add Link' at the top-right of the chart.
  • Enter name of document and url, Click OK.

Site Settings Navigation Navigation Editing And Sorting Add Link

How do I edit the quick launch?

If you want to make things easily accessible within your site, you may edit the quick launch.

  • Go to Site Actions –>Site Settings.
  • Under 'Look and Feel', select 'Navigation'.
  • At the bottom of the page, in the 'Navigation Editing and Sorting' section, you will see a site hierarchy of your navigation. This applies to both QL and top (tab style) navigation. Here you can move, delete and organize items within your navigation. This does not move or delete anything from your site.

Site Settings Navigation Navigation Editing And Sorting

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My Site and My Links

Where is My Site?

Click on your name at the top right of the screen, and select ‘My Site’.

  • To see your personal information, click on 'My Profile' at the top of the page.
  • To see your documents and other files, click on 'My Content' at the top of the page.

Name my Site My Profile

Where are My Links?

My Links are accessible within your My Site. Click on your name at the top right of the screen, and select ‘My Site’. You will see a link called ‘My Links’ along the top navigation in your My Site.
My Links

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