Tech Tip Tuesday: Document Check Out in SharePoint
Document check out allows you to check out a document while you edit it, making sure no one else can edit. When you have the file checked out, you can edit it online or offline, and save it multiple times. When you finish editing and check the file back into the library, other people can see your changes and edit the file, if they have permission. And, if you decide not to make or keep any changes in the file, you can simply discard your checkout so you don’t affect version history.
For more about checking out documents, visit the Microsoft Help Center here.
About VersioningWhen versioning is enabled in site lists, you can track and manage information as it evolves. You can look at earlier versions and recover them, if necessary. That is very handy, for example, when people realize that earlier versions of an item might be more accurate than later ones. Some organizations retain multiple versions of items in their lists for legal reasons or audit purposes.
When you enable and configure versioning, you can retain versions each time an item it is edited. You need to decide how many versions you allow, and whether you want all site users to see all draft versions, or only be visible only to the originator and specific people in your organization. By default, versioning is turned off. To turn it on and implement your versioning decisions, you must either have Full Control or Design permissions.
Enable and Configure Versioning
1. In a list or library, in the list or library tab, select Settings
Schedule a Skype for Business Meeting with Outlook
Follow these instructions for setting up a meeting through Skype for Business by using the Outlook desktop server or the webmail app.
Set up an online meeting using Outlook server
1. Open Outlook, and go to your calendar.
2. On the Home tab ribbon, click New Skype Meeting.
3. Set up the meeting as you typically would, fill out the invitee section, subject, and the start and end time. If you’ll have in-person attendees, you can use Add Room to schedule a location. For a time that will work for everyone use the Scheduling Assistant.
4. In the meeting area, you can type an agenda or other information about the meeting. Be careful not to change any of the online meeting information.
5. Click Send.
Set up an online meeting using Outlook Web App
1. Login to the Outlook Web App
2. Click Calendar to open the Calendar app.
3. Click the plus sign or New just below the app launcher, and fill in the meeting information as usual.
4. In the middle of the meeting window, above the message area, click Online meeting.
5. Set up the meeting as you typically would, fill out the invitee section, subject, and the start and end time. If you’ll have in-person attendees, you can use Add Room to schedule a location. For a time that will work for everyone use the Scheduling Assistant.
6. In the meeting area, you can type an agenda or other information about the meeting. Be careful not to change any of the online meeting information.
7. At the top of the meeting window, click Send.
Outlook Permission Levels
Outlook has many different permission levels for sharing parts of your account, such as your tasks or calendar. These levels are the same throughout all parts of Outlook.
Full permission means the user can Read, Edit, and Delete a file or folder. The following three Permission Levels allow the granted person to delete files in the folder you give them access to. Use with caution.
The following two Permission Levels allow the granted person to edit/delete only files they have created.
The following four Permission Levels grant minimal access to your folder.
HOW TO TAKE A SCREEN CAPTURE
Sometimes it's easier to show someone what you're seeing on your computer screen instead of explaining it. Both Mac and PC provide solutions for this with the ability to screenshot or screen capture.
Screen Capture with PC
1. Press the PrtScn key on the keyboard. This copies an image of the screen to the clipboard.
2. Open Paint by clicking the Start button > All Programs > Accessories > Paint
3. In the Paint menu click Paste or Ctrl + V on the keyboard.
4. Save the image.
Screen Capture with Mac
1. Press Command + Shift + 3
2. Find the screen capture as a .png file saved on your desktop.
PDF version of this tech tip:
CONNECT A SHAREPOINT CALENDAR TO OUTLOOK
Open a SharePoint calendar in Outlook for the ability to create events and make edits in both SharePoint and Outlook. Outlook provides the ability to work with a SharePoint calendar offline.
How to Connect Your SharePoint Calendar to Outlook
1. Make sure Outlook is open
2. Open Internet Explorer
3. Navigate to the SharePoint calendar you want to open in Outlook
4. Select the Calendar ribbon in the top right menu
5. Click Connect to Outlook
6. In the pop up window, select Allow
7. If Outlook doesn’t come up automatically, go to the Outlook window and select Yes in the pop up window
8. The calendar will show on the left sidebar with the SharePoint site name, listed under My Calendars
View this tech tip in PDF or video version:
Password Protect Documents with Microsoft Office
Microsoft Office lets you encrypt your Office documents, allowing no one to even view the file unless they have the password. Modern versions of Office use secure encryption that you can rely on–assuming you set a strong password.
How Secure Is Microsoft Office’s Password Protection?
There are two big things you need to watch out for. First, only passwords that fully encrypt the document are secure. Office also allows you to set a password to “Restrict Editing” of a file–in theory, allowing people to view a file but not edit it without a password. This type of password can be easily cracked and removed, allowing people to edit the file. Also, Office’s encryption only works well if you’re saving to modern document formats like .docx. If you save to older document formats like .doc–which are compatible with Office 2003 and earlier–Office will use the older, not-secure version of the encryption.
How to Password Protect an Office Document
1. Open the document to password protect
2. Click File in the top left corner on the menu
5. Select Encrypt with Password
6. Enter the password you want to encrypt the document with
Tech Tip Tuesday: Add Your Google Calendar in Outlook
Did you know you can view a Google calendar in your Outlook and it will update as you update your Google calendar? If you’re wanting to have an up-to-date Outlook calendar with your Google events this is a quick process to be able to do so! Unfortunately, this is the only way to view both Outlook and Google calendars within the same platform while both keeping up to date, but this way is helpful for those who utilize both.
Click on the pictures to enlarge.
1. Navigate to your Google calendar at https://calendar.google.com and sign in.
2. For the calendar you’re wanting to use, click on the down arrow next to the calendar title in the left hand list.
3. Click on Calendar settings
4. On the settings page, click the green ICAL button in the Calendar Address section.
5. The calendar address window will pop up with the address. Right click on the link, and select Copy link address…
6. Open your Outlook calendar and click Open Calendar from the top menu.
7. Select From Internet…
8. In the pop-up window, paste the copied link address and click OK.
9. In the next pop-up window for subscription make sure to click OK again. This will subscribe you to updates of your Google calendar.
10. All done! Your calendar will show up in the left navigation menu under Other Calendars. You can do this for as many of your Google calendars as you would like.
To view and download the PDF version of this tip, click here.
Know Your File Extensions
Information systems make use of different media types to improve user experience. There are many different media types and programs to create them. There are some file formats that will only open in the program you created them in (i.e. Photoshop), or there are formats that will open across programs, devices, and operating systems (i.e. PDF documents). But what are all of these extensions? What do they stand for? Below the tables are broken down into the different file types and the extensions within each type, and what the extension stands for.
To download the Tech Tip for this week, click here.
The past month I have received a lot of questions about SharePoint and Outlook tasks, so these trainings are geared toward the most popular issues within Technology Services lately!
Wednesday May 11– SharePoint Users & Groups
10:00a – 11:00a BUH 107
2:00p – 3:00p Online
Thursday May 19 – Outlook Tasks
10:00a – 11:00a BUH 104
2:00p – 3:00p Online
Tuesday May 24 – SharePoint Calendar
10:00a – 11:00a BUH 104
2:00p – 3:00p Online