apec: aimp - acs - quick guide

ACS IN SHAREPOINT ONLINE (2013)QUICK GUIDE

FOR

Asia-Pacific Economic Cooperation (APEC)APEC Secretariat

35 Heng Mui Keng Terrace, Singapore 119616,

Singapore

11 NOV 2014

Prepared By

atQuest Solution Pte. Ltd.

CONFIDENTIALITY STATEMENTAll the information contained in these documents and/or any other related media is strictly confidential and must not be disclosed to any other party without the prior consent in writing from an authorized officer of APEC to atQuest Solution Pte. Ltd.

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APEC ACS in SharePoint Online (2013) - Quick Guide -

TABLE OF CONTENTS1. ACS LANDING PAGE.......................................................................................3

1.1. Navigate to Group Site Welcome Page.......................................................................32. ACS GROUP/FORA SITE..................................................................................4

2.1. Alert Me......................................................................................................................42.2. Message Board...........................................................................................................5

2.2.1. Accessing Message Board...............................................................................52.2.2. Posting to Message Board...............................................................................52.2.3. View thread and Reply to Post in Message Board............................................62.2.4. Edit Post in Message Board.............................................................................72.2.5. Delete Post in Message Board.........................................................................8

2.3. Message from the Chair..............................................................................................82.4. Secretariat Notes........................................................................................................92.5. Contact List.................................................................................................................9

2.5.1. Create new Contact.........................................................................................92.5.2. Edit Contact.....................................................................................................102.5.3. Delete Contact................................................................................................11

2.6. Group Event................................................................................................................122.6.1. Create new Event............................................................................................132.6.2. Modify Event....................................................................................................142.6.3. Delete Event....................................................................................................15

2.7. Document Libraries....................................................................................................162.7.1. Upload Document............................................................................................162.7.2. Modify Document............................................................................................182.7.3. Delete Document............................................................................................182.7.4. Document Discussion......................................................................................192.7.5. Draft Documents.............................................................................................192.7.6. Pre-Meeting Documents..................................................................................202.7.7. Other References............................................................................................21

2.8. Useful Links................................................................................................................222.8.1. Add Useful Links..............................................................................................232.8.2. Modify Useful Links..........................................................................................242.8.3. Delete Useful Links..........................................................................................26

Created by atQuest Solution Pte Ltd

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1. ACS LANDING PAGE1.1. Navigate to Group Site Welcome PageAccess APEC Collaboration System by browsing to the following URL:https://sgapec.sharepoint.com/sites/acs/

Main features you can access from ACS landing are as following:

A. From any pages in ACS, on the top banner, click on either the logo or the link ‘APEC Collaboration System (ACS)’ to come back to this landing page.

B. Information regarding ACS site. You can also change your password by clicking on the link.

C. To quickly find the site, type in acronym or name of the group/fora ACS site you are interested in, the list of groups in (D) will be filtered accordingly as you type.

D. The list of group/fora ACS sites. The list is sorted in alphabetical order by their name. Click on any of the group’s boxes will bring you to the landing page of the said group.


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https://sgapec.sharepoint.com/sites/acs/


2. ACS GROUP/FORA SITE2.1. Alert MeYou can subscribe to contents of the ACS site and receive automated email whenever the new contents is available or whenever contents had changed.To subscribe to Alert Me emails, click on the Alert me link beside the content that you are interested in.

In the New Alert page, choose what type of changes you would like to be notified with, and also select when ACS should send you the alert. For contents that are frequently changed, it is it is recommended that you pick daily summary or weekly summary so that you will not get too much emails within the day.


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2.2. Message BoardMessage board is used for general-purpose discussions, as well as for announcements (e.g. Message from the Chair & Secretariat Notes).

2.2.1. Accessing Message BoardA summary of the Message Board can be accessed right from the landing page (Welcome Page) of the ACS site group.

To see more messages, click on the “Message Board” link from the left navigation.

2.2.2. Posting to Message Board

To post to a message board, click on the New Discussion ( ) link in the page.In the new discussion page, fill in the relevant post information:


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1. (Required) fill in the subject of the post2. Fill in the body content of the post3. Check to indicate if the post is a questions4. Select either Message from the Chair or Secretariat Notes if it is one of the

announcements. Or leave it blank for general discussions.5. Click on Save to post.

2.2.3. View thread and Reply to Post in Message BoardTo view a message thread and to reply to a post in the Message Board, first click on the relevant post that you are interested in.

In the message screen, you can see the entire message thread related to this post. To reply to the post:


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1. Type your reposes in the box provided.2. Click on Reply to post.

2.2.4. Edit Post in Message BoardTo edit your own post in Message Board, first browse to the thread where your post is click on the appropriate post from the list.

Locate the post that you would like to edit, and click on the Edit link underneath it. Change your post accordingly and click on Save to complete the edit.


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2.2.5. Delete Post in Message BoardTo delete your post in Message Board, first browse to the thread where your post is click on the appropriate post from the list.

Locate the post that you would like to delete, and click on the ellipses link ( ) underneath it, and click on Delete from the context menu.

2.3. Message from the ChairTo access message from the chair, click on the Message from the chair link on the left navigation.


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2.4. Secretariat NotesTo access Secretariat Notes, click on the Secretariat Notes link on the left navigation.

2.5. Contact ListTo access Contact List, click on the Contact List link on the left navigation.

2.5.1. Create new ContactNOTE: Only particular group of users are given the permission to create and modify contacts list.

To create a new contact, first access the contact list and click on the New item link:


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In the new contact page, fill in all the relevant contact information fields, and click on Save to complete.

2.5.2. Edit ContactNOTE: Only particular group of users are given the permission to create and modify contacts list.

To modify a contact:


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1. Select the contact item to be edited2. Click on the Items ribbon tab3. Click on Edit Item

In the edit page, change any relevant fields and click on Save to complete the changes.

2.5.3. Delete ContactNOTE: Only particular group of users are given the permission to create and modify contacts list.

To delete a contact:


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1. Select the contact item to be deleted 2. Click on the Items ribbon tab3. Click on “Delete Item”

2.6. Group EventTo access Group Event:

1. Click on the Group Event link on the left navigation.2. Any events available in the ACS’s group event will be shown in the calendar3. Navigate using the month/year to see past or future events.


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2.6.1. Create new EventTo create a new event:

1. Access Group Events from the left side navigation2. Click on the Events ribbon tab3. Click on New EventIn the New event page, fill in the relevant event information, remember to pick a correct date for the event so that it will display accordingly in the calendar. When done, click on Save to complete.


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2.6.2. Modify EventTo modify a group event, first access the Group Event, and click on the relevant event item.

In the event information page, click on Edit Item to edit the event:


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Modify relevant information and click on Save to complete the changes:

2.6.3. Delete EventTo delete a group event, first access the Group Event, and click on the relevant event item.


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In the event information page, click on Delete Item to delete the event:

2.7. Document LibrariesDocument libraries provides storage for files in the ACS sites. Draft Documents, Pre-Meeting Documents and Other References are all examples of document libraries.

2.7.1. Upload DocumentTo upload a document, first click on the relevant document library on the left navigation.


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To upload a file, simple drag and drop the file onto the center portion (where the label “Drag files here to upload” is).

Alternatively, you can also click on the Upload link, and use a more conventional browse file method to find and upload your file.


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2.7.2. Modify DocumentTo modify a document uploaded previously, simply follow the Upload Document steps to re-upload the document with the same name into the document library.

2.7.3. Delete DocumentTo delete document uploaded previously, first navigate into the relevant document library:


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1. Locate the document to delete, click on the ellipses button beside the document file name

2. On the preview box, click on the ellipses button again.3. In the context menu, click on Delete link to delete the document.

2.7.4. Document DiscussionEach document uploaded to ACS has its own discussion board used for threaded discussions for topics related to the document. To access to the discussion board for the document, click on the Discuss link for the particular document

The discuss function is similarly to the Message Board feature, where you can post topics, and reply to topics.

2.7.5. Draft DocumentsTo access draft documents, click on Draft Documents link from the left navigation:


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2.7.6. Pre-Meeting DocumentsTo access pre-meeting documents, click on Pre-Meeting Documents link from the left navigation:


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2.7.7. Other ReferencesTo access Other References document library, click on Other References link from the left navigation:


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2.8. Useful LinksTo access useful links for the ACS site, click on the Useful Links from the left side navigation.


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2.8.1. Add Useful LinksTo add useful links for the ACS site, click on the Useful Links from the left side navigation, and then click on the new link link.


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In the new link URL page, type in the URL and description for the link, and press Save to complete.

2.8.2. Modify Useful LinksTo modify useful links, click on the ellipses (…) beside the relevant item, and click Edit item:


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In the edit item page, modify the URL or description of the link, and press Save to complete:


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2.8.3. Delete Useful LinksTo delete useful links, click on the ellipses (…) beside the relevant item, and click Delete item:


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