FAQ - SharePoint

In SharePoint, it is possible to edit files with several people at the same time. If you want to work on a file (e.g. a Word file) with other people at the same time, make sure that all people have the appropriate permissions.

You can find more information on how to assign authorizations in the instructions Assigning and managing authorizations.

Once the relevant people have the appropriate authorizations, you can get started. Click on the desired Word, PowerPoint or Excel file and edit it with several people in the browser.

You can find out how external users gain access to your SharePoint site in the instructions Accounts for external users (without UniAccount).

1. copy SharePoint URL: Open the SharePoint site or document library in the browser and copy the complete URL from the address bar.

2. connect network drive: In Windows Explorer, right-click on"This PC" or "My Computer" and select"Connect network drive"

3. paste URL: Paste the copied SharePoint URL into the "Folder" field and click "Finish".

If you want to make changes to a file on a SharePoint site and want to make sure that no one else can edit it at the same time, you can use the "Check out" function. Once you have checked out a file, you (and only you!) can edit and save this file online and offline as often as you like.

• If you have checked out a file and downloaded it for offline editing, you should first upload the file with the changes before checking it back in.

Once you have finished editing the file, you can check it back in on the SharePoint site and other people who have access to your site can see the changes and edit the file again.

To check a file in or out, click on the "three-dot icon" next to the file you want to edit. A menu will open. In this menu, please click on "More" and then on "Check out" to edit the file and on "Check in" to update the file after editing.

• You can see whether a file is checked out by the small arrow symbol next to the file symbol.
• If you have checked out a document and decided not to make any changes, you can also simply discard the check-out. To do this, follow the steps above to check out a file and select "Discard checkout" in the menu that appears.

In SharePoint, it is possible to view the version history of files and documents. This feature is useful if you and your group are working on different files/documents at the same time and want to track what others have changed, you want to retrieve the previous version or approval is required before a document with changes is saved.

To be able to use this, "Version management" should be activated. How you can activate this is explained below:

1. Open the list or library for which you want to activate version management.
2. Click on the gear icon at the top right and then select "Library settings".
3. You are now on the Settings page. Please select the "Version management settings" option here.
4. Select the desired options and then click on "OK" to apply the settings.

If you would like to view the version history of a file, click on the three-dot icon next to the desired file and select "More". Then click on "Version history" and a dialog box with the file/document versions will open.

You can easily add a start page in SharePoint. To do this, please proceed as follows:

1. Click on "Site content" in the site navigation on the left.
2. Scroll down and then click on the "Site pages" page library.
   • If this page library is not displayed, the feature is not yet activated. Please follow the instructions under the FAQ point "Activating website features".
3. After you have clicked on "Website pages", please click on "New" (marked with a plus symbol) and then select "Website page".
4. Customize the content of the new page according to your requirements and create it.
5. To add the new page as the start page, please navigate back to "Website pages" (step 1-2).
6. Then click on the three-dot icon next to the page you have just created. In the menu that appears, select the option "Make it your homepage" to set the page as your new homepage.

If you want to change the language and region in SharePoint, you can do this via your personal profile.

To do this, proceed as follows:

1. Log in to your SharePoint page at https://sharepoint.uni-kassel.de.
2. Click on your name in the top right-hand corner and select the "About me" option.
3. You will then be asked to log in again. Enter your access data again.
4. You are now on your profile page. Please click on the "Edit" button and you will then be taken to the page for editing your profile.
5. Now click on the three-dot symbol and select the "Language and region" option.
6. You can now set your preferred display language and other regional settings.
7. Finally, please scroll to the bottom and click on "Save all and close". This will save your changes.

In SharePoint, it is possible to activate/deactivate the visibility of certain website features.

If you want to activate/deactivate the visibility of a site feature, proceed as follows:

1. Click on "Website content" in the page navigation on the left-hand side.
2. Then click on "Website settings" (located on the right).
3. Under the main item "Website actions", select "Website features".
4. Activate/deactivate the features you need/do not need here.

If you have any further questions about using SharePoint, please use the help button (question mark symbol) at the top right of your SharePoint page. There you can view further instructions on SharePoint.