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How to Add, View or Edit Documents

There are two document libraries within each community, which may be accessed by clicking the Documents link in the left nav: the DAU Sponsored Documents library and the Workforce Sponsored Documents library. The DAU Sponsored library is visible to everyone, logged in or not, but only moderators, leaders, and DAU faculty and staff may contribute content to it. The Workforce Sponsored library is visible to logged-in authenticated users, and all logged-in community members may contribute content to it. View the Governance Summary page for additional information on library types and content management.

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View Documents

After signing in, click the Documents link in the left navigation to view both libraries.

Click Documents to view both libraries - DAU Sponsored and Workforce Sponsored.

Click on the content type header to view the list of documents residing under that section; click it again to close that section. The number in parentheses indicates the total number of contributions in that section. Then click on a document title to view the document.

Click on content type header and then document title to view document.

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Review/Download Document

Some document types open in a new tab, so when you’re finished, you can simply close the tab to return to the library. When viewing the document, you’ll be able to download or print the document, etc. Options will vary by document type. For most users (based on their browser settings), Microsoft Office documents will open in their corresponding software (e.g., Word documents will open in Word).

Some documents open in a new tab, while others open in their corresponding software program.

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Document Actions

Click the ellipsis to the right of the Name field to view action items. Then click the second ellipsis to view additional items. You may also choose to rate a document by clicking the stars to the far right. Current ratings will give you the average rating of all votes to date.

Click the ellipses to view additional action items. Rate a document by clicking the stars.

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Sort Documents

You can sort documents by clicking the drop-down arrow to the right of certain column headers: Name, Title, Modified, and Rating.

Sort documents by clicking on column headers.

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Filter by Organization/Content Type or Search

When you click the library banner to view only documents in that library (e.g., Workforce Sponsored Documents), you will be able to filter the documents by organization or by content type (click the ellipsis to see additional filter options). You’ll also have the ability to search for documents by key words.

Filter documents by organization or type or search for documents using key words.

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Contribute a Document

To contribute a document, click the Contribute tab in the mega menu, and then click the link to Upload a document.

Click the Contribute tab and then Upload a document.

Click Choose File and then browse to find the document that you wish to upload. Click Open and your file name will appear to the right of the Choose File button. Click OK.

Browse to select document, then click OK.

To complete your upload, fill in the required fields and click the Save button. Your page will refresh in the library view, and your document will be automatically checked in. It is now visible to others.

Complete required fields and click Save; your document will be automatically checked in.

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Contribute a Document Link

To contribute a document link, click the Contribute tab in the mega menu, and then click the link to Add a document link.

Click the Contribute tab and then Add a document link.

Complete the fields for Document Name and Document URL. Click OK.

Add the document name and URL and click OK.

To complete your upload, change the URL description field to descriptive text rather than a URL, fill in the required fields, and click the Save button. Your page will refresh in the library view, and your document link will be automatically checked in. It is now visible to others.

Change the URL description, complete required fields, and then click Save; your document link is automatically checked in.

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Edit Your Document

​​​​You can choose to edit your Microsoft document by downloading a copy, editing it in the appropriate software, and then uploading the new version. However, it is easier and faster to edit it by using Office Web Application (OWA). To do so, click on the ellipses and choose to Check Out the document.​​​

Check out a document before editing to ensure that no others try to edit it at the same time.

When you check out a document, you will remain in the library view, but the document will now have a small green arrow included in the icon to the left of the title. Now click on the document title to open it in OWA.

A small green arrow indicated that a document is checked out. Click the document title to open it in Office Web Application.

Click Edit Document > Edit in Word Web App (if it’s a Word document) to edit your document.

Edit the document in OWA to make your changes. In the case of a Word doc, it will open in Word Web App.

You’ll have the full Office toolbar available for editing. Once done, click Save. The document will remain open in OWA, so you may either remain in that view if you want to continue editing or return to the library view by closing that tab.

OWA offers the full editing toolbar. Once finished, click the Save icon.

You will now need to check in your document to make the change visible to other users. (In some instances, a moderator may need to approve your change before it is visible to other users.)

When finished, check in your document so others may see your changes.

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Edit Your Document Properties

Edit your document properties by clicking on the ellipses and choosing either to Edit Properties or to Check Out the document. The latter is recommended for anything other than very minor changes.

Check out and then edit your document properties.  
Click the ellipses again and choose Edit Properties.

Click the ellipses to edit properties.  
Make the desired changes to your document's properties and then click Save. You will be returned to the library view. You will now need to check in your document to make the change visible to other users. (If you chose to Edit Properties without checking out the document, then it is automatically checked in when you click Save.)

From the edit window, make your desired changes and click Save.
If you choose to discard your check out, then your changes to the document's properties will be lost.

If you choose to discard your check out rather than checking in the document, then you will lose your changes.

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Follow

You may choose to "follow" an individual document or a library by clicking the appropriate Follow link. This will provide you with notifications of any changes made to the document / library.

You can follow a document or a library to receive update notices.

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Ribbon

Document

The “ribbon” grants additional functionality on a role-based protocol. Not all functions on the ribbon are enabled for all roles. A member may check in/out a document, view/edit properties, view history/versions, share the document, view popularity trends (opens in Excel), and add tags/notes.

The ribbon "Files" section grants additional functionality for documents.

Document Library

The “ribbon” for the document library is also a role-based protocol and again, not all functions on the ribbon are enabled for all roles. A member may create a personal view of the library, add tags/notes, email a page, create an RSS feed, review popularity trends, connect the list to Outlook, or export the list to an Excel spreadsheet.

The ribbon "Library" section grants additional functionality for document libraries.

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