SharePoint is a business collaboration and document management tool used by DDOT for a variety of tasks, such as cataloging projects and sharing documents.

This page contains information about SharePoint 2016, as well as links to Microsoft Documentation explaining various topics.

For a condensed version of this page, please see this SharePoint Quick Start Guide. This document is a 1 page PDF you may download that gives a brief overview of SharePoint, its basic functions, and links to relevant Microsoft documentation.

For technical support, please submit a Jira Request.

For video resources, please visit the SP 16 Video Resources page: https://wiki.ddot.dc.gov/x/EIHFBQ

This page currently contains links to relevant DCHR SkillPort SharePoint 2016 Courses. DDOT ITD will be uploading our own training videos soon.

New Features

Please visit Microsoft's What's new in SharePoint Server 2016 page to learn about new features present in SharePoint 2016.

The new DDOT SharePoint looks and feels a little differently than the previous version of SharePoint.

The DDOT SharePoint Home page URL is: https://sp.ddot.dc.gov/

Please Note the Following:

Any bookmarks or saved links to SharePoint sites will not take you to the current version because the URLs have changed.
On SharePoint 2013, some links were available directly.

If you are facing one of the above issues, you will need to browse to your respective Division to view those links, or use the Search Center to find what you need. For a quick guide on how to find your Division, see the section immediately below the Home page screenshot, titled How to Find your Administration or Division sites. For guidance on using the Search Center, please see the Search section further below.

DDOT SharePoint Home Page

The DDOT SharePoint Home page can be accessed anonymously, however, you must log in to access your own files and sites, and to utilize functions like the Search Center or Staff Directory.

To log in to SharePoint, use your DDOT network username (usually follows the format: FirstInitialLastName) and password (the same password you use to log in to your PC and email).

Please see the screenshot below for some quick tips on navigating the DDOT SharePoint Home page.

How to Find your Administration or Division sites

For this quick guide, we will walk through how to access PTSA sites.

Open an internet browser and enter the following URL: https://sp.ddot.dc.gov/
Look for your Administration on the top menu bar. If there is a small triangular icon next to an Administration's name, that means there are Division sites within that particular Administration.

3. Once you have selected the appropriate Administration or Division site, you will see new options on the menu bar. These represent other sites associated with the previously selected Administration or Division.

4. Click the name of the site you need to access.

Note: Alternatively, you may search for a specific site using the Search Center.

Search Center

The Search functionality in SharePoint 2016 is more powerful than before. Using the Search Center, you can easily and quickly search for sites, file names, various types of files, people, and more!

How to Access

Open an internet browser and enter the following URL: https://sp.ddot.dc.gov/
On the top right menu bar, click "Search Center"
1. Note: You must be logged in to search. Log in using your DDOT network username and password.
Type in what you would like to search for.

Advanced Search

After accessing the Search Center, you may choose to run an advanced search. An advanced search allows you to have more control over your search, by including or excluding specific words, and/or restricting properties such as Author, Description, Name, Size (bytes), URL, Last Modified Date, Created By, and Last Modified By.

How to Access

Open an internet browser and enter the following URL: https://sp.ddot.dc.gov/
On the top right menu bar, click "Search Center"
1. Note: You must be logged in to search. Log in using your DDOT network username and password.
Click on the word "Advanced", located next to the search box.

Staff Directory

The new and improved Staff Directory allows you to easily and quickly search for fellow DDOT Employees.

You can search by first name, last name, email address, phone number, job title, and department (Administration or Division).

Note: Some employee profiles are incomplete or do not contain all of the above information. To update your profile, please submit a Jira Request.

How to Access

Open an internet browser and enter the following URL: https://sp.ddot.dc.gov/
On the left sidebar, click the first link: "Staff Directory"
1. Note: The page may prompt you to log in if you are not already logged in. If so, log in using your DDOT network username and password.
Type in what you would like to search for. You can search by first name, last name, email address, phone number, job title, and department (Administration or Division).

Basic Functions

The following is a list of basic functions available in SharePoint 2016, accompanied by links to Microsoft documentation explaining how to perform these various functions.

Alerts

Configuring alerts allows you to receive notifications when your SharePoint documents or items on your site change. You can set up an alert for a list, library, folder, file, or list item. For example, you can set up an alert for a specific folder in a library, without receiving alerts when changes occur in the rest of the library!

Document Library

Create a document library to securely store files where you and your co-workers can find them easily, work on them together, and access them from any device at any time. SharePoint team sites include a document library by default, however, you can add additional document and other libraries to a site as needed.

Create a document library	Upload files to a library	Delete a file or folder from a document library
Create a folder in a document library	Copy files to another document library	Delete a document library
Documents and libraries in SharePoint	Check out, check in, or discard changes to files

Lists (Custom, Tasks, Calendar, Issues, Surveys, etc.)

Create SharePoint lists to keep track of information, including but not limited to: titles, descriptions, names and dates. Lists are shared with the other members and visitors of a site. Visitors can view lists and list items, and they cannot create or edit lists or list items.

Create a list, Add a list to a page, and more

Create a Column in a SharePoint list or library

SharePoint columns help you group, categorize, and track information in a list or library. Column types include a single line of text, a drop-down list of options, a number that is calculated from other columns, and a column that allows you to select a person's name.

Create a column in a list or library

Create or Change Views (lists & libraries)

Creating custom views of libraries and lists allows you to organize and show items that are most important to you, to add filtering or sorting, or to have a more engaging style. Users can create personal or public views.

Create, change, or delete a view of a list or library

Manage large lists and libraries in SharePoint

You can easily manage large lists and libraries in SharePoint by adding indexes, or using columns for sorting or filtering.

Manage large lists and libraries

Versioning (lists & libraries)

Track and manage information over time with versioning in SharePoint lists and libraries. View and recover previous versions from the item's history.

When enabled, new versions are added to an item's history after changes are saved. The number of versions stored and the visibility of draft or minor versions can be modified for each list and library.

Pages

Using pages is a great way to share ideas using images, Excel, Word and PowerPoint documents, video, and more. You can create and publish pages quickly and easily, and they look great on any device.

Wiki

A wiki is a site that is designed for groups of people to quickly capture and share ideas by creating simple pages and linking them together. A wiki can be used for a variety or reasons, such as distributing a large amount of information or as a team site to gather and share ideas for a project.

Create and edit a wiki

Workflows

A workflow helps people collaborate on documents and manage project tasks by implementing business processes on documents and items in a SharePoint site. Workflows can help organizations maintain consistent business processes, and help to improve organizational efficiency and productivity by managing the tasks and steps involved in business processes.

Note: For help with implementing complex workflows, please submit a Jira Request.

Introduction to SharePoint workflow

For technical support, please submit a Jira Request.

Page tree

For video resources, please visit the SP 16 Video Resources page: https://wiki.ddot.dc.gov/x/EIHFBQ

Table of Contents

New Features