Information Services

SharePoint 2007 (MOSS) Manual

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Contents If viewed electronically, clicking on the headings will take you directly to that section. Also, by clicking on the Bookmarks tab on the left, the contents will always be available for quick navigation. To view this manual electronically, please use this link: http://is.riosalado.edu/ISKnow/SPTraining (the same link is shown at the bottom of each page of this manual). Introduction to SharePoint 2007 (MOSS) ..................................................................................................... 5 Navigation ................................................................................................................................................. 6 Columns .................................................................................................................................................... 6 Web Parts.................................................................................................................................................. 6 Connectivity .............................................................................................................................................. 6 SharePoint Users at Rio................................................................................................................................. 7 Choosing the Correct User Levels ............................................................................................................. 8 Permission Levels ...................................................................................................................................... 8 The Resource Sandbox .................................................................................................................................. 8 Creating a Site ............................................................................................................................................... 9 Building a New Site ................................................................................................................................... 9 Templates................................................................................................................................................ 11 Templates that Come With SharePoint ............................................................................................... 11 Collaboration Site Templates .............................................................................................................. 12 Meetings Site Templates..................................................................................................................... 12 Custom Templates............................................................................................................................... 12 Custom Site Templates ....................................................................................................................... 13 Creating a Custom Template .............................................................................................................. 13 The Create Screen ....................................................................................................................................... 15 Libraries................................................................................................................................................... 15 Communications ..................................................................................................................................... 16 Tracking ................................................................................................................................................... 16 Custom Lists ............................................................................................................................................ 17 Web Pages............................................................................................................................................... 17 Choosing Web Parts .................................................................................................................................... 17 Common SharePoint Web Parts ............................................................................................................. 18 Explanations of the Most Common Web Parts....................................................................................... 19 SharePoint –Manual

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Lists and Libraries ................................................................................................................................ 19 Business Data ...................................................................................................................................... 19 Content Rollup..................................................................................................................................... 20 Dashboard ........................................................................................................................................... 20 Default................................................................................................................................................. 20 Miscellaneous...................................................................................................................................... 21 Manipulating Web Parts ............................................................................................................................. 21 Adding Web Parts ................................................................................................................................... 21 Moving Web Parts................................................................................................................................... 22 Deleting Web Parts ................................................................................................................................. 23 Modify Shared Web Parts ....................................................................................................................... 23 Choosing to Modify Shared Web Part ................................................................................................. 23 Changing the Selected View ................................................................................................................ 24 Changing Toolbar Type ....................................................................................................................... 24 Changing the Title of the Web Part..................................................................................................... 25 Changing the Height and Width of the Web Part ............................................................................... 25 Changing the Chrome (Title and Border) ............................................................................................ 25 Hiding the Web Part ............................................................................................................................ 25 Advanced Web Part Options ............................................................................................................... 26 Important NOTE about Links....................................................................................................................... 26 Changing Site Settings................................................................................................................................. 27 Changing the Permission Levels .............................................................................................................. 28 Changing Permission Levels for a Site or Item .................................................................................... 28 Adding New Groups ............................................................................................................................ 29 Adding New Users ............................................................................................................................... 30 Edit User Permissions.......................................................................................................................... 31 Remove User Permissions................................................................................................................... 31 Changing the Look and Feel of Your Site ................................................................................................ 32 Changing the Title and Description of Your Site ................................................................................. 32 Changing the Navigation of Your Site ................................................................................................. 33 Changing your Site Theme .................................................................................................................. 34 Saving a site as a Template ................................................................................................................. 34 SharePoint –Manual

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Site Administration ................................................................................................................................. 35 Site Libraries and Lists ......................................................................................................................... 35 Site Usage Reports .............................................................................................................................. 35 User Alerts........................................................................................................................................... 37 Sites and Workspaces ......................................................................................................................... 38 Content and Structure ........................................................................................................................ 38 Content and Structure ........................................................................................................................ 38 Shared Documents ...................................................................................................................................... 39 View All Site Conent ................................................................................................................................ 39 Site Content and Structure ..................................................................................................................... 39 Using Shared Documents ........................................................................................................................ 40 Creating Folders .................................................................................................................................. 40 Uploading Files .................................................................................................................................... 41 Explorer View ...................................................................................................................................... 43 Checking In and Out ............................................................................................................................ 45 Workflows ........................................................................................................................................... 45 Alert Me .............................................................................................................................................. 46 Works Cited ................................................................................................................................................. 47

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Introduction to SharePoint 2007 (MOSS) The question that is asked most often about SharePoint is: “What is it?” SharePoint uses Microsoft Office products, such as Word and Excel, as well as web-based features to: Provide business users with faster, comprehensive access to information. This includes not only making more information available, but also making it possible to more easily locate available information that is most relevant to a user’s needs. (Bates) Enable individuals to work together effectively and allow them to easily share information regardless of location. (Bates) Improve individual and team productivity by making it easy to create and manage information and allowing this information to be available as part of related business processes. (Bates) The moment an employee at Rio starts up the Internet, they see SharePoint. Our Employee Portal (EP2) (http://ep2.riosalado.edu) is a SharePoint site and gateway to literally hundreds of other SharePoint sites.

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You will notice some distinct features of the majority of SharePoint sites by looking at the EP2. Below are lists and descriptions of these features that are most used in sites at Rio:

Navigation You will see that the EP2 has a top navigation bar. In this site, you can choose from a multitude of sites from a drop down menu. For example, if you point your mouse to the “Dept” tab, a list of all of the department pages will appear. From there, you can choose which site you want to go to next.

Columns You will also notice that the EP2 is organized in columns. The majority of SharePoint sites at Rio are also designed with left and a right hand column. This is not mandatory, by any means, but is a very effective way to organize materials in an easy to read manner.

Web Parts Web parts are areas of a site that point to content. This content can be from a huge variety of sources. Web parts tend to give the majority of sites an organized look that is often very grid looking. On the EP2, you see many web parts, such as the announcements, enhancements, and the menu, as well as much more. Web parts are the backbone of most sites at Rio and help make SharePoint as versatile, quick to use, and easy to maintain as it is.

Connectivity The EP2 uses multiple sources to gather the information you are looking at. This allows the web parts to be updated automatically, since if the source is changed, the web parts reading the source change as well. This is just one example of the connectivity that can occur between multiple sources.

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When you put all of those key features together, you create not just a web page, but a web site, one that is interconnected with multiple information sources and sites. A site that will allow for sharing of information, as well as the constant and effective use of that information. Learning to use SharePoint is one way to help ensure that your time and effort are put into something that will be easy to locate, access, and use. What follows is a manual on using SharePoint centering on the needs of the majority of Rio users.

SharePoint Users at Rio At Rio, there are four levels of SharePoint Users:

Reader

Contributor

• These users will be able to visit your site but will have no access to add content or change anything.

• These users will be able to create workspaces and other sites, add some content, and make minor changes to sites.

• These users are able to do anything with their department sites. They can create and delete sites, add and delete web-parts, and do Administrator any other task possible from the web-based SharePoint.

Designer

• These users are administrators, so have the same control, but they also use SharePoint Designer to manipulate the sites. Designer allows for changing of page styles, layouts, the creation of detailed reports, and much more.

This manual is for Contributors and Administrators and will have resources for the majority of tasks in MOSS. As for those using Designer, there will be a supplementary book available to help with that program.

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Choosing the Correct User Levels One thing that an administrator needs to consider when thinking of the overall plan of their site is which users will have which level of control and access. Most administrators do not want to give blanket control to everyone in the college. This would normally be seen as a bad thing. An example of using the levels correctly may be that all employees of Rio will be able to access the main page of a department site and read the majority of content; they would be readers. However, the majority of the members of the department will be able to see more sites and delve deeper into the department sites and add some content; they would be contributors. Administrators should be kept to a minimum, most departments would not want more than a few with that amount of control. This helps to keep things uniform and with good checks and balances.

Permission Levels When creating these user levels in SharePoint, they are called Permission Levels. Basically, which people are allowed to do which tasks. Permission levels can be used broadly or very targeted. What follows is an example of those levels and how they can work for you: One way to use levels is to permit only those in your department can access your department site. Everyone else will simply not even be able to access the site at all. Another way may be to allow those not in your department to be readers and to only see LIMITED content on your site. They will see the information you want them to see, but will not be able to see content and links that only those in your department can see. You are able to use permission levels so precisely that specific users will be the only ones to see a link, a site, a web part, or even access a specific word document. Permissions are very adaptable. Just remember, keeping up with transfers, new levels, and other issues will require you to be aware that the levels need to be adjusted and checked regularly.

The Resource Sandbox A location has been set up to allow all users at Rio to play with SharePoint (yes, the word “play” was used at work). This is an ideal spot to try out web parts and ideas in a way that will not affect your live site. Please use this valuable resource to experiment and find ways to make your real sites even better. To get there, go to the EP2 (http://ep2.riosalado.edu) and point to Innovation @ Rio and then click on Resource Sandbox. From there, simply create a new site as outlined in this manual and go back as often as wished to try out new things. In other words, play with SharePoint and see what it can do for you.

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Creating a Site Building a New Site From your main site on the top right, click on Site Actions, and then click on Create.

On the right, you will see a Web Pages area. Click on Sites and Workspaces.

You will now see the New SharePoint Site Page. The first section, “Title and Description,” allows you to name your site and to type in a description that will be used to explain what this site is.

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The “Web Site Address” section allows you to name the page’s URL, which is the name you will see on the link to the page. This should be short, without spaces, and to the point.

Perhaps the most important choice on this page is the “Template Selection.” This is where you choose a template for your page. There are many choices, with the most common being the “Team Site.” This is a good page to start with and is the one that is used the most. The next tab that you should know is the one marked “Custom.” This is where any templates that have been created will be stored. This allows you to make a site the way you like it, save it as a template, then when you create a new one, you can choose that template to save you all of the work of recreating it.

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The most common choices for the remaining questions are to simply leave them the way they are. The “Permissions” section is best to be left as “Use same permissions as parent site” unless you are going to restrict access to specific people or groups. The “Navigation Inheritance” choice is best to be left at “Yes.”

Once done with your choices, click on Create.

Templates Templates are a way to save time and effort when creating a site. Some templates come with SharePoint and others are created by administrators. One of the most important things about templates is their flexibility. Just because a template my say, “Social Meeting Workspace,” it does not mean that you cannot take that template and change it to your main introduction site. Webparts can be added, deleted, and rearranged. When looking at templates, don’t get stuck on what they are called, look at the uses that you can put that template to. Templates that Come With SharePoint When you create a site, as shown in the previous section, you will see a variety of templates. They cover many different needs. The following charts are broken up by the categories used when creating a site. The site types have samples available. Use the link to look at those samples and to help you decide the uses that they could be put to. (Williams)

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Collaboration Site Templates Collaboration Site Templates Team Site Blank Site Document Workspace Wiki Site

Blog

What You Can Do

Sample Site

Use for teams who need to share calendars, tasks, and document repositories. Use when you want to build a site from scratch. Use when individuals need to collaborate on a document and store supporting files, tasks, and calendars. Use to create a set of pages that are linked together; can be used for brainstorming sessions or to create a knowledge base. Use to create an online journal.

http://ep2.riosalado.edu/teams/sugr/ demo/team http://ep2.riosalado.edu/teams/sugr/ demo/blank http://ep2.riosalado.edu/teams/sugr/ demo/doc http://ep2.riosalado.edu/teams/sugr/ demo/wiki/Wiki%20Pages/Home.aspx http://ep2.riosalado.edu/teams/sugr/ demo/blog

Meetings Site Templates Meetings Site Templates Meeting Workspace Decision Meeting Workspace Muliple Meeting Workspace Social Meeting Workspace

What You Can Do

Sample Site

Use to create a site dedicated to a meeting or series of meetings. Use to create a meeting site with web parts to document the decisions made at the meeting as well. Use to create a site dedicated to a series of meetings.

http://ep2.riosalado.edu/teams/sugr/ demo/meetings http://ep2.riosalado.edu/teams/sugr/ demo/decision

Use to create a site dedicated to a social event, such as a pot luck, party, or baby shower.

http://ep2.riosalado.edu/teams/sugr/ demo/social

http://ep2.riosalado.edu/teams/sugr/ demo/multiple

Custom Templates Custom Templates are templates that have been created or added specifically by Rio. The following chart shows the custom templates that are available to all of Rio. If you add your own templates, they will show up under Custom Templates for your department. The site types have samples available. Use the link to look at those samples and to help you decide the uses that they could be put to.

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Custom Site Templates Custom Site Templates Business Performance Reporting Employee Training Scheduling and Materials Timecard Management

Discussion Database Employee Activities Site

What You Can Do

Sample Site

An extremely useful site that allows for tracking of a variety of data sources.

http://ep2.riosalado.edu/teams/sugr/ demo/reporting

Allows employees to keep track of which courses they have attended, which they are attending, which they are teaching, and which they have taught. A site that allows the user to “Punch” in or out. This says the time they punch in, and web parts can be added to allow them to put in other information. This could be very useful if an employee has multiple work locations. A great place to have an online discussion on any topic of your choice. A place to organize which activities you are attending and planning.

http://ep2.riosalado.edu/teams/sugr/ demo/training

http://ep2.riosalado.edu/teams/sugr/ demo/timecard

http://ep2.riosalado.edu/teams/sugr/ demo/discussion http://ep2.riosalado.edu/teams/sugr/ demo/Activities

Creating a Custom Template If you are an Administrator, you are able to save any site you create as a template. To do this: Make a site that has the look and feel that you wish to duplicate at a later date. Then, you start by clicking on the Site Actions tab on the top right. Once you do that, you will see three choices. Click on Site Settings.

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You are now looking at a multitude of choices about how your site’s settings. Click on Save site as template.

Fill out a name for the file and a name and description for the template (the name and description will be visible to you and the department).

Read the description next to “Include Content,” but the majority of times, you will leave the check box BLANK.

When you have made your choices, click on OK and your template will be available under the Custom Tab when creating new sites.

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The Create Screen From your main site on the top right, click on Site Actions, and then click on Create.

You will now see many different categories of tasks that can be completed. This is the way to add Libraries, Lists, and so much more. The key is to read the multitude of choices and to imagine how they can be useful in your site’s goal.

Libraries

Libraries are vital in placing your materials in a location that are easily found, organized, and ultimately usable in a variety of ways. By placing the materials in the correct type of library, such as a picture in a picture library, web parts can point to them and they can be easily searchable. An example would be a “This Week In Pictures” web part would be pointing to a picture library. By organizing your materials into libraries that are named in a way that makes it intuitive as to the content, building, maintaining, and using your site is much more efficient.

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Communications

These are tools to keep in contact with users and departments. Never underestimate the power of up to date announcements that expire when no longer viable. Keeping people informed will usually bring them back to check for updates. Contact lists and discussion boards also help to keep conversations and ideas flowing. Communication is one of the key benefits of SharePoint, so use it.

Tracking

Another key benefit to SharePoint is the way in which you can track all sorts of variables quickly and easily. Just taking a look at the choices above show how many ways there are to keep up to date. A note about links: Using a link is a fantastic way to move people to content and pages, but if you use this link web part, it will take the entire web page to the new item. This is fine if going to another SharePoint site that has navigation, but if going to a file or to an outside source, please use some of the other options outlined in this manual. Calendars are obviously very helpful and keeping track of events and should be used as often as possible. Please make sure to experiment on all that a calendar can do for you. Tasks and Issue Tracking are incredible resources that will allow users to keep up with a massive variety of responsibilities. The final choice, Survey, should not be ignored. This creates an incredibly flexible tool that can be used in a massive variety of ways. Once a survey is created, the responses can be tracked and can be used in just about any way you can think of. Please try this feature out and begin imagining some of the ways this can benefit you.

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Custom Lists

Lists are incredibly useful in organizing and finding data. Here is something that may or may not explain lists…EVERYTHING IN SharePoint IS A LIST! Just knowing that everything we use is a manipulated list shows the massive amount of possibilities that can be done with lists. What is covered in this manual is only the tip of the iceberg. Please see the resource list at the end of this manual to see some great books that will give much more detail on topics such as lists. Using a list can allow for massive manipulation in how the data is viewed and used. It cannot be stressed enough how many possibilities lists have. One example is a KPI list. KPI’s, or Key Performance Indicators, will allow an incredible amount of tracking.

Web Pages

We have already discussed that the proper way to build content is usually in a Site or Workspace. This is because of the built in tools in a site. Feel free to experiment with the other choices, but again, it is HIGHLY suggested that the majority of content be placed in a Site or a Workspace.

Choosing Web Parts A web part is the single most important tool you will use in MOSS. Web parts point to content to convey the information your entire site is built for. If you wish to show a calendar, add an announcement, give an introduction to your site, show documents, or nearly any other task, you will do so using a web part. When choosing a web part, it is important to know what you want the users to see or do with that web part. Web parts are not only useful in how they are named. When you look at a web part, try to imagine what other uses that web part can have in your sites. These web parts were made for a specific purpose, but like all of SharePoint, flexibility is built in and they have a multitude of uses.

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Common SharePoint Web Parts Web Part Type Business Data Content Rollup Dashboard Default Filters

Lists and Libraries Miscellaneous

Outlook Web Access

Search

What It’s Used For To display external data from business systems To display content aggregated from the portal To display content on a business-intelligence dashboard To display commonly used content To filter the contents displayed in other web parts on the same page To display content from the site’s lists and libraries To display generic content such as HTML, images, rich text, or XML To provide users with access to e-mail from their exchange accounts To display search results and execute searches

Examples Business Data List, Excel Web Web Access My SharePoint Sites, SharePoint Documents, Site Aggregator Key Performance Indicators, KPI Details RSS Viewer, This Week in Pictures Current User Filter, Data Filter, Text Filter Announcements, Calendar, Shared Documents Content Editor Web Part, Page Viewer Web Part, Site Users My Calendar, My Inbox

People Search box, Search Best Bets

(Williams)

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Explanations of the Most Common Web Parts

Lists and Libraries Announcements

•Allows the updating of announcements •You can set an expiration date so that the announcement will not be shown after a specific day

Calendar

•Creates a list of upcoming meetings, deadlines, and events •A workspace can be created as a site dedicated to that event and to help plan for it, as well as use what was gained during the event

Links

•Creates a list of links to either a person, site, or file •WARINING: These links will take the user out of your site to new location. This works well if going to another SharePoint site, but not if going to a file or outside source. See Content Editor Web Part and Summary Link Webpart for options

Shared Documents

•Show the content of your Shared Documents folder •This is a great way to allow access to multiple documents or files

Tasks

•Allows you, as well as users who are given tasks, to track what has to be completed

Team Discussion

•This is a newsgroup-style display of discussions on any topic you wish

Business Data

Excel Web Access

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•Interact with an Excel workbook as a web page

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Content Rollup

Site Aggregator

•Use this web part to display sites of your choice

Dashboard Key Performance Indicators

•Shows a list of status indicators. Status indicators display important measures and how you are performing with respect to your goals

KPI Details

•Displays the details of a single status indicator that can be obtained from many sources, including SharePoint lists and Excel

Default Content Query Web Part

RSS Viewer

Summary Link Web Part

•Displays a dynamic view of content from your site on a web page

•Renders RSS Feed

•A highly flexible web part that is one of the suggested ways to create links that can be to people, files, or web sites in a SEPARATE page •The links can be organized and put into columns and categories

Table of Contents Web Part

•Show the content of your Shared Documents folder •This is a great way to allow access to multiple documents or files

This Week in Pictures

•Allows you, as well as users who are given tasks, to track what has to be completed

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Miscellaneous Contact Details

Content Editor Web Part Flash Image Rotator Image Web Part Page Viewer Web Part

•Displays details about a contact for this site

•Use as a mini-Word document •Can copy and paste into it from an Office program •Can set Hyperlinks to open in a new window •Allows you to point to a photo or document library and to play the contents as a slide show •The order can be random or linear and can have mulitple transitions •Displays pictures

•Shows entire files, websites, or documents •This is a great way to show movies, full documents, or even other websites in your page

Relevant Documents

•Displays documents that are relevant to the current user

User Tasks

•Displays tasks that are assigned to the current user

Manipulating Web Parts Adding Web Parts From your main site on the top right, click on Site Actions, and then click on Edit Page.

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In edit mode, click on the “Add a Web Part” tab on either the right or left side of the site. This will create a web-part on that side of the page.

Choose the web part you want and then click on the “Add” button.

Moving Web Parts From your main site on the top right, click on Site Actions, and then click on Edit Page.

Once in edit mode, point to the top section of the web part until your mouse turns into four arrows.

Now you are able to move that web part around your site and it will appear below the orange line you see as you drag the web part around the site.

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Deleting Web Parts From your main site on the top right, click on Site Actions, and then click on Edit Page.

Once in edit mode, click on the X on the top right of the web part. WARNING: Once you delete a web part, it is deleted permanently.

Deleting a web part does not always delete the content it is pointing to. An example would be if you delete a calendar web part. The calendar page will still exist, but you will no longer see the web part on your site.

Modify Shared Web Parts All web parts allow you to make changes to the way they are viewed and many other options. What follows is the general set of options available on most web parts. Many web parts have their own additional choices, such as adding a link address, but the majority of the choices are the same. For all of the instructions below, when you are done, simply press OK to close out the Modify Shared Web Part function. Pressing Apply will show you what the change will look like, without closing out of the Modify Shared Web Part. Choosing to Modify Shared Web Part From your main site on the top right, click on Site Actions, and then click on Edit Page.

Once in edit mode, point to the top right section of the web part and click on edit, and then Modify Shared Web Part.

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Changing the Selected View This changes the way the users see the web part. They can get more or less detail depending on your choice. Simply click on the drop down box to choose the view.

Changing Toolbar Type This changes the way the users see the toolbar on the web part. More accessibility can be achieved by the different options. Simply click on the drop down box to choose the view.

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Changing the Title of the Web Part Click on the + to the left side of the word, “Appearance.” This will drop down your choices in that field. To change the title of the web part (very important in the look of your site) simply highlight the title you currently see and type in your new title.

Changing the Height and Width of the Web Part Click on the + to the left side of the word, “Appearance.” This will drop down your choices in that field. To change the height and width of the web part, click Yes, choose the measurement you wish to use and type in the number. WARNING: This is NOT recommended in most cases, ESPECIALLY the width, since changing the width can severely alter the other column.

Changing the Chrome (Title and Border) Click on the + to the left side of the word, “Appearance.” This will drop down your choices in that field. The chrome is the SharePoint term for the Title and Border. Using the Chrome State choice, you can change the look of the Title and Border. Using the Chrome Type choices, you can remove the Title or Border completely, or take one away and keep the other. This can be a very useful way to manipulate the look and feel of your site.

Hiding the Web Part Hiding a web part will allow it to only be seen when you are in the Edit View. This can be useful for a variety of reasons. To hide it, click on the + to the left side of the word, “Layout.” This will drop down your choices in that field. Click on the box next to the word, “Hidden.”

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Advanced Web Part Options The advanced options are rarely used, but some of the choices may be useful to you. Click on the + to the left side of the word, “Advanced.”

Add or remove check marks as needed.

Changing the Title URL is a way to point the web part to a list other than the one created with the web part. WARNING: To be used very cautiously. Changing the description will change the text the user sees when they point their mouse at the web part. Entering a Help URL and changing the Help Mode to “Navigate” will create a help button on the web part to take users to the site you specify in order to give help or explanation of the web part.

Entering a link to an image will place that image in the title of the web part. Import Error Message should stay the same. Target Audiences allows you to enter the users who are expected to use this web part (this option is rarely used).

Important NOTE about Links Linking in a new window As mentioned previously, linking is a great way to drive users to specific content. A link can take a user to a specific document or picture, or to another SharePoint Site, a calendar, to a movie, or to an outside site. But, if you create a Hyperlink in an Announcement web part or if you use the Links web parts, the entire browser will move to where the link is pointing. This is very dangerous if pointing to a location without navigation to get back to your site. Once a user is lost, often they stay lost. In the web parts descriptions, the 2 ways to create links that open in a new window are the Content Editor Web Part and the Summar Link Web Part. Clicking on the box that says, “open link in new window,” will open that content in a separate window that can be closed when the user is done with it. This keeps them on your site and is the preferred and suggested method for using links.

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Linking to an e-mail address In any web part that allows links or hyper links, if you enter in an email in the following format, when clicked, an email window will open and allow an email to be sent: mailto:[email protected] Please note, that in order to tell the link to send an email, place mailto: in front of the email address. Do not add any spaces.

Changing Site Settings There are many ways to change nearly every aspect of your site. Start by clicking on the Site Actions tab on the top right. Once you do that, you will see three choices. Click on Site Settings.

You are now looking at a multitude of choices of setting changes for your site.

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Changing the Permission Levels Changing Permission Levels for a Site or Item If you are an administrator and have the ability to change the permissions for a site, you start by clicking on the Site Actions tab on the top right. Once you do that, you will see three choices. Click on Site Settings.

You are now looking at a multitude of choices about your site’s settings. You want to change permissions, so go to the Users and Permissions tab on the far left. Click on Advanced Permissions.

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You are now looking at the list of all people and groups that have permissions in the site. If you wish to change these permissions, click on Actions and then Edit Permissions.

Press OK.

Adding New Groups You will now have the ability to change the permission levels of any person or group listed. What follows is a SUGGESTION course of action if you wish to restrict the site or item. First, you will need to add any person or group who is not listed that you want to have a form of permission. To do this, click on New and then New Group.

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Adding New Users Once there, simply name the group and choose the level of permissions that you want that group to have. You will not enter group members here. Adding users is the next step. Click on New and then Add Users.

Type in the name of the users, first and last name, separated by a “;” and then click on the check box on the bottom right to locate the person in SharePoint. Their name will be underlined when they have been found.

John Smith; Jane Smith (Faculty)

Now you can either choose a SharePoint group you have created or choose “Give users permission directly.” The second choice will allow you to choose the users’ permission levels without placing them in a SharePoint group.

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Sending an email to those you have given permission levels to may be a good way to let them know what their levels are and what they can do in the site. Simply check or uncheck the box and click OK.

Edit User Permissions Once you have added any users and groups you wish to have permissions, you can edit any that are already in your list. To do this, check the box next to the name or group you wish to edit permission levels for and click on Actions and then Edit User Permissions. Simply choose the new permission level you want those users or groups to have and press OK.

Remove User Permissions Once all of the permission levels are the way you want them and you have added everyone and every group you want to have some form of access to your site, you may wish to clean off some groups or users you do not wish to have ANY access to the site or item. To do this, check the box next to those you want to remove and then click on Actions and then on Remove User Permissions.

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You will now be asked if you are sure you wish to delete those permissions. Click OK if you still wish to, or Cancel if you do not wish to.

Changing the Look and Feel of Your Site Start by clicking on the Site Actions tab on the top right. Once you do that, you will see three choices. Click on Site Settings.

You are now looking at a multitude of choices about your site’s settings. Look to the section that is the second from the left and called “Look and Feel.”

Changing the Title and Description of Your Site Click on Title, description, and icon.

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You will now be able to change the name and description of the site, as well as the URL address that will be used to get to the site. NOTE: The icon (the picture that appears to the right of the title) is to remain the Rio Salado College icon. Please do not change the icon.

Changing the Navigation of Your Site Click on Navigation. The choices given will allow you to adjust the navigation that appears on the left side of the site. The first option allows you to show the subsites and pages you build on the navigation to the left. Simply check or uncheck your choice.

The next two choices are usually left the way they are automatically. Please read the choices carefully before changing them.

If you wish to change the navigation, read the choices and choose one of the bottom two choices. Doing so will allow you to add links and categories. Simply paste the links when asked and organize them as you wish by using the “Move Up” and “Move Down” buttons. When done, press OK.

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Changing your Site Theme Click on Site Theme. As the name implies, this is where you can change the theme of your site. Click on each theme to see what it will look like. Please remember that the goal of a site is to draw in users, not to turn users off to the site because of the use of colors that may be too bright or even too dark for many. An example of this is the “Reflector” theme. This site has a black background with white and blue lettering. A few people have shown their preference for this color theme, but the vast majority shown it are repulsed by it. Please keep in mind that you are creating a site for the majority of users and that your color preference should follow that line of thinking. Once you have chosen a them, click Apply.

Saving a site as a Template This is a truly useful feature. Once you have created a site that looks the way you want other sites to look, simply go to this window and click on Save site as template. You will be asked to enter a file name for the template. Please make this name simple and easy to understand which template it is.

The Template Name and Description will be viewable to any user who has the ability to create a site, so please name and describe it in a way that truly shows what this template is used for.

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Please think very carefully before you check this box. If you check it, the permissions levels that you have for content will not be used in any site built off of this template. In other words, your content will be open to whoever the creator of the new site wishes. It is NOT SUGGESTED that you include content unless you are very specific as to the uses and the content is not of a tightened permission level.

After you are finished, click OK and the template will be saved under “Custom” in the Site Templates section. Anyone in your department who has permissions to create a site will be able to use your template, so please name it in a way that explains its’ use.

Site Administration Site Libraries and Lists This choice allows you to make changes to libraries and lists in your site, or to add new ones.

Site Usage Reports This is an extremely useful feature that allows you to see how much traffic your site has gotten and to even check what users have been accessing your site. NOTE: you must have gotten to this settings page from the site you wish to see the report for (if you have several sites, you will only be able to see data for the site you were in when you clicked on Settings).

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The Site Usage Summary is an incredibly valuable resource that shows all kinds of data on how many users are accessing the site and where they are coming from and going to. Please read the data and use it to help to hone your site to be at its’ maximum potential.

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On the left hand side of the Site Usage Summary, you will see an option called Users. Click on it.

In the Site Collection Users page, you will be able to see a graphical representation of users. Again, this will help you in checking that your site is reaching your target audience.

Under either User Activity section, you can choose a format (preferably Excel) and click on Export. This will pull up an excel spreadsheet with every user from the past 30 days. The higher the number next to the name, the higher the usage.

User Alerts If, in the creation of the site, you have added alerts, this is where you can view and edit those alerts in bulk.

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Sites and Workspaces This is a quick and easy view of every site and workspace you have built under this parent site. That allows you to go to the site or to delete it from here.

Content and Structure Content and Structure This will show you everything that is inside of your site. This includes all sites and workspaces, lists, webparts and much more. By clicking on the boxes next to the items and using the choices on the top bar, many changes can be made at once.

Pointing at a site or list and clicking on the arrow to the right will allow you to either go to it or to make changes.

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Shared Documents Shared Documents is the preferred location to save all materials that you wish to link to in your sites. You may also use other libraries as talked about in this manual, such as the picture and document libaries, but they all work the same. There are many ways to get to your Shared Documents. Below are the most common.

View All Site Conent On the left hand side of your site (if you have the navigation on the left) you will see many choices and one will be View All Site Content. Click on it and then click on Shared Documents.

Site Content and Structure The other preferred method is to click on the Site Actions tab on the top right. Once you do that, you will see three choices. Click on Site Settings.

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Now click on Content and Structure on the right.

Find Shared Documents listed on the right, point to it, and then click on the black drop down arrow to the right and then click on Open Link in New Window.

Using Shared Documents This is the location where every document, picture, video, PDF, or other content you wish to link to from a web part or put on SharePoint is housed. Again, these instructions are also good for picture and document libraries.

Creating Folders Click on the arrow next to “New” in the top left. Click on New Folder.

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Simply name the folder. Remember that this is a great way to organize your work and the names of the folders should allow for clear understanding as to what is inside the folders. Do not be afraid to make multiple folders in order to make better organization of materials. After it is named, press OK.

To go into the file, simply click on it.

Uploading Files There are three ways to upload files. Two are explained here and the third is the Explorer View explained below. To upload, simply click on the arrow to the right of Upload. There are two choices to click on, Upload Document or Upload Multiple Documents.

Upload Document By clicking on Upload Document you will be able to upload only one document or file at a time. Click on Browse.

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Locate the file on your computer, click on it, then choose Open.

Now choose if you want to “Overwrite existing files, “ which will erase over any older versions in favor of this new one, and click on OK. Upload Multiple Documents By clicking on Upload Multiple Documents you will be able to upload multiple documents or files at a time. Simply use the left side to dig into files by pressing the “+” button and then clicking the check box next to the files you want. Make sure if you want to overwrite the older versions and then click OK.

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Explorer View Moving entire folders at once, particularly from older sites can be done quickly and easily from the explorer view. Let’s start with opening the view in an old site. Opening the Explorer View in an Old Site Open up the document folder in the old site and on the left, click on Explorer View.

Hold your mouse button down and drag a box around all of the folders or files you wish to move over to the new site.

Right click and then choose Yes. And then choose Copy.

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Opening the Explorer View in your New site Click on Actions and then Open with Windows Explorer.

A new window will appear. By right clicking in the folder, you can create a new folder or paste the materials you copied into that folder. This is a great way to move entire folders or many documents at once. It is also very useful if organizing files since you can simply drag them around into new folders, helping organization.

When you are done, close the window and refresh your site, the materials will be placed in your folder.

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Checking In and Out By clicking on the drop down arrow to the right of a folder, document, or anything saved in SharePoint, you can Check Out the item. This means that while you have it checked out, no one else can open it. This is very handy when making changes. When done, simply click on the arrow on the right again and choose Check In.

Workflows By clicking on the drop down arrow to the right of a folder, document, or anything saved in SharePoint, you can create Workflows for the item.

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Choose if you wish to make an Approval Work Flow, or one to Collect Feedback.

Follow the steps and a workflow will be created that will enable you and either your approvers or those giving feedback to work efficiently and as a team from their own computers at their own schedules.

Alert Me By clicking on the drop down arrow to the right of a folder, document, or anything saved in SharePoint, click on Alert Me and options to notify you will be available.

Name the alert and choose who the alert will be sent to by typing in the name and then choosing the check mark to find the user in SharePoint.

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Choose what will activate the alert and when to send it. When done, click on OK.

Works Cited These sources were used in the creation of this manual and may be of great help to you. The Rio Salado College Library also has two books on SharePoint 2007 that can be extremely useful. Bates, Seth, and Smith, Tony. SharePoint 2007 User's Guide. New York: Apress, 2007. Williams, Vanessa L. SharePoint 2007 for Dummies. Indianapolis: Wiley Publishing, Inc., 2007.

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