Microsoft SharePoint 2007 Site Administrator

Site Administrator Introduction 1. 2. 3. 4.

SharePoint Overview Admin vs. Contributor Lab Navigation – Training Training vs. User Acceptance

Training Area: http://sptraining.dpsk12.org 1. Select the computer; make sure you read the warnings and security information.

Login

or

2. Type your Username and Password 3. Click Log On button

Log Out

Your name is listed above next to the Actions menu. Click the drop down arrow and select Sign Out.

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Microsoft SharePoint 2007 Add a User

Adding a new user Go to the Site Actions Menu, select Site Settings, then People and Groups

Click New Or click the drop down arrow to display a list and select Add Users

Type the name or email address and click the check name link to verify there is an email address. (You can also add more than one name by using a semi colon.)

OR You can also use the global address book to search for a person. 1. Type the name and enter to see if there is a match, 2. Click Add button below to add person. Repeat these two steps to continue adding more email address. 3. Click OK when done to return the Add Users screen.

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Microsoft SharePoint 2007 Click the drop down arrow in the Add users to a SharePoint Group list, then select one of the default groups already created. Give Users Specific Permissions Call the Hotline at 33888 for assistance to make sure the level of permission is tested and working to your expectation.

You can uncheck the Send Welcome Email to the New User if you do not want to send at this time.

OR Type a custom message you want to send to the user(s) Click OK when finished The user(s) will display in the People and Groups List

Maintain All User Alerts

Remove a User (There will be no alerts in this location if there are none setup)

Click in the check box next to the user name(s)

Click Actions drop down list and select Department of Technology Services - Revised 1/12/2010 – kt

 

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Microsoft SharePoint 2007 Remove Users from Group

Click OK if you are sure this is user is the one you want to remove.

Access Requests

Change Email Address for Access Requests menu, Site 1. Go to Settings, then select People and Groups

2. Located in the left Navigation Bar, click on Site Permissions to see the correct options 3. Click Settings drop down arrow and select Access Requests

4. Type the email address(s) that will be receiving the Access Requests 5. Click OK when done (Could use more than one address if needed separated using a semicolon ;)

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Microsoft SharePoint 2007 To exit use the breadcrumbs above the title of the site.

SharePoint Tools

Show Page Editing Tool Bar (If your Editing toolbar is not displaying)

1. Click the Site Actions dropdown arrow and select Show Page Editing Toolbar.

2. Click Edit Page to begin changing the page layout

Your toolbar will change, with this Version is Checked Out and a Status: Only you can see and modify this page. You are now in Edit mode and can make changes to the front page of the website.

Web Parts

Adding a Standard Web Part 1. Click the Page dropdown and select Add Web Parts, then select Browse. 2. Use the bottom scroll bar to move all the way to the right

3. Use the side scroll bar to scroll down to view the Add Web Parts window 4. Under the Add Web Parts list, select Announcements 5. Click Add to: and select the Zone Department of Technology Services - Revised 1/12/2010 – kt

 

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Microsoft SharePoint 2007 where the Web Part will display 6. Click Add to add the Web Part to the front page of the site. You will be returned to the Home page. Repeat 1-6 to add another Web Part to the front page of the web site.

Exercise: Add Events web part Add Contact Details

Check In

Now we will try using the Check-In feature after we made all our changes above.

Check In - Share Draft (Minor Version)

It is important to Check In or Publish the page so others can view the changes. Using Check In: 1. Click the Page drop down list and select Check In

When versioning is turned on: 2. Select radio button for Minor (Draft) only authorized users can view or Major (Ready to Publish) version visible to all readers. 3. If selecting Minor version, you have a choice to Check In or Keep Checked Out. If Major version is chosen system will Check In by default. 4. Type Comments: to record the changes 5. Click OK to exit and return to the front page. Department of Technology Services - Revised 1/12/2010 – kt

 

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Microsoft SharePoint 2007 When using Check In to Share Draft one more step is required, click Publish. Then all users will be able to see the changes.

Publish Page

Publish (Major Version)

Click Publish for all to see

Once the site is Published the toolbar will change and display Status: Published and visible to all readers. And you are returned to the Home page and can see all your changes.

Modify Web Parts

Drag and Drop to New Zone Click Page drop down arrow, select Modify Web Parts, and then select the web part to be changed. Note: Only the web parts setup on the page will display on the list. Select Events for this step.

Example Events web part maybe in the wrong order, drag and drop above the Announcements. The Web Part Zone will have a dotted line around the Events web part. To move the web part, click and drag to another zone.

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Microsoft SharePoint 2007 To change settings on the web part scroll to the right using the bottom scroll bar and down using the right scroll bar to view web part settings window. Each web part has different options. Most of the settings are managed by an advanced user. For now we will use the default settings. Click OK to

Use windows scroll bars to navigate back to the top of the front page to the Edit menu. When done, click Publish to display for all to see. The home page will display with your changes.

Closing a Web Part

Closing a Web Part without Deleting 1. Closing a web part, click Edit, edit menu will change. 2. Click the web part drop down list and select Close. 3. Click Publish for all to view.

Note: If you try to close a web part and you are not in Edit mode, you will receive this message. Click Go Back to Site and select Edit from the tool bar.

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Microsoft SharePoint 2007 Customize Lists

Create a Custom List 1. Click Site Actions drop down, select View All Site Content

2. Click Create

3. Under Tracking, click Links

4. Type Name: Resource List 5. Type a Description for users to have a better understanding of the resources. 6. Under Navigation decide if you want the list to display when users come to your website. We will leave the default of Yes for now. 7. Click Create

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Microsoft SharePoint 2007 8. Return to the home page by using the left navigation bar.

New Resource List

Add New Custom Web Part 1. Click Edit Page

2. Click Page drop down, select Add Web Parts, then Browse

3. Use the scroll bar to navigate to the Next link and keep clicking until you see the custom list called Resource List, then click to highlight

Or Department of Technology Services - Revised 1/12/2010 – kt

 

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Microsoft SharePoint 2007 Click Browse, Search, type the title of the custom list, then click GO.

4. Click the custom list that was created. Example: Resource List

5. Add to: select a zone for the web part 6. Click Add to return to the home page 7. Use scroll bars to navigate to the top left of the screen to view Edit tool bar and click Publish

Your new web part will display for all readers.

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Microsoft SharePoint 2007 Customize Web Parts

Adding a Column Example: Links library was added when we Added Web Parts to the front page.

1. Click on the title, List in the left navigation bar Default Settings 2. Under All Site Content, click Resource Links list

3. Click Settings drop down arrow and select List Settings

4. Scroll down to Columns, click Create a Column link

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Microsoft SharePoint 2007 5. Under Name and Type, type the title of the column Example: Description 6. Select the type of information radio button Example: Multiple lines of text for this exercise. 7. Under Additional Column Settings use the default.

Click OK Go to Columns and scroll down a little further to Views.

Settings for the new column: Under Views, click All Links

Set how the column will be viewed: Scroll down to the Column settings

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Microsoft SharePoint 2007 Example: User only wants the Title with edit menu and Description to display in the Resource List. Exercise: Check the Display box for URL (with edit menu) and Description (Only). Change position to 1 for URL (with edit menu) and change position to 2 for Description Leave Sort fields at default

Leave Filter fields at default

Expand the Styles choices Example: Under View Styles, click on Newspaper, and no lines.

Click OK The new column will display.

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Microsoft SharePoint 2007 Overview of List Menus

New Menu Allows you to add a New Item or a New Folder

Actions Menu Most common are Change the Order of the list, Export to Spreadsheet, and Alert Me.

Settings Menu Most common Create a Column and List Settings.

Use the left navigation bar to return to Home page.

Document Libraries

Add a New Document Library Click Site Actions drop down list, then select View All Site Content

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Microsoft SharePoint 2007 (Document Library already listed were created by the system for a publishing site)

1. Click Create

2. Under Libraries, click Document Library

3. Type the Name of the library 4. Type a Description Example: Blank Office Forms 5. Navigation: Yes or No to display 6. Optional: Document Version History 7. Document Template – leave default 8. Click Create

Your Blank Office Forms library list will display 9. Use the left navigation bar to go to home page.

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Microsoft SharePoint 2007 Modify Left Navigation Bar

Add List Navigation Bar 1. Click the Documents link on the left Navigation bar.

2. Click the library to be added to the left Navigation bar. Example: Blank Office Forms

3. Click the Settings drop down list, then select Document Library Settings

4. Under General Settings, click Title, description and navigation link

5. Under Navigation, select Yes

6. Click Save

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Microsoft SharePoint 2007 Library Permissions

Unique Permissions Under Permissions and Management 1. Click Permissions for this Document Library

2. Click Actions drop down list and select Edit Permissions.

(Read the Message from Webpage)

3. Click OK

4. Click check box of user(s) needing permissions changed 5. Click Actions drop down list and select Edit User Permissions

6. Change the Permissions to Read – Can view only access 7. Click OK The Permissions: Blank Office Forms will display with Read rights for user name(s) selected.

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Microsoft SharePoint 2007 When you return to the Permissions: Blank Office Forms the user’s rights will be changed.

To return to home page, click on the breadcrumbs above the title.

Document Library

Upload a Document Instructions are also in Member Guide 1. Select the Document from the left navigation bar to see all libraries

2. Click on a library you want to upload a file to Example: Blank Office Forms

3. Select Upload, Upload Document for a single document and Upload Multiple Documents for several If versioning is turned on there will be an additional section to add Version Comments as to what was changed. 1. Click the Browse button to open

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Microsoft SharePoint 2007 2. Locate the file using the Choose File to Upload window, click on the file to highlight, then click Open

Take the check mark off if you do not want to Overwright Existing Files.

3. Click Ok to add to the library

To return to the home page, click the link on the left navigation bar.

Delete a File

Deleting a File from Library Click on Documents link in the left navigation bar.

Click on the example library created prior to this section, Blank Office Forms The file uploaded earlier in the section above. If you don’t see a library with a file please return to the section Add a New Document Library and Upload a Document.

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Microsoft SharePoint 2007 Hover the mouse over the file and click on the drop down arrow, then select Delete.

You will be returned to the library and the file will be deleted.

Click OK if you are sure you want the file deleted. Note: If a file was deleted by mistake it can be recoved in the Recycle Bin. Described in the next section.

You can use the left navigation bar to return to the home page

Recycle Bin

Restore Documents Recover files from the Recycle Bin 1. Click the Site Actions drop down list and select View All Site Contents

Note: Files in the Recycle Bin kept for more than 30 days will be delted. Call the DoTS Hotline to help if a file can not be restored.

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Microsoft SharePoint 2007 2. Click Recycle Bin link is located at the bottom of the left navigation bar

3. Click the box next to the file to be recovered. 4. Click Restore Selection link on the Recycle Bin menu 5. Click Ok if you are sure this is the file to be recovered

The file will be restored to the original location.

Survey

Add a New Survey (Refer to Adding a Custom List if the list does not display)

1. Click Site Actions drop down arrow, then View All Site Content

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Microsoft SharePoint 2007 2. Click Create

3. Locate the Tracking list and select Survey

Under General Settings, select Title Description and Navigation

1. Type the Name and Description

2. Choose Yes (default) or No to display in left Navigation bar 3. Survey Options can be changed or left at the default Click Next

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Microsoft SharePoint 2007 4. Type the Question 5. Select the type of answer for the question – default is Choice

Fill out the Additional Question Settings

Click New Question if there are more or Finish if there are no more questions.

Advanced Settings Under General Settings, select Advanced Settings

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Microsoft SharePoint 2007 Advanced Settings will allow you to customize how the Survey will be used by users

Click OK

Delete a Survey Under Permissions and Management, select Delete this Survey

Click OK if you are sure this is the Survey you want to delete.

To return to home page use the breadcrumbs above the title

Discussion Boards

Adding a New Discussion 1. Click on the drop down arrow and select View All Site Content

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Microsoft SharePoint 2007 2. Under Communications, select Discussion Board

3. Type the Title of the Discussion Board 4. Type the Description

5. Select Yes or No to display on the left navigation bar 6. Click Create 7. Click New drop down arrow, and select Discussion

8. Title: Type the question or the topic of discussion 9. Body: Type information about the topic of discussion

10. Click OK to save (OK is located at the top and bottom and either one will work)

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Microsoft SharePoint 2007 Settings – Most common Discussion Board Settings are set to default

Deleting a Discussions Click the drop down arrow next to the discussion and select Delete Item

Maintaining Site Information

Reports Administrators maintaining several sites, would have to navigate to the site you wish to view site usage information. 1. Click Action drop down arrow 2. Select Site Settings 3. Then click on Modify All Site Settings

Site Usage Reports 4. Under the column, Site Administration, click on Site Usage Reports

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Microsoft SharePoint 2007 Site Usage Summary This section provides extensive statistics and graphics. These reports are designedto provide you with an understanding of how your SharePoint site is being used and sho is using it. There are several site usage reports available. Site summary Lists the average number of requests per day for the last 30 days. Requests per day (past 30 days) Graphically depicts request volumes per day for the last 30 days Top Pages (Average requests per day over past 30 days) Lists the pages most frequestly accessed over the last 30 days Top referring hosts (past 30 days) Graphically charts the top hosts from which users navigated when accessing the site over the past 30 days. Top referring pages (past 30 days) Graphically charts the top URLs from which users navigated from the current site over the past 30 days.

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Microsoft SharePoint 2007 Site Requests This report provides details about the access requests made for information in the site and includes the following information. Click on the Request link in the left navigation bar.

Requests per day (past 30 days) Graphically charts the site access requests volume per day for the last 30 days Average requests per day by month Graphically charts the average daily requests volumn per month for the past year Top pages (Average requests per day over past 30 days) Lists the pages in the site most frequently requested over the past 30 days.

Site Collection Users Report This report is provided to present details about the users accessing the environment and includes the following statistics.

Click on the Users link in the left navigation bar.

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Microsoft SharePoint 2007 Unique users (past 30 days) Graphically charts the number of unique users to access the site per day over the last 30 days Average unique users per day by month Graphically charts the average daily number of unique users to access the site for each month over the last year User activity (past 30 days) Lists the users that have accessed the site in the last 30 days, ordered by frequency of access

Site Referrers Report This report presents details about the sites from which users navigated when accessing this site. Click on the Referrers link in the left navigation bar.

Top referring hosts (past 30 days) Graphically charts the top hosts from which users have navigated when accessing the site. The hosts are listed in frequency order. Top referring pages (past 30 days) Graphically charts the top URLs from which users navigated when accessing the site. These items are also listed in frequency order.

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Microsoft SharePoint 2007

Destination Pages Report This report provides details about the sites to which users have navigated from the current site in the last 30 days.

Top destination sites (past 30 fays) Graphically charts the pages to which users most frequently navigated from the current site in the last 30 days Top destination pages (past 30 days) Graphically charts the pages to which users most frequently navigated from the current site in the last 30 days

Click Home page to return to the Site usage summary page or use the bread crumbs to return to a specific site.

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