SharePoint 2007 User Guide

For Site Owners

SharePoint 2007 - Collaborative Sites

Contents 1.

2.

3.

4.

Overview ............................................................................................................. 2 1.1

What is a SharePoint Team Site? .......................................................................2

1.2

What are the responsibilities for a Site Owner? ....................................................2

Site Users and Permissions .................................................................................. 3 2.1

Assigning permissions ......................................................................................3

2.2

Permission levels ............................................................................................3

2.3

Default Groups ...............................................................................................3

2.4

Forward planning ............................................................................................4

2.5

Applying Permissions: ......................................................................................4

2.6

Set new permissions for Owners, Members, or Visitors .........................................5

2.7

Set individual user permissions .........................................................................6

Site Structure and Functionality ........................................................................... 7 3.1

Creating sub-sites ...........................................................................................7

3.2

Create new items, e.g. a list, library, discussion board, survey or web page ............8

Site Navigation .................................................................................................... 9 4.1

5.

6.

Modify the Top Link bar or the Quick Launch bar .................................................9

Look and feel ..................................................................................................... 11 5.1

Modify the site’s title and description ............................................................... 11

5.2

Change the Site Theme .................................................................................. 11

Site Management Tools ...................................................................................... 12 6.1

Add or Modify Web Parts ................................................................................ 12

6.1.1

To access Web Parts: .......................................................................................... 12

6.1.2

To rename or resize a Web Part: ........................................................................... 12

6.1.3

To delete a Web Part: .......................................................................................... 12

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SharePoint 2007 - Collaborative Sites

1. Overview This user guide describes the basic administrative responsibilities of a SharePoint Team Site Owner and takes you through the steps you will need to perform when creating and managing content on your site. As a Site Owner, you will have more commands at your disposal allowing you to control access to your Team Site, customise its look and feel, modify the site navigation and structure, and use Web Parts. To get the most from the guide, you should have at least Owner access (full control) to your Team Site. 1.1 What is a SharePoint Team Site? Within SharePoint, we have created a standard template for all projects – the Team Site. This collaborative environment provides teams with a central location for organising and sharing information. Most Team Sites include Document Libraries and Lists which can store various types of files and data. Many Team sites have sub-sites. A typical site might include:      

Shared Document Libraries Calendar Task List Discussion Board News items (Announcements) Resources List

If the standard Team Site template doesn’t meet all your requirements, we can customise a site for you. Please contact the Service Desk in the first instance – [email protected]. 1.2 What are the responsibilities for a Site Owner? As a SharePoint Site Owner you are responsible for: 

creating and maintaining user permissions



creating new spaces within the SharePoint site, e.g. sub-sites



ensuring accuracy and up-to-date information on the site



performing the role of Site Owner for all sub-sites created by you, or delegation of this responsibility



dealing with queries from users regarding your site o

If you are unable to answer a query regarding your site please log a call with the Service Desk, [email protected], 273636.

Note: As Site Owner you are responsible for the content on your site and who has permission to access to it. As such, you should consider carefully the type of content you want to store on SharePoint; if it is highly confidential, we recommend storing this on a shared drive where permissions are managed centrally.

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SharePoint 2007 - Collaborative Sites

2. Site Users and Permissions 2.1 Assigning permissions As Site Owner, you manage user access to your SharePoint site by either allowing the site to inherit permissions from a parent SharePoint site, or by assigning permissions to either groups of users or to individual users: 

Inheriting permissions: This is the default SharePoint position. For example, the CASS SharePoint site has a sub-site called Research – Research inherits permissions from the CASS parent site unless over-written by the Site Owner.



User Groups: You can manually create User Groups. Alternatively, we can automatically generate User Groups from the HR database on your behalf. We call automatically generated lists ILM (Identity Lifecycle Management) lists. Note: We recommend that, where possible, site permissions are handled by ILM groups, thus enabling permissions management to be automated. You can request new ILM groups via the Service Desk – [email protected].



Individual Users: You can add individual users by selecting them from a list that links to the University’s IT user list in Active Directory. This ensures that SharePoint recognises users and can pick up information from other Microsoft Systems (e.g. presence information from Outlook).

2.2 Permission levels Permissions enable you to determine who can access your site and what they can do with the content in it. For example, you can set up permissions to allow project members to add or modify content but only allow people outside the project to view content without changing it. SharePoint automatically provides five default permission levels for each new site: 

Full Control: Full control over site permissions, functionality, and content



Design: Can create site features and manage site style (Not usually needed)



Contribute: Can carry out basic functions like adding, editing and deleting items in libraries and lists, but will not be able to change the settings of these features



Read: Can only read information – no ability to contribute



Limited Access: Automatically added to sites to facilitate access at a lower level, e.g. access to specific items within lists or libraries but not the entire site, list or library

You’ll find a full description of permission levels and permissions on Microsoft’s website. 2.3 Default Groups SharePoint provides three default groups with pre-assigned permission levels. Note: It is best practice to work with these groups where possible as this will significantly simplify the management of your site. 

Site Owners: have Full Control over site functionality, structure, and content and should be restricted to a small number of individuals



Site Members: can Contribute to the site (add, amend, delete documents) but do not have any control over site functionality or structure



Site Visitors: can access approved site content but have Read only access

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SharePoint 2007 - Collaborative Sites

2.4 Forward planning Before setting up your site, you should consider carefully who needs access to the site, what level of access they need, and what parts of the site to include in their permissions. The table below will help you decide who goes in which group. Owner access Might include the following: 

The overall Site Owner



Another person in your area who could act as your deputy/take responsibility for this site in your absence



Any other member of staff you wish to give full control of the site to



IT Services Staff who will support your site

Member access and Visitor access Might include any of the following, depending on the scope and use of the site: 

All University staff, managed via the automated ILM list UOA\ilm_staff



All staff in your College, managed via an ILM list



All staff in your School, managed via an ILM list



All core staff in your School, managed via an ILM list



All honorary staff in your School, managed via an ILM list



All temp staff in your School, managed via an ILM list



Existing SharePoint Groups (see People and Groups)

2.5 Applying Permissions: Please note that, as well as applying permissions at site level, you can also manage them at sub-site, folder, and document level. However we recommend that, wherever possible, you apply permissions at the site level to limit their complexity and minimise permission issues. Add individuals or groups to Members (Contribute access) or Visitors (Read only) permission groups on your site (e.g. from an ILM group) 1. From the Quick Launch bar, click on People and Groups.

2. Click on the New drop down menu, and select Add Users.

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SharePoint 2007 - Collaborative Sites

3. From the Add Users screen, click on the Browse button.

4. Enter the name of the individual, group or ILM into the Find box and press Enter to Search. 5. Select the individual, group or ILM group from the list of results and click Add-> then OK. 6. Under Give Permission, make sure the Add users to a SharePoint group is selected, then select the appropriate permission group – by default this will be set to Members [Contribute]. 7. Under Send E-Mail, choose to send a welcome e-mail to new users. If you don’t want to send an email, un-tick the checkbox. 8. Click OK. 2.6 Set new permissions for Owners, Members, or Visitors 1.

From the Quick Launch bar, click on People and Groups.

2.

The Groups menu appears on the Quick Launch bar. Click Site Permissions.

3.

The Permissions screen lists the default permission levels for each group.   

Members: Contribute Owners: Full control Visitors: Read

4.

Click on a group name to edit the permissions assigned to it.

5.

Tick or un-tick the Permissions checkboxes on the right of the screen to edit, then click on OK to save your changes.

Note: Make sure to leave the Visitors group with Read permissions.

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SharePoint 2007 - Collaborative Sites

2.7 Set individual user permissions To set a permission level for an individual that is different from that of the group (e.g. Members) he or she belongs to: 1.

From the Quick Launch bar, click on People and Groups.

2.

The Groups menu appears on the Quick Launch bar. Click Site Permissions.

3.

Click on the New drop down menu, and select Add Users.

4.

From the Add Users screen, click on the Browse button.

5.

Enter the surnname of the individual into the Find box and press Enter to Search.

6.

Select the individual from the list of results and click Add-> then OK.

7.

Under Give Permission, selec the Give users permission directly radio button.

8.

Choose the level of permission you want the user to have and select whether or not to send a welcome e-mail.

9.

Click OK.

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SharePoint 2007 - Collaborative Sites

3. Site Structure and Functionality 3.1 Creating sub-sites By default, a new sub-site uses the URL of its parent site as the first part of its URL. A sub-site can inherit the permissions and navigation of the existing parent site, but you can also specify unique permissions and navigation if you want. For example, a new sub-site uses the existing top link bar and home page by default, but you can specify that it uses its own top link bar and homepage. To create a sub-site: 1.

Make sure that you are at the location on your site where you want to create a new subsite.

2.

Click on Site Actions (top right of screen) and then select Create.

3.

Under the Web Pages column, click Sites and Workspaces.

4.

In the Title and Description section, type in a title and description for your site. 

The title appears at the top of the Web page and appears in navigational elements that help users to find and open the site.



The description appears at the top of the Web page and helps users understand the purpose of your site.

Note: The title is a required field. The description is optional. 5.

In the Web Site Address section, type a URL for your site. The first part is inherited from the parent site and is provided for you.

Note: To avoid potential problems with updating or modifying the site, do not use any of the following special characters in the web address. ~ # % & * { } \ : < >? / | " 6.

In the Template Selection section, click the tab that you want, and then select the site template that you want. (NB. Team Site is the default option and will suit most users):

7.

In the Permissions section, select whether you want to provide access to the same users who have access to this parent site or to a unique set of users.

If you select Use Unique Permissions, you can set up permissions later, after you finish entering information on the current page.

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SharePoint 2007 - Collaborative Sites

8.

In the Navigation Inheritance section, specify whether you want the site to inherit its top link bar from the parent site or to have its own set of links on the top link bar.

Note: This setting also affects whether the new site appears as part of the breadcrumb navigation of the parent site. If you click No, your sub-site will not contain the breadcrumb navigation of the parent site. The breadcrumb navigation is a set of hyperlinks that allows site users to quickly navigate up the hierarchy of sites within a site collection. When you navigate down the site hierarchy, breadcrumb navigation appears on the page to which you have navigated. 9.

Click Create. If you specified that you want the sub-site to have the same permission as its parent site (in step 7 above), SharePoint will open the sub-site you have just created. If you specified unique permissions (in step 7 above), the Set Up Groups for this Site page appears, where you can set up groups for the sub-site. 

You need to specify whether you want to create new groups or use existing groups for visitors, members, and owners of this site. In each section (Visitors, Members, Owners) do one of the following: 

Click Create a new group and either accept the automatically created name for the new SharePoint group, or use the book icon to browse the directory.



Click Use an existing group and select the SharePoint group that you want from the list. If you have several SharePoint groups, the list may be abbreviated. Click More to see the full list or Less to abbreviate the list.



Click OK.



SharePoint will open the sub-site you have just created.

3.2 Create new items, e.g. a list, library, discussion board, survey or web page Before creating a new item, make sure that you are at the location on your site where you want the item to appear. 1.

Click on Site Actions (top right of screen) and then select Create.

2.

Select the item you want to create from the available lists. You can hover your cursor over any item to view information about it in the upper section of the screen.

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SharePoint 2007 - Collaborative Sites

4. Site Navigation 4.1 Modify the Top Link bar or the Quick Launch bar You can customise both the Top Link bar and the Quick Launch bar. The Top Link bar is a row of tabs at the top of every page on a site. It provides a way for your site users to get to other sites within the site collection. SharePoint refers to the Top Link bar as Global Navigation. The Quick Launch bar is displayed on the home page of a site and contains links to featured lists and libraries of the site or sub-sites. SharePoint refers to the Quick Launch bar as Current Navigation. To add a link to the Top Link bar: 1.

Navigate to the site where you want to add a link.

2.

Click on Site Actions (top right of screen) then select Site Settings.

3.

Click Navigation under the Look and Feel column.

4.

In the Global Navigation section of the Site Navigation Settings page, select Display the navigation items below the current site. This causes the site to have a unique Top Link bar rather than inheriting the link bar from its parent site.

5.

Next, in the Navigation Editing and Sorting section, click on Global Navigation then choose Add Heading.

6.

Enter the Title and click on Browse to browse the current site. Select the item you want to link to from the list and click OK.

7.

Click OK.

8.

The new link should appear on the Top Link bar.

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SharePoint 2007 - Collaborative Sites

To add a new link to the Quick Launch bar, follow steps 1-3 above, then: 9.

Click on Current Navigation, then choose Add Link.

10.

Enter the Title and click on Browse to browse the current site. Select the item you want to link to from the list and click OK.

11.

Click OK.

12.

The new link should appear on the Quick Launch bar.

13.

To delete existing links or headings, or change the order in which they appear, simply highlight the appropriate item in the Navigation Editing and Sorting list (shown below) and use the control buttons at the top.

14.

When you’re finished, click OK to save your changes.

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SharePoint 2007 - Collaborative Sites

5. Look and feel 5.1 Modify the site’s title and description 1.

Click on Site Actions (top right of screen) then select Site Settings.

2.

From the Look and Feel column, click on Title, Description, and Icon.

3.

The next page has fields for the site’s title and description, as well as a field for the URL for any logo image you want to use, and a brief description for the logo image.

4.

If you associate a logo with the site, it will appear on the top left of the SharePoint Window, replacing the default Microsoft icon.

5.2 Change the Site Theme 1.

Click on Site Actions (top right of screen) then select Site Settings.

2.

From the Look and Feel column, click on Site Theme.

3.

From the list of themes, click on each to see a preview before commiting.

4.

When you have chosen the theme you would like, click on Apply.

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SharePoint 2007 - Collaborative Sites

6. Site Management Tools 6.1 Add or Modify Web Parts Web Parts are widgets that take content from one or more of the site areas you’ve developed (e.g. a calendar, discussion board, news, etc.) and display it on your site’s homepage.

6.1.1 To access Web Parts: 1.

From your site’s homepage, click on Site Actions (top right of screen) then select Edit Page. This opens your site homepage in Edit Mode.

To add a Web Part: 2.

From within Edit Mode (see 1 above), click on the Add a Web Part banner.

3.

From the Add Web Parts dialog, select the type of Web Part you want to add to your site (e.g. Tasks, Documents, Calendar, etc.), and click on Add.

4.

From Site Actions, click Exit Edit Mode. Note: One of the most flexible Web Parts you can add is the Content Editor Web Part. You’ll find this option listed under Miscellaneous in the Add Web Parts dialog. The Content Editor Web Part allows you to add content such as introductory text content or images via a Rich Text Editor or a Source Editor (html).

6.1.2 To rename or resize a Web Part: 1.

From within Edit Mode (see 6.1.11 above), click on the small edit link in the top right of the Web Part you want to modify and select Modify Shared Web Part.

2.

The editing choices appear on the right in the Administration pane. Title and size (Height and Width) are listed under Appearance.

3.

Click Apply to view how your changes will look, and OK when done.

6.1.3 To delete a Web Part: 1.

From within Edit Mode (see 6.1.11 above), click on the small edit link in the top right of the Web Part you want to delete and select Delete.

2.

Click OK then from Site Actions, click Exit Edit Mode.

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