SharePoint Online. Basic Administration Guide

SharePoint Online Basic Administration Guide SharePoint Online Table of Contents Introduction .......................................................
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SharePoint Online

Basic Administration Guide

SharePoint Online

Table of Contents Introduction ......................................................................................................................................... 3 Audience .............................................................................................................................................. 3 Document Location .............................................................................................................................. 3 Special information .............................................................................................................................. 3 1.

General information..................................................................................................................... 4

2.

Grant access to SharePoint. ......................................................................................................... 4

3.

Manage user permissions. ........................................................................................................... 6

4.

Create a site collection ................................................................................................................. 8

5.

Add features to the site ............................................................................................................. 11

6.

External users ............................................................................................................................. 13

7.

Set up a public website .............................................................................................................. 18

SharePoint Online

Introduction The purpose of this Basic Administration guide is to describe the guidelines and steps required to successfully log in and administrate SharePoint.

Audience This document is compiled for Office 365 administrators and users.

Document Location The document is placed on Atea Microsoft Office 365 support page. This is a snapshot of an on-line document. Paper copies are valid only on the day they are printed. Refer to the author if you are in any doubt about the currency of this document.

Special information Important information and Special conditions are displayed in the following manner: Be special aware of… Useful information. Suggestions. Atea recommends..

SharePoint Online

1. General information You will use SharePoint site to stay in touch with your team, share documents, assign tasks, post questions, etc. You can also use SharePoint to create your public website. SharePoint includes team sites and one is created automatically when you sign up for Office 365. The documents are stored in sites, and a certain group of sites forms a site collection. Site collection administrators can manage permissions for people on all sites. Site owners can manage permissions for people only on the sites they own. The basic permission levels in SharePoint are Full Control, Design, Contribute and Read. You can read detailed description of permission levels here: http://office.microsoft.com/enus/sharepoint-online-small-business-help/default-administrative-roles-and-user-groupsHA101850490.aspx?CTT=5&origin=HA101988906 As an administrator, your first task is to make sure all your team members can get into the SharePoint site and that the basics are in place so that people can begin creating the team experience you want them to create. Even though you have already set up user accounts in Office 365, those users aren’t automatically added to SharePoint.

2. Grant access to SharePoint. 

Log in to MOP with your administrator credentials and go to “Team Site”.



On the top left corner from the drop down menu “Site Actions” choose “Site Settings”.

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Choose the option “People and groups” under “Users and permissions”.

SharePoint Online

 

Under Groups in the navigation area on the left side of the screen, click members and click “New”! Click “Add users”. The grant permissions dialog box appears.

  

Enter the email addresses of your team members, separating them with semicolons. In the Personal Message box, type a message you want your team members to receive. Click “Ok”, and the new members are added to the members list.

3. Manage user permissions. Once the users are added to the site, you can manage the permissions you want them to have. Each new member is given “Member” privileges, which means that the they can read all content on the site and contribute to that content (edit, add, remove material). If you are satisfied with these permissions, no changes are needed. It is possible to change permissions to individual users or assign users to groups that share the same permissions and access level. To change the default permissions, follow these steps: 

Log in into MOP and on top of the page choose “Team Site”.

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In the left corner from drop-down menu “Site Actions” choose “Site Settings”.



Choose the option “People and groups” under “Users and permissions”

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In the left corner you can choose various options: o Click Grant Permissions to give permissions to a certain user o Click Create Group to create a group with certain permissions and add users to those groups o Click Check Permissions to see what permissions a certain user has

If you want to manage permissions in groups, a good practice is to create a security group in MOP first and then grant permissions to that group in SharePoint.

4. Create a site collection 

Log in into MOP with your administrator user name and in admin overview in SharePoint section, click “Manage”.

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In Administration Center choose option “Manage Site Collections”.

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Click the New site collection tab and choose “Private Site Collection”.

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Fill in the necessary information in the pop-up window: o Title, Website address, Template selection (that determines what lists and features will be available on your new site, etc) o Choose an administrator for the site, who will have full access to it and who will be able to add other members and manage their permissions. o Choose storage quota. (You can enlarge it later if necessary within the available limit, or you can purchase extra storage space in ATEA eSHOP.)



Click “OK”.

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Once you have created one or several site collections you can manage them from SharePoint Administrator center. 

Choose the site collection by clicking the box next to the name of it and additional options will appear on top of the window:

Here you can check site collection properties, manage owners, change storage and resource usage quota and see DNS information.

5. Add features to the site 

To add different features to your SharePoint site, when located in the site collection you want to change, in the left corner of page, click “Site Actions” and from the drop-down menu choose the necessary action:

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If you click “More options”, you can choose a feature from many different templates:

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6. External users You can grant permission to external users to view your internal SharePoint site and its content. To do that, follow these steps: 

Log in into Mop and in Admin Overview under SharePoint click “Manage”.

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In Administration Center, click on “Manage Site Collections”.

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Click on the “Settings” tab and choose option “Manage External Users”.

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In the pop-up window, choose whether you want to allow or deny access to sites for external users.

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However, the content will not be visible for everyone who just visits the page. You can invite certain users to see certain site. To invite external users, site administrator needs to follow these steps: 

When logged in into SharePoint on the left side from the drop-down menu “Site Actions”, choose the option “Share Site”.

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In the pop-up window you can enter the e-mail addresses for users you want to invite and choose their access level: members or visitors.

SharePoint Online

7. Set up a public website In addition to managing your team site, you can use SharePoint Online to easily design and customize a professional-looking public website for your organization. If you already have a website, you can have Office 365 point to it by verifying your domain in Office 365. However, you can’t import your current website into Office 365. 

You can create the web site if you go to SharePoint Administration Centre and click “Site Collections”, “New” and “Public Website”.

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Fill in the necessary fields: o Choose a title for the site o URL (several options available if you have one or several vanity domains verified) o Select a language (web site template and editing options will be displayed in that language) o Time Zone o Choose an administrator for the page o Choose storage quota o Choose resource Usage Quota

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Now the default web page is accessible. 

Follow the link and choose the option “Member Login” to edit the page.

SharePoint Online

 

Write in your credentials and you will be directed to the edit page. Choose the part that you want to edit by ticking the box next to the name and then click “Edit” on top of the page.

You are directed to a site where you can edit text and design of the page. When you are done, click “File”, “Save and Publish”!

SharePoint Online

To find detailed plan for setting up SharePoint, click here: http://office.microsoft.com/enus/sharepoint-online-enterprise-help/step-1-plan-to-manage-sharepoint-online-by-using-theadministration-center-HA102034913.aspx?CTT=5&origin=HA101988931