Title: Creating a SharePoint Site and Editing its Permission Levels

416 Agriculture Hall | Michigan State University | 517-355-3776 | http://support.anr.msu.edu | [email protected]     Title:   Creating  a  ShareP...
Author: Darlene Smith
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416 Agriculture Hall | Michigan State University | 517-355-3776 | http://support.anr.msu.edu | [email protected]

   

Title:   Creating  a  SharePoint  Site  and  Editing   its  Permission  Levels   Purpose    

Document  No.  -­‐   133   Revision  Date  -­‐     10/2013   Revision  No.  -­‐     2    

The  procedures  below  provide  outlined  steps  for  contacting  ANR  TS  and    asking  for  help  in   creating  a  new  SharePoint  site.    After  the  site  is  created,  the  instructions  guide  you  in  editing   the  permission  levels  of  the  site.      

Policy   N/A    

Definitions   Permission  Levels  –Permission  levels  in  SharePoint  refer  to  who  has  access  to  read,  write,  and   edit  portions  of  the  site.    

SharePoint Advanced: Create Site/Edit Permissions

TABLE OF CONTENTS Browser Reminder ....................................................................................................................................... 3   SharePoint Environment - Open Collaboration ................................................................................. 3   Creating a New Site .................................................................................................................................... 4   Request Permission to Create Site ........................................................................................................ 4   How to Create a Site ................................................................................................................................... 5   How to Edit Unique Site Permissions ............................................................................................. 10   Grant Permissions - Add User(s) to an existing group................................................................ 13   Edit User and/or Group Permissions ................................................................................................... 16   Delete a User or Group ............................................................................................................................ 19  

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SharePoint Advanced: Create Site/Edit Permissions

Browser Reminder Remember to use Internet Explorer (IE) 7 or higher when accessing SharePoint; this will assure you of full functionality.

It’s also a good idea to always have the latest updates installed for

Windows (which will include any IE updates). Also, follow these steps to configure IE to allow for full functionality of SharePoint: Note: This will only have to be done once per computer. •

Login to SharePoint at: http://share.anr.msu.edu



Check off the ‘private’ radio button



Log

In

with

your

ANR

username

and

password,

using

the

username

forma:

anr\[username] •

In Internet Explorer, click on Tools>Internet Options



Click the Security tab



Select the Local Intranet icon, click on Sites



Click on Advanced – Add (site should automatically show up)



Close - ok – ok

SharePoint Environment - Open Collaboration Since SharePoint is an Intranet – an environment for internal collaboration for all CANR and MSUE – you will want to allow for open collaboration whenever possible.

When creating new

sites and workspaces, continue to allow all in CANR and/or MSUE to have access. While there may be times when this is not allowable for sensitive data or other such reasons, keeping an open collaboration environment within MSUE will encourage participation by all.

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SharePoint Advanced: Create Site/Edit Permissions

Creating a New Site Request Permission to Create Site To be able to create a new site in SharePoint, you must first obtain the necessary owner permission. To obtain ownership permission to be able to create a site, do one of the following: •

If you’re familiar with Track-It!, our help desk system, you can create a help desk ticket. If not, you can include this same information in an Email to [email protected], or by phone, 517-355-3776 x195. Include: 1. The name of your site and a brief description. 2. What site will be the parent site?

Note: Your site will be a sub-site to whatever parent site you identify. Your site must be a sub-site, at minimum, to one of the four institutes or the MSUE Directors site. It can be lower down in the hierarchy, but not higher up. 3. Specify any additional people or groups that need access to your site, and specify

what permission (read, contribute, full control) each should have.

This isn’t

required since you can do this yourself, but if you know ahead of time a group of people that will need access to the site, include them in the Track-It! or email request. Note: How to manage site permission is covered further below.

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SharePoint Advanced: Create Site/Edit Permissions How to Create a Site Once you have received Email notification that you’ve received owner permission to create the site: 1. Navigate to the parent site that you identified in step 2 above. I will be using the Training Demo site as my parent site for this example.

2. Click on Site Actions

button in the upper left hand corner and select New

Site.



Select the Blank & Custom Category (1)



Select the “ANR Standard Template” (2)



Click on More Options (3)

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SharePoint Advanced: Create Site/Edit Permissions •

Title and Description: Give the site a Title and Description



Web Site Address: Provide the URL desired (you must not use any spaces when entering the URL name)



Permissions: Select “Use unique permissions” This allows you to set permissions as you would like for the site



Navigation Inheritance: Select “Yes”



Click on “Create” to create your site. You will then be taken to next page which will allow you to set up groups for this site

Important Note - Unique and Inherited Permissions: When you add a new site to SharePoint, “unique permissions” is the default permissions type.

We are strongly

encouraging owners to continue to use this since inheriting permissions may create more problems that it attempts to solve. Unique permissions means that the permissions for that site will not be inherited from its parent site (called Inherited Permissions). This is what the section

below

titled

“How

to

Edit

Unique

Site

Permissions”

deals

with.

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SharePoint Advanced: Create Site/Edit Permissions For each of the three groups, Visitors, Members and Owners, do the following: •

Select the “Create a new group” radio button – This will automatically show a unique group in the text box (for example, If I’m creating a site called “Test Site 7”, a group called “Test Site 7 Visitors” will automatically show up in the Visitors, members and owners sections.)

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SharePoint Advanced: Create Site/Edit Permissions To add any individuals to each specific group (visitors, members and owners) as follows: •

Click on the address book icon

. The address book will open.



Type in part or the entire last name of the person – they must have access to SharePoint for them to show up in the list.



Hit enter



Select the person you want to add on the right hand side.



Click on the Add button in the lower left to add them to the group. a) Repeat to add more people.



Click Ok when finished adding all desired users for the Visitors, Members or Owners group(s). Repeat for each group as needed.

Note on Groups: The Visitors group gives users Read access only. The Members group – the most common group – gives users edit permission.

The Owners group gives users owner

permission which is full permission to add, edit and delete items.

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SharePoint Advanced: Create Site/Edit Permissions Finished! Your site will now be created and you will be taken to your new sites home page. You will see the new site in the Quick Launch Bar on the left and in the drop down menu of the Top Links Bar.

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SharePoint Advanced: Create Site/Edit Permissions

How to Edit Unique Site Permissions Once you have created your site, no matter what type of permissions you set, you can further edit your permissions.

As for most permission functions, there are numerous options and

methods for adding, editing and deleting users and groups. There are two basic types of site permissions, unique permissions and inherited permissions. The recommended (and most common) type of permissions for a site is Unique Permissions. This means that that the site does not inherit it’s permissions from its parent site. 1. To begin editing permissions, navigate to the homepage of your site and click on the Site Actions

button in the upper left part of the screen, and select “Site

Permissions”.

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SharePoint Advanced: Create Site/Edit Permissions 2. You will now see groups (and users - if any are not part of a group) listed what type of group/user and what Permission Level they have to the site.

Important Note:

When you create a site, a “____All-users” group is present by default (which

includes all members of the parent site).

We encourage you to keep that group there to enhance

collaboration, but if necessary, you can remove it to limit your site to only those identified groups or individuals you select. Selecting those unique groups and users is covered below.

Description of permission levels: •

Full Control - This permission level contains all permissions. Assigned to the Site name Owners SharePoint group, by default. This permission level cannot be customized or deleted.



Design - Can create lists and document libraries, edit pages and apply themes, borders, and style sheets in the Web site. Not assigned to any SharePoint group, by default.



Manage Hierarchy - Can create sites and edit pages, list items, and documents. Assigned to group Hierarchy Managers by default.



Approve - Can edit and approve pages, list items, and documents. Assigned to the Approvers group by default.



Contribute - Can add, edit, and delete items in existing lists and document libraries. Assigned to the Site name Members SharePoint group, by default.



Read - Read-only access to the Web site. Users and SharePoint groups with this permission level can view items and pages, open items, and documents. Assigned to the Site name Visitors SharePoint group, by default.



Restricted Read - Can view pages and documents, but cannot view historical versions or user permissions.



View Only - Members of this group can view pages, list items, and documents. If the document has a server-side file handler available, they can only view the document using the server-side file handler.

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SharePoint Advanced: Create Site/Edit Permissions Options: The main options for editing site permissions are described below. While this should suffice for most situations, there are many other options to edit permissions than fit the scope of this document.

If you don’t find what you are looking for below, please contact us for

assistance:



Inherit Permissions – change site to inherit permissions from its parent site. (Not Recommended)



*Grant Permissions – adding user(s) to an existing group.



Create Group – allows a new group to be added and individual users added to the group. It’s encouraged to use existing groups to add individual users to so this will not be covered.



*Edit User Permissions – Edits selected users or groups permissions



*Remove User Permissions – Removes selected User/Group permission



Check Permissions – Can tell you what permission level a user has for that particular site



Permission Levels – A page that lists what access each of the different Permission Level gives a user.



Manage Access Requests – Sends an Email to the site owner requesting permission (Items with an * are explained in the rest of this document)

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SharePoint Advanced: Create Site/Edit Permissions Grant Permissions - Add User(s) to an existing group 1. Select the Grant Permission button from the Ribbon

2. In the Grant Permission dialogue box, first go to the Grant Permissions section and select the group you want to add a user(s) to. We recommend against selecting “Grant users permission directly”. It is always good practice to put users in groups (it is much easier to update/manage groups than individual users).

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SharePoint Advanced: Create Site/Edit Permissions 3. Next click on the address book icon

.

4. You will see the Select People and Groups dialogue box.



Type in part or all of the person’s last name– they must have access to SharePoint for them to show up in the list.



Hit enter on your keyboard



Select the person you want to add on the right hand side.



Click on the Add button to add them to the group.



Repeat to add more people. Click “OK” when you are finished

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SharePoint Advanced: Create Site/Edit Permissions 4. If you want to send an Email to the selected user, leave the “Send Welcome e-mail” checkbox checked off. Otherwise, uncheck it.



Click Ok when finished adding users for the selected group(s). Repeat for each other groups you want to add users to.

5. Finished! You are now done adding a user to an existing group. Note:

While you can add new groups, it is not encouraged since it’s best to use

existing groups.

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SharePoint Advanced: Create Site/Edit Permissions Edit User and/or Group Permissions – Edit selected user/group permission

To edit a user and/or group:

1. Navigate to the homepage of your site and click on Site Actions

button

in the upper left part of the screen, and select Site Permissions.

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SharePoint Advanced: Create Site/Edit Permissions 2. Check off the checkbox of the group(s) and/or user(s) you want to edit. You can check off multiple groups and/or users if you intend to change them to the same permission level. In the example below, the user “Training Demo” and group “Test Site 7 Visitors” have different Permission Levels.

Editing both at the same time will require them

to have the same permission.

3. Select

the

new

permission

level

for

user

and/or

group:

In the example below, Restricted Read is selected.

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SharePoint Advanced: Create Site/Edit Permissions 4. Click Ok 5. You can see the new Permission Levels, Restricted Read, displayed to the right.

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SharePoint Advanced: Create Site/Edit Permissions Delete a User or Group 1. Navigate to the homepage of your site and click on Site Actions

button

in the upper left part of the screen, and select Site Permissions.

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SharePoint Advanced: Create Site/Edit Permissions 2. Check off the checkbox of the groups(s) and/or users you want to delete. You can delete a group(s) and user(s) at the same time if desired. Also, you can see if they are a user or group by looking at the second column.



Click on the Remove User Permission button.

In the example above, the

“Training Site 7 Testing” group is selected to be removed (deleted).



Click “OK” to approve the deletion.

That’s it!

The page will be refreshed to

show your changes. This may take a minute so please be patient.

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