Copyright © 2010 MAX Technical Training A class for the owner of a SharePoint site who needs to know how to create sites and lists, manage user access.

Copyright © 2010 MAX Technical Training

MICROSOFT OFFICE SHAREPOINT SERVER

2007 FOR THE SITE OWNER

/ POWER USER

A class for the owner of a SharePoint site who needs to know how to create sites and lists, manage user

access and customize lists and web part pages.


Site Owner? SharePoint Business Owner - The person who is responsible

for "paying the bills" and has the business responsibility for the organizations use of SharePoint.

Site Owner / Power User - A SharePoint user with the additional skills and responsibilities to manage the day to day operations of a SharePoint site and subsites. Primary duties include controlling who has access to the site (security) and the design of the site (lists, libraries and navigation)

Site Collection Administrator - A SharePoint user with responsibility for the top level site in a site collection and all sites below that site. This user also has access to an additional set of features in Site Actions, Site Settings including search customization and access to the Site Collection Recycle Bin.

SharePoint System Administrators - The team responsible for the management and support of the SharePoint servers including the initial creation of new site collections, system backup, server maintenance and deployment of custom features.


Introductions

Name Company affiliation Title/function Job responsibility SharePoint experience A little bit about your

SharePoint site Expectations for this course


Topics

Module 1: The Role of the Site Owner Module 2: SharePoint Review Module 3: Using and Customizing Lists Module 4: Creating Forms Libraries Module 5: Creating Web Pages Module 6: Sites and Workspaces Module 7: Users and Groups Module 8: Site Activity


Module 1The Role of the Site Owner

Activities of the Site Owner Adding, removing users and setting their

permissions Creating and customizing lists and document

libraries Changing the appearance of a site using

themes and Master Pages and setting navigation options

Creating sub-sites and workspaces Modifying pages by adding and configuring

web parts Creating web pages Monitoring site usage


The work of the Site Owner will largely be within four areas

Site Actions -> Site Settings

Site Actions -> Edit Page

Site Actions -> Create

And for each list and library: Settings -> List or Library Settings


Site Actions

Site Actions

Site Actions -> Site Settings


Site Actions

Site Actions -> Create


List and Library Settings


Module 2SharePoint Review

We will now take a quick hands-on exploration of SharePoint end-user features and explore any of these features you would like to learn more about.

Anything you have not seen before?

Anything you would like to know more about?


Module 2SharePoint Review

Libraries Document, Form, Wiki, Picture

Lists Tasks, Project Tasks, Links, Calendars, Surveys Announcements, Contacts, Discussions

Uploading files Folders Alerts RSS Feeds Exporting lists Outlook Synchronization Recycle Bin options Creating Sites from templates


Module 3Using and Customizing Lists

Title, description and navigation Content Approval Setting Versioning options Customizing columns Creating Custom Lists Views: Default, Datasheet, Custom Content Types Communications options – E-mail/RSS Workflows


List SettingsGeneral Settings

Settings -> List Settings(or Library Settings)

General Settings


List SettingsTitle, description and navigation Settings -> List Settings

(or Library Settings) General Settings -> Title, description and

navigation


List SettingsContent Approval

Settings -> List Settings(or Library Settings)

General Settings -> Versioning settings


List SettingsContent Approval

Process: New content created or uploaded

Item now in Pending status and can only be seen by the author and users with Approval permission (such as the Site Owner)

User with Approval permission reviews the item and then approves or rejects the item. If rejected, only the author and approvers can

see the item If approved, all users with Read permissions can

see the item


List SettingsFolders

Lists can be divided into folders just like file folders in Windows Explorer.

Folders are available in most lists, but may not be enabled by default. To change folder settings select Advanced

Settings from the list’s Settings screen:


Folders or Views? A folder structure is a rigid way of organizing

content, and cannot be quickly changed. Views can give you more ways to arrange

content as long as you have added columns (metadata) to categorize the content.

You can use folders and views together if when you create the view you select "Show all items without folders" while designing the view.

You should generally not display more than 2000 items at a time. You can use either folders to break your lists into manageable subsets or use views (grouped or filtered) to limit the number of items displayed at a time.


List SettingsItem-level Permissions

Several list types let you use “Item-level Permissions” to control who can see and edit items without setting up custom security permissions.

Item-level Permissions are only available for Announcements, Calendar, Custom lists, Discussion Board, Links, Survey and Tasks.


List SettingsVersioning

Benefits of versioning include: A history of document changes The ability to revert to a previous version The ability to view previous versions

To enable versioning Settings -> List or library settings -> Versioning


List SettingsCheck in and out

Check in / out prevents multiple users from updating a file at the same time

While a document is checked out other users cannot: Delete the document Save / overwrite the document Upload a new document with the same name

Checked out documents can be checked in by the person who checked it out, and by the site owner

Office 2003 and 2007 both support check in / out, but in slightly different ways

When checking out a document you will be asked if you want a copy saved to your “local drafts folder” (My Documents\SharePoint Drafts)


List SettingsList and Library Columns Columns can be added to every list and library Columns can be added from:

The list’s Settings Menu: Settings -> Create Column The list’s settings screen: Settings -> Document Library

Settings (or list type Settings) -> Columns section -> Create Column

Predefined Site Columns can be added from: The list’s settings screen: Settings -> Document Library

Settings (or list type Settings) -> Columns section -> Add from existing site columns

Columns can be: used in lists and web parts for sorting and filtering by clicking

the column headings used in views to Group, Filter and Sort the view searched - all metadata is indexed for search


List SettingsSite Columns

If everyone created their own column definitions you might end up with a customer IDs defined like these: Customer ID, Cust ID, CustID, CID, CustomerID or just

Customer

Site Columns: Provide reuse and consistency Are required to create Content Types

Site Columns are created in Site Actions, Site Settings, Site Column


List SettingsSite Columns

To add Site Columns to a list or library Display the list and go to the settings page Scroll down to Columns and click Add from

existing site columns


List SettingsContent Types

What is this? A sales contract, a purchase contract, a contract template? All we can say for sure is that it

is a Word document… We could add metadata columns, but

would those columns be appropriate for every file in the library?

With Content Types you can Identify the document with its business use (PO) Collect metadata required for that use (PO number) Define custom property panels for Office, set rules for

auditing and expiration, specify a workflow and supply a template for the New button



Uploading a document to a library with Content Types



And by displaying the Content Type’s columns in the view we now know the business purpose of the document


List SettingsImporting Excel Files

New lists can be created by importing an Excel file First row should be the column names Additional rows should be consistent: all dates

or all numbers, but not mixed

Site Actions, Create, Import Spreadsheet


List SettingsCreating Views

Views are filtered and sorted representations of SharePoint lists and can be thought of as reports

A definition of a view includes: Columns to display Filters to select rows to display Sorting Grouping (two levels) Totals Item Limit (first 10, etc)


List SettingsCreating Views

View formats Standard view (works with all lists and

libraries) Datasheet view Calendar View (works with all lists and

libraries with at least one date column) Gantt View (works with all lists and libraries

with at least two dates and an optional “percent complete” column)


List SettingsReally Simple Syndication

RSS is a quick way to see “what’s new” at a web site, or in a SharePoint list or library

Most web sites and browsers indicate an RSS feed with an orange icon

SharePoint RSS feeds can be customized: To limit the number of items displayed by a count or

number of days To display selected fields To display a welcome message or icon

RSS feeds can be “subscribed to” using a feed reader such as Outlook or a third party tool


List SettingsIncoming Email

Lists and libraries can be setup to allow content to be received via email

Libraries can receive attached documents Optionally the body of the email can also be saved

Announcement, Calendar and Discussion board lists can receive items via email Other list types cannot

Incoming email is disabled by default

Think about security if you enable email Also consider requiring Content Approval


List SettingsSearch Visibility

Some lists and libraries contain only archive or rarely accessed content - for these you can disable search visibility

Note: Search visibility can also be disabled for the entire site from Site Actions, Site Settings


List SettingsWorkflows

Workflows are used to automate activity around a document or list item An example of a workflow is an approval

process where three people in sequence must approve a document before it can be displayed to all users

Sample workflows WSS includes one sample: Three State

Workflow MOSS includes four samples: Approval, Collect

Feedback, Collect Signatures, Disposition Approval

Custom workflows can be created using SharePoint Designer or Visual Studio


List SettingsWorkflows

A detailed study of workflows is beyond the scope of this class

The class handout has a complete step by step walkthrough of the Approval workflow


Module 4Creating Forms Libraries

Creating a Microsoft Office InfoPath Forms Library

Creating a Form and Publishing Filling out the form


Forms Libraries

Forms Libraries are SharePoint libraries based on an InfoPath form template Clicking “New” will open a new InfoPath form. When

saved it will be saved back to the library, optionally saving form data as library columns

Forms are designed using Microsoft Office InfoPath and then published to SharePoint

MOSS Enterprise includes InfoPath Forms Services and can deliver forms to users via a browser (InfoPath does not have to be installed on their PC)


Module 5Creating Basic & Web Part Pages Basic Web Pages are pages within a SharePoint

site that do not need or use any SharePoint features such as web parts or lists

Advantages of a Basic Web Page Simple HTML web content Simple to edit online Easy copy and paste from Word

Web Part pages are created from templates with one to many web part zones and can be used for reports, RSS feeds and custom web parts


Basic Pages

From Site Settings menu select Create From Web Pages click Basic Page Enter a name for the new page

This name will be part of a URL to this page - if users will be typing or emailing a link to this page you should avoid special characters including spaces

Select a document library for the page (Tip: add a library named “MySitePages” or similar)

Click Create – an editor window will open

Type or paste the text for the page


Web Part Pages

From Site Settings menu select Create From Web Pages click Web Part Page Enter a name for the new page

This name will be part of a URL to this page Select a Layout Template Select a document library for the page Click Create Add web parts Optionally add a link

from Quick Launch


Module 6Sites and Workspaces

Site Customization Title, Description and Themes and

Master Pages Navigation options Web Parts


Sites and Workspaces Title, Description and Icon

Title Typically short – do not leave blank as it is used in

navigation and search Description

Displayed below the Top Link Bar Can be left blank (and then use a Content Editor Web

Part for formatted text) Icon

Typically stored in a library Pre-size the image using a paint program before

uploading Best practice is to use a relative URL which excludes

the server name


Sites and Workspaces Site Theme

The site theme controls the fonts and colors used for all pages in the site.

Customization beyond the sample themes requires the use of SharePoint Designer


Sites and Workspaces Tree View

The Tree View page is used to turn on or off the display of both Quick Launch and the Tree View.

The Tree View displays lists, libraries, and subsites. Folders can be expanded to see sub folders and subsites can be expanded to see their lists and libraries.

The Tree View can be customized using SharePoint Designer.


Sites and Workspaces Navigation

Microsoft Office SharePoint Server provides two tools for editing the Top Link Bar and Quick Launch If your site was created from a Publishing

template or is a subsite of a Publishing site then you will have a single option in the Site Settings screen, “Navigation”, that is used to edit both the Top Link Bar and Quick Launch

If your site was created as a top level non-publishing site, or as a subsite of a non-publishing top level site then you will have two options, “Top Link Bar” and “Quick Launch”


Sites and Workspaces Top Link Bar (non-publishing)

Subsites are added to the Top Link bar by default

You can customize the Top Link bar by removing tabs (Links), or by adding new tabs (Links) that can link to any URL, inside or outside of SharePoint. Examples: Subsites or other SharePoint sites Other corporate or public web sites Libraries or documents in libraries


Sites and Workspaces Quick Launch (non-publishing)

The Quick Launch bar can be customized by: Adding, removing or renaming the Headings Adding links to any destination (URL), inside or outside

of SharePoint


Sites and Workspaces Navigation (publishing)

The Navigation page is used to customize both the Quick Launch panel and the Top Link Bar Subsites and Pages sets whether subsites are

displayed in navigation Sorting (typically left as manual) Global Navigation sets whether the Top Link Bar for

the current site displays tabs defined from the parent site

Current Navigation sets similar options as Global Navigation, but controls what is inherited in the Quick Launch bar

Navigation Editing and Sorting is used to manage both the Top Link Bar (Global Navigation) and the Quick Launch Bar (Current Navigation)





“Top Link Bar”“Quick Launch”


Save Site as Template New sites can be created from an existing site design by

saving the site as a template

Saved templates can be selected from the “Custom” tab when creating new sites

Saved templates appear in the Site Templates Gallery in Site Settings and can be downloaded and shared with other site collections by uploading the template file to another Site Templates Gallery

Notes: Publishing sites cannot be saved as a template “Include Content” includes all list and library content and is

limited to 10 MB by default


Reset Page or Site to the Original Site Definition

A page or site customized with SharePoint Designer can be restored to its original template based design


Search Visibility for the Site

Some sites, and archive site for example, do not need to be included in search


Web Parts According to Microsoft:

“A Web Part is a modular unit of information that forms the basic building block of a Web Part Page.“

SharePoint automatically creates web parts for each list and library you create

Additional web parts can be used to: Display images Display any text Display reminders for checked out documents Display external RSS feeds and much more...


Web Parts

A list web part

An image web part

A list web part

A web part for a

custom list


Web Parts To add a web part:

Click Site Actions and then Edit Page Click Add a Web Part at the top of the zone for the new web

part Select the web part from the list. Web parts for existing lists are

displayed first

To delete a web part: Click Site Actions and then Edit Page Click the edit dropdown and then click Delete to remove the

web part and discard any current settings Note: Close (and the “X” button) does not delete a web part. Use Close

to hide the web part and retain the settings so you can later restore the web part

To move a web part: Drag the title bar of the web part Web parts can only be moved within predefined web part zones

(A Team Site home page has two web part zones: Left and Right)


Web PartProperties

All web parts have the same three sets of properties: Appearance – Title bar options, height and

width Layout – Used to position a web part in a web

part zone (almost everything here can also be done by dragging the web part with the mouse)

Advanced – User interface, help and URL/link options

Most web parts have one or more custom properties sections


List and LibraryWeb Parts

List and Library web parts include a “List Views” property panel

Selected View The dropdown list contains a list of all views

currently defined for the list or library To add a new view to this list, go to the list’s

page and create a new view Click “Edit the current view” to customize the

currently selected view (This customized view is a copy of the currently selected view and any customizations will not change any of the existing views in the dropdown list.)

Toolbar Type Full toolbar includes buttons such as New, Upload and Actions Summary toolbar displays the “Add” text: “Add new

announcement”


Content EditorWeb Part

This web part is useful for: Images (unlike the image web part, this web part can

display an image with a caption and can make the image clickable)

Contact information – contact name, email, phone, etc Introductory information – welcome message, site

purpose, etc Copyright and legal messages

Two Editors Rich Text Editor – for typical word processing entry of

text, images and hyperlinks Source Editor – for entry of HTML, CSS and JavaScript

Use to add movies, flash, animations, Silverlight, etc.


ImageWeb Part

This web part is useful for images Note: the Content Editor offers more options for

formatting images


FilterWeb Parts

Available in MOSS Enterprise Edition only

Used to filter the content displayed in other web parts. The web part being filtered must support Connections For list and library web parts, you can only filter on

columns displayed in the current view Filter web parts do not have a button to apply their

changes so you will typically also add a Filter Actions web part

Filter web parts: Choice, Current User, Date, Actions, Page Field, Query

String, SharePoint List, Text


FilterWeb Parts

Date Filter

Filter Action (button)

List (web part) being filtered


Page ViewerWeb Part

Useful for: Displaying external web sites Displaying internal reports (any report that

can be displayed in a browser) Lists of files in network shares (SharePoint

user must have Read rights to the share)


Site AggregatorWeb Part

Used to: Roll up the content of libraries of other SharePoint sites Display web pages. Similar to the Page Viewer Web

Part, but includes tabs to link to multiple pages / sites. Click the Sites tab to add new sites


RSS ViewerWeb Part

RSS = Really Simple Syndication Used to display “What’s new” content from external

web sites that support RSS feeds The RSS Viewer cannot read SharePoint RSS feeds

User clicks article title to display a summary and a “More” link

Clicking More opens the linkedsite


This Week in PicturesWeb Part

Displays one image (last one uploaded) from an Image Library and links to a slide show where users can see all of the images in an Image Library

Should have been named “The Last Picture Uploaded Web Part!”

Defaults to a library named “ThisWeek in Pictures”, but will work with any picture library


Relevant DocumentsWeb Part

Displays documents relevant to the currently logged in user Most useful option is “Include

documents checked out to me”


Site UsersWeb Part

Displays a list of users with access to the site Show people and groups with direct

permissions on this site Show people in this site's Member group Show people in the group

Clicking… A person displays their profile A group displays the group page


User TasksWeb Part

Rolls up all tasks from all task lists in the site for the currently logged in user


Content QueryWeb Part

This web part is only available if your site has the Publishing features activated.

Rolls up data from lists and libraries in the current site collection. Examples: All announcements from all subsites

Can select a single list type (Announcements), a single list (Announcements in the HR site), or a single content type

Displays a single column “Title”


Summary LinkWeb Part

This web part is only available if your site has the Publishing features activated

Similar to a links list, but with images and formatting options


Module 7Users and Groups

Users Groups Permissions Permissions by Site, List or Item Custom permission levels Audiences User Alerts


Users and Groups

SharePoint Users: Users are individuals associated with

a Windows account (Fred Jones) a Windows group (Sales) or another SharePoint authentication method..

SharePoint Groups: YourSiteName Owners – These users have full control

of the site YourSiteName Visitors – These users can read

content, but cannot contribute content, create lists or customize the site

YourSiteName Members – These users can add items to lists and contribute other content


Permissions Users gain access to SharePoint by being

assigned to Permission Levels or to groups with those permission levels

Default Permission Levels: (You can add more) Limited Access – user has custom access to a list or

library (you can’t directly assign this one) Read (Visitor) – User can see, but not change content

in lists, libraries and pages Contribute (Member) – User can upload, edit and

delete content but cannot customize lists, libraries or site settings

Design – Same as Full Control, but cannot grant/change user rights

Full Control (Owner) – Can do everything in the site


User Permissions

Permission Levels are created from up to 32 permissions.

Examples Manage Lists Add Items Edit Items Delete Items Approve Items Manage Permissions Create subsite


Adding Users

Go to Site Actions, Site Settings and People and Groups

Click the New button Enter:

User’s network name yourdomain\samc or user’s email address [email protected] or part of the user’s name conklin Or click and search for a user

Confirm the name(s) using Add the user to a group (recommended) or select

permissions Optionally send an email to welcome the user to the

site


List and Library Permissions

Permissions can also be set at the list/library, folder or individual item

By default permissions are inherited from the parent site, list/library or folder

To set unique permissions you will need to “break” the inheritance Click Settings Click Permissions for this list Click Actions Click Edit Permissions (this breaks the inheritance)

Adding users and groups to lists is identical to site permissions


Custom Permission Levels

Example: Users should be able to add, uploaded, edit, but not delete content

1. Navigate to the top site of your site collection2. From the Site Settings screen select Advanced

Permissions from the Users and Permissions column 3. From the Settings dropdown on the Permissions list select

Permission Levels4. Click Add a Permission Level 5. Name the new level and select the permissions, only

granting the minimal permissions needed


Audiences “Audiences” is a feature to filter (hide) content

so only selected “audiences” will be able to see selected content Example: Only members of the Golf League are interested in

Golf League announcements

Two types of Audiences: SharePoint groups (Members, Owners, Golf League members,

…) System administrator created Audiences – these are keyed to

properties in user profiles. If a user adds “Golf” to their “Hobbies” profile field then that could be used to create a Golfers audience. As users update their profiles they will be automatically added to or removed from the Golfers audience.

Audiences can be used to filter (hide): Entire web parts Individual list items


Managing User Alerts

As the user: Select My Settings from the Welcome

dropdown menu and then click My Alerts

Users can delete existing alerts, modify existing alerts and add new alerts

As the Site Owner: Under Site Settings select User Alerts from the

Site Administration column Site Owners can only delete alerts.


Module 8Site Activity

Storage Space Allocation

Site Collection Usage Summary

Site Usage Reports

Dealing with Inactive Sites


Storage Space Allocation Your site collection may have a Site Quota

When you exceed this quota you can no longer upload files or add new items to lists

Note: Files in the Recycle Bin count towards the quota limit

To view your quota and to explore space usage: From the top level site in your site collection select Site

Actions, Site Settings and Storage Space Allocation


Site Usage Reporting Each night SharePoint creates activity reports

for sites and site collections. These include: Requests and queries in the last day and the last 30

days Average number of requests per day over the last 30

days A chart of requests per day over the last 30 days A list of the top page requests over the last 30 days A list of top users over the last 30 days A chart of top referring hosts over the last 30 days A chart of top referring pages over the last 30 days A list of top destination pages over the last 30 days Top queries for the last 30 days (if search usage

reporting is enabled) Search results top destination pages (if search usage

reporting is enabled)


Site Usage Reporting


Site Usage Reporting

At the Site Collection level you also have Search Reporting • Queries Over Previous 30 Days

• Queries Over Previous 12 Months• Top Queries Over Previous 30 Days• Queries Per Scope Over Previous 30

Days• Search Results Top Destination

Pages• Queries With Zero Results• Most Clicked Best Bets• Queries With Zero Best BetsQueries With Low Click through


Dealing with Inactive Sites As a site owner you should periodically review

and clean up your site content, including no longer needed subsites

SharePoint includes tools for your system administrators to monitor for inactive sites

If they have enabled this feature, you will receive emails warning you about your inactive sites

If you do not respond to the emails they may automatically delete the inactive sites

Note: “inactive” refers to recent updates to content, not recent visitor activity


Optional…Using SharePoint Designer

SharePoint can be customized using: Microsoft Office SharePoint Designer

2007(SPD 2007 only works with SP 2007, SPD2010 only works with SP 2010)

Microsoft Visual Studio (Either VS 2005 or VS 2008)

SharePoint Designer Demonstrations: Creating a custom workflow Modifying the Master Page Modifying a site page

Copyright © 2010 MAX Technical Training A class for the owner of a SharePoint site who needs to know how to create sites and lists, manage user access.

Documents

site lists

level site

site security

site owner module

sharepoint site expectations

site activity slide

page site actions

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