Advanced Userguide For Moss

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About this Content. Some content from this document is collected from the University of Denver Colorado, the background from this is that I can show how a well structured and shared information among coworkers is a major benefit that any organization with MOSS should depend upon. Of course is some pictures and text material not generic, but since they describe my purpose – I choose to use them as a good example. Regards and all gratitudes to the official US Authority: University of Colorado Denver and its co-workers at the IS/IT dept. Jörgen Hjärtenflo, Microsoft Trainer, Sweden.

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Managing Site Navigation A Site Manager can manage the navigation for a site and all of its sub-sites independently from the rest of the Web sites. They can control the visibility, content, sort order, etc. for global and contextual navigation.

Table of Contents: 1. Navigation Elements Introduction 2. Modify Navigation • • • • • • • •

Show/Hide Subsites and Pages Sorting Global Navigation Current Navigation Navigation Editing and Sorting Reorder Navigation Items Add, Edit or Delete a Heading or Link Manage Navigation Item Visibility

1. Navigation Elements Introduction: A large complex site typically consists of three navigation elements that work together to make a site intuitive to navigate for users with varying browsing preferences. Those three navigation elements are: Global This is the horizontal navigation located in a highly noticeable place preferably towards the top of every page. It remains consistent in content and placement throughout the entire site and groups the most important information into related top-level categories. Add a drop down with second-level navigation allows a user to easily get two clicks into the site no matter where they are currently at in the site. Contextual/Current: This is located on the left or right. It follows a “drill-down” approach that only shows navigation relative to where the user is. This helps prevent a “link overload” by only providing information they are interested in. Breadcrumbs: This is located under the global navigation or at the top of the body content. It allows users to see where they are in the site from a taxonomical perspective and gives them the ability to move “backwards” through the site.

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2. Modify Navigation: 1. Choose Site Settings from the Site Actions and Click Modify Navigation.

You will see the following navigation menu. Let’s walk through each section.

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Subsites and Pages • If you want to hide subsite navigation items, in the Subsites and Pages section, clear the Show subsites check box. • If you want to hide page navigation items, in the Subsites and Pages section, clear the Show pages check box. Note: You can also hide navigation items individually. For more information, see the Navigation Editing and Sorting section below. Sorting: You can sort navigation items automatically, manually or through a combination of both methods. On the Site Navigation Settings page, do the following: 1. In the Sorting section, select one of the following options: • Sort manually. Select this option if you want to sort all navigation items manually. For more information about sorting navigation items manually, see the Reorder navigation items section. Note: If you want to sort all navigation items manually except for pages, select the Sort manually option, and then select the Sort pages automatically check box. Pages will be sorted according to the settings configured in the Automatic Sorting section. • Sort automatically. Select this option if you want subsites, navigation links and pages to be sorted automatically according to the settings configured in the Automatic Sorting section. In the Automatic Sorting section (the Automatic Sorting section appears only if you have selected the Automatic Sorting option or the Sort pages automatically check box), in the Sort by list, click one of the following: • Title. Click this option if you want to sort according to the title of the navigation item. Then, specify the sort order by selecting either in ascending order (A,B,C or 1,2,3), or in descending order (C,B,A or 3,2,1).

• Created Date. Click this option if you want to sort by when the navigation item was created. Then, specify the sort order by selecting either in ascending order (A,B,C or 1,2,3), or in descending order (C,B,A or 3,2,1). • Last Modified Date. Click this option if you want to sort by when the navigation item was last modified. Then, specify the sort order by selecting either in ascending order (A,B,C or 1,2,3), or in descending order (C,B,A or 3,2,1).

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Global Navigation: Navigation inheritance determines how a site uses its parent and sibling sites to help populate the top link bar. You can specify that a site either inherits navigation from its parent site, or that it has its own navigation. To break inheritance and show the site’s own navigation do the following: 1. In the Global Navigation section, select Display the navigation items below the current site. You will now see a live preview of your site’s global navigation in the Navigation Editing and Sorting section.

Note: You can manage navigation items individually. For more information, see the Navigation Editing and Sorting section below. Current Navigation: By default, the Current Navigation already breaks inheritance from its parent site and is set to display the navigation items below the current site. Navigation Editing and Sorting: With this section, you can reorder navigation items. Use the Move Up and Move Down buttons in the Navigation Editing and Sorting section to reorder navigation items and to nest items within headings. The availability and function of the Move Up and Move Down buttons depends on how you configured sorting, the type of item you selected and the position of the item you selected. The following table shows the behavior of the Move Up or Move Down buttons when you select the Sort Manually option.

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The following table shows the behavior of the Move Up or Move Down buttons when you select the Sort Automatically option.

Add, edit, or delete a heading or link To add a new heading or link or to edit an existing heading or link, do the following: 1. In the Navigation Editing and Sorting section, do one of the following: • • •

If you want to edit a heading or link, select a heading or link, and then click Edit. If you want to add a new heading, click Add Heading. If you want to add new link, click Add Link.

Note: If you selected a heading, the link will be added under that heading. If you selected an item, the link will be added to the same level as the selected item. 2. In the Web dialog box that appears, configure the following: • •

Title. Type the title of the navigation item as you want it to appear. URL. Type the URL for the heading or link. A URL is required for links, but is optional for headings. If you want to open the URL that you specify to confirm that it is the correct URL, select the Open link in new window check box. When you click OK, the URL will open in a new window. • Description. Type a description for the heading or link. • Audience. If you want to restrict visibility, enter an audience for the heading or link. Only the audiences you enter can see the link or heading (and everything under the heading). If you do not enter any audiences, all audiences can see the link.

3. Click OK. If you want to delete a heading or a link, in the Navigation Editing and Sorting section, select the link or heading to delete, and then click Delete.

Manage navigation item visibility You can hide navigation items individually in the Navigation Editing and Sorting section. • •

If you want to hide an item that is currently visible, select the item, and then click Hide. If you want to show an item that is hidden, select the item, and then click Show.

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Working with photos Graphics or photos add interest to a Web page. Edit, crop and size the image first before you bring it into MOSS. Think in pixels not inches or centimeters. A pixel is a picture element. It is the smallest unit (point) of an image displayed on screen. The quality of an image depends on the number of pixels per inch that make up the image.

Imbed images in page Before you add an image to a Web page, upload or add it to the Images folder in the desired site. For instance, to add an image to the commencement site page, do the following steps first. 1. From the Site Actions menu, choose Manage Content and Structure.

The interface for the Site Content and Structure page should look familiar to you. It was designed to resemble Windows Explorer. You can see the site collection hierarchy in the navigation pane as a tree view on the left of the Site Content and Structure page. On the right, items are listed in the list pane.

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Upload items To copy images to the Commencement Web site, open the Images folder at that level in site navigation menu.

Browse to the file location—either on your computer or network location and choose the file. Once you have selected the file, you will be required to check-in the file.

One of the great things about MOSS publishing sites is the ability to schedule the start and end dates for content publication. In this menu, you can schedule the start or end date, change the file name or add a title. Update the menu items as desired and then choose Check In. The file is then listed for use.

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Insert an image and wrapping text Once you have uploaded the image, select “Edit Page” from the Site Actions menu. 1. From the HTML tool box, select the image icon. You’ll see the following dialog box.

General Select the image by navigating to the item location. Choose Browse.

If you have uploaded the image in the “Images” folder, you will see the item in the Current Site: Images site level. Simply click on the thumbnail of the item to select and choose “Ok.”

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It is very important to complete the “Alternate Text.” The alternate text is displayed by the browser when the cursor is moved over the picture. If pictures are turned off in the browser, the alternate text is automatically displayed instead. Layout Until you begin using Cascading Style Sheets (CSS) to control the spacing of graphics and images, the layout menu will give you basic control over the item.

   

Alignment: Change the alignment to “Left” if you want to wrap text around the item. Horizontal spacing (pixels) This is padding around the horizontal axis of the item. Border thickness (pixels) Border around the item. Vertical spacing (pixels) This is padding around the vertical axis of the item.

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Size Again, it is recommended that you size the item in a graphic application like Photoshop, Fireworks or even Paint before you upload the file into MOSS. This menu gives you basic sizing options but does not change the pixel file size. For instance, sometimes do you notice that it takes forever for a graphic to load? That is due to the pixel file size. You can enhance page refresh and load times by reducing the size before you load and item into a Web page.

If you have sized the photo correctly first, load the item with the default—“Use default image size.” If you want to specify a size, simple enter the numeric value for either the width or height coordinates. And be sure to select, “Maintain aspect ratio.”

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Creating a new page 1. Navigate to a site where you want to create a new page. 2. Click the “Create Page” link from the Site Actions menu. You will see the create page screen displayed below. 3. Enter a title, description and name for the page. 4. Under the Page Layout section, select the layout of the page’s display. The three types of page layouts are Article, Redirect and Welcome pages.

   

Title: The default title, is the same as the URL Name. Typically, the title appears in the upper-left corner of the page. Description: This is optional but highly recommended. Enter text that includes key words that may assist users when searching for the page. URL Name: Type in the URL name that will be referenced in links throughout the site. Page Layout: Select the page layout for the page you want to publish. The layouts listed were migrated from the previous CMS system.

Version History See below

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Permission and Group discussion The groups for each site will be:    

Administrators Site owners Contributors (editors and authors) Visitors

The permissions for each group are selected from the following rights:       

Full control-- Has full control Design—Can view, add, update, delete, approve, and customize Contribute-- Can view, add, update, and delete Read-- Can view only Approve--Can edit and approve pages, list items, and documents Manage Hierarchy--Can create sites and edit pages, list items and documents Restricted Read--Can view pages and documents, but cannot view historical versions or review user rights information.

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Introduction to site navigation This topic introduces the site navigation elements that are part of Microsoft Windows SharePoint Services 3.0. Two types of navigation elements are available: those that can be customized by site owners and administrators and those that cannot be customized.

Customizable navigation elements The two navigation elements that can be customized by site owners are the Quick Launch and the top link bar. Quick Launch The Quick Launch is displayed on the side of most user-facing pages directly below the View All Site Content link. You can use the Quick Launch to display section headings and links to different areas of your site in a logical manner. Neither the Quick Launch nor the View All Site Content link is displayed on site administration pages, such as the Site Settings page and the pages on which site administrators create and edit lists, libraries, workspaces, and Web pages. For information about how to show or hide the Quick Launch, see Customize site navigation. 

     

When a new site is created, the site owner can choose whether to list the site name on the Quick Launch of the parent site. If the site owner selects No for this option when the site is created, the owner of the parent site can add the site at a later time by using the Site Settings page. Administrators can customize the Quick Launch in the following ways: Add a new link to a site either within the site collection or external to the site collection. Delete a link. Change the name and URL of an existing link. Change the order of links within a heading. Change the names and URLs of headings, delete headings, and create new headings. Change the order of sections (that is, headings and their associated links) within the Quick Launch.

Note You display and customize the Quick Launch on a site-by-site basis. Subsites do not inherit the settings that you choose for the Quick Launch from their parent site. Tip Because the Quick Launch is customizable, all lists and libraries for the site do not always appear in the Quick Launch. To ensure that all lists and libraries for a particular site can be viewed, use the View All Site Content link, which is described in the following section. Top link bar This navigation element appears as one or more hyperlinked tabs across the top of all pages on a site. Site owners can choose to display the top link bar of the parent site or display a unique top link bar for their subsite.

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Noncustomizable navigation elements View All Site Content This navigation element appears as a link on the side of pages (except for site administration pages such as the Site Settings page), directly above the Quick Launch. You cannot customize or disable this link in the user interface. Users can click this link to go to the All Site Content page, which lists links to all lists, libraries, discussion boards, sites and workspaces, surveys, and the Recycle Bin for the site. Only subsites that are direct children of the parent site are displayed on the All Site Content page. For example, in a site hierarchy where the parent site has three subsites and each of those subsites has additional subsites, the All Site Content page will display only the three subsites one level below the parent. To view the entire site hierarchy, you can use the tree view. Tree view Because this navigation element is similar to the tree view in Windows Explorer, it is a familiar navigation element for most Windows users. Objects shown in the tree view are displayed in a hierarchy view, as follows:     

Subsites (if present) Libraries Lists Discussions Surveys

Branches of the tree that contain other objects can be expanded to view those objects. For example, if your Site hierarchy is such that the site you are viewing has a subsite that contains another subsite, you can expand the first subsite in the tree view and then go to its subsite. You can navigate down the tree view to the folder level. The tree view is not customizable (except by using a Web design program that is compatible with Windows SharePoint Services, such as Microsoft Office SharePoint Designer 2007) and is not displayed by default. If you choose to display the tree view, it appears directly under the Quick Launch, above the Recycle Bin. Branches of the tree that contain other objects can be expanded to view those objects. For example, if your site hierarchy is such that the site you are viewing has a subsite that contains another subsite, you can expand the first subsite in the tree view and then go to its subsite. You can navigate down the tree view to the folder level. The tree view is not customizable (except by using a Web design program that is compatible with Windows SharePoint Services, such as Microsoft Office SharePoint Designer 2007) and is not displayed by default. If you choose to display the tree view, it appears directly under the Quick Launch, above the Recycle Bin.

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Folder 1 > Task 1. Because breadcrumb navigation is designed to help you quickly navigate up the hierarchy, “Task 1” will not be a hyperlink because you are already viewing that item, but all the other names in the breadcrumb are hyperlinked. You can click any of the links in the breadcrumb navigation to go to that part of the site. Global breadcrumb navigation This navigation element provides hyperlinks that you can use to link to different sites within your site collection. Global breadcrumb navigation is always visible and appears in the top corner of the page above the name of your site. The first link in global breadcrumb navigation is a link to the top-level site of the site collection. The first link is followed by links to the sites that have unique breadcrumb navigation above the point in the site hierarchy that is currently displayed. Links to sites that inherit their top link bar from their parent are not displayed in global breadcrumb navigation.

Managing Site Navigation Links for navigation (called navigation items) appear in the link bar at the tops of pages and on the left side of pages in the Quick Launch. You can use the Site Navigation Settings page to configure which navigation items appear, under what headings, and in what order. Do the following:

Manage subsite and page navigation item visibility Your site may appear cluttered if you display navigation items for subsites or pages, especially when you have many subsites or pages. If you want to hide subsite navigation items, in the Subsites and Pages section, clear the Show subsites check box. If you want to hide page navigation items, in the Subsites and Pages section, clear the Show pages check box. NOTE

You can also hide navigation items individually.

Configure sorting You can sort navigation items automatically, manually, or through a combination of both methods. On the Site Navigation Settings page, do the following: In the Sorting section, select one of the following options: 



Sort automatically. Select this option if you want subsites, navigation links, and pages to be sorted automatically according to the settings configured in the Automatic Sorting section. Sort manually. Select this option if you want to sort all navigation items manually

NOTE If you want to sort all navigation items manually except for pages, select the Sort manually option, and then select the Sort pages automatically check box. Pages will be sorted according to the settings configured in the Automatic Sorting section.

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In the Automatic Sorting section (the Automatic Sorting section appears only if you have selected the Automatic Sorting option or the Sort pages automatically check box), in the Sort by list, click one of the following: 

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

Title. Click this option if you want to sort according to the title of the navigation item. Then, specify the sort order by selecting either in ascending order (A,B,C or 1,2,3), or in descending order (C,B,A or 3,2,1). Created Date. Click this option if you want to sort by when the navigation item was created. Then, specify the sort order by selecting either in ascending order (A,B,C or 1,2,3), or in descending order (C,B,A or 3,2,1). Last Modified Date. Click this option if you want to sort by when the navigation item was last modified. Then, specify the sort order by selecting either in ascending order (A,B,C or 1,2,3), or in descending order (C,B,A or 3,2,1).

Reorder navigation items You can use the Move Up and Move Down buttons in the Navigation Editing and Sorting section to reorder navigation items and to nest items within headings. The availability and function of the Move Up and Move Down buttons depends on how you configured sorting, the type of item you selected, and the position of the item you selected. The following table shows the behavior of the Move Up or Move Down buttons when you select the Sort Manually option.

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The following table shows the behavior of the Move Up or Move Down buttons when you select the Sort Automatically option.

Add, edit, or delete a heading or link To add a new heading or link or to edit an existing heading or link, do the following: In the Navigation Editing and Sorting section, do one of the following: If you want to edit a heading or link, select a heading or link, and then click Edit. If you want to add a new heading, click Add Heading. If you want to add new link, click Add Link. NOTE If you selected a heading, the link will be added under that heading. If you selected an item, the link will be added to the same level as the selected item. In the Web dialog box that appears, configure the following:  

 

Title. Type the title of the navigation item as you want it to appear. URL. Type the URL for the heading or link. A URL is required for links, but is optional for headings. If you want to open the URL that you specify to confirm that it is the correct URL, select the Open link in new window check box. When you click OK, the URL will open in a new window. Description. Type a description for the heading or link. Audience. If you want to restrict visibility, enter an audience for the heading or link. Only the audiences you enter can see the link or heading (and everything under the heading). If you do not enter any audiences, all audiences can see the link.

Click OK. If you want to delete a heading or a link, in the Navigation Editing and Sorting section, select the link or heading to delete, and then click Delete. Manage navigation item visibility You can hide navigation items individually in the Navigation Editing and Sorting section. If you want to hide an item that is currently visible, select the item, and then click Hide. If you want to show an item that is hidden, select the item, and then click Show.

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Versioning Versioning enables you to store, track, and restore items in a list and files in a library as they are changed. Overview When versions are tracked for lists or libraries, revisions to the items or files and their properties are stored. This enables you to better manage content as it is revised and even to restore a previous version — for example, if you make a mistake in the current version. Versioning is especially helpful when several people work together on projects, or when information goes through several stages of development and review. Versioning is available for list items in all default list types — including calendars, issue tracking lists, and custom lists — and for all file types that can be stored in libraries — including Web Part Pages.

You can use versioning to do the following: Record a version history When versioning is enabled, you can see when an item or file was changed and who changed it. You can also see when properties, or information about the file, were changed. For example, if someone changes the due date of a list item, that information appears in the version history. For files, you also see comments that people include about their changes. Restore a previous version as your current version Did you make a mistake in a current version? Or perhaps you need to restore part of a document that you deleted. You can easily replace your current version with a previous version. Your current version then becomes part of the version history. View a previous version You can view a previous version — for example, to refer to a previous guideline — without overwriting your current version. For .aspx files, you can view only details about the changes that were made to the files, and not the actual pages that the files create. Libraries can track both major versions, such as those to which a new section was added, and minor versions, such as those in which a spelling error was corrected. Lists can track only major versions. Lists and libraries can also limit the number of versions that people can store.

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When versions are created When versioning is enabled, versions are created in the following situations: When a list item or file is first created or when a file is uploaded. NOTE If file check-out is required, the file must first be checked in, in order to create its first version. When a file is uploaded that has the same name as an existing file and the Add as a new version to existing files check box is selected. When the properties of a list item or file are changed. When a file is opened, edited, and saved. A version is created when you first click Save. This version is updated with the latest changes that you make to the file before closing it. NOTE A version is not created every time that you or another user clicks Save, because this would create too many versions. When a file is checked out, changed, and then checked back in. NOTE discards the checked-out version, no version is created.

If you or another user

You can choose to delete a single version of a file — for example, if you know that you made a mistake in that version — which removes that version from the version history. However, if you delete the actual file, all of its versions are deleted with it. By default, when you delete a version, the version is sent to the Recycle Bin, where it can be recovered until it is permanently deleted. Your organization may handle deletions differently, however. IMPORTANT If your organization limits the number of versions that it stores, the oldest versions are permanently deleted when the limit is reached. They are not sent to the Recycle Bin. Working with major and minor versions Depending on the needs of your organization, your library may be set up with simple versioning, which tracks only major versions, or it may track both major and minor versions. If people in your group don't often work on several revisions, your organization may only need simple versioning. If many people work on files together and usually create several versions, your organization may want to track both major and minor versions. Providing two types of versions can help your team to better manage its content. People who work with the content can better understand the current status of a file. For example, a major version is usually one that is ready for a larger group to see and review, whereas a minor version is a draft that someone is still working on. Tracking both kinds of versions also helps to make the version history more meaningful. A major version is more likely to represent a milestone in the file's development, such as when a file is submitted for review or distributed to others. A minor version is typically used as a routine increment, such as a version that you save or check in while you are still writing the content, or a version in which you correct some minor errors. When

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you want to view the version history of a file, the major versions may help you to identify the stages of the file's development and make the history easier to browse through. When major and minor versions are tracked, a version is stored by default as a minor version, unless you designate the version as a major version. When you save a file and close it, the version is tracked as a minor version. You must first publish the file in order for it to become a major version. You can publish the file by using drop-down commands in a library. In some programs that are compatible with Microsoft Window SharePoint Services, you can also use commands in the program. By default, each major version can have up to 511 drafts (minor versions), but the site administrator or owner can further limit the number of versions. If you have permission to delete versions, you can overwrite a minor version with another minor version. For example, you may want to overwrite a version if you know that the previous version contains an error and you don't need to keep it. If you publish a major version and then realize that you made a mistake, you can turn the version into a minor version again by unpublishing it. If you check out files before working on them, you can designate which type of version you are checking in. You do not have to publish a file if you designate it as a major version when you check it in. Version numbering Versions are numbered as you create them. In a list or in a library with simple versioning enabled, version 1 is the first version that you create or upload, and the version number increases by increments of whole numbers, as in version 2, version 3, and so on. When you track major and minor versions, the major versions are whole numbers, and the minor versions are decimals. For example, 0.1 is the first minor version of a file, 1.3 is the third minor version of a file that was published once, and 2.0 is the second major version of a published file.

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How versioning works with content approval Major and minor versioning integrates with content approval for lists and libraries. When content approval is required, a list item or file remains in a draft or pending state until it is approved or rejected by someone who has permission to approve it. If the item or file is approved, it is assigned an Approved status in the list or library, and it is displayed to anyone with permission to view the list or library. If the item or file is rejected, it remains in a pending state and is visible only to the people with permission to view drafts. When you enable major and minor versioning in a library that requires content approval, you can also add a workflow, if you or someone in your organization has created one. A workflow controls how your files move through business processes, such as review or approval. You can use a workflow to manage the approval process when major versions are checked in. By default, in a library that tracks both major and minor versions, you must first publish a major version of a file before it can be approved. Minor versions are considered drafts that are still being developed, so they don't appear as pending items that are waiting for approval. For example, a travel agency might use a document library to manage files. While team members develop a new sales proposal, they track minor versions of the file. If they make a mistake in one version, they can restore it to a previous version. When they finish the proposal, they can create a major version and then publish it for approval by their legal department and their manager. When the file is approved, other employees in the company can view the file. By default, a pending item or file is visible only to its creator and to the people with permission to approve items, but you can specify whether other groups of users can view the item or file. When content approval is required, the people who have permission to read content but who do not have permission to see draft items will see the last approved or major version of the list item or file. If major and minor versions are tracked in a library and no one has published a major version yet, the file will not be visible for the people who do not have permission to see draft items. How versioning works with file check-out Checking out files make the most of versioning. When you check out a file, a version is created only when you check the file back in, so that you can specifically designate when a version is created. When check-out is not required, a version is created when you first save a file, and then this version is updated when you close it. If you open and save the file again, another version is created. Depending on the situation, you might not intend for multiple versions to be created, for example, if you have to close a file to attend a meeting before you finish making changes to the file. When check-out is required, you cannot add a file, change a file, or change the file's properties without first checking out the file. When you check in the file, you are prompted to provide comments about the changes that you made, which helps to create a more meaningful version history.

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Managing Permissions in MOSS A Site Manager can manage permissions for their site by controlling who is able to access information within their site and what type of actions they are able to perform.

Table of Contents:     

Users vs. Groups Create a new SharePoint Group Add Users to a Group Remove Users from a Group Adding an existing Group to a Site

Actual Permission Roles SharePoint groups and individual users can be assigned permissions within SharePoint sites. When users are added, they are tithe assigned to a SharePoint group or granted rights through direct permission level assignments. Permissions are role-based on the following permission levels:        

Full control--Has full control. Design--Can view, add, update, delete, approve and customize. Contribute--Can view, add, update and delete. Read--Can view only. Limited access--Can view specific lists, document libraries, list items, folders or documents when given permissions. Approve--Can edit and approve pages, list items, and documents. Manage hierarchy--Can create sites and edit pages, list items, and documents. Restricted read--Can view pages and documents, but cannot view historical versions or review user rights information.

Users vs. Groups Users: Everyone with a cudenver domain account are considered users and can be given access to MOSS. If you would like to give someone access to MOSS that doesn’t have a domain account, you can request one through the university’s Information Technology Services (ITS) department. Important: Although it’s possible to manage permissions with users alone, it is a best practice to organize users into groups in order to minimize the amount of work required to change permissions for a each individual user in an organization against every website area. Occasionally, permissions must be managed on a user basis, but that should be avoided whenever possible. Groups: Groups can be created to centrally manage permissions for a collection of users. This allows you to modify permissions and users in one location instead of having to make updates in various locations throughout the site. You can also send e-mail messages or alerts to a group of people at the same time. There are three default groups:

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Create a new SharePoint group: Use the following steps to create a new SharePoint group: 1. Choose Site Settings from the Site Actions and Click Modify All Site Settings.

2. Click Advanced permissions from the Users and Permissions column

Caution Check if the site you are adding the group to is inheriting permissions from its parent site. The site is inheriting permissions from its parents if you see the following

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message: “This Web site inherits permissions from its parent Web site. To manage permissions directly, click Edit Permissions from the Actions menu.”

To break inheritance from parent site and give this site unique Permissions, click Edit Permissions from the Actions menu. Note: You can switch back and forth between these settings as needed by selecting Inherit Permissions from the Actions Menu. However, it is important to realize that whenever a site is switched to inheriting permissions from the parent site, all unique permission settings within the site are discarded. 3. Click OK on the confirmation pop-up. 4. Click New to open the new menu, and select New Group

5. Type a name and description for the new group. Important: Use the following naming conventions.  

SiteName_Designers SiteName_Contributors

6. Enter the group owner information. The group owner will have complete control over this group, including modifying settings as well as adding or removing group membership. There can only be one group owner. SIDA: 25

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7. Enter Group Settings, Membership Requests. Caution If you select yes for the Auto-accept requests option, any user requesting access to this group will automatically be added as a member of the group and receive the permission levels associated with the group. 8. Specify the permission level for the group. Important Follow the naming and permission conventions defined in the table below.

9. Click Create to create the new group.

Add Users to a Group: 1. Choose Site Settings from the Site Actions and Click People and Groups.

2. Click Advanced permissions from the Users and Permissions column

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3. Click the Groups heading on the left Quick Launch bar

4. From the “People and Groups: All Groups” page, click the name of the group to add users or groups to. This opens a page listing the current membership of the group. 5. Click New to open the New menu, and select Add Users.

6. From the Add Users page, type domain name (i.e., cudenver\jsmith) and click the check name icon or click the phone book icon and search for the name.

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7. Select which group to add the users to. 8. Click OK. Remove Users from a Group: 1. Choose Site Settings from the Site Actions and Click People and Groups.

2. Click Advanced permissions from the Users and Permissions column

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3. Click the Groups heading on the left Quick Launch bar.

4. From the “People and Groups: All Groups” page, click the name of the group that you want to remove users from. This opens a page listing the current membership of the group. 5. Select the checkboxes from the users to remove from the group. 6. Click Actions to open the Actions menu, and select Remove Users from Group.

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7. Click OK to confirm the removal. Adding a Group to a Sub-Site: 1. Choose Site Settings from the Site Actions and Click Modify All Site Settings.

2. Click Advanced permissions from the Users and Permissions column

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Caution Check if the site you are adding the group to is inheriting permissions from its parent site. The site is inheriting permissions from its parents if you see the following message: “This Web site inherits permissions from its parent Web site. To manage permissions directly, click Edit Permissions from the Actions menu.”

3. To break inheritance from parent site and give this site unique Permissions, click Edit Permissions from the Actions menu. Note: You can switch back and forth between these settings as needed by selecting Inherit Permissions from the Actions Menu. However, it is important to realize that whenever a site is switched to inheriting permissions from the parent site, all unique permission settings within the site are discarded. 4. Click OK on the confirmation pop-up. 5. This opens a page listing the current membership of the group. Click New to open the New menu, and select Add Users.

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6. From the Add Users page, click the phone book icon and search for the Group name.

7. Specify the permission level for the group. Important Follow the naming and permission conventions defined in the table below.

8. Click OK to add Group to the site.

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Creating sites This topic explains how to use options in the New dialog box to create a Microsoft SharePoint site, and also provides guidance in choosing a site template. To create a SharePoint site, you must have the proper permissions. If you are unable to create a site, contact your server administrator.

What is a site or subsite? When you create a SharePoint site, it helps to understand where your site is in the hierarchy. The following three SharePoint concepts are important ones to know: • Top-level Web site The default, top-level site provided by a Web server. To open the top-level Web site, you supply the URL of the server — for example, http://www.cudenver.edu— without specifying a page name or subsite. Administrators go to this site to change settings for the entire site collection. • Subsite A complete Web site stored in a named subdirectory of the top-level Web site. Each subsite can have administration, authoring, and browsing permissions that are independent from the top-level Web site and other subsites. A subsite can also have subsites of its own. Because every site below the top-level site is actually a subsite, each subsite is generally called simply a site. • Site collection A set of Web sites on a Web server, all of which have the same owner and share administration settings. Each site collection contains exactly one top-level Web site, and can also contain one or more subsites. When you create a SharePoint site, you typically create a subsite either from the top-level Web site or an existing subsite. Simply navigate in the browser to the current site and create a new SharePoint subsite. Users who are not Administrators cannot create top-level sites at this time. In the illustration, My_site is one of two subsites of the top-level Web site named My_server. My_site also has two subsites of its own. Together, My_server and all four subsites make up a single site collection.

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Creating subsites in MOSS sites To create a SharePoint site, you must be a member of a site group that has the Create Subsites permission. If you don't have the necessary permission, contact your server administrator. 1. Navigate to the site under which the new subsite should be created. 2. On the site’s home page click the Site Actions button opening the Site Actions menu. 3. Select the Create Site option from the Site Actions menu.

4. On the New SharePoint Site page, perform the following steps: In the Title and Description section, enter the title for the site. This is the site name that will display in any site reference. You can also add a description, which, if entered, is displayed at the top of the content section of the site. In the Web Site Address section, enter the URL Name for the site. You can make this the same as the site title or rename to something that is short and easy to reference. It is also a good practice to not include spaces in the URL name. In the Template Selection section, pick the template on which the site should be based. The template identifies the default format and components included in the site. Please refer to the description below for more information about templates. In the Permissions section, specify whether the user access permissions for the site being created should be the same as the permissions of the parent site or whether unique permissions should be used. When you opt to use the same permissions, security will be based on the permissions of the parent site. In the Navigation Inheritance section, select if the navigation bar should inherit the options listed in the parent site’s top link bar or if the navigation bar should list the subsites under the current site.

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In the Site Categories section, select the site categories under which the site should be listed in the site directory. Once all of the necessary information has been entered or selected, click the Create button.

Kludge to creating a site Currently, when a site is created, it cannot be edited. This issue has been logged with Microsoft. So here is the work around process you must do when a site is created. 1. From the Site Actions menu, navigate to the Manage Content and Structure. 2. Navigate to the Pages folder at the appropriate site hierarchy. 3. Start by renaming the default page by selecting Edit Page Settings from the page title menu.

4. From the Page, Title and Description section of the menu, rename the default page to another name—home, index or something significant. Select “Ok.” 5. Now create a new, replacement home page. From the Site Actions menu, select Create Page. 6. In the Create Page menu, add a Title and Description. Identify the URL Name as default.

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7. In the page layout, choose the template that you want to create a page. The NoImageRelatedLinks template is the same as the UCDHSC Web Page that was created previously. 8. Now you have two pages in the site—one which you renamed and the default page. Our task is to delete the original page and replace it with the new page we created. However, before the page marked (default) can be deleted, the welcome page must be changed.

9. From the Site Actions menu, select Site Settings and Modify All Site Settings.

10. From the Look and Feel column, choose Welcome Page.

11. Browse to the pages menu and choose the new page you created, default. 12. Now that you have changed the welcome page to default, delete the original page that is not editable.From the Manage Content and Structure menu, go to the Pages subdirectory as shown below.

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13. Select the check box to the left of the file name. From the Actions menu, select delete.

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How to embed a FLASH file INSERT A FLASH FILE How many times have you been greeted at a web site by a rotating banner or images that change on a click? More than likely, you are viewing a FLASH movie or SWF (pronounced 'swiff' ) file. The Macromedia (now Adobe) file format ShockWave-Flash (SWF) was designed to deliver vector graphics and animation over the Internet. A SWF file is in a binary format and not a file that you could read and edit like HTML. The file format is simple and is read by a FLASH player. Recent statistics show that more than 99 percent of Internet users, so virtually everyone, have the Flash 4 plug-in installed. The player depends upon only a very limited set of operating system functionality. The format is primarily intended for on-screen display and so it supports anti-aliasing, fast rendering to a bitmap of any color format, animation and interactive buttons. Needless to say, you must create the FLASH file in an application separate from MOSS. Then upload and link to the SWF file in MOSS. Here’s how:

UPLOAD SWF FILE 1. Upload the SWF file to the images folder 2. Publish image

CREATE A NEW PAGE You can access a FLASH file a couple ways in MOSS.  

Create a new page using a page layouts with a Flash content container (DIV) Use any page layout that has the ability to add a web part

The following instructions will work for either method above.

ADD WEB PART 1. Choose Flash web part (you can also use the content editor web part) 2. From the Edit menu bar in the web part, choose “Modify shared web part”

FROM EDIT SOURCE OR THE HTML EDITOR One step that any Flash file needs is the embed code. You’ll place this code in the Source Editor of the Flash web part. 1. 2. 3. 4. 5. 6.

Use the Embed code: <embed src="Insert SWF URL here.swf"/> Click on the file name from the Manage Content and Structure menu to get the source URL. Copy and paste to the embed command above Save Check in Publish

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FLASH TIP: EMBEDDING YOUR SWF IN A WEB PAGE By Adrien-Luc Sanders, About.com If you're publishing for the web, you'll need to be able to insert your SWF file into your website, right? While Flash has the option to publish in HTML format, all that gives you is a blank white web page with your SWF file playing in it. That doesn't do you much good if you're using your own layout and you want to insert your Flash movie inside that layout, does it? If you're familiar with WYSIWYG (What You See Is What You Get) editors like Macromedia Dreamweaver or Microsoft FrontPage, then it's easy to just use the Insert menu to insert a Flash object, and then select your SWF file from its location on your hard drive; the HTML editor will write the code for you, and all you need to do is edit the path of the file to reflect the location on your web server. If, however, you're working in a text editor and writing your HTML code from scratch, it can be a tiny bit more difficult. Here's a quick and easy shortcut, though: Edit your Publish settings for Flash SWFs and HTML to reflect how you want your Flash SWF to appear in your web page. 1. 2. 3. 4. 5.

Export your Flash movie as HTML. Locate your HTML file on your computer, right-click, and select "Open With". Choose either NotePad or another text editor. Copy the source code from the HTML file. Paste it into your web page's source code in the appropriate location where you want your SWF file to display. 6. Edit the file path to reflect the location of the SWF file on your web server, and upload both your HTML and SWF file to the appropriate directories on your server. (Note: this also applies if you're using PHP, JSP, ASP, CGI, or other web page extensions.) Your code should look something like this:

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Most of this you don't need to touch, so don't worry about making sense of that. The italicized section sets the codebase for the version of Flash used, to check against to see if your user has that version. The rest has taglines to download the Flash player (if the user doesn't have it) and the parameters that you would need to edit--mainly, the line labeled EMBED src="Yourfilename.swf". By default only the file name would be there, because Flash publishes the SWF and the HTML file in the same folder together with your FLA file. However, you may want to put your SWF files in a separate subfolder on your server, perhaps a folder labeled "flash"--in which instance you would edit the code to read EMBED src="flash/Yourfilename.swf". Trust me, it's much simpler than it sounds. Give it a try and find out for yourself. OTHER CONSIDERATIONS: Components of a Flash file: 

 

FLA--The FLA file format is the “master” document format for Flash projects. When you create a new Flash file in the Adobe Flash authoring program, you create an FLA file. This contains all the elements which make up the finished product, including graphics, animation instructions, ActionScript code, comments, etc. FLA files can only be opened in Flash (not the Flash Player). The FLA file does not play or execute. Instead, you export an SWF (or EXE) file which is what end-users see. You can preview the resulting SWF file at any time from the FLA file. FLV—Flash video files SWF—the file containing the video component (what end-users see)

Skin SWF files--are prebuilt collections of controls that the Flash Video Playback component can use to control the video during playback. Progressive download or embedded video Using external progressive video files has the following advantages over using embedded video: 

 

 

During authoring, you need to publish only the SWF interface for previewing or testing part or all of your Flash content. This results in faster preview times and quicker turnaround on iterative experimentation. While using an ActionScript 2.0 file, the video begins playing as soon as the first segment has been downloaded and cached to the local disk. While using an ActionScript 3.0 file, the video begins playing only when enough of it has downloaded so that it can play the FLV file from start to finish. This behavior can be altered using ActionScript. At runtime, video files are loaded from the local disk into the SWF file, with no limitation on file size or duration. There are no audio synchronization issues or memory restrictions. The frame rate of the video file can be different from the frame rate of the SWF file, allowing for greater flexibility in setting up a project.

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Beginning Style Manual Focus on content 1. Spelling, spelling, spelling. Don’t just rely on the spell check. Read it to make sure the correct word and tense is used. 2. Content  Is the text informative? Descriptive? Accurate? Valuable to user?  Does the text address the questions your students ask?  Specific copy editing remarks  Consistent use of terms—Web site or Website  Capitalization—do not mix caps on bullet points  Abbreviations—do not use postal codes for state abbreviations  Bullet points—complete sentences end in period (.); sentence fragments do not.  Tense—be consistent with tense--present or past tense.  Do not use words that are made up or words that are not common--outdoorsy; ensurance  Spell out “and.” Do not use ampersand sign in a sentence or headline.  No space before or after dash (difference between hyphen and em dash)  E-mail is always hyphenated.  No comma before “and.”  Punctuation always inside quote marks.  Spell out numbers under 10 unless used in a list with multiple numbers over ten.  No colon and zeros needed in time and dollars.  Avoid the use of personal pronouns—them, they, we  One space between sentences—not two.  Avoid using exclamation points (!) in text and headlines.

Content all sites should have: 1. Contact information  Mailing and physical address  Phone contact  E-mail contact

2. Frequently asked questions  

Abbreviate as FAQ not FAQS Format

After the content is edited in its final form, then consider format:   

Text, left aligned (not centered) Font face--sans serif or serif; consider “x” height Font size—points and picas related to size 1, 2, 3 and 4

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Reusable content 

Overview



Using reusable content



Reusable content structure



Not editable versus editable



Coding and design standards



Place reusable content on a page



Adding new reusable content



Reusable content review

OVERVIEW Reusable content libraries provide an opportunity to decrease duplication of effort by reusing commonly used images and content--addresses, tuition tables, etc. But it also provides a mechanism for implementing standardized versions of footers, spotlight boxes and calls-to-action throughout the university website. If the content is marked as dynamic, it also provides an opportunity to update the content easily. This enables the reusable content to be changed in one place for every page in which it is used. The reusable content library exists at the site collection root. There are not reusable content libraries at each site level. USING REUSABLE CONTENT Together with Integrated University Communications, University Web Services has created several different types of reusable content—calls-to-action, spotlight boxes and key university messages. And you can use templates built on the university brand for departmental footers, contact information and processes. Add the existing reusable content for dynamic content on your web site. First, let’s talk about how the content is organized. REUSABLE CONTENT STRUCTURE Reusable Content is a list in Microsoft Office SharePoint Server (MOSS) accessed from the top level site of the publishing site collection. Permissions have been established to allow all MOSS site owners the ability to add, edit and read. If you cannot access the Reusable Content Library, please contact the content management system (CMS) administrator.

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Reusable content has been organized into the following five folders. First, navigate to the folder for the content you need. For instance, if you are looking to add the tuition table to your site, access the “Administrative departments” folder, and then “Admissions.” If you want to add a reusable content element but make changes to the text, look in the “Content Design Elements” for a template that has been built with the proper HTML code. Key messages about UC Denver are filed in the “University information” folder.

NOT EDITABLE VERSUS EDITABLE There are two main scenarios to consider when using reusable content. Each list item of text has an option named automatic update. If this option is selected, the content is placed as a read-only reference. If it is not selected, the content of the item is copied into the Web content and stored with the page. When the reusable item was created, this option was determined by the author. CODING AND DESIGN STANDARDS Please consult the UC Denver Web Identity Standards for the policies and procedures on how to use reusable content as design elements on sites.

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PLACE REUSABLE CONTENT ON A PAGE The reusable content feature is accessible from the MOSS HTML toolbar. Navigate to the page in your site where the reusable content will be added. Consider your site hierarchy and architecture. If necessary, create a new site and/or page. 1. Select Edit Page from the Page Editing Toolbar. 2. Select the content container to add the reusable content by selecting Edit Content. 3. Click on the Reusable Content icon. The Reusable Content tool icon is represented in the ninth position in the top row of the toolbar. It looks like a piece of paper with an arrow to another document

4. The following dialog box will open.

The approved content is organized in the folders listed. 5. Choose the folder that relates to the content category needed. For instance, if you are looking for a spotlight box created and approved, choose Content Design Elements, Calls-toaction (if Content Preview is selected in Views). The following dialog menu opens.

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6. To place the reusable content on your page, select the item and choose “OK.” 7. After you insert reusable content, you can change its position on the page and its size and apply styles and formatting options. ADDING NEW REUSABLE CONTENT There are two main scenarios to consider when creating reusable content. The option is determined by the author of the re-usable text. Each list item of text has an option named automatic update. If this option is selected, the content is placed as a read-only reference. If it is not selected, the content of the item is copied into the Web content and stored with the page. •

•

Not editable: This is standardized text that does not change from site to site or page to page. This might be an address, phone number, admission policies, etc.. This is typically content that would be displayed in multiple pages throughout the UC Denver site. The goal is to minimize data entry errors. By using the MOSS reusable content feature, the content owner can update the text in a single list and all instances of the content would be automatically updated. Editable: If you have a content placeholder that serves more as a template, then consider using an editable reusable content item. Think of this type of reusable content as an easy way to insert HTML code. The HTML which is rendered only has to be formatted once. For instance, you may want to insert a department footer. From the Content Design Elements, select the local footer template shown below. The HTML code or mark-up language is embedded in the template file, so you can edit the template and the footer will display as shown below. This would make it easier for contributors to add important elements to a page.

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When you create a reusable content item in the Reusable Content list, you can specify whether or not it can be automatically updated. •

•

•

If you specify that an item is automatically updated authors will not be able to change it after they insert it on a page. For example, you can implement a copyright statement or an enterprise's name, address, and other contact information as automatically updatable items. Doing this helps to prevent authors from incorrectly using those items. When an author inserts an automatically updated item on a page, the URL of the item is inserted instead of the item's contents. When a Web browser loads a page that contains an automatically updated item, the Web browser replaces the URL with the contents of the item. Therefore, changes to automatically updated items in the Reusable Content list do not have to be propagated to pages that use them. They are immediately available the next time a page is opened in a Web browser. If you do not specify that an item is automatically updated authors will be able to change it after they insert it on a page. This is useful if you want to define the proper form for a block of content but you want authors to provide the content itself. For example, in a site that provides product descriptions, in which you want each description to follow a particular tabular form, you could create a generic Product Description Table item in the Reusable Content list, which authors could insert and then overwrite.

If you are adding reusable content, see the Web Identity Standards for code and design guidelines. If you are using an existing piece of reusable content from another UC Denver site, be sure to not change the HTML code or design. Changes to the code or design could break your site and might affect other university sites. After the content snippet has been written and approved, upload it to the reusable content sitelevel library.

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When you request a new site, a subdirectory for your department, school or college will be created in the reusable content library. Remember that once content intended to be automatically updated and inserted on a page, it cannot be moved to a different folder. In other words, be sure about the file structure for reusable content library and content organization. 1. To add new content, navigate to the Reusable Content library at the site root directory from the Manage Content and Structure menu. Be aware that once an item is placed in the file structure, the location cannot be modified—it cannot be moved.

2. Scroll over the file name in the left window pane and from the drop-down menu , choose Open Link in New Window. 3. Scroll to your department folder and open the appropriate file directory (by clicking on the blue text).

4. From the New menu, select the reusable content format desired. Remember that only one person can edit reusable text. Reusable HTML is editable and is used like a template.

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5. You’ll see the following menu. • • • • •

Title the content item. Add comments Choose content category Check automatic update if you don’t won’t the item to be editable Reusable HTML—select Edit Content and then the HTML text editor. Paste the HTML code in the rich-text editor.

REUSABLE CONTENT REVIEW • There is a content owner for each reusable content item. The owner is the only one who can make changes to a text item. • All reusable content items must be submitted and approved before listing in the library. • Reusable content can be inserted in multiply sites and pages. When the owner updates the text, all instances are updated. • Refer to the Web Identity Standards for policies and procedures on how to use reusable content as design elements.

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SharePoint Server 2007 is an integrated suite of server applications that helps people and teams work together. At Microsoft, these sites are most commonly used for team collaboration. This Overview focuses on the team collaboration capabilities of SharePoint Server 2007.

What Is SharePoint Server 2007? SharePoint Server 2007 is a collection of Web-based tools that make it easy to work on projects with other people. These tools consist mostly of predesigned Web sites that teams or individuals use to store information and collaborate with others. These sites come with content authoring tools for site owners and members. These sites use Web conventions—access through a browser, linked information, images as well as text—to create a fast and easy method of collaborating. These sites create a single point from which information can be shared.

SharePoint Server 2007 Sites Use customizable templates for the creation of Web sites. A variety of templates are available—Team Site, Document Workspace, Meeting Workspace, Blog, Wiki Site—and each template is designed for a different purpose.

Each site comes with a predetermined number of Web Parts. Web Parts are content “containers” used to display information on a site. Site members can use Web Parts to arrange text, related links, calendars, images, document libraries, other Web pages, and more. Each site has a Web Parts Gallery from which additional Web Parts may be added. Web Part

Purpose

Announcements

Post messages on the home page.

Tasks

Keep track of project work details.

Calendar

Stay informed on team events.

Links

Post links of interest for site members.

Document Library

Share documents with site members.

Contact List

Post names and contact information of site members.

Image

Display pictures and photographs.

The Team Site template is one of the most frequently used templates. The following illustration shows a sample Team Site home page.

This document is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS DOCUMENT. © 2006 Microsoft Corporation. All rights reserved.

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Sample Team Site Home Page This sample site was built from a Team Site template.

Site Actions Show common commands for the site.

Tabs Display subsites and link to them. Announcements Post messages on the home page of the site.

Document Library Contain and display team documents.

Quick Launch List key site pages on this navigation menu.

Links Post links of interest to site members.

Calendar Display important dates and events.

Use Web Parts as building blocks for your site.

This document is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS DOCUMENT. © 2006 Microsoft Corporation. All rights reserved.

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Editing Files

Conventions To get the most from your site, familiarize yourself with its conventions. These include navigation, file manipulation, and site permissions. Navigation

To edit a file, click the document name. In the Windows® Explorer window, click the Edit option, and then click OK.

There are three ways to navigate: the left navigation menu (Quick Launch), tabs, and a “bread crumb” trail. • The left navigation menu is customizable, so its appearance may vary from site to site. However, in most cases, the pages on a site will be listed on its left navigation menu.

• Tabs across the top of the main window can also be used for navigation. A Home tab always appears. As subsites are created, new tabs generally appear for them, though this appearance is optional. • A “bread crumb” trail is a series of links indicating your location on a site. In addition to showing location, bread crumbs offer links to locations between you and the parent site. Bread crumbs appear below the tabs, in the upper-left portion of the main window.

Note: Subsites live within an existing SharePoint Server 2007 site. The existing site is known as the top level site. Subsites may be created to appear completely independent of the top level site, but are rooted in the top level site

Moving Files Do not delete files in one location and upload them to another in order to move them. Instead, use Windows Explorer view to drag files from one location to another. In a Document Library, on the Actions menu, click Open with Windows Explorer. Open a similar window in a different Document Library. Now resize the windows so you can see both, and drag files from one location to the other. Click your browser’s Back button to return to the default view.

Restoring Files The Recycle Bin is a temporary location where files await permanent deletion. You can restore files from the Recycle Bin, but you must restore them before automatic permanent deletion takes place. The default waiting period is 30 days, but this period can be customized. Ask a site administrator for details.

This document is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS DOCUMENT. © 2006 Microsoft Corporation. All rights reserved.

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Permissions and Access All sites come with permission options. The default setting prevents anyone from accessing the site. A site owner (typically the site creator) must give specific users and specific groups access to the site. Site owners either add users to existing permission groups, or give specific permissions to specific users. By default, there are three groups used for allowing access to a site: Visitor, Member, and Owner. When you add a user to one of these groups, the user is given the permission level associated with the group. The following table describes the three groups.

This group

Provides this permission level

Visitor

Read: user can view site content.

Member

Contribute: user can view and edit site content.

Owner

Full Control: user can view and edit site content, and modify site settings.

Integration Features in SharePoint Server 2007 Integration with Microsoft® Office Outlook 2007 Create SharePoint Server 2007 resources for team collaboration and connect them to Outlook 2007. Team members can then use Outlook 2007 to collaborate with the SharePoint Server 2007 resources. In Outlook 2007, the SharePoint Server 2007 resources appear in the SharePoint Lists folder. You access them the same way you access your e-mail messages.

By default, permission levels applied to the Home page of a site automatically apply to all pages within the site. Site owners may also apply different permission levels to different pages and subsites.

This document is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS DOCUMENT. © 2006 Microsoft Corporation. All rights reserved.

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Integration with Microsoft® Office Groove® 2007 Collaborate with other team members by adding the files to a Groove 2007 workspace. Workspace members access the files, edit them, and then synchronize the changes with SharePoint Server 2007.

Groove 2007 workspace Integration with RSS (Really Simple Syndication) Distribute content on a site through RSS, using Outlook 2007 as an RSS reader. This way, site members receive the most current content as it becomes available. You can also display RSS content using the RSS Viewer Web Part.

This document is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS DOCUMENT. © 2006 Microsoft Corporation. All rights reserved.

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About Customizing a SharePoint Server 2007 Site Modify the structure and appearance of your SharePoint Server 2007 site to best suit the needs of your group. Use the tools and methods described in this guide to customize your site. Note This guide assumes you already have a site created. For illustration purposes, a Team Site is used as an example.

Create a Unique Look for Your Site with an Image Web Part. Display Other Content on Your Site including shared documents, partner names, alerts, RSS feeds, and more to aid collaboration with others. Customize Announcements on Your Site to create a better experience for your readers. Display a Microsoft® Office document on Your Site to immediately share information with users. Customize Your Left Navigation Menu by adding or removing site links.

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Create a Unique Look for Your Site

Add a Banner or Picture to Your Site

Change the look of your site with a theme. Themes combine color schemes and design elements to give your site a cohesive look and feel. Then place a banner, team logo, or other image on your home page using an Image Web Part. For example, see the “Contoso” banner on page 1 of this guide.

1

Tip Though bold colors are striking, they can also make text hard to read. If you use a theme to change the look of your site, always keep your audience in mind.

Change the Look and Feel of Your Site with a Theme

1

On the Site Actions menu, click Site Settings.

2 3

Under Look and Feel, click Site theme.

Go to a Picture Library, and then click Upload.

Note To see all your picture libraries, click View All Site Content at the top of the left navigation menu (Quick Launch).

2

Browse to the picture, click Open, and then click OK. If desired, update the picture properties, and then click OK.

3

With the picture in All Pictures view, click the picture. Right-click the preview picture, and then select Copy Shortcut. This gives you the image address.

4

From your SharePoint Home page, on the Site Actions menu, click Edit Page.

5

At the top of the column where you want to add the picture, click Add a Web Part. In the Add Web Parts to [column] list, select the Image Web Part check box, and then click Add.

6

In the Image Web Part, click open the tool pane.

Select a theme from the list, and then click Apply.

The image below shows the Simple theme. Compare this to the Default theme featured on page 1 of this guide.

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In the tool pane, under Image Link, enter the image address you copied in step 3. Test the location by clicking Test Link. If the link works, click OK.

When you have finished, on the Site Actions menu, click Exit Edit Mode to return to normal view.

Notes • Use the tool pane to adjust picture alignment, appearance, and layout. To open the tool pane, click the arrow to the right of the Image Web Part title, and then click Modify Shared Web Part. • Never use a copyrighted image in your site without obtaining permission from the copyright holder.

There are Web Parts for almost every kind of content. With a little creativity, you can use existing Web Parts for almost any new content need. In the table below are some examples of existing Web Parts: To Display This Content

Use This Web Part

Messages to site users

Announcements

A list of site users

Site Users

An Office document or a Web page

Page Viewer Web Part

A list of high priority tasks for site users

Tasks

1

From your Home page, on the Site Actions menu, click Edit Page.

2

At the top of the column where you want to add the Web Part, click Add a Web Part. In the Add Web Parts to [column] list, select the check box of the Web Part that you want, and then click Add.

Note If you don’t find the Web Part you’re looking for in the Add Web Parts to [column] list, click Advanced Web Part gallery and options.

Display Other Content on Your Site Use Web Parts to customize your site. Web Parts are content “containers” used to display information. Use Web Parts to arrange text, related links, calendars, images, document libraries, other Web pages, and more.

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To arrange Web Parts on the page, click a title bar and drag the Web Part to the position you want, keeping within the column markings.

4

When you have finished, click Exit Edit Mode to return to normal view.

Display a Microsoft® Office Document on Your Site Display any Microsoft Office document or Web page by using the Page Viewer Web Part. Displaying a document in this way makes it simple to share information. See the Completed Projects YTD spreadsheet on page 1 of this guide for an example of how such a document looks. Note To ensure access to the document by all visitors, you must store it on your site. For best viewing, it should be saved as a Web page before uploading it to the site. (File>Save as Web Page.)

1

Go to a Document Library, and then click Upload. Note Click Documents at the top of your site to see all your Document Libraries.

2

Browse to the document, click Open, and then click OK. After the document has been uploaded, right-click the document icon (view the file in All Documents view), and then click Copy Shortcut. This gives you the document address that you will use in step 6.

3

From your Home page, on the Site Actions menu, click Edit Page.

4

At the top of the column where you want to add the Web Part, click Add a Web Part. In the Add Web Parts to [columns] list, select the Page Viewer Web Part check box, and then click Add.

5

In the Page Viewer Web Part, click open the tool pane.

6

In the Tool Pane, click Web Page. Under Link, paste the document address you copied in step 2. Test the location by clicking Test Link. If the link works, click OK.

Customize Announcements on Your Site By default, sites include an Announcements Web Part on the Home page. With this Web Part, you can post news and updates to your site. By becoming familiar with this tool, you can customize how news and updates are displayed. Take a look at the News section on page 1 of this guide to see how the Announcements Web Part might be customized.

1 2

Click Announcements in the title bar of the Web Part.

3

On the Edit View page, in the Columns section, use the Display check boxes to determine which columns will appear in the Announcements Web Part. Use the Position from Left boxes to determine their order of appearance.

Click All items, and then click Modify this View.

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Use the remaining sections of the Edit View page to:

Customize Your Left Navigation Menu

• Sort items to appear in a different order.

• Display Totals if you are using columns with numbers.

The left navigation menu (Quick Launch) is the list of site links found on the left side of your Home page. By default, new links are automatically added when lists and libraries are added to the site. In addition, you can customize the left navigation menu by manually adding or removing site links and headings.

• Apply a Style to the Announcement content.

Add a Site Link or Heading in the Left Navigation Menu

• Filter content to prevent some items from appearing. • Group columns.

Note See the shaded style and the changed title in the picture on page 1 of this guide for an example. • Group items inside Folders rather than viewing the items in one long list.

• Set the Item Limit to determine how many items will display.

1 2

On the left navigation menu, click View All Site Content.

3

On the Site Actions menu, click Site Settings. Under Look and Feel, click Quick Launch.

4

Click New Link or New Heading, and then paste the site address you copied in step 2. Type the description of the new link or heading (if it’s a new link, also select a Heading to put it under), and then click OK. The new link or heading appears on the left navigation menu.

• Adjust Mobile settings for the view.

Right-click the site link or heading that you want to add, and then select Copy Shortcut. This gives you the site address that you will use in step 4.

5

When you have finished, click OK, and then return to the Home page.

6

At the end of the Announcements title bar, click the arrow, and then click Modify Shared Web Part.

7

In the Tool Pane, in the Selected View box, select All Items. In the warning box, click OK.

Remove a Site Link or Heading from the Left Navigation Menu

8

At the bottom of the Tool Pane, click OK.

1

On the Site Actions menu, click Site Settings. Under Look and Feel, click Quick Launch.

2

Click the edit icon next to the link or heading you want to remove, and then click Delete.

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• In Microsoft Office Word, Excel, or PowerPoint, click the Microsoft Office button, click Publish, and then click Create Document Workspace.

SharePoint Server 2007 sites help you to collaborate with others on the corporate network. The integration between SharePoint Server 2007 and the Microsoft Office® system brings together many powerful features for collaborating on documents. For example, using Microsoft Office® Word 2007, you can create a Document Workspace to collaborate with others on a document at a central location. Topics in this guide: • • • • •

-OR-

Create a Document Workspace Invite Others to Collaborate on a Document Collaborate on a Document Use Version Control Delete a Document Workspace

• In Visio 2007, on the Tools menu, click Document Management.

3

In the Document Management pane, give your Document Workspace a name. Note The file name appears by default.

4

Choose a location for the new workspace. The location list shows you all the parent sites where your workspace may live. You can also type an address that goes directly to a SharePoint Server 2007 site, such as http://sharepoint/sites/sitename. Tip List the root name for the site without any suffixes.

5

To create the workspace, click Create.

Create a Document Workspace A Document Workspace is a document collaboration site created within an existing site. When you create a Document Workspace from within a Microsoft Office system application, the file is automatically uploaded to the workspace and is ready for collaboration.

1

Open a document you want to collaborate on. Note Document Workspaces can be created within Word 2007, Microsoft® Office® Excel 2007, Microsoft® Office® PowerPoint 2007, and Microsoft® Office Visio® 2007 Visio.

Depending on the application you have open, do one of the following:

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Invite Others to Collaborate on a Document

Add New Members From the Document Workspace

Now that you have a Workspace, you can invite others to collaborate.

1

Open the document. In the Document Management pane, click the Members tab. Near the bottom of the pane, click Add new members. Note The Document Management pane should appear automatically when you open the document. If it does not: • In Microsoft Office Word, Excel, or PowerPoint, click the Microsoft Office button, click Server, and then click Document Management Information.

Note It is important to limit the availability of sensitive data posted on your site to only those you have given permission to access the data.

1

Open the document. In the Document Management pane, under the Document Workspace name, click Open site in browser.

2

In your Document Workspace, at the top of the page, click Site Actions, and then click Site Settings.

3

Under Users and Permissions, click People and groups, click New, and then click Add Users.

• In Visio 2007, on the Tools menu, click Document Management.

2

In the Add New Members window, add e-mail addresses or user names of those you want to work on your file. Separate addresses or names with semicolons.

Note By default, your invitees are given Contributor permissions. This means they can edit and save documents in the workspace. SharePoint uses site groups to manage different permission levels for users. To assign different permissions, click a site group from the list.

3

Click Next, and then Finish.

4

In the Add New Members window, select the Send an e-mail invitation to the new members check box. You can see and edit the message before sending it..

5

Add any other information you would like to provide, and then click Send.

Collaborate on a Document With your workspace created and your users given permission to the workspace, you can begin working on the document. Generally, a user goes to the workspace, checks out the document, edits it, and then checks it back in. This checkout procedure ensures that no one introduces changes to the document while someone else is working on it.

1

Go to the Document Workspace and move your pointer over the document you want to work on. When the arrow appears, click it, and then click Check Out.

2

When a message appears asking whether to use the local drafts folder, click OK.

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To work on the checked-out document, click Edit in [application].

4

Make your changes, and then save and close the document.

5

In the Check In dialog box, click Check in file, and then click OK. (You can also click Keep checked out, which saves your changes to the document, but keeps the fie checked out to you.)

again, and then click

6

Click the type of version you want to check in. For more information, see the next procedure.

7

Enter comments in the Check In Comments box, and then click OK.

Use Information Rights Management to Protect Lists and Libraries Use Information Rights Management (IRM) to limit the actions users can take on files they download from your SharePoint Server 2007 lists or libraries. When you set IRM permissions on a list or library, all files in that list or library automatically inherit those permissions. Note You must have at least the Design permission level to apply IRM.

1

On the list or library page, on the Settings menu, click List Settings or Document Library Settings.

2

Under Permissions and Management, click Information Rights Management.

3

On the Information Rights Management Settings page, select the Restrict permission to documents in this library on download check box. Select the options you want, and then click OK.

Tips • To keep a record of all changes made to the document, activate version control. See “Use Version Control” later in this guide for more information. • To receive a notice whenever a change is made to a document, click next to the document, click Alert Me, fill out the form, and click OK. This document is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS DOCUMENT. © 2006 Microsoft Corporation. All rights reserved.

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Use Version Control

You can save a version of your document each time it changes by using version control. Version control is useful for keeping a record of changes and for restoring a document to a previous version if necessary.

1

On your Document Workspace, at the top of the page, click Site Actions, and then click Site Settings.

2

Under Site Administration, click Site libraries and lists.

3

On the Site Content page, click Customize “Shared Documents.”

4

On the Customize Shared Documents page, under General Settings, click Versioning settings.

5

On the Document Library Versioning Settings: Shared Documents page, under Create a version each time you edit a file in this document library, do the following:

Delete a Document Workspace When your document collaboration is complete and you have saved your work elsewhere, delete your workspace. This frees space on the servers for other users.

1

On your Document Workspace, at the top of the page, click Site Actions, and then click Site Settings.

2

Under Site Administration, click Delete this site.

3

On the Delete This Site page, click Delete.

Note To delete individual documents in the workspace, click document name, and then click Delete.

next to the

• To create major versions only, click Create major versions. • To create major and minor versions, click Create major and minor (draft) versions.

6

At the bottom of the page, click OK.

7

To see the versions of your document, click next to the document, and then click Version History. To view, restore, or delete a version, click next to the version, and then click the appropriate option.

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In this guide, you’ll find general information about how Outlook 2007 and SharePoint Server 2007 work together. These products offer the ability to use Outlook 2007 to view and edit SharePoint Server 2007 collaboration resources.

Outlook 2007 and SharePoint Server 2007 Together In SharePoint Server 2007, you can create resources for team collaboration and then connect them to Outlook 2007 so that team members can collaborate with them there. Because of this connectivity, you can stay in the familiar environment of Outlook 2007 and work directly on SharePoint Server 2007 resources. You can even work on the resources offline, because your changes will be synchronized when you go online. This way, you can work no matter what your connection status is. SharePoint Server 2007 resources refers to the SharePoint Server 2007 tools designed to assist in group collaboration. These resources are usually lists, such as contact lists and task lists, but they can also be calendars, or documents in progress. There are five types of resources that can be used in Outlook 2007: • Calendar • Task List • Document Library • Discussion Board • Contact List See the following table for descriptions of these resources.

Resource

Description

Calendar

Use calendars to schedule projects, appointments, and milestones. A SharePoint Server 2007 calendar can be viewed side-by-side with an Outlook 2007 calendar, or the two calendars can be overlaid to view all items at once. You can drag an item to your Outlook 2007 personal calendar to see it on a mobile device.

Task List

Use task lists to assign project duties and track them to conclusion. Team members can see all project tasks in the Tasks window, or can view tasks assigned only to them in the To-Do Bar.

Document Library

Team members use document libraries to preview, search, and open project documents. Site members can edit documents locally or offline. Office reminds members to update the SharePoint server with changes, as necessary.

Discussion Board

Use Discussion Boards to discuss specific topics during the course of a project. While e-mail discussions require participants to find and sort many messages, Discussion Boards isolate messages for easy tracking.

Contact List

Use Contact Lists to stay in touch with other team members and with important people outside the team. And as one member adds contacts to a list or edits it, the entire team gets the new information.

Consider what resources your project needs and then add them to your SharePoint Server 2007 site. After you connect them to your own Outlook 2007 mailbox, you can share them with others.

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Connecting Outlook 2007and SharePoint Server 2007 It’s easy to connect resources to Outlook 2007 and then share the connection with others. After creating a resource on a site—for example, a task list or a calendar—go to the resource and, on the Actions menu, click Connect to Outlook.

To share your connection with others, go to a SharePoint Server 2007 folder in the Mail pane, right-click the folder, and then click Share [resource name]. In the message window that appears, send invitations to share the resources.

When the connection is made, the resources appear as folders in your Outlook 2007 mailbox. The folders are listed in the Mail pane under SharePoint Lists. SharePoint calendars do not appear as folders. Instead, they appear with other calendars in the Calendar pane.

To accept an invitation and connect to the same resources in Outlook 2007, invitees click a button in the message.

After connecting to the resources, invitees can begin collaborating with the resources in Outlook 2007.

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Online and Offline To get the greatest benefit from working in Outlook 2007 and SharePoint Server 2007, it helps to understand the difference between the online and offline synchronization experiences. When you are online

Edits made in Outlook 2007 to resources are automatically synchronized with the master files on the SharePoint Server 2007 site. These changes are synchronized with those made by others who share the connection in Outlook 2007.

When you are offline

You can view and edit cached versions of resources, but your edits are not synchronized with the master files on the SharePoint Server 2007 site, and not synchronized with those made by others until you go online. Go online periodically to trigger synchronization.

• Documents you have edited but not yet updated can be found inside your SharePoint Drafts Search Folder.

Tip To prevent the loss of information when more than one person is working on a document at the same time, turn on version control at the SharePoint Server 2007 site, or check out the document before you begin working on it. Notes • When editing documents, you must first make a local copy of the document, edit it offline, and then manually synchronize your changes with the SharePoint site. You will be prompted to do so.

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On the Actions menu, click Connect to Outlook.

3

In the Connect this SharePoint [Resource] to Outlook window, click Yes.

Outlook 2007 and SharePoint Server 2007 work closely together. Use new integration features to view and edit SharePoint 2007 content in Outlook 2007, even when you are offline. You can also use Outlook 2007 search tools on SharePoint 2007 documents that are connected to Outlook 2007. Topics in this guide include: • • • • •

Connect SharePoint Server 2007 Resources to Outlook 2007 Send a Sharing Message Connect from a Sharing Message Edit Document Library Files in Outlook 2007 Remove a Connected Document from Outlook 2007

Connect SharePoint Server 2007 Resources to Outlook 2007

The Shared Documents library appears in a folder in the Mail pane, under SharePoint Lists.

To use Outlook 2007 to view SharePoint Server 2007 resources, you must connect the SharePoint Server 2007 resources to Outlook 2007. The following procedure uses a Document Library as an example, but you can use these steps to connect other resources, including Calendar, Task List, Discussion Board, or Contact List.

Note When you connect resources to Outlook 2007, the resources appear in their respective sections of the Outlook 2007 navigation pane. Calendars appear in the Calendar pane, under Other Calendars; Tasks appear in the Tasks pane, under Other Tasks; Contact Lists appear in the Contacts pane, under Other Contacts. Discussion Lists are similar to Document Libraries and appear in the Mail pane, under SharePoint Lists.

Note SharePoint Server 2007 permissions carry over to Outlook 2007. For example, if you have permission to edit a document or list on a team site, you can also edit the document or list in Outlook 2007.

Send a Sharing Message

1

If you have resources connected to Outlook 2007, you can share the connection with others through a Sharing Message.

On a SharePoint Server 2007 site, go to the Shared Documents Document Library. A link to this library should appear on the left navigation menu (Quick Launch).

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2

In Outlook 2007, right-click the listing, and then click Share “[SharePoint resource].”

Resources You Can Connect The SharePoint Server 2007 resources that can be connected to Outlook 2007 include some of the most popular SharePoint Server 2007 tools.

Calendar

Schedule projects, appointments, and milestones. View the SharePoint Server 2007 calendar next to your Outlook 2007 calendar, or overlay both calendars to see all items at once.

Task List

Assign project duties and track them to conclusion. Team members can see all tasks in the Outlook 2007 Tasks window, or can view tasks assigned only to them in the To-Do Bar.

Document Library

Use document libraries to preview, search, and open team documents. Team members can edit documents online or offline.

Discussion Board

Discuss topics with team members. E-mail discussions require participants to find and sort messages, but Discussion Boards isolate messages for easy tracking.

Contact List

Stay in touch with team members and important people outside the team. As one member adds contacts or edits them, the entire team gets the new information.

In the message window, add recipients to the To line, type a message, and then click Send.

Recipients click a link in the message to connect to the resource.

Note In order for recipients to access the shared resource, an owner of the resource must provide appropriate access permissions.

Connect from a Sharing Message Connect resources to Outlook 2007 when you receive a Sharing Message.

1

Open the Sharing Message in Outlook 2007.

2

In the Open group on the Outlook 2007 Ribbon, click Connect to this [SharePoint Resource].

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Edit Document Library Files in Outlook 2007

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When you are connected to the corporate network, changes you make to most resources in Outlook 2007 (Calendar, Task List, Discussion Board, and Contact List) are automatically updated on the SharePoint Server 2007 site. Document Library files require additional steps, as described here.

1

In Outlook 2007, double-click a Document Library file to open it.

2

In the Opening File dialog box, click Open.

In the Edit Offline dialog box, click OK. The file is stored on your computer, in your SharePoint Server 2007 Drafts folder.

5

Edit the file. When you have finished, save your changes, and then close the file.

6

In the Edit Offline window, click Update.

The next time Outlook 2007 processes a Send/Receive command, edits to the document will be updated to the master copy of the document stored on the SharePoint Server 2007 site. Tips

3

In the Message Bar, at the top of the document, click Edit Offline. (The file opens as read-only until you click Edit Offline.)

• To ensure others do not make changes to the file while you are working on it, check it out in SharePoint Server 2007 before you begin editing. Be sure to check it in when you have finished.

• To find working copies of SharePoint Server 2007 documents that have not been updated to the SharePoint Server 2007 site, in the Outlook 2007 Mail pane, under SharePoint Lists, look in the SharePoint Drafts search folder.

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Edit SharePoint Server 2007 Content Offline in Outlook 2007

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When you are not connected to the corporate network, you can edit copies of the SharePoint Server 2007 files stored on your computer. Edits made to these files while you are offline are saved on your computer until you go online. When you go online, the edits are updated to the master copies of the documents on the SharePoint Server 2007 site.

The next time you are online and open the file, the system prompts you to update the SharePoint Server 2007 site with the changes.

1

In Outlook 2007, double-click a Document Library file to open it.

2

In the Opening File dialog box, click Open.

3

In the Message Bar, click Edit Offline. (The file opens as read-only until you click Edit Offline.)

4

In the Edit Offline dialog box, click OK.

Edit the file. When you have finished, save your changes, and then close the file.

Note You can keep edits made to a document restricted to your computer as long as you want, but your team members may need current information. For this reason, you should update the SharePoint Server 2007 site at regular intervals.

Remove a Connected Document from Outlook 2007 When you have finished work on a SharePoint Server 2007 file, you can remove it from Outlook 2007. This keeps your SharePoint Server 2007 Lists folder organized and helps you focus on current needs.

1

In the SharePoint Lists folder, select the library or list from which you want to remove a file.

The file is stored on your computer, in your SharePoint Server 2007 Drafts folder.

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In the window to the right of the Mail navigation pane, select the file you want to remove. To select multiple files, hold down CTRL while you click file names.

3

Right-click the selected file, and then click Remove Offline Copy.

Delete a Resource from Outlook 2007 When you no longer need a resource, you can remove it from Outlook 2007. This keeps Outlook 2007 organized and helps you focus on current projects.

1

In the SharePoint Lists folder—or in the respective sections for Calendars, Task Lists, and Contact Lists—select the resource you want to remove.

2

Right-click the folder, and then click Delete [Resource Name].

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About SharePoint Server 2007 Sites and Workspaces SharePoint Server 2007 helps you store and collaborate on information using Web sites and workspaces hosted on the corporate network. No specialized knowledge is needed to create a site or workspace. Use this guide to determine which sites or workspaces are best for your needs.

Sites (long-term use) My Site

Purpose Best Uses

Challenges

Document Workspace

Meeting Workspace

Individuals share public information; organize daily activities; store private files.

Teams store and display information; coordinate activities; collaborate on projects.

Groups collaborate on documents related to a specific project or purpose.

Groups manage meeting agenda items, materials, and follow-up actions.

• Share business-related information about yourself with your coworkers.

• Centralize and coordinate team activities.

• Collaborate on documents without using e-mail.

• Post meeting agendas.

• Store, organize, and display team files.

• Store multiple documents.

• Display information related to document review.

• Store documents and other files associated with a meeting.

• Stores private and shared documents.

• Enables collaboration on Microsoft Office system files.

• Enables control of private information versus public information.

• Includes document check in/check out and version control .

• Enables use of SharePoint Server 2007 features directly from Microsoft Office system applications.

• Enables workspace creation in Outlook 2007 when sending a meeting invitation.

• Allows for site customization and supports multi-purpose use.

• Allows site customization and supports multi-purpose team use.

• Includes document check in/check out and version control.

• Supports one-time or recurring meetings.

• Public section is viewable to all users with corporate network access.

• Keeping content current and useable may require a site manager.

• Store private files or collaborate on shared files.

Key Features

Team Site

Workspaces (short-term use)

• Connects to a Team Site or My Site. • Review and editing of documents requires corporate network access.

• Track action items.

• Connects to a Team Site or My Site. • Meeting participants must be aware of the site and its location.

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Site and Workspace Comparison Your Own Work Web Site

My Site

Team Site

Document Workspace

•

•

Best for Team Collaboration

•

Best for Document Collaboration Best for Managing Meetings Supports Search Function Multi-purpose, Longer-term Use

• •

• •

Single-purpose, Shorter-term Use Provides Public and Private Sections

Create Using Outlook 2003

Requires Corporate Network Access

•

• •

•

•

• • • •

• • •

•

Use Directly from Office 2003 Applications

Control User Access and Privileges

Meeting Workspace

• •

• •

Extranet Sites—Collaborate with External Partners and Customers

Want to use a SharePoint Server 2007 site to collaborate with external business partners, vendors, or customers? Create a SharePoint Extranet Team site. Because Extranet sites are accessed through the Internet, external users can access the content and collaboration features. Note To determine if SharePoint Server 2007 Extranet Sites are available in your enterprise, check with your Site Administrator.

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Give Users Access to Your Site Manage access and storage on your SharePoint Server 2007 sites.

Manage Access Limit access to sensitive business information. Topics in this section: • • • •

Give Users Access to Your Site Manage Access to a Document Library Approve Requests for Access to Your Site Change the Administrator Who Receives Requests for Access

Manage Storage To avoid outdated content and to maximize your space, delete old documents, workspaces, meeting spaces, and lists. Topics in this section include: • • • •

Locate and Delete Unused Workspaces and Sites View Traffic to Your Site View Detailed Storage Space Information View All Sites Created Under Your Main Site

Using groups is the most efficient way to manage site access. By default, there are three groups with associated permission levels: Visitor, Member, and Owner. When you add a user to a group, the user is given the permission level associated with that group. To grant this permission level

Add users to this group

Read: User can view site content.

Visitor

Contribute: User can view and edit site content.

Member

Full Control: User can view and edit site content, and modify site settings.

Owner

1

From within the site, on the left navigation menu (Quick Launch), click People and Groups.

2

On the People and Groups page, at the top of the left navigation menu under Groups, click the group with the permissions you want to grant to your users.

Before You Begin Some procedures in this guide require site collection administration permissions. If you are unable to access pages or links mentioned in the procedures, contact the site creator or a site collection administrator to request the appropriate permissions.

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On the New menu, click Add Users. On the Add Users page, in the Users text box, type the alias of the user you want to add. To add more than one user, separate each alias with a semicolon. Click Add users to a SharePoint group. The group you previously specified is selected.

3

On the Document Library page, on the Settings menu, click Document Library Settings.

4

On the Customize [library] page, under Permissions and Policies, click Permissions for this document library.

5

On the Actions menu, click Edit Permissions, and then click OK.

6

On the Permissions page, select the check boxes of the users or groups whose permissions to this document library you want to change.

7

On the Actions menu, click Edit User Permissions, select the check boxes for the permissions you want to apply, and then click OK.

Select the Send welcome e-mail to the new users check box to send an e-mail alerting users they have been added to your site. You may also add a personalized message. Click OK.

Note You can also add users individually and assign them individual permission levels. To assign specific permission, on the Add Users page, click Give users permission directly, and then select the check box for the appropriate permission.

Manage Access to a Document Library In addition to managing access to your entire site, you can also set access levels for a Document Library or list.

1

From within the site, on the left navigation menu, click Documents.

Note This procedure also applies to lists and other content.

2

On the All Site Content page, under Document Libraries, click the Document Library for which you want to manage access.

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Approve Requests for Access to Your Site If you are a site administrator, you may receive requests for access to a site via e-mail. To approve these access requests:

1 2

In the Access request for a site e-mail, click Grant [User] access to the site. On the Add Users page, under Give Permission, do one of the following: Click Add users to a SharePoint group, and then on the list click a permissions group.

Change the Administrator Who Receives Requests for Access 1

On the Site Actions menu on the upper right, click Site Settings.

2

On the Site Settings page, under Users and Permissions, click Advanced permissions.

3

On the Permissions page, on the Settings menu, click Access Requests.

4

On the Manage Access Requests page, select the Allow requests for access check box. Type the e-mail address of the person who will receive the access requests. This person must be an Administrator. Click OK.

5

In the Send all requests for access to the following e-mail address box, type the e-mail address of the person who will receive the access requests, and then click OK. This person must be an Administrator.

-ORClick Give users permission directly, and then select the check box for the appropriate permission.

3

Select the Send welcome e-mail to the new users check box to send an e-mail alerting users they have been added to your site. You may also add a personalized message. Click OK.

Note Site collection administrators can see who the administrators are for their sites by going to the Site Actions menu. Click Site Settings, and then under Users and Permissions click Site collection administrators.

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Locate and Delete Unused Workspaces and Sites the parent site home page, on the Site Actions menu, click Site 1 On Settings. 2

On the Site Settings page, under Site Administration, click Sites and workspaces.

3

On the Sites and Workspaces page, find the site or workspace you want to delete, and then in the Delete column, click .

1

In the document library, click the arrow to the right of the document, and then click Version History. Note If Version Control is not activated, you will not see this option. By default, Version Control is not activated.

2

To delete a version of the document, click the arrow to the right of the document version, and then click Delete.

Delete Outdated Document Versions With Version Control activated, you can keep a history of changes to a file. Version Control can be helpful, but keeping multiple copies of a document takes up space and counts against your site’s storage limit. If you do not need multiple versions of a file, consider deleting them.

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View Traffic to Your Site

Use Recycle Bins

The Site Usage Report provides information about how many page requests your site has received and also lists details on users and browser type.

SharePoint Server 2007 has two recycle bins: the end user recycle bin and the site collection recycle bin. The recycle bins give you two levels of protection against accidentally deleting parts of your site or important data. Deleted items can be restored from either recycle bin.

1

On the Site Actions menu, click Site Settings.

2

On the Site Settings page, under Site Administration, click Site usage data.

3

On the Site usage summary page, to view a particular report, click the report from the Site usage reports list in the navigation menu on the left side of the page.

You can delete documents, libraries, lists—almost anything, except an entire site. Deleted material is initially placed in the end user recycle bin. When you delete the contents of the end user recycle bin, they are placed in the site collection recycle bin. Important •

After you empty the site collection recycle bin, the deleted material cannot be recovered.

•

The recycle bins are automatically emptied every 30 days. Until that time, you can safely restore a deleted item.

Restore Deleted Items from the User Recycle Bin

1

On the left navigation menu, click Recycle Bin.

2

Select the check boxes of the items to be restored, click Restore Selection, and then click OK. The restored items are returned to the location from which they were deleted.

Note If you restore an item that originally resided in a folder that has since been deleted, the folder is recreated in its original location, and the restored item is placed in the folder.

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Important The remaining procedures in this guide require that you have site collection administration permissions. If you do not have these permissions, you will not have access to the necessary controls and links to perform these tasks. To get site collection administrator permissions, contact the site creator or a site collection administrator.

2

On the Site Settings page, under Site Collection Administration, click Storage space allocation.

3

In the left navigation menu, click the view you prefer—Document Libraries, Documents, or Lists.

4

To filter your view, click the options you want from the Show Items, Show Only, and Sort by lists, and then click Go.

Restore Deleted Items from the Site Collection Recycle Bin

1

On the Site Actions menu, click Site Settings.

2

On the Site Settings page, under Site Collection Administration, click Site collection recycle bin.

3

On the Site Collection Recycle Bin page, on the left pane under Select a View, click Deleted from end user Recycle Bin. The list now shows you items that were first deleted by users and then deleted from the end user recycle bin.

4

Select the check boxes of the items to be restored, click Restore Selection, and then click OK.

View Detailed Storage Space Information The Storage Space Allocation view displays the sizes and locations of Document Libraries, documents, and lists.

1

Note To delete documents, document libraries, and lists from the Storage Space Allocation view, select the check box next to the documents, Document Libraries, or lists. Click Delete.

On the Site Actions menu, click Site Settings.

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View All Sites Created Under Your Main Site The View Site Hierarchy page displays workspaces and other sites created on your main site.

1

On the Site Actions menu, click Site Settings.

2

On the Site Settings page, under Site Collection Administration, click Site hierarchy.

On the View Site Hierarchy page, a list of all sites under your main site appears. To go to the Site Administration page of a particular site, click Manage.

View Available Storage Space Use the site collection usage summary page to view the space currently being used on your site and the remaining available space. To see details on how much space a particular Document Library, document, or List occupies, see “View Detailed Storage Space Information” earlier in this guide.

1

On the Site Actions menu, click Site Settings.

2

On the Site Settings page, under Site Collection Administration, click Storage space allocation.

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About SharePoint Server 2007 My Sites Use your My Site to store files and collaborate with your co-workers online. My Sites have public and private pages. Use your public page (called the “My Profile” page) to share files and information with coworkers, and use your private page (called the “My Home” page) to store files and information that only you can access.

As Seen By List Restrict what others can see, and then preview your My Profiles page as others see it.

Tabs Click tabs to access the public and private pages of your site.

Topics in this guide include: • Access Your My Site • Edit Your Profile • Restrict Visitor Access to Information • Customize the My Home Page

• • • •

Change the My Home Page Layout Upload a Document Create a Document Library Create A Document Workspace

Site Actions Menu Add content, edit page, or change site settings.

My Information Edit your profile page.

Left Navigation Menu (Quick Launch) Get quick access to your site content.

My Home Page My Profile Page

Your public page. Displays information about you and your work to your coworkers.

Your private page. Stores files and content for your use. This content is not publicly displayed.

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Access Your My Site To access your my Site, contact the SharePoint Server 2007 Administrator for your organization.

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• To use your cardkey photo, click Select your cardkey photo, and then click OK.

Your My Site opens on your My Home page (your private page). To switch to your My Profile page (your public page), click the My Profile tab. To switch to your My Profile page (your public page), click the My Profile tab.

To add a photograph of yourself, click Choose Picture, and then in the Upload Picture dialog box, do one of the following:

• To use another photo, click Select a photo to upload, browse to the photo and select it, click Open, and then click OK.

4

For each of the remaining text boxes on the Edit Profile page, do one of the following: • Type appropriate text in the text box.

• If there is a Browse button to the right of the text box, click it. In the dialog box that opens, make your selections, and then click OK.

Edit Your Profile Your My Profile page is a way for others to learn about you and your expertise, projects, and colleague relationships. Although you can limit who views your shared information, the more you share with everyone, the easier it becomes for others to network with you.

Tip After entering the appropriate values in each text box, if there is a Check Values or Check Names button to the right of the box, click it to verify the validity of the values entered in the box.

1

On your My Home page, in the left navigation menu (Quick Launch), click Profile.

5

2

On the Edit Profile page, in the About me box, type descriptive text about yourself (for example, where you live, how long you’ve been with the company, your hobbies).

In the Show To column, select the audience who will be able to see the corresponding profile entries. (Only the selected audience can see the information on your My Site.) When you are finished, click Save and Close.

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Restrict Visitor Access to Information

View Your My Site As Others See It

Use privacy categories on your My Profile page to restrict the information visitors can see. Among the parts of your site you can restrict are membership lists, links, and your colleagues list. The following illustrates how to edit the Memberships area.

Ensure that you’re exposing only the information you wish to by viewing your My Profile page as others see it.

Note You cannot change the layout of the My Profile page.

1

On your My Profile page, at the bottom of the Memberships area, click Manage Membership.

2

On the My Memberships page, select the check boxes of the list items you want to restrict, and then click Edit Memberships.

3

On the Show these memberships to list, click the category of site visitors you want to be able to view the memberships you specified in the previous step. The farther down the list, the more restrictive the group.

4

If you want the selected memberships to be grouped together for sorting purposes, click New group, and then enter a name for the group. Otherwise, accept the default Existing group, and then click OK.

1

On your My Profile page, on the As seen by list in the upper-right corner, click one of the following privacy categories: My Manager, My Workgroup, My Colleagues, Everyone. The page then refreshes.

2

Notice that the refreshed page is the one that will be seen by the members of the particular privacy category that you selected.

Customize the My Home Page The main area of the My Home page is customizable. You can display almost any type of content by adding new sections such as your files, tasks, calendar, news, and alerts—whatever best helps you organize your daily activities. Customize the My Home page with Web Parts. Web Parts are content "containers" used to display information on your site. Use Web Parts to arrange text, related links, calendars, images, document libraries, other Web pages, and more.

1

On the My Home page, on the Site Actions menu, click Edit Page.

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At the top of the zone in which you want to add a Web Part, click Add a Web Part.

In the Add Web Parts to [zone] list, select the desired Web Part (for example, RSS Viewer), and then click Add. In the RSS Viewer Web Part, click open the tool pane. In the tool pane, under RSS Properties, enter the URL of the desired RSS link, and then click OK.

Change the My Home Page Layout

1

On your My Home page, on the Site Actions menu, click Edit Page.

2

Drag Web Parts by their title bars into other zones on the page.

3

For additional layout options, click to the right of a Web Part title, and then click Modify Shared Web Part.

4

To close a Web Part, click

to the right of the Web Part title.

Note Closing a Web Part removes it from the page, but does not delete it.

5

When you have finished, click Exit Edit Mode to return to the normal page.

Upload a Document Two default libraries, Shared Documents and Private Documents, are included with your My Site. You may also create your own, customized libraries.

5

When you have finished, below the Site Actions menu in the upper right, click Exit Edit Mode to return to the normal page.

Notes •

•

1

Navigate to the Document Library in which you want to store your documents. On the Upload menu, click Upload Document.

Use the tool pane to adjust appearance and layout. To open the tool pane, click to the right of the Web Part title, and then click Modify Shared Web Part. Never use a copyrighted image on your site without obtaining permission from the copyright holder.

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On the Upload Document: [document library] page, click Browse to find a single document to upload. In the Choose file window, select the file, click Open, and then click OK.

Check In a Document

1

In a Document Library, locate the document that you want to check in. Point to the document, click the arrow, and then click Check In.

2

On the Check in page, under Document Check In, choose the appropriate option. Under Comments, enter optional comments, and then click OK.

Add descriptive information if desired, and then click OK.

Note Upload multiple documents from the same folder by clicking Upload Multiple Documents, navigating to the desired folder, and then selecting the check boxes of the files you want to upload.

Control Access to a Document Library To allow only specific users access to a Document Library, change the permission settings for that Document Library.

Check Out and Edit a Document

1

1

On the My Home page, on the left navigation menu, click Documents.

2

Under Document Libraries, click the library for which you want to create distinct permissions.

3

On the Document Library page, on the Settings menu, click Document Library Settings.

2

In a Document Library, locate the document that you want to check out. Point to the document, click the arrow, and then click Check Out.

To edit your checked-out document, click the down arrow again, and then click Edit in [Software Application].

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Under Permissions and Policies, click Permissions for this document library. On the Actions menu, click Manage Permissions of Parent.

Create a Document Library 1

On the My Home page, on the left navigation menu, click Documents, and then click Create.

2

On the Create Page, under Libraries, click Document Library.

3

On the New page, give the Document Library a name and a description, and choose whether to display the library on the left navigation menu. You can also choose whether to create document versions, and whether to select a default document template.

4

When you have finished, click Create.

Perform one of the following steps: • Click one of the site groups and change permissions for that group. • Click one or more specific users and change permissions for those users. • On the New menu, click Add Users. Add new, specific users to the library, and apply distinct permissions during the Add Users process.

Note To automatically apply the general site permissions to a Document Library, at the top of the Permissions page for the library, on the Actions menu, click Inherit Permissions. This link does not appear if general permissions already apply to the library.

Create a Document Workspace 1

Go to your My Home page, click Documents, and then click Create.

2

In Create Page, under Web Pages, click Sites and Workspaces.

3

Complete the New SharePoint Site form. Under Template Selection, select Document Workspace.

4

When you have finished, click Create.

Note The default location of a Workspace is in the My Profile page. Only users with proper permissions can see the Workspaces.

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3 A Meeting Workspace is a SharePoint Server 2007 Web site for creating and storing agendas, minutes, documents, and other information about your meetings. You create a Meeting Workspace at the same time you create an Microsoft® Office Outlook® 2007 meeting request. Topics in this guide: • • • • • •

Create a Meeting Workspace Link a Meeting Request to an Existing Workspace Change Workspace Permissions View an Existing Workspace Apply Agenda Items Across All Meetings Delete a Workspace

Create a Meeting Workspace When you create a Meeting Workspace from within an Outlook 2007 meeting request, SharePoint Server 2007 gives your attendees access to the workspace. Note To create a workspace from a meeting request, you must have Site Owner permissions (Full Control) to the site where you create the workspace. The default location for your workspace is your My Site.

1 2

In Outlook 2007, create a meeting request. On the Meeting tab of the meeting request, in the Attendees group, click Meeting Workspace.

In the Meeting Workspace task pane, review the default settings for the new workspace. You’ll see where the workspace will be located and what type of site template will be used. • To accept the default settings, click Create. • To change the default settings, click Change settings. In the Select a location list, click the site to put your Meeting Workspace on. If your meeting is a recurring team meeting, you may want to put the Meeting Workspace on your Team Site. If your Team Site is not listed, click Other, and then type the URL of your Team Site. Note Do not include .aspx. In the Select a template type list, click the template you want. The Basic Meeting Workspace contains standard items to start with. Click OK, and then click Create.

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In the meeting request, type a message if necessary, and then click Send. The meeting request is sent with a link to the Meeting Workspace.

5

To add content to the Meeting Workspace, go to it by right-clicking the meeting on your calendar, and then clicking View Meeting Workspace.

Link a Meeting Request to an Existing Workspace

4

Under Select a workspace, click Link to an existing workspace.

5

In the Select the workspace list, click a workspace, and then click OK.

6

Under Link to a workspace, click Link.

If you already have a Meeting Workspace, you can link it to an Outlook 2007 meeting request.

1

Open a new or existing meeting request. On the Meeting tab, in the Attendees group, click .

2

In the Meeting Workspace task pane, under Create a Workspace, click Change settings.

3

Under Select a Location, click a site.

Notes • To find a Meeting Workspace on a Team Site, go to the left navigation menu (Quick Launch), and look under Sites. Meeting Workspaces should be listed there. If your Workspace is not listed, at the top of the navigation pane, click View All Site Content. Meeting Workspaces are listed under Sites and Workplaces. • To find a Meeting Workspace on a My Site, go to the left navigation menu and click View All Site Content. Meeting Workspaces are listed near the bottom of the page.

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Change Workspace Permissions

View an Existing Workspace

Meeting organizers are automatically added to the Attendees list and they are assigned Full Control permissions to the Meeting Workspace. Other attendees are assigned Contribute permissions. Organizers may change attendee permissions at any time.

Access a Meeting Workspace from a meeting request, from a meeting reminder, from your Outlook calendar, or from a SharePoint site. To access from

Do the following

A meeting request

Click the link to the Meeting Workspace.

A meeting reminder

On the Meeting Services list, click View Meeting Workspace.

1

On the Meeting Workspace home page, under Attendees, click Manage attendees.

2

On the Attendees page, under Settings, click List Settings.

An Outlook 2007 calendar

Right-click a meeting or appointment, and then click View Meeting Workspace.

3

On the Customize Attendees page, under Permissions and Policies, click Permissions for this list.

A SharePoint Server 2007 site

4

On the Permissions: Attendees page, under Actions, click Manage Permissions of Parent.

In the left navigation menu (Quick Launch), click View All Site Content. On the All Site Content page, under Sites and Workspaces, click your Meeting Workspace.

5

On the Permissions: [workspace name] page, select the check boxes of the users or groups for whom you want to change permissions.

6

Under Actions, click Edit User Permissions.

7

On the Edit Permissions: [workspace name] page, assign new user or group permissions. When you have finished, click OK.

Apply Agenda Items Across All Meetings To have the same agenda items appear from meeting to meeting, change them into series items.

1

On the Meeting Workspace home page, on the Agenda title bar, click Agenda.

2

Under Settings, click List Settings.

3

On the Customize Agenda page, under General Settings, click Advanced settings.

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On the List Advanced Settings: Agenda page, next to Share List Items Across All Meetings, click Yes, and then click OK.

Notes • Deleting a Meeting Workspace deletes all information on the Meeting Workspace site. It does not delete meeting information contained in Outlook 2007. To do this, open the meeting request in Outlook 2007. • Canceling or deleting a meeting in Outlook 2007 does not delete the Meeting Workspace associated with it. • To recreate a deleted meeting request with a link to a Meeting Workspace, you must manually re-establish the link. See “Link a Meeting Request to an Existing Workspace” earlier in this guide for information on how to do this. • Don't cancel a meeting request in order to send a new one with changed details. Instead, send an updated meeting request to attendees. This maintains the existing link between the meeting request and the Meeting Workspace.

Delete a Workspace 1

Under Site Actions, click Site Settings.

2

Under Site Administration, click Delete this site.

3

On the Delete Web Site page, click Delete.

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5

In the Survey Options section, click an option to determine whether users' names will appear in survey results, and then whether users can respond to the same survey multiple times. Click Next.

6

On the <Survey Name>: New Question page, in the Question box, type the question you want to ask, and then select the type of answer you want.

SharePoint Server 2007 surveys offer a quick and easy way to gather user opinions about products, features, designs, and ideas—and to measure user satisfaction concerning services, programs, and deployments. This guide explains how to create and distribute surveys.

Topics in this guide: • Create a Survey • Enable Branching • Preview a Survey • Send a Survey Link • View Results

Create a Survey 1

Open your SharePoint Server 2007 site, and on the Site Actions menu, click Create.

2

On the Create page, under Tracking, click Survey.

3

On the New page, type a name and description for your survey.

4

In the Navigation section, click an option to determine whether you want a link to the survey to appear in the left navigation menu (Quick Launch) of your home page.

Tip When choosing answer types, consider how you want to use the collected data. You can easily compare responses to multiple-choice, numerical-rating, and yes-or-no questions, while open-ended questions are more difficult to compare. However, open-ended questions might provide information you cannot get from other types of questions.

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In the Additional Question Settings section, select the other options that you want for the answer. The available options depend on the type of answer you selected.

1

Create your survey. Then, on your site, on the left navigation menu, click Surveys.

2

On the All Site Content page, under Surveys, click the survey name.

3

On the <Survey Name> page, on the Settings menu, click Survey Settings.

4

On the Customize <Survey Name> page, in the Questions section, click the question to set branching on.

5

On the Edit Question: <Survey Name> page, in the Branching logic section, on the Jump To list for the appropriate choice, click the question to jump to when this answer is chosen by the survey respondent.

6

When you have finished, click OK.

Note For information on enabling branching for a question, see the following procedure.

8

To add more questions to the survey, click Next Question.

9

After adding all the questions, click Finish to save the survey.

Enable Branching Branching lets you simplify your surveys for your respondents by displaying only questions that are relevant to each respondent. Questions that are not relevant are not displayed. The relevance is determined by the respondent’s answer to the preceding question. For example, you might have the following questions in your survey: 1. Are you using Windows Vista™? (choices: Yes or No) 2. What version are you using? (choices: Beta or Released) 3. How much RAM does your computer have?

If a survey respondent’s answer to question 1 is “No,” question 2 becomes irrelevant. Using branching, only respondents who choose “Yes” for question 1 will be asked question 2. All others are taken directly to question 3. Set Branching Logic for a Question Branching is set on the question whose answer determines the relevance of the subsequent questions. In the above example, branching would be set on question 1.

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Preview a Survey After creating a survey, it is a good idea to preview it to confirm it looks and operates as you intended.

1 2

On your site, on the left navigation menu, click Surveys.

On the All Site Content page, under Surveys, click the survey name.

3

On the <Survey Name> page, click Respond to this Survey.

4

Preview the survey.

5

When you have finished, click Back.

Send a Survey Link After confirming that your survey operates as intended, send the survey. Rather than sending an e-mail message with a link to the home page of a team site, you can send a URL that takes survey recipients directly to the survey.

1

On your site, on the left navigation menu, click Surveys.

2

On the All Site Content page, under Surveys, click the survey name.

3

On the <Survey Name> page, click Respond to this Survey.

4

When the survey opens, copy the survey address in the browser Address Bar.

5

Create an e-mail message, and paste the survey address into the message. Your respondents will be able to click the link to go directly to the survey.

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Tip When drafting the e-mail message to survey recipients, be sure to include the following: 1) a concise description of what data the survey will collect, 2) an explanation of how this data will be used, 3) how long the survey will take to complete, and 4) whether the survey is anonymous.

View Results When users respond to your survey, your site stores their responses. You can then view individual survey responses or view a graphical summary showing all responses.

View a Graphical Summary of Survey Responses

1

On your site, on the left navigation menu, click Surveys.

2

On the All Site Content page, under Surveys, click the survey response you want to view.

3

On the <Survey Name> page, click Show a graphical summary of responses. An example of a graphical summary is shown below:

View an Individual Survey Response

1

On your site, on the left navigation menu, click Surveys.

2

On the All Site Content page, under Surveys, click the survey response you want to view.

3

On the <Survey Name> page, click Show all responses.

4

In the View Response column, click the response you want to view.

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SharePoint Server 2007 Team Sites are Web sites created from a template and designed for team collaboration. They are hosted on the corporate network. Team Sites are a great way to coordinate team activities with document collaboration and storage.

Site Content Gain quick access to all content on the site.

Document Libraries Store team documents and collaborate on them.

Site Actions Gain quick access to Team Site actions, including Create Content, Edit Page, and Site Settings.

Robert Brown

Topics in this guide include: • • • • • •

Create a Team Site Add Content Upload Documents Edit Documents Create a New Document Library Allow Access to Your Site

Robert Brown

Robert Brown

People and Groups Control who can access your site and what content they can view and edit. Recycle Bin Restore or permanently remove deleted items.

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Create a Team Site Create a new, stand-alone Team Site or create one within an existing site. Create a a Stand-Alone Team Site

1

Go to insert URL here.

2

On the SharePoint Site Request page, click Create a Team Site for the region where most of your users are located.

3

On the Local Search page, read the information, scroll to the bottom, and then click the link.

4

On the New SharePoint Site page, complete the form, select the Team Site template, and then click Create.

2

On Create Page, under Web Pages, click Sites and Workspaces.

3

On the New SharePoint Site page, complete the form. Next to Template Selection, be sure to click Team Site. Click Create.

Add Content Add content to your site by using Web Parts. Web Parts are content “containers” used to display and arrange content on your site. Adding the correct Web Part to a page enables you to display text, related links, calendars, images, document libraries, other Web pages, and more.

1

Click Site Actions, and then click Edit Page. The page changes to Design Mode.

2

At the top of the column you want to add a Web Part to, click Add a Web Part.

3

In Add Web Parts to [zone] dialog box, select one or more Web Parts, and then click Add.

4

To add content to each Web Part, click Add new x at the bottom of the Web Part or follow the instructions in the Web Part.

5

When you have finished, in the upper-right section of the page, click Exit Edit Mode.

Note The URL you select cannot be changed after you create the site.

5

On the Set Up Groups for this Site page, add the Visitors, Members, and Owners of this site, and then click OK.

Create a Team Site Within an Existing Site

You must be the site owner, or have permissions from the site owner, to create a Team Site within an existing site.

1

Click Site Actions, and then click Create.

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Lay Out Content Arrange Web Parts on the page so that information is easy to find.

1

Click Site Actions, and then click Edit Page. The page changes to Design Mode.

2

Drag any Web Part by its title bar to a new location.

3

Click on the Web Part title bar to see additional options, including Minimize, Delete, and Modify Shared Web Part. Click to close the Web Part.

4

When you have finished, click Exit Edit Mode.

Re-Order Navigation links The left navigation menu (Quick Launch) has a default structure, and grows automatically as you add pages or other content to your site. Follow the procedure below to manually re-order the position of the links.

1

Click Site Actions, and then click Site Settings.

2

On the Site Settings page, under Look and Feel, click Quick Launch.

3

On the Quick Launch page, click Change Order.

4

On the Top Link Bar page, complete the form to specify the order of the Quick Launch links.

Organizing site content on separate pages helps team members find information. On these new pages, you can display document libraries, lists, discussion boards, and more.

5

When you have finished, click OK.

1

Click Site Actions, and then click Create.

Upload Documents

2

On Create Page, under Web Pages, click Web Part Page.

3

On New Web Part Page, type the name of your page, and then click a layout template.

1

Navigate to the appropriate Document Library, and then click Upload. (The name of the default Document Library is “Shared Documents.”)

4

Click a Document Library as a location to save the page, and then click Create.

2

On the Upload Document page, click Browse.

5

To add Web Parts to the page, click Add a Web Part. In the Add Web Parts to [zone] dialog box, select the check box of the Web Part you want, and then click Add. When you have finished, click Exit Edit Mode.

3

Select the file in the Choose file window, click Open, and then click OK.

Add New Pages

The first step in collaboration is to upload documents to the site.

This document is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS DOCUMENT. © 2006 Microsoft Corporation. All rights reserved.

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Edit Documents Before making changes to a document, use the Check Out feature to prevents others from editing the document while you are working on it.

1

Navigate to the Document Library where the file is stored. Tip If you have trouble finding the right library, go to the Quick Launch, and then click Documents to view all document libraries.

2

Point to the document, click the arrow next to it , click Check Out, and then click OK. A dialog box asks if you want to work with a local copy of the file. This is the default behavior. The Word icon changes to to indicate that the file is checked out.

3

Click the file name of the document, and then click OK.

4

When you have finished editing the document, save it and close the file, and then click Yes.

5

In the Check In dialog box, enter any comments, and then click OK.

Notes

• After you check out and edit a document, be sure to check it back in. • If you edit a local copy of a file, you must check it in before others can see your changes.

Save Versions of Documents To save a copy of the document each time a change is made, activate Version Control. This way, you can review changes made in each version and return to a prior version if necessary. Note Version Control is turned off by default.

1

Navigate to the document library, click Settings, and then click Document Library Settings.

2

Under General Settings, click Versioning settings.

3

On the Document Library Versioning Settings: [document library] page, under Document Version History, click Create major versions, and then click OK.

Notes • Saving multiple versions of a document uses more space on your site. • To view previous versions of your documents, click the arrow next to the file name, and then click Version History.

Delete Prior Versions of Documents If you have Version Control activated, a new copy of your document is saved every time it is changed. Because multiple copies take up more space on the site, it is good practice to delete versions you no longer need.

1

Navigate to the Document Library, point to the file name, click the arrow, and then click Version History.

2

On the Version Saved for [file name] page, click Delete All Versions. All prior versions of the document are deleted. The most recent version is retained.

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Create a New Document Library Creating additional document libraries is a good way to consolidate a set of documents related to a specific topic or project.

1 2 3

By default, there are three groups used for allowing access to a site: Visitor, Member, and Owner. When you add a user to a group, the user is given the permission level associated with the group.

Click Site Actions, and then click Create. On Create Page, under Libraries, click Document Library. On the New page, complete the form, and then click Create.

Create an Alert for a Document Library Have messages sent to you when changes are made to library documents.

1

Give Access to Your Site

To grant this permission level

Add to this group

Read: User can view site content.

Visitor

Contribute: User can view and edit site content.

Member

Full Control: User can view and edit site content, and modify site settings.

Owner

1

From within the site, on the left navigation menu, click People and Groups.

Navigate to the Document Library you want to receive alerts about.

Tip To find the right library, go to the left navigation menu, and then click Documents to view all document libraries.

2

On the [library name] page, click Actions, and then click Alert Me.

3

On the New Alert page, complete the form, and then click OK.

2

On the People and Groups page, at the top of the left navigation menu under Groups, click the group with the permissions you want to grant to your users.

3

On the New menu, click Add Users. On the Add Users page, in the Users text box, type the alias of the user you want to add. To add more than one user, separate each alias with a semicolon.

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4

Click Add users to a SharePoint group. The group you previously specified is selected.

5

Select the Send welcome e-mail to the new users check box to send an e-mail alerting users they have been granted access to the site. You may also add a personalized message. Click OK.

Note To assign specific permissions instead of the permissions associated with a group, on the Add Users page, click Give users permission directly, and then select the check box for the appropriate permission.

Restore Deleted Items Items in the Recycle Bin are permanently deleted after 30 days. Until that time, you can safely restore a deleted item.

1

On the left navigation menu (Quick Launch), click Recycle Bin.

2

Select the check box for one or more items, and then click Restore Selection. The restored items return to the section of the site from which they were deleted.

This document is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS DOCUMENT. © 2006 Microsoft Corporation. All rights reserved.

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2 Web Parts are content “containers” used to display information on your site. Use Web Parts to arrange text, related links, calendars, images, Document Libraries, other Web pages, and more. This guide references SharePoint Server 2007.

At the top of the zone in which you want to add the Web Part, click Add a Web Part. In the Add Web Parts to [zone] dialog box, select the check box of the Web Part you want to add—this example uses the Image Web Part—and then click Add. The Image Web Part is displayed in the zone.

Topics in this guide include: • • • • •

Add a Web Part Delete a Web Part Display Content on Your Site Add Customized Content Modify the Appearance of Web Parts

Add a Web Part 1

Click Site Actions, and then click Edit Page.

Tip Here’s another way to view the Web Parts list: In the Add Web Parts to [zone] dialog box, click Advanced Web Part Gallery and options. In the tool pane, click the Web Part collection called [your team site name] Gallery. The Web Parts list is displayed alphabetically.

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3

In the edit menu of the Image Web Part, click Modify Shared Web Part.

4

In the tool pane, under Image Link, enter the image URL or path, and then click OK.

5

When you have finished, click Exit Edit Mode to return to the default view.

3

Drag the Web Part title from the list to the desired zone location.

4

When you have finished, click Exit Edit Mode to return to normal view.

Close a Web Part When you close a Web Part, the Web Part is removed from the page. You can restore closed Web Parts later, as needed.

1 2

Click Site Actions, and then click Edit Page.

3

When you have finished, click Exit Edit Mode to return to normal view.

Click the in the title bar of the Web Part you want to close. The Web Part is removed from the page.

Restore a Closed Web Part

1 2

To restore a closed Web Part to the page, click Site Actions, and then click Edit Page. In any zone, click Add a Web Part. In the Add Web Parts to [zone] dialog box, click Advanced Web Part gallery and options. The Web Part you closed appears in the Closed Web Parts collection.

Delete a Web Part When you delete a Web Part, the Web Part is permanently removed from the page.

1

Click Site Actions, and then click Edit Page.

2

In the edit menu of the Web Part you want to delete, click Delete, and then click OK.

3

When you have finished, click Exit Edit Mode to return to normal view.

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Move a Web Part 1

Click Site Actions, and then click Edit Page.

2

Drag the Web Part heading to the desired zone location.

3

When you have finished, click Exit Edit Mode to return to normal view.

2

On the Upload Document: [Document Library] page or the Add Picture: [Picture Library] page, click Browse to find the image to upload.

3

Select the file in the Choose file window, click Open, and then click OK.

4

In the left navigation menu (Quick Launch), click either Documents or Pictures, depending on where the image is stored.

5

If the image is in a Document Library:

Display Content on Your Site With Web Parts, among other actions, you can add images to the home page of your site, display data on a spreadsheet, and add content such as custom formatted text. Three commonly used Web Parts are: • Image Web Part: Displays an image such as a banner or logo on a Web page. • Content Editor Web Part: Displays text content on your site.

• Copy the address of the image by right-clicking the file name, and then clicking Copy Shortcut. The shortcut is now copied to the clipboard.

• Page Viewer Web Part: Displays a linked file, folder, or Web page.

-OR-

Note There are many more Web Parts available in SharePoint Server 2007.

If the image is in a Picture Library: • Click the image thumbnail to view the full image. Copy the address of the image by right-clicking the picture name, and then clicking Copy Shortcut. The shortcut is now copied to the clipboard.

Display a Banner or Logo Use the Image Web Part to add a banner or logo to the home page of your site. You must first upload the image to a library.

1

Navigate to the document or picture library in which you want to store the image. On the Upload menu, click Upload Document.

Note You will use the image address in step 9.

6

Go to the Home page, click Site Actions, and then click Edit Page.

7

At the top of the zone in which you want the Image Web Part, click Add a Web Part. In the Add Web Parts to [zone] dialog box, scroll down to the Miscellaneous section, select Image Web Part, and then click Add.

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8

In the Image Web Part, click open the tool pane.

6

9

In the Image area on the right, paste the address of the image, and then click OK.

Display a Document or Spreadsheet

The image is displayed within the Image Web Part.

When you have finished, click Exit Edit Mode to return to normal view.

When you’ve uploaded your Microsoft© Office Word 2007 document, Microsoft© Office Excel© 2007 spreadsheet, or Web page, use the Page Viewer Web Part to display it. This Web Part can also be used to view a Web site.

Add Customized Content

1

Open the document or spreadsheet and save it as a Web page.

Use the Content Editor Web Part to display text content on your site. The Content Editor also enables you to add images, links, or tables.

2

On your site, click Documents, and then click the folder in your Document Library where you will store the Web page you just created.

3

Click Upload and then click Upload Document. Click Browse, and find your document. Click your document, click Open, and then click OK.

4

Copy the address of the file you uploaded by right-clicking the file name, and then clicking Copy Shortcut. You will need this address in step 9.

5

Go to the Home page, click Site Actions, and then click Edit Page.

6

At the top of the zone in which you want the Page Viewer Web Part, click Add a Web Part. In the Add Web Parts to [zone] dialog box, scroll to the Miscellaneous section, select the Page Viewer Web Part check box, and then click Add.

7

In the Page Viewer Web Part, click open the tool pane.

1

Go to the Home page, click Site Actions, and then click Edit Page.

2

At the top of the zone in which you want to display text, click Add a Web Part. In the Add Web Parts to [zone] dialog box, scroll to the Miscellaneous section, select the Content Editor Web Part check box, and then click Add.

3

In the Content Editor Web Part, click open the tool pane. In the tool pane, click Rich Text Editor.

4

Compose a message and apply text formatting, or insert a picture or table. When you have finished, click OK.

5

In the tool pane, click OK. The text message is displayed within the Content Editor Web Part.

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8

9

In the Page Viewer area on the right, click Web Page. Paste the address of the document or spreadsheet, and then click OK. The document or spreadsheet is displayed within the Page Viewer Web Part. When you have finished, click Exit Edit Mode to return to normal view.

Delete a Web Part Title A Web Part title is not required; in some cases, it may be beneficial to have no title at all.

1

Click the arrow to the right of the Web Part title, and then click Modify Shared Web Part.

2

In the tool pane, click Appearance.

3

In the Chrome Type menu, click None, and then click OK.

Tip To move a Web Part to a different location on the page, drag the Web Part title to that location. Modify a Web Part Size

Modify the Appearance of Web Parts

1

Click the arrow to the right of the Web Part title, and then click Modify Shared Web Part.

You can modify a Web Part title and size, as well as the view (changing the displayed style, for example).

2

In the tool pane, click Appearance.

Modify a Web Part Title

3

In the Height section, choose Yes, and then enter the height you want. To change the unit of measure, click the unit you prefer from the list.

4

In the Width section, choose Yes, and then enter the width you want. To change the unit of measure, click the unit you prefer from the list.

5

To set the Web Part to this new size, click OK.

1

Click the arrow to the right of the Web Part title, and then click Modify Shared Web Part.

2

In the tool pane, click Appearance.

3

In the Title box, enter the new title you want displayed on the Web Part, and then click OK.

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Apply a Web Part View Use Views to modify the way the information contained in Web Parts is displayed to site users. For example, you can add or delete columns from a view or change the style.

1 2

4

In the Style section, select the style you want to display, and then click OK.

On the Announcements Web Part, click the arrow to the right of the Web Part title, and then click Modify Shared Web Part.

In the Selected View list, click the view you want, and then click OK.

Edit the Current Web Part View

1

On the Announcements Web Part, click the arrow to the right of the Web Part title, and then click Modify Shared Web Part.

2

Click Edit the current view.

3

On the Edit View: Announcements page, in the Columns section, select the columns you want to display. Click the position from the left in which you want the column to appear.

This document is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS DOCUMENT. © 2006 Microsoft Corporation. All rights reserved.

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