SharePoint SITE OWNER TRAINING

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1 SharePoint SITE OWNER TRAINING

2 Contents Customizing Your Site... 3 Editing Links... 4 Give the site a new look... 5 Changing Title, Description, or Logo... 6 Find Available Settings... 6 Adding Apps to Your SharePoint Site... 7 Add a Task List... 7 Customize Left Navigation Menu... 8 Columns versus Folders... 9 URL Path Length Restrictions... 9 Creating Columns (Metadata)... 9 How to Setup Metadata fields for your library:... 9 Column Types Managing SharePoint Security SharePoint Groups Adding Members to Groups Check Individual Member s Permissions Check Group Membership Removing Members from Groups Managing Permissions Setup Unique Permissions Create a new Permissions Group Working with the Task List App Create a New Task Modify the All Tasks View Edit the Task List Create a Subtask Delete a Task TimeLine MAR 2015 PAGE 2

3 Customizing Your Site When you first open a new site, it should look very similar to the image below: The default tiles offer a quick way to customize your site. If the Getting Started Tiles have been removed, they can be displayed by clicking on the Site Settings Menu (looks like a gear) and choosing Getting Started. Share your site: Change security settings Working on a deadline?: Add calendar and task apps to your site Add lists, libraries, and other apps: Add other apps What s your style?: Change site look Your site. Your brand.: Add a logo and description to your site Keep in context: not using this feature MAR 2015 PAGE 3

4 Editing Links You can edit the links along the top and left side of the page. For example, if you don t need the Notebook, you can delete the link. Click on EDIT LINKS in the Left Navigation Click on the X beside Notebook to delete it If you want to rename the Documents library to Training Library: Click on the Documents link in the left navigation Type Training Library Click somewhere else Click on the Save button MAR 2015 PAGE 4

5 Give the site a new look SharePoint Site Owner Click on the What s Your Style? Tile Choose one of the Templates Adding an image turns a picture into a background behind your site (not recommended) Change colors if you choose Change site layout if you choose (Oslo removes the left navigation pane) Change fonts if you choose If you don t like the change, click on the Start over link at the top. When you think you are happy with the changes, click on the Try it out link at the top of the page. If you still want to tweak, click on No, not quite there and repeat steps above. If you like the changes, click on Yes, keep it. MAR 2015 PAGE 5

6 Changing Title, Description, or Logo As a site owner, you may want to add a logo or change the name or add a description to your SharePoint site. Click on the Your site. Your brand tile Under Insert Logo, click on From Computer Select your graphic file for the logo Click on OK when finished Find Available Settings To see all available setting for a site, click on the Settings icon ( ) and choose Site Settings. Those who are not site owners, will not have all of these options. MAR 2015 PAGE 6

7 Adding Apps to Your SharePoint Site The concept of an app is not new. If you have a smartphone, you are probably familiar with apps. SharePoint has now embraced the concept of an app. An app can be simple or complex. An example of a simple app is customizing the Custom List app. When you are given a new SharePoint site, your site already has a number of apps by default. Examples include: Document Library, Tasks and Calendar. These apps can be renamed and as a site owner, you have authority to add/create additional apps of the same type or something different. Add a Task List To create a task list, click on the Settings Menu icon in the upper right-hand corner of the screen (looks like a gear) Choose Add an App Click on the Tasks App icon. Give the new Task List a Name (Project Assignments) Click on Create. MAR 2015 PAGE 7

8 Click on the new Project Assignments task list icon. In the future, you will see a link to this new app in the left navigation pane under Recent. Customize Left Navigation Menu To move the Project Assignments Task List to a new location on the left navigation pane, click on EDIT LINKS. Click on the Project Assignments Link and drag to a new location. Click on Save MAR 2015 PAGE 8

9 Columns versus Folders Folders have been the main method for categorizing documents for as long as most users can remember. Until recently, there wasn't really much of an option. If you wanted to organize your files, folders was the way to do it. Folders have become the natural way to organize files, and it is so ingrained that this is how most people think about organizing their files. Within SharePoint, you have the ability to add columns to the default columns provided by SharePoint when you create a new library or list. These additional columns can have different data types such as dates, numbers, text, etc. If we define these columns using definitions that help separate data much like folders do, we can create a structure that functionally gives us the same benefits as folder and much more as well. For many of us with IT backgrounds, the choice seems obvious. When it comes to searching, sorting, filtering and categorizing data, metadata comes out as the clear winner. Folders seem almost primitive, with many limitations. URL Path Length Restrictions Folders increase URL length, which breaks when it goes above approximately 260 characters URL Part Protocol Server Name Folder or File name File name Example sites/training%20and%20documentation/documents/sharepoint/ Some%20File.pptx Creating Columns (Metadata) Metadata is data that describes other data. Meta is a prefix that in most information technology usages means an underlying definition or description. Metadata was traditionally in the card catalogs of libraries. As information has become increasingly digital, metadata are also used to describe digital data. By describing the contents and context of data files, the usefulness of the original data/files is greatly increased. A little upfront planning saves time in the long run. Plan ahead so you know what order you want the columns to be in and what options you want in drop down lists. How to Setup Metadata fields for your library: Click on the Training Library Link in the left navigation pane Click on the Library tab and click on the Library settings icon MAR 2015 PAGE 9

10 The Settings page will appear, this is the main control panel for your document library. o SharePoint automatically gives you several columns (metadata) as a default: Created date, Modified date, Title, Created by, Modified by and Checked out to. o Click on the Create Column link to add columns. Column Types Column Type Description Single line of text Less than 256 characters Multiple lines of text Simple Data Type Choice Drop down list is the default and most common Number You can identify a min/max value and choice of decimal options. Currency Same as above as well as option of currency format Date and Time Uses a calendar picker Yes/No Checkbox Lookup Column Drop-down list populated based on values from other list Person or Group Validates name against active directory, shows as a hyperlink Hyperlink or Picture Just as it says Calculated Calculation from other columns Task Outcome Used in workflows External Data Usually filled in by an external source and not users Managed Metadata Organization-wide, centrally managed, lookup lists Column validation options allow you to define additional limits and constraints for your data. For example, create a formula that doesn t allow a user to mark a project finished before it has begun! MAR 2015 PAGE 10

11 Give the column a name (Status). Choose the type of information that will go in this column from the list. We want to choose from a list. This field is optional This field is required These last options will vary depending on your choices above. List of options to choose from because we chose Choice List as our type of field Finish answering these questions and click on OK. Repeat for additional columns you wish to add. Now you can see the new column appearing on the Settings page. MAR 2015 PAGE 11

12 Managing SharePoint Security Before asking TSC for a SharePoint Website and adding library lists, tasks and other information, we need to make sure that the sites are logically organized and we need to make sure security is maintained. A site should have a single purpose to meet the members requirements. Examples include: Manage a project, provide information or a location for collaboration. Only ITS can create new Sites or Subsites. An official request will need to be completed to request a SharePoint site. In most companies, ITS is typically in charge of setting up permissions. In SharePoint, it is the site owner s job, the site owner s responsibility. Everything is done using your web browser from a centralized settings page called Site Settings. If you are a site owner it is expected that you understand security settings in SharePoint. This training is required for all site owners. Although it is possible to assign individuals permissions, it is encouraged as a best practice to assign all individuals to a group and assign the permissions to the group. When you add users outside of groups, they can be difficult to track and manage. Groups make is easier to manage a large number of users. Not using SharePoint groups can become a nightmare for the site owner to manage. SharePoint Groups Visitors Group - Read Can view pages and list items and can download files. Members - Contribute Create, edit and delete items and documents. Can NOT create new sites, or customize existing sites Owners - Full Control Create, edit and delete items and documents. Create, edit and delete lists and libraries. Modify the structure and components of the site Grant permissions to others Create Your Own Group SharePoint offers more than just these three groups, you can create your own groups to meet your needs. A site without any users is pointless! MAR 2015 PAGE 12

13 Adding Members to Groups SharePoint Site Owner Click on the Settings gear icon in upper right-hand corner, choose Site Settings, People and Groups Click on the Permission Group on the Left that the new member belongs Choose the dropdown arrow beside New and select Add users to this group In the top box, type in user s name or address. Click on SHOW OPTIONS to choose whether or not to send an invitation. You want to keep the box checked so the user will be notified of his new permissions. Otherwise it will be difficult to access the site. Click on the Share button. Check Individual Member s Permissions Click on the Settings gear icon in upper right-hand corner, choose Site Settings, Site Permissions MAR 2015 PAGE 13

14 Click on the Check Permissions icon. Type in the name and click on Check Now. You can only check one name/person at a time. Enter another name or click on Close when done. Check Group Membership It is always important to audit the membership of the groups periodically. Click on the Settings gear icon in upper right-hand corner, choose Site Settings, Site Permissions Click on the Group Name You will now see the list of members of this group. MAR 2015 PAGE 14

15 Removing Members from Groups Click on the Settings gear icon in upper right-hand corner, choose Site Settings, People and Groups Click on Permission Group on the Left that the new member belongs Check the box beside the member s name and click on the Actions menu. Select Remove selected users from this SharePoint group Click on OK on the confirmation box that appears. Managing Permissions After initially setting up all of the permissions, you may occasionally want to remove or change permissions. Click on the Settings gear icon in the upper right-hand corner, choose Site Settings, Site Permissions To add, delete, or modify permissions for a group, click on the checkbox next to the group name and click on the grant icon to add a user or the modify icon in the toolbar to change or delete group permissions. In order to change a user s permissions, it is often necessary to first remove the user from one group and then add the user to another group. MAR 2015 PAGE 15

16 Setup Unique Permissions All parts of the SharePoint site (document libraries, lists, folders, etc.) inherit permissions from the site. In some cases, you might have sensitive data that you want to restrict to certain users. Restricting access involves breaking the permissions inheritance from the parent site. Here is how to create unique permissions at the document library level. Click on the Name of the Document Library (Training Library) in the left navigation pane. Click on the Library tab at the top of the page. Click on the Library Settings icon Click on Permissions for this document library MAR 2015 PAGE 16

17 A yellow warning note will indicate that this library inherits permissions from its parent. To set unique permissions on the Document Library, click on the Stop Inheriting Permissions icon. A dialog box will appear confirming your actions. Click on OK. At this point, none of the permissions have changed, they are still the same as the parent website, but now we have the option to make changes. In the future when changes are made to the parent site, it will not affect the permissions on this library list. Check the boxes of all the groups you wish to change permissions and click on the Edit User Permissions icon. MAR 2015 PAGE 17

18 Select a new role for this group in this specific library. Click on OK. Be careful not to remove your own permissions! Create a new Permissions Group When creating unique permissions on a folder, it might make sense to create a new permissions group. This will make it easier to manage permissions in the future. Click on the Settings gear icon in upper right-hand corner, choose Site Settings, People and Groups MAR 2015 PAGE 18

19 Click on Groups on the Left Here you will see the default groups. Choose the dropdown arrow beside New and select New group Give it a name and description Normally you will leave the next few sections with the default. MAR 2015 PAGE 19

20 Choose from the Default Group Permission Levels and click on Create. Of course now you will need to add members to this newly created group. Working with the Task List App Create a New Task Click on the Project Assignments Task List you created on the left navigation. Click + new task. This enables you to add action items in your project. To enter your first task, just type the Name, Start Date, End Date, and the Person to whom it is assigned. Click on SHOW MORE for more options MAR 2015 PAGE 20

21 Click on Save when complete Modify the All Tasks View The default All Tasks view does not include very many fields, next we will modify this view to include more fields. Click on the ellipsis ( ) beside the Completed View and choose Modify this view. Check the boxes for % Complete, Start Date and task Status. You can rearrange order if you like. Scroll to the bottom and click on OK MAR 2015 PAGE 21

22 Edit the Task List If you want to create several tasks quickly you can create from edit view. It is like a datasheet view where you can also add columns to this view dynamically. Click on edit this list Click on the + sign to add another column. Select the column type, Text Give the column a heading name, Project Manager Fill in the blanks! MAR 2015 PAGE 22

23 Click on Stop editing this list when complete. Create a Subtask You can also create Subtasks to keep track of smaller details in a larger project. To do this, click on the Main Task and then click on ellipsis ( ) and choose Create Subtask. Enter all of the information just like you would for a new task. Click on Stop editing this list when complete. MAR 2015 PAGE 23

24 Delete a Task SharePoint Site Owner Click on beside task you want to delete Click on again for the drop down menu Click on Delete Item Click on OK to confirm deletion TimeLine Users have ability to display or remove tasks or subtasks from the timeline. Click on beside the task name Click on Add to Timeline You will need to do this for each task that you want added to the TimeLine. MAR 2015 PAGE 24

25 One of the other features of timeline is that now you can Color (highlight) the Tasks in the timeline. Select the task and click on the Timeline Tab at the top. Format the task with your color, font and highlight color. (The color choices will vary depending on your site theme.) MAR 2015 PAGE 25

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