SharePoint: Site Collection Administrator

Transcription

1 SharePoint: Site Collection Administrator This class will explore sections of SharePoint available to those with the role of a Site Collection Administrator. To access SharePoint, you will need to log into Office 365. Accessing and Logging In Office 365 is available anywhere with an internet connection. Office 365 works with desktop computers, laptops, tablets, and mobile devices. To access and log into Office 365 go to: outlook.office365.com Once at the login screen, type in your UWM address and password and click the Sign in button. Office 365: SharePoint SharePoint is the app within Office 365 that creates websites used as secure places to store, organize, share and access information. To open SharePoint, click the grid in the upper left corner and then click the SharePoint icon. 12/15/16

2 SharePoint Working Screen Section Description 1 App Launcher Allows you to move between the different apps in Office 365 such as Outlook and Calendar. 2 Ribbon 3 Site Options 4 5 Quick Launch, Current Navigation or Left Navigation Top Link Bar or Global Navigation 6 Search Bar 7 Page Content From the Home page of your SharePoint site, the Ribbon contains a BROWSE and PAGE tab. The BROWSE tab is activated by default and allows you to browse the SharePoint site. The PAGE tab contains tools for editing the page, if you have permissions to do so. Other parts of your SharePoint site may contain additional ribbon tabs. If you do not see the ribbon, go to the Settings (Gear icon) in the upper right corner of the screen and choose Show Ribbon. Contains buttons for sharing, following and editing the site as well as the Focus on Content button that hides the site navigation buttons. Lists features of the site and provides a quick way to navigate and access the content on the site. Can be customized or removed. Series of links to other sites within a collection of sites. For standalone sites, there will only be one link unless the administrator adds other links. Can be customized or removed. Used to search for items on the SharePoint site. The down arrow on the right side of the box allows you to specify where to search. Shows contents of the SharePoint site including elements like the document library and Newsfeed. NOTE: Office 365 is a cloud service updated and maintained by Microsoft. As a cloud service, Microsoft can update and change features in Office 365 as needed. UWM has little to no control over these changes and parts of this document may be incorrect after printing/publishing because of these updates. 2

3 Site Management As a Site Collection Administrator, you can modify parts of your SharePoint site to customize it for the user s needs. Add a Subsite Once you have a main SharePoint site, you can add in subsites. A subsite is useful in multiple scenarios: If there is a section of your site that needs to have separate permissions from the main site. If there is a large amount of related information that does not necessarily belong in the main site. If you want a site to use multiple SharePoint site types (such as a site that contains a Blog, Project Site and Documents Center). Below is a list of some of the types of SharePoint templates you can use for a subsite: Template Team Site Blog Project Site Documents Center Search Center Description Default template; includes tools such as lists and libraries that allow for collaboration between members. Allows for posts, comments and links. Has tools for creating drafts, edit and delete old posts and receive alerts when a blog is updated. Similar to a Team Site but also includes tools for managing a project such as Project Summary. Used for managing large amounts of documents, can be for authoring/editing or for an archive of files. Top level site that allows users to search the entire site. 1. Click the Settings (Gear) icon in the upper right corner of the screen and choose Site contents. 2. At the top of the screen under the name of the site, click the New button; from the menu choose Subsite. 3. On the screen that appears, add in a Title and Description, Web Site Address, and Template Selection. 4. In the Permissions section, determine if you want the new subsite to have the same permissions as the parent site or if you want unique permissions. 5. In the Navigation Inheritance section, choose if you want to use the top link bar from the parent site or not. 6. When finished, click Create. 3

4 Delete a Subsite You can delete a subsite if you accidentally create one or if your site contains one that is no longer necessary. The subsite and all its contents (documents, libraries, lists, permission levels) will move to the recycle bin. 1. Navigate to the home page of the subsite you want to delete. 2. Click the Settings (Gear) icon in the upper right corner of the screen and choose Site settings. 3. Under the Site Actions category, click Delete this site. 4. Click the Delete button on the warning screen and then click OK in the confirmation window. NOTE: You cannot delete a subsite if it has additional subsites beneath it; delete any sub subsites of the subsite first. Change Site Information One of the easiest ways to customize a SharePoint site is to change the site title and description. 1. Navigate to the Site settings by clicking the Settings (Gear) icon in the upper right corner and then choosing Site settings from the menu. 2. Under the category Look and Feel, click on Title, description and logo. 3. Using the text boxes, modify the Title, Description and Logo for the site. 4. When finished, click OK at the bottom of the screen. 4

5 Change the Look SharePoint comes with a variety of templates and settings used to change how the site looks. 1. Navigate to the Site settings by clicking the Settings (Gear) icon in the upper right corner and then choosing Site settings from the menu. 2. Under the category Look and Feel, click on Change the look. 3. On the screen that appears, choose the template you want to use. 4. After choosing a template, you have the option to further customize. Add an image, change the colors, layout and fonts. 5. When finished, click Try it out. If you want to keep the resulting page, click Yes, keep it; otherwise, click No, not quite there and make further changes. Configure Left Navigation The Left Navigation shows all the default links in your site such as Documents, Notebook and so on. There is also a section called Recent; this section shows the 5 newest links on your site. If you create something new on the site, it will appear in this list until you create enough new items that it is moved off the list. Using the steps below, you can modify the Left Navigation to include new items as well as configure the existing items. Rename, Remove or Reorder Left Navigation 1. To begin configuring the navigation, click EDIT LINKS at the bottom of the navigation. 5

6 2. To rename a link, click the name of the link and type a new name in the box. 3. To remove a link, click the X to the right of the link. 4. To reorder links, click and drag the link to a new location. 5. When finished, click the Save button. Add a New Link 1. To begin configuring the navigation, click EDIT LINKS at the bottom of the navigation. 2. At the bottom of the navigation list, click the link button. 3. In the box that appears, enter the Text to display and the Address of the link. Click the OK button. 4. When finished adding links, click the Save button. Configure Navigation Using the Site Settings If you want to further customize the navigation on your site, there are additional options in the Site Settings. 1. Click the Settings (Gear) icon in the upper right corner and choose Site settings. Under the Look and Feel category, choose Navigation Elements. 6

7 2. Using the checkboxes, you can enable or disable the Quick Launch or Tree View. Tree View will show all the elements of the SharePoint site grouped by type on the left side of the screen. Tree View allows you to expand and collapse nested sections such as viewing the apps in a subsite. 3. When finished, click OK. Add a Site Mailbox When you add a site mailbox to your site, users of the site who also use Outlook (desktop client) can view and store s related to the SharePoint site in the site mailbox. In addition, the site mailbox has its own address, so members of the group can send to this address to archive messages. 1. Navigate to the SharePoint site that will have the site mailbox. In the Left Navigation, click the link for Site Contents. 2. At the top of the screen under the name of the site, click the New button; from the menu choose App. 3. From the list of available apps, choose Site Mailbox. This will install the site mailbox app. 4. Next, you need to activate the site mailbox app on your site. From the site contents, click on Site Mailbox again to activate and configure the app. During this process, you will see the address associated with the site mailbox, you can share this with the other members of the site so they can send to the site mailbox. 7

8 Using a Site Mailbox To work with the site mailbox, users must be using Outlook (desktop client). You can also access the site mailbox using SharePoint, but it does not have the full functionality. To access the site mailbox using SharePoint, in the Left Navigation click Site Contents and from the contents choose Site Mailbox. 1. Open Outlook and scroll to the bottom of the folder pane (the left pane). At the bottom of the folder listing, you should see the name of the SharePoint site mailbox. Click the arrow to the left of the name to expand the folders. 2. To add mail to the site mailbox, drag and drop relevant s from your folders into the site mailbox Inbox folder. 3. To view documents in document library for the site, click the Documents folder. You can drag and drop attachments from messages to the Documents folder and the files are uploaded to the document library for the site. 4. To share a file in the document library from Outlook, right click on the file and choose Forward; or drag and drop a file to an message. Using the Recycle Bin When a file, version of a file, a list item, library, list or folder is deleted by a user of a SharePoint site, it goes into the site Recycle Bin. Items stay in the Recycle Bin for 90 days and then they automatically move to the Second Stage Recycle Bin. After 90 days, files are permanently deleted from the Second Stage Recycle Bin. Items can be recovered from the Recycle Bin by either the user who deleted the item or the Site Collection Administrator. Items can be recovered from the Second Stage Recycling Bin by the Site Collection Administrator. Use the Recycle Bin 1. Click the Settings (Gear) icon in the upper right corner and choose Site contents. In the upper right corner of the screen, click the link for Recycle bin. 2. To manage the items in the Recycle bin: To delete all items, click the Empty recycle bin button at the top of the screen. To delete or restore specific items, hover over the item and click the circle to the left of the file name to select it. Click the Delete or Restore button on the toolbar at the top of the screen. 8

9 Use the Second Stage Recycle Bin 1. Scroll to the bottom of the Recycle Bin and click the link for second stage recycle bin. 2. To manage the items in the Second Stage Recycle Bin, click the circle to the left of the file to select it and click Delete or Restore. Library and List Management Document libraries and lists appear in most SharePoint sites and subsites. As a Site Collection Administrator, you can configure, modify and manage the setup and files in the library. Create a New Library Sites and subsites can contain more than one document library or list. 1. Navigate to the site or subsite where the new library (document library or list) will be located. 2. In the upper right corner of the screen, click the Settings (Gear) icon. From the menu, choose Site contents. 3. At the top of the screen under the name of the site, click the New button; from the menu choose List or Document library. 4. In the pane on the right, enter a Name and Description and choose if you want to see the library in the site navigation. Click Create. 9

10 Rename a Library You can change the name of the default document library (Documents) and rename libraries that you created. 1. Navigate to the library and click the Settings (Gear) icon in the upper right corner of the screen. From the list choose Library settings. 2. Under the General Settings, choose List name, description and navigation. 3. Enter a Name and Description for the library and choose if it should appear on the Quick Launch. Click the Save button. Create a Column To assist the users of the site in managing and finding documents in a library, you can create additional columns of metadata in the library. 1. Navigate to the library (document library or list) in the SharePoint site or subsite. 2. In the upper right corner of the screen, click the Settings (Gear) icon. From the menu, choose Library settings. 10

11 3. Scroll down to the Columns section. This section lists the default columns such as Title, Created, Modified and Created By. To create a new column, click Create column. 4. Under Name and Type give the column a name and choose the type of column using the radio buttons. NOTE: If you choose the Managed Metadata type you can choose from pre set terms in the UWM SharePoint taxonomy. This includes items such as academic terms, academic programs, buildings and departments. 5. Under Additional Column Settings enter a Description and other settings. The settings may vary depending on the type of information chosen for the column. 6. When finished, click OK at the bottom right corner of the screen. This returns you to the Library Settings; the new column is visible under the Columns section. NOTE: If is column is set to Required (Require that this column contains information) and there is no default value for the column if a user creates a new document it will remain checked out (no other users can edit the file) until the user sets a value for the required column. Use a Column Once the column is created, users of the library can use the column to assist in organizing the files in the library. 1. Navigate to the library (document library or list) and notice the new column(s) in the library. 2. To change the value of any of the added columns, click the (ellipsis) button to the right of the file name. 3. From the menu, choose More and from the submenu choose Properties. 11

12 4. Edit the properties as needed. 5. To return to the library, click Documents at the top of the screen. Edit a Column If a column does not function as expected or you want to change the order of new columns you can return to the Library Settings and change the columns. 1. In the upper right corner of the screen, click the Settings (Gear) icon. From the menu, choose Library settings. 2. Under Columns click the name of the column you want to edit. Make necessary changes and then click OK at the bottom of the screen. 3. To change the sort order, below the list of columns click the link for Column ordering. 4. From the list, change the order of the columns and then click OK. Other Library & List Settings In the Library settings are other tools that can help to manage a library (document library or list). 1. Navigate to the library (document library or list) in the SharePoint site or subsite. 2. In the upper right corner of the screen, click the Settings (Gear) icon. From the menu, choose Library settings. 12

13 3. In the Library settings under General Settings there are other useful options: Checking Files In a. Click Versioning settings to turn off or change versioning and require document check out. b. Click Advanced settings to change settings for opening documents in the browser and to turn off the ability to create folders When a user wants to exclusively edit a file in a document library, they can check out the document; this allows that person to edit the document and all others to see it in read only state as of the time of the check out. If a user forgets to check a document back in after editing, the document remains read only and no other users can edit the file. As a Site Collection Administrator, you can check in documents so that users can edit the document again. 1. Locate the checked out file; checked out files have a green square with an arrow on the icon for the file. File with check out icon 2. Click in the circle to the left of the file name to select the file. 3. Click the (ellipsis) button to the right of the file name and select More and then Check in. View Audit Log Reports Audit log reports contain information about activity on your SharePoint site. You can run pre made reports or create your own custom reports. Before your site can run audit log reports, you must configure the audit settings. Audit Settings 1. Navigate to the top level of the SharePoint site and then click the Settings (Gear) icon in the upper right corner of the screen. From the menu, choose Site settings. 2. Under Site Collection Administration, click Site collection audit settings. 3. Choose from the options including Audit Log Trimming, Documents and Items and Lists, Libraries and Sites. When finished, click OK at the bottom of the screen. 13

14 Run the Audit Log Report 1. Navigate to the top level of the SharePoint site and then click the Settings (Gear) icon in the upper right corner of the screen. From the menu, choose Site settings. 2. Under Site Collection Administration, click Audit log reports. 3. Choose a pre made report or a custom report. For the pre made reports, specify a document library for the report; for a custom report, specify a document library for the report and set the parameters. 4. Navigate to the document library that is housing the report and click to open. Workflows SharePoint workflows allow for automated collaboration and approval of items in a list or a library. Workflows are pre programed flowcharts that automatically direct items from one user to another in order to gain approval, signatures or feedback. The workflow tracks the process and can show the current status of an item in a workflow; in addition, the workflow keeps track of the process and will send reminders when necessary. Below is a table of the types of workflows available using SharePoint online: Workflow Approval Collect Feedback Collect Signatures Disposition Approval Three state Description Routes a document to designated people for approval or rejection. Routes a document to designated people for feedback then consolidates all the feedback for the workflow owner. Routes a document to designated people for digital signatures; works only with Word documents, Excel spreadsheets and InfoPath forms. Manages document expiration and retention by allowing participants to decide to retain or delete expired documents. This workflow is meant to work with a Records Center site. Track the status of an item through three states. The workflow assigns a task to a person and when that task is complete, it moves on to the next state and contacts the next person for the next task. This workflow is meant to work with the Issue Tracking list template. NOTE: Any user of a SharePoint site with at least Edit permissions can participate in a workflow; this includes users in the Members and Owners groups. 14

15 Create a Workflow 1. Navigate to the library (document library or list) in the SharePoint site or subsite where you want to use the workflow. 2. In the upper right corner of the screen, click the Settings (Gear) icon. From the menu, choose Library settings. 3. In the Library settings under the Permissions and Management section choose Workflow Settings. 4. At the bottom of the Workflow Settings, click Add a workflow. 5. First, choose the type of workflow. 6. Next, give the workflow a name. 7. If this is the first workflow for this library, you cannot choose the Task or History Lists. If you have more than one workflow, you can choose the Task and History Lists from other existing workflows or choose new lists. 15

16 8. Last, choose the start options for the workflow. If you choose manual start the users will need to know how to start a workflow. If you choose either automatic option (create a new item or change an item) the workflow will start on its own. NOTE: If you create a manual start workflow, the user starting the workflow will be given options to change the workflow setting. For automatic workflows, there are no opportunities for the user to change the workflow settings. 9. Click the Next button at the bottom of the screen to continue creating the workflow. 10. Depending on the type of workflow chosen, set the options for how the workflow routes the item. 11. When finished setting up the workflow, click the Save button. Manually Start a Workflow If you chose a manual start, the person starting the workflow will need to initiate the workflow. 1. Navigate to the library (document library or list) in the SharePoint site or subsite that contains the workflow. 2. Locate the item in the library that you want to use with the workflow. To the right of the name of the item, click the (ellipsis) button. From the menu, choose More and then choose Workflow. 16

17 3. At the top of the screen, choose the name of the workflow you want to use on the item. 4. Manual start workflows allow the initiator to modify the settings of the workflow. Modify the settings as needed then click the Start button at the bottom of the screen. NOTE: When a workflow is applied to a library, there will be a new column added to the library with the name of the workflow. If you are assigned to complete a task for a workflow, once the task is complete, you can click on the status of the workflow to mark it complete. Edit a Workflow If a workflow needs modifications, you can edit the workflow so it is correct. 1. Navigate to the library (document library or list) in the SharePoint site or subsite where you want to edit the workflow. 2. In the upper right corner of the screen, click the Settings (Gear) icon. From the menu, choose Library settings. 3. In the Library settings under the Permissions and Management section choose Workflow Settings. 4. From the list of workflows, click the name of the workflow to edit, make changes and click Save. 17

18 Remove a Workflow If you no longer need a workflow on a library, you can remove the workflow. 1. Navigate to the library (document library or list) in the SharePoint site or subsite where you want to remove the workflow. 2. In the upper right corner of the screen, click the Settings (Gear) icon. From the menu, choose Library settings. 3. In the Library settings under the Permissions and Management section choose Workflow Settings. 4. At the bottom of the screen, click Remove, Block or Restore a Workflow. 5. To temporarily stop a workflow, click the radio button for No New Instances. To stop the workflow entirely, click the radio button for Remove. 6. When finished, click the OK button. 18

19 Permissions Now that your SharePoint site is set up, you can give users permission to access the site. When giving permissions to SharePoint, it is recommended that you add users to groups that grant them permissions instead of individually adding and assigning permissions to users. SharePoint sites have three basic groups with pre configured permissions that you can use or you can create your own group and assign customized permissions. Group Name Visitors Members Owners Description Have read only access to the SharePoint site, cannot create, modify or delete. Can view and edit the content of the site, includes the ability to add, modify and delete files and list items. Members cannot change the structure of the site. Have full control of the site and its structure. This group should have a small number of people added so you know who is making changes to your site. It is recommended that you assign users to a group at the top level of the SharePoint site. Permissions cascade downward, so if you give permissions to the main site, they will have permissions to any subsites, lists or libraries within the site collection; this is known as permissions inheritance. Add a User to a Group 1. Navigate to the top level of the SharePoint site and click the Settings (Gear) icon in the upper right corner and choose Site settings. Under the Users and Permissions category, choose Site permissions. 2. Notice the existing groups: Members, Owners and Visitors. 3. To add users, click the name of the group you want to add them to. 4. On the screen that appears, click the New button at the top of the screen and choose Add Users. 5. In the box that appears, type in the addresses of the users you want to add. You can also include a personal note in the invitation. When finished, click Share. 6. The users receive an with a link to the SharePoint site. 19

20 Remove a User from a Group 1. To remove a user from a group, navigate to the list of users in the group by going to Site Permissions and clicking the name of the group. 2. Check the box to the left of the user name you want to remove. If you want to remove more than one user, check the boxes to the left of the other users you want to remove. 3. From the menu at the top, click Actions and then choose Remove Users from Group. 4. The user is removed from the group and no longer has permissions to access the SharePoint site. Create a New Group If you want a different set of permissions than what the Members, Owners and Visitors groups provide, it is recommended that you create a new group and assign custom permissions to the new group. 1. Click the Settings (Gear) icon in the upper right corner and choose Site settings. Under the Users and Permissions category, choose Site permissions. 2. On the PERMISSIONS tab of the ribbon in the Grant group, click the Create Group button. 3. First, type in a Name and Description for the group. 4. If you want to change the owner to someone other than yourself, you can change the Owner field. However, there can only be one owner, so if you remove yourself from the list you no longer can modify the membership of the group. 5. Under Group Settings choose who can see the membership of the group and who can edit the membership of the group. 6. Use the Membership Requests section to allow users to request to join or leave the group; by default, users must be added to the group by the owner. 20

21 7. Last, choose the Permissions for the group by checking the appropriate boxes. 8. When finished, click Create. After the group is created, you can add and remove users in the same way as described in previous sections. Break Inheritance When you assign users to a group or create a group at the top level of the site, the users have the same inherited permissions throughout the entire site. This includes access to any libraries, lists, subsites and pages. Sometimes, there are sections that you want to assign a different set of permissions or a section so that is available to certain users. To do this, you need to break the inheritance and change the permissions and groups that have access to that section. NOTE: If you break inheritance any items in the site structure below that item will take on the new permissions. For example, if you break inheritance on a subsite and assign new groups and permissions, only those new groups will be able to access the libraries, lists and other items within the subsite. Break Inheritance for a Subsite 1. First, navigate to the subsite where you want to break inheritance. 2. Click the Settings (Gear) icon in the upper right corner and choose Site settings. Under the Users and Permissions category, choose Site permissions. 3. On the PERMISSIONS tab of the ribbon, click the Stop Inheriting Permissions button. This does not actually change any permissions; you will need to remove existing permissions and add new permissions next. 4. Next, choose to either create a new group or use an existing group (Visitors, Members and Owners). 21

22 5. When finished, click OK. 6. To remove groups or users, click the Settings (Gear) icon in the upper right corner and choose Site settings. Under the Users and Permissions category, choose Site permissions. a. To remove a group, check the box in front of the group name and on the PERMISSIONS tab of the ribbon choose Remove User Permissions. b. To remove individual users, click the name of the group and remove users from the group. 7. To create a new group, click the Create Group button on the PERMISSIONS tab of the ribbon, fill in the form and click create. Add members to the group as described above. Break Inheritance for Library or List 1. First, navigate to the library or list where you want to break inheritance. 2. Click the Settings (Gear) icon in the upper right corner and choose Library settings for a library or List settings for a list. 3. In the settings, choose Permissions for this document library for a library and choose Permissions for this list for a list. 4. On the PERMISSIONS tab of the ribbon, click the Stop Inheriting Permissions button. This does not actually change any permissions; you will need to remove existing permissions and add new permissions next. a. To remove a group, check the box in front of the group name and on the PERMISSIONS tab of the ribbon choose Remove User Permissions. b. To remove individual users, click the name of the group and remove users from the group. c. To add individual users, on the PERMISSIONS tab of the ribbon click Grant Permissions. Add users, choose the permission level, then click Share. 22

23 Resume Inheritance If you broke inheritance to a section of your site (library, list, subsite) and later decide you want to keep the permissions inheritance, you can resume inheritance. 1. Navigate to the settings for the list, library or subsite. On the PERMISSIONS tab of the ribbon, click Delete unique permissions. 2. Any unique permissions are now replaced with the inherited permissions from the main SharePoint site. Assign Additional Site Collection Administrators A SharePoint site can have more than one Site Collection Administrator. Site Collection Administrators are assigned at the top level site and have access to administer all subsites under the top level site. 1. Navigate to the top level of the SharePoint site and then click the Settings (Gear) icon in the upper right corner of the screen. From the menu, choose Site settings. 2. Under Users and Permissions click Site collection administrators. 3. Add additional administrators and click the OK button. Getting Help For a full listing of all Short Courses offered, visit LearningTECHniques.uwm.edu. For 24/7 access to online technical training videos, visit uwm.edu/lynda. For technical assistance, contact the UWM Help Desk by calling (toll free ) or visit GetTechHelp.uwm.edu. 23