SharePoint - Bowling Green State University€¦ · SharePoint Site Owner Managing SharePoint...

SharePoint SITE OWNER TRAINING

MAR 2015 PAGE 2

SharePoint Site Owner

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 ........................................................................................................................... 10

Managing SharePoint Security ................................................................. 12

SharePoint Groups.................................................................................................................... 12

Adding Members to Groups ...................................................................................................... 13

Check Individual Member’s Permissions .................................................................................. 13

Check Group Membership ........................................................................................................ 14

Removing Members from Groups............................................................................................. 15

Managing Permissions .............................................................................................................. 15

Setup Unique Permissions........................................................................................................ 16

Create a new Permissions Group ............................................................................................. 18

Working with the Task List App ................................................................ 20

Create a New Task ................................................................................................................... 20

Modify the All Tasks View ......................................................................................................... 21

Edit the Task List....................................................................................................................... 22

Create a Subtask....................................................................................................................... 23

Delete a Task ............................................................................................................................ 24

TimeLine .................................................................................................................................... 24

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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 email in context: not using this feature

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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

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Give the site a new look 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.

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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.

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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.

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SharePoint Site Owner 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 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 Example

Protocol http://

Server Name www.bgsu.edu/ Folder or File name sites/training%20and%20documentation/documents/SharePoint/

File name 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 up-

front 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.

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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!

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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.

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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!

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Adding Members to Groups 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 email address.

Click on SHOW OPTIONS to choose whether or not to send an email 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

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SharePoint Site Owner 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.

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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.

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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 17

SharePoint Site Owner 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.

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SharePoint Site Owner 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

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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.

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SharePoint Site Owner 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

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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

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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!

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SharePoint Site Owner 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 24


Delete a Task

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.

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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.)

SharePoint - Bowling Green State University€¦ · SharePoint Site Owner Managing SharePoint...

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