OneBrock. Site Owner s Guide

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2 Table of Contents Department site Department site owner Content creators Content standards Brock web design standards Accessibility standards What does a department site look like? Theme Layout and content Page 1 Page 1 Page 1 Page 1 Page 2 Page 2 Content Site contents View site contents Add a new page Edit a page Check in, check out and publish Edit the left navigation menu Check page accessibility Add a document library Add a list Recycle bin Page 3 Page 3 Page 4 Page 5 Page 8 Page 9 Page 10 Page 11 Page 12 Page 13

3 Department site content for Brock faculty and staff is stored within department sites. Department site owner The Department Site Owner is responsible for creating and editing all department site content. As part of the governance model, the department site owner s name will be posted on the department site landing page. If the department site owner role needs to be given to someone else, inform the IT Services Help Desk right away. Content creators The department site owner can assign the Content Creator role to other team members, so that those members can edit content or add new content to the department site. Content standards Brock web design standards Brock s brand and web standards help messages and images stay consistent and clear. Website design standards: Accessibility standards All content needs to be accessible and follow the AODA-WCAG 2.0 Guidelines (Accessibility for Ontarians with Disabilities Act World Wide Web Consortium Web Content Accessibility Guidelines). AODA-WCAG 2.0 guidelines: accessibility tips: Page 1 of 13

4 What does a department site look like? Theme Each department site has the theme by default. Layout and content A department site is customizable to fit your departmental needs. A department site owner has the ability to edit the navigation menu, as well as the layout and content of each page. Page 2 of 13

5 Content Site contents Use the Site contents page to view all content in the department site. Here, you can access the recycle bin, site pages, document libraries, and lists. View site contents 1. Select the gear icon in the top-right corner. 2. Select Site contents. Page 3 of 13

6 Add a new page 1. Open the Site contents. 2. Select Pages. 3. Select New. 4. When the dropdown menu appears, select the type of page you want to create. Page 4 of 13

7 Edit a page 1. Enter the page title, page description and the URL name. Then choose a page layout that best suits your page needs and select Create. 2. Input text into the Page Content area. Page 5 of 13

8 3. Add customization to the text by using the tools provided in the top ribbon. 4. In your page zones, add Web Parts such as images, search bars, contact details, forms and much more. To do this: 1. Click Add a Web Part. 2. Choose the Web Part you want to add. 3. Select Add to add it to your page Page 6 of 13

9 5. To manage a Web Part (delete, edit, export, etc.) simply click it to reveal a downward arrow and checkbox in the top-right corner. Click the arrow to reveal a dropdown menu containing options pertaining to that Web Part. Web Parts can also be managed by clicking on the Web Part and then choosing options from the Web Part ribbon at the top of the page. 6. When you are ready to save your page, select SAVE in the top-right corner of the page. Page 7 of 13

10 Check in, check out and publish When you edit a page, SharePoint will check the page out to you automatically. This means others cannot make changes to the page while you are editing it. Also, other users cannot see the changes you ve made to the page until you check the page back in. A yellow notification bar will appear at the top of the page you are on to let you know if it is checked out, and give you the option to check it in. When you select Check it in, you have the option to check it in with comments, or continue without making comments. Click continue when you are ready to allow other site members to see the page with your changes. Now that you ve checked the page in for other site members to see, it is still not published for your site visitors to see. Your notification bar will now give you the option to publish the page, making your changes viewable to visitors. Click Publish it to publish the page. When you re editing a page, you can also check in the page by clicking the Check In button in the Page ribbon. Likewise, you can publish a page in edit mode by clicking the Publish button on the Publish ribbon. Page 8 of 13

11 Edit the left navigation menu 1. Select the gear icon in the top-right corner. 2. Select Site settings. 3. Under Look and Feel, select Navigation. 4. Here, you can alter your navigation settings. Scroll down to Structural Navigation: Editing and Sorting to reorder and modify your navigation items. You can also create headings to house navigation items. Page 9 of 13

12 Select a menu item and choose Move Up or Move Down to reorder the navigation. To delete a heading, click on it and select Delete. To hide a menu item, click on it and select Hide. Click OK at the bottom of the page to save your changes. Check page accessibility Web accessibility means that people with disabilities can use the web. More specifically, web accessibility means that people with disabilities can perceive, understand, navigate and interact with the web, and that they can contribute to the web. Web accessibility also benefits others, including older people with changing abilities due to aging. Content editors are responsible for ensuring that their content passes web accessibility tests. Google Chrome users can install the WAVE web accessibility evaluation tool ( Chrome extension to test their pages for accessibility issues. Page 10 of 13

13 Add a document library A document library is a place on a site where you can store files. By default, every department site has one document library Documents. You have the ability to add additional document libraries. 1. Select the gear icon in the top-right corner. 2. Select Add an app. 3. Select Document Library. 4. Name your new document library and click Create. 5. Add your document library to the navigation menu (see Edit the left navigation menu ). Page 11 of 13

14 Add a list A list is a container for information, similar to a very simple database or spreadsheet. In a list, data is gathered in rows, and each row is known as a list item. 1. Select the gear icon in the top-right corner. 2. Select Add an app. 3. Select Custom List. 4. Name your list and click Create. 5. Add your list to the navigation menu (see Edit the left navigation menu ). Page 12 of 13

15 Recycle bin The recycle bin provides a safety net when deleting documents, list items, lists, folders, and files. By default, items in the recycle bin are deleted automatically after 30 days. 1. Select the gear icon in the top-right corner. 2. Select Site contents. 3. Select Recycle bin in the upper-right corner. 4. If you want to restore or delete an item from the recycle bin, click the checkbox to the left of each item, and choose either delete or restore. Page 13 of 13