SharePoint SITE OWNER TRAINING

SharePoint SITE OWNER TRAINING

Contents Customizing Your Site... 3 Editing Links...4 Give the site a new look...5 Changing Title, Description, or Logo...6 Remove the Getting Started Icons...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 list or library:...9 Column Types...10 Managing SharePoint Security... 12 SharePoint Groups...12 Adding Members to Groups...13 Check Group Membership...14 Removing Members from Groups...14 Create a new Permissions Group...15 Managing Permissions...16 Setup Unique Permissions...16 Modify the Home Page... 19 Edit Other Page Layouts... 22 FEB 2018 PAGE 2

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 do not appear, turn them back on by clicking 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 FEB 2018 PAGE 3

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 EDIT LINKS in the Left Navigation Click the X beside Notebook to delete it To rename the Documents library to Training Library: Click the Documents link in the left navigation Type Training Library Click somewhere else Click the Save button FEB 2018 PAGE 4

Give the site a new look Click 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 the Start over link at the top. When you think you are happy with the changes, click the Try it out link at the top of the page. If you still want to tweak, click No, not quite there and repeat steps above. If you like the changes, click Yes, keep it. FEB 2018 PAGE 5

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 the Your site. Your brand tile Under Insert Logo, click From Computer Click the Choose File button Select your graphic file for the logo Click Open, Click OK Click OK when finished Remove the Getting Started Icons When finished with the Getting Started shortcuts on the Home page, it is best to remove them to reduce clutter and distraction from your site. Click Remove This Click OK FEB 2018 PAGE 6

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 the Task app. When a new SharePoint site is created, the site has a Document Library and Notebook app by default. We can rename these apps 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 the Settings Menu icon in the upper right-hand corner of the screen (looks like a gear) Choose Add an App Click the Tasks App icon. Give the new Task List a Name (Project Assignments) Click Create. FEB 2018 PAGE 7

Click the new Project Assignments task list icon. 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 EDIT LINKS. Click the Project Assignments Link and drag to a new location. Click Save FEB 2018 PAGE 8

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 http:// www.bgsu.edu/ sites/training%20and%20documentation/documents/sharepoint/ Some%20File.pptx Creating Columns (Metadata) Metadata is data that describes additional information about a file or a document. Document Name, Time of last modification and person that modified the file are all default columns you get with any SharePoint Document Library. Data in columns is actually Metadata. Column information equals Metadata. 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 list or library: Click the Project Assignments Link in the left navigation pane Click the List Tab and click the List settings icon. FEB 2018 PAGE 9

The Settings page will appear, this is the main control panel for your task list. o SharePoint automatically gives you several columns (metadata) as a default: % Complete, Assigned To, Completed, Created date, Description, Due Date, Modified date and others. o Click 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 Person or Group Hyperlink or Picture Calculated Task Outcome External Data Managed Metadata Drop-down list populated based on values from other list Validates name against active directory, shows as a hyperlink Just as it says Calculation from other columns Used in workflows Usually filled in by an external source and not users 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! FEB 2018 PAGE 10

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 OK. Repeat for additional columns that you wish to add. Click Project Assignments in the left Navigation. Now you see the Status column appear. FEB 2018 PAGE 11

Managing SharePoint Security Only ITS can create new Sites or Subsites. You must complete an official request for 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! FEB 2018 PAGE 12

Adding Members to Groups Click the Settings gear icon in upper right-hand corner, choose Site Settings, People and Groups Click 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 SHOW OPTIONS to choose whether to send an email invitation. You want to keep the box checked so the user is notified of his new permissions; otherwise, it will be difficult to access the site. Click the Share button. FEB 2018 PAGE 13

Check Group Membership It is always important to audit the membership of the groups periodically. Click the Settings gear icon in upper right-hand corner, choose Site Settings, People and Groups Click the Group Name You will now see the list of members of this group. Removing Members from Groups Click the Settings gear icon in upper right-hand corner, choose Site Settings, People and Groups Click Permission Group on the Left that the member belongs Check the box beside the member s name and click the Actions menu. Select Remove Users from Group Click OK on the confirmation box that appears. FEB 2018 PAGE 14

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 Home in the left navigation (Recent remains highlighted) Click the Settings gear icon in upper right-hand corner, choose Site Settings, People and Groups Click Groups on the left navigation Here you will see the default groups. Choose the dropdown arrow beside New and select New group Give it a name and description FEB 2018 PAGE 15

Normally you will leave the next few sections with the default. Choose from the Default Group Permission Levels and click Create. Now you need to add members to this newly created group. Managing Permissions After initially setting up all of the permissions, you may occasionally want to remove or change permissions. Click 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 the checkbox next to the group name and click the Edit User Permissions icon in the toolbar to change or delete group permissions. 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 the Name of the Document Library (Training Library) in the left navigation pane. Click the Library tab at the top of the page. FEB 2018 PAGE 16

Click the Library Settings icon Click Permissions for this document library A yellow warning note will indicate that this library inherits permissions from its parent. To set unique permissions on the Document Library, click the Stop Inheriting Permissions icon. FEB 2018 PAGE 17

A dialog box will appear confirming your actions. Click 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 box of the group you wish to change permissions and click the Edit User Permissions icon. Select a new role for this group in this specific library. FEB 2018 PAGE 18

Click OK. Be careful not to remove your own permissions! Modify the Home Page The default SharePoint site contains a Home page that you can modify to fit your needs better. You add text or images, or display your announcements, tasks or calendar items. You must have site owner permissions to complete this task. To customize your site page: 1. Click the Home App in the left navigation 2. Click the Page tab from the top ribbon 3. Click the Edit button FEB 2018 PAGE 19

To remove any unwanted web parts from the page: Select drop down Click Delete Select Text Layout Select your layout choice from drop down box FEB 2018 PAGE 20

1. Add a welcome message, description or instructions about the site in the header When finished making changes to the page: 1. Click the Page tab 2. Click the Save icon FEB 2018 PAGE 21

Edit Other Page Layouts 1. Click the App (Page) in the left navigation that you want to edit. 2. Click the Settings Menu (gear) 3. Select Edit Page 4. Click the Insert Tab 5. Click the Text icon FEB 2018 PAGE 22

6. Type in the text you wish to add to your page. 7. Click the Page Tab 8. Click the Stop Editing icon FEB 2018 PAGE 23