Advanced Userguide For MOSS

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About this Content.

Some content from this document is collected from the University of Denver Colorado, the
background from this is that I can show how a well structured and shared information among co-
workers is a major benefit that any organization with MOSS should depend upon. Of course is some
pictures and text material not generic, but since they describe my purpose – I choose to use them as
a good example.
Regards and all gratitudes to the official US Authority:
University of Colorado Denver and its co-workers at the IS/IT dept.
Jörgen Hjärtenflo, Microsoft Trainer, Sweden.
SIDA: 1
Managing Site Navigation

A Site Manager can manage the navigation for a site and all of its sub-sites independently from the
rest of the Web sites. They can control the visibility, content, sort order, etc. for global and
contextual navigation.
Table of Contents:
1. Navigation Elements Introduction
2. Modify Navigation
• Show/Hide Subsites and Pages

• Sorting
• Global Navigation
• Current Navigation
• Navigation Editing and Sorting
• Reorder Navigation Items
• Add, Edit or Delete a Heading or Link
• Manage Navigation Item Visibility
1. Navigation Elements Introduction:

A large complex site typically consists of three navigation elements that work together to make a site
intuitive to navigate for users with varying browsing preferences. Those three navigation elements
are:
Global
This is the horizontal navigation located in a highly noticeable place preferably towards the top of
every page. It remains consistent in content and placement throughout the entire site and groups the
most important information into related top-level categories. Add a drop down with second-level
navigation allows a user to easily get two clicks into the site no matter where they are currently at in
the site.
Contextual/Current:
This is located on the left or right. It follows a “drill-down” approach that only shows navigation
relative to where the user is. This helps prevent a “link overload” by only providing information they
are interested in.
Breadcrumbs:
This is located under the global navigation or at the top of the body content. It allows users to see
where they are in the site from a taxonomical perspective and gives them the ability to move
“backwards” through the site.
SIDA: 2
2. Modify Navigation:
1. Choose Site Settings from the Site Actions and Click Modify Navigation.
You will see the following navigation menu. Let’s walk through each section.
SIDA: 3
Subsites and Pages

• If you want to hide subsite navigation items, in the Subsites and Pages section, clear the Show
subsites check box.
• If you want to hide page navigation items, in the Subsites and Pages section, clear the Show pages
check box.
Note: You can also hide navigation items individually. For more information, see the Navigation
Editing and Sorting section below.
Sorting:
You can sort navigation items automatically, manually or through a combination of both methods.
On the Site Navigation Settings page, do the following:
1. In the Sorting section, select one of the following options:
• Sort manually. Select this option if you want to sort all navigation items manually. For more
information about sorting navigation items manually, see the Reorder navigation items section.
Note: If you want to sort all navigation items manually except for pages, select the Sort manually
option, and then select the Sort pages automatically check box. Pages will be sorted according to the
settings configured in the Automatic Sorting section.
• Sort automatically. Select this option if you want subsites, navigation links and pages to be sorted
automatically according to the settings configured in the Automatic Sorting section.
In the Automatic Sorting section (the Automatic Sorting section appears only if you have selected the
Automatic Sorting option or the Sort pages automatically check box), in the Sort by list, click one of
the following:
• Title. Click this option if you want to sort according to the title of the navigation item. Then, specify
the sort order by selecting either in ascending order (A,B,C or 1,2,3), or in descending order (C,B,A or
3,2,1).
• Created Date. Click this option if you want to sort by when the navigation item was created. Then,
specify the sort order by selecting either in ascending order (A,B,C or 1,2,3), or in descending order
(C,B,A or 3,2,1).
• Last Modified Date. Click this option if you want to sort by when the navigation item was last
modified. Then, specify the sort order by selecting either in ascending order (A,B,C or 1,2,3), or in
descending order (C,B,A or 3,2,1).
SIDA: 4
Global Navigation:
Navigation inheritance determines how a site uses its parent and sibling sites to help populate the
top link bar.
You can specify that a site either inherits navigation from its parent site, or that it has its own
navigation. To break inheritance and show the site’s own navigation do the following:
1. In the Global Navigation section, select Display the navigation items below the current site.
You will now see a live preview of your site’s global navigation in the Navigation Editing and
Sorting section.
Note: You can manage navigation items individually. For more information, see the
Navigation Editing and Sorting section below.
Current Navigation:
By default, the Current Navigation already breaks inheritance from its parent site and is set to display
the navigation items below the current site.
Navigation Editing and Sorting:

With this section, you can reorder navigation items. Use the Move Up and Move Down buttons in the
Navigation Editing and Sorting section to reorder navigation items and to nest items within headings.
The availability and function of the Move Up and Move Down buttons depends on how you
configured sorting, the type of item you selected and the position of the item you selected.
The following table shows the behavior of the Move Up or Move Down buttons when you select the
Sort Manually option.
SIDA: 5
Sort Automatically option.
Add, edit, or delete a heading or link

To add a new heading or link or to edit an existing heading or link, do the following:
1. In the Navigation Editing and Sorting section, do one of the following:
• If you want to edit a heading or link, select a heading or link, and then click Edit.
• If you want to add a new heading, click Add Heading.
• If you want to add new link, click Add Link.
Note: If you selected a heading, the link will be added under that heading. If you selected an item,
the link will be added to the same level as the selected item.
2. In the Web dialog box that appears, configure the following:
• Title. Type the title of the navigation item as you want it to appear.
• URL. Type the URL for the heading or link. A URL is required for links, but is optional for
headings.
If you want to open the URL that you specify to confirm that it is the correct URL, select
the Open link in new window check box. When you click OK, the URL will open in a new
window.
• Description. Type a description for the heading or link.
• Audience. If you want to restrict visibility, enter an audience for the heading or link. Only
the audiences you enter can see the link or heading (and everything under the heading). If
you do not enter any audiences, all audiences can see the link.
3. Click OK.
If you want to delete a heading or a link, in the Navigation Editing and Sorting section, select the link
or heading to delete, and then click Delete.
Manage navigation item visibility

You can hide navigation items individually in the Navigation Editing and Sorting section.
• If you want to hide an item that is currently visible, select the item, and then click Hide.
• If you want to show an item that is hidden, select the item, and then click Show.
SIDA: 6
Working with photos
Graphics or photos add interest to a Web page.

Edit, crop and size the image first before you bring it into MOSS. Think in pixels not inches or
centimeters.
A pixel is a picture element. It is the smallest unit (point) of an image displayed on screen. The quality
of an image depends on the number of pixels per inch that make up the image.
Imbed images in page

Before you add an image to a Web page, upload or add it to the Images folder in the desired site. For
instance, to add an image to the commencement site page, do the following steps first.
1. From the Site Actions menu, choose Manage Content and Structure.
The interface for the Site Content and Structure page should look familiar to you. It was designed to
resemble Windows Explorer. You can see the site collection hierarchy in the navigation pane as a
tree view on the left of the Site Content and Structure page. On the right, items are listed in the list
pane.
SIDA: 7
Upload items
To copy images to the Commencement Web site, open the Images folder at that level in site
navigation menu.
Browse to the file location—either on your computer or network location and choose the
file. Once you have selected the file, you will be required to check-in the file.
One of the great things about MOSS publishing sites is the ability to schedule the start and
end dates for content publication. In this menu, you can schedule the start or end date,
change the file name or add a title. Update the menu items as desired and then choose
Check In. The file is then listed for use.
SIDA: 8
Insert an image and wrapping text

Once you have uploaded the image, select “Edit Page” from the Site Actions menu.
1. From the HTML tool box, select the image icon.
You’ll see the following dialog box.
General
Select the image by navigating to the item location. Choose Browse.
If you have uploaded the image in the “Images” folder, you will see the item in the Current
Site: Images site level. Simply click on the thumbnail of the item to select and choose “Ok.”
SIDA: 9
It is very important to complete the “Alternate Text.” The alternate text is displayed by the browser
when the cursor is moved over the picture. If pictures are turned off in the browser, the alternate
text is automatically displayed instead.
Layout
Until you begin using Cascading Style Sheets (CSS) to control the spacing of graphics and
images, the layout menu will give you basic control over the item.
 Alignment:
Change the alignment to “Left” if you want to wrap text around the item.
 Horizontal spacing (pixels)
This is padding around the horizontal axis of the item.
 Border thickness (pixels)
Border around the item.
 Vertical spacing (pixels)
This is padding around the vertical axis of the item.
SIDA: 10
Size
Again, it is recommended that you size the item in a graphic application like Photoshop,
Fireworks or even Paint before you upload the file into MOSS. This menu gives you basic
sizing options but does not change the pixel file size. For instance, sometimes do you notice
that it takes forever for a graphic to load? That is due to the pixel file size. You can enhance
page refresh and load times by reducing the size before you load and item into a Web page.
If you have sized the photo correctly first, load the item with the default—“Use default image
size.” If you want to specify a size, simple enter the numeric value for either the width or
height coordinates. And be sure to select, “Maintain aspect ratio.”
SIDA: 11
Creating a new page

1. Navigate to a site where you want to create a new page.
2. Click the “Create Page” link from the Site Actions menu. You will see the create page
screen displayed below.
3. Enter a title, description and name for the page.
4. Under the Page Layout section, select the layout of the page’s display. The three types of
page layouts are Article, Redirect and Welcome pages.
 Title: The default title, is the same as the URL Name. Typically, the title appears in
the upper-left corner of the page.
 Description: This is optional but highly recommended. Enter text that includes key
words that may assist users when searching for the page.
 URL Name: Type in the URL name that will be referenced in links throughout the site.
 Page Layout: Select the page layout for the page you want to publish. The layouts
listed were migrated from the previous CMS system.
Version History
See below
SIDA: 12
Permission and Group discussion

The groups for each site will be:
 Administrators
 Site owners
 Contributors (editors and authors)
 Visitors
The permissions for each group are selected from the following rights:
 Full control-- Has full control

 Design—Can view, add, update, delete, approve, and customize
 Contribute-- Can view, add, update, and delete
 Read-- Can view only
 Approve--Can edit and approve pages, list items, and documents
 Manage Hierarchy--Can create sites and edit pages, list items and documents
 Restricted Read--Can view pages and documents, but cannot view historical
versions or review user rights information.
SIDA: 13
Introduction to site navigation

This topic introduces the site navigation elements that are part of Microsoft Windows SharePoint
Services 3.0. Two types of navigation elements are available: those that can be customized by site
owners and administrators and those that cannot be customized.
Customizable navigation elements

The two navigation elements that can be customized by site owners are the Quick Launch and the
top link bar.
Quick Launch
The Quick Launch is displayed on the side of most user-facing pages directly below the View All Site
Content link. You can use the Quick Launch to display section headings and links to different areas of
your site in a logical manner. Neither the Quick Launch nor the View All Site Content link is displayed
on site administration pages, such as the Site Settings page and the pages on which site
administrators create and edit lists, libraries, workspaces, and Web pages. For information about
how to show or hide the Quick Launch, see Customize site navigation.
 When a new site is created, the site owner can choose whether to list the site name on the
Quick Launch of the parent site. If the site owner selects No for this option when the site is
created, the owner of the parent site can add the site at a later time by using the Site
Settings page. Administrators can customize the Quick Launch in the following ways:
 Add a new link to a site either within the site collection or external to the site collection.
 Delete a link.
 Change the name and URL of an existing link.
 Change the order of links within a heading.
 Change the names and URLs of headings, delete headings, and create new headings.
 Change the order of sections (that is, headings and their associated links) within the Quick
Launch.
Note You display and customize the Quick Launch on a site-by-site basis. Subsites do not inherit
the settings that you choose for the Quick Launch from their parent site.
Tip Because the Quick Launch is customizable, all lists and libraries for the site do not always
appear in the Quick Launch. To ensure that all lists and libraries for a particular site can be
viewed, use the View All Site Content link, which is described in the following section.
Top link bar

This navigation element appears as one or more hyperlinked tabs across the top of all pages on a
site. Site owners can choose to display the top link bar of the parent site or display a unique top
link bar for their subsite.
SIDA: 14
Noncustomizable navigation elements
View All Site Content

This navigation element appears as a link on the side of pages (except for site administration
pages such as the Site Settings page), directly above the Quick Launch. You cannot customize or
disable this link in the user interface. Users can click this link to go to the All Site Content page,
which lists links to all lists, libraries, discussion boards, sites and workspaces, surveys, and the
Recycle Bin for the site.
Only subsites that are direct children of the parent site are displayed on the All Site Content
page. For example, in a site hierarchy where the parent site has three subsites and each of those
subsites has additional subsites, the All Site Content page will display only the three subsites one
level below the parent. To view the entire site hierarchy, you can use the tree view.
Tree view
Because this navigation element is similar to the tree view in Windows Explorer, it is a familiar
navigation element for most Windows users. Objects shown in the tree view are displayed in a
hierarchy view, as follows:
 Subsites (if present)

 Libraries
 Lists
 Discussions
 Surveys
Branches of the tree that contain other objects can be expanded to view those objects. For example,
if your Site hierarchy is such that the site you are viewing has a subsite that contains another subsite,
you can expand the first subsite in the tree view and then go to its subsite. You can navigate down
the tree view to the folder level.
The tree view is not customizable (except by using a Web design program that is compatible with
Windows SharePoint Services, such as Microsoft Office SharePoint Designer 2007) and is not
displayed by default. If you choose to display the tree view, it appears directly under the Quick
Launch, above the Recycle Bin.
Branches of the tree that contain other objects can be expanded to view those objects. For example,
if your site hierarchy is such that the site you are viewing has a subsite that contains another subsite,
you can expand the first subsite in the tree view and then go to its subsite. You can navigate down
the tree view to the folder level.
The tree view is not customizable (except by using a Web design program that is compatible with
Windows SharePoint Services, such as Microsoft Office SharePoint Designer 2007) and is not
displayed by default. If you choose to display the tree view, it appears directly under the Quick
Launch, above the Recycle Bin.
SIDA: 15
Folder 1 > Task 1. Because breadcrumb navigation is designed to help you quickly navigate up the
hierarchy, “Task 1” will not be a hyperlink because you are already viewing that item, but all the
other names in the breadcrumb are hyperlinked. You can click any of the links in the breadcrumb
navigation to go to that part of the site.
Global breadcrumb navigation This navigation element provides hyperlinks that you can use to link
to different sites within your site collection. Global breadcrumb navigation is always visible and
appears in the top corner of the page above the name of your site. The first link in global breadcrumb
navigation is a link to the top-level site of the site collection. The first link is followed by links to the
sites that have unique breadcrumb navigation above the point in the site hierarchy that is currently
displayed. Links to sites that inherit their top link bar from their parent are not displayed in global
breadcrumb navigation.
Managing Site Navigation

Links for navigation (called navigation items) appear in the link bar at the tops of pages and on the
left side of pages in the Quick Launch. You can use the Site Navigation Settings page to configure
which navigation items appear, under what headings, and in what order. Do the following:
Manage subsite and page navigation item visibility

Your site may appear cluttered if you display navigation items for subsites or pages, especially when
you have many subsites or pages. If you want to hide subsite navigation items, in the Subsites and
Pages section, clear the Show subsites check box.
If you want to hide page navigation items, in the Subsites and Pages section, clear the Show pages
check box.
NOTE You can also hide navigation items individually.
Configure sorting
You can sort navigation items automatically, manually, or through a combination of both methods.
On the Site Navigation Settings page, do the following:
In the Sorting section, select one of the following options:
 Sort automatically.
Select this option if you want subsites, navigation links, and pages to be sorted automatically
according to the settings configured in the Automatic Sorting section.
 Sort manually.
Select this option if you want to sort all navigation items manually
NOTE If you want to sort all navigation items manually except for pages, select the Sort manually
option, and then select the Sort pages automatically check box. Pages will be sorted according to the
settings configured in the Automatic Sorting section.
SIDA: 16
In the Automatic Sorting section (the Automatic Sorting section appears only if you have selected the
Automatic Sorting option or the Sort pages automatically check box), in the Sort by list, click one of
the following:
 Title.
Click this option if you want to sort according to the title of the navigation item. Then, specify
the sort order by selecting either in ascending order (A,B,C or 1,2,3), or in descending order
(C,B,A or 3,2,1).
 Created Date.
Click this option if you want to sort by when the navigation item was created. Then, specify
the sort order by selecting either in ascending order (A,B,C or 1,2,3), or in descending order
(C,B,A or 3,2,1).
 Last Modified Date.
Click this option if you want to sort by when the navigation item was last modified. Then,
specify the sort order by selecting either in ascending order (A,B,C or 1,2,3), or in descending
order (C,B,A or 3,2,1).
Reorder navigation items

You can use the Move Up and Move Down buttons in the Navigation Editing and Sorting section to
reorder navigation items and to nest items within headings. The availability and function of the Move
Up and Move Down buttons depends on how you configured sorting, the type of item you selected,
and the position of the item you selected.
Sort Manually option.
SIDA: 17
Sort Automatically option.
Add, edit, or delete a heading or link

To add a new heading or link or to edit an existing heading or link, do the following:
In the Navigation Editing and Sorting section, do one of the following:
If you want to edit a heading or link, select a heading or link, and then click Edit.
If you want to add a new heading, click Add Heading.
If you want to add new link, click Add Link.
NOTE If you selected a heading, the link will be added under that heading. If you selected an item,
the link will be added to the same level as the selected item.
In the Web dialog box that appears, configure the following:
 Title. Type the title of the navigation item as you want it to appear.
 URL. Type the URL for the heading or link. A URL is required for links, but is optional for
headings. If you want to open the URL that you specify to confirm that it is the correct URL,
select the Open link in new window check box. When you click OK, the URL will open in a
new window.
 Description. Type a description for the heading or link.
 Audience. If you want to restrict visibility, enter an audience for the heading or link. Only the
audiences you enter can see the link or heading (and everything under the heading). If you
do not enter any audiences, all audiences can see the link.
Click OK.
If you want to delete a heading or a link, in the Navigation Editing and Sorting section, select the link
or heading to delete, and then click Delete.
Manage navigation item visibility

You can hide navigation items individually in the Navigation Editing and Sorting section. If you want
to hide an item that is currently visible, select the item, and then click Hide. If you want to show an
item that is hidden, select the item, and then click Show.
SIDA: 18
Versioning
Versioning enables you to store, track, and restore items in a list and files in a library as they are
changed.
Overview
When versions are tracked for lists or libraries, revisions to the items or files and their properties are
stored. This enables you to better manage content as it is revised and even to restore a previous
version — for example, if you make a mistake in the current version. Versioning is especially helpful
when several people work together on projects, or when information goes through several stages of
development and review. Versioning is available for list items in all default list types — including
calendars, issue tracking lists, and custom lists — and for all file types that can be stored in libraries
— including Web Part Pages.
You can use versioning to do the following:
Record a version history When versioning is enabled, you can see when an item or file was changed
and who changed it. You can also see when properties, or information about the file, were changed.
For example, if someone changes the due date of a list item, that information appears in the version
history. For files, you also see comments that people include about their changes.
Restore a previous version as your current version Did you make a mistake in a current version? Or
perhaps you need to restore part of a document that you deleted. You can easily replace your
current version with a previous version. Your current version then becomes part of the version
history.
View a previous version You can view a previous version — for example, to refer to a previous
guideline — without overwriting your current version. For .aspx files, you can view only details about
the changes that were made to the files, and not the actual pages that the files create.
Libraries can track both major versions, such as those to which a new section was added, and minor
versions, such as those in which a spelling error was corrected. Lists can track only major versions.
Lists and libraries can also limit the number of versions that people can store.
SIDA: 19
When versions are created

When versioning is enabled, versions are created in the following situations:
When a list item or file is first created or when a file is uploaded.
NOTE If file check-out is required, the file must first be checked in, in order to create its first
version.
When a file is uploaded that has the same name as an existing file and the Add as a new version to
existing files check box is selected.
When the properties of a list item or file are changed.
When a file is opened, edited, and saved. A version is created when you first click Save. This version is
updated with the latest changes that you make to the file before closing it. NOTE A version is not
created every time that you or another user clicks Save, because this would create too many
versions.
When a file is checked out, changed, and then checked back in. NOTE If you or another user
discards the checked-out version, no version is created.
You can choose to delete a single version of a file — for example, if you know that you made a
mistake in that version — which removes that version from the version history. However, if you
delete the actual file, all of its versions are deleted with it. By default, when you delete a version, the
version is sent to the Recycle Bin, where it can be recovered until it is permanently deleted. Your
organization may handle deletions differently, however.
IMPORTANT If your organization limits the number of versions that it stores, the oldest versions are
permanently deleted when the limit is reached. They are not sent to the Recycle Bin.
Working with major and minor versions

Depending on the needs of your organization, your library may be set up with simple versioning,
which tracks only major versions, or it may track both major and minor versions. If people in your
group don't often work on several revisions, your organization may only need simple versioning. If
many people work on files together and usually create several versions, your organization may want
to track both major and minor versions.
Providing two types of versions can help your team to better manage its content. People who work
with the content can better understand the current status of a file. For example, a major version is
usually one that is ready for a larger group to see and review, whereas a minor version is a draft that
someone is still working on.
Tracking both kinds of versions also helps to make the version history more meaningful. A major
version is more likely to represent a milestone in the file's development, such as when a file is
submitted for review or distributed to others.
A minor version is typically used as a routine increment, such as a version that you save or check in
while you are still writing the content, or a version in which you correct some minor errors. When
SIDA: 20
you want to view the version history of a file, the major versions may help you to identify the stages
of the file's development and make the history easier to browse through.
When major and minor versions are tracked, a version is stored by default as a minor version, unless
you designate the version as a major version. When you save a file and close it, the version is tracked
as a minor version. You must first publish the file in order for it to become a major version. You can
publish the file by using drop-down commands in a library. In some programs that are compatible
with Microsoft Window SharePoint Services, you can also use commands in the program. By default,
each major version can have up to 511 drafts (minor versions), but the site administrator or owner
can further limit the number of versions.
If you have permission to delete versions, you can overwrite a minor version with another minor
version. For example, you may want to overwrite a version if you know that the previous version
contains an error and you don't need to keep it. If you publish a major version and then realize that
you made a mistake, you can turn the version into a minor version again by unpublishing it.
If you check out files before working on them, you can designate which type of version you are
checking in. You do not have to publish a file if you designate it as a major version when you check it
in.
Version numbering
Versions are numbered as you create them. In a list or in a library with simple versioning enabled,
version 1 is the first version that you create or upload, and the version number increases by
increments of whole numbers, as in version 2, version 3, and so on.
When you track major and minor versions, the major versions are whole numbers, and the minor
versions are decimals. For example, 0.1 is the first minor version of a file, 1.3 is the third minor
version of a file that was published once, and 2.0 is the second major version of a published file.
SIDA: 21
How versioning works with content approval

Major and minor versioning integrates with content approval for lists and libraries.
When content approval is required, a list item or file remains in a draft or pending state until it is
approved or rejected by someone who has permission to approve it. If the item or file is approved, it
is assigned an Approved status in the list or library, and it is displayed to anyone with permission to
view the list or library. If the item or file is rejected, it remains in a pending state and is visible only to
the people with permission to view drafts.
When you enable major and minor versioning in a library that requires content approval, you can
also add a workflow, if you or someone in your organization has created one. A workflow controls
how your files move through business processes, such as review or approval. You can use a workflow
to manage the approval process when major versions are checked in.
By default, in a library that tracks both major and minor versions, you must first publish a major
version of a file before it can be approved. Minor versions are considered drafts that are still being
developed, so they don't appear as pending items that are waiting for approval.
For example, a travel agency might use a document library to manage files. While team members
develop a new sales proposal, they track minor versions of the file. If they make a mistake in one
version, they can restore it to a previous version. When they finish the proposal, they can create a
major version and then publish it for approval by their legal department and their manager. When
the file is approved, other employees in the company can view the file.
By default, a pending item or file is visible only to its creator and to the people with permission to
approve items, but you can specify whether other groups of users can view the item or file.
When content approval is required, the people who have permission to read content but who do not
have permission to see draft items will see the last approved or major version of the list item or file.
If major and minor versions are tracked in a library and no one has published a major version yet, the
file will not be visible for the people who do not have permission to see draft items.
How versioning works with file check-out

Checking out files make the most of versioning. When you check out a file, a version is created only
when you check the file back in, so that you can specifically designate when a version is created.
When check-out is not required, a version is created when you first save a file, and then this version
is updated when you close it. If you open and save the file again, another version is created.
Depending on the situation, you might not intend for multiple versions to be created, for example, if
you have to close a file to attend a meeting before you finish making changes to the file.
When check-out is required, you cannot add a file, change a file, or change the file's properties
without first checking out the file. When you check in the file, you are prompted to provide
comments about the changes that you made, which helps to create a more meaningful version
history.
SIDA: 22
Managing Permissions in MOSS

A Site Manager can manage permissions for their site by controlling who is able to access
information within their site and what type of actions they are able to perform.
Table of Contents:
 Users vs. Groups
 Create a new SharePoint Group
 Add Users to a Group
 Remove Users from a Group
 Adding an existing Group to a Site
Actual Permission Roles

SharePoint groups and individual users can be assigned permissions within SharePoint sites. When
users are added, they are tithe assigned to a SharePoint group or granted rights through direct
permission level assignments. Permissions are role-based on the following permission levels:
 Full control--Has full control.

 Design--Can view, add, update, delete, approve and customize.
 Contribute--Can view, add, update and delete.
 Read--Can view only.
 Limited access--Can view specific lists, document libraries, list items, folders or documents
when given permissions.
 Approve--Can edit and approve pages, list items, and documents.
 Manage hierarchy--Can create sites and edit pages, list items, and documents.
 Restricted read--Can view pages and documents, but cannot view historical versions or
review user rights information.
Users vs. Groups

Users: Everyone with a cudenver domain account are considered users and can be given access to
MOSS. If you would like to give someone access to MOSS that doesn’t have a domain account, you
can request one through the university’s Information Technology Services (ITS) department.
Important: Although it’s possible to manage permissions with users alone, it is a best practice to
organize users into groups in order to minimize the amount of work required to change permissions
for a each individual user in an organization against every website area. Occasionally, permissions
must be managed on a user basis, but that should be avoided whenever possible.
Groups: Groups can be created to centrally manage permissions for a collection of users. This allows
you to modify permissions and users in one location instead of having to make updates in various
locations throughout the site. You can also send e-mail messages or alerts to a group of people at the
same time. There are three default groups:
SIDA: 23
Create a new SharePoint group:

Use the following steps to create a new SharePoint group:
1. Choose Site Settings from the Site Actions and Click Modify All Site Settings.
2. Click Advanced permissions from the Users and Permissions column
Caution Check if the site you are adding the group to is inheriting permissions from its
parent site. The site is inheriting permissions from its parents if you see the following
SIDA: 24
message: “This Web site inherits permissions from its parent Web site. To manage
permissions directly, click Edit Permissions from the Actions menu.”
To break inheritance from parent site and give this site unique Permissions, click Edit Permissions
from the Actions menu. Note: You can switch back and forth between these settings as needed by
selecting Inherit Permissions from the Actions Menu. However, it is important to realize that
whenever a site is switched to inheriting permissions from the parent site, all unique permission
settings within the site are discarded.
3. Click OK on the confirmation pop-up.
4. Click New to open the new menu, and select New Group
5. Type a name and description for the new group.
Important: Use the following naming conventions.
 SiteName_Designers
 SiteName_Contributors
6. Enter the group owner information. The group owner will have complete control over this group,
including modifying settings as well as adding or removing group membership. There can only be one
group owner.
SIDA: 25
7. Enter Group Settings, Membership Requests. Caution If you select yes for the Auto-accept
requests option, any user requesting access to this group will automatically be added as a member of
the group and receive the permission levels associated with the group.
8. Specify the permission level for the group. Important Follow the naming and permission
conventions defined in the table below.
9. Click Create to create the new group.
Add Users to a Group:

1. Choose Site Settings from the Site Actions and Click People and Groups.
SIDA: 26
3. Click the Groups heading on the left Quick Launch bar
4. From the “People and Groups: All Groups” page, click the name of the group to add users or
groups to. This opens a page listing the current membership of the group.
5. Click New to open the New menu, and select Add Users.
6. From the Add Users page, type domain name (i.e., cudenver\jsmith) and click the check name icon
or click the phone book icon and search for the name.
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7. Select which group to add the users to.
8. Click OK.
Remove Users from a Group:

1. Choose Site Settings from the Site Actions and Click People and Groups.
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3. Click the Groups heading on the left Quick Launch bar.
4. From the “People and Groups: All Groups” page, click the name of the group that you
want to remove users from. This opens a page listing the current membership of the group.
5. Select the checkboxes from the users to remove from the group.
6. Click Actions to open the Actions menu, and select Remove Users from Group.
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7. Click OK to confirm the removal.
Adding a Group to a Sub-Site:

1. Choose Site Settings from the Site Actions and Click Modify All Site Settings.
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Caution Check if the site you are adding the group to is inheriting permissions from its
parent site. The site is inheriting permissions from its parents if you see the following
message: “This Web site inherits permissions from its parent Web site. To manage
permissions directly, click Edit Permissions from the Actions menu.”
3. To break inheritance from parent site and give this site unique Permissions, click Edit
Permissions from the Actions menu. Note: You can switch back and forth between these
settings as needed by selecting Inherit Permissions from the Actions Menu. However, it is
important to realize that whenever a site is switched to inheriting permissions from the
parent site, all unique permission settings within the site are discarded.
4. Click OK on the confirmation pop-up.
5. This opens a page listing the current membership of the group. Click New to open the
New menu, and select Add Users.
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6. From the Add Users page, click the phone book icon and search for the Group name.
7. Specify the permission level for the group.
Important Follow the naming and permission conventions defined in the table below.
8. Click OK to add Group to the site.
SIDA: 32
Creating sites
This topic explains how to use options in the New dialog box to create a Microsoft
SharePoint site, and also provides guidance in choosing a site template.
To create a SharePoint site, you must have the proper permissions. If you are unable to
create a site, contact your server administrator.
What is a site or subsite?

When you create a SharePoint site, it helps to understand where your site is in the hierarchy. The
following three SharePoint concepts are important ones to know:
• Top-level Web site The default, top-level site provided by a Web server. To open the top-level
Web site, you supply the URL of the server — for example, http://www.cudenver.edu— without
specifying a page name or subsite. Administrators go to this site to change settings for the entire site
collection.
• Subsite A complete Web site stored in a named subdirectory of the top-level Web site. Each
subsite can have administration, authoring, and browsing permissions that are independent from the
top-level Web site and other subsites. A subsite can also have subsites of its own. Because every site
below the top-level site is actually a subsite, each subsite is generally called simply a site.
• Site collection A set of Web sites on a Web server, all of which have the same owner and share
administration settings. Each site collection contains exactly one top-level Web site, and can also
contain one or more subsites.
When you create a SharePoint site, you typically create a subsite either from the top-level Web site
or an existing subsite. Simply navigate in the browser to the current site and create a new SharePoint
subsite. Users who are not Administrators cannot create top-level sites at this time.
In the illustration, My_site is one of

two subsites of the top-level Web
site named My_server. My_site also
has two subsites of its own.
Together, My_server and all four
subsites make up a single site
collection.
SIDA: 33
Creating subsites in MOSS sites

To create a SharePoint site, you must be a member of a site group that has the Create Subsites
permission. If you don't have the necessary permission, contact your server administrator.
1. Navigate to the site under which the new subsite should be created.
2. On the site’s home page click the Site Actions button opening the Site Actions menu.
3. Select the Create Site option from the Site Actions menu.
4. On the New SharePoint Site page, perform the following steps:
In the Title and Description section, enter the title for the site. This is the site name that will display
in any site reference. You can also add a description, which, if entered, is displayed at the top of the
content section of the site.
In the Web Site Address section, enter the URL Name for the site. You can make this the same as the
site title or rename to something that is short and easy to reference. It is also a good practice to not
include spaces in the URL name.
In the Template Selection section, pick the template on which the site should be based. The template
identifies the default format and components included in the site. Please refer to the description
below for more information about templates.
In the Permissions section, specify whether the user access permissions for the site being created
should be the same as the permissions of the parent site or whether unique permissions should be
used. When you opt to use the same permissions, security will be based on the permissions of the
parent site.
In the Navigation Inheritance section, select if the navigation bar should inherit the options listed in
the parent site’s top link bar or if the navigation bar should list the subsites under the current site.
SIDA: 34
In the Site Categories section, select the site categories under which the site should be listed in the
site directory.
Once all of the necessary information has been entered or selected, click the Create button.
Kludge to creating a site

Currently, when a site is created, it cannot be edited. This issue has been logged with Microsoft. So
here is the work around process you must do when a site is created.
1. From the Site Actions menu, navigate to the Manage Content and Structure.
2. Navigate to the Pages folder at the appropriate site hierarchy.
3. Start by renaming the default page by selecting Edit Page Settings from the page title menu.
4. From the Page, Title and Description section of the menu, rename the default page to another
name—home, index or something significant. Select “Ok.”
5. Now create a new, replacement home page. From the Site Actions menu, select Create Page.
6. In the Create Page menu, add a Title and Description. Identify the URL Name as default.
SIDA: 35
7. In the page layout, choose the template that you want to create a page. The
NoImageRelatedLinks template is the same as the UCDHSC Web Page that was created
previously.
8. Now you have two pages in the site—one which you renamed and the default page. Our task
is to delete the original page and replace it with the new page we created. However, before the
page marked (default) can be deleted, the welcome page must be changed.
9. From the Site Actions menu, select Site Settings and Modify All Site Settings.
10. From the Look and Feel column, choose Welcome Page.
11. Browse to the pages menu and choose the new page you created, default.
12. Now that you have changed the welcome page to default, delete the original page that is not
editable.From the Manage Content and Structure menu, go to the Pages subdirectory as shown
below.
SIDA: 36
13. Select the check box to the left of the file name. From the Actions menu, select delete.
SIDA: 37
How to embed a FLASH file
INSERT A FLASH FILE

How many times have you been greeted at a web site by a rotating banner or images that change on
a click? More than likely, you are viewing a FLASH movie or SWF (pronounced 'swiff' ) file. The
Macromedia (now Adobe) file format ShockWave-Flash (SWF) was designed to deliver vector
graphics and animation over the Internet. A SWF file is in a binary format and not a file that you
could read and edit like HTML. The file format is simple and is read by a FLASH player. Recent
statistics show that more than 99 percent of Internet users, so virtually everyone, have the Flash 4
plug-in installed. The player depends upon only a very limited set of operating system functionality.
The format is primarily intended for on-screen display and so it supports anti-aliasing, fast rendering
to a bitmap of any color format, animation and interactive buttons. Needless to say, you must create
the FLASH file in an application separate from MOSS. Then upload and link to the SWF file in MOSS.
Here’s how:
UPLOAD SWF FILE

1. Upload the SWF file to the images folder
2. Publish image
CREATE A NEW PAGE

You can access a FLASH file a couple ways in MOSS.
 Create a new page using a page layouts with a Flash content container (DIV)
 Use any page layout that has the ability to add a web part
The following instructions will work for either method above.
ADD WEB PART

1. Choose Flash web part (you can also use the content editor web part)
2. From the Edit menu bar in the web part, choose “Modify shared web part”
FROM EDIT SOURCE OR THE HTML EDITOR

One step that any Flash file needs is the embed code. You’ll place this code in the Source Editor of
the Flash web part.
1. Use the Embed code: <embed src="Insert SWF URL here.swf"/>

2. Click on the file name from the Manage Content and Structure menu to get the source URL.
3. Copy and paste to the embed command above
4. Save
5. Check in
6. Publish
SIDA: 38
FLASH TIP: EMBEDDING YOUR SWF IN A WEB PAGE
By Adrien-Luc Sanders, About.com
If you're publishing for the web, you'll need to be able to insert your SWF file into your website,
right? While Flash has the option to publish in HTML format, all that gives you is a blank white web
page with your SWF file playing in it. That doesn't do you much good if you're using your own layout
and you want to insert your Flash movie inside that layout, does it?
If you're familiar with WYSIWYG (What You See Is What You Get) editors like Macromedia
Dreamweaver or Microsoft FrontPage, then it's easy to just use the Insert menu to insert a Flash
object, and then select your SWF file from its location on your hard drive; the HTML editor will write
the code for you, and all you need to do is edit the path of the file to reflect the location on your web
server.
If, however, you're working in a text editor and writing your HTML code from scratch, it can be a tiny
bit more difficult. Here's a quick and easy shortcut, though:
Edit your Publish settings for Flash SWFs and HTML to reflect how you want your Flash SWF to
appear in your web page.
1. Export your Flash movie as HTML.

2. Locate your HTML file on your computer, right-click, and select "Open With".
3. Choose either NotePad or another text editor.
4. Copy the source code from the HTML file.
5. Paste it into your web page's source code in the appropriate location where you want your
SWF file to display.
6. Edit the file path to reflect the location of the SWF file on your web server, and upload both
your HTML and SWF file to the appropriate directories on your server. (Note: this also applies
if you're using PHP, JSP, ASP, CGI, or other web page extensions.)
Your code should look something like this:
<OBJECT classid="clsid:D27CDB6E-AE6D-11cf-96B8-444553540000"
codebase="http://download.macromedia.com/pub/shockwave/cabs/flash/swflash.cab
#version=6,0,0,0" WIDTH="320" HEIGHT="240" id="Yourfilename" ALIGN=""> <PARAM
NAME=movie VALUE="Yourfilename.swf"> <PARAM NAME=quality VALUE=high> <PARAM
NAME=bgcolor VALUE=#333399> <EMBED src="Yourfilename.swf" quality=high bgcolor=#333399
WIDTH="320" HEIGHT="240" NAME="Yourfilename" ALIGN="" TYPE="application/x-shockwave-
flash" PLUGINSPAGE="http://www.macromedia.com/go/getflashplayer"></EMBED> </OBJECT>
SIDA: 39
Most of this you don't need to touch, so don't worry about making sense of that. The italicized
section sets the codebase for the version of Flash used, to check against to see if your user has that
version. The rest has taglines to download the Flash player (if the user doesn't have it) and the
parameters that you would need to edit--mainly, the line labeled EMBED src="Yourfilename.swf".
By default only the file name would be there, because Flash publishes the SWF and the HTML file in
the same folder together with your FLA file. However, you may want to put your SWF files in a
separate subfolder on your server, perhaps a folder labeled "flash"--in which instance you would edit
the code to read EMBED src="flash/Yourfilename.swf".
Trust me, it's much simpler than it sounds. Give it a try and find out for yourself.
OTHER CONSIDERATIONS:
Components of a Flash file:
 FLA--The FLA file format is the “master” document format for Flash projects. When you
create a new Flash file in the Adobe Flash authoring program, you create an FLA file. This
contains all the elements which make up the finished product, including graphics, animation
instructions, ActionScript code, comments, etc. FLA files can only be opened in Flash (not the
Flash Player). The FLA file does not play or execute. Instead, you export an SWF (or EXE) file
which is what end-users see. You can preview the resulting SWF file at any time from the FLA
file.
 FLV—Flash video files
 SWF—the file containing the video component (what end-users see)
Skin SWF files--are prebuilt collections of controls that the Flash Video Playback component can use
to control the video during playback.
Progressive download or embedded video

Using external progressive video files has the following advantages over using embedded video:
 During authoring, you need to publish only the SWF interface for previewing or testing part
or all of your Flash content. This results in faster preview times and quicker turnaround on
iterative experimentation.
 While using an ActionScript 2.0 file, the video begins playing as soon as the first segment has
been downloaded and cached to the local disk.
 While using an ActionScript 3.0 file, the video begins playing only when enough of it has
downloaded so that it can play the FLV file from start to finish. This behavior can be altered
using ActionScript.
 At runtime, video files are loaded from the local disk into the SWF file, with no limitation on
file size or duration. There are no audio synchronization issues or memory restrictions.
 The frame rate of the video file can be different from the frame rate of the SWF file, allowing
for greater flexibility in setting up a project.
SIDA: 40
Beginning Style Manual
Focus on content
1. Spelling, spelling, spelling.

Don’t just rely on the spell check. Read it to make sure the correct word and tense is used.
2. Content
 Is the text informative? Descriptive? Accurate? Valuable to user?
 Does the text address the questions your students ask?
 Specific copy editing remarks
 Consistent use of terms—Web site or Website
 Capitalization—do not mix caps on bullet points
 Abbreviations—do not use postal codes for state abbreviations
 Bullet points—complete sentences end in period (.); sentence fragments do not.
 Tense—be consistent with tense--present or past tense.
 Do not use words that are made up or words that are not common--outdoorsy; ensurance
 Spell out “and.” Do not use ampersand sign in a sentence or headline.
 No space before or after dash (difference between hyphen and em dash)
 E-mail is always hyphenated.
 No comma before “and.”
 Punctuation always inside quote marks.
 Spell out numbers under 10 unless used in a list with multiple numbers over ten.
 No colon and zeros needed in time and dollars.
 Avoid the use of personal pronouns—them, they, we
 One space between sentences—not two.
 Avoid using exclamation points (!) in text and headlines.
Content all sites should have:

1. Contact information
 Mailing and physical address
 Phone contact
 E-mail contact
2. Frequently asked questions

 Abbreviate as FAQ not FAQS
 Format
After the content is edited in its final form, then consider format:
 Text, left aligned (not centered)

 Font face--sans serif or serif; consider “x” height
 Font size—points and picas related to size 1, 2, 3 and 4
SIDA: 41
Reusable content
 Overview
 Using reusable content
 Reusable content structure
 Not editable versus editable
 Coding and design standards
 Place reusable content on a page
 Adding new reusable content
 Reusable content review
OVERVIEW
Reusable content libraries provide an opportunity to decrease duplication of effort by reusing
commonly used images and content--addresses, tuition tables, etc. But it also provides a mechanism
for implementing standardized versions of footers, spotlight boxes and calls-to-action throughout the
university website. If the content is marked as dynamic, it also provides an opportunity to update the
content easily. This enables the reusable content to be changed in one place for every page in which
it is used. The reusable content library exists at the site collection root. There are not reusable
content libraries at each site level.
USING REUSABLE CONTENT

Together with Integrated University Communications, University Web Services has created several
different types of reusable content—calls-to-action, spotlight boxes and key university messages.
And you can use templates built on the university brand for departmental footers, contact
information and processes. Add the existing reusable content for dynamic content on your web site.
First, let’s talk about how the content is organized.
REUSABLE CONTENT STRUCTURE

Reusable Content is a list in Microsoft Office SharePoint Server (MOSS) accessed from the top level
site of the publishing site collection. Permissions have been established to allow all MOSS site owners
the ability to add, edit and read. If you cannot access the Reusable Content Library, please contact
the content management system (CMS) administrator.
SIDA: 42
Reusable content has been organized into the following five folders. First, navigate to the folder for
the content you need. For instance, if you are looking to add the tuition table to your site, access the
“Administrative departments” folder, and then “Admissions.” If you want to add a reusable content
element but make changes to the text, look in the “Content Design Elements” for a template that has
been built with the proper HTML code. Key messages about UC Denver are filed in the “University
information” folder.
NOT EDITABLE VERSUS EDITABLE

There are two main scenarios to consider when using reusable content. Each list item of text has an
option named automatic update. If this option is selected, the content is placed as a read-only
reference. If it is not selected, the content of the item is copied into the Web content and stored with
the page. When the reusable item was created, this option was determined by the author.
CODING AND DESIGN STANDARDS

Please consult the UC Denver Web Identity Standards for the policies and procedures on how to use
reusable content as design elements on sites.
SIDA: 43
PLACE REUSABLE CONTENT ON A PAGE

The reusable content feature is accessible from the MOSS HTML toolbar. Navigate to the page in
your site where the reusable content will be added. Consider your site hierarchy and architecture. If
necessary, create a new site and/or page.
1. Select Edit Page from the Page Editing Toolbar.

2. Select the content container to add the reusable content by selecting Edit Content.
3. Click on the Reusable Content icon. The Reusable Content tool icon is represented in the
ninth position in the top row of the toolbar. It looks like a piece of paper with an arrow to
another document
4. The following dialog box will open.
The approved content is organized in the folders listed.
5. Choose the folder that relates to the content category needed. For instance, if you are
looking for a spotlight box created and approved, choose Content Design Elements, Calls-to-
action (if Content Preview is selected in Views). The following dialog menu opens.
SIDA: 44
6. To place the reusable content on your page, select the item and choose “OK.”
7. After you insert reusable content, you can change its position on the page and its size and
apply styles and formatting options.
ADDING NEW REUSABLE CONTENT

There are two main scenarios to consider when creating reusable content. The option is
determined by the author of the re-usable text. Each list item of text has an option named
automatic update. If this option is selected, the content is placed as a read-only reference. If it is
not selected, the content of the item is copied into the Web content and stored with the page.
• Not editable: This is standardized text that does not change from site to site or page to page.
This might be an address, phone number, admission policies, etc.. This is typically content
that would be displayed in multiple pages throughout the UC Denver site. The goal is to
minimize data entry errors. By using the MOSS reusable content feature, the content owner
can update the text in a single list and all instances of the content would be automatically
updated.
• Editable: If you have a content placeholder that serves more as a template, then consider
using an editable reusable content item. Think of this type of reusable content as an easy
way to insert HTML code. The HTML which is rendered only has to be formatted once. For
instance, you may want to insert a department footer. From the Content Design Elements,
select the local footer template shown below. The HTML code or mark-up language is
embedded in the template file, so you can edit the template and the footer will display as
shown below. This would make it easier for contributors to add important elements to a
page.
SIDA: 45
When you create a reusable content item in the Reusable Content list, you can specify whether
or not it can be automatically updated.
• If you specify that an item is automatically updated authors will not be able to change it after
they insert it on a page. For example, you can implement a copyright statement or an
enterprise's name, address, and other contact information as automatically updatable items.
Doing this helps to prevent authors from incorrectly using those items.
• When an author inserts an automatically updated item on a page, the URL of the item is
inserted instead of the item's contents. When a Web browser loads a page that contains an
automatically updated item, the Web browser replaces the URL with the contents of the
item. Therefore, changes to automatically updated items in the Reusable Content list do not
have to be propagated to pages that use them. They are immediately available the next time
a page is opened in a Web browser.
• If you do not specify that an item is automatically updated authors will be able to change it
after they insert it on a page. This is useful if you want to define the proper form for a block
of content but you want authors to provide the content itself. For example, in a site that
provides product descriptions, in which you want each description to follow a particular
tabular form, you could create a generic Product Description Table item in the Reusable
Content list, which authors could insert and then overwrite.
If you are adding reusable content, see the Web Identity Standards for code and design
guidelines. If you are using an existing piece of reusable content from another UC Denver site, be
sure to not change the HTML code or design. Changes to the code or design could break your site
and might affect other university sites.
After the content snippet has been written and approved, upload it to the reusable content site-
level library.
SIDA: 46
When you request a new site, a subdirectory for your department, school or college will be
created in the reusable content library. Remember that once content intended to be
automatically updated and inserted on a page, it cannot be moved to a different folder. In other
words, be sure about the file structure for reusable content library and content organization.
1. To add new content, navigate to the Reusable Content library at the site root directory from
the Manage Content and Structure menu. Be aware that once an item is placed in the file
structure, the location cannot be modified—it cannot be moved.
2. Scroll over the file name in the left window pane and from the drop-down menu , choose
Open Link in New Window.
3. Scroll to your department folder and open the appropriate file directory (by clicking on the
blue text).
4. From the New menu, select the reusable content format desired. Remember that only one
person can edit reusable text. Reusable HTML is editable and is used like a template.
SIDA: 47
5. You’ll see the following menu.
• Title the content item.

• Add comments
• Choose content category
• Check automatic update if you don’t won’t the item to be editable
• Reusable HTML—select Edit Content and then the HTML text editor. Paste the HTML code in
the rich-text editor.
REUSABLE CONTENT REVIEW

• There is a content owner for each reusable content item. The owner is the only one who can
make changes to a text item.
• All reusable content items must be submitted and approved before listing in the library.
• Reusable content can be inserted in multiply sites and pages. When the owner updates the
text, all instances are updated.
• Refer to the Web Identity Standards for policies and procedures on how to use reusable
content as design elements.
SIDA: 48
Each site comes with a predetermined number of Web Parts. Web Parts are
content “containers” used to display information on a site. Site members
SharePoint Server 2007 is an integrated suite of server applications that can use Web Parts to arrange text, related links, calendars, images,
helps people and teams work together. At Microsoft, these sites are document libraries, other Web pages, and more.
most commonly used for team collaboration. This Overview focuses on Each site has a Web Parts Gallery from which additional Web Parts may be
the team collaboration capabilities of SharePoint Server 2007. added.
Web Part Purpose

What Is SharePoint Server 2007? Announcements Post messages on the home page.
SharePoint Server 2007 is a collection of Web-based tools that make it easy Tasks Keep track of project work details.
to work on projects with other people. These tools consist mostly of pre-
designed Web sites that teams or individuals use to store information and Calendar Stay informed on team events.
collaborate with others. These sites come with content authoring tools for Links Post links of interest for site members.
site owners and members.
Document Library Share documents with site members.
These sites use Web conventions—access through a browser, linked
information, images as well as text—to create a fast and easy method of
Contact List Post names and contact information of site
collaborating. These sites create a single point from which information can
members.
be shared.
Image Display pictures and photographs.
SharePoint Server 2007 Sites The Team Site template is one of the most frequently used templates. The
Use customizable templates for the creation of Web sites. A variety of following illustration shows a sample Team Site home page.
templates are available—Team Site, Document Workspace, Meeting
Workspace, Blog, Wiki Site—and each template is designed for a different
purpose.
This document is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS DOCUMENT. 1 of 5
© 2006 Microsoft Corporation. All rights reserved.
Sample Team Site Home Page

This sample site was built from a Team Site template.
Site Actions
Tabs Show common
Display subsites and commands for the site.
link to them.
Announcements
Post messages on the
home page of the site.
Document Library
Contain and display
Quick Launch team documents.
List key site pages on
this navigation menu.
Links
Calendar
Post links of interest to
Display important dates
site members.
and events.
Use Web Parts as building blocks for your site.
Editing Files
Conventions
To edit a file, click the
To get the most from your site, familiarize yourself with its conventions. document name. In the
These include navigation, file manipulation, and site permissions. Windows® Explorer
window, click the Edit
option, and then click
Navigation OK.
There are three ways to navigate: the left navigation menu (Quick Launch),
tabs, and a “bread crumb” trail.
• The left navigation menu is customizable, so its appearance may vary

from site to site. However, in most cases, the pages on a site will be
listed on its left navigation menu. Moving Files
• Tabs across the top of the main Do not delete files in one location and upload them to another in order to
window can also be used for move them. Instead, use Windows Explorer view to drag files from one
navigation. A Home tab always location to another.
appears. As subsites are created, new
tabs generally appear for them, In a Document Library, on the Actions menu, click Open with Windows
though this appearance is optional. Explorer. Open a similar window in a different Document Library. Now
resize the windows so you can see both, and drag files from one location to
• A “bread crumb” trail is a series of links indicating your location on a site. the other. Click your browser’s Back button to return to the default view.
In addition to showing location, bread crumbs offer links to locations
between you and the parent site. Bread crumbs appear below the tabs,
in the upper-left portion of the main window.
Restoring Files
The Recycle Bin is a temporary location where
files await permanent deletion. You can restore
files from the Recycle Bin, but you must restore
them before automatic permanent deletion takes
Note: Subsites live within an existing SharePoint Server 2007 site. The place. The default waiting period is 30 days, but
existing site is known as the top level site. Subsites may be created to this period can be customized. Ask a site
appear completely independent of the top level site, but are rooted in the administrator for details.
top level site
Permissions and Access

Integration Features in SharePoint
All sites come with permission options. The default setting prevents anyone
from accessing the site. A site owner (typically the site creator) must give Server 2007
specific users and specific groups access to the site. Integration with Microsoft® Office Outlook 2007
Site owners either add users to existing permission groups, or give specific Create SharePoint Server 2007 resources for team collaboration and
permissions to specific users. connect them to Outlook 2007. Team members can then use Outlook 2007
to collaborate with the SharePoint Server 2007 resources. In Outlook 2007,
By default, there are three groups used for allowing access to a site:
the SharePoint Server 2007 resources appear in the SharePoint Lists
Visitor, Member, and Owner. When you add a user to one of these groups,
folder. You access them the same way you access your e-mail messages.
the user is given the permission level associated with the group. The
following table describes the three groups.
This group Provides this permission level
Visitor Read: user can view site content.
Member Contribute: user can view and edit site content.
Full Control: user can view and edit site

Owner
content, and modify site settings.
By default, permission levels applied to the Home page of a site

automatically apply to all pages within the site. Site owners may also apply
different permission levels to different pages and subsites.
Integration with Microsoft® Office Groove® 2007
Collaborate with other team members by adding the files to a Groove 2007
workspace. Workspace members access the files, edit them, and then
synchronize the changes with SharePoint Server 2007.
Groove 2007 workspace
Integration with RSS (Really Simple Syndication)
Distribute content on a site through RSS, using Outlook 2007 as an RSS

reader. This way, site members receive the most current content as it
becomes available.
You can also display RSS content using the RSS Viewer Web Part.
About Customizing a SharePoint Server 2007 Site

Modify the structure and appearance of your SharePoint Server 2007 site to best suit the needs of your group. Use the tools and methods described in this
guide to customize your site. Note This guide assumes you already have a site created. For illustration purposes, a Team Site is used as an example.
Create a Unique Look for Your

Site with an Image Web Part.
Display Other Content on Your

Site including shared documents,
partner names, alerts, RSS feeds,
and more to aid collaboration with
others.
Customize Announcements
on Your Site to create a better
experience for your readers.
Display a Microsoft® Office

document on Your Site to
immediately share information
with users.
Customize Your Left
Navigation Menu by adding
or removing site links.
Create a Unique Look for Your Site Add a Banner or Picture to Your Site
Change the look of your site with a theme. Themes combine color schemes 1 Go to a Picture Library, and then click Upload.
and design elements to give your site a cohesive look and feel. Then place a
Note To see all your picture libraries, click View All Site Content at
banner, team logo, or other image on your home page using an Image Web
the top of the left navigation menu (Quick Launch).
Part. For example, see the “Contoso” banner on page 1 of this guide.
Tip Though bold colors are striking, they can also make text hard to read. 2 Browse to the picture, click Open, and then click OK. If desired,
update the picture properties, and then click OK.
If you use a theme to change the look of your site, always keep your
audience in mind. 3 With the picture in All Pictures view, click the picture. Right-click the
preview picture, and then select Copy Shortcut. This gives you the
image address.
Change the Look and Feel of Your Site with a Theme
4 From your SharePoint Home
page, on the Site Actions
1 On the Site Actions menu, click Site Settings.
menu, click Edit Page.
2 Under Look and Feel, click Site theme.
3 Select a theme from the list, and then click Apply.
The image below shows the Simple theme. Compare this to the Default 5 At the top of the column where you want to add the picture, click
Add a Web Part. In the Add Web Parts to [column] list, select
theme featured on page 1 of this guide.
the Image Web Part check box, and then click Add.
6 In the Image Web Part, click

open the tool pane.
7 In the tool pane, under Image

Link, enter the image address
There are Web Parts for almost every kind of content. With a little
creativity, you can use existing Web Parts for almost any new content need.
you copied in step 3. Test the In the table below are some examples of existing Web Parts:
location by clicking Test Link.
If the link works, click OK. To Display This Content Use This Web Part
Messages to site users Announcements
8 When you have finished, on the Site Actions menu, click Exit Edit A list of site users Site Users
Mode to return to normal view.
An Office document or a Web page Page Viewer Web Part
A list of high priority tasks for site Tasks
Notes
users
• Use the tool pane to adjust picture
alignment, appearance, and layout. To
open the tool pane, click the arrow to 1 From your Home page, on the Site Actions menu, click Edit Page.
the right of the Image Web Part title,
and then click Modify Shared Web
Part.
2 At the top of the column where you want to add the Web Part, click
Add a Web Part. In the Add Web Parts to [column] list, select the
check box of the Web Part that you want, and then click Add.
• Never use a copyrighted image in your site without obtaining permission

from the copyright holder. Note If you don’t find the Web Part you’re looking for in the Add Web
Parts to [column] list, click Advanced Web Part gallery and options.
Display Other Content on Your Site

Use Web Parts to customize your site. Web Parts are content “containers”
used to display information. Use Web Parts to arrange text, related links,
calendars, images, document libraries, other Web pages, and more.
3 To arrange Web Parts on the page, click a title bar and drag the Web 5 In the Page Viewer Web
Part, click open the tool
Part to the position you want, keeping within the column markings.
pane.
4 When you have finished, click Exit Edit Mode to return to normal view.
6 In the Tool Pane, click Web Page. Under Link, paste the document
address you copied in step 2. Test the location by clicking Test Link. If
Display a Microsoft® Office Document on the link works, click OK.
Your Site
Display any Microsoft Office document or Web page by using the Page Customize Announcements on Your Site
Viewer Web Part. Displaying a document in this way makes it simple to
share information. See the Completed Projects YTD spreadsheet on page 1 By default, sites include an Announcements Web Part on the Home page.
of this guide for an example of how such a document looks. With this Web Part, you can post news and updates to your site. By
becoming familiar with this tool, you can customize how news and updates
Note To ensure access to the document by all visitors, you must store it are displayed. Take a look at the News section on page 1 of this guide to
on your site. For best viewing, it should be saved as a Web page before see how the Announcements Web Part might be customized.
uploading it to the site. (File>Save as Web Page.)
1 Click Announcements in the title bar of the Web Part.
1 Go to a Document Library, and then click Upload.
2 Click All items, and then click Modify this View.
Note Click Documents at the top of your site to see all your
Document Libraries. 3 On the Edit View page, in the Columns section, use the Display
check boxes to determine which columns will appear in the
Announcements Web Part. Use the Position from Left boxes to
2 Browse to the document, click Open, and then click OK. After the
document has been uploaded, right-click the document icon (view determine their order of appearance.
the file in All Documents view), and then click Copy Shortcut.
This gives you the document address that you will use in step 6.
3 From your Home page, on the Site Actions menu, click Edit Page.
At the top of the column where you want to add the Web Part, click
4 Add a Web Part. In the Add Web Parts to [columns] list, select
the Page Viewer Web Part check box, and then click Add.
4 Use the remaining sections of the Edit View page to: Customize Your Left Navigation Menu
• Sort items to appear in a different order. The left navigation menu (Quick Launch) is the list of site links found on the
left side of your Home page. By default, new links are automatically added
• Filter content to prevent some items from appearing. when lists and libraries are added to the site. In addition, you can
• Group columns. customize the left navigation menu by manually adding or removing site
• Display Totals if you are using columns with numbers. links and headings.
• Apply a Style to the Announcement content. Add a Site Link or Heading in the Left Navigation Menu
Note See the shaded style and the changed title in the picture on
page 1 of this guide for an example.
1 On the left navigation menu, click View All Site Content.
• Group items inside Folders rather than viewing the items in one
long list. 2 Right-click the site link or heading that you want to add, and then select
• Set the Item Limit to determine how many items will display. Copy Shortcut. This gives you the site address that you will use in
step 4.
• Adjust Mobile settings for the view.
3 On the Site Actions menu, click Site Settings. Under Look and
Feel, click Quick Launch.
5 When you have finished, click OK, and then return to the Home page.
4 Click New Link or New Heading, and then paste the site address you
copied in step 2. Type the description of the new link or heading (if it’s
6 At the end of the Announcements title bar, click the arrow, and then
a new link, also select a Heading to put it under), and then click OK.
click Modify Shared Web Part.
The new link or heading appears on the left navigation menu.
7 In the Tool Pane, in the Selected View box, select All Items. In the
warning box, click OK. Remove a Site Link or Heading from the Left Navigation Menu
8 At the bottom of the Tool Pane, click OK. 1 On the Site Actions menu, click Site Settings. Under Look and
Feel, click Quick Launch.
Click the edit icon next to the link or

2 heading you want to remove, and
then click Delete.
2 Depending on the application you have open, do one of the following:

• In Microsoft Office
SharePoint Server 2007 sites help you to collaborate with others on the Word, Excel, or
corporate network. The integration between SharePoint Server 2007 and PowerPoint, click the
the Microsoft Office® system brings together many powerful features for Microsoft Office
collaborating on documents. For example, using Microsoft Office® Word button, click Publish,
2007, you can create a Document Workspace to collaborate with others and then click Create
on a document at a central location. Document
Topics in this guide: Workspace.
• Create a Document Workspace -OR-

• Invite Others to Collaborate on a Document
• In Visio 2007, on the Tools
• Collaborate on a Document
menu, click Document
• Use Version Control
Management.
• Delete a Document Workspace
3 In the Document Management pane,

give your Document Workspace a name.
Note The file name appears by default.
Create a Document Workspace
A Document Workspace is a document collaboration site created within an
existing site. When you create a Document Workspace from within a 4 Choose a location for the new workspace.
The location list shows you all the parent
Microsoft Office system application, the file is automatically uploaded to the sites where your workspace may live. You
workspace and is ready for collaboration. can also type an address that goes directly
to a SharePoint Server 2007 site, such as
http://sharepoint/sites/sitename.
Tip List the root name for the site without
1 Open a document you want to collaborate on.
any suffixes.
Note Document Workspaces can be created within Word 2007,
Microsoft® Office® Excel 2007, Microsoft® Office® PowerPoint 2007, and
Microsoft® Office Visio® 2007 Visio. 5 To create the workspace, click Create.
Invite Others to Collaborate on a Document Add New Members From the Document Workspace
Now that you have a Workspace, you can invite others to collaborate.
Note It is important to limit the availability of sensitive data posted on your
1 Open the document. In the Document site to only those you have given permission to access the data.
Management pane, click the Members tab. Near
the bottom of the pane, click Add new members.
Note The Document Management pane should 1 Open the document. In the Document Management pane, under the
Document Workspace name, click Open site in browser.
appear automatically when you open the document.
If it does not: 2 In your Document Workspace, at the top
of the page, click Site Actions, and then
• In Microsoft Office Word, Excel, or PowerPoint, click the Microsoft
click Site Settings.
Office button, click Server, and then click Document
Management Information. 3 Under Users and Permissions, click
People and groups, click New, and
• In Visio 2007, on the Tools menu, click Document Management. then click Add Users.
2 In the Add New Members window, add e-mail addresses or user Collaborate on a Document
names of those you want to work on your file. Separate addresses or
With your workspace created and your users given permission to the
names with semicolons.
workspace, you can begin working on the document. Generally, a user
Note By default, your invitees are given Contributor permissions. This goes to the workspace, checks out the document, edits it, and then checks
means they can edit and save documents in the workspace. it back in. This checkout procedure ensures that no one introduces
SharePoint uses site groups to manage different permission levels for changes to the document while someone else is working on it.
users. To assign different permissions, click a site group from the list.
1 Go to the Document Workspace and
3 Click Next, and then Finish. move your pointer over the
document you want to work on.
When the arrow appears, click it,
4 In the Add New Members window, select the Send an e-mail
and then click Check Out.
invitation to the new members check box. You can see and edit the
message before sending it..
2 When a message appears asking
5 Add any other information you would like to provide, and then click whether to use the local drafts
Send. folder, click OK.
3 To work on the checked-out document, click again, and then click Use Information Rights Management to
Edit in [application].
Protect Lists and Libraries
Use Information Rights Management (IRM) to limit the actions users can
4 Make your changes, and then save and close the document.
take on files they download from your SharePoint Server 2007 lists or
libraries. When you set IRM permissions on a list or library, all files in that
5 In the Check In dialog box, click Check in file, and then click OK. list or library automatically inherit those permissions.
(You can also click Keep checked out, which saves your changes to
the document, but keeps the fie checked out to you.) Note You must have at least the Design permission level to apply IRM.
6 Click the type of version you want to check in. For more information, see 1 On the list or library page, on the Settings menu, click List Settings
the next procedure. or Document Library Settings.
2 Under Permissions and Management, click Information Rights

7 Enter comments in the Check In Comments box, and then click OK. Management.
3 On the Information Rights Management Settings page, select the

Restrict permission to documents in this library on download
check box. Select the options you want, and then click OK.
Tips
• To keep a record of all changes made to the document, activate version
control. See “Use Version Control” later in this guide for more
information.
• To receive a notice whenever a change is made to a document, click
next to the document, click Alert Me, fill out the form, and click OK.
Use Version Control Delete a Document Workspace

You can save a version of your document each time it changes by using
version control. Version control is useful for keeping a record of changes When your document collaboration is complete and you have saved your
and for restoring a document to a previous version if necessary. work elsewhere, delete your workspace. This frees space on the servers for
other users.
1 On your Document Workspace, at the top of the page, click Site

Actions, and then click Site Settings. 1 On your Document Workspace, at the top of the page, click Site
Actions, and then click Site Settings.
2 Under Site Administration, click Site libraries and lists.
2 Under Site Administration, click Delete this site.
3 On the Site Content page, click
Customize “Shared Documents.”
3 On the Delete This Site page, click Delete.
4 On the Customize Shared Documents page, under General

Note To delete individual documents in the workspace, click next to the
Settings, click Versioning settings.
document name, and then click Delete.
5 On the Document Library Versioning Settings: Shared

Documents page, under Create a version each time you edit a file
in this document library, do the following:
• To create major versions only, click Create major versions.
• To create major and minor versions, click Create major and minor
(draft) versions.
6 At the bottom of the page, click OK.
7 To see the versions of your

document, click next to the
document, and then click Version
History. To view, restore, or delete a
version, click next to the version,
and then click the appropriate option.
Resource Description
In this guide, you’ll find general information about how Outlook 2007 Calendar Use calendars to schedule projects, appointments,
and SharePoint Server 2007 work together. These products offer the and milestones. A SharePoint Server 2007 calendar
ability to use Outlook 2007 to view and edit SharePoint Server 2007 can be viewed side-by-side with an Outlook 2007
collaboration resources. calendar, or the two calendars can be overlaid to
view all items at once. You can drag an item to your
Outlook 2007 personal calendar to see it on a mobile
device.
Outlook 2007 and SharePoint Server 2007
Task List Use task lists to assign project duties and track them
Together to conclusion. Team members can see all project
In SharePoint Server 2007, you can create resources for team collaboration tasks in the Tasks window, or can view tasks
and then connect them to Outlook 2007 so that team members can assigned only to them in the To-Do Bar.
collaborate with them there.
Document Team members use document libraries to preview,
Because of this connectivity, you can stay in the familiar environment of Library search, and open project documents. Site members
Outlook 2007 and work directly on SharePoint Server 2007 resources. You can edit documents locally or offline. Office reminds
can even work on the resources offline, because your changes will be members to update the SharePoint server with
synchronized when you go online. This way, you can work no matter what changes, as necessary.
your connection status is.
Discussion Use Discussion Boards to discuss specific topics
SharePoint Server 2007 resources refers to the SharePoint Server 2007 Board during the course of a project. While e-mail
tools designed to assist in group collaboration. These resources are usually discussions require participants to find and sort many
lists, such as contact lists and task lists, but they can also be calendars, or messages, Discussion Boards isolate messages for
documents in progress. easy tracking.
There are five types of resources that can be used in Outlook 2007: Contact List Use Contact Lists to stay in touch with other team
• Calendar members and with important people outside the
• Task List team. And as one member adds contacts to a list or
• Document Library edits it, the entire team gets the new information.
• Discussion Board
• Contact List Consider what resources your project needs and then add them to your
SharePoint Server 2007 site. After you connect them to your own Outlook
See the following table for descriptions of these resources. 2007 mailbox, you can share them with others.
Connecting Outlook 2007and SharePoint To share your connection with others, go to a SharePoint Server 2007 folder
in the Mail pane, right-click the folder, and then click Share [resource
Server 2007 name]. In the message window that appears, send invitations to share the
resources.
It’s easy to connect resources to Outlook 2007 and then share the
connection with others. After creating a resource on a site—for example, a
task list or a calendar—go to the resource and, on the Actions menu, click
Connect to Outlook.
When the connection is made, the resources appear as folders in your

Outlook 2007 mailbox. The folders are listed in the Mail pane under
SharePoint Lists. SharePoint calendars do not appear as folders. Instead,
they appear with other calendars in the Calendar pane.
To accept an invitation and connect to the same resources in Outlook 2007,

invitees click a button in the message.
After connecting to the resources, invitees can begin collaborating with the
resources in Outlook 2007.
Online and Offline

• Documents you have edited but not yet updated can be found inside
To get the greatest benefit from working in Outlook 2007 and SharePoint your SharePoint Drafts Search Folder.
Server 2007, it helps to understand the difference between the online and
offline synchronization experiences.
When you Edits made in Outlook 2007 to resources are

are online automatically synchronized with the master files on the
SharePoint Server 2007 site. These changes are
synchronized with those made by others who share the
connection in Outlook 2007.
When you You can view and edit cached versions of resources, but
are offline your edits are not synchronized with the master files on
the SharePoint Server 2007 site, and not synchronized
with those made by others until you go online. Go online
periodically to trigger synchronization.
Tip To prevent the loss of information when more than one person is
working on a document at the same time, turn on version control at the
SharePoint Server 2007 site, or check out the document before you begin
working on it.
Notes
• When editing documents, you must first make a local copy of the
document, edit it offline, and then manually synchronize your changes
with the SharePoint site. You will be prompted to do so.
2 On the Actions menu, click Connect to Outlook.
Outlook 2007 and SharePoint Server 2007 work closely together. Use
new integration features to view and edit SharePoint 2007 content in
Outlook 2007, even when you are offline. You can also use Outlook
2007 search tools on SharePoint 2007 documents that are connected
to Outlook 2007.
Topics in this guide include:

• Connect SharePoint Server 2007 Resources to Outlook 2007
• Send a Sharing Message
• Connect from a Sharing Message
• Edit Document Library Files in Outlook 2007 3 In the Connect this SharePoint [Resource] to Outlook window,
• Remove a Connected Document from Outlook 2007 click Yes.
The Shared Documents library appears in a folder in the Mail pane, under
Connect SharePoint Server 2007 Resources SharePoint Lists.
to Outlook 2007
Note When you connect resources to Outlook 2007, the resources appear
To use Outlook 2007 to view SharePoint Server 2007 resources, you must in their respective sections of the Outlook 2007 navigation pane. Calendars
connect the SharePoint Server 2007 resources to Outlook 2007. The appear in the Calendar pane, under Other Calendars; Tasks appear in
following procedure uses a Document Library as an example, but you can the Tasks pane, under Other Tasks; Contact Lists appear in the Contacts
use these steps to connect other resources, including Calendar, Task List, pane, under Other Contacts. Discussion Lists are similar to Document
Discussion Board, or Contact List. Libraries and appear in the Mail pane, under SharePoint Lists.
Note SharePoint Server 2007 permissions carry over to Outlook 2007. For
example, if you have permission to edit a document or list on a team site,
you can also edit the document or list in Outlook 2007. Send a Sharing Message
If you have resources connected to Outlook 2007, you can share the
1 On a SharePoint Server 2007 site, go to the Shared Documents
Document Library. A link to this library should appear on the left connection with others through a Sharing Message.
navigation menu (Quick Launch).
1 In Outlook 2007, right-click the listing, and then click Share Resources You Can Connect
“[SharePoint resource].”
The SharePoint Server 2007 resources that can be connected to Outlook
2007 include some of the most popular SharePoint Server 2007 tools.
Calendar Schedule projects, appointments, and milestones. View

the SharePoint Server 2007 calendar next to your
Outlook 2007 calendar, or overlay both calendars to
2 In the message window, add recipients to the To line, type a message,
and then click Send.
see all items at once.
Task List Assign project duties and track them to conclusion.

Recipients click a link in the message to connect to the resource. Team members can see all tasks in the Outlook 2007
Tasks window, or can view tasks assigned only to
Note In order for recipients to access the shared resource, an owner of the them in the To-Do Bar.
resource must provide appropriate access permissions.
Document Use document libraries to preview, search, and open
Library team documents. Team members can edit documents
online or offline.
Connect from a Sharing Message Discussion Discuss topics with team members. E-mail discussions
Board require participants to find and sort messages, but
Connect resources to Outlook 2007 when you receive a Sharing Message.
Discussion Boards isolate messages for easy tracking.
Contact List Stay in touch with team members and important

Open the Sharing Message people outside the team. As one member adds
1 in Outlook 2007. contacts or edits them, the entire team gets the new
information.
2 In the Open group on the

Outlook 2007 Ribbon, click
Connect to this
[SharePoint Resource].
Edit Document Library Files in Outlook 2007 4 In the Edit Offline dialog box, click OK.
When you are connected to the corporate network, changes you make to The file is stored on your computer, in your SharePoint Server 2007
most resources in Outlook 2007 (Calendar, Task List, Discussion Board, and Drafts folder.
Contact List) are automatically updated on the SharePoint Server 2007 site.
Document Library files require additional steps, as described here.
5 Edit the file. When you have finished, save your changes, and then
close the file.
1 In Outlook 2007, double-click a Document Library file to open it.
6 In the Edit Offline window, click Update.

2 In the Opening File dialog box, click Open.
The next time Outlook 2007 processes a Send/Receive command, edits to

the document will be updated to the master copy of the document stored
on the SharePoint Server 2007 site.
Tips
• To ensure others do not make changes to the file while you are working
on it, check it out in SharePoint Server 2007 before you begin editing. Be
3 In the Message Bar, at the top of the document, click Edit Offline. sure to check it in when you have finished.
(The file opens as read-only until you click Edit Offline.)
• To find working copies of SharePoint Server 2007 documents that have
not been updated to the SharePoint Server 2007 site, in the Outlook
2007 Mail pane, under SharePoint Lists, look in the SharePoint
Drafts search folder.
Edit SharePoint Server 2007 Content Offline 5 Edit the file. When you have finished, save your changes, and then
close the file.
in Outlook 2007
When you are not connected to the corporate network, you can edit copies The next time you are online and open the file, the system prompts you to
of the SharePoint Server 2007 files stored on your computer. Edits made to update the SharePoint Server 2007 site with the changes.
these files while you are offline are saved on your computer until you go
online. When you go online, the edits are updated to the master copies of
the documents on the SharePoint Server 2007 site. Note You can keep edits made to a document restricted to your computer
as long as you want, but your team members may need current
information. For this reason, you should update the SharePoint Server 2007
1 In Outlook 2007, double-click a Document Library file to open it.
site at regular intervals.
2 In the Opening File dialog box, click Open.

Remove a Connected Document from
Outlook 2007
3 In the Message Bar, click Edit Offline.
(The file opens as read-only until you click Edit Offline.) When you have finished work on a SharePoint Server 2007 file, you can
remove it from Outlook 2007. This keeps your SharePoint Server 2007 Lists
folder organized and helps you focus on current needs.
1 In the SharePoint Lists folder, select the library or list from which you
want to remove a file.
4 In the Edit Offline dialog box, click OK.
The file is stored on your computer, in your SharePoint Server 2007

Drafts folder.
2 In the window to the right of the Mail navigation pane, select the file
you want to remove. To select multiple files, hold down CTRL while you
click file names.
Right-click the selected file, and then click

3 Remove Offline Copy.
Delete a Resource from Outlook 2007

When you no longer need a resource, you can remove it from Outlook 2007.
This keeps Outlook 2007 organized and helps you focus on current projects.
1 In the SharePoint Lists folder—or in the respective sections for

Calendars, Task Lists, and Contact Lists—select the resource you want
to remove.
2 Right-click the folder, and then click Delete [Resource Name].
About SharePoint Server 2007 Sites and Workspaces

SharePoint Server 2007 helps you store and collaborate on information using Web sites and workspaces hosted on the corporate network. No specialized
knowledge is needed to create a site or workspace. Use this guide to determine which sites or workspaces are best for your needs.
Sites (long-term use) Workspaces (short-term use)

My Site Team Site Document Workspace Meeting Workspace
Purpose Individuals share public
information; organize daily
Teams store and display
information; coordinate activities;
Groups collaborate on
documents related to a
Groups manage meeting
agenda items, materials, and
activities; store private files. collaborate on projects. specific project or purpose. follow-up actions.
Best Uses • Share business-related

information about yourself
• Centralize and coordinate team
activities.
• Collaborate on documents
without using e-mail.
• Post meeting agendas.
• Track action items.
with your coworkers.
• Store, organize, and display • Store multiple documents.
• Store documents and other
• Store private files or team files.
• Display information related files associated with a
collaborate on shared files.
to document review. meeting.
Key Features • Stores private and shared

documents.
• Enables collaboration on
Microsoft Office system files.
• Enables use of SharePoint
Server 2007 features
• Enables workspace
creation in Outlook 2007
directly from Microsoft when sending a meeting
• Enables control of private • Includes document check
Office system applications. invitation.
information versus public in/check out and version
information. control . • Includes document check • Supports one-time or
in/check out and version recurring meetings.
• Allows for site customization • Allows site customization and
control.
and supports multi-purpose supports multi-purpose team • Connects to a Team Site or
use. use. • Connects to a Team Site or My Site.
My Site.
Challenges • Public section is viewable to

all users with corporate
• Keeping content current and
useable may require a site
• Review and editing of
documents requires
• Meeting participants must
be aware of the site and its
network access. manager. corporate network access. location.
My Team Document Meeting Extranet Sites—Collaborate with

Site and Workspace Comparison Site Site Workspace Workspace
External Partners and Customers
Your Own Work Web Site • Want to use a SharePoint Server 2007 site
to collaborate with external business
Best for Team Collaboration • partners, vendors, or customers? Create a
Best for Document Collaboration • SharePoint Extranet Team site. Because
Extranet sites are accessed through the
Best for Managing Meetings • Internet, external users can access the
content and collaboration features.
Supports Search Function • • • •
Multi-purpose, Longer-term Use • • Note To determine if SharePoint Server
2007 Extranet Sites are available in your
Single-purpose, Shorter-term Use • • enterprise, check with your Site
Provides Public and Private Sections • Administrator.
Use Directly from Office 2003 Applications •

Create Using Outlook 2003 • •
Control User Access and Privileges • • • •
Requires Corporate Network Access • • • •
Give Users Access to Your Site

Manage access and storage on your SharePoint Server 2007 sites. Using groups is the most efficient way to manage site access.
Manage Access By default, there are three groups with associated permission levels: Visitor,
Member, and Owner. When you add a user to a group, the user is given the
Limit access to sensitive business information. Topics in this section:
permission level associated with that group.
• Give Users Access to Your Site
• Manage Access to a Document Library
To grant this permission level Add users to this group
• Approve Requests for Access to Your Site
• Change the Administrator Who Receives Requests for Access Read: User can view site content. Visitor
Manage Storage Contribute: User can view and edit site
To avoid outdated content and to maximize your space, delete old Member
content.
documents, workspaces, meeting spaces, and lists. Topics in this section
include: Full Control: User can view and edit site
• Locate and Delete Unused Workspaces and Sites Owner
• View Traffic to Your Site
• View Detailed Storage Space Information
• View All Sites Created Under Your Main Site
1 From within the site, on the left navigation menu

(Quick Launch), click People and Groups.
Before You Begin

Some procedures in this guide require site collection administration
permissions. If you are unable to access pages or links mentioned in the
procedures, contact the site creator or a site collection administrator to 2 On the People and Groups page, at the top of the left navigation
menu under Groups, click the group with the permissions you want to
request the appropriate permissions. grant to your users.
3 On the New menu, click Add Users. On the Add Users page, in the 3 On the Document Library page, on the Settings menu, click
Document Library Settings.
Users text box, type the alias of the user you want to add. To add
more than one user, separate each alias with a semicolon.
On the Customize [library] page, under Permissions and Policies,
4 click Permissions for this document library.
4 Click Add users to a SharePoint group. The group you previously
specified is selected.
5 On the Actions menu, click Edit Permissions, and then click OK.
5 Select the Send welcome e-mail to the new users check box to
send an e-mail alerting users they have been added to your site. You
may also add a personalized message. Click OK.
Note You can also add users individually and assign them individual
permission levels. To assign specific permission, on the Add Users page,
click Give users permission directly, and then select the check box for
the appropriate permission.
Manage Access to a Document Library 6 On the Permissions page, select the check boxes of the users or
In addition to managing access to your entire site, you can also set access groups whose permissions to this document library you want to change.
levels for a Document Library or list.
7 On the Actions menu, click Edit User Permissions, select the check
boxes for the permissions you want to apply, and then click OK.
1 From within the site, on the left navigation menu, click Documents.
Note This procedure also applies to lists and other content.
2 On the All Site Content page, under Document Libraries, click the
Document Library for which you want to manage access.
Approve Requests for Access to Your Site Change the Administrator Who Receives
Requests for Access
If you are a site administrator, you may receive requests for access to a site
via e-mail. To approve these access requests:
1 On the Site Actions menu on the upper right, click Site Settings.
1 In the Access request for a site e-mail, click Grant [User] access
2 On the Site Settings page, under Users and Permissions, click
to the site. Advanced permissions.
2 On the Add Users page, under Give Permission, do one of the

following: 3 On the Permissions page, on the Settings menu, click Access
Requests.
Click Add users to a SharePoint group, and then on the list click a
permissions group.
4 On the Manage Access Requests page, select the Allow requests
for access check box. Type the e-mail address of the person who will
-OR- receive the access requests. This person must be an Administrator. Click
OK.
Click Give users permission directly, and then select the check
box for the appropriate permission.
5 In the Send all requests for access to the following e-mail
address box, type the e-mail address of the person who will receive the
send an e-mail alerting users they have been added to your site. You
access requests, and then click OK. This person must be an
Administrator.
may also add a personalized message. Click OK.
Note Site collection administrators can see who the administrators are for
their sites by going to the Site Actions menu. Click Site Settings, and
then under Users and Permissions click Site collection
administrators.
Locate and Delete Unused Workspaces and 1 In the document library, click the arrow to the right of the document,
and then click Version History.
Sites
Note If Version Control is not activated, you will not see this option.
1 On the parent site home page, on the Site Actions menu, click Site
Settings.
By default, Version Control is not activated.
2 On the Site Settings page, under Site Administration, click Sites

and workspaces.
On the Sites and Workspaces page, find the site or workspace you
3 want to delete, and then in the Delete column, click .
To delete a version of the document, click the arrow to the right of the
2 document version, and then click Delete.
Delete Outdated Document Versions

With Version Control activated, you can keep a history of changes to a file.
Version Control can be helpful, but keeping multiple copies of a document
takes up space and counts against your site’s storage limit. If you do not
need multiple versions of a file, consider deleting them.
View Traffic to Your Site Use Recycle Bins

The Site Usage Report provides information about how many page requests SharePoint Server 2007 has two recycle bins: the end user recycle bin
your site has received and also lists details on users and browser type. and the site collection recycle bin. The recycle bins give you two levels of
protection against accidentally deleting parts of your site or important
data. Deleted items can be restored from either recycle bin.
1 On the Site Actions menu, click Site Settings. You can delete documents, libraries, lists—almost anything, except an
entire site. Deleted material is initially placed in the end user recycle bin.
2 On the Site Settings page, under Site Administration, click Site
usage data.
When you delete the contents of the end user recycle bin, they are
placed in the site collection recycle bin.
Important
3 On the Site usage summary page, to view a particular report, click
the report from the Site usage reports list in the navigation menu on
• After you empty the site collection recycle bin, the deleted material
the left side of the page.
cannot be recovered.
• The recycle bins are automatically emptied every 30 days. Until that
time, you can safely restore a deleted item.
Restore Deleted Items from the User Recycle Bin
1 On the left navigation menu, click Recycle Bin.
2 Select the check boxes of the items to be restored, click Restore

Selection, and then click OK. The restored items are returned to the
location from which they were deleted.
Note If you restore an item that originally resided in a folder that has since
been deleted, the folder is recreated in its original location, and the restored
item is placed in the folder.
Important The remaining procedures in this guide require that you have
site collection administration permissions. If you do not have these
2 On the Site Settings page, under Site Collection Administration,
click Storage space allocation.
permissions, you will not have access to the necessary controls and links to
perform these tasks. To get site collection administrator permissions,
contact the site creator or a site collection administrator. 3 In the left navigation menu, click the view you prefer—Document
Libraries, Documents, or Lists.
Restore Deleted Items from the Site Collection Recycle Bin

click Site collection recycle bin.
3 On the Site Collection Recycle Bin page, on the left pane under
Select a View, click Deleted from end user Recycle Bin. The list
now shows you items that were first deleted by users and then deleted
from the end user recycle bin.
4 Select the check boxes of the items to be restored, click Restore

Selection, and then click OK.
View Detailed Storage Space Information 4 To filter your view, click the options you want from the Show Items,
Show Only, and Sort by lists, and then click Go.
The Storage Space Allocation view displays the sizes and locations of
Document Libraries, documents, and lists. Note To delete documents, document libraries, and lists from the Storage
Space Allocation view, select the check box next to the documents,
Document Libraries, or lists. Click Delete.
View All Sites Created Under Your Main Site

The View Site Hierarchy page displays workspaces and other sites
created on your main site.

click Site hierarchy.
On the View Site Hierarchy page, a list of all sites under your main site
appears. To go to the Site Administration page of a particular site, click
Manage.
View Available Storage Space

Use the site collection usage summary page to view the space currently
being used on your site and the remaining available space. To see details on
how much space a particular Document Library, document, or List occupies,
see “View Detailed Storage Space Information” earlier in this guide.
1 On the Site Actions menu, click

Site Settings.
2 On the Site Settings page, under

Site Collection Administration,
click Storage space allocation.
About SharePoint Server 2007 My Sites

Use your My Site to store files and collaborate with your co-workers Topics in this guide include:
online. My Sites have public and private pages. Use your public page • Access Your My Site • Change the My Home Page Layout
(called the “My Profile” page) to share files and information with • Edit Your Profile • Upload a Document
coworkers, and use your private page (called the “My Home” page) to • Restrict Visitor Access to Information • Create a Document Library
store files and information that only you can access. • Customize the My Home Page • Create A Document Workspace
Tabs Site Actions Menu

As Seen By List Click tabs to access the public Add content, edit page, or change site settings.
Restrict what others can see, and private pages of your site.
and then preview your My
Profiles page as others see it.
My Information
Edit your profile
page.
Left Navigation Menu

(Quick Launch)
Get quick access to your
site content.
My Home Page
Your private page. Stores files and
content for your use. This content is not
My Profile Page publicly displayed.
Your public page. Displays information about you and your work to
your coworkers.
Access Your My Site 3 To add a photograph of yourself, click Choose Picture, and then in
To access your my Site, contact the SharePoint Server 2007 Administrator the Upload Picture dialog box, do one of the following:
for your organization. • To use your cardkey photo, click Select your cardkey photo, and
Your My Site opens on your My Home page (your private page). To switch to then click OK.
your My Profile page (your public page), click the My Profile tab. • To use another photo, click Select a photo to upload, browse to
the photo and select it, click Open, and then click OK.
To switch to your My Profile page (your public
page), click the My Profile tab.
4 For each of the remaining text boxes on the Edit Profile page, do one
of the following:
• Type appropriate text in the text box.
• If there is a Browse button to the right of the text box, click it. In
Edit Your Profile the dialog box that opens, make your selections, and then click OK.
Your My Profile page is a way for others to learn about you and your Tip After entering the appropriate values in each text box, if there is a
expertise, projects, and colleague relationships. Although you can limit who Check Values or Check Names button to the right of the box, click it to
views your shared information, the more you share with everyone, the verify the validity of the values entered in the box.
easier it becomes for others to network with you.
1 On your My Home page, in the left navigation menu (Quick Launch),

click Profile. 5 In the Show To column, select the audience who will be able to see
the corresponding profile entries. (Only the selected audience can see
the information on your My Site.) When you are finished, click Save
2 On the Edit Profile page, in the About me box, type descriptive text
about yourself (for example, where you live, how long you’ve been
and Close.
with the company, your hobbies).
Restrict Visitor Access to Information View Your My Site As Others See It

Use privacy categories on your My Profile page to restrict the information Ensure that you’re exposing only the information you wish to by viewing
visitors can see. Among the parts of your site you can restrict are your My Profile page as others see it.
membership lists, links, and your colleagues list. The following illustrates
how to edit the Memberships area.
Note You cannot change the layout of the My Profile page. 1 On your My Profile page, on the As
seen by list in the upper-right
corner, click one of the following
1 On your My Profile page, at the bottom of
privacy categories: My Manager,
the Memberships area, click Manage
My Workgroup, My Colleagues,
Membership.
Everyone. The page then
refreshes.
2 On the My Memberships page, select the
check boxes of the list items you want to
restrict, and then click Edit Memberships. 2 Notice that the refreshed page is the one that will be seen by the
members of the particular privacy category that you selected.
3 On the Show these memberships to list,

click the category of site visitors you want to Customize the My Home Page
be able to view the memberships you The main area of the My Home page is customizable. You can display
specified in the previous step. The farther almost any type of content by adding new sections such as your files, tasks,
down the list, the more restrictive the group. calendar, news, and alerts—whatever best helps you organize your daily
activities.
4 If you want the selected memberships to be
grouped together for sorting purposes, click Customize the My Home page with Web Parts. Web Parts are content
New group, and then enter a name for the "containers" used to display information on your site. Use Web Parts
group. Otherwise, accept the default to arrange text, related links, calendars, images, document libraries, other
Existing group, and then click OK. Web pages, and more.
1 On the My Home page, on the Site

Actions menu, click Edit Page.
At the top of the zone in which you want to add a Web Part, click Add a
2 Web Part.
Change the My Home Page Layout
1 On your My Home page, on the Site Actions menu, click Edit Page.
2 Drag Web Parts by their title bars into other zones on the page.
3 For additional layout options, click to the right of a Web Part title,
and then click Modify Shared Web Part.
4 To close a Web Part, click to the right of the Web Part title.
3 In the Add Web Parts to [zone] list, select the desired Web Part (for
example, RSS Viewer), and then click Add. In the RSS Viewer Web Note Closing a Web Part removes it from the page, but does not
Part, click open the tool pane. delete it.
5 When you have finished, click Exit Edit Mode to return to the normal
page.
4 In the tool pane, under RSS
Properties, enter the URL of the
desired RSS link, and then click OK.
Upload a Document
Two default libraries, Shared Documents and Private Documents, are
included with your My Site. You may also create your own, customized
libraries.
5 When you have finished, below the Site Actions menu in the upper 1 Navigate to the Document Library in
which you want to store your
right, click Exit Edit Mode to return to the normal page.
documents. On the Upload menu,
Notes click Upload Document.
• Use the tool pane to adjust appearance and layout. To open the tool
pane, click to the right of the Web Part title, and then click Modify
Shared Web Part.
• Never use a copyrighted image on your site without obtaining permission
from the copyright holder.
2 On the Upload Document: [document library] page, click Browse Check In a Document
to find a single document to upload.
1 In a Document Library, locate the document that you want to check in.
Point to the document, click the arrow, and then click Check In.
3 In the Choose file window, select the file, click Open, and then click
OK.
2 On the Check in page, under Document Check In, choose the
appropriate option. Under Comments, enter optional comments, and
4 Add descriptive information if desired, and then click OK. then click OK.
Note Upload multiple documents from the same folder by clicking Control Access to a Document Library
Upload Multiple Documents, navigating to the desired folder, and
then selecting the check boxes of the files you want to upload. To allow only specific users access to a Document Library, change the
permission settings for that Document Library.
Check Out and Edit a Document 1 On the My Home page, on the left navigation menu, click
Documents.
1 In a Document Library, locate the document that you want to check out.
Point to the document, click the arrow, and then click Check Out. 2 Under Document Libraries, click the library for which you want to
create distinct permissions.
3 On the Document Library page, on the Settings menu, click

2 To edit your checked-out document, click the down arrow again, and
then click Edit in [Software Application].
Under Permissions and Policies,

4 click Permissions for this Create a Document Library
document library. On the Actions
menu, click Manage Permissions of 1 On the My Home page, on the left navigation menu, click Documents,
and then click Create.
Parent.
2 On the Create Page, under Libraries, click Document Library.

Perform one of the following steps:
5
• Click one of the site groups and change permissions for that group.
3 On the New page, give the Document Library a name and a description,
and choose whether to display the library on the left navigation menu.
• Click one or more specific users and change permissions for those
users. You can also choose whether to create document versions, and whether
to select a default document template.
• On the New menu, click Add
Users. Add new, specific users
to the library, and apply distinct
4 When you have finished, click Create.
permissions during the Add

Users process.
Create a Document Workspace
Note To automatically apply the 1 Go to your My Home page, click Documents, and then click Create.
general site permissions to a
Document Library, at the top of the 2 In Create Page, under Web Pages, click Sites and Workspaces.
Permissions page for the library, on
the Actions menu, click Inherit
Permissions. This link does not
3 Complete the New SharePoint Site form. Under Template
Selection, select Document Workspace.
appear if general permissions already
apply to the library. 4 When you have finished, click Create.
Note The default location of a Workspace is in the My Profile page. Only

users with proper permissions can see the Workspaces.
3 In the Meeting Workspace task pane, review the default settings for
the new workspace. You’ll see where the workspace will be located and
A Meeting Workspace is a SharePoint Server 2007 Web site for creating what type of site template will be used.
and storing agendas, minutes, documents, and other information about
your meetings. You create a Meeting Workspace at the same time you
create an Microsoft® Office Outlook® 2007 meeting request. • To accept the default
settings, click Create.
Topics in this guide:
• To change the default
• Create a Meeting Workspace settings, click Change
• Link a Meeting Request to an Existing Workspace settings. In the Select a
• Change Workspace Permissions location list, click the site to
• View an Existing Workspace put your Meeting Workspace
• Apply Agenda Items Across All Meetings on. If your meeting is a
• Delete a Workspace recurring team meeting, you
may want to put the Meeting
Workspace on your Team
Site. If your Team Site is not
Create a Meeting Workspace listed, click Other, and then
When you create a Meeting Workspace from within an Outlook 2007 meeting type the URL of your Team
request, SharePoint Server 2007 gives your attendees access to the Site. Note Do not include
workspace. .aspx.
Note To create a workspace from a meeting request, you must have Site In the Select a template
Owner permissions (Full Control) to the site where you create the workspace. type list, click the template
The default location for your workspace is your My Site. you want. The Basic Meeting
Workspace contains standard
1 In Outlook 2007, create a meeting request. items to start with. Click OK,
and then click Create.
On the Meeting tab of the meeting
2 request, in the Attendees group,
click Meeting Workspace.
4 In the meeting request, type a message if necessary, and then click

Send. The meeting request is sent with a link to the Meeting
4 Under Select a workspace,
click Link to an existing
Workspace. workspace.
5 To add content to the Meeting Workspace, go to it by right-clicking the

meeting on your calendar, and then clicking View Meeting
Workspace. 5 In the Select the workspace
list, click a workspace, and then
click OK.
Link a Meeting Request to an Existing

Workspace 6 Under Link to a workspace, click Link.
If you already have a Meeting Workspace, you can link it to an Outlook 2007
meeting request.
Notes
1 Open a new or existing meeting request. On the Meeting tab, in the
Attendees group, click . • To find a Meeting Workspace on a Team Site, go to the left navigation
menu (Quick Launch), and look under Sites. Meeting Workspaces should
be listed there. If your Workspace is not listed, at the top of the
2 In the Meeting Workspace task pane, under Create a Workspace, navigation pane, click View All Site Content. Meeting Workspaces are
click Change settings. listed under Sites and Workplaces.
• To find a Meeting Workspace on a My Site, go to the left navigation
3 Under Select a Location, click a site. menu and click View All Site Content. Meeting Workspaces are listed
near the bottom of the page.
Change Workspace Permissions View an Existing Workspace

Meeting organizers are automatically added to the Attendees list and they Access a Meeting Workspace from a meeting request, from a meeting
are assigned Full Control permissions to the Meeting Workspace. Other reminder, from your Outlook calendar, or from a SharePoint site.
attendees are assigned Contribute permissions. Organizers may change
attendee permissions at any time. To access from Do the following
A meeting request Click the link to the Meeting Workspace.
1 On the Meeting Workspace home page, under Attendees,
click Manage attendees. A meeting reminder On the Meeting Services list, click View
Meeting Workspace.
2 On the Attendees page, under Settings, click List Settings. An Outlook 2007 Right-click a meeting or appointment, and then
calendar click View Meeting Workspace.
On the Customize Attendees page, under Permissions and
3 Policies, click Permissions for this list.
A SharePoint Server In the left navigation menu (Quick Launch),
2007 site click View All Site Content. On the All Site
Content page, under Sites and Workspaces,
On the Permissions: Attendees page, under Actions, click Manage click your Meeting Workspace.
4 Permissions of Parent.
5 On the Permissions: [workspace name] page, select the check Apply Agenda Items Across All Meetings
boxes of the users or groups for whom you want to change To have the same agenda items appear from meeting to meeting, change
permissions. them into series items.
6 Under Actions, click Edit User Permissions.

1 On the Meeting Workspace home page, on the Agenda title bar,
click Agenda.
7 On the Edit Permissions: [workspace name] page, assign new

user or group permissions. When you have finished, click OK.
2 Under Settings, click List Settings.
On the Customize Agenda page, under General Settings, click

3 Advanced settings.
4 On the List Advanced Settings: Agenda page, next to Share List

Items Across All Meetings, click Yes, and then click OK.
Notes
• Deleting a Meeting Workspace deletes all information on the Meeting
Workspace site. It does not delete meeting information contained in
Outlook 2007. To do this, open the meeting request in Outlook 2007.
• Canceling or deleting a meeting in Outlook 2007 does not delete the
Meeting Workspace associated with it.
• To recreate a deleted meeting request with a link to a Meeting
Workspace, you must manually re-establish the link. See “Link a Meeting
Request to an Existing Workspace” earlier in this guide for information
on how to do this.
• Don't cancel a meeting request in order to send a new one with changed
details. Instead, send an updated meeting request to attendees. This
maintains the existing link between the meeting request and the Meeting
Workspace.
Delete a Workspace
1 Under Site Actions, click Site Settings.
2 Under Site Administration, click Delete this site.
3 On the Delete Web Site page, click Delete.
5 In the Survey Options section, click an option to determine whether

users' names will appear in survey results, and then whether users can
SharePoint Server 2007 surveys offer a quick and easy way to gather user respond to the same survey multiple times. Click Next.
opinions about products, features, designs, and ideas—and to measure
user satisfaction concerning services, programs, and deployments. This
guide explains how to create and distribute surveys.
Topics in this guide:
• Create a Survey
• Enable Branching
• Preview a Survey
• Send a Survey Link 6 On the <Survey Name>:
• View Results New Question page, in
the Question box, type
the question you want to
Create a Survey ask, and then select the
type of answer you want.
1 Open your SharePoint Server
2007 site, and on the Site
Actions menu, click Create.
2 On the Create page, under

Tracking, click Survey.
3 On the New page, type a name and description for your survey.
Tip When choosing answer types, consider how you want to use the
4 In the Navigation section, click an option to determine whether you
want a link to the survey to appear in the left navigation menu (Quick collected data. You can easily compare responses to multiple-choice,
Launch) of your home page. numerical-rating, and yes-or-no questions, while open-ended questions
are more difficult to compare. However, open-ended questions might
provide information you cannot get from other types of questions.
This document is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS DOCUMENT.
© 2006 Microsoft Corporation. All rights reserved. 1 of 4
7 In the Additional Question Settings section, select the other options 1 Create your survey. Then, on your site, on the left navigation menu,
that you want for the answer. The available options depend on the type click Surveys.
of answer you selected.
2 On the All Site Content page, under Surveys, click the survey name.
Note For information on enabling branching for a question, see the
following procedure.
8 To add more questions to the survey, click Next Question. 3 On the <Survey Name> page, on the Settings menu, click Survey
Settings.
9 After adding all the questions, click Finish to save the survey.
Enable Branching
Branching lets you simplify your surveys for your respondents by displaying
only questions that are relevant to each respondent. Questions that are not
relevant are not displayed. The relevance is determined by the respondent’s
answer to the preceding question.
For example, you might have the following questions in your survey:
4 On the Customize <Survey Name> page, in the Questions
1. Are you using Windows Vista™? (choices: Yes or No) section, click the question to set branching on.
2. What version are you using? (choices: Beta or Released)
3. How much RAM does your computer have?
5 On the Edit Question: <Survey Name> page, in the Branching
If a survey respondent’s answer to question 1 is “No,” question 2 becomes logic section, on the Jump To list for the appropriate choice, click the
irrelevant. Using branching, only respondents who choose “Yes” for question to jump to when this answer is chosen by the survey
question 1 will be asked question 2. All others are taken directly to question respondent.
3.
Set Branching Logic for a Question

Branching is set on the question whose answer determines the relevance of
the subsequent questions. In the above example, branching would be set
on question 1. 6 When you have finished, click OK.
Preview a Survey Send a Survey Link

After creating a survey, it is a good idea to preview it to confirm it looks and
operates as you intended. After confirming that your survey operates as intended, send the survey.
Rather than sending an e-mail message with a link to the home page of a
team site, you can send a URL that takes survey recipients directly to the
1 On your site, on the left navigation menu, click Surveys.
survey.

3 On the <Survey Name> page, click Respond to this Survey.

3 On the <Survey Name> page, click Respond to this Survey.
4 Preview the survey.

4 When the survey opens, copy the survey address in the browser
Address Bar.
5 When you have finished, click Back.
5 Create an e-mail message, and paste the survey address into the
message. Your respondents will be able to click the link to go directly to
the survey.
Tip When drafting the e-mail message to survey recipients, be sure to View a Graphical Summary of Survey Responses
include the following: 1) a concise description of what data the survey will
collect, 2) an explanation of how this data will be used, 3) how long the 1 On your site, on the left navigation menu, click Surveys.
survey will take to complete, and 4) whether the survey is anonymous.
On the All Site Content page, under Surveys, click the survey
2 response you want to view.
View Results
When users respond to your survey, your site stores their responses. You
3 On the <Survey Name> page, click Show a graphical summary
can then view individual survey responses or view a graphical summary
of responses. An example of a graphical summary is shown below:
showing all responses.
View an Individual Survey Response
2 On the All Site Content page, under Surveys, click the survey
response you want to view.
3 On the <Survey Name> page, click

Show all responses.
4 In the View Response column, click the response you want to view.
Site Content Document Libraries Site Actions

Gain quick access to all Store team documents and Gain quick access to Team Site
SharePoint Server 2007 Team Sites
content on the site. collaborate on them. actions, including Create Content,
are Web sites created from a
Edit Page, and Site Settings.
template and designed for team
collaboration. They are hosted on the
corporate network. Team Sites are a Robert Brown
great way to coordinate team
activities with document
collaboration and storage.
• Create a Team Site
• Add Content
• Upload Documents
• Edit Documents
• Create a New Document Library Robert Brown
• Allow Access to Your Site
Robert Brown
People and Groups

Control who can access your
site and what content they
can view and edit.
Recycle Bin
Restore or permanently remove deleted items.
Create a Team Site

Create a new, stand-alone Team Site or create one within an existing site.
2 On Create Page, under Web Pages, click Sites and Workspaces.
Create a a Stand-Alone Team Site On the New SharePoint Site page, complete the form. Next to
3 Template Selection, be sure to click Team Site. Click Create.
1 Go to insert URL here.
2 On the SharePoint Site Request page, click Create a Team Site for
Add Content
the region where most of your users are located.
Add content to your site by using Web Parts. Web Parts are content
“containers” used to display and arrange content on your site. Adding the
3 On the Local Search page, read the information, scroll to the bottom,
and then click the link.
correct Web Part to a page enables you to display text, related links,
calendars, images, document libraries, other Web pages, and more.
4 On the New SharePoint Site page, complete the form, select the
Team Site template, and then click Create.
1 Click Site Actions, and then click
Edit Page. The page changes to Design
Mode.
Note The URL you select cannot be changed after you create the site.
5 On the Set Up Groups for this Site page, add the Visitors, Members, 2 At the top of the column you want to
add a Web Part to, click Add a Web
and Owners of this site, and then click OK. Part.
Create a Team Site Within an Existing Site 3 In Add Web Parts to [zone] dialog box, select one or more Web
Parts, and then click Add.
You must be the site owner, or have permissions from the site owner, to
create a Team Site within an existing site.
4 To add content to each Web Part, click Add new x at the bottom of
the Web Part or follow the instructions in the Web Part.
Create.
5 When you have finished, in the upper-right section of the page, click
Exit Edit Mode.
Lay Out Content Re-Order Navigation links

Arrange Web Parts on the page so that information is easy to find. The left navigation menu (Quick Launch) has a default structure, and grows
automatically as you add pages or other content to your site. Follow the
1 Click Site Actions, and then click Edit Page. The page changes to procedure below to manually re-order the position of the links.
Design Mode.
2 Drag any Web Part by its title bar to a new location. 1 Click Site Actions, and then click Site Settings.
3 Click on the Web Part title bar to see additional options, including 2 On the Site Settings page, under Look and Feel, click Quick
Minimize, Delete, and Modify Shared Web Part. Click to close Launch.
the Web Part.
4 When you have finished, click Exit Edit Mode. 3 On the Quick Launch page, click Change Order.
4 On the Top Link Bar page, complete the form to specify the order of
the Quick Launch links.
Add New Pages
Organizing site content on separate pages helps team members find
information. On these new pages, you can display document libraries, lists, 5 When you have finished, click OK.
discussion boards, and more.
1 Click Site Actions, and then click Create. Upload Documents

The first step in collaboration is to upload documents to the site.
On Create Page, under Web Pages, click Web Part Page.
2
On New Web Part Page, type the name of your page, and then
3 click a layout template. 1 Navigate to the appropriate Document Library, and then click Upload.
(The name of the default Document Library is “Shared Documents.”)
Click a Document Library as a location to save the page, and then
4 click Create. 2 On the Upload Document page, click Browse.
Select the file in the Choose file window, click Open, and then click
5 To add Web Parts to the page, click Add a Web Part. In the Add 3 OK.
Web Parts to [zone] dialog box, select the check box of the Web
Part you want, and then click Add. When you have finished, click
Exit Edit Mode.
Edit Documents Save Versions of Documents

Before making changes to a document, use the Check Out feature to To save a copy of the document each time a change is made, activate
prevents others from editing the document while you are working on it. Version Control. This way, you can review changes made in each version and
return to a prior version if necessary.
1 Navigate to the Document Library where the file is stored.
Note Version Control is turned off by default.
Tip If you have trouble finding the right library, go to the Quick Launch,
and then click Documents to view all document libraries. 1 Navigate to the document library, click Settings, and then click
2 Point to the document, click the 2 Under General Settings, click Versioning settings.
arrow next to it , click
Check Out, and then click OK.
3 On the Document Library Versioning Settings: [document
library] page, under Document Version History, click Create major
A dialog box asks if you want to versions, and then click OK.
work with a local copy of the file.
This is the default behavior. Notes
The Word icon changes to to • Saving multiple versions of a document uses more space on your site.
indicate that the file is checked
• To view previous versions of your documents, click the arrow next to the
out.
file name, and then click Version History.
3 Click the file name of the document, and then click OK.
4 When you have finished editing the document, save it and close the file, Delete Prior Versions of Documents
and then click Yes. If you have Version Control activated, a new copy of your document is saved
every time it is changed. Because multiple copies take up more space on the
site, it is good practice to delete versions you no longer need.
5 In the Check In dialog box, enter any comments, and then click OK.
Notes
1 Navigate to the Document Library, point to the file name, click the
arrow, and then click Version History.
• After you check out and edit a document, be sure to check it back in.
2 On the Version Saved for [file name] page, click Delete All
Versions. All prior versions of the document are deleted. The most
• If you edit a local copy of a file, you must check it in before others can
see your changes. recent version is retained.
Create a New Document Library Give Access to Your Site

Creating additional document libraries is a good way to consolidate a set of By default, there are three groups used for allowing access to a site:
documents related to a specific topic or project. Visitor, Member, and Owner. When you add a user to a group, the user is
given the permission level associated with the group.
Click Site Actions, and then click
1 Create.
To grant this permission level Add to this group
2 On Create Page, under Libraries,

click Document Library.
Read: User can view site content. Visitor
Contribute: User can view and edit site
Member
content.
3 On the New page, complete the form, and then click Create.
Full Control: User can view and edit site
Owner
Create an Alert for a Document Library

Have messages sent to you when changes are made to library documents. 1 From within the site, on the left navigation
menu, click People and Groups.
1 Navigate to the Document Library you want to receive alerts about.

Tip To find the right library, go to the left navigation menu, and then
click Documents to view all document libraries.
On the People and Groups page, at the top of

2 On the [library name] page, click 2 the left navigation menu under Groups, click the
Actions, and then click Alert Me. group with the permissions you want to grant to
your users.
3 On the New Alert page, complete the

3 On the New menu, click Add Users. On the Add
form, and then click OK. Users page, in the Users text box, type the alias
of the user you want to add. To add more than one user, separate
each alias with a semicolon.
4 Click Add users to a SharePoint group. The group you previously

specified is selected.
send an e-mail alerting users they have been granted access to the site.
You may also add a personalized message. Click OK.
Note To assign specific permissions instead of the permissions associated

with a group, on the Add Users page, click Give users permission
directly, and then select the check box for the appropriate permission.
Restore Deleted Items

Items in the Recycle Bin are permanently deleted after 30 days. Until that
time, you can safely restore a deleted item.
1 On the left navigation menu (Quick Launch), click Recycle Bin.
2 Select the check box for one or more items, and then click Restore
Selection. The restored items return to the section of the site from
which they were deleted.
2 At the top of the zone in which you want to add the Web Part, click
Add a Web Part. In the Add Web Parts to [zone] dialog box,
select the check box of the Web Part you want to add—this example
Web Parts are content “containers” used to display information on your uses the Image Web Part—and then click Add. The Image Web
site. Use Web Parts to arrange text, related links, calendars, images, Part is displayed in the zone.
Document Libraries, other Web pages, and more. This guide references
SharePoint Server 2007.
• Add a Web Part
• Delete a Web Part
• Display Content on Your Site
• Add Customized Content
• Modify the Appearance of Web Parts
Add a Web Part

Edit Page.
Tip Here’s another way to view the Web Parts list: In the Add Web
Parts to [zone] dialog box, click Advanced Web Part Gallery and
options. In the tool pane, click the Web Part collection called [your
team site name] Gallery. The Web Parts list is displayed alphabetically.
3 In the edit menu of the Image Web Part, click Modify Shared 3 Drag the Web Part title from the list to the desired zone location.
Web Part.
4 In the tool pane, under Image Link, enter the image URL or path,
and then click OK.
When you have finished, click Exit Edit Mode to return to the default
5 view.
Close a Web Part

When you close a Web Part, the Web Part is removed from the page.
You can restore closed Web Parts later, as needed.
1 Click Site Actions, and then click Edit Page.
2 Click the in the title bar of the Web Part you want to close. The 4 When you have finished, click Exit Edit Mode to return to normal
view.
Web Part is removed from the page.
When you have finished, click Exit Edit Mode to return to normal view.
3 Delete a Web Part
Restore a Closed Web Part When you delete a Web Part, the Web Part is permanently removed
from the page.
1 To restore a closed Web Part to the
page, click Site Actions, and then
click Edit Page. 1 Click Site Actions, and then click Edit Page.
2 In any zone, click Add a Web Part. In

the Add Web Parts to [zone] dialog
2 In the edit menu of the Web Part you want to delete, click Delete,
and then click OK.
box, click Advanced Web Part
gallery and options. The Web Part
you closed appears in the Closed 3 When you have finished, click Exit Edit Mode to return to normal
Web Parts collection. view.
Move a Web Part 2 On the Upload Document: [Document Library] page or the Add
Picture: [Picture Library] page, click Browse to find the image to
1 Click Site Actions, and then click Edit Page. upload.
2 Drag the Web Part heading to the desired zone location.

3 Select the file in the Choose
file window, click Open, and
3 When you have finished, click Exit Edit Mode to return to normal view. then click OK.
Display Content on Your Site

With Web Parts, among other actions, you can add images to the home
page of your site, display data on a spreadsheet, and add content such as
4 In the left navigation menu (Quick Launch), click either Documents or
Pictures, depending on where the image is stored.
custom formatted text. Three commonly used Web Parts are:
• Image Web Part: Displays an image such as a banner or logo on a

5 If the image is in a Document Library:
• Copy the address of the image by right-clicking the file name, and
Web page.
then clicking Copy Shortcut. The shortcut is now copied to the
• Content Editor Web Part: Displays text content on your site. clipboard.
• Page Viewer Web Part: Displays a linked file, folder, or Web page. -OR-
Note There are many more Web Parts available in SharePoint Server If the image is in a Picture Library:
2007. • Click the image thumbnail to view the full image. Copy the address
of the image by right-clicking the picture name, and then clicking
Display a Banner or Logo Copy Shortcut. The shortcut is now copied to the clipboard.
Use the Image Web Part to add a banner or logo to the home page of your Note You will use the image address in step 9.
site. You must first upload the image to a library.
1 Navigate to the document or picture 6 Go to the Home page, click Site Actions, and then click Edit Page.
library in which you want to store the
image. On the Upload menu, click
Upload Document.
7 At the top of the zone in which you want the Image Web Part, click
Add a Web Part. In the Add Web Parts to [zone] dialog box, scroll
down to the Miscellaneous section, select Image Web Part, and
then click Add.
8 In the Image Web Part, click open the tool pane. 6 When you have finished, click Exit Edit Mode to return to normal view.
9 In the Image area on the right, paste the address of the image, and Display a Document or Spreadsheet
then click OK. When you’ve uploaded your Microsoft© Office Word 2007 document,
The image is displayed within the Image Web Part. Microsoft© Office Excel© 2007 spreadsheet, or Web page, use the Page
Viewer Web Part to display it. This Web Part can also be used to view a
Web site.
Add Customized Content 1 Open the document or spreadsheet and save it as a Web page.
Use the Content Editor Web Part to display text content on your site. The
Content Editor also enables you to add images, links, or tables.
2 On your site, click Documents, and then click the folder in your
Document Library where you will store the Web page you just created.
1 Go to the Home page, click Site Actions, and then click Edit Page.
3 Click Upload and then click Upload
Document. Click Browse, and find
your document. Click your
2 At the top of the zone in which you want to display text, click Add a
document, click Open, and then
Web Part. In the Add Web Parts to [zone] dialog box, scroll to the
Miscellaneous section, select the Content Editor Web Part check click OK.
box, and then click Add.
4 Copy the address of the file you uploaded by right-clicking the file
3 In the Content Editor Web Part,
click open the tool pane. In the
name, and then clicking Copy Shortcut. You will need this address in
step 9.
tool pane, click Rich Text Editor.
5 Go to the Home page, click Site Actions, and then click Edit Page.
6 At the top of the zone in which you want the Page Viewer Web Part,
click Add a Web Part. In the Add Web Parts to [zone] dialog box,
scroll to the Miscellaneous section, select the Page Viewer Web
4 Compose a message and apply text formatting, or insert a picture or
Part check box, and then click Add.
table. When you have finished, click OK.
5 In the tool pane, click OK. The text message is displayed within the 7 In the Page Viewer Web Part, click open the tool pane.
Content Editor Web Part.
8 In the Page Viewer area on Delete a Web Part Title

the right, click Web Page.
Paste the address of the A Web Part title is not required; in some cases, it may be beneficial to
document or spreadsheet, and have no title at all.
then click OK. The document or
spreadsheet is displayed within 1 Click the arrow to the right of the Web Part title, and then click
Modify Shared Web Part.
the Page Viewer Web Part.
2 In the tool pane, click Appearance.

9 When you have finished, click Exit
Edit Mode to return to normal
view. 3 In the Chrome Type menu, click None, and then click OK.
Tip To move a Web Part to a different location on the page, drag the
Web Part title to that location.
Modify a Web Part Size
Modify the Appearance of Web Parts 1 Click the arrow to the right of the Web Part title, and then click
You can modify a Web Part title and size, as well as the view (changing the
displayed style, for example). 2 In the tool pane, click Appearance.
Modify a Web Part Title

3 In the Height section, choose Yes,
and then enter the height you want.
To change the unit of measure, click
1 Click the arrow to the right of the
Web Part title, and then click Modify the unit you prefer from the list.
Shared Web Part.
4 In the Width section, choose Yes,

2 In the tool pane, click Appearance. and then enter the width you want.
To change the unit of measure, click
the unit you prefer from the list.
3 In the Title box, enter the new title
you want displayed on the Web Part,
and then click OK.
5 To set the Web Part to this new size, click OK.
Apply a Web Part View

Use Views to modify the way the information contained in Web Parts is 4 In the Style section, select
the style you want to
displayed to site users. For example, you can add or delete columns from a
display, and then click OK.
view or change the style.
1 On the Announcements Web

Part, click the arrow to the right of
the Web Part title, and then click
2 In the Selected View list, click the

view you want, and then click OK.
Edit the Current Web Part View
1 On the Announcements Web Part,

click the arrow to the right of the
Web Part title, and then click
2 Click Edit the current view.
3 On the Edit View: Announcements page, in the Columns section,

select the columns you want to display. Click the position from the left
in which you want the column to appear.

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About this Content.

Regards and all gratitudes to the official US Authority:

University of Colorado Denver and its co-workers at the IS/IT dept.

Jörgen Hjärtenflo, Microsoft Trainer, Sweden.

Managing Site Navigation

• Show/Hide Subsites and Pages

1. Navigation Elements Introduction:

Subsites and Pages

1. In the Sorting section, select one of the following options:

Navigation Editing and Sorting:

Add, edit, or delete a heading or link

1. In the Navigation Editing and Sorting section, do one of the following:

2. In the Web dialog box that appears, configure the following:

Manage navigation item visibility

Working with photos

Graphics or photos add interest to a Web page.

Imbed images in page

Insert an image and wrapping text

Creating a new page

3. Enter a title, description and name for the page.

Permission and Group discussion

 Full control-- Has full control

Introduction to site navigation

Customizable navigation elements

Top link bar

Noncustomizable navigation elements

View All Site Content

 Subsites (if present)

Managing Site Navigation

Manage subsite and page navigation item visibility

NOTE You can also hide navigation items individually.

In the Sorting section, select one of the following options:

Reorder navigation items

Add, edit, or delete a heading or link

In the Navigation Editing and Sorting section, do one of the following:

If you want to add a new heading, click Add Heading.

If you want to add new link, click Add Link.

In the Web dialog box that appears, configure the following:

Manage navigation item visibility

You can use versioning to do the following:

When versions are created

When a list item or file is first created or when a file is uploaded.

When the properties of a list item or file are changed.

Working with major and minor versions

How versioning works with content approval

How versioning works with file check-out

Managing Permissions in MOSS

Actual Permission Roles

 Full control--Has full control.

Users vs. Groups

Create a new SharePoint group:

2. Click Advanced permissions from the Users and Permissions column

3. Click OK on the confirmation pop-up.

5. Type a name and description for the new group.

Important: Use the following naming conventions.

9. Click Create to create the new group.

Add Users to a Group:

2. Click Advanced permissions from the Users and Permissions column

3. Click the Groups heading on the left Quick Launch bar

7. Select which group to add the users to.

Remove Users from a Group:

2. Click Advanced permissions from the Users and Permissions column