1. Team Site Admin with SharePoint 2010
Gareth Johns
IT Skills Development Advisor

2. Course Aim
Enable you to administer a team site's structure, content, security permissions and document libraries

3. Session Objectives
By the end of this session you should be able to:
Create new team sites to share content between team members.
Personalise a team site by adding site-specific text, images and web parts, and by customising navigation options.
Use SharePoint lists, such as Announcements, Links and Tasks to enhance communication between team members.
Grant staff appropriate permission levels to a team site to ensure data is kept securely.
Construct an appropriate security structure for team sites, sub-sites and document libraries by using permission inheritance and SharePoint groups.
Administer SharePoint document libraries by creating, modifying and deleting libraries.​

4. Team Sites vs. Portal Sites (TSR)
Team Sites are ‘factories’ where all contribute but have no or few visitors.
The portal is a ‘shop window’, designed and managed by a few shopkeepers. The end product is visible to many visitors.

5. Administrator Roles
As a Team Site Administrator you have three main responsibilities:
Creating Team Sites and administering their content
Administering users (Adding/Removing/Changing Permissions)
Administering document libraries (Adding/Removing/Modifying)
And that’s what were going to look at today.

6. Why Create a Team Site?
A Team Site can have many subsites. Reasons for a new subsite:
different purpose to the main site.
different target audience to the main site.
Examples on next slide.

7. Examples of Team Site Usage
A unit/school may create a subsite for:
A project currently being undertaken. E.g. CSAD move from Howard Gardens
A distinct team within the division. E.g. Creative Services.
A new committee has been formed.
Do you need a new team site or will a document library suffice?
E.g. a new territory for International Office – new site or will a document library suffice?

8. Customising a Team Site
Able to customise site to enhance communication & collaboration.
Customise text and images.
Add a site navigator web part to improve navigation.
Add lists. E.g. announcements, tasks, team discussion.
Customising a Team Site

9. Lists
Lists are a collection of similar pieces of data, each of which have associated properties.
E.g. a list of tasks - a collection of tasks - each task has properties – due date, urgency.
A new team site has a set of default lists: announcements, calendar, links and tasks.
Custom list example: International Office use a list to track students applying to the London School of Commerce. List item: a student record. Properties: passport number, visa expiry date, home address, course title.
Similar to an Excel spreadsheet or Access database: rows (pieces of data) and columns (properties)

10. Team Site – Site Settings
Title, description, icon (&URL): configure initial setup options.
Quick launch & Top link bar: customise navigation
Site Theme: add flavour
Delete this site: use with extreme caution – not recycled.

11. Permissions
Permissions define the level of access a user or group has to a team site.
Permissions can also be applied to libraries and individual documents.

12. Permission Levels
Full Control: full admin rights – use with caution. (Typically Team Site Administrators)
Contribute: able to create, edit and delete documents. No site administration privileges. (Typically team members)
Read: can read documents, but no rights to modify or delete. (Typically other school/unit staff)
Typically one or two team site administrators per site. Depending on size of team site (number of members)
Highest level of access takes precedence. E.g. A user has Full Control and Contribute, Full Control is the level applied.
If asked: limited access happens when you give users access to a specific document or document library,  (as apposed to adding them to the default Members, Owners or Visitors groups).

13. Permissions – Full Control
A user with Full Control permissions can:
create and delete team sites and libraries.
grant new users permission to the site and libraries.
change access levels of existing users.
PLUS has all the privileges of “contributors” – add, remove and modify documents.

14. Permission Inheritance
Team sites can inherit permissions.
When permission inheritance is enabled, the permissions on the current site are identical to the parent site. They can only be modified by changing the parent site.
Team sites can have unique permissions.
When permission inheritance is disabled, the site will have a unique set of permissions.
Inheritance is enabled by default. Good practice to inherit permissions, where possible - simpler

15. Permission Inheritance - example
Information Services Division
User Support Services
IT Advisors
Desktop Services
Systems & Comms
Server Support
Green (thick) = inherited
Red (thin) = unique permissions
Team site structures are hierarchical, in a tree like structure. Permissions can trickle down the tree from the root to the leaves.
Will the User Support Services site have the same permissions as Information Service Division? (Yes). Why?
And IT Advisors? (No). Why?
Desktop Services? (Yes). Why?
Will Server Support have the same permissions as Information Services Division? (No) Why?
Will Server Support have the same permissions and Systems & Comms? (Yes) Why?

16. Applying Unique Permissions
Advisors
Helpdesk
D. Jones
Information Services Division
User Support Services
IT Advisors
A new site, by default, inherits permissions from its parent.
Changing to unique permissions copies permissions from the parent to the new site.
Permissions can now be changed independently of the parent site. E.g.:
Grant colleagues access to your new site
Give a group permission to read your site, but not contribute.
Advisors
Helpdesk
D. Jones
Why would we apply unique permissions?
(E.g. to remove a group of user who shouldn’t have access to a team site. Or to grant users permissions to a site).
Advisors
Helpdesk
D. Jones

17. Groups Groups can be used to manage permissions for multiple users.
New members can be added to a group to gain access to a site.
Permission operations (add/remove/modify) can be applied to groups in the same way as individual users.

18. Advantages of Groups
Permissions need only be set for one entity (the group).
Fewer mistakes
Less time consuming
Can reuse existing groups on new team sites.

19. Document Libraries
Document Libraries are a special type of list that store documents.
A Team Site can host many different libraries.
Use libraries to store documents relating to one subject, entity or activity.
A list contains several items, each item in that list has properties. So with a document library the items are documents and the properties are things like file type, date modified & author.

20. Document Library Settings
Title, Description, Navigation: change options set when creating library.
Versioning Settings: enable/disable.
Delete…library: Sends library and contents to Recycle Bin.
Permissions…library: permissions can be set independently of the parent site.

21. Recap Create new team sites to share content between team members.
You should now be able to:
Create new team sites to share content between team members.
Personalise a team site by adding site-specific text, images and web parts, and by customising navigation options.
Use SharePoint lists, such as Announcements, Links and Tasks to enhance communication between team members.
Grant staff appropriate permission levels to a team site to ensure data is kept securely.
Construct an appropriate security structure for team sites, sub-sites and document libraries by using permission inheritance and SharePoint groups.
Administer SharePoint document libraries by creating, modifying and deleting libraries.​

22. Feedback
Your feedback is valuable to us. Please help us to improve the quality, content and delivery of our courses by completing our feedback questionnaire. Thank you for attending

23. Additional Information
Session hand outs and other resources available at:
tsr.cardiffmet.ac.uk/Learning/Help/Training/
Upcoming training sessions:
Efficient Admin with SharePoint Fri 7th Nov 09:30 – 13:00
Administering your Team Site – Workshop Fri 14th Nov 09:30 – 12:30

24. Contact Us training@cardiffmet.ac.uk 029 2041 7000 7000
Live Chat available on Help Centre.
Visit the IT Advisors in the Learning Centres.
Visit an IT Advisor in the Learning Centres