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

2. Course Aim 2 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.​ 3

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

5. Administrator Roles As a Team Site Administrator you have three main responsibilities: 1.Creating Team Sites and administering their content 2.Administering users (Adding/Removing/Changing Permissions) 3.Administering document libraries (Adding/Removing/Modifying) 5

6. 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. Why Create a Team Site? 6

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. 7

8. Creating a New Site – Site Options Use the “Team Site” template Title: Descriptive name for site. URL: Keep it relevant, but brief. Navigation: Display in Quick Launch for parent site? Navigation Inheritance: Use parent site’s top link bar? 8

9. 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. 9 Customising a Team Site

10. 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. Lists 10

11. 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

12. Permissions 12 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.

13. 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) 13

14. 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

15. 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. 15

16. Information Services Division User Support Services IT Advisors Desktop Services Systems & Comms Server Support Permission Inheritance - example 16 Green (thick) = inherited Red (thin) = unique permissions

17. Information Services Division User Support Services IT Advisors Applying Unique Permissions 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. 17 Advisors Helpdesk D. Jones Advisors Helpdesk D. Jones Advisors Helpdesk D. Jones

18. 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. Groups 18

19. 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

20. 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. Document Libraries 20

21. New Document Library Options Name: name of the library, also forms URL, keep brief. Navigation: specifies whether the library appears in Quick Launch (left navigation). Version History: enables version history for this library. Document Template: the default template for new items in this library. 21

22. Libraries vs. Folders Libraries can host several different folders. Folders should be used sparingly. Libraries are preferable to folders because: permissions situation is clearer with libraries. libraries allow different properties and settings (e.g. versioning) to be applied. folders don’t appear in the Quick Launch bar. 22 vs.

23. 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. 23

24. Recap 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.​ 24

25. 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. http://tinyurl.com/USSCourses Thank you for attending 25

26. Additional Information Session hand outs and other resources available at: tsr.cardiffmet.ac.uk/Learning/Help/Training/ Upcoming training sessions: Efficient Admin with SharePoint 2010 Fri 7 th Nov 09:30 – 13:00 Administering your Team Site – Workshop Fri 14 th Nov 09:30 – 12:30 26

27. Contact Us 27 training@cardiffmet.ac.uk Visit an IT Advisor in the Learning Centres 029 2041 70007000