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Copyright © 2010 MAX Technical Training
MICROSOFT OFFICE SHAREPOINT SERVER
2007 FOR THE SITE OWNER
/ POWER USER
A class for the owner of a SharePoint site who needs to know how to create sites and lists, manage user
access and customize lists and web part pages.
Copyright © 2010 MAX Technical Training
Site Owner? SharePoint Business Owner - The person who is responsible
for "paying the bills" and has the business responsibility for the organizations use of SharePoint.
Site Owner / Power User - A SharePoint user with the additional skills and responsibilities to manage the day to day operations of a SharePoint site and subsites. Primary duties include controlling who has access to the site (security) and the design of the site (lists, libraries and navigation)
Site Collection Administrator - A SharePoint user with responsibility for the top level site in a site collection and all sites below that site. This user also has access to an additional set of features in Site Actions, Site Settings including search customization and access to the Site Collection Recycle Bin.
SharePoint System Administrators - The team responsible for the management and support of the SharePoint servers including the initial creation of new site collections, system backup, server maintenance and deployment of custom features.
Copyright © 2010 MAX Technical Training
Introductions
Name Company affiliation Title/function Job responsibility SharePoint experience A little bit about your
SharePoint site Expectations for this course
Copyright © 2010 MAX Technical Training
Topics
Module 1: The Role of the Site Owner Module 2: SharePoint Review Module 3: Using and Customizing Lists Module 4: Creating Forms Libraries Module 5: Creating Web Pages Module 6: Sites and Workspaces Module 7: Users and Groups Module 8: Site Activity
Copyright © 2010 MAX Technical Training
Module 1The Role of the Site Owner
Activities of the Site Owner Adding, removing users and setting their
permissions Creating and customizing lists and document
libraries Changing the appearance of a site using
themes and Master Pages and setting navigation options
Creating sub-sites and workspaces Modifying pages by adding and configuring
web parts Creating web pages Monitoring site usage
Copyright © 2010 MAX Technical Training
The work of the Site Owner will largely be within four areas
Site Actions -> Site Settings
Site Actions -> Edit Page
Site Actions -> Create
And for each list and library: Settings -> List or Library Settings
Copyright © 2010 MAX Technical Training
Module 2SharePoint Review
We will now take a quick hands-on exploration of SharePoint end-user features and explore any of these features you would like to learn more about.
Anything you have not seen before?
Anything you would like to know more about?
Copyright © 2010 MAX Technical Training
Module 2SharePoint Review
Libraries Document, Form, Wiki, Picture
Lists Tasks, Project Tasks, Links, Calendars, Surveys Announcements, Contacts, Discussions
Uploading files Folders Alerts RSS Feeds Exporting lists Outlook Synchronization Recycle Bin options Creating Sites from templates
Copyright © 2010 MAX Technical Training
Module 3Using and Customizing Lists
Title, description and navigation Content Approval Setting Versioning options Customizing columns Creating Custom Lists Views: Default, Datasheet, Custom Content Types Communications options – E-mail/RSS Workflows
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List SettingsGeneral Settings
Settings -> List Settings(or Library Settings)
General Settings
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List SettingsTitle, description and navigation Settings -> List Settings
(or Library Settings) General Settings -> Title, description and
navigation
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List SettingsContent Approval
Settings -> List Settings(or Library Settings)
General Settings -> Versioning settings
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List SettingsContent Approval
Process: New content created or uploaded
Item now in Pending status and can only be seen by the author and users with Approval permission (such as the Site Owner)
User with Approval permission reviews the item and then approves or rejects the item. If rejected, only the author and approvers can
see the item If approved, all users with Read permissions can
see the item
Copyright © 2010 MAX Technical Training
List SettingsFolders
Lists can be divided into folders just like file folders in Windows Explorer.
Folders are available in most lists, but may not be enabled by default. To change folder settings select Advanced
Settings from the list’s Settings screen:
Copyright © 2010 MAX Technical Training
Folders or Views? A folder structure is a rigid way of organizing
content, and cannot be quickly changed. Views can give you more ways to arrange
content as long as you have added columns (metadata) to categorize the content.
You can use folders and views together if when you create the view you select "Show all items without folders" while designing the view.
You should generally not display more than 2000 items at a time. You can use either folders to break your lists into manageable subsets or use views (grouped or filtered) to limit the number of items displayed at a time.
Copyright © 2010 MAX Technical Training
List SettingsItem-level Permissions
Several list types let you use “Item-level Permissions” to control who can see and edit items without setting up custom security permissions.
Item-level Permissions are only available for Announcements, Calendar, Custom lists, Discussion Board, Links, Survey and Tasks.
Copyright © 2010 MAX Technical Training
List SettingsVersioning
Benefits of versioning include: A history of document changes The ability to revert to a previous version The ability to view previous versions
To enable versioning Settings -> List or library settings -> Versioning
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List SettingsCheck in and out
Check in / out prevents multiple users from updating a file at the same time
While a document is checked out other users cannot: Delete the document Save / overwrite the document Upload a new document with the same name
Checked out documents can be checked in by the person who checked it out, and by the site owner
Office 2003 and 2007 both support check in / out, but in slightly different ways
When checking out a document you will be asked if you want a copy saved to your “local drafts folder” (My Documents\SharePoint Drafts)
Copyright © 2010 MAX Technical Training
List SettingsList and Library Columns Columns can be added to every list and library Columns can be added from:
The list’s Settings Menu: Settings -> Create Column The list’s settings screen: Settings -> Document Library
Settings (or list type Settings) -> Columns section -> Create Column
Predefined Site Columns can be added from: The list’s settings screen: Settings -> Document Library
Settings (or list type Settings) -> Columns section -> Add from existing site columns
Columns can be: used in lists and web parts for sorting and filtering by clicking
the column headings used in views to Group, Filter and Sort the view searched - all metadata is indexed for search
Copyright © 2010 MAX Technical Training
List SettingsSite Columns
If everyone created their own column definitions you might end up with a customer IDs defined like these: Customer ID, Cust ID, CustID, CID, CustomerID or just
Customer
Site Columns: Provide reuse and consistency Are required to create Content Types
Site Columns are created in Site Actions, Site Settings, Site Column
Copyright © 2010 MAX Technical Training
List SettingsSite Columns
To add Site Columns to a list or library Display the list and go to the settings page Scroll down to Columns and click Add from
existing site columns
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List SettingsContent Types
What is this? A sales contract, a purchase contract, a contract template? All we can say for sure is that it
is a Word document… We could add metadata columns, but
would those columns be appropriate for every file in the library?
With Content Types you can Identify the document with its business use (PO) Collect metadata required for that use (PO number) Define custom property panels for Office, set rules for
auditing and expiration, specify a workflow and supply a template for the New button
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List SettingsContent Types
Uploading a document to a library with Content Types
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List SettingsContent Types
And by displaying the Content Type’s columns in the view we now know the business purpose of the document
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List SettingsImporting Excel Files
New lists can be created by importing an Excel file First row should be the column names Additional rows should be consistent: all dates
or all numbers, but not mixed
Site Actions, Create, Import Spreadsheet
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List SettingsCreating Views
Views are filtered and sorted representations of SharePoint lists and can be thought of as reports
A definition of a view includes: Columns to display Filters to select rows to display Sorting Grouping (two levels) Totals Item Limit (first 10, etc)
Copyright © 2010 MAX Technical Training
List SettingsCreating Views
View formats Standard view (works with all lists and
libraries) Datasheet view Calendar View (works with all lists and
libraries with at least one date column) Gantt View (works with all lists and libraries
with at least two dates and an optional “percent complete” column)
Copyright © 2010 MAX Technical Training
List SettingsReally Simple Syndication
RSS is a quick way to see “what’s new” at a web site, or in a SharePoint list or library
Most web sites and browsers indicate an RSS feed with an orange icon
SharePoint RSS feeds can be customized: To limit the number of items displayed by a count or
number of days To display selected fields To display a welcome message or icon
RSS feeds can be “subscribed to” using a feed reader such as Outlook or a third party tool
Copyright © 2010 MAX Technical Training
List SettingsIncoming Email
Lists and libraries can be setup to allow content to be received via email
Libraries can receive attached documents Optionally the body of the email can also be saved
Announcement, Calendar and Discussion board lists can receive items via email Other list types cannot
Incoming email is disabled by default
Think about security if you enable email Also consider requiring Content Approval
Copyright © 2010 MAX Technical Training
List SettingsSearch Visibility
Some lists and libraries contain only archive or rarely accessed content - for these you can disable search visibility
Note: Search visibility can also be disabled for the entire site from Site Actions, Site Settings
Copyright © 2010 MAX Technical Training
List SettingsWorkflows
Workflows are used to automate activity around a document or list item An example of a workflow is an approval
process where three people in sequence must approve a document before it can be displayed to all users
Sample workflows WSS includes one sample: Three State
Workflow MOSS includes four samples: Approval, Collect
Feedback, Collect Signatures, Disposition Approval
Custom workflows can be created using SharePoint Designer or Visual Studio
Copyright © 2010 MAX Technical Training
List SettingsWorkflows
A detailed study of workflows is beyond the scope of this class
The class handout has a complete step by step walkthrough of the Approval workflow
Copyright © 2010 MAX Technical Training
Module 4Creating Forms Libraries
Creating a Microsoft Office InfoPath Forms Library
Creating a Form and Publishing Filling out the form
Copyright © 2010 MAX Technical Training
Forms Libraries
Forms Libraries are SharePoint libraries based on an InfoPath form template Clicking “New” will open a new InfoPath form. When
saved it will be saved back to the library, optionally saving form data as library columns
Forms are designed using Microsoft Office InfoPath and then published to SharePoint
MOSS Enterprise includes InfoPath Forms Services and can deliver forms to users via a browser (InfoPath does not have to be installed on their PC)
Copyright © 2010 MAX Technical Training
Module 5Creating Basic & Web Part Pages Basic Web Pages are pages within a SharePoint
site that do not need or use any SharePoint features such as web parts or lists
Advantages of a Basic Web Page Simple HTML web content Simple to edit online Easy copy and paste from Word
Web Part pages are created from templates with one to many web part zones and can be used for reports, RSS feeds and custom web parts
Copyright © 2010 MAX Technical Training
Basic Pages
From Site Settings menu select Create From Web Pages click Basic Page Enter a name for the new page
This name will be part of a URL to this page - if users will be typing or emailing a link to this page you should avoid special characters including spaces
Select a document library for the page (Tip: add a library named “MySitePages” or similar)
Click Create – an editor window will open
Type or paste the text for the page
Copyright © 2010 MAX Technical Training
Web Part Pages
From Site Settings menu select Create From Web Pages click Web Part Page Enter a name for the new page
This name will be part of a URL to this page Select a Layout Template Select a document library for the page Click Create Add web parts Optionally add a link
from Quick Launch
Copyright © 2010 MAX Technical Training
Module 6Sites and Workspaces
Site Customization Title, Description and Themes and
Master Pages Navigation options Web Parts
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Sites and Workspaces Title, Description and Icon
Title Typically short – do not leave blank as it is used in
navigation and search Description
Displayed below the Top Link Bar Can be left blank (and then use a Content Editor Web
Part for formatted text) Icon
Typically stored in a library Pre-size the image using a paint program before
uploading Best practice is to use a relative URL which excludes
the server name
Copyright © 2010 MAX Technical Training
Sites and Workspaces Site Theme
The site theme controls the fonts and colors used for all pages in the site.
Customization beyond the sample themes requires the use of SharePoint Designer
Copyright © 2010 MAX Technical Training
Sites and Workspaces Tree View
The Tree View page is used to turn on or off the display of both Quick Launch and the Tree View.
The Tree View displays lists, libraries, and subsites. Folders can be expanded to see sub folders and subsites can be expanded to see their lists and libraries.
The Tree View can be customized using SharePoint Designer.
Copyright © 2010 MAX Technical Training
Sites and Workspaces Navigation
Microsoft Office SharePoint Server provides two tools for editing the Top Link Bar and Quick Launch If your site was created from a Publishing
template or is a subsite of a Publishing site then you will have a single option in the Site Settings screen, “Navigation”, that is used to edit both the Top Link Bar and Quick Launch
If your site was created as a top level non-publishing site, or as a subsite of a non-publishing top level site then you will have two options, “Top Link Bar” and “Quick Launch”
Copyright © 2010 MAX Technical Training
Sites and Workspaces Top Link Bar (non-publishing)
Subsites are added to the Top Link bar by default
You can customize the Top Link bar by removing tabs (Links), or by adding new tabs (Links) that can link to any URL, inside or outside of SharePoint. Examples: Subsites or other SharePoint sites Other corporate or public web sites Libraries or documents in libraries
Copyright © 2010 MAX Technical Training
Sites and Workspaces Quick Launch (non-publishing)
The Quick Launch bar can be customized by: Adding, removing or renaming the Headings Adding links to any destination (URL), inside or outside
of SharePoint
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Sites and Workspaces Navigation (publishing)
The Navigation page is used to customize both the Quick Launch panel and the Top Link Bar Subsites and Pages sets whether subsites are
displayed in navigation Sorting (typically left as manual) Global Navigation sets whether the Top Link Bar for
the current site displays tabs defined from the parent site
Current Navigation sets similar options as Global Navigation, but controls what is inherited in the Quick Launch bar
Navigation Editing and Sorting is used to manage both the Top Link Bar (Global Navigation) and the Quick Launch Bar (Current Navigation)
Copyright © 2010 MAX Technical Training
Sites and Workspaces Navigation (publishing)
“Top Link Bar”“Quick Launch”
Copyright © 2010 MAX Technical Training
Save Site as Template New sites can be created from an existing site design by
saving the site as a template
Saved templates can be selected from the “Custom” tab when creating new sites
Saved templates appear in the Site Templates Gallery in Site Settings and can be downloaded and shared with other site collections by uploading the template file to another Site Templates Gallery
Notes: Publishing sites cannot be saved as a template “Include Content” includes all list and library content and is
limited to 10 MB by default
Copyright © 2010 MAX Technical Training
Reset Page or Site to the Original Site Definition
A page or site customized with SharePoint Designer can be restored to its original template based design
Copyright © 2010 MAX Technical Training
Search Visibility for the Site
Some sites, and archive site for example, do not need to be included in search
Copyright © 2010 MAX Technical Training
Web Parts According to Microsoft:
“A Web Part is a modular unit of information that forms the basic building block of a Web Part Page.“
SharePoint automatically creates web parts for each list and library you create
Additional web parts can be used to: Display images Display any text Display reminders for checked out documents Display external RSS feeds and much more...
Copyright © 2010 MAX Technical Training
Web Parts
A list web part
An image web part
A list web part
A web part for a
custom list
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Web Parts To add a web part:
Click Site Actions and then Edit Page Click Add a Web Part at the top of the zone for the new web
part Select the web part from the list. Web parts for existing lists are
displayed first
To delete a web part: Click Site Actions and then Edit Page Click the edit dropdown and then click Delete to remove the
web part and discard any current settings Note: Close (and the “X” button) does not delete a web part. Use Close
to hide the web part and retain the settings so you can later restore the web part
To move a web part: Drag the title bar of the web part Web parts can only be moved within predefined web part zones
(A Team Site home page has two web part zones: Left and Right)
Copyright © 2010 MAX Technical Training
Web PartProperties
All web parts have the same three sets of properties: Appearance – Title bar options, height and
width Layout – Used to position a web part in a web
part zone (almost everything here can also be done by dragging the web part with the mouse)
Advanced – User interface, help and URL/link options
Most web parts have one or more custom properties sections
Copyright © 2010 MAX Technical Training
List and LibraryWeb Parts
List and Library web parts include a “List Views” property panel
Selected View The dropdown list contains a list of all views
currently defined for the list or library To add a new view to this list, go to the list’s
page and create a new view Click “Edit the current view” to customize the
currently selected view (This customized view is a copy of the currently selected view and any customizations will not change any of the existing views in the dropdown list.)
Toolbar Type Full toolbar includes buttons such as New, Upload and Actions Summary toolbar displays the “Add” text: “Add new
announcement”
Copyright © 2010 MAX Technical Training
Content EditorWeb Part
This web part is useful for: Images (unlike the image web part, this web part can
display an image with a caption and can make the image clickable)
Contact information – contact name, email, phone, etc Introductory information – welcome message, site
purpose, etc Copyright and legal messages
Two Editors Rich Text Editor – for typical word processing entry of
text, images and hyperlinks Source Editor – for entry of HTML, CSS and JavaScript
Use to add movies, flash, animations, Silverlight, etc.
Copyright © 2010 MAX Technical Training
ImageWeb Part
This web part is useful for images Note: the Content Editor offers more options for
formatting images
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FilterWeb Parts
Available in MOSS Enterprise Edition only
Used to filter the content displayed in other web parts. The web part being filtered must support Connections For list and library web parts, you can only filter on
columns displayed in the current view Filter web parts do not have a button to apply their
changes so you will typically also add a Filter Actions web part
Filter web parts: Choice, Current User, Date, Actions, Page Field, Query
String, SharePoint List, Text
Copyright © 2010 MAX Technical Training
FilterWeb Parts
Date Filter
Filter Action (button)
List (web part) being filtered
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Page ViewerWeb Part
Useful for: Displaying external web sites Displaying internal reports (any report that
can be displayed in a browser) Lists of files in network shares (SharePoint
user must have Read rights to the share)
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Site AggregatorWeb Part
Used to: Roll up the content of libraries of other SharePoint sites Display web pages. Similar to the Page Viewer Web
Part, but includes tabs to link to multiple pages / sites. Click the Sites tab to add new sites
Copyright © 2010 MAX Technical Training
RSS ViewerWeb Part
RSS = Really Simple Syndication Used to display “What’s new” content from external
web sites that support RSS feeds The RSS Viewer cannot read SharePoint RSS feeds
User clicks article title to display a summary and a “More” link
Clicking More opens the linkedsite
Copyright © 2010 MAX Technical Training
This Week in PicturesWeb Part
Displays one image (last one uploaded) from an Image Library and links to a slide show where users can see all of the images in an Image Library
Should have been named “The Last Picture Uploaded Web Part!”
Defaults to a library named “ThisWeek in Pictures”, but will work with any picture library
Copyright © 2010 MAX Technical Training
Relevant DocumentsWeb Part
Displays documents relevant to the currently logged in user Most useful option is “Include
documents checked out to me”
Copyright © 2010 MAX Technical Training
Site UsersWeb Part
Displays a list of users with access to the site Show people and groups with direct
permissions on this site Show people in this site's Member group Show people in the group
Clicking… A person displays their profile A group displays the group page
Copyright © 2010 MAX Technical Training
User TasksWeb Part
Rolls up all tasks from all task lists in the site for the currently logged in user
Copyright © 2010 MAX Technical Training
Content QueryWeb Part
This web part is only available if your site has the Publishing features activated.
Rolls up data from lists and libraries in the current site collection. Examples: All announcements from all subsites
Can select a single list type (Announcements), a single list (Announcements in the HR site), or a single content type
Displays a single column “Title”
Copyright © 2010 MAX Technical Training
Summary LinkWeb Part
This web part is only available if your site has the Publishing features activated
Similar to a links list, but with images and formatting options
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Module 7Users and Groups
Users Groups Permissions Permissions by Site, List or Item Custom permission levels Audiences User Alerts
Copyright © 2010 MAX Technical Training
Users and Groups
SharePoint Users: Users are individuals associated with
a Windows account (Fred Jones) a Windows group (Sales) or another SharePoint authentication method..
SharePoint Groups: YourSiteName Owners – These users have full control
of the site YourSiteName Visitors – These users can read
content, but cannot contribute content, create lists or customize the site
YourSiteName Members – These users can add items to lists and contribute other content
Copyright © 2010 MAX Technical Training
Permissions Users gain access to SharePoint by being
assigned to Permission Levels or to groups with those permission levels
Default Permission Levels: (You can add more) Limited Access – user has custom access to a list or
library (you can’t directly assign this one) Read (Visitor) – User can see, but not change content
in lists, libraries and pages Contribute (Member) – User can upload, edit and
delete content but cannot customize lists, libraries or site settings
Design – Same as Full Control, but cannot grant/change user rights
Full Control (Owner) – Can do everything in the site
Copyright © 2010 MAX Technical Training
User Permissions
Permission Levels are created from up to 32 permissions.
Examples Manage Lists Add Items Edit Items Delete Items Approve Items Manage Permissions Create subsite
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Adding Users
Go to Site Actions, Site Settings and People and Groups
Click the New button Enter:
User’s network name yourdomain\samc or user’s email address [email protected] or part of the user’s name conklin Or click and search for a user
Confirm the name(s) using Add the user to a group (recommended) or select
permissions Optionally send an email to welcome the user to the
site
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List and Library Permissions
Permissions can also be set at the list/library, folder or individual item
By default permissions are inherited from the parent site, list/library or folder
To set unique permissions you will need to “break” the inheritance Click Settings Click Permissions for this list Click Actions Click Edit Permissions (this breaks the inheritance)
Adding users and groups to lists is identical to site permissions
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Custom Permission Levels
Example: Users should be able to add, uploaded, edit, but not delete content
1. Navigate to the top site of your site collection2. From the Site Settings screen select Advanced
Permissions from the Users and Permissions column 3. From the Settings dropdown on the Permissions list select
Permission Levels4. Click Add a Permission Level 5. Name the new level and select the permissions, only
granting the minimal permissions needed
Copyright © 2010 MAX Technical Training
Audiences “Audiences” is a feature to filter (hide) content
so only selected “audiences” will be able to see selected content Example: Only members of the Golf League are interested in
Golf League announcements
Two types of Audiences: SharePoint groups (Members, Owners, Golf League members,
…) System administrator created Audiences – these are keyed to
properties in user profiles. If a user adds “Golf” to their “Hobbies” profile field then that could be used to create a Golfers audience. As users update their profiles they will be automatically added to or removed from the Golfers audience.
Audiences can be used to filter (hide): Entire web parts Individual list items
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Managing User Alerts
As the user: Select My Settings from the Welcome
dropdown menu and then click My Alerts
Users can delete existing alerts, modify existing alerts and add new alerts
As the Site Owner: Under Site Settings select User Alerts from the
Site Administration column Site Owners can only delete alerts.
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Module 8Site Activity
Storage Space Allocation
Site Collection Usage Summary
Site Usage Reports
Dealing with Inactive Sites
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Storage Space Allocation Your site collection may have a Site Quota
When you exceed this quota you can no longer upload files or add new items to lists
Note: Files in the Recycle Bin count towards the quota limit
To view your quota and to explore space usage: From the top level site in your site collection select Site
Actions, Site Settings and Storage Space Allocation
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Site Usage Reporting Each night SharePoint creates activity reports
for sites and site collections. These include: Requests and queries in the last day and the last 30
days Average number of requests per day over the last 30
days A chart of requests per day over the last 30 days A list of the top page requests over the last 30 days A list of top users over the last 30 days A chart of top referring hosts over the last 30 days A chart of top referring pages over the last 30 days A list of top destination pages over the last 30 days Top queries for the last 30 days (if search usage
reporting is enabled) Search results top destination pages (if search usage
reporting is enabled)
Copyright © 2010 MAX Technical Training
Site Usage Reporting
At the Site Collection level you also have Search Reporting • Queries Over Previous 30 Days
• Queries Over Previous 12 Months• Top Queries Over Previous 30 Days• Queries Per Scope Over Previous 30
Days• Search Results Top Destination
Pages• Queries With Zero Results• Most Clicked Best Bets• Queries With Zero Best BetsQueries With Low Click through
Copyright © 2010 MAX Technical Training
Dealing with Inactive Sites As a site owner you should periodically review
and clean up your site content, including no longer needed subsites
SharePoint includes tools for your system administrators to monitor for inactive sites
If they have enabled this feature, you will receive emails warning you about your inactive sites
If you do not respond to the emails they may automatically delete the inactive sites
Note: “inactive” refers to recent updates to content, not recent visitor activity
Copyright © 2010 MAX Technical Training
Optional…Using SharePoint Designer
SharePoint can be customized using: Microsoft Office SharePoint Designer
2007(SPD 2007 only works with SP 2007, SPD2010 only works with SP 2010)
Microsoft Visual Studio (Either VS 2005 or VS 2008)
SharePoint Designer Demonstrations: Creating a custom workflow Modifying the Master Page Modifying a site page