Team Site Admin - How To Guide

Information Management @ Cardiff Met:

Team Site Administration with SharePoint 2010

How-To Guide

User Support Services

Team Site Administration with SharePoint 2010 – How-To Guide

This guide accompanies the Team Site Administration with SharePoint 2010 training session. It

covers the main points of the training session in a step-by-step “How To” manner. Use this

reference guide together with the explanatory PowerPoint slides that accompany the session to gain

a full understanding of the course material.

All resources are available on the IT Training website:

https://tsr.uwic.ac.uk/Learning/Help/Training/

A Note on Conventions:

Menus and menu options appear in bold italics. E.g. Site Actions Site Settings means choose the Site Actions menu then the Site Settings option.

SharePoint features appear in bold. E.g. “Choose Team Site from the list of available templates”.

Hints, tips or asides appear within a box. E.g.

TIP: Hints, tips and asides will appear in boxes like this!

ContentsSite Actions Menu..................................................................................................................................3

The Ribbon............................................................................................................................................3

Team Site Administration......................................................................................................................4

Creating a Team Site..........................................................................................................................4

Deleting a Team Site..........................................................................................................................5

Editing a Team Site Page....................................................................................................................6

Adding Web Parts to a Team Site..................................................................................................7

Modifying Site Settings......................................................................................................................7

Permissions...........................................................................................................................................8

Granting Permissions.........................................................................................................................8

Removing User Permissions.............................................................................................................10

Modifying Permissions....................................................................................................................10

Groups.............................................................................................................................................10

Creating a New Group.................................................................................................................10

Modifying a Group.......................................................................................................................11

Library Administration.........................................................................................................................12

Creating a Document Library...........................................................................................................12

User Support Services Page 2 of 17

https://tsr.uwic.ac.uk/Learning/Help/Training/


Deleting a Document Library...........................................................................................................13

Views...............................................................................................................................................14

Creating a New View....................................................................................................................14

Modifying a View.........................................................................................................................14

Creating a New Columns.................................................................................................................15

Modifying Library Settings...............................................................................................................16

Site Actions MenuMany actions relating to team site administration are initiated via the Site Actions menu. This is located in the top-left corner of most team sites.

The RibbonThe ribbon appears at the top of a team site and contains commands used to administer team sites (amongst other functions). It behaves in a similar manner to the ribbon found in Office 2007/2010.

The ribbon contains several tabs and is context sensitive, that is the commands will change depending on the situation (e.g. the tabs and commands available whilst in a document library are different to those available whilst in the main area of a team site).


The Documents tab

The ribbon


Team Site AdministrationCreating a Team SiteTo create a new team site:

1. Navigate to the team site that you wish to create your new subsite.2. Site Actions New Site.3. Choose Team Site from the list of available templates (Figure 1).4. Choose a Title and URL name (web address).

TIP: Use a relevant, but brief URL name.

Figure 1: New Team Site options.

5. Choose More Options for options relating to site navigation and permissions (both of these can also be set once the site has been created).

6. Click Create.



Deleting a Team Site1. Navigate to the Team Site you wish to delete.2. Site Actions Site Settings3. Under the Site Actions group, choose Delete this site.

Figure 2: Site Settings screen.

WARNING: The site and all content within the site (including libraries and the documents contained within) will be PERMANENTLY DELETED AND NOT SENT TO THE RECYCLE BIN .

4. Read the Warning:

Figure 3: The Warning displayed indicates the team site will go to the Recycle Bin, this is NOT the case; it will be permanently deleted.

5. Click the Delete button to confirm or Cancel if you change your mind.



Editing a Team Site Page 1. Site Actions Edit Page2. You are now able insert text and format it using the Editing Tools tab on the ribbon:

TIP: The options for editing a team site page will vary depending on how the page was setup initially. Older sites may not have the ability to edit text directly on the page.

3. Click Save & Close on the Page tab on the ribbon to commit your changes and update the page:

TIP: Older sites may have a Stop Editing button instead.



Adding Web Parts to a Team Site

Web parts can be added to a page to display lists such as announcements, tasks or calendar events. Another popular web part is the Team Site Navigator web part.

1. Edit the team site page: Site Actions Edit Page2. Place the cursor on a place on the page where you would like to add the web part.

TIP: Older pages may already have built in web part zones available for you to add a web part.

3. Use the Insert tab on the ribbon to insert a web part:

4. Choose a list or library (or other web part, if desired) from the dialogue at the top of the page:

5. Click Add. The web part should be added to the page.6. Click Save & Close on the Page tab on the ribbon to save the page.

Modifying Site Settings1. Site Actions Site Settings2. Choose an option from the list.



PermissionsGranting PermissionsTo grant a user or multiple users permissions to a site:

1. Navigate to the site you wish to grant users access to.2. Site Actions Site Permissions.3. If the site is Inheriting Permissions from its parent click Stop Inheriting Permissions on the

Permission Tools tab on the ribbon to apply unique permissions.

ASIDE: Or to manage the permissions for the parent site choose Manage Parent. This will necessarily change the permissions on the parent site and all child sites beneath it (that inherit permissions).

4. Click Grant Permissions.5. You now need to select the user or users you wish to grant permissions to. There are three

ways to do this.a. Type in their user ID and press the Check Names button.

TIP: Multiple IDs and names can be input in one go. Use a semicolon to separate them.

b. Type in their surname, followed by a comma and then their forename and press the Check Names button.

TIP: If a user ID or name cannot be found, closest matches are displayed by clicking the item that could not be resolved (underlined in red).

c. Use the Address Book to search for a user by surname.



6. Choose the level of permission you wish to grant to user(s) selected, either by adding them to a group or by granting them permission directly.

7. The last section of the Grant Permissions form allows a Welcome Email to be sent to the new users. Tick the box and fill in a message if you want to alert new users to the site.

8. Click OK when done.


Check Names

Address Book


Removing User Permissions1. Navigate to the site that you wish to remove a user’s permissions.2. Site Actions Site Permissions.3. Tick users that you wish to remove.4. Click the Remove User Permissions button on the Permission Tools tab on the ribbon.

Modifying Permissions1. Navigate to the site that you wish to edit user permissions.2. Site Actions Site Permissions.3. Tick user(s) whose permission’s you wish to modify4. Click the Edit User Permissions button on the Permission Tools tab on the ribbon5. Choose the new level of permission for the user(s) selected and click OK.

GroupsCreating a New Group

1. Site Actions Site Settings.2. Choose People and groups under the Users and Permissions section:

3. Click Groups in the Quick Launch (left navigation) bar:



4. Choose New New Group

Modifying a Group

1. Site Actions Site Settings.2. Choose People and groups under the Users and Permissions section:

3. Click Groups in Quick Launch (left navigation) bar.4. Choose the group you wish to modify from the list.5. Use the New, Actions and Settings menus to modify group members and settings:



Library Administration

Creating a Document Library1. Navigate to the site that you wish to create the new document library2. Site Actions New Document Library

3. Select the options for your new document library:

TIP: Choose Display on the Quick Launch if you would like a link to the library to be created in the left navigation.

Enable version history to create a new version of the file each time it is edited – recommended!



4. Click the Create button at the bottom of the dialogue.

Deleting a Document Library1. Navigate to the document library you wish to delete.2. Choose the Library tab from the Library Tools group:

3. Click Library Settings on the Library tab.

4. Choose Delete this document library from the Permissions and Management settings (middle of the page).

WARNING: The document library and all documents contained within will be sent to the Recycle Bin.

5. Choose OK if you are sure you want to delete the document library and all documents within it:





ViewsCreating a New View

1. Navigate to the library you would like to create a new view for.2. On the Library tab on the ribbon select Create View.

3. Choose a view format from the list (Standard View is the most commonly used).4. Name your view then choose your view options:


Modifying a View

1. Navigate to the library you would like to modify the view for.2. From the Library tab choose Modify View:



3. Make any changes required to the view and click OK when done.

Creating a New Columns 1. Navigate to the library you would like to add a column to.2. Choose Create Column from the Library tab:

3. Choose the options for the new column:




Modifying Library SettingsThe Library Settings button on the Library tab provides access to the Document Library Settings screen. Here you can modify the title, description and navigation, change versioning settings and modify permissions for the document library, as well as change many other settings for the library:
