team site admin with sharepoint 2010 gareth johns it skills development advisor

Team Site Admin with SharePoint 2010

Gareth Johns IT Skills Development Advisor

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Course Aim

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

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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.

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Team Sites vs. Portal Sites (TSR)

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.

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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)

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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?

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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.

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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

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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

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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.

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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.

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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)

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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.

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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.

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Information Services Division

User Support Services

IT Advisors Desktop Services

Systems & Comms

Server Support

Permission Inheritance - example

Green (thick) = inherited

Red (thin) = unique permissions

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

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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

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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.

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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

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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.

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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.

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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

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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 7th Nov 09:30 – 13:00• Administering your Team Site – Workshop

Fri 14th Nov 09:30 – 12:30

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Contact Us

training@cardiffmet.ac.uk

Visit an IT Advisor in the Learning Centres

029 2041 7000 7000