SharePoint 2007 User’s Guide Learning Microsoft’s Collaboration and Productivity Platform phần 2 pps

Table 2-9.Default Site Groups and Their Permission Levels Site Group Default Permission Level Site Name Owners Full Control Site Name Members Contribute Site Name Visitors Read SharePoin

the component in the content section of the workspace Since almost all items making up a meetingworkspace will reside on one of the workspace pages, this method works well.

When additional pages are available in a meeting workspace, these pages are referenced in theworkspace’s page list To navigate to these pages, simply click the page name in the page list Giventhat pages are handled in this manner, it is more common for additional pages to be used in meet-ing workspaces than in team sites or document workspaces

Meeting workspaces can also have subsites However, this typically does not occur as frequently

as in team sites or document workspaces Navigating to subsites in meeting workspaces is similar tonavigating to them from team sites, document workspaces, and wiki sites

There are four main ways to navigate to subsites within a meeting workspace The first way is

to click on the subsite name from the navigation bar, if it is listed

The second method used to navigate to components within the site is to click on the name ofthe item in the Quick Launch list The Quick Launch list is not available on the site home page but isavailable when viewing other pages, such as an element’s detail page Clicking these links will takeyou to the selected item’s detail page or, for sites, to the listed site’s home page As with team sites,items listed in Quick Launch are limited to those that are configured to be displayed in the QuickLaunch list

The third method used to navigate to a subsite is available to individuals having access to theSite Actions menu To navigate to a subsite using the Site Actions menu, use the following steps:

1. Navigate to the meeting workspace containing the subsite

2. On the site’s home page, click the Site Settings link in the Site Actions menu

3. On the Site Settings page, click the Sites and Workspaces link in the Site Administration section

4. On the Sites and Workspaces page, click the name of the subsite you wish to view This willpresent the selected subsite’s home page

The fourth method used to navigate to a subsite is through the use of a web part that lists sites WSS alone does not provide a web part that lists sites under the current site When MOSS is inplace, web parts, such as the Table of Contents web part, are available that can be used to list sitesunder the current site There are also many third-party components available that provide thiscapability We will discuss adding web parts to WSS site pages in Chapter 9

sub-n Note As discussed previously, a SharePoint technical administrator would need to install third-party

components for use in your SharePoint sites

Navigating Within Blog Sites

Blog site layouts are considerably different from any other WSS site layouts However, navigatingthrough blog sites has some similarities to navigating through team sites In blog sites, you can nav-igate to components contained within the site in one of three ways First, elements can be placed inthe content area or in the blog navigator section of the home page For items listed in these areasyou can click the header of the item, for example, click the Categories header listed by default in theblog navigator This will take you to the detail page for the item selected

The second method used to navigate to components within the site is to click on the name ofthe item in the Quick Launch list The Quick Launch list is not available on the site home page Thehome page contains the blog navigator section in the place of the Quick Launch list While theQuick Launch list is not available on the site’s home page, it is available when viewing other pages,such as an elements detail page Clicking these links will take you to the selected item’s detail page

or, for sites, to the listed site’s home page As with team sites, items listed in Quick Launch are

lim-ited to those that are configured to be displayed in the Quick Launch area

The third method available for navigating to site elements is to click the View All Site Contentlink at the top of the blog navigator or Quick Launch This will take you to the All Site Content page

that lists all components within the site You can click any of the components to be taken to that

item’s detail page or, for sites, the home page for the selected site

Additional web pages within a blog site are stored as documents in a document library To gate to additional pages, you must navigate to the document library containing the pages and click

navi-the page listed in navi-the document library

There are additional navigation capabilities provided as part of blog sites that are specificallydesigned to help manage the blog These options are located in the Admin Links web part on the

blog’s home page This web part includes the following links:

• Create a Post: Takes you to the “Posts: New Item” page where you can create a new item in

the Post list

• Manage Posts: Navigates you to the default view of the Posts list

• Manage Comments: Takes you to the default view of the Comments list

• All Content: Works the same as the View All Site Content link, taking you to the All Site

Content page

• Set Blog Permissions: Opens the Help pages showing the Configure Permissions for a blog

topic

• Launch Blog Program to Post: Launches a compatible blog editing program, such as

Microsoft Office Word 2007While subsites are not typically used within blog sites, the ability to have subsites is available

Navigating to subsites under a blog site is the same as navigating to subsites within a team site,

doc-ument workspace, or wiki site We discussed navigating to subsites in the “Navigating Within Team

Sites, Document Workspaces, and Wiki Sites” section previously

Navigating Through Sites Using Mobile Devices

Windows SharePoint Services 3.0 provides the ability for users with mobile devices, such as PDAs

and smart phones, to access SharePoint lists and libraries from these devices This is done by

pro-viding an entry point into a site that presents the lists and libraries in a form factor conducive to

these devices, as seen in Figure 2-18

Figure 2-18.A mobile access site default page

When accessing a site through the mobile link, you are presented with the lists and librariesavailable within the site You can then click the list or library name to access the information in theassociated list or library You are able to browse through the information and select from any of theavailable views You can also click the Details link for any item listed to be presented with all of theinformation for that item For documents, you can also click the name of the document to open it.

n Note Accessing sites through the mobile access site link requires that your mobile device be configured withconnectivity compatible with that used by your organization to provide access to the SharePoint environment Also,

to open documents on the mobile device, you must have a program on the device that can open the file

Creating Sites

When we talk about creating and managing sites, we need to break our discussion down into twotopics: top-level sites and subsites A top-level site is a WSS site created as a separate site hierarchy.Creating top-level sites requires the assistance of a SharePoint technical administrator A subsite is aWSS site that is created within another WSS site Sites can be nested to create any desired SharePointstructure The method used to create subsites is dependant on the template from which the site wascreated and the site features currently active in the site

Creating Subsites in MOSS Sites

When MOSS is in place in the SharePoint environment and the current site was created using a MOSSsite template or has been updated so that the Office SharePoint Server Publishing features is enabledyou create new sites using the Create Site option from the Site Actions menu To create new subsites

in MOSS sites follow these steps:

1. Navigate to the site under which the new subsite should be created

2. On the site’s home page, click the Site Actions link to present the Site Actions menu, asshown in Figure 2-19

3. Select the Create Site option from the Site Actions Menu

4. On the New SharePoint Site page, perform the following steps:

a In the Title and Description section, enter the title for the site This is the site name thatwill be displayed in any site reference You can also add a description, which, if entered,

is displayed at the top of the content section of the site

b In the Web Site Address section, enter the URL Name for the site It is often good tice to make this the same as the site title However, it is also good practice to notinclude spaces in the URL name, so if a site title is Business Planning, the URL namewould be BusinessPlanning

prac-c In the Template Selection section, pick the template on which the site should be based.The template identifies the default format and components included in the site We dis-cussed the format and components of the default templates earlier in this chapter Forinformation on any additional custom templates listed, you will need to refer to the siteadministrator

Figure 2-19.A MOSS site’s Site Actions menu

d In the Permissions section, specify whether the user access permissions for the sitebeing created should be the same as the permissions of the parent site or whetherunique permissions should be used When you opt to use the same permissions, secu-rity will be based on the permissions of the parent site We will discuss changing sitepermissions in the “Managing Site Security” section later in this chapter

e In the Navigation Inheritance section, select if the navigation bar should inherit theoptions listed in the parent site’s top link bar or if the navigation bar should list the sub-sites under the current site

f In the Site Categories section, select the site categories under which the site should belisted in the site directory We will discuss managing site categories in Chapter 3

g Once all of the necessary information has been entered or selected, click the Createbutton

The site is created, and you are taken to the home page of the new subsite

Creating Subsites in WSS Sites

As we discussed earlier, any existing team site, document workspace, wiki site, meeting workspace,

or blog site can contain subsites While it is not common to need subsites under wiki sites, meeting

workspaces, or blog sites, the capability to create them is available You can create any type of

sub-site under an existing sub-site by following these steps:

1. Navigate to the site under which the new subsite should be created

2. On the site’s home page, click the Create link from the Site Actions menu

3. On the Create page, in the Web Pages section, click the Sites and Workspaces link.

4. On the New SharePoint Site page, select the following options:

a In the Title and Description section, enter the title for the site This is the site name thatwill be displayed in any site reference You can also add a description, which, if entered,

is displayed at the top of the content section of the site

b In the Web Site Address section, enter the URL Name for the site It is often good practice

to make this the same as the site title However, it is also good practice to not includespaces in the URL name, so if a site title is Business Planning, the URL name would beBusinessPlanning

c In the Template Selection section, pick the template on which the site should be based.The template identifies the default format and components included in the site We dis-cussed the format and components of the default templates earlier in this chapter Forinformation on any additional custom templates listed, you will need to refer to the siteadministrator

d In the Permissions section, specify whether the user access permissions for the sitebeing created should be the same as the permissions of the parent site or whetherunique permissions should be used When you opt to use the same permissions, secu-rity will be based on the permissions of the parent site We will discuss changing sitepermissions in the “Managing Site Security” section later in this chapter

e In the Navigation section, select if the site should be made available in the QuickLaunch area and if the site should be listed in the top link bar of the parent site

f In the Navigation Inheritance section, select if the navigation bar should inherit theoptions listed in the parent site’s top link bar or if the navigation bar should list thesubsites under the current site

g If MOSS is in place, in the Site Categories section, select the site categories under whichthe site should be listed in the site directory We will discuss managing site categories inChapter 3

h Once all of the necessary information has been entered or selected, click the Create button

5. If the unique permissions option was selected, you are taken to the “Set Up Groups for thisSite” page On this page enter the following information:

a In the “Visitors to this Site” section, you can select to create a new site group or use anexisting site group to assign the Read permission level If you choose to create a new sitegroup, enter the name of the group, and enter or select the users to be included in thegroup

b In the “Members of this Site” section, you can select to create a new site group or use anexisting site group to assign the Contribute permission level If you choose to create anew site group, enter the name of the group, and enter or select the users to be included

in the group

c In the “Owners of this Site” section, you can select to create a new site group or use anexisting site group to assign the Full Control permission level If you choose to create anew site group, enter the name of the group, and enter or select the users to be included

in the group

d Once all of the information has been appropriately updated, click the OK button.The site is created, and you are taken to the site home page

Create a New Document Workspace from a Document in a Site

Document workspaces can also be easily created for documents that already exist in sites At times,

a document that exists within a site will need to be updated, and the update process will involve

multiple people working on the document While updates are being made to the document, you

may wish to leave the current version available for site users In this situation, you can create a new

document workspace for this document When the workspace is created a copy of the document

will be placed in the workspace Within the workspace, you will be given the ability to post the

doc-ument back to the original location once all the necessary updates have been made

To create a new document workspace from an existing document, use the following steps:

1. Navigate to the location where the document resides

2. Hover over the document, and select the Send To ä Create Document Workspace optionfrom the document’s context menu

3. On the Create Document Workspace page, click the OK button

The new document workspace is created, and a copy of the selected document is placed in theworkspace

Once the version of the document in the workspace is finalized, you can publish it back to theoriginal source document by selecting the Send To ä Publish to Source Location option from the

document’s drop-down menu We will discuss managing documents in more detail in Chapter 6

n Note When you create a document workspace in this way and are planning to edit the document in the new

doc-ument workspace, it is important to not edit the original source docdoc-ument Publishing the docdoc-ument from the created

document workspace back to the source document will overwrite any changes made to the source document

Advanced Site Creation Using Office

SharePoint sites can also be created through Microsoft Office 2003 or 2007 There are a couple of

methods you can use to create different types of sites in Office

Creating Meeting Workspaces with Outlook

As we mentioned earlier, meeting workspaces can be created as part of creating a new Outlook

meeting request This capability is available as part of Outlook 2003 and 2007 It allows Outlook

meetings and SharePoint meeting workspaces to be linked, so that meeting details in the meeting

workspace reflect the information in the Outlook meeting and so that the meeting request in

Out-look references the associated meeting workspace

To create a new meeting workspace as part of creating a new Outlook meeting request, followthese steps:

1. In Outlook, begin creating a new meeting request by right-clicking a calendar time andselecting New Meeting Request or New Recurring Meeting by clicking the down arrow onthe New button in the Outlook button bar and selecting Meeting Request or by selecting File

ä New ä Meeting Request from the Outlook menu

2. Enter the details about the meeting on the New Meeting form

3. Click the Meeting Workspace button on the New Meeting form This will present the ing Workspace task pane For Office 2007, this button is on the Meeting tab For Office 2003,this button is directly on the form

Meet-4. On the Meeting Workspace task pane, click the Change Settings link in the Create a space section.

Work-5. On the Create Meeting Workspace task pane, shown in Figure 2-20, follow these steps:

a Select the location where the meeting workspace will be created If the desired location

is not in the Select a Location drop-down list, choose Other, enter the URL to therequired location in the Other Workspaces window, and click OK

b Select a workspace template by choosing the Create a New Workspace option andselecting the desired meeting workspace template

c Click OK

6. On the Meeting Workspace task pane, click the Create button The meeting workspace iscreated, and a link to the meeting workspace is added to the meeting request If the Outlookmeeting is a recurring meeting, a recurring meeting workspace will be created

7. Click the Send button on the Outlook message to send this Outlook request to attendees

Figure 2-20.An Outlook 2007 meeting request with a meeting workspace task pane

When meeting requests are created in this way, the attendee list in the Meeting site is linked tothe Outlook meeting attendee list

You can also link a new Outlook meeting to an existing meeting workspace To do this, followthe same steps as earlier, except instead of selecting the Create a New Workspace option in theMeeting Workspace task pane, as in step 5b, select the Link to an Existing Workspace option, andselect the workspace from the Workspace drop-down list Keep in mind that the workspace drop-down list will contain the list of meeting workspaces that exist under the location selected in theSelect a Location drop-down list If there are no meeting workspaces under this location, the Select

a Workspace drop-down list will not contain any values

Creating a New Document Workspace with Office

Document workspaces can be created within the Microsoft Office Word, Excel, and PowerPoint

pro-grams This capability is available when using Office 2003 or 2007 Creating document workspaces

from Office is extremely helpful when the creator of a document decides that a document workspace

is needed to further develop the document and, if necessary, collaborate with others during this

update process The document workspace can be created without leaving the program the creator is

using This minimizes work interruptions and makes creating document workspaces much more

con-venient for people who spend a significant amount of time working in Word, Excel, or PowerPoint

To create a document workspace from Office, use the following procedure:

1. In Word, Excel, or PowerPoint, select to create the document workspace

a In Office 2007, click the file options to present the File Options menu, and from the FileOptions menu, select Publish ä Create Document Workspace

b In Office 2003, select the Shared Workspace option from the Task Pane drop-downheader If the Task Pane is not open, you can open it by selecting View ä Task Pane fromthe program menu

2. In the Shared Workspace task pane, as shown in Figure 2-21, do the following:

a Enter the name for the workspace in the “Document Workspace name” field

b Select the location where the workspace will be created from the “Location for newworkspace” drop-down list If the location where you want to create this workspace isnot listed choose the “(Type New URL)” option, and enter the location under which thenew workspace will be created

c Click the Create button

3. If the document has not yet been saved, you will be asked to save the document

The workspace is created, and the document is placed in the workspace

Figure 2-21.Microsoft Word 2007 with a Shared Workspace task pane

Managing Site Security

Management of the security for a site is the responsibility of the site owner The site owner is responsiblefor assigning rights to users within their site Rights can be assigned directly to an Active Directory user orgroup, or they can be assigned through a SharePoint group containing Active Directory users or groups.Security must be configured for all top-level WSS sites By default, when a new top-level site iscreated, the user who created it is the only person who has access to the site If security for a subsite

is configured to be inherited from the parent site, then security is not managed for the subsite;instead, the security is based on the rights assigned in the parent site If security for the subsite isdefined to be unique, then the user will be required to assign the appropriate rights to individualsneeding access to the site

When creating your WSS sites, it is important to understand the security needs of the als who will be using the sites and to assign users the appropriate security to allow them to workwith the materials within the site

individu-Managing SharePoint Groups

SharePoint groups contain Active Directory user and group accounts and are used to assign rightswithin SharePoint SharePoint groups can be used throughout a site hierarchy to assign rights tosites, lists, and libraries as needed By default, when a new top-level site is created, three default sitegroups are also created These site groups are listed along with their default permission levels inTable 2-9 Permission levels are a set of permissions granted to a SharePoint group or Active Direc-tory user or group that provide a specific class or level of access within a site We will discusspermission levels in more detail later in this chapter

Table 2-9.Default Site Groups and Their Permission Levels

Site Group Default Permission Level

Site Name Owners Full Control

Site Name Members Contribute

Site Name Visitors Read

SharePoint site groups can be created and customized to meet the security needs within theSharePoint environment

Creating SharePoint Groups

Create a new SharePoint group as follows:

1. Navigate to a site where the group will be used

2. On the site’s home page, click the Site Settings option from the Site Actions menu

3. On the Site Settings page, in the Users and Permissions section, click the People and Groupslink

4. On the People and Groups page, click the arrow next to the New link to present the Newmenu

5. Select the New Group option from the New menu.

6. On the New Group page, enter the following:

a In the Name and About Me Description section, enter the name for the new SharePointgroup You can also enter an optional About Me description The About Me information

is presented next to the name when the SharePoint group is presented

b In the Owner section, you can update the SharePoint group owner information Theowner has the right to update the site’s group information By default, the owner islisted as the user creating the SharePoint group

c In the Group Settings section, you can specify if only group members or if everyone hasthe ability to view group membership information You can also define if only the groupowner or if all group members have the ability to edit the group membership

d In the Membership Requests section, you can specify if requests can be made by users

to join or leave the group and if requests should be automatically accepted The e-mailaddress that requests should be sent to is also listed By default, the e-mail address will

be set to the e-mail address of the user creating the group

e If the site in which the group is being created has unique permissions, the Give GroupPermissions to this Site section is presented In this section, select the permission levels

to grant to the new group in the current site

f Once all of the necessary information has been entered, click the Create button

The new SharePoint group is created, and you are returned to the People and Groups page

Editing SharePoint Groups

To edit an existing SharePoint group, use the following steps:

1. Navigate to a site where the group is used

2. On the site’s home page, click the Site Settings option from the Site Actions menu

3. On the Site Settings page, in the Users and Permissions section, click the People and Groupslink

4. On the People and Groups page, do one of the following:

a Click the name of the group to edit in the Groups list located in the right-hand tion area, click the Settings link, and select the Group Settings option

naviga-b Alternatively, on this page, click the Groups header in the Groups list to present allgroups, and click the Edit link next to the desired group name

5. On the Change Group Settings page, you can update the following:

a In the Name and About Me Description section, you can update the group name orAbout Me details

b In the Owner section, you can update the group owner

c In the Group Settings section, you can update who can view the membership of thegroup, so that either group members or everyone has the right to view the group mem-bership information You can also update who can edit the membership of the group, sothat either only the group owner or all group members have the ability to update thegroup membership

d In the Membership Requests section, you can update if people can request to join orleave the group and if the requests should be automatically accepted You can alsoupdate the e-mail address that requests are sent to.

e If the site in which the group is being edited has unique permissions, the “Give GroupPermissions to this Site” section is presented In this section, select the permission lev-els to grant to the new group in the current site

f Once all information has been appropriately updated, click the OK button

The SharePoint group is appropriately updated, and you are returned to the People and Groupspage

Deleting SharePoint Groups

Follow these steps to delete an existing SharePoint group:

1. Navigate to a site

2. On the site’s home page, click the Site Settings option from the Site Actions menu

3. On the Site Settings page, in the Users and Permissions section, click the People and Groupslink

4. On the People and Groups page, do one of the following: Click the name of the group to edit

in the Groups list located in the right-hand navigation area, click the Settings link, andselect the Group Settings option Alternatively, on this page, click the Groups header in theGroups list to present all groups, and click the Edit link next to the desired group name

5. On the Change Group Settings page, click the Delete button

6. On the deletion confirmation screen, click the OK button

The SharePoint group is deleted, and you are returned to the People and Groups page

Adding Users to SharePoint Groups

Add users to a SharePoint group as follows:

1. Navigate to a site where the group is used

2. On the site’s home page, click the Site Settings option from the Site Actions menu

3. On the Site Settings page, in the Users and Permissions section, click the People and Groupslink

4. On the People and Groups page, do one of the following: click the name of the group fromthe Groups list, or click the Groups header and then the name of the group

5. On the People and Groups page, the group membership will be displayed for the selectedgroup You can click the arrow next to the New link to present the New menu

6. Select the Add Users option from the New menu

7. On the Add Users page, enter the following:

a In the Add Users section, enter the Active Directory users and groups to be added to theSharePoint group You can then click the check name icon next to the entry field to con-firm that the entered information corresponds to a valid user or group account.Alternatively, you can click the address book icon to select the users from the ActiveDirectory address book search screen

b In the Give Permissions section, select the group to which the users will be added

c In the Send E-mail section, identify if a welcome e-mail should be sent, and update thesubject and personal message text.

d Once all of the information has been appropriately entered, click the OK button

The users and groups are added to the SharePoint group, and you are returned to the Peopleand Groups page

Removing Users from a SharePoint Group

Use these steps to remove users from a SharePoint group:

1. Navigate to a site where the group is used

2. On the site’s home page, click the Site Settings option from the Site Actions menu

3. On the Site Settings page, in the Users and Permissions section, click the People and Groupslink

4. On the People and Groups page, do one of the following: click the name of the group fromthe Groups list, or click the Groups header and then the name of the group

5. On the People and Groups page, the group membership will be displayed for the selectedgroup You can check the boxes in front of the users you wish to remove from the group andclick the Actions link to present the Actions menu

6. Select the Remove Users from Groups option from the Actions menu

7. Confirm the removal of the users from the SharePoint group by clicking the OK button

The users are removed from the SharePoint group, and the People and Groups page is updated

to reflect the change

Viewing SharePoint Group Permissions

Since SharePoint groups can be used across sites, having the ability to see all sites where a group

has been assigned permissions can be very valuable To view a group’s permissions assignments,

use the following procedure:

1. Navigate to a site

2. On the site’s home page, click the Site Settings option from the Site Actions menu

3. On the Site Settings page, in the Users and Permissions section, click the People and Groupslink

4. On the People and Groups page, click the name of the group in the Groups list located in theright-hand navigation

5. On the People and Groups page, the group membership will be displayed for the selectedgroup Select the Settings link to view the Settings menu options

6. Select the View Group Permissions option from the Settings menu

The View Site Collection Permissions window is presented; it displays the sites, lists, andlibraries where the group has been assigned permissions and the permission levels assigned You

can click any of the listed object names to go to the default page of an item

Changing Permission Inheritance for a Site

As we have discussed, when you create a subsite, you have the ability to identify whether the subsite

should have its own unique permissions defined or whether it should inherit permissions from its

parent site After the site has been created, you have the ability to change this setting if securityrequirements for the subsite change Change the permission inheritance settings for a subsite asfollows:

1. Navigate to the site in which you need to change permission inheritance

2. On the site’s home page, click the Site Settings option from the Site Actions menu

3. On the Site Settings page, in the Users and Permissions section, click the Advanced sions link

Permis-4. On the Permissions page, click the Action link to display the Actions menu

5. Update the permission inheritance:

a If the site is currently inheriting permissions, select the Edit Permissions option, andclick OK on the confirmation message box

b If the site currently has unique permissions, select the Inherit Permissions link, andclick OK on the confirmation message box

The site permission inheritance settings are updated, and the Permissions screen is refreshed

to reflect the change

Managing Permission Levels

As we discussed previously, SharePoint groups and individual users can be assigned permissionswithin SharePoint sites When users are added, they are either assigned to a SharePoint group orgranted rights through direct permission level assignments We discussed how to manage permis-sion level assignments to SharePoint groups as part of the “Managing SharePoint Groups” section.Permission levels are sets of permissions that are grouped together to provide a specific level orclass of rights within a site There are five default permission levels available within WSS:

• Full Control: This permission level includes all available permissions and grants the assigned

users administrative-level access to the site and all of the site’s resources This permissionlevel cannot be changed or deleted from SharePoint

• Design: The Design permission level provides the ability to manage lists, libraries, and pages

within a SharePoint site

• Contribute: This permission level provides the ability to manage content in a site’s lists and

libraries

• Read: The Read permission level provides read-only access to site resources.

• Limited Access: This permission level is designed to be combined with list or library

permis-sions to provide access to only specific lists or libraries within a site without granting rights

to any other resources within the site This permission level cannot be changed or deletedfrom SharePoint

Permission levels can also be assigned directly to an Active Directory user or group as follows:

1. Navigate to the site where the permissions need to be assigned This should be a site wherepermissions are not being inherited from the site’s parent

2. On the site’s home page, click the Site Settings option from the Site Actions menu

3. On the Site Settings page, in the Users and Permissions section, click the Advanced sions link

Permis-4. On the Permissions page, click the arrow next to the New link to open the New menu

5. Click the Add User option from the New menu.

6. On the Add User page, enter the following:

a In the Add Users section, enter the Active Directory users and groups to be added to thepermission level, and click the check name icon to confirm that the entered informationcorresponds to valid users or groups Alternatively, you can click the address book icon

to select users from the Active Directory address book search

b In the Give Permission section, select the Give Users Permissions Directly option, andselect the permission levels to assign to the user

c In the Send E-Mail section, identify if a welcome e-mail should be sent, and update thesubject and personal message as appropriate

d Once the information has been entered, click the OK button

The users are assigned the selected permissions levels in the site, and you are returned to thePermissions page

Adding Permission Levels

To create your own combination of permissions to meet specific site management needs, you can

create your own permission level sets as follows:

1. Navigate to a site having unique permission where you are the administrator

2. From the site’s home page, click the Site Settings option from the Site Actions menu

3. On the Site Settings page, in the Users and Permissions section, click the Advanced sions link

Permis-4. On the Permissions page, click the Settings link to view the Settings menu

5. Select the Permission Levels option from the Settings menu

6. If the current site is not the top-most site, a link will be available under See Also in the leftnavigation area called Manage Permission Levels on Parent Web Site Click this link

7. On the Permission Levels page, click the Add a Permission Level link

8. On the Add a Permission Level page, enter the following:

a In the Name and Description section, enter the name for the new permission level Youcan also enter an optional description The description is presented next to the namewhen the permission level is listed for selection

b In the Permissions section, check the check boxes in front of all permissions that thepermission level should include

c Once all of the necessary information has been entered, click the Create button

The new permission level is created, and you are returned to the Permission Levels page

Creating a New Permission Level as a Copy of an Existing Permission Level

When there is the need for a new permission level that closely mirrors an existing permission level,

you can make a copy of the existing item to use as a starting point when creating the new

permis-sion level Create a new permispermis-sion level as a copy of an existing permispermis-sion level as follows:

1. Navigate to a site having unique permission where you are the administrator

2. From the site’s home page, click the Site Settings option from the Site Actions menu

3. On the Site Settings page, in the Users and Permissions section, click the Advanced sions link.

Permis-4. On the Permissions page, click the Settings link to view the Settings menu

5. Select the Permission Level option from the Settings menu

6. If the current site is not the top-most site, a link will be available under See Also in the leftnavigation area called Manage Permission Levels on Parent Web Site Click this link

7. On the Permission Levels page, click the name of the permission level to copy

8. On the Edit Permission Level page, click the Copy Permission Level button

9. On the Copy Permission Level page, enter the following:

a In the Name and Description section, enter the name for the new permission level You can also enter an optional description

b In the Permissions section, update the permissions set for the permission level asappropriate

c Once all of the necessary information has been entered and updated, click the Createbutton

The new permission level is created, and you are returned to the Permission Level page

Editing Existing Permission Levels

You can also edit an existing permission level as follows:

1. Navigate to a site having unique permission where you are the administrator

2. From the site’s home page, click the Site Settings option from the Site Actions menu

3. On the Site Settings page, in the Users and Permissions section, click the Advanced sions link

Permis-4. On the Permissions page, click the Settings link to view the Settings menu

5. Select the Permission Level option from the Settings menu

6. If the current site is not the top-most site, a link will be available under See Also in the leftnavigation area called Manage Permission Levels on Parent Web Site Click this link

7. On the Permission Levels page, click the name of the permission level to update

8. On the Edit Permission Level page, update the following:

a In the Name and Description section, you can edit the permission level name andoptional description text

b In the Permissions section, update the permissions set for the permission level asappropriate

c Once all of the necessary updates have been made, click the Submit button

The permission level is updated, and you are returned to the Permission Level page

Deleting Existing Permission Levels

To delete an existing permission level, use these steps:

1. Navigate to a site having unique permission where you are the administrator

2. From the site’s home page, click the Site Settings option from the Site Actions menu

3. On the Site Settings page, in the Users and Permissions section, click the Advanced sions link.

Permis-4. On the Permissions page, click the Settings link to view the Settings menu

5. Select the Permission Level option from the Settings menu

6. If the current site is not the top-most site, a link will be available under See Also in the leftnavigation area called Manage Permission Levels on Parent Web Site Click this link

7. On the Permission Level page, check the check box in front of the permission levels youwant to delete, and click the Delete Selected Permission Levels link

8. On the delete confirmation screen, click the OK button

The permission level is deleted, and the Permission Level page is updated to reflect the change

Breaking Permission Level Inheritance

In the same way that security can be inherited from a site’s parent, the available permission levels

within a site can be inherited By default, all sites inherit their permission levels from the top site This

permission level inheritance, however, can be broken in order to independently manage permission

levels within a site For example, permission level inheritance would need to be broken when users

and groups assigned to the Design permission level should not have the right to update web parts on

pages within a specific site, but the Design permission level should allow for this for all other sites

Permission level inheritance can only be broken in sites where security rights are not inheritedfrom the parent site You can use the following steps to break permission level inheritance within a site:

1. Navigate to the site inheriting permissions

2. From the site’s home page, click the Site Settings option from the Site Actions menu

3. On the Site Settings page, in the Users and Permissions section, click the Advanced sions link

Permis-4. On the Permissions page, click the Settings link to view the Settings menu

5. Select the Permission Level option from the Settings menu

6. On the Permission Level page, click the Edit Permission Levels link

7. Click the OK button on the confirmation window

The permission level inheritance is broken, and the Permission Level page is updated to reflectthe change

Resetting Permission Level Inheritance

You can reset the permission level inheritance for a site where the inheritance was previously

bro-ken as follows:

1. Navigate to the site where permission inheritance has been broken

2. From the site’s home page, click the Site Settings option from the Site Actions menu

3. On the Site Settings page, in the Users and Permissions section, click the Advanced sions link

Permis-4. On the Permissions page, click the Settings link to view the Settings menu

5. Select the Permission Levels option from the Settings menu

6. On the Permission Levels page, click the Inherit Permission Levels from Parent Web Site link

7. Click the OK button on the confirmation window

The permission levels are set to inherit from the parent, and the permission level page isupdated to reflect the change.

Managing Site Collection Administrators

So far, we have discussed how you manage SharePoint groups and permission levels in order to age the rights individuals have in the SharePoint environment Defining site collection administratorsextends security management by allowing you to identify the individuals that are responsible for man-aging the overall environment These individuals are automatically given administrative rights acrossthe entire site hierarchy

man-Follow these steps to manage site collection administrators:

1. Navigate to the top-level site

2. From the site’s home page, click the Site Settings option in the Site Actions menu

3. On the Site Settings page, in the Users and Permissions section, click the Site CollectionAdministrators link

4. On the Site Collection Administrators page, enter and remove Active Directory users andgroups, and click the check name icon to confirm the entered information corresponds tovalid users and groups Alternatively, you can click the address book icon to select the usersfrom the Active Directory address book search Once the list of users is correct, click the OKbutton

The site collection administrators are updated, and you are returned to the Site Settings page

Changing Site Details

There are several aspects of a SharePoint site that the site administrator has the ability to update asthe need arises One example of information that can be updated includes the title and descriptioninformation that was entered when the site was created Changing site details allows you to updatethe site over time as needs change

Updating the Site Title, Description, URL, and Logo

The site title and description that were entered when the site was created can be updated Also, thesite logo that appears at the top of the created site can be replaced with a different image Thisallows the site to be properly branded for the organization or group it is being created to support.Update the site title and description information that was entered when the site was created andthe logo available at the top of the site using these steps:

1. Navigate to the site that needs to be updated

2. On the site’s home page, click the Site Settings option on the Site Actions menu

3. On the Site Settings page, in the Look and Feel section, click on the Title, Description, andIcon link

4. On the Title, Description, and Icon page, update the following information:

a In the Title and Description section, make any updates to the site title and descriptioninformation

b In the Logo URL and Description section, enter a URL to a logo that will be placed next

to the site title in the title bar on the site You can also enter a description for use asalternate text for the logo, which is displayed when the mouse hovers over the logo

c When MOSS is in place, in the Web Site Address section, you can update the URL for thesite that was entered when the site was created.

d Once all updates have been made, click the OK button

The changes made are applied to the site, and you are returned to the Site Settings page

Customizing Navigation Options

There are several navigation settings that can be updated to tailor the user experience provided by

the site This includes updates to the Quick Launch area as well as the navigation bar These

cus-tomizations are available to allow you to tailor the site navigation capabilities to meet your

navigational needs

Configuring Tree View Options

Tree View options allow you to determine Quick Launch display settings and identify if the site

navi-gation tree view tool should be made available in the Quick Launch area By default, Quick Launch is

enabled, displaying items identified for display in Quick Launch If this is disabled, all Quick Launch

links are removed from this area, leaving only the View All Site Content link and the Recycle Bin

The Tree View is initially disabled for sites When the Tree View option is enabled, the tree viewtool is placed in the Quick Launch area and lists all libraries, lists, and sites within the current site

You are provided the ability to expand listed subsites to view their lists, libraries, and sites as well

The Tree View can be seen in Figure 2-22

Figure 2-22.A site tree view

Update the Tree View options as follows:

1. Navigate to the site that needs to be updated

2. On the site’s home page, click the Site Settings option on the Site Actions menu

3. On the Site Settings page, in the Look and Feel section, click the Tree View link

4. On the Tree View page, update the following:

a In the Enable Quick Launch section, check or uncheck the Enable Quick Launch option

to enable or disable Quick Launch

b In the Enable Tree View section, check or uncheck the Enable Tree View option toenable or disable the Tree View

c Once all options are properly set, click the OK button

The updates to the site are applied, and you are returned to the Site Settings page

Configuring Quick Launch Options

While you can use the Tree View options discussed previously to determine if the Quick Launchmenu should be displayed, the Quick Launch options allow you to customize the items presented

as part of Quick Launch This includes reordering items as well as adding, updating, and removinglisted headings and links This enables you to tailor Quick Launch to help meet the navigationalneeds of your site

Changing the Order of Quick Launch Items

You have the ability to reorder Quick Launch links and headings to meet your specific needs Followthese steps to reorder Quick Launch items:

1. Navigate to the site that needs to be updated

2. On the site’s home page, click the Site Settings option on the Site Actions menu

3. On the Site Settings page, in the Look and Feel section, click on the Quick Launch link

4. On the Quick Launch page, click the Change Order link to show ordering details

5. On the Quick Launch page, update the ordering numbers to rearrange the items on theQuick Launch area, and click the OK button once done

The Quick Launch items are reordered, and you are returned to the default Quick Launch page

Adding New Headings to Quick Launch

Add a new heading to the Quick Launch as follows:

1. Navigate to the site that needs to be updated

2. On the site’s home page, click the Site Settings option on the Site Actions menu

3. On the Site Settings page, in the Look and Feel section, click on the Quick Launch link

4. On the Quick Launch page, click the New Heading link

5. On the New Heading page, enter the URL for the heading link, which is the link users will benavigated to if they click on the heading in the Quick Launch, and enter the description,which will act as the name for the heading Then click the OK button

Quick Launch is updated, and you are returned to the Quick Launch page

Adding New Links to Quick Launch

You can add a new link to the Quick Launch area using these steps:

1. Navigate to the site that needs to be updated

2. On the site home page, click the Site Settings option on the Site Actions menu

3. On the Site Settings page, in the Look and Feel section, click on the Quick Launch link

4. On the Quick Launch page, click the New Link option

5. On the New Link page, enter the following:

a In the URL section, enter the URL for the new link and the description, which acts asthe name of the link

b In the Heading section, select the Quick Launch heading under which the link should

be placed

c Once all the information has been entered, click the OK button

Quick Launch is updated, and you are returned to the Quick Launch page

Editing Existing Quick Launch Headers and Links

Edit existing Quick Launch headers and links as follows:

1. Navigate to the site that needs to be updated

2. On the site’s home page, click the Site Settings option on the Site Actions menu

3. On the Site Settings page, in the Look and Feel section, click on the Quick Launch link

4. On the Quick Launch page, click the edit icon in front of the heading or link you wish toupdate

5. On the Edit page, update the listed information, and click the OK button

The Quick Launch is updated, and you are returned to the Quick Launch page

Deleting Existing Quick Launch Headings and Links

You can also delete existing Quick Launch headings or links:

1. Navigate to the site that needs to be updated

2. On the site’s home page, click the Site Settings option on the Site Actions menu

3. On the Site Settings page, in the Look and Feel section, click on the Quick Launch link

4. On the Quick Launch page, click the edit icon in front of the heading or link you wish todelete

5. On the Edit page, click the Delete button

6. Click the OK button on the delete confirmation window

Quick Launch is updated, and you are returned to the Quick Launch page

n Caution If you delete a Quick Launch heading that contains links, the links under the heading will also be

removed from Quick Launch If you wish to delete a header with links without removing the links, you must move

the links under a different heading prior to deleting the heading

Customizing the Navigation Bar

When we talked about creating sites, we discussed how you can select if the navigation bar shouldinherit its options from the parent site or if it should list the subsites under the current site Thesesettings can be updated and the navigation bar can be further customized through the site manage-ment tools

Updating Navigation Bar Inheritance Settings

To change the navigation bar’s inheritance settings:

1. Navigate to the site that needs to be updated

2. On the site home page, click the Site Settings option on the Site Actions menu

3. On the Site Settings page, in the Look and Feel section, click on the Top Link Bar link

4. On the Top Link Bar page:

a If the navigation bar is currently inheriting options from the parent site, click the StopInheriting Links option

b If the navigation bar is currently not inheriting options from the parent site, click theUse Links from Parent option

The navigation bar is appropriately updated, and the Top Link Bar page is refreshed to reflectthe changes made

Adding Links to the Navigation Bar

When the navigation bar is not being inherited from the parent site, you can customize the bar inorder to tailor the options to meet your site’s navigation needs Add a new link to the navigation bar

as follows:

1. Navigate to the site that needs to be updated

2. On the site’s home page, click the Site Settings option on the Site Actions menu

3. On the Site Settings page, in the Look and Feel section, click on the Top Link Bar link

4. On the Top Link Bar page, click the New Link option

5. On the New Link page, enter the URL and description for the new link being added, andclick the OK button

The link is added to the navigation bar, and you are returned to the Top Link Bar page

Editing Links in the Navigation Bar

You can edit links in the navigation bar using these steps:

1. Navigate to the site that needs to be updated

2. On the site’s home page, click the Site Settings option on the Site Actions menu

3. On the Site Settings page, in the Look and Feel section, click on the Top Link Bar link

4. On the Top Link Bar page, click the edit icon in front of the link to update

5. On the Edit Link page, update the web address and description information appropriately,and click the OK button

The link is updated, and you are returned to the Top Link Bar page

Deleting Links in the Navigation Bar

Use the following steps to delete links in the navigation bar:

1. Navigate to the site that needs to be updated

2. On the site’s home page, click the Site Settings option on the Site Actions menu

3. On the Site Settings page, in the Look and Feel section, click on the Top Link Bar link

4. On the Top Link Bar page, click the edit icon in front of the link to delete

5. On the Edit Link page, click the Delete button

6. Click the OK button on the delete confirmation screen

The link is deleted, and you are returned to the Top Link Bar page

Update Link Order in the Navigation Bar

You can update the order links appear in the navigation bar as well:

1. Navigate to the site that needs to be updated

2. On the site’s home page, click the Site Settings option on the Site Actions menu

3. On the Site Settings page, in the Look and Feel section, click on the Top Link Bar link

4. On the Top Link Bar page, click the Change Order link to present the ordering options

5. On the Top Link Bar page, update the link order values to reflect the desired order of thelinks, and click the OK button

The navigation bar is updated, and you are returned to the default view of the Top Link Bar page

Setting the Portal Site Connection

Along with managing the other navigation features we have discussed, managers of a site collection

can also define a portal that the collection should be connected to Linking your site collection to a

portal places a link to the portal in the global links bar on the sites in the collection This provides

an easy way to navigate to the identified portal This connection does not need to be made to a

SharePoint portal or site You can specify any URL as the linked portal For example, linking the site

to a portal would be valuable when the SharePoint environment is used to manage collaboration for

groups within the organization but a separate intranet or portal also exists You can set that intranet

as the linked portal to provide users an easy way to navigate to the intranet from anywhere in the

SharePoint site hierarchy Setting a link to a portal is also valuable in organizations having more

than one SharePoint environment; it will allow you to link the navigation between these

environ-ments together

Set the portal site connection using this procedure:

1. Navigate to the top-level site

2. From the site’s home page, click the Site Settings option in the Site Actions menu

3. On the Site Settings page, in the Site Collection Administration section, click the Portal SiteConnection link

4. On the Portal Site Connection page, select to connect to a portal site, enter the address ofthe portal, and provide a name for the portal The name is used as the display name in theglobal links bar Once all information is entered, click the OK button

The portal site connection is added, and you are returned to the Site Settings page