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

the component in the content section of the workspace. Since almost all items making up a meeting workspace 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 the workspace’s page list. To navigate to these pages, simply click the page name in the page list. Given that 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 to navigating 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 of the item in the Quick Launch list. The Quick Launch list is not available on the site home page but is available when viewing other pages, such as an element’s 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 limited to those that are configured to be displayed in the Quick Launch list. The third method used to navigate to a subsite is available to individuals having access to the Site 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 will present 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 sub- sites. WSS alone does not provide a web part that lists sites under the current site. When MOSS is in place, web parts, such as the Table of Contents web part, are available that can be used to list sites under the current site. There are also many third-party components available that provide this capability.We will discuss adding web parts to WSS site pages in Chapter 9. ■Note As discussed previously, a SharePoint technical administrator would need to install third-party components for use in your SharePoint sites. Navigating Within Blog S ites B log site lay outs are considerably different from any other WSS site layouts. However, navigating through 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 in the content area or in the blog navigator section of the home page. For items listed in these areas you can click the header of the item, for example, click the Categories header listed by default in the blog 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 of the item in the Quick Launch list. The Quick Launch list is not available on the site home page. The home page contains the blog navigator section in the place of the Quick Launch list. While the Quick 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 y ou to the selected item ’ s detail page CHAPTER 2 ■ SITES 24 8296Ch02.qxp 2/2/07 2:06 PM Page 24 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 Content link 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 navi- gate to additional pages, you must navigate to the document library containing the pages and click the page listed in the document library. There are additional navigation capabilities provided as part of blog sites that are specifically designed 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: Wor ks 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 2007 While 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 CHAPTER 2 ■ SITES 25 8296Ch02.qxp 2/2/07 2:06 PM Page 25 When accessing a site through the mobile link, you are presented with the lists and libraries available within the site. You can then click the list or library name to access the information in the associated list or library. You are able to browse through the information and select from any of the available views. You can also click the Details link for any item listed to be presented with all of the information for that item. For documents, you can also click the name of the document to open it. ■Note Accessing sites through the mobile access site link requires that your mobile device be configured with connectivity 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 two topics: 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 a WSS site that is created within another WSS site. Sites can be nested to create any desired SharePoint structure. The method used to create subsites is dependant on the template from which the site was created and the site features currently activ e in the site. Creating Subsites in MOSS Sites When MOSS is in place in the S har ePoint environment and the current site was created using a MOSS site template or has been updated so that the Office SharePoint Server Publishing features is enabled you 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, as shown 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. I n the Title and Description section, enter the title for the site. This is the site name that will 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 prac- tice to make this the same as the site title. However, it is also good practice to not include spaces in the URL name, so if a site title is Business Planning, the URL name would be BusinessPlanning. c. In the Template Selection section, pick the template on which the site should be based. The template identifies the default for mat and components included in the site. We dis- cussed the format and components of the default templates earlier in this chapter. For information on any additional custom templates listed, you will need to refer to the site administrator. CHAPTER 2 ■ SITES 26 8296Ch02.qxp 2/2/07 2:06 PM Page 26 Figure 2-19. A MOSS site’s Site Actions menu d. In the Permissions section, specify whether the user access permissions for the site being created should be the same as the permissions of the parent site or whether unique 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 site permissions in the “Managing Site Security” section later in this chapter. e. In the Navigation Inheritance section, select if the navigation bar should inherit the options 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 be listed 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 Create button. 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 site b y follo wing these steps: 1. N avigate to the site under which the new subsite should be cr eated. 2. On the site’s home page, click the Create link from the Site Actions menu. CHAPTER 2 ■ SITES 27 8296Ch02.qxp 2/2/07 2:06 PM Page 27 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 that w ill 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 t o make this the same as the site title. However, it is also good practice to not include spaces in the URL name, so if a site title is Business Planning, the URL name would be BusinessPlanning. 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. For information on any additional custom templates listed, you will need to refer to the site administrator. d. In the Permissions section, specify whether the user access permissions for the site being created should be the same as the permissions of the parent site or whether unique 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 site permissions 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 Quick Launch 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 the options listed in the parent site’s top link bar or if the navigation bar should list the subsites under the current site. g. If MOSS is in place, in the Site Categories section, select the site categories under which the site should be listed in the site directory. We will discuss managing site categories in Chapter 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 this Site” 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 an existing site group to assign the Read permission level. If you choose to create a new site gr oup , enter the name of the group, and enter or select the users to be included in the gr oup . b . In the “Members of this Site” section, you can select to create a new site group or use an existing site group to assign the Contribute permission level. If you choose to create a new site group, enter the name of the group, and enter or select the users to be included in the group. c . I n the “ Owners of this Site” section, you can select to create a new site group or use an existing site group to assign the Full Control permission level. If you choose to create a new site group, enter the name of the group, and enter or select the users to be included in the gr oup. d. Once all of the information has been appropriately updated, click the OK button. The site is cr eated, and y ou ar e taken to the site home page . CHAPTER 2 ■ SITES 28 8296Ch02.qxp 2/2/07 2:06 PM Page 28 Create a New Document Workspace from a Document in a Site D ocument 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 ➤ Create Document Workspace option from the document’s context menu. 3. On the Create Document Workspace page, click the OK button. The new document wor kspace is created, and a copy of the selected document is placed in the workspace. Once the version of the document in the workspace is finalized, you can publish it back to the original source document by selecting the Send To ➤ Publish to Source Location option from the document’s drop-down menu. We will discuss managing documents in more detail in Chapter 6. ■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 document. Publishing the document from the created document workspace back to the source document will overwrite any changes made to the source document. Advanced Site Creation Using Office Shar ePoint 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. Cr eating 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, follow these steps: 1. I n O utlook, begin cr eating a new meeting r equest b y right-clicking a calendar time and selecting New Meeting Request or New Recurring Meeting by clicking the down arrow on the New button in the Outlook button bar and selecting Meeting Request or by selecting File ➤ N ew ➤ M eeting Request from the Outlook menu. 2. Enter the details about the meeting on the New Meeting form. 3. Click the M eeting W or kspace button on the N ew Meeting form. This will present the Meet- ing Workspace task pane. For Office 2007, this button is on the Meeting tab. For Office 2003, this button is directly on the form. CHAPTER 2 ■ SITES 29 8296Ch02.qxp 2/2/07 2:06 PM Page 29 4. On the Meeting Workspace task pane, click the Change Settings link in the Create a Work- space section. 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 the required location in the Other Workspaces window, and click OK. b . Select a workspace template by choosing the Create a New Workspace option and selecting the desired meeting workspace template. c. Click OK. 6. On the Meeting Workspace task pane, click the Create button. The meeting workspace is created, and a link to the meeting workspace is added to the meeting request. If the Outlook meeting 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 to the Outlook meeting attendee list. Y ou can also link a new Outlook meeting to an existing meeting workspace. To do this, follow the same steps as earlier , ex cept instead of selecting the C r eate a N ew W orkspace option in the Meeting Workspace task pane, as in step 5b, select the Link to an Existing Workspace option, and select the workspace from the Workspace drop-down list. Keep in mind that the workspace drop- down list will contain the list of meeting wor kspaces that exist under the location selected in the Select a Location drop-down list. If there are no meeting workspaces under this location, the Select a Workspace dr op-down list will not contain any values. CHAPTER 2 ■ SITES 30 8296Ch02.qxp 2/2/07 2:06 PM Page 30 Creating a New Document Workspace with Office Document workspaces can be created within the Microsoft Office Word, Excel, and PowerPoint pro- g rams. 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 File Options menu, select Publish ➤ Create Document Workspace. b. In Office 2003, select the Shared Workspace option from the Task Pane drop-down header. If the Task Pane is not open, you can open it by selecting View ➤ Task Pane from the 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 new workspace” drop-down list. If the location where you want to create this workspace is not listed choose the “(Type New URL)” option, and enter the location under which the new 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 CHAPTER 2 ■ SITES 31 8296Ch02.qxp 2/2/07 2:06 PM Page 31 Managing Site Security Management of the security for a site is the responsibility of the site owner. The site owner is responsible for assigning rights to users within their site. Rights can be assigned directly to an Active Directory user or g roup, 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 is created, 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; i nstead, the security is based on the rights assigned in the parent site. If security for the subsite is defined to be unique, then the user will be required to assign the appropriate rights to individuals needing access to the site. When creating your WSS sites, it is important to understand the security needs of the individu- als who will be using the sites and to assign users the appropriate security to allow them to work with the materials within the site. Managing SharePoint Groups SharePoint groups contain Active Directory user and group accounts and are used to assign rights within SharePoint. SharePoint groups can be used throughout a site hierarchy to assign rights to sites, lists, and libraries as needed. By default, when a new top-level site is created, three default site gr oups ar e also created. These site groups are listed along with their default permission levels in Table 2-9. Permission levels are a set of permissions granted to a SharePoint group or Active Direc- tor y user or group that provide a specific class or level of access within a site. We will discuss permission 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 the SharePoint 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 Groups link. 4. On the People and Groups page, click the arrow next to the New link to present the New menu. CHAPTER 2 ■ SITES 32 8296Ch02.qxp 2/2/07 2:06 PM Page 32 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 SharePoint group. 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. The owner has the right to update the site’s group information. By default, the owner is listed as the user creating the SharePoint group. c. In the Group Settings section, you can specify if only group members or if everyone has the ability to view group membership information. You can also define if only the group owner 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-mail address that r equests should be sent to is also listed. B y 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 Group Permissions 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 ShareP oint gr oup 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 Groups link. 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 naviga- tion area, click the Settings link, and select the Group Settings option. b. Alternatively, on this page, click the Groups header in the Groups list to present all groups, and click the Edit link next to the desired group name. 5. O n the Change G r oup S ettings page , y ou can update the following: a. I n the N ame and A bout M e D escription section, you can update the group name or About 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 the group, so that either group members or everyone has the right to view the group mem- bership infor mation. Y ou can also update who can edit the membership of the gr oup , so that either only the group owner or all group members have the ability to update the group membership. CHAPTER 2 ■ SITES 33 8296Ch02.qxp 2/2/07 2:06 PM Page 33 [...]... 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 41 829 6Ch 02. qxp 42 2 /2/ 07 2: 06 PM Page 42 CHAPTER 2 I SITES Update the Tree View options as follows: 1 Navigate to the site that needs to be updated 2 On the... page is updated to reflect the changes 57 829 6Ch 02. qxp 2/ 2/07 2: 06 PM Page 58 829 6Ch03.qxp 2/ 2/07 2: 09 PM CHAPTER Page 59 3 III SharePoint Server 20 07 M icrosoft Office SharePoint Server 20 07 (MOSS) builds on the foundation provided by Windows SharePoint Services 3.0 MOSS consists of a set of applications and shared services that extend the WSS capabilities and introduce the following additional functionality:... Figure 2- 23 shows a standard monthly site usage report showing the number of hits per page Figure 2- 23 A monthly site usage report showing the number of hits per page Daily statistics provide a daily breakdown of access volumes Figure 2- 24 shows a daily site usage report detailing the number of hits per page Figure 2- 24 A daily site usage report detailing the number of hits per page 829 6Ch 02. qxp 2/ 2/07 2: 06... Figure 2- 26 depicts a site hierarchy  829 6Ch 02. qxp 2/ 2/07 2: 06 PM Page 55 CHAPTER 2 I SITES Figure 2- 26 The site hierarchy Managing Site and Site Collection Features Along with all of the site capabilities we have been discussing, you also have the ability to enable and disable specific site features within the SharePoint sites, and you have the ability to enable and disable specific site collection... added  829 6Ch 02. qxp 2/ 2/07 2: 06 PM Page 35 CHAPTER 2 I SITES c In the Send E-mail section, identify if a welcome e-mail should be sent, and update the subject 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 People and Groups page Removing Users from a SharePoint. .. and provide a name for the portal The name is used as the display name in the global 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 45 829 6Ch 02. qxp 46 2/ 2/07 2: 06 PM Page 46 CHAPTER 2 I SITES Updating Site Themes A site theme defines the font and color schemes for a site Themes allow complete color and. .. Administration section, click the Sites and Workspaces link 4 On the Sites and Workspaces page, click the delete icon for the subsite to be deleted 5 On the Delete This Site page, click the Delete button 6 On the deletion confirmation window, click the OK button 47 829 6Ch 02. qxp 48 2/ 2/07 2: 06 PM Page 48 CHAPTER 2 I SITES The site is deleted, and you are returned to the Sites and Workspaces page Sites can only... template’s file name, title, and description, and click the OK button The changes to the template are saved, and you are returned to the Site Template Gallery page 49 829 6Ch 02. qxp 50 2/ 2/07 2: 06 PM Page 50 CHAPTER 2 I SITES Deleting Site Templates While you cannot remove the default site templates provided, you can delete any custom site templates created: 1 Navigate to the top-level site 2 On the site’s home... 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  829 6Ch 02. qxp 2/ 2/07 2: 06 PM Page 43 CHAPTER 2 I SITES 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... chapter, we will build on our discussions from Chapter 2 by detailing the enhancements and additional capabilities introduced by MOSS We will discuss how to effectively use these capabilities and how to configure and manage them to meet your specific needs MOSS Portals When SharePoint Server 20 07 is included as part of your SharePoint environment a SharePoint technical administrator can select to create . 2- 18. Figure 2- 18. A mobile access site default page CHAPTER 2 ■ SITES 25 829 6Ch 02. qxp 2/ 2/07 2: 06 PM Page 25 When accessing a site through the mobile link, you are presented with the lists and. task pane. For Office 20 07, this button is on the Meeting tab. For Office 20 03, this button is directly on the form. CHAPTER 2 ■ SITES 29 829 6Ch 02. qxp 2/ 2/07 2: 06 PM Page 29 4. On the Meeting. workspace is created, and the document is placed in the workspace . Figure 2- 21. Microsoft Word 20 07 with a Shared Workspace task pane CHAPTER 2 ■ SITES 31 829 6Ch 02. qxp 2/ 2/07 2: 06 PM Page 31 Managing