Windows SharePoint Services 3 - Department of Health and Human

Windows SharePoint Services 3.0 Help and HowTo I Chapter 1 What’s New .......................................................................................... 1 What's new in Microsoft Windows SharePoint Services 3.0 .............................. 1 Collaborate effectively ..................................................................................... 1 Get started quickly .......................................................................................... 5 Centralize management and control ............................................................... 8 Content ........................................................................................................... 8 People, groups, and alerts ............................................................................ 12 Sites and permissions ................................................................................... 12 Extend and develop other programs and services ........................................ 14 Chapter 2 Getting Started ................................................................................... 15 Getting started with Windows SharePoint Services ......................................... 15 Lists, libraries, and sites ................................................................................ 16 Adding content .............................................................................................. 16 Lists .............................................................................................................. 18 Libraries ........................................................................................................ 19 Sites and pages ............................................................................................ 20 Managing and working with content .............................................................. 22 Organizing lists ............................................................................................. 22 Organizing libraries ....................................................................................... 23 Using accessibility features ........................................................................... 23 Tracking versions .......................................................................................... 23 Managing workflow ....................................................................................... 24 Working with content types ........................................................................... 25 Navigating to content .................................................................................... 25 Staying updated on changes......................................................................... 26 Managing access to content ......................................................................... 27 Chapter 3 Sites ................................................................................................... 28 Introduction to sites, workspaces, and pages .................................................. 28 What is a site? .............................................................................................. 28 What is a workspace? ................................................................................... 28 Site templates ............................................................................................... 30 What is a page? ............................................................................................ 30 Plan the structure of site collections and sites .............................................. 31 Determine who will use the site..................................................................... 31 Site collections, sites, and subsites............................................................... 31 Site collection administrators and the Site name Owners group ................... 31 Determine the content of the site .................................................................. 32 Workspace sites............................................................................................ 32 Other site templates ...................................................................................... 34 Save customizations as templates ................................................................ 34 Plan the navigation structure ........................................................................ 35 Determine access to sites and site content ................................................... 36 Default site templates ................................................................................... 36 Team site ...................................................................................................... 37 Wiki site ........................................................................................................ 37 Blog site ........................................................................................................ 37 II Blank site ...................................................................................................... 38 Document Workspace site ............................................................................ 38 Basic Meeting Workspace site ...................................................................... 39 Decision Workspace site ............................................................................... 39 Social Meeting Workspace site ..................................................................... 40 Multipage Meeting Workspace site ............................................................... 40 Blank Meeting Workspace site ...................................................................... 40 Introduction to content types ......................................................................... 41 What is a content type? ................................................................................ 41 How content types work at the site level ....................................................... 42 How inheritance works for site content types ................................................ 42 How site content types support content management .................................. 42 How content types work in lists and libraries ................................................ 43 How inheritance works for list content types ................................................. 43 Create a site content type ............................................................................. 44 About site content types ................................................................................ 44 Content type considerations ......................................................................... 45 Create a site content type ............................................................................. 46 Chapter 4 Customizing Sites .............................................................................. 47 Introduction to customizing sites and pages .................................................... 47 Overview ....................................................................................................... 47 Ways to customize sites by using a Web browser ........................................ 48 Ways to efficiently customize many sites or pages ....................................... 52 Other ways to customize sites ...................................................................... 54 Change the default images on the home page ................................................ 55 Overview ....................................................................................................... 55 Change the larger image .............................................................................. 55 Change the icon under the site title............................................................... 57 Change the site colors or theme ................................................................... 58 Configure regional settings ........................................................................... 58 Change the regional settings for a site .......................................................... 59 Change your regional settings ...................................................................... 60 Change the regional settings for a site .......................................................... 61 Create a site column ..................................................................................... 61 Create or edit a master page ........................................................................... 63 Overview ....................................................................................................... 63 Create a master page ................................................................................... 63 Edit a master page ........................................................................................ 64 Delete a master page .................................................................................... 64 Save a site as a site template ....................................................................... 65 Share customizations by saving them as templates ..................................... 65 Introduction to site templates ........................................................................ 65 Using site templates...................................................................................... 66 Create a site template ................................................................................... 67 Add a template to the site template gallery ................................................... 67 Introduction to list templates ......................................................................... 67 III Use list templates.......................................................................................... 68 Create a list template .................................................................................... 68 Add a template to a list gallery ...................................................................... 69 Chapter 5 Navigation .......................................................................................... 69 Introduction to site navigation .......................................................................... 69 Customizable navigation elements ............................................................... 69 Noncustomizable navigation elements .......................................................... 70 Customize site navigation ............................................................................. 72 Hide or show the Quick Launch .................................................................... 73 Add or remove a list or library from the Quick Launch .................................. 74 Change the order of items on the Quick Launch ........................................... 74 Add, edit, or delete a Quick Launch heading ................................................ 75 Add a Quick Launch link ............................................................................... 75 Edit, move, or delete a Quick Launch link ..................................................... 75 Customize the top link bar ............................................................................ 76 Configure the top link bar for a site ............................................................... 77 Add, edit, or remove a link from the top link bar ............................................ 77 Reorder links on the top link bar ................................................................... 78 Show or hide the tree view ............................................................................ 78 Configure and manage a shared navigation structure across sites............... 79 Configure the top link bar for the parent site ................................................. 80 Configure the top link bar for subsites........................................................... 81 Chapter 6 Blogs .................................................................................................. 81 Introduction to blogs......................................................................................... 82 Overview ....................................................................................................... 82 Parts of a blog ............................................................................................... 83 Creating blog posts ....................................................................................... 84 Maintaining blogs .......................................................................................... 85 Keeping updated on changes to a blog ......................................................... 85 Create a blog ................................................................................................... 86 Overview ....................................................................................................... 86 Create a blog ................................................................................................ 87 Set up categories .......................................................................................... 88 Customize other blog settings ....................................................................... 89 Configure permissions for a blog ..................................................................... 89 Overview ....................................................................................................... 90 Add users or groups to a blog ....................................................................... 91 Configure permissions for a list or library ...................................................... 92 Specify whether or not content approval is required ..................................... 93 Specify who can view drafts .......................................................................... 94 Specify which items people can read and edit .............................................. 94 Post to a blog ................................................................................................... 95 Overview ....................................................................................................... 95 Post to a blog by using a Web browser......................................................... 96 Post to a blog by sending e-mail ................................................................... 97 Other ways to post to a blog ......................................................................... 97 IV Chapter 7 Discussion Boards ............................................................................. 98 Create a discussion board ............................................................................... 98 Overview ....................................................................................................... 98 Use the default Team Discussion board ....................................................... 99 Create a new discussion board ................................................................... 100 Set up a discussion board to receive e-mail ............................................... 100 Start a discussion........................................................................................ 101 Customize a discussion board ....................................................................... 102 About customizing discussion boards ......................................................... 102 Create a view .............................................................................................. 105 Edit a view .................................................................................................. 105 Delete a view .............................................................................................. 106 Specify the default public view .................................................................... 106 Participate in a discussion ............................................................................. 106 Create a new discussion topic .................................................................... 106 Reply to a discussion .................................................................................. 107 Participate in a discussion by using e-mail ................................................. 107 Edit your own discussion topic .................................................................... 108 Edit your reply to a discussion .................................................................... 109 Change how you view a discussion ............................................................ 109 Chapter 8 Document Workspace ...................................................................... 110 Create and manage a Document Workspace site.......................................... 110 Overview ..................................................................................................... 110 Create a Document Workspace site from a document in a library .............. 111 Create an empty Document Workspace site ............................................... 111 Add a document .......................................................................................... 112 Add a user .................................................................................................. 112 Add a task ................................................................................................... 113 Add an announcement ................................................................................ 113 Add a link to the Links list ........................................................................... 114 Create an e-mail alert for a task .................................................................. 114 Publish a document back to a library from a Document Workspace site .... 115 Delete a Document Workspace site ............................................................ 115 Collaborate on a document on a Document Workspace site ......................... 115 Edit a document .......................................................................................... 116 Add a task ................................................................................................... 117 Create an e-mail alert for a task .................................................................. 117 Add an announcement ................................................................................ 118 Add a link to the Links list ........................................................................... 118 Chapter 9 Meeting Workspace ......................................................................... 118 Create a Meeting Workspace site .................................................................. 118 How can I use a Meeting Workspace site? ................................................. 119 Where can I create a Meeting Workspace site?.......................................... 120 Choose a Meeting Workspace template ..................................................... 120 Create or link to a Meeting Workspace site when you create an event....... 121 Create a Meeting Workspace site without creating an event ...................... 122 V Customize a Meeting Workspace site ............................................................ 122 Add a commonly used list or library to a Meeting Workspace site .............. 123 Add any list or library to a Meeting Workspace site .................................... 123 Remove the view of a list or library in a Meeting Workspace site ............... 123 Restore the view of a list or library in a Meeting Workspace site ................ 124 Delete a list or library from a Meeting Workspace site ................................ 124 Change the layout of a Meeting Workspace site ......................................... 125 Change the site settings of a Meeting Workspace site ............................... 125 Share lists or library items for multiple or recurring meetings ..................... 126 Manage the attendees in a Meeting Workspace site ..................................... 127 How the Attendees list is created ................................................................ 128 Add meeting attendees with Windows SharePoint Services 3.0 ................. 129 Edit the meeting attendees ......................................................................... 129 Delete meeting attendees ........................................................................... 129 Assign and track tasks in a Meeting Workspace site ..................................... 130 Create a Tasks list ...................................................................................... 130 Add and assign the tasks ............................................................................ 130 Update the tasks ......................................................................................... 131 Add, change, and delete pages in a Meeting Workspace site ....................... 131 Add a page to a Meeting Workspace site ................................................... 131 Rename a page in a Meeting Workspace site ............................................ 132 Change the order of pages in a Meeting Workspace site ........................... 132 Delete a page from a Meeting Workspace site ........................................... 132 Chapter 10 Surveys .......................................................................................... 133 Create a survey.............................................................................................. 133 Plan a survey .............................................................................................. 133 Create a survey........................................................................................... 134 Change an existing survey ............................................................................. 135 Edit a question ............................................................................................ 135 Add a question ............................................................................................ 136 Delete a question ........................................................................................ 136 Add a page break between questions ......................................................... 137 Change the order of questions .................................................................... 137 Add branching logic to a survey ..................................................................... 137 Overview ..................................................................................................... 138 Add branching logic to a survey question ................................................... 140 Respond to a survey ...................................................................................... 141 Respond to a survey ................................................................................... 141 Edit your response to a survey.................................................................... 141 Complete a partial response to a survey ..................................................... 142 View and analyze survey results .................................................................... 142 See an overview of a survey and its responses .......................................... 142 View a graphical summary of all responses ................................................ 143 View all survey responses .......................................................................... 143 View a single survey response.................................................................... 144 Export responses to a spreadsheet ............................................................ 144 VI Chapter 11 Wiki Sites ....................................................................................... 145 Create a wiki .................................................................................................. 145 Overview ..................................................................................................... 145 Who can create wiki sites? ......................................................................... 146 Creating a wiki site ...................................................................................... 146 Create a wiki site ......................................................................................... 147 Edit a wiki page ........................................................................................... 149 Add an image to a wiki page ....................................................................... 149 Add a wiki link to another wiki page ............................................................ 150 Create a wiki page from a placeholder wiki link .......................................... 151 Add a list or library to a wiki site .................................................................. 151 Edit a wiki ....................................................................................................... 151 Edit a wiki page ........................................................................................... 151 Edit a wiki link or its display text .................................................................. 152 View all pages of a wiki ............................................................................... 152 Check out a wiki page for editing ................................................................ 153 Delete a wiki page ....................................................................................... 153 Manage a wiki ................................................................................................ 153 Overview ..................................................................................................... 153 Setting unique permissions ......................................................................... 154 Working with SharePoint groups ................................................................. 154 Add users to a wiki ...................................................................................... 155 Stop inheriting permissions from a parent site ............................................ 155 Restore a previous version of a wiki page .................................................. 156 See which pages link to the current page ................................................... 156 Delete unwanted pages .............................................................................. 156 View or restore previous versions of a wiki .................................................... 157 View a previous version of a wiki page ....................................................... 157 View a history of all previous versions ........................................................ 157 Restore a previous version of a wiki page .................................................. 157 Format text in a text field ................................................................................ 158 Format text in an enhanced text field ............................................................. 161 Chapter 12 Lists and Libraries .......................................................................... 165 Add an existing content type to a list or library ............................................... 165 How content types work in lists and libraries .............................................. 166 How inheritance works for list content types ............................................... 166 Add a content type to a list or library ........................................................... 166 Change the New button order or default content type ................................. 167 Approve or reject items or files in a list or library............................................ 168 Change a content type for a list or library ...................................................... 169 Add a document template to a content type ................................................ 169 Add a column to a content type................................................................... 170 Change the order of columns for a content type ......................................... 171 Make a column required for a content type ................................................. 172 Add a workflow to a content type ................................................................ 172 Make a content type read-only .................................................................... 174 VII Manage lists and libraries with many items .................................................... 174 Ways to manage large lists and libraries .................................................... 174 Creating indexed columns .......................................................................... 175 Creating filtered views ................................................................................. 175 Organizing items into folders....................................................................... 176 Index a column............................................................................................ 176 Create a filtered view by using an indexed column ..................................... 177 Add an indexed column to an existing view ................................................ 178 Set limits for RSS Feeds ............................................................................. 178 Require approval of items or files in a list or library........................................ 179 Types of files that cannot be added to a list or library .................................... 180 Chapter 13 Libraries ......................................................................................... 186 Introduction to libraries ................................................................................... 186 Ways to work with libraries ......................................................................... 186 Types of libraries......................................................................................... 187 Create a library .............................................................................................. 188 Add one or more files to a library ................................................................... 190 Create a file in a library ............................................................................... 190 Add a file to a library ................................................................................... 191 Add multiple files to a library ....................................................................... 193 Add files to a library by sending e-mail ....................................................... 194 Organize files in a library ............................................................................... 195 Ways to organize files ................................................................................. 195 Storing many documents in one library ....................................................... 195 Creating multiple libraries ........................................................................... 196 Add a column to a library ............................................................................ 197 Create a view .............................................................................................. 197 Create a folder in a library ........................................................................... 200 View or change the information about a file or folder in a library ................... 200 View the information about a file or folder ................................................... 201 Change the information about a file or folder .............................................. 201 Delete a library ............................................................................................... 201 Overview ..................................................................................................... 201 Delete a library ............................................................................................ 201 Chapter 14 Lists ................................................................................................ 202 Introduction to lists ......................................................................................... 202 Overview ..................................................................................................... 202 Ways to work with lists ................................................................................ 203 Types of lists ............................................................................................... 204 Create a list .................................................................................................... 206 Create a list from a list template.................................................................. 206 Create a custom list .................................................................................... 208 Add a column to a list .................................................................................. 209 Create a list based on a spreadsheet ......................................................... 210 Create and manage a project task list ............................................................ 211 Create a project task list ............................................................................. 212 VIII Add tasks to a project task list..................................................................... 212 View a project task list ................................................................................ 213 Edit or delete items in a project task list ...................................................... 214 Create a calendar .......................................................................................... 214 Overview ..................................................................................................... 214 Customize the default calendar................................................................... 216 Create a new calendar ................................................................................ 216 Add an event from a site ............................................................................. 217 Add an event by sending e-mail .................................................................. 217 Add, edit, or delete a list item ......................................................................... 218 Add an item to a list .................................................................................... 219 Add an item by sending e-mail .................................................................... 219 Edit an item in a list ..................................................................................... 221 Delete an item in a list................................................................................. 221 Organize items in a list ................................................................................... 222 Ways to organize lists ................................................................................. 222 Storing many items in one list ..................................................................... 223 Creating multiple lists .................................................................................. 223 Add a column to a list .................................................................................. 224 Create a view .............................................................................................. 224 Select another view..................................................................................... 227 Add a folder to a list .................................................................................... 227 Delete a list .................................................................................................... 227 Overview ..................................................................................................... 228 Delete a list ................................................................................................. 228 Chapter 15 Versioning ...................................................................................... 228 Introduction to versioning ............................................................................... 228 Overview ..................................................................................................... 228 When versions are created ......................................................................... 230 Working with major and minor versions ...................................................... 230 Version numbering ...................................................................................... 231 How versioning works with content approval .............................................. 232 How versioning works with file check-out .................................................... 233 Enable and configure versioning for a list or library ....................................... 234 Overview ..................................................................................................... 234 Managing major and minor versions ........................................................... 234 Other settings that affect versioning ............................................................ 235 Content approval......................................................................................... 235 Requiring check-out .................................................................................... 236 Determining who can see draft items .......................................................... 236 List or library permissions ........................................................................... 237 Control how many versions are stored........................................................ 238 Enable versioning ....................................................................................... 239 Require content approval in a list or library ................................................. 239 Require check-out for files in a library ......................................................... 240 Require check-out for files in a library ......................................................... 241 IX Specify who can view drafts ........................................................................ 243 Check out and edit a file ................................................................................ 245 Overview ..................................................................................................... 245 Check out a file ........................................................................................... 246 Undo check-out and discard changes to a file ............................................ 247 Check in a file ................................................................................................ 247 Overview ..................................................................................................... 247 Check in a file ............................................................................................. 248 Overwrite a minor version when checking in a file ...................................... 249 Restore or delete a previous version of an item or file ................................... 250 Overview ..................................................................................................... 250 Restore a previous version ......................................................................... 251 Delete a previous version ........................................................................... 251 Delete all previous versions ........................................................................ 252 Delete all minor versions ............................................................................. 252 View the version history of an item or file ....................................................... 253 Chapter 16 Web Parts ...................................................................................... 254 Introduction to customizing pages by using Web Parts .................................. 254 Overview of Web Parts and Web Part Pages ............................................. 254 Web Part properties .................................................................................... 256 Web Part views ........................................................................................... 257 Web Parts and Web Part connections ........................................................ 257 Web Part zones and their properties........................................................... 258 Types of Web Parts .................................................................................... 258 Default Web Parts ....................................................................................... 258 Preconfigured List View Web Parts............................................................. 259 Custom Web Parts ...................................................................................... 260 Ways to use Web Parts and Web Part Pages ............................................ 260 Ways to create and customize a Web Part Page ........................................ 260 Web browser support for Web Part Pages .................................................. 261 Add or remove a Web Part ............................................................................ 262 Add a Web Part by using the Add Web Parts dialog box ............................ 262 Add a Web Part by using the tool pane ....................................................... 265 Remove or delete a Web Part ..................................................................... 266 Connect data in Web Parts ............................................................................ 266 Overview of Web Part connections ............................................................. 266 Create Web Part connections ..................................................................... 267 Create or change a connection between two Web Parts ............................ 268 Complete a Web Part connection in the Configure Connection dialog box . 270 Remove a connection between two Web Parts........................................... 271 Common types of Web Part connections .................................................... 271 Customize a Web Part Page .......................................................................... 277 Create a personal view or restore the shared view of a Web Part Page ..... 278 Create a personal view ............................................................................... 278 Restore the shared view ............................................................................. 278 Edit the Web Part Page title bar .................................................................. 278 X Add a Web Part........................................................................................... 280 Customize the view of a list or library in a Web Part ................................... 283 Change the layout of a Web Part Page....................................................... 283 Manage and share Web Parts and Web Part Pages ..................................... 284 Overview of Web Part galleries ................................................................... 284 Closed Web Parts ....................................................................................... 284 Site Name Gallery ....................................................................................... 285 Server Gallery ............................................................................................. 285 Manage the Web Part Gallery ..................................................................... 285 Add a Web Part to a custom group ............................................................. 286 Import and export Web Parts ...................................................................... 286 Export a Web Part....................................................................................... 287 Import a Web Part ....................................................................................... 287 Manage Web Part Page permissions.......................................................... 288 Display data from a list or library on a separate page .................................... 289 Ways to display lists and libraries in a Web Part......................................... 289 Display a list or library in a Web Part .......................................................... 290 Display a different view of a list or library in a Web Part ............................. 290 Customize the view of a list or library in a Web Part ................................... 291 Content Editor Web Part ................................................................................ 291 Ways you can use the Content Editor Web Part ......................................... 292 Add content to the Content Editor Web Part ............................................... 292 Combine edited and linked content ............................................................. 293 Custom properties of the Content Editor Web Part ..................................... 293 Common properties of Web Parts ............................................................... 294 Form Web Part............................................................................................... 297 Ways you can use the Form Web Part ....................................................... 297 Connect the Form Web Part to another Web Part ...................................... 298 Customize the Form Web Part .................................................................... 298 Custom property of the Form Web Part ...................................................... 299 Common properties of Web Parts ............................................................... 300 Image Web Part ............................................................................................. 303 Ways you can use the Image Web Part ...................................................... 303 Ways you can display an image.................................................................. 303 Connect the Image Web Part to another Web Part ..................................... 304 Custom properties of the Image Web Part .................................................. 304 Common properties of Web Parts ............................................................... 305 List View Web Part......................................................................................... 309 Ways you can use the List View Web Part ................................................. 309 Customize the view of a list or library in a Web Part ................................... 310 Connect a List View Web Part to another Web Part ................................... 311 Supported list types that can be connected ................................................ 313 Supported list column types that can be connected .................................... 314 Custom properties of the List View Web Part ............................................. 314 Common properties of Web Parts ............................................................... 316 Page Viewer Web Part................................................................................... 319 XI Ways you can use the Page Viewer Web Part ........................................... 319 How the Page Viewer Web Part displays a Web page within a Web Part Page ........................................................................................................... 320 Custom properties of the Page Viewer Web Part........................................ 320 Common properties of Web Parts ............................................................... 321 Site Users Web Part ...................................................................................... 325 Custom properties of the Site Users Web Part ........................................... 325 Common properties of Web Parts ............................................................... 326 XML Web Part................................................................................................ 329 Ways you can use the XML Web Part ........................................................ 329 Ways to add content ................................................................................... 329 Combine edited and linked XML content .................................................... 330 Custom properties of the XML Web Part .................................................... 330 Common properties of Web Parts ............................................................... 331 Chapter 17 Workflows....................................................................................... 334 Introduction to workflows ............................................................................... 334 What are workflows? ................................................................................... 335 A workflow that is predefined for a site ....................................................... 336 Support for custom workflows ..................................................................... 337 Steps involved in using workflows ............................................................... 337 Adding a workflow to a list, library, or content type ..................................... 338 Starting a workflow on a document or item ................................................. 339 Completing workflow tasks ......................................................................... 339 Tracking the status of workflows ................................................................. 339 Activate or deactivate the Three-state workflow as a site collection feature .. 339 Activate the Three-state workflow ............................................................... 340 Deactivate the Three-state workflow ........................................................... 340 Add or change a workflow for a list, library, or content type ........................... 340 Creating and deploying workflows .............................................................. 340 Add or change a workflow for a list, library, or content type ........................ 341 Cancel a workflow in progress ....................................................................... 343 Complete a workflow task .............................................................................. 344 Complete multiple workflow tasks in a list ...................................................... 345 Complete multiple Disposition Approval tasks at once ................................ 345 Manually start a workflow on a document or item .......................................... 346 Remove a workflow from a list, library, or content type .................................. 346 Use a Three-state workflow ........................................................................... 347 How does the Three-state workflow work? ................................................. 347 Set up a list to use with a Three-state workflow .......................................... 349 Create an issue-tracking list for use with a Three-state workflow ............... 349 Create a custom list for use with a Three-state workflow ............................ 350 Customize a custom list for use with a Three-state workflow ...................... 350 Add a Three-state workflow to a list ............................................................ 351 Start a Three-state workflow on an item ..................................................... 353 Complete a workflow task in a Three-state workflow .................................. 354 Use a workflow to manage content approval for a library .............................. 354 XII Step 1: Enable content approval and specify draft item security for the library .................................................................................................................... 355 Step 2: Enable major and minor versioning for the library .......................... 356 Step 3: Set up a workflow to manage content approval for a library ........... 356 View the status of a workflow in progress ...................................................... 358 View workflow tasks ....................................................................................... 359 View workflow tasks in the Tasks list .......................................................... 359 Locate a custom tasks list and view all the tasks for a workflow in progress .................................................................................................................... 359 Chapter 19 Viewing Information ........................................................................ 360 Create or change a view ................................................................................ 360 Overview ..................................................................................................... 360 Types of views ............................................................................................ 362 Create a view .............................................................................................. 363 Before you begin ......................................................................................... 363 Create a view .............................................................................................. 363 Work with mobile views ............................................................................... 364 Add columns ............................................................................................... 366 Change the settings for a column ............................................................... 366 Delete a column .......................................................................................... 367 Select another view or change a view ......................................................... 368 Chapter 20 Security .......................................................................................... 368 About controlling access to sites and site content.......................................... 368 How security elements are assigned to a securable object ........................ 369 Hierarchy and inheritance ........................................................................... 370 Plan for permission inheritance ................................................................... 372 About managing SharePoint groups and users.............................................. 373 Default SharePoint groups .......................................................................... 373 Customizing SharePoint groups.................................................................. 374 Assigning users and groups ........................................................................ 375 About security features of Windows SharePoint Services 3.0 ....................... 375 Enable anonymous access ............................................................................ 377 Anonymous access considerations ............................................................. 379 Enable anonymous access on a site ........................................................... 379 Enable anonymous access on a list or library ............................................. 380 Give users access to a site ............................................................................ 380 Learn about groups and permission levels ................................................. 381 Create and configure groups....................................................................... 382 Create a group ............................................................................................ 383 Change the permission level of a group ...................................................... 383 Add users to groups .................................................................................... 383 Manage permission levels ............................................................................. 385 Create a permission level ........................................................................... 385 Copy a permission level .............................................................................. 386 Edit a permission level ................................................................................ 386 Delete a permission level ............................................................................ 387 XIII Inherit permissions from parent site ............................................................ 387 Manage permissions for a list, library, folder, document, or list item .............. 388 View users and SharePoint groups associated with a list or library ............ 389 View users and SharePoint groups associated with a folder, document, or list item ............................................................................................................. 389 Add users to a list or library ........................................................................ 389 Add users to a folder, document, or list item ............................................... 390 Create a new SharePoint group from a list or library .................................. 391 Create a new SharePoint group from a folder, document, or list item ......... 392 Edit permission assignments on permission levels on a list or library ......... 393 Edit permission assignments on permission levels on a folder, document, or list item ........................................................................................................ 394 Break permission inheritance on a list or library.......................................... 395 Break permission inheritance on a folder, document, or list item ................ 395 Inherit permissions for a list or library ......................................................... 396 Inherit permissions for a folder, document, or list item ................................ 397 Remove user permissions from a list or library ........................................... 398 Remove user permissions from a folder, document, or list item ................. 398 Manage SharePoint groups ........................................................................... 399 Add users to a SharePoint group or directly to the site ............................... 399 Remove users from a SharePoint group ..................................................... 400 Create a new SharePoint group .................................................................. 400 Change group settings ................................................................................ 401 Delete a SharePoint group .......................................................................... 401 Edit group Quick Launch list ....................................................................... 401 Set up groups.............................................................................................. 402 Permission levels and permissions ................................................................ 402 Default permission levels in Windows SharePoint Services 3.0 ................. 403 List, site, and personal permissions ............................................................ 404 List Permissions .......................................................................................... 404 Site Permissions ......................................................................................... 405 Personal Permissions ................................................................................. 406 List permissions .......................................................................................... 407 Remove users and groups from site access .................................................. 410 Remove users from a group ....................................................................... 411 Delete a group ............................................................................................ 411 Delete a user from a site collection ............................................................. 411 View the user alerts .................................................................................... 411 View users and SharePoint groups and edit the Quick Launch group list ...... 412 View users .................................................................................................. 412 View SharePoint groups ............................................................................. 412 Edit the Quick Launch group list ................................................................. 413 1 Chapter 1 What’s New What's new in Microsoft Windows SharePoint Services 3.0 Microsoft Windows SharePoint Services 3.0 helps teams to stay connected and productive by providing easy access to the people, documents, and information that they need to make well-informed decisions and get work done. Groups can work together efficiently and set up sites and workspaces quickly. SharePoint sites are scalable for organizations of all sizes, ranging from a small team to a global corporation. Collaborate effectively Key enhancements to Windows SharePoint Services can improve the way that you work with documents and tasks and how you share information with others. Send e-mail to a SharePoint site You can use e-mail to add content to your site, such as discussion items, calendar events, and documents. Just as you send e-mail to your team to discuss tasks and projects, you can also send e-mail to lists and libraries on a SharePoint site that is enabled to receive e-mail. By default, if your administrator enabled incoming e-mail on your site, you can add content to the following lists and libraries: discussion boards, announcements, calendars, document libraries, picture libraries, form libraries, and blog post lists. You can also archive e-mail that is sent to a SharePoint group (SharePoint group: A group of users that can be created on a SharePoint site to manage permissions to the site and to provide an e-mail distribution list for site users. A group can be used by many sites in one site collection.), so 2 that your team members can easily follow a discussion on a SharePoint site instead of having to find messages in their full Inboxes. Documents, discussions, and other content are sent by e-mail. The content is added to lists and libraries. Get mobile access to a SharePoint list You can view a list on a mobile device, which helps you to stay current on team projects and tasks when you are on the road. Lists appear on phones (or other telecommunications devices that support international standards) in a simplified text format, with a link that you can use to view the next page of items in a view. You can also receive alerts as lists are updated. Share ideas with blogs People in your organization can share ideas and information about products, technologies, and processes by publishing that information as posts to a blog. Blogs typically have an author who creates content on a regular basis. A blog (also known as a weblog) consists of frequent short posts. The posts are displayed in order starting with the most recent post. It only takes a few clicks to create a blog, post to a blog, subscribe to updates, and customize a blog. Authors can interact with readers through comments. 3 Some possible uses include:  An executive's journal for sharing thoughts and vision  A community for building customer relationships  An informal site where teams can share news and tips Brainstorm easily with wiki sites You can use a wiki site to brainstorm ideas, collaborate on a team design, manage knowledge bases, or just gather routine information in a searchable format that is easy to create. By using a Web browser, your team members can create and annotate pages that link to each other — they don't need a word processor or special technical knowledge. Wiki sites track changes as people add and change content. A wiki can also help your team to build an outline that you create later in a word processing program. 4 Poll people more effectively with improved surveys Surveys are more flexible, with better control over the layout. A partial response feature enables people to save incomplete responses if they don't want to finish all of their responses at once or if they get interrupted. You can set up questions to appear conditionally, based on a response to a previous question in the survey. For example, if you were seeking feedback from participants of a professional convention, you could first ask which sessions they attended and then display only the questions about those sessions. You can insert page breaks to better organize the survey, and insert more survey questions. There are no built-in restrictions to the number of questions you can include, although you may experience limitations based on your database and bandwidth resources. Track your tasks visually with Gantt view You can create a Project Tasks list, which includes a Gantt view by default, or add a Gantt view to other types of lists. Gantt view includes a visual overview of project tasks, sometimes called a Gantt chart, that you can use to monitor dates and progress. 5 Receive updates about lists and libraries with RSS Feeds You can keep track of their projects and information with RSS Feeds. Instead of browsing multiple team sites, you can receive periodic updates about the lists and libraries that interest you. You can use RSS Feeds to receive updates from a variety of resources, including news sites and blogs, in a consolidated location, such as an RSS reader or feed aggregator. Manage documents and lists offline Now you can take your important work with you wherever you go, when you are working with programs that are compatible with Windows SharePoint Services 3.0. You can check out files from some programs, such as Microsoft Office Word 2007, and work with them offline. With some database programs that are compatible with Windows SharePoint Services 3.0, such as Microsoft Office Access 2007, you can update, manage, and analyze list data. With some e-mail programs that are compatible with Windows SharePoint Services 3.0, such as Microsoft Office Outlook 2007, you can work offline on files in a library and items in the following types of lists: calendars, contacts, tasks, and discussions. When you connect back online, you can update your files on the server. List items are updated automatically. Get started quickly Sites are more usable, with an improved user interface that is easier to navigate and to customize. Special features, such as improved navigation and more accessible sites, enable you to work with content on your site more easily. Customize your sites quickly Themes help you to quickly give your sites a professional appearance. You can customize and reorder the Quick Launch and other navigation more easily, right from the browser. 6 View your files in a folder, or tree view You can work with your files, and even lists, in a folder structure that is similar to Microsoft Windows Explorer. Navigate sites more easily Improved navigation helps you to see where you are on a Web site relative to other sites or within the site. Now you can move more easily through sites, up to parent sites, and across sites. Navigation text, called breadcrumb navigation, enables users to move around easily within a site and understand how the current page or subsite fits into the rest of the site structure. Track your work with improved calendars You can now add and revise events from your SharePoint calendar while working with a program that is compatible with Windows SharePoint Services 3.0, such as Office Outlook 2007. You can even overlay your calendars to summarize and compare events on specific dates in the calendar program. In your SharePoint calendar, you can enter all-day events and specify more types of repeating, or recurring, events. You can track team projects more effectively with visual improvements to the day, week, and month views. You can apply a calendar view to lists that have start and end dates. 7 Calendars have different views. All-day events appear at the top of a calendar according to date; other events appear according to date and time. Create more accessible sites Navigation within the site is improved, and lists, libraries, and other features can be fully accessed by using only keystrokes. A More Accessible Mode enables users of accessible technologies to more easily interact with menus and various controls. Skip to Main Content links enable keyboard users to skip over repetitive navigation links to the more meaningful content on a page. The markup of headings is designed to better define the structure and improve navigation for people who use screen readers. Images that are uploaded to the site allow for custom alternative text to be defined. For example, you can assign custom alternative text to the image that appears on the home page in the Site Image Web Part (Web Part: A modular unit of information that consists of a title bar, a frame, and content. Web Parts are the basic building blocks of a Web Part Page.) or to a picture that you add to a picture library. For viewing SharePoint sites, the high contrast options in Microsoft Windows work well for users with low vision. Copy documents easily to another location You can easily send a document to another document library on the same site or a different site. When you check in a document from the browser, you can specify whether you want to be prompted to update the document in the other locations. 8 Use content types effectively Content types help you to organize and manage content in more meaningful and flexible ways. For example, do people in your organization frequently create budget worksheets that contain the same group of settings? Or do they create contracts that have the same disclaimer text? If so, you can create content types to ease duplication and improve consistency. A content type is a reusable collection of settings that is applied to a certain category of content. You can also specify more than one type of template to use within the same document library with the settings that you specify, such as presentations, budget worksheets, and contracts. Content types can be managed across a site, and one content type can inherit its settings from another content type. Create more robust lists Now, lists can be larger, and they are more versatile with the use of folders and indexing. You can set up folders within lists, assign metadata to folders, and track versions of list items. More options are available for lookup fields, which can access data from other lists. For example, you can enable users to select multiple items in the same list. Centralize management and control SharePoint sites provide better ways to manage content and people. Whether you are a contributor to a team site, a site owner, or a server administrator, there are several ways that you can work more effectively. Content Better document recovery When you delete a document, it is first sent to your Recycle Bin. From there, you can remove the item from the Recycle Bin or restore it back to the live site. Removing the item from the Recycle Bin sends the item to the site collection Recycle Bin, where a site collection administrator can delete or restore the item. The Recycle Bin can store lists, libraries, folders, list items, documents, and Web Part Pages. A site collection administrator can view all the deleted content for the site collection. A server administrator can control how the Recycle Bins are used. For example, a server administrator can clean up items that are more than a certain number of days old, or disable the Recycle Bin entirely. 9 End-user deletes the Agenda document from a document library. The document is moved to the Recycle Bin for the site, where people can restore it or delete it. If the file is deleted from the site Recycle Bin, it is sent to the Site Collection Recycle Bin, where an administrator can restore it or delete it permanently. Option to require document checkout Users can be required to check out a file from a library before it is edited. Requiring checkout means that only one user can modify a file at a time, which reduces the possibility that changes can be overwritten by another user accidentally. Better control with master pages Site designers can more easily control the common elements of a Web site, such as a company header or the navigation format by using a master page. This master page is reused across the site, so that you can customize the look, feel, and behavior of a site once, rather than make the same changes to every page. 10 Centralized control of lists with site columns You can create site columns to ensure that each list that is based on the site column has the same definition. This feature eliminates the tedious work of reproducing the column for each list and allows you to maintain the settings in one place. For example, you can create a column that contains the names of regional offices, so that people can easily choose the office name from a list. If the names change or if new names need to be added, you can update the information in one place. Because a site column is consistent across lists, you can use a site column to manage and analyze data across multiple lists. Better management of versions You can quickly view who makes which changes to a file or list item and restore older versions of documents or list items. Details that describe the document but aren't part of the document, sometimes called metadata, are also stored for each version of the document. People can easily set up views to track how the metadata has changed. You can save a document as a major version (major version: A numbered copy of a file that has changed significantly since the previous major version. Each major version is identified by a whole number (1, 2, 3, ...) to indicate that it is published for a wider group in your organization to view.) for substantial changes , or as a minor version (minor version: A decimal-numbered copy (0.1, 0.2, 1.1, ...) of a file that is in a stage of revision or that has changed only slightly since the previous version. Typically, a minor version is not published for a wider group in your organization to view.) for minor changes such as fixing typographical errors. Document library owners can specify how many older versions to keep. 11 The current published major version is highlighted, and the version number is a whole number. A version is created when properties or metadata changes. The first version of a file is always minor version number 0.1. Versions of list items Versioning can be enabled on lists so that each list item has its own version history. You can see when and how items change and restore older versions of items. As with document versions, you can also specify how many versions to keep. 12 Visibility and approval of draft documents Files can be hidden from certain groups of users on a site while they are being drafted. You can also specify an appropriate level of approval for a document by managing it with a workflow. Process management through workflows You can streamline the cost and time required to coordinate common business processes, such as project approval or document review, by managing and tracking the human tasks involved with these processes. For example, an organization can create and deploy a basic custom workflow to manage the approval process for drafts of documents in a document library. People, groups, and alerts Better management of people and groups The People and Groups page makes it easy to manage people on your site. You can add people to groups, so that you can manage access more efficiently for a group of users at one time. You can also view information about other people, based on your directory service, and manage information about yourself. For example, depending on how your site is set up, you can view someone's office number or add an image of yourself to your profile. Regardless of where you are currently working on a SharePoint site, you can use this feature to easily find information about other people. More relevant alerts Alerts enable people to receive the right information at the right time, such as knowing when a critical document changes or when new items are added to a list. Depending on your role, you can set alerts automatically for other people or groups. For example, you can alert people on another team when changes are made to a schedule that affects them. Sites and permissions More specific permissions You can manage permissions by using permission levels, and you can manage users by using SharePoint groups. A permission level is a collection of permissions that can be applied to a user or a group. A SharePoint group is a collection of users who share similar permissions. You can set permissions at the item, file, folder, list, library, and site level. For example, you can enable people to work with most items in a document library but restrict access to a sensitive document. 13 Improved backup and restoration of sites Administrators have more flexibility for backing up and restoring sites in case of system or catastrophic failures. Central Administration tools can perform Structured Query Language (SQL) data backups for most site elements. Improved search and logging Search indexing is supported within a site collection and across lists. Indexing enables more effective querying across folders and within large lists. You can also have a change log created that enables more efficient searching and crawling of a site. The change log is based on precise indexing of items that have changed, which provides search results more quickly and with lower overhead. Contextual display, based on user permissions When users don't have permission to change settings or content, the related links, commands, buttons, and instructions are not displayed on the site. This prevents end users from viewing the features and content that they don't have the permission to use or change and from attempting to use features that are not enabled or configured with the correct settings. More flexible and scalable deployment and upgrade Deployment is more visual and simplified for a single-server configuration and more robust and configurable for enterprise organizations. There are more options for organizations that are upgrading from a previous version, including more automation, and the flexibility to upgrade specific site collections over time, while keeping the current sites in place, to minimize disruption and maintain integrity of data. Programmatically, you can use content migration application programming interfaces (APIs) to export and import smaller elements, while preserving security. Manage syndicated information You can manage whether and how your organization uses RSS Feeds to receive updates to lists and other information through subscriptions. Welcome menu A SharePoint site displays a Welcome menu, which people can use to manage their settings. The Welcome menu can require users to log in and to completely log out when they are finished. From the menu, someone else can log in with different credentials on the site. 14 Extend and develop other programs and services A customizable and extensible platform enables you to build core process solutions and work with other programs. The following information provides an overview of some key features; for detailed information, see the Windows SharePoint Services Developer Center on MSDN. Enhancements to events Events are key to developing rich solutions. Events enable solution providers to take advantage of behaviors and override default behaviors. Both synchronous and asynchronous events are supported, for a rich set of event types across lists and libraries. For example, a solution that ensures that a document always has a copyright in the footer can be associated with a central content type that applies it to all document libraries associated with that type. Developer site template improvements The Features functionality builds upon site and list definitions from the previous version of Windows SharePoint Services and extends the functionality into a single framework. It establishes discrete portions of functionality that can be applied to a site and then individually enabled or disabled. Features You can use Features to reduce the complexity involved in making simple site customizations. Features eliminate the need to copy large sections of code to change simple functionality, as well as reduce versioning and inconsistency issues that can arise among front-end Web servers. Features make it easier to activate or deactivate functionality in the course of a deployment, and administrators can easily transform 15 the template or definition of a site by simply toggling a particular Feature on or off in the user interface. The Features functionality includes integrated feature verification and localization. Extensible field types Developers can use extensible field types to create custom controls. These types can be exposed as simple fields within a list or document library. For example, someone might use a custom field type to build a ratings system that assigns stars to content based on its popularity. Cross-list query support You can build richer and more relevant queries that span objects, sites, and site collections. This enables developers to build more efficient queries, more similar to SQL queries. Microsoft .NET Framework support By building on the .NET Framework, third-party solution developers can build rich solutions and customize components. Programmatically manage site migration You can use content migration APIs to export and import smaller elements while preserving security. Enhanced Web services New methods are provided for various Web services, including content type integration, document library manipulation, search, messaging application synchronization, content publishing, and workflow. For more information, see the Windows SharePoint Services Developer Center on MSDN. Extensible site templates Designers can use the templates as a starting point and edit them in Web design or application design programs that are compatible with Windows SharePoint Services 3.0, such as Microsoft Visual Studio or Microsoft Office SharePoint Designer 2007. Chapter 2 Getting Started Getting started with Windows SharePoint Services Microsoft Windows SharePoint Services 3.0 helps organizations, teams, and business units to be more effective by connecting people and information. You do not need to have expertise in designing Web sites to get started. 16 This article provides information and links to help you, whether you are just viewing a contacts list for your team or creating new sites. You can find additional information in Help or by browsing the Web. Find links to additional information and resources in the See Also section. Lists, libraries, and sites A list is a collection of information where your organization can store, share, and manage information. For example, you can create a sign-up sheet for an event or track team events on a calendar. You can also host discussions on a discussion board. For more general information about lists, see Introduction to lists. A library is similar to a list, except that it stores files as well as information about files. You can control how documents are viewed, tracked, managed, and created in libraries. For more general information about libraries, see Introduction to libraries. Lists and libraries are stored on sites. A site is a group of related Web pages where your team can work on projects, conduct meetings, and share information. For example, your team might have its own site where it stores schedules, files, and lists. For more general information about sites, see Introduction to sites, workspaces, and pages. Adding content 17 You can add items to lists and files to libraries by using a Web browser. You can also save files to a library from some client programs that are compatible with Windows SharePoint Services. For example, you can save a Microsoft Office Word document to a library on a SharePoint site while you work in Word. To add an item to a list or a file to a library, you must have permission to contribute to the list or library. For more information about how your organization uses permissions and permission levels, see your site owner or administrator. Lists and libraries can also take advantage of e-mail features, if incoming or outgoing mail is enabled on your site. Some lists, such as calendars, announcements, blogs, and discussion boards, can be set up so that people can add content to them by sending e-mail. Other lists, such as tasks and issue-tracking lists, can be set up to send e-mail to people when items are assigned to them. Documents, discussions, and other content are sent by e-mail. The content is added to lists and libraries. When you add the item or file, other people who have permission to read the list can view the item or file, unless it requires approval. If the item or file requires approval, then it is stored in a pending state in the list or library, until someone with the appropriate permissions approves it. If you are already viewing the list or library when an item or file is added, you may need to refresh your browser to see the new item or file. 18 In addition to adding content to existing lists and libraries, you may have permission to create new lists and libraries. The list and library templates give you a head start. Depending on your permission level, you can also create and customize new pages and sites. Find links to more information about adding content to sites in the See Also section. Lists Although the types of lists vary, the procedure for adding items to them is similar, so you don't need to learn several new techniques to work with different types of lists. A list item contains text in a series of columns, but some lists may allow attachments to be added to the item. For more information about adding list items, see Add, edit, or delete a list item. On many types of sites, some lists are created for you. These default lists range from a discussion board to a calendar list. You can also create lists from several types of list templates, which provide structure and settings to give you a head start. For more information about creating lists, see Create a list. Types of default lists The type of list that you use depends on the kind of information that you are sharing:  Announcements Use an announcements list to share news and status and to provide reminders. Announcements support enhanced formatting with images, hyperlinks, and formatted text.  Contacts Use a contacts list to store information about people or groups that you work with. If you are using an e-mail or contact management program that is compatible with Windows SharePoint Services 3.0, you can view and update your contacts from your SharePoint site in the other program. For example, you can update a list of all your organization's suppliers from Office Outlook 2007. A contacts list doesn't actually manage the members of your site, but it can be used to store and share contacts for your organization, such as a list of external vendors.  Discussion boards Use a discussion board to provide a central place to record and store team discussions that is similar to the format of newsgroups. If your administrator has enabled lists on your site to receive e-mail, discussion boards can store e-mail discussions from most common email programs. For example, you can create a discussion board for your organization's new product release. If you are using an e-mail program that is compatible with Windows SharePoint Services 3.0, you can view and update your discussion board while working in the other program.  Links Use a links list as a central location for links to the Web, your company's intranet, and other resources. For example, you might create a list of links to your customers' Web sites.  Calendar Use a calendar for all of your team's events or for specific situations, such as company holidays. A calendar provides visual views, similar to a desk or wall calendar, of your team events, including meetings, social events, and all-day events. You can also track team milestones, such as deadlines or product release dates, that are not related to a specific time 19 interval. If you are using an e-mail or calendar program that is compatible with Windows SharePoint Services 3.0, you can view and update your calendar from your SharePoint site while working in the other program. For example, you can compare and update your calendar on the SharePoint site with dates from your Office Outlook 2007 calendar, by viewing both calendars side-by-side or overlaid with each other in Office Outlook 2007.  Tasks Use a task list to track information about projects and other to-do events for your group. You can assign tasks to people, as well as track the status and percentage complete as the task moves toward completion. If you are using an e-mail or task management program that is compatible with Windows SharePoint Services 3.0, you can view and update your tasks from your SharePoint site in your other program. For example, you can create a task list for your organization's budget process and then view and update it in Office Outlook 2007 along with your other tasks.  Project tasks To store information that is similar to a task list, but also provide a visual or Gantt view with progress bars, use a project task list. You can track the status and percentage complete as the task moves toward completion. If you are using an e-mail or task management program that is compatible with Windows SharePoint Services 3.0, you can view and update your project tasks from your SharePoint site in your other program. For example, you can create a task list on your SharePoint site to identify and assign the work to create a training manual. Then you can track your organization's progress from Office Outlook 2007.  Issue tracking Use an issue-tracking list to store information about specific issues, such as support issues, and track their progress. You can assign issues, categorize them, and relate issues to each other. For example, you can create an issue-tracking list to manage customer service problems and solutions. You can also comment on issues each time you edit them, creating a history of comments without altering the original description of the issue. For example, a customer service representative can record each step taken to resolve a problem and the results.  Survey To collect and compile feedback, such as an employee satisfaction survey or a quiz, use a survey. You can design your questions and answers in several different ways and see an overview of your feedback. If you have a spreadsheet or database program installed that is compatible with Windows SharePoint Services 3.0 or Windows SharePoint Services 2.0, you can export your results to further analyze them.  Custom Although you can customize any list, you can start with a custom list and then customize just the settings that you specify. You can also create a list that is based on a spreadsheet, if you have a spreadsheet program that is compatible with Microsoft Windows SharePoint Services 3.0 or Windows SharePoint Services 2.0, and Windows Internet Explorer and Microsoft Windows. For example, you can import a list from Microsoft Office Excel 2007 that you created to store and manage contracts with vendors. Libraries A library is a location on a site where you can create, collect, update, and manage files with team members. Each library displays a list of files and key information about the files, which helps people to use the files to work together. You can add a file to a library by uploading it from your Web browser. After you add the file to the library, other people with permission to view libraries can see the file. If you are already viewing the library when a file is added, you may need to refresh your browser to see the new file. 20 If you are using a program that is compatible with Windows SharePoint Services, you can create a new file based on a template while you are working in the library. You can also save a file to the library from another program. For more information about adding files to libraries, see Add one or more files to a library. A default library, called Shared Documents, is created for you when you create many types of sites. Shared Documents is a document library that you can use for storing several types of files. You can create more libraries if you have permission to manage lists, such as a picture library for storing images. For more information about creating libraries, see Create a library. Types of libraries The type of library that you use depends on the kinds of files that you are sharing:  Document library For many file types, including documents and spreadsheets, use a document library. You can store other kinds of files in a document library, although some file types are blocked for security reasons. When you work with programs that are compatible with Windows SharePoint Services, you can create those files from the library. For example, your marketing team may have its own library for planning materials, news releases, and publications.  Picture library To share a collection of digital pictures or graphics, use a picture library. Although pictures can be stored in other types of SharePoint libraries, picture libraries have several advantages. For example, from a picture library you can view pictures in a slide show, download pictures to your computer, and edit pictures with graphics programs that are compatible with Windows SharePoint Services. Consider creating a picture library if your team reuses lots of graphics, such as logos and corporate images, or if you want to store pictures of team events or product launches.  Wiki page library To create a collection of connected wiki pages, use a wiki page library. A wiki enables multiple people to gather routine information in a format that is easy to create and modify. You can add to your library wiki pages that contain pictures, tables, hyperlinks, and internal links. For example, if your team creates a wiki site for a project, the site can store tips and tricks in a series of pages that connect to each other.  Form library If you need to manage a group of XML-based business forms, use a form library. For example, your organization may want to use a form library for expense reports. Setting up a form library requires an XML editor or XML design program that is compatible with Windows SharePoint Services, such as Microsoft Office InfoPath. Sites and pages A site can serve a general purpose, such as storing schedules, guidelines, files, and other information that your team refers to frequently. Or a site may serve a more specific purpose, such as keeping track of a meeting, or hosting a blog, where a member of your organization frequently posts news and ideas. 21 Your organization can use pages, subsites (subsite: A complete Web site stored in a named subdirectory of the top-level Web site. Each subsite can have administration, authoring, and browsing permissions that are independent from the top-level Web site and other subsites.), and top-level sites (top-level site: A Web site at the top of the hierarchy in a site collection, from which you can manage site collection features. A toplevel site can have multiple subsites.) to divide site content into distinct, separately manageable sites. For example, each department in your organization may have its own team site. You can add content to sites by adding lists and libraries. If you have permission, you can also add pages to your site. You may consider adding Web Part Pages (Web Part Page: A special type of Web page that contains one or more Web Parts. A Web Part Page consolidates data, such as lists and charts, and Web content, such as text and images, into a dynamic information portal built around a common task.), which enable you to use Web Parts to add dynamic content quickly. A Web Part is a modular unit of information that forms the basic building block of a Web Part Page. You can add Web Parts to Web Part zones in a Web Part Page and then customize the individual Web Parts to create a unique page for your site users. If you need to create new sites, you can choose from several types of site templates to give you a head start on creating a new site. Whether you can create sites and subsites depends on how your organization has set up its sites and its permissions to create them. For more information about how your organization manages permission to sites, see your site owner or administrator. For more information about creating sites, see Create a site. 22 Types of default site templates  Team site Select this site template when you want to create a site that teams can use to create, organize, and share information. The template includes a document library and basic lists such as Announcements, Calendar, Contacts, and Links.  Blank site Select this site template when you want to create a site with a blank home page that you plan to customize. You can use a Web design program that is compatible with Windows SharePoint Services, such as Microsoft Office SharePoint Designer 2007, to add interactive lists or any other features.  Document Workspace site Select this site template when you want to create a site that helps your team members to work together on documents. This template provides a document library for storing the primary document and supporting files, a Tasks list for assigning to-do items, and a Links list for resources related to the document.  Wiki site Select this site template when you want to create a site where users can quickly and easily add, edit, and link Web pages.  Blog site Select this site template when you want to create a site where users can post information and allow others to comment on it.  Basic Meeting Workspace site Select this site template when you want to create a site that helps you to plan, organize, and track your meeting with the rest of your team. The template includes following lists: Objectives, Attendees, Agenda, and Document Library.  Blank Meeting Workspace site Select this site template when you want to create a blank Meeting Workspace site that you can customize, based on your requirements.  Decision Meeting Workspace site Select this site template when you want to create a site that is ideal for reviewing documents and recording any decisions that are reached at the meeting. The template includes the following lists: Objectives, Attendees, Agenda, Document Library, Tasks, and Decisions.  Social Meeting Workspace site Select this site template when you want to create a site that helps you to plan and coordinate social occasions. The template includes the following lists: Attendees, Directions, Things To Bring, Discussions, and Picture Library.  Multipage Meeting Workspace site Select this site template when you want to create a site that provides all the basics to plan, organize, and track your meeting with multiple pages. The template contains the following lists: Objectives, Attendees, and Agenda in addition to two blank pages for you to customize based on your requirements. Managing and working with content To help your team be more productive, there are several ways that you can manage and extend content in lists, libraries, and sites. Some features help your team to find and work more efficiently with information. Other features help you manage the access to the information. Organizing lists There are many ways to organize lists, so that your team can work most efficiently with them. For example, you can use views to help specific departments find the information that they are most interested in, such as tasks with the highest priority or all the items assigned to each person. You can also add folders to your lists. 23 Some features help your team to create and manage list items efficiently across several lists. For example, you can create a column that provides information about list items and then share it across other lists. For more information about organizing and working efficiently with lists, see Organize items in a list. Organizing libraries How you organize your files in a library depends on the needs of your group and on how you prefer to store and search for your information. Some planning can help you to set up the structure that works best for your organization. For example, if you want to make a file available in multiple libraries, you can easily copy it to other libraries on your site. You can be prompted for updates if the file has changed. You can also use the same features that you use in lists, such as views, and folders to help you manage information. For more information about organizing and managing files in libraries, see Organize files in a library. Using accessibility features Sites are designed so that lists, libraries, and other features can be fully accessed by using only keystrokes. A More Accessible Mode enables users of accessible technologies to more easily interact with menus and various controls. Skip to Main Content links enable keyboard users to skip over repetitive navigation links to the more meaningful content on a page. The markup of headings is designed to better define the structure and improve navigation for people who use screen readers. Images that are uploaded to the site allow for custom alternative text to be defined. For example, you can assign custom alternative text to the image that appears on the home page in the Site Image Web Part or to a picture that you add to a picture library. For viewing sites, the high contrast options in Microsoft Windows work well for users with low vision. For more information about browsing sites and using More Accessible Mode, see Accessibility features. Tracking versions 24 Your list or library may be set up to track versions, so that you can restore a previous version if you make a mistake and view a version history of the changes. When versions are tracked, revisions to the items or files and their properties are stored. This enables you to better manage content as it is revised and even to restore a previous version if you make a mistake in the current version. Versioning is especially helpful when several people work together on projects or when information goes through several stages of development and review. The current published major version is highlighted, and the version number is a whole number. A version is created when properties or metadata changes. The first version of a file is always minor version number 0.1. Versioning is available for list items in all default list types — including calendars, issue-tracking lists, and custom lists — and for all file types that can be stored in libraries — including Web Part Pages. For more information about tracking versions, see Introduction to versioning. Managing workflow Workflows help people to collaborate on documents and manage project tasks by implementing specific business processes on documents and items in a site. Workflows help organizations to adhere to consistent 25 business processes. Workflows can also improve organizational efficiency and productivity by managing the tasks and steps that are involved in specific business processes. This enables the people who perform these tasks to concentrate on performing the work rather than managing the workflow. Workflows can streamline the cost and time required to coordinate common business processes, such as project approval or document review, by managing and tracking the human tasks involved with these processes. For example, an organization can create and deploy a basic custom workflow to manage the approval process for drafts of documents in a document library. For more information about creating and managing workflows, see Introduction to workflows. Working with content types Your list or library may support multiple content types. Content types enable organizations to organize, manage, and handle large amounts of content more effectively. If your list or library is set up to allow multiple content types, you can add content types from a list of available options that your organization uses frequently, such as Marketing Presentations or Contracts. After you add a content type to a list or library, you make it possible for that list or library to contain items of that type. Users can then use the New menu in that list or library to create new items of that type. One of the key advantages of content types for lists and libraries is that they make it possible for a single list or library to contain multiple item types or document types, each of which may have unique metadata, policies, or behaviors. For more information about working with content types, see Introduction to content types. Navigating to content Navigation elements help people to browse through the content that they need. Two navigation items that you can customize are the top link bar and the Quick Launch. By using the settings pages for each list or library, you can choose which lists and libraries appear on the Quick Launch. You can also change the order of links, add or delete links, and add or delete the sections into which the links are organized. For example, if you have too many lists in the List section, you can add a new section for Tasks Lists where you can include links to your tasks lists. You can make all of these 26 changes to the Quick Launch from within a browser that is compatible with Windows SharePoint Services 3.0. You can even add links to pages outside the site. The top link bar provides a way for users of your site to get to other sites in the site collection by displaying a row of tabs at the top of every page in the site. When you create a new site, you can choose whether to include the site on the top link bar of the parent site and whether to use the top link bar from the parent site. If your site is using a unique top link bar, you can customize the links that appear on the top link bar for the site. Any sites that are created within the parent site can also be displayed on the top link bar, provided that the sites are configured to inherit the top link bar of the parent site. You can also include links to other sites outside of your site collection. For more information about customizing navigation, see Customize site navigation. Staying updated on changes RSS provides a convenient way for you to distribute and receive information in a standardized format, including updates to lists and libraries. A standardized XML file format allows the information to be viewed 27 by many different programs. You can also subscribe to lists and libraries by using alerts, so that you know when content has changed. A team can use their feeds as a way to customize their content for team members who subscribe to their feeds and to offer links back to their Web sites. RSS Feeds are an easy way to keep track of team progress and project updates. Instead of browsing multiple team Web sites, you receive the latest news or updates from those sites automatically. Managing access to content A site owner or administrator can grant permission levels to users and to SharePoint groups, which contain users. The permissions can be applied to a site, the lists and libraries on a site, and the items in the lists and libraries. You can assign different permission levels for different objects, such as a specific site, list, library, folder within a list or library, list item, or document. 28 Chapter 3 Sites Introduction to sites, workspaces, and pages You can use top-level Web sites and subsites to divide site content into distinct, separately manageable sites to help you organize content. What is a site? A Web site is a group of related Web pages that is hosted by an HTTP server on the World Wide Web or on an intranet site. Most Web sites have a home page as their starting point. The home page is interconnected with other pages by using hyperlinks. You can use top-level sites (top-level site: A Web site at the top of the hierarchy in a site collection, from which you can manage site collection features. A top-level site can have multiple subsites.) and subsites (subsite: A complete Web site stored in a named subdirectory of the toplevel Web site. Each subsite can have administration, authoring, and browsing permissions that are independent from the top-level Web site and other subsites.) to divide site content into distinct, separately manageable sites. Top-level Web sites can have multiple subsites, and subsites themselves can have multiple subsites. The entire structure of a top-level Web site and all of its subsites is called a Web site collection (site collection: A set of Web sites that have the same owner and share administration settings. Each site collection contains a top-level site, can contain one or more subsites, and may have a shared navigation structure.). This hierarchy enables users to have a main working site for the entire team, plus individual working sites or shared sites for side projects. Top-level Web sites and subsites allow different levels of control over the features and settings for sites. The administrator of the Web site controls the ability to create, access, and contribute content to a Web site. What is a workspace? A workspace is a unique Web site that you create, that provides team members with collaboration tools and services for either collaboration on documents or for resources relevant to meetings. A workspace can contain lists of information, such as related documents, team members, and links. To create a workspace 29 site, you must be a member of a permission level with the Create Subsites permission for that SharePoint site. Windows SharePoint Services allows you to create the following workspace sites: Workspace site Document Workspace Description This template creates a site for team members to use to work together on documents. It provides a document library for storing the primary document and supporting files, a Task list for assigning to-do items, and a Links list for resources related to the document. Basic Meeting Workspace This template creates a site that provides all the basics to plan, organize, and track your meeting. It contains the following lists: Objects, Attendees, Agenda, and Document Library. Blank Meeting Workspace This template creates a blank Meeting Workspace site that you can customize based on your requirements. Decision Meeting Workspace This template provides a Meeting Workspace that team members can use to review relevant documents and to record decisions. It contains the following lists: Objectives, Attendees, Agenda, Document Library, Tasks, and Decisions. Social Meeting Workspace This template creates a site that provides a planning tool for social occasions, featuring a discussion board and a picture library to post pictures of the event. It contains the following lists and Web Parts: Attendees, Directions, Image/Logo, Things To Bring, Discussions, and Picture Library. Multipage Meeting Workspace This template creates a site that provides all the basics that team members can use to plan, organize, and track their meetings with multiple pages. It contains the following lists: Objectives, Attendees, and Agenda, in addition to two blank pages that you can customize based on your requirements. 30 Site templates Windows SharePoint Services provides the following collaboration templates that you can use when creating a new site. Site template Team Site Description This template creates a site that teams can use to create, organize, and share information. It includes a document library, and basic lists, such as Announcements, Calendar, Contacts, and Links. Blank Site This template creates a Web site with a blank home page that you can customize with a browser or a Windows SharePoint services-compatible Web design program by adding interactive lists and other features. Wiki Site This template creates a site where you can quickly and easily add, edit, and link Web pages. Blog This template creates a site that you can use to post information and to allow others to comment on it. Application Templates These templates are tailored to address the requirements of specific business processes or sets of tasks within organizations of any size. The templates can be applied to common scenarios, such as managing a help desk or tracking a marketing campaign. To learn more and download the templates, see the Application Templates for Windows SharePoint Services Web page. What is a page? A Web page in a site can display lists of information, enabling team members to organize the information any way they want, such as by subject, due date, or author. For example, you can do the following:  Filter the content to see only the set of information that applies to you 31  Hide information that doesn't interest you  Change the order in which the information is listed  Set up customized views to make it easy for your team members to focus quickly on pertinent information Plan the structure of site collections and sites Determining the goals and objectives of a Web site are important factors to consider when developing a Web site. Careful planning will help to ensure that the Web site will be easier to use and easier to manage. Determine who will use the site Deciding what kind of site to create depends on the intended scope and use of the site. You can create a separate site for every project on which your team is working. For example, you might want to create a toplevel Web site for an entire organization and separate sites under that site for each team. Site collections, sites, and subsites You can use top-level Web sites and subsites to divide site content into distinct, separately manageable sites. Top-level Web sites can have multiple subsites, and subsites themselves can have multiple subsites, down as many levels as your users need. The entire structure of a top-level Web site and all of its subsites is called a site collection (site collection: A set of Web sites on a virtual server that have the same owner and share administration settings. Each site collection contains a top-level Web site and can contain one or more subsites.). This hierarchy allows your users to have a main working site for the entire team, plus individual working sites and shared sites for side projects. Top-level Web sites and subsites allow for different levels of control over the features and settings for sites. Site collection administrators and the Site name Owners group Site collection administrators have full permissions to all sites in the site collection. Members of the Site name Owners group of the top-level Web site in the site collection can control settings and features for both the top-level Web site and any subsites beneath it that inherit permissions from it. For example, both a site 32 collection administrator and a member of the Site name Owners group of a top-level Web site can do the following:  Manage users, groups, and permissions  View usage statistics  Change regional settings  Manage Web Part (Web Part: A modular unit of information that consists of a title bar, a frame, and content. Web Parts are the basic building blocks of a Web Part Page.) and template galleries  Manage alerts (alert: A feature that notifies a user by e-mail when there is a change to an item, document, list, or document library on the Web site.)  Change the site name and description, theme, and home page organization  Configure settings, such as regional settings, for the top-level Web site and all subsites  Update e-mail settings for the top-level Web site and all subsites, if e-mail settings are enabled at in SharePoint Central Administration  Configure Web Part settings for the top-level Web site and all subsites  However, when a subsite uses unique permissions, members of the Site name Owners group for the top-level Web site cannot perform the actions listed above for that site. By comparison, site collection administrators can always perform these actions in all subsites, regardless of whether or not the subsite has unique permissions.  A member of the Site name Owners group of a subsite can control settings and features only for that subsite and any subsites below it that inherit permissions. For example, an administrator of a subsite can do the following:  Add, delete, or change users and groups, if unique permissions have been set  View usage statistics  Change regional settings  Manage Web Part and template galleries  Manage alerts  Change the site name and description, theme, and home page organization Determine the content of the site Windows SharePoint Services provides a central location where you can post information, such as project schedules, important events, and announcements rather than communicating that information through email. Workspace sites 33 A workspace is a unique Web site that you create, which provides team members with collaboration tools and services for either collaboration on documents or for resources relevant to meetings. A workspace can contain lists of information, such as related documents, team members, and links. Windows SharePoint Services provides the following workspace sites: Workspace site Document Workspace Description This template creates a site for team members to work together on documents. It provides a document library for storing the primary document and supporting files, a Task list for assigning to-do items, and a Links list for resources related to the document. Basic Meeting Workspace This template creates a site that provides all the basics to plan, organize, and track your meeting. It contains the following lists: Objects, Attendees, Agenda, and Document Library. Blank Meeting Workspace This template creates a blank Meeting Workspace site for you to customize based on your requirements. Decision Meeting Workspace This template provides a Meeting Workspace in which to review relevant documents and record decisions. It contains the following lists: Objectives, Attendees, Agenda, Document Library, Tasks, and Decisions. Social Meeting Workspace This template creates a site that provides a planning tool for social occasions, featuring a discussion board and a picture library to post pictures of the event. It contains the following lists and Web Parts: Attendees, Directions, Image/Logo, Things To Bring, Discussions, and Picture Library. Multipage Meeting Workspace This template creates a site that provides all the basics to plan, organize, and track your meeting with multiple pages. It contains the following lists: Objectives, Attendees, and 34 Agenda in addition to two blank pages for you to customize based on your requirements. Other site templates When creating a new site, Windows SharePoint Services provides the following collaboration templates: Site template Team Site Description This template creates a site for teams to create, organize, and share information. It includes a Document Library, and basic lists, such as Announcements, Calendar, Contacts, and Links. Blank Site This template creates a Web site with a blank home page that you can customize with a Web browser or a Windows SharePoint services-compatible Web design program by adding interactive lists and other features. Wiki Site This template creates a site where users can quickly and easily add, edit, and link Web pages. Blog This template creates a site to post information and to allow others to comment on it. Save customizations as templates You can save an existing site or list as a custom template. Custom templates are a way of packaging up a set of changes to an existing site (site: A group of related Web pages that is hosted by an HTTP server on the World Wide Web or an intranet. The pages in a Web site generally cover one or more topics and are interconnected through hyperlinks.) and making those available for new sites and lists. Every custom template is based on a site definition. You can store Web Parts (Web Part: A modular unit of information that consists of a title bar, a frame, and content. Web Parts are the basic building blocks of a Web Part Page.), list templates, and site templates in libraries for use by all sites in the site collection (site collection: A set of 35 Web sites on a virtual server that have the same owner and share administration settings. Each site collection contains a top-level Web site and can contain one or more subsites.). Custom templates are made available through the Site Template Gallery and List Template Gallery pages. Plan the navigation structure The navigation consists of links that users use to access the major sections and pages on a site. The following site navigation elements are available: Site navigation elements View All Site Content Description This navigation element appears as a link on the left-hand side of a page, directly above the Quick Launch. You cannot customize or disable this link. When you click this link, the All Site Content page appears, which provides a list of links to all lists, libraries, discussion boards, surveys, and the Recycle Bin for a site. Quick Launch This is a customizable navigation element that displays section headings and links to different areas of your site. By default, the Quick Launch appears on most pages directly below the View All Site Content link. Tree View This navigation element has the same look and feel as Windows Explorer. Branches of the tree that contain other objects can be expanded to view those objects. The tree view is not configurable and is not displayed by default. When displayed, the tree view appears directly under the Quick Launch. Top link bar This is a customizable navigation element that appears as one or more hyperlinked tabs across the top of all pages on a site. Content breadcrumb This navigation element provides a set of hyperlinks that you can use to quickly navigate up the hierarchy of the site 36 you are currently viewing. This breadcrumb does not appear when you are on the home page of a site. However, when you navigate down the site hierarchy, this breadcrumb appears above the name of the page to which you have navigated. Global breadcrumb bar This navigation element provides hyperlinks that you can use to navigate to different sites within your site collection. This breadcrumb is always visible, and appears in the topleft corner of the page, above the name of your site. Determine access to sites and site content When you set up a Web site, you need a way to specify who has access to it. For a typical Internet site, you probably want everyone who comes to the site to be able to view your content, but you don't want them to be able to change that content. For a company intranet site, you may want a few users to control the structure of the site, but many more users to add new content or participate in group calendars or surveys (survey: A Web site component that presents users with a set of questions specified by the creator of the survey and collects user responses. Results are tallied in a graphical summary. Requires a Web server that is running Windows SharePoint Services.). For an extranet (extranet: An external Web site for an organization; usually secured so that only authorized users can gain access to it.), you want to carefully control which users can view the site at all. Generally, access to Web sites is controlled by combining user accounts with permissions structure that controls the specific actions users can perform. Permissions can be set at the top-level site, subsite, and list and library levels. Default site templates When you create a new site, you can choose from several templates that provide a starting point. The templates contain pages, lists, libraries, and other elements that can help your team work on projects, collaborate on documents, or manage meetings. You can add, remove, and customize the appearance of many elements, such as text, graphics, pages, lists, and libraries. 37 Team site Select this site template when you want to create a site that teams can use to create, organize, and share information. The template includes:  Shared Documents library  Announcements list  Calendar  Team Discussion list  Contacts list  Links list Example use This all-purpose template can meet a diverse range of needs. It can store long-term routine information for a single department or short-term information from a special project that spans several departments. For example, a marketing department can store and manage its planning and budget documents, track issues and tasks, and share its links and contacts. Wiki site Select this site template when you want to create a site where users can quickly and easily add, edit, and link Web pages. The template provides pages that users can quickly edit to record information and then link together through keywords. As you edit the pages, a history is recorded, so that you can restore the content if necessary. A wiki site includes the following:  Wiki pages to create and edit  List of links on each page  Wiki Pages library (for storing and tracking wiki pages) Example use A wiki site can serve as a community site where your organization can brainstorm and share ideas for a new project. In a wiki site, it is easy to create and format pages, so that people can easily work with each other to record information. Blog site 38 Select this site template when you want to create a site where users can post information quickly and allow others to comment on it. Sometimes known as weblogs, blogs are online journals where you can share your ideas quickly in an informal, chronological format. A blog site includes:  Posts list (for storing blog posts)  Other Blogs list (for links to related blogs)  Categories list  Comments list  Links list (for links to related resources)  Photos (picture library)  Tools to manage your posts and other resources Example use An executive can use a blog site to share ideas and vision in an engaging journal format where employees can ask questions or add comments. Blank site Select this site template when you want to create a site with a blank home page that you plan to customize. You can use a Web design program that is compatible with Microsoft Windows SharePoint Services, such as Microsoft Office SharePoint Designer 2007, to add interactive lists or any other features. This template includes:  Web Part Page  Site Image Web Part  Tools to insert other Web Parts Example use Use this template when you plan to create a custom site, and you don't want to use any of the existing templates, Web Parts (Web Part: A modular unit of information that consists of a title bar, a frame, and content. Web Parts are the basic building blocks of a Web Part Page.), lists, or libraries as a starting point. Document Workspace site Select this site template when you want to create a site that helps you to coordinate the development of one or more related documents with other people. The site template provides tools to share and update files and to keep people informed about the status of those files. It includes: 39  Shared Documents library  Announcements list  Tasks list  Members list  Links list Example use A Document Workspace site can help you to work with other people on a document or a set of documents. You can also use a Document Workspace site to publish announcements, assign tasks, share relevant links, and receive alerts about changes to site content. Basic Meeting Workspace site Select this site template when you want to create a site that helps you to plan, organize, and track your meeting with the rest of your team. The template includes:  Objectives list  Attendees list  Agenda  Document Library Example use This template is a good choice for most general types of meetings, such as a weekly status meeting. Decision Workspace site Select this site template when you want to create a site that is ideal for reviewing documents and recording any decisions that are reached at the meeting. The template includes:  Objectives list  Attendees list  Agenda  Document Library  Tasks list  Decisions list Example use This template provides tools to help teams reach and record decisions and record action items. This is a good template to use if you want your team to stay focused on the outcome of the meeting. 40 Social Meeting Workspace site Select this site template when you want to create a site that helps you to plan and coordinate social occasions. The template includes:  Attendees list  Directions  Things To Bring list  Photos (picture library) Example use This template can help you to manage social occasions, such as a charity event or team party. Multipage Meeting Workspace site Select this site template when you want to create a site that helps you to plan, organize, and capture the results of a complex meeting or a series of meetings. The template includes:  Objectives list  Attendees list  Agenda  Two pages that you can customize (you can add up to 10 pages per meeting) Example use You can use this template to help you to manage involved meetings that require in-depth supporting materials that you want to store on separate pages, such as pages to manage projects or track issues. Blank Meeting Workspace site Select this site template when you want to create a blank Meeting Workspace site to customize to your requirements. The template includes:  Web Part Page  Tools to insert Web Parts Example use Use this template when you plan to create a custom Meeting Workspace site, and you don't want to use any of the existing templates, Web Parts, or libraries as a starting point. 41 Introduction to content types Content types (content type: A reusable group of settings for a category of content. Use content types to manage the metadata, templates, and behaviors of items and documents consistently. Content types are defined at the site level and used on lists and libraries.) enable organizations to organize, manage, and handle content in a consistent way across a site collection. By defining content types for specific kinds of documents or information products, an organization can ensure that each of these groups of content is managed in a consistent way. What is a content type? In the course of a single project, a business might produce several different kinds of content, for example, proposals, legal contracts, statements of work, and product design specifications. Although these documents might be stored together because they are related to a single project, they can be created, used, shared, and retained in different ways. A business might want to collect and maintain different kinds of metadata about each kind of content. Microsoft Windows SharePoint Services 3.0 enables organizations to define these different sets of documents as content types. A content type is a group of reusable settings that describe the shared behaviors for a specific type of content. Content types can be defined for any item type in Windows SharePoint Services 3.0, including documents, list items, or folders. Each content type can specify:  The columns (metadata) that you want to assign to items of this type.  The document template on which to base new items of this type (document content types only).  The custom New, Edit, and Display forms to use with this content type.  The workflows that are available for items of this content type.  The custom solutions or features that are associated with items of this content type. Content types provide organizations with a way to manage and organize content consistently across different lists and libraries in a site collection (site collection: A set of Web sites on a virtual server that have the same owner and share administration settings. Each site collection contains a top-level Web site and can contain one or more subsites.), and they also make it possible for a single list or library to contain multiple item types or document types. 42 How content types work at the site level Content types are organized into a hierarchy that allows one content type to inherit its characteristics from another content type. This allows categories of documents to share attributes across an organization, while allowing teams to customize these attributes for particular sites or lists. Content types are first defined centrally in the Site Content Type Gallery for a site. Content types that are defined at the site level are called site content types. Site content types are available for use in any subsites of the site for which they have been defined. For example, if a site content type is defined in the Site Content Type Gallery for the top-level site in a site collection, it is available for use in lists and libraries in all of the sites in that site collection. Site content types can be added individually to lists or libraries and customized for use in those lists or libraries. When an instance of a site content type is added to a list or library, it is called a list content type. List content types are children of the site content types from which they are created. How inheritance works for site content types When you define a new custom site content type in the Site Content Type Gallery for a site, you start by choosing an existing parent site content type in the Site Content Type Gallery as your starting point. The new site content type that you create inherits all of the attributes of its parent site content type, such as its document template, read-only setting, workflows, and columns. After you create this new site content type, you can make changes to any of these attributes. Whenever you make changes to site content types, you can specify whether you want these specific changes to be applied to any other child site content types or list content types that inherit their attributes from these site content types. Only the attributes that the child site content types or list content types share with a parent site content type can be updated. If a child site content type has been customized with additional attributes that the parent site content type does not have (for example, extra columns), these customizations are not overwritten when the child site content type is updated. The changes that you make to a site content type do not affect the parent site content type from which the site content type was created. How site content types support content management 43 By defining site content types, you can ensure that entire categories of documents are handled consistently across your organization. For example, all customer deliverable documents in an organization may require a specific set of metadata, such as account number, project number, and project manager. You can help ensure that account numbers and project numbers are associated with all of the customer deliverable documents in your organization by creating a Customer Deliverable site content type that has required columns for each of these items of metadata. All customer deliverable document types in the site collection that inherit from this site content type then require users to specify information for these columns. If you need to track additional metadata that is related to these customer deliverable documents, you can add another required column to the Customer Deliverable site content type. Then you can update all child list content types that inherit from this site content type, adding the new column to all customer deliverable documents. How content types work in lists and libraries If you have a list or library that is set up to allow multiple content types, you can add content types to this list or library from the group of site content types that are available for your site. When you add a content type to a list or library, you make it possible for that list or library to contain items of that type. The New command in that list or library lets users create new items of that type. One of the key advantages of content types for lists and libraries is that they make it possible for a single list or library to contain multiple item types or document types, each of which may have unique metadata, policies, or behaviors. How inheritance works for list content types When an instance of a site content type is added to a list or library, it is a child of the site content type from which it was created. This list content type inherits all of the attributes of its parent site content type, such as its document template, read-only setting, workflows, and columns. A list content type can be customized for the specific list or library to which it has been added. These customizations are not applied to the parent site content type. If the parent site content type for a list content type is updated, the child list content type can inherit these changes (if the person who maintains the site content type chooses to apply the updates to all child content types). If any of the attributes that the child list content type shares with the parent site content 44 type were customized for the list content type, these customizations can be overwritten when the list content type inherits the changes from the parent site content type. If the list content type has been customized with additional attributes that the parent content type does not have (for example, extra columns), these customizations are not overwritten when the child list content type inherits changes from the parent site content type. Create a site content type As a site owner, you can create new site content types. You can then add these content types to lists and libraries at the site level on which you created them, in addition to lower-level sites. For example, a site content type that you create at the top-level site is available to lists and libraries on all sites in the site collection. Content types that are created at a lower-level site are not available to higher-level sites. After you have defined a site content type, you can reuse it in multiple document libraries in the current site or in other sites. This enables you to organize your content in a meaningful way and associate the same capabilities to your content across your document management solution. For example, if your organization uses a particular type of contract, you can create a content type that defines the metadata for that contract, the template to use for the contract, and workflows required to review and complete the contract. Any document library to which you add the Contract content type will include all of the metadata definitions and workflows of the content type, and authors can use the template you specify to create new contracts. About site content types A site content type describes the attributes of a document, folder, or list item. Each site content type can specify the following:  A set of properties.  Forms to edit the properties and display them.  Workflows you want to make available for the document or list item. TIP Site content types can also be extended by using custom features. 45 By adding a site content type to a list or library, you are specifying that the list or library can contain list items, folders, or documents of that content type. An instance of a site content type that is associated with a list is referred to as a list content type. Content type considerations Consider the following when you create a new site content type: Content types are organized into a hierarchy The content type hierarchy enables a content type to inherit its characteristics from another content type. In this way, classes of documents can share characteristics across an organization but these characteristics can be tailored for particular sites or lists. For example, all customer deliverable documents in an enterprise might require a set of metadata such as account number and project number. By creating a top-level Customer Deliverable content type, from which all other customer deliverable document types inherit, you ensure that account numbers and project numbers will be associated with all variants of customer deliverable documents in your organization. If you add another required column to the top-level Customer Deliverable content type, you can choose to update all content types that inherit from it, which will add the new column to all customer deliverable documents. New site content types are based on a parent content type When you create a new site content type, you must choose an existing (parent) site content type on which to create your new site content type. The new site content type that you create inherits the attributes of the parent. After you create a new site content type, you can make changes to it, such as adding or removing columns. Note that changes made directly to a child content type do not affect the parent content type on which it is based. When you update a parent content type, you can also choose whether those changes are updated in the list and site content types that inherit from that parent content type. Child site content types inherit from the parent Content types that you create are based on a parent content type and thus inherit the attributes of the parent. When you update a parent content type, you can choose whether you want the child site content types to inherit those changes. The attributes that can be inherited from a parent content type are:  Document template. 46  Read-only setting.  Workflows.  Columns.  Extensible attributes added by other applications. On all content type settings pages, you have the option to update list content types and child site content types. When you choose to update all content types that inherit from their parent content types, all settings on that page are also updated on all list content types and child site content types that are children of the content type that you are changing. This overwrites any previous settings on the list and site content types that inherit from this parent. For example, if you change only the document template on the Advanced Settings page and choose to update list content types and child site content types, the document template and read-only setting are updated on all child content types because both of these settings are on the same page. Likewise, all changes made on the Workflow Settings page will be updated together on child content types. Each column has its own Change Site Content Type Column page, so the settings for each column must be updated separately. Note that all attributes of a content type that appear on the parent content type — other than Name, Description, and Group — can be updated on child types. Columns or settings that do not appear on the parent type cannot be updated. To ensure that changes you make to the parent content type do not overwrite settings on child content types, you can mark the child content type as read-only. Although this is desirable in some situations, it will also reduce your ability to centrally manage your content type hierarchy. CAUTION If you do mark a content type as read-only, the parent’s settings can still override the child's settings if you explicitly set the parent to be not read-only and then update changes on child content types. Site content types are stored in groups When you create a new site content type, you must choose whether to store it in an existing group or to store it in a new group that you create. If you do not want your new site column to be used by others, you can create a group named _Hidden and store your site column in it. Create a site content type 47 1. Go to the site on which you want to create a new site content type. 2. On the Site Actions menu 3. NOTE On a site for which the Site Actions menu is customized, point to Site Settings, and then click the settings that you want to view. 4. In the Galleries column, click Site content types. 5. The Site Content Type Gallery page appears. Note that your new site content type will appear on this page after you have created it. 6. On the Site Content Type Gallery page, click Create. 7. The New Site Content Type page appears. 8. In the Name and Description section, type a name and optionally a description for the new site content type. 9. In the Select parent content type from list, select the group on which you want to base this new content type. Note that the Special content types group contains content types that change the behavior of your list or library when added. , click Site Settings. 10. In the Parent Content Type list, select the parent content type that you want to base your content type on. 11. NOTE The list of parent content types differs depending on the option that you selected in the previous step. 12. In the Group section, choose whether to store this new site content type in an existing group or a new group. 13. Click OK. 14. The Site Content Type: Your new content type name page appears. You can choose options on this page to further define your new content type. Chapter 4 Customizing Sites Introduction to customizing sites and pages You can tailor a site in many ways to fit the needs of your organization. Some features enable you to configure and apply custom settings efficiently throughout a site. Overview There are many ways to customize your site. You can change its structure and appearance, add content, and change site settings. You can apply these custom settings by using your browser without any additional 48 tools, if you have permission to change those settings. You can also customize the site programmatically or by using Web design tools. Some features, such as site columns and master pages, help you to efficiently apply custom settings throughout your entire site. For example, in your lists and libraries, you may want to use a column to identify the departments in your organization. You can design a site column with a drop-down list of departments, which can be used by all the lists and libraries on your site. By using site columns, your team members can report and analyze information more consistently, because they don't have to remember the exact name of a department or the name for the department on the Microsoft Windows SharePoint Services 3.0 site. Find links to more information about customizing your site in the See Also section. Ways to customize sites by using a Web browser The following are ways to customize your sites without using additional tools. In most cases, you must have the Design permission level to use these features. For more information, see your site owner or administrator. Change the title and appearance You can change the name and description for a site. You can also change the default graphics on the home page, as well as the theme for the site. The theme is a set of colors, fonts, and decorative elements that provide a consistent appearance to your site pages. Add subsites and Web pages You can add subsites (subsite: A complete Web site stored in a named subdirectory of the top-level Web site. Each subsite can have administration, authoring, and browsing permissions that are independent from the top-level Web site and other subsites.) and Web pages to your site without special editing tools, if you have permission to create sites. If your administrator has enabled self-service site creation, you can also create additional top-level sites (top-level site: A Web site at the top of the hierarchy in a site collection, from which you can manage site collection features. A top-level site can have multiple subsites.). Subsites and top-level sites enable you to divide the site content into distinct, separately manageable sites. The subsites can automatically appear in the navigational elements for your existing site as well as inherit the site's navigation, so that you don't have to recreate the navigational elements yourself. 49 Add or change Web Parts You can use Web Parts (Web Part: A modular unit of information that consists of a title bar, a frame, and content. Web Parts are the basic building blocks of a Web Part Page.) to quickly set up and modify pages. A Web Part is a modular unit of information that forms the basic building block of a Web Part Page. You can add Web Parts to Web Part zones in a Web Part Page and then customize the individual Web Parts to create a unique page for your site users. Web Parts can consolidate data, such as lists and charts, and Web content, such as text and images, into a dynamic information portal site that is built around a common task or special interest. The following example uses the Image Web Part to describe the basic features of a Web Part. The Web Part title bar contains the heading for the Web Part. The Web Part menu contains functions that enable you to minimize or close the Web Part, edit the Web Part, or get Help for a specific Web Part. When the page is in edit mode, you can also use this menu to delete the Web Part or connect it to other Web Parts, depending on the type of Web Part that you are using. The body of the Web Part contains the content that you specified for the type of Web Part that is being used. In this example, the Web Part is an Image Web Part, which displays an image. Add lists and libraries Lists and libraries store and manage information on your site. Lists store and manage data, such as calendar items, surveys, tasks, and issues. Libraries store files, such as documents and pictures. Your site comes with some default lists and libraries already set up, including Calendar, Tasks list, Team Discussion, and Shared Documents. Your site also comes with templates that provide a starting point for several types of lists and libraries. You can also create your own custom lists and save a 50 list as a template for other lists. You can create views to display the information in lists or libraries in different ways for specific audiences, such as the list items that are assigned to people in a specific department or documents that were created within the past week. Lists and libraries enable you to manage information as well as store it. For example, you can enable versioning (versioning: The process of creating a numbered copy of a file or an item whenever a revision is saved to the library or list.) to track changes to list items and files and to restore previous versions if you make a mistake. You can also stay updated on changes that are made to lists and libraries by using RSS Feeds and alerts. The current published major version of a file in a library is highlighted, and the version number is a whole number. A version is created when properties or metadata changes. The first version of a file is always minor version number 0.1. Change site navigation The two navigation elements that can be customized by site owners are the Quick Launch and the top link bar. The Quick Launch is displayed on the side of most user-facing pages directly below the View All Site Content link. You can use the Quick Launch to display section headings and links to different areas of your site in a logical manner. 51 The top link bar appears as one or more hyperlinked tabs across the top of all pages on a site. Site owners can choose to display the top link bar of the parent site or display a unique top link bar for their subsite. Configure permissions As a site owner, you can configure access to your site in many ways by using permission levels (permission level: A set of permissions that can be granted to users or SharePoint groups on an entity such as a site, library, list, folder, item, or document.), permissions (permission: Authorization to perform specific actions such as viewing pages, opening items, and creating subsites.), and SharePoint groups (SharePoint group: A group of users that can be created on a SharePoint site to manage permissions to the site and to provide an e-mail distribution list for site users. A group can be used by many sites in one site collection.). A permission level enables you to assign a particular set of permissions to users and SharePoint groups so that they can perform specific actions on your site. By creating new permission levels (or editing existing permission levels) with the permissions required to perform common tasks, you can further customize how people can interact with your site. Users and SharePoint groups are associated with securable objects such as sites, lists, list items, libraries, folders within lists and libraries, and documents. 52 For easiest administration, begin by using the standard SharePoint groups (which are Site name Owners, Site name Members, and Site name Visitors) and assigning permissions at the site level. You can create additional SharePoint groups and permission levels if you need finer control over the actions that your users can take. If there are particular lists, libraries, folders within a list or library, list items, or documents that contain sensitive data that must be even more secure, you can use fine-grained permissions to grant permissions to a specific SharePoint group or individual user. Note, however, that managing fine-grained permissions can be a very time-consuming task. Customize other site settings You can customize many other settings for your site, such as regional settings, which include time zone, sort order, and calendar. You can also customize how and whether your site appears in search and how people receive updates about changes to your site through RSS Feeds and alerts. To view your site settings, click Site Settings on the Site Actions menu . Ways to efficiently customize many sites or pages Use master pages A master page contains the page design and layout elements that you want to repeat on multiple pages in a site. You can use a master page to give your site a more consistent appearance by creating and updating design and layout elements on the master page, rather than changing them on each Web page. A master page can contain anything that you can put on a Web page, such as the Quick Launch, the top link bar, the title, and the logo. By default, every site has one master page, which is stored in the Master Page Gallery. You can store as many master pages as you want in the Master Page Gallery, but only one master page can be selected as the default master page for a site. You can create a new master page from scratch by using a Web authoring tool that is compatible with Windows SharePoint Services, such as Microsoft Office SharePoint Designer 2007, or by duplicating an existing master page, which you can then edit to change just those elements that you want to be different. Create site columns A site column is a reusable column definition, or template, that you can assign to multiple lists across multiple SharePoint sites. Site columns are useful if your organization wants to establish some consistent settings across lists and libraries. You can share the settings across multiple lists and libraries so that you don't have to recreate the settings each time. For example, suppose that you define a 53 site column named Customer. Users can add that column to their content types or lists. This ensures that the column has the same attributes, at least to start with, wherever it appears. When you add an item to the list or library, you fill out a form in which each column is represented by a field. Each field is labeled with the name of the column. If you provide a description for the column, the description appears below the field. You can use the description to help team members fill out the form by explaining what kind of information goes in the field. Add a workflow A workflow helps people to collaborate on documents and manage project tasks by implementing specific business processes on documents and items in a site. A workflow helps organizations to adhere to consistent business processes and also improves organizational efficiency and productivity by managing the tasks and steps involved in specific business processes. This enables the people who perform these tasks to concentrate on performing the work rather than managing the workflow. 54 Create and add content types Content types (content type: A reusable group of settings for a category of content. Use content types to manage the metadata, templates, and behaviors of items and documents consistently. Content types are defined at the site level and used on lists and libraries.) enable organizations to organize, manage, and handle content in a consistent way across a site collection. By defining content types for specific kinds of documents or information products, an organization can ensure that each of these groups of content is managed in a consistent way. In the course of a single project, a business might produce several different kinds of content — for example, proposals, legal contracts, statements of work, or product design specifications. Although these documents might be stored together because they are all related to a single project, they are created, used, shared, and retained in different ways. A content type is a group of reusable settings that describe the shared behaviors for a specific type of content. Content types can be defined for any item type, including documents, list items, or folders. Apply site templates A site template provides a starting point for a new site. Many default site templates are available to suit different needs, and they are available when you create a new site. If you customized your site and want to reuse its settings and structure, you can save it as a site template. If you have permission to customize sites, you can create and apply custom site templates. You store and manage site templates in the Site Template Gallery on your site. Use list templates A list template provides a starting point for a list, such as a calendar, an issues tracking list, and a links list. If you have permission to manage lists, you can create and customize your own list templates, which are available when someone creates a new list. If you created a custom list and want to reuse it, you can save the list as a list template. You store and manage list templates in the List Template Gallery on your site. Other ways to customize sites Customize sites by using Web design tools You can further customize a site by using a Web page design program or editing tool that is compatible with Windows SharePoint Services, such as Microsoft Office SharePoint Designer. You can add files, customize their appearance, insert components, and add lists and libraries. For more information, see Help in your Web design program or editing tool. 55 Customize sites programmatically You can make advanced Web development changes by using the programming model. Customizations include adding Microsoft ASP.NET pages; customizing site templates, extensible site features, and field types; and creating cross-list queries. You can find more resources about developing and customizing a Web site programmatically in the Windows SharePoint Services Developer Center on MSDN. Change the default images on the home page You can customize your site by changing the images that appear on the home page of your site. Overview When you create a site by using the default template, the home page includes two default images. A larger image appears in the body of the page, and an icon of people appears near the site title. The first step in changing a default image is to locate the image you want to use. You can store the image you plan to use in a library on your site, such as a picture library. If you specify a relative URL, such as a folder on the Web server, you need to copy the image into each front-end Web server. You can also point to a picture on another site that your users have permission to view. You might want to create a separate library for site images and apply more restrictive permission settings to that library. This can help prevent site users from inadvertently deleting the home page images. However, all site users must have permission to view the items in the library, or they are prompted for a user name and password when they attempt to view the home page. To change the images, you must have design permissions for the site. The customization applies to the home page for the site and any subsite (subsite: A complete Web site stored in a named subdirectory of the top-level Web site. Each subsite can have administration, authoring, and browsing permissions that are independent from the top-level Web site and other subsites.) in the site collection. Change the larger image Before starting this procedure, you can copy the URL of the image that you want to use for the larger image on the home page. You can store the image in a picture library on the site. 56 1. Locate the image you want to use. a. You can add the image to a picture library if you have permissions to contribute to the library. b. Add an image to a library i. If the library is not already open, click its name on the Quick Launch. c. If the name of your library does not appear, click View All Site Content, and then click the name of your library. i. Click Upload . ii. Click Browse to find the file that you want to add, select the file, and then click Open. iii. If you are uploading a revised version of an existing file, do one of the following: iv. 1. If your library is not configured to track versions of files, you can replace the existing file with the revised file. In the Upload Document section, select the Overwrite existing file check box. 2. If your library is configured to track versions of files, you can replace the existing file with the new version as part of the document history. In the Upload Document section, select the Add as a new version to existing files check box. Click OK. 2. Note the location of the image, or copy its address to the Clipboard. 3. If you added your image to a library, you can open the image and then copy its URL from the Address bar of your Web browser by pressing CTRL+C. 4. On the home page where you want to change the images, on the Site Actions menu , click Edit Page. 5. In the Site Image Web Part, click Edit, and then click Modify Shared Web Part. 6. In the tool pane, in the Image Link box, type or paste the link to the new image. 7. TIP To verify that the address to the image is valid, click Test Link. If the link is valid, your image appears in a separate window that you can close after you verify your link. 8. In the tool pane, in the Alternative Text box, type a short description of the image. 9. The description becomes alternative text that appears when someone points to the image or views the page with a screen-reading device. 10. Click OK. TIP To see your changes without closing the Web Part — for example, if you plan to make further changes to the Web Part settings — click Apply instead of OK. 57 Change the icon under the site title Before starting this procedure, you can copy the URL of the image that you want to use for the icon on the site. You can store the image in a picture library on the site. It is usually better to use a smaller image for the icon. 1. Locate the image you want to use. a. You can add the image to a picture library if you have permissions to contribute to the library. b. Add an image to a library i. If the library is not already open, click its name on the Quick Launch. c. If the name of your library does not appear, click View All Site Content, and then click the name of your library. i. Click Upload . ii. Click Browse to find the file that you want to add, select the file, and then click Open. iii. If you are uploading a revised version of an existing file, do one of the following: iv. 1. If your library is not configured to track versions of files, you can replace the existing file with the revised file. In the Upload Document section, select the Overwrite existing file check box. 2. If your library is configured to track versions of files, you can replace the existing file with the new version as part of the document history. In the Upload Document section, select the Add as a new version to existing files check box. Click OK. 2. Note the location of the image, or copy its address to the Clipboard. 3. If you added your image to a library, you can open the image and then copy its URL from the Address bar of your Web browser by pressing CTRL+C. 4. On the Site Actions menu 5. NOTE On a site for which the Site Actions menu is customized, point to Site Settings, and then click the settings that you want to view. 6. Under Look and Feel, click Title, description, and icon. 7. In the Logo URL and Description section, in the URL box, enter the Web address or path to the image file that you want to use. 8. In the description box, enter a short description of the image. , click Site Settings. 58 9. The description becomes alternative text that appears when someone points to the image or views the page with a screen-reading device. 10. Click OK. Change the site colors or theme The theme is a set of colors, fonts, and decorative elements that provide a consistent appearance to your site. A site comes with a set of themes that enable you to quickly change the appearance, based on your organization's needs. Applying a theme does not affect the layout or content of your site. It also does not change the theme of any specific pages that you applied a theme to by using a Web design program that is compatible with Microsoft Windows SharePoint Services, such as Microsoft Office SharePoint Designer 2007. To change the theme of a site, you must have the Design permission level. 1. On the Site Actions menu a. NOTE On a site for which the Site Actions menu is customized, point to Site Settings, and then click the settings that you want to view. 2. Under Look and Feel, click Site theme. 3. Select the theme that you want. 4. Click Apply. NOTE , click Site Settings. You can also design and apply custom themes by using a program that is compatible with Windows SharePoint Services. You can also change the colors, fonts, and other formatting without changing the theme by editing the core.css style sheet for a site with a Web design program. For more information, see Help in your Web design program. Configure regional settings Every Web site (both top-level Web sites and subsites) can be customized to use specific regional settings that are used as the default settings for all users of your site. Individual users can also choose to use these default settings or specify their own personal settings. As a site owner, you can specify the following regional settings for your sites: 59 Locale This setting controls how locale-specific information, such as numbers, dates, time, and calendar settings, are displayed on the site. The default values for all of the other regional settings (listed below) are based on the locale that you choose. When you change the locale setting for a site, all other regional settings are set to the default settings for the new locale. After selecting the locale you want, you can then change these other settings as you want. Sort Order This setting controls the sort orders that are used for lists and libraries. Time Zone This setting controls the time zone for the Web site. NOTE Server administrators and site collection administrators can also specify a default time zone for all sites in a Web application. This site-level setting overrides the setting at the Web application level. Set Your Calendar This setting specifies the type of calendar that you want as your primary calendar. You can also choose whether to display the week of the year, where 1 represents the first week of the year and 52 represents the last week of the year. Enable An Alternate Calendar This setting enables the settings of an optional calendar to be added to the calendar that you set for your site. Define Your Work Week This setting specifies which days of the week make up your work week, the first day of each work week, and the first week of the year. You can also specify the start and end time of work days. Time Format This setting specifies whether to display the time in 12-hour or 24-hour format. NOTE Depending on what locale you selected, you may be able to select only the 24-hour time format. Change the regional settings for a site Do the following on each SharePoint site on which you want to change the default regional settings: 1. Open the site on which you want to change the default regional settings. 2. On the Site Actions menu , click Site Settings. 60 a. NOTE On a site for which the Site Actions menu is customized, point to Site Settings, and then click the settings that you want to view. 3. On the Site Settings page, under Site Administration, click Regional settings. 4. On the Regional Settings page, select the settings that you want for this site, and then click OK. Change your regional settings Every site (both top-level Web sites and subsites) can be customized to use specific regional settings that are used as the default regional settings for all users of your site. Individual users can choose to use the default settings set by the site owner or specify their own personal settings. You can specify the following regional settings: Follow Web Settings This setting always uses the default regional settings that were set by the site owner. Locale This setting controls how locale-specific information, such as numbers, dates, time, and calendar settings, is displayed on the site. The default values for all of the other regional settings (listed below) are based on the locale that you choose. When you change the locale setting for a site, all other regional settings are set to the default settings for the new locale. After selecting the locale that you want, you can then change these other settings as you want. Time Zone This setting controls the time zone for the Web site. Set Your Calendar This setting specifies the type of calendar that you want as your primary calendar. You can also choose whether to display the week of the year, where 1 represents the first week of the year and 52 represents the last week of the year. Enable An Alternate Calendar This setting enables the settings of an optional calendar to be added to the calendar that you set for your site. Define Your Work Week This setting specifies which days of the week make up your work week, the first day of each work week, and the first week of the year. You can also specify the start and end time of work days. Time Format This setting specifies whether to display the time in 12-hour or 24-hour format. 61 NOTE Depending on what locale you selected, you may be able to select only the 24-hour time format. Change the regional settings for a site Do the following on each SharePoint site on which you want to configure personal regional settings: 1. Open the site on which you want to configure your personal regional settings. 2. At the top of the site, click the arrow next to Welcome User name, and then click My Settings. 3. On the User Information page, click My Regional Settings. 4. On the Regional Settings page, in the Follow Web Settings section, clear the Always follow web settings check box. 5. Select the settings that you want for this site, and then click OK. Create a site column A site column is a reusable column definition, or template, that you can assign to multiple lists across multiple SharePoint sites. Site columns are useful if your organization wants to establish some consistent settings across lists and libraries. You can share the settings across multiple lists and libraries so that you don't have to recreate the settings each time. For example, suppose you define a site column named Customer. Users can add that column to their content types or list. This ensures that the column has the same attributes, at least to start with, wherever it appears. When you add an item to the list or library, you fill out a form in which each column is represented by a field. Each field is labeled with the name of the column. If you provide a description for the column, the description appears below the field. You can use the description to help team members fill out the form by explaining what kind of information goes in the field. 1. On the Site Actions menu , click Site Settings. 2. NOTE On a site for which the Site Actions menu is customized, point to Site Settings, and then click the settings that you want to view. 3. On the Site Settings page, under Galleries, click Site columns. 4. On the Site Column Gallery page, click Create. 5. In the Name and Type section, type the name that you want in the Column name box. 6. Select the type of information you want to store in the column. 7. The following table describes the types of columns that are available, by default. 62 8. Select this 9. To display this 10. Single line of text 11. Columns that collect and display small amounts of text in a single line, including text only, combinations of text and numbers, and numbers that are not used in calculations (such as phone numbers). 12. Multiple lines of text 13. Columns that collect and display one or more sentences of text or formatted text. 14. Choice (menu to choose from) 15. Columns that display a list of options. 16. Number (1, 1.0, 100) 17. Columns that provide a box in which you can type a numerical value. 18. Currency ($,¥, €) 19. Columns that provide a box in which you can type a monetary value. 20. Date and Time 21. Columns that store calendar or time-of-day information. 22. Lookup (information already on this site) 23. Columns that make it easy for you to select information that's already stored on a site. 24. Yes/No (check box) 25. Columns that store true/false information. 26. Person or Group 27. Columns that display the name of users or SharePoint groups. 28. Hyperlink or Picture 29. Columns that display a hyperlink to a Web page or display an image from the Web. 30. Calculated (calculation based on other columns) 31. Columns that display information that is based on the result of a formula. The formula can use information from other lists and columns, dates, or numbers. You can use standard mathematical operators. 32. In the Group section, select the existing group in which to store the new site column or create a new group to store the column. 33. The following table describes the groups that are available, by default. 34. Select this 35. To display this 36. Base Columns 37. Columns that are useful in many types of lists or libraries. 38. Core Contact and Calendar Columns 39. Columns that are useful in contact and calendar lists. These columns are typically used to synchronize metadata from client contact and calendar programs that are compatible with Windows SharePoint Services, such as Microsoft Office Outlook. 40. Core Document Columns 41. Standard document columns from the Dublin Core Metadata Set. 42. Core Task and Issue Columns 43. Columns that are useful in task and issues lists. These columns are typically used to synchronize metadata from client task and issue programs that are compatible with Windows SharePoint Services, such as Office Outlook. 63 44. Custom Columns 45. Columns that you add to suit the purpose of your list or library. 46. Extended Columns 47. A set of special-purpose columns. 48. In the Additional Column Settings section, select the additional column settings you want. The options available in this section differ depending upon the type of column that you select in the Name and Type section. 49. Click OK. Create or edit a master page Overview A master page contains the page design and layout elements that you want to repeat on multiple pages in a site. Using master pages for these common elements gives your site a more consistent appearance. It also lets you create and update these elements in one place, rather than changing them on each Web page. A master page can contain anything that you can put on a Web page such as the Quick Launch, the top link bar, the title, and the logo. Every site has one master page by default which is stored in the Master Page Gallery. You can store as many master pages in the Master Page Gallery as you want, but you can select only one master page as the default master page for a site. You can create a new master page by using a Web design program that is compatible with Microsoft Windows SharePoint Services, such as Microsoft Office SharePoint Designer. You can also duplicate an existing master page, which you can then edit to change the elements that you want to be different. NOTE To apply the master page to a Web page or site, use a Web design program that is compatible with Windows SharePoint Services, such as Microsoft Office SharePoint Designer. Create a master page You don't have to create a master page each time you create a new site. Every site has one master page by default. To create a master page, you can edit and save a copy of an existing master page. 64 1. On the Site Actions menu , click Site Settings. 2. NOTE On a site for which the Site Actions menu is customized, point to Site Settings, and then click the settings that you want to view. 3. In the Galleries section, click Master pages. 4. Click the master page that you want to copy. 5. Click Edit to open the master page in a Microsoft Windows SharePoint Services-compatible Web design program, such as Microsoft Office SharePoint Designer. 6. In your Web design program, rename the master page that you want to copy before saving your changes. Edit a master page 1. On the Site Actions menu , click Site Settings. 2. NOTE On a site for which the Site Actions menu is customized, point to Site Settings, and then click the settings that you want to view. 3. In the Galleries section, click Master pages. 4. Click the master page that you want to edit. 5. Click Edit to edit a master page by using a Windows SharePoint Services-compatible Web design program, such as Microsoft Office SharePoint Designer. Delete a master page Every site has one master page by default and a site must always have at least one master page. You can delete any master page on the Master Page Gallery page that is not set as the default master page. To delete a master page, you must have permission to design or manage sites. 1. On the Site Actions menu a. , click Site Settings. NOTE On a site for which the Site Actions menu is customized, point to Site Settings, and then click the settings that you want to view. 2. In the Galleries section, click Master pages. 3. Point to the master page that you want to delete, click the arrow that appears, and then click Delete. NOTE To change the default master page of a site, use a Web design program that is compatible with Microsoft Windows SharePoint Services, such as Microsoft Office SharePoint Designer. 65 Save a site as a site template If you want to quickly recreate the design, structure, or content of a site, you can save the site as a site template that you can then choose when you create a new site. To save a site as a template, do the following: 1. On the Site Actions menu a. , click Site Settings. NOTE On a site for which the Site Actions menu is customized, point to Site Settings, and then click the settings that you want to view. 2. On the Site Settings page, in the Look and Feel section, click Save site as template. 3. On the Save Site as Template page, in the File Name section, type a name for the template file. 4. In the Name and Description section, type a name and optionally a description. 5. In the Include Content section, select the Include Content check box if you want new Web sites created from this template to include the contents of all lists and document libraries in the Web site. a. 6. NOTE Some customizations, such as custom workflows, are present in the template only if you choose to include content. Including content can increase the size of your template. The size limit for Include Content is 10 megabytes (MB). Click OK. The next time you create a site, the site template will appear in the list of available site templates. Share customizations by saving them as templates You can save an existing site or list as a custom template. Custom templates provide a way to package up a set of changes to an existing site (site: A group of related Web pages that is hosted by an HTTP server on the World Wide Web or an intranet. The pages in a Web site generally cover one or more topics and are interconnected through hyperlinks.) and make those templates available for new sites and lists. Every custom template is based on a site definition or feature definition stored on the SharePoint server. You can access custom templates through the Site Template Gallery and List Template Gallery pages. Introduction to site templates Members of the Site name Owners group who have write access to site template gallery can customize a site. Then, they can save the customized site as a site template, so that other users in the site collection (site collection: A set of Web sites on a virtual server that have the same owner and share 66 administration settings. Each site collection contains a top-level Web site and can contain one or more subsites.) can create similar sites later. When you create a new subsite (subsite: A complete Web site stored in a named subdirectory of the top-level Web site. Each subsite can have administration, authoring, and browsing permissions that are independent from the top-level Web site and other subsites.), you can choose from the combined list of site templates available on the server or on the site collection. Administrators of a site collection can also import a site template that another user or software vendor creates and can add the new template to the available site templates in the site collection. CAUTION Template files include personal information, such as server URLs and user account names. You should only share template files with trusted users and groups. A site template is a file that includes all of the design information about the site, such as:  The lists within a site.  Any Web Part Pages (Web Part Page: A special type of Web page that contains one or more Web Parts. A Web Part Page consolidates data, such as lists and charts, and Web content, such as text and images, into a dynamic information portal built around a common task.) within a site.  Any custom pages within a site.  The theme or borders applied to a site.  Any customizations to the Quick Launch bar.  Site content (list and document library contents — optional). Site templates do not include the following items:  Security settings, such as a list of users or groups with permissions to the site from which the template was created.  Personalizations to Web Part Pages.  Alerts (alert: A feature that notifies a user by e-mail when there is a change to an item, document, list, or document library on the Web site.) from the original site.  Web part assemblies that were added to the original site. Using site templates You can create subsites based on templates available on the server or on the site collection. When you create a subsite, you choose a template from the templates that are available in the Template Selection section on the New SharePoint Site page. This page shows all templates available on the server and site collection, filtered by the language that you selected in the Create Subsite page. Although the new subsite is based on the template, you can customize it, in the same way you customize any other site. 67 You must have at least the default Full Control or Design permission levels (permission level: A set of permissions that can be granted to users or SharePoint groups on an entity such as a site, library, list, folder, item, or document.) for the top-level Web site gallery. Site templates are stored as files with the .stp extension. Create a site template 1. On the Site Actions menu a. , click Site Settings. NOTE On a site for which the Site Actions menu is customized, point to Site Settings, and then click the settings that you want to view. 2. On the Site Settings page, in the Look and Feel section, click Save site as template. 3. On the Save Site as Template page, in the File Name section, type a name for the template file. 4. In the Name and Description section, type a name and optionally a description. 5. In the Include Content section, select the Include Content check box if you want new Web sites created from this template to include the contents of all lists and document libraries in the Web site. a. 6. NOTE Including content can increase the size of your template. Click OK. Add a template to the site template gallery To add site templates in the site template gallery, go to the Site Settings page for the top-level Web site in a site collection. 1. On the Site Actions menu a. , click Site Settings. NOTE On a site for which the Site Actions menu is customized, point to Site Settings, and then click the settings that you want to view. 2. On the Site Settings page, in the Galleries section, click Site templates. 3. On the Site Template Gallery page, click Upload. 4. In the Name box, type the path to the template, or click Browse. 5. Click OK. Introduction to list templates 68 When you create a new list, you select a list template to use in creating the list. Windows SharePoint Services includes many list templates by default, and users can customize an existing list and save the customized list as a new list template. Administrators of a site collection can also import a list template that another user or software vendor created and can add the new template to the available list of templates in the site collection. CAUTION Template files include personal information, such as server URLs and user account names. You should only share template files with trusted users and groups. A list template is a file that includes all of the design information about the list, such as the following:  The columns and fields in the list.  Any views create for the list.  List content (optional). List templates do not include:  Security settings, such as a list of users or groups with permissions to the list from which the template was created.  Lookup field links. Although lists can contain lookup fields that reference data in another list, the other list (and its data) is not included when you save a list template. Use list templates To create a list template, you must have permission to manage lists. List templates are stored as files with the .stp extension. Create a list template 1. On the Site Actions menu a. , click Site Settings. NOTE On a site for which the Site Actions menu is customized, point to Site Settings, and then click the settings that you want to view. 2. On the Site Settings page, in the Site Administration section, click Site libraries and lists. 3. On the Site Libraries and Lists page, click the list that you want to save as a template. 4. On the Customize List Name page, click Save list as template. 5. In the File name box, type the file name to use for the template file. 6. In the Name and Description section, type a name and optionally a description. 69 7. In the Include Content section, select the Include Content check box if you want new Web sites created from this template to include the contents of all lists and document libraries in the Web site. a. 8. NOTE Including content can increase the size of your template. Click OK. Add a template to a list gallery CAUTION Template files include personal information, such as server URLs and user account names. Only share template files with trusted users and groups. 1. On the Site Actions menu a. 2. , click Site Settings. NOTE On a site for which the Site Actions menu is customized, point to Site Settings, and then click the settings that you want to view. On the Site Settings page, in the Galleries section, click List templates. a. NOTE If you do not see this link, click Go to top level site settings in the Site Collection Administration column. 3. On the List Template Gallery page, click Upload. 4. In the Name box, type the path to the template, or click Browse. 5. Click OK. Chapter 5 Navigation Introduction to site navigation This topic introduces the site navigation elements that are part of Microsoft Windows SharePoint Services 3.0. Two types of navigation elements are available: those that can be customized by site owners and administrators and those that cannot be customized. Customizable navigation elements The two navigation elements that can be customized by site owners are the Quick Launch and the top link bar. 70 Quick Launch The Quick Launch is displayed on the side of most user-facing pages directly below the View All Site Content link. You can use the Quick Launch to display section headings and links to different areas of your site in a logical manner. Neither the Quick Launch nor the View All Site Content link is displayed on site administration pages, such as the Site Settings page and the pages on which site administrators create and edit lists, libraries, workspaces, and Web pages. For information about how to show or hide the Quick Launch, see Customize site navigation. When a new site is created, the site owner can choose whether to list the site name on the Quick Launch of the parent site. If the site owner selects No for this option when the site is created, the owner of the parent site can add the site at a later time by using the Site Settings page. Administrators can customize the Quick Launch in the following ways:  Add a new link to a site either within the site collection or external to the site collection.  Delete a link.  Change the name and URL of an existing link.  Change the order of links within a heading.  Change the names and URLs of headings, delete headings, and create new headings.  Change the order of sections (that is, headings and their associated links) within the Quick Launch. NOTE You display and customize the Quick Launch on a site-by-site basis. Subsites do not inherit the settings that you choose for the Quick Launch from their parent site. TIP Because the Quick Launch is customizable, all lists and libraries for the site do not always appear in the Quick Launch. To ensure that all lists and libraries for a particular site can be viewed, use the View All Site Content link, which is described in the following section. Top link bar This navigation element appears as one or more hyperlinked tabs across the top of all pages on a site. Site owners can choose to display the top link bar of the parent site or display a unique top link bar for their subsite. Noncustomizable navigation elements View All Site Content This navigation element appears as a link on the side of pages (except for site administration pages such as the Site Settings page), directly above the Quick Launch. You cannot 71 customize or disable this link in the user interface. Users can click this link to go to the All Site Content page, which lists links to all lists, libraries, discussion boards, sites and workspaces, surveys, and the Recycle Bin for the site. Only subsites that are direct children of the parent site are displayed on the All Site Content page. For example, in a site hierarchy where the parent site has three subsites and each of those subsites has additional subsites, the All Site Content page will display only the three subsites one level below the parent. To view the entire site hierarchy, you can use the tree view. Tree view Because this navigation element is similar to the tree view in Windows Explorer, it is a familiar navigation element for most Windows users. Objects shown in the tree view are displayed in a hierarchy view, as follows:  Subsites (if present)  Libraries  Lists  Discussions  Surveys Branches of the tree that contain other objects can be expanded to view those objects. For example, if your site hierarchy is such that the site you are viewing has a subsite that contains another subsite, you can expand the first subsite in the tree view and then go to its subsite. You can navigate down the tree view to the folder level. The tree view is not customizable (except by using a Web design program that is compatible with Windows SharePoint Services, such as Microsoft Office SharePoint Designer 2007) and is not displayed by default. If you choose to display the tree view, it appears directly under the Quick Launch, above the Recycle Bin. Content breadcrumb navigation This navigation element provides a set of hyperlinks that enables site users to quickly navigate up the hierarchy of sites within a site collection. When you navigate down the site hierarchy, content breadcrumb navigation appears on the page to which you have navigated. Content breadcrumb navigation does not appear when you are on the home page of a site. 72 For example, if you navigate to the Tasks list on your site, open a folder named Task Folder 1, and then click an item called Task 1, the content breadcrumb navigation displays the following: Site name > Tasks > Task Folder 1 > Task 1. Because breadcrumb navigation is designed to help you quickly navigate up the hierarchy, "Task 1" will not be a hyperlink because you are already viewing that item, but all the other names in the breadcrumb are hyperlinked. You can click any of the links in the breadcrumb navigation to go to that part of the site. Global breadcrumb navigation This navigation element provides hyperlinks that you can use to link to different sites within your site collection. Global breadcrumb navigation is always visible and appears in the top corner of the page above the name of your site. The first link in global breadcrumb navigation is a link to the top-level site of the site collection. The first link is followed by links to the sites that have unique breadcrumb navigation above the point in the site hierarchy that is currently displayed. Links to sites that inherit their top link bar from their parent are not displayed in global breadcrumb navigation. Customize site navigation Microsoft Windows SharePoint Services 3.0 provides several different ways in which you can customize the navigation for your site. This article is intended for site owners and site designers and includes information about adding items to and removing items from navigation, including the Quick Launch and the top link bar. It also describes how to display the tree view to show the contents and hierarchy of the site. NOTE You cannot customize the breadcrumb navigation at the top of the page. The Quick Launch is displayed on the home page of a Windows SharePoint Services 3.0 site and contains links to featured lists and libraries on the site, subsites of the current site, and People and Groups. 73 By using the settings pages for each list or library, you can choose which lists and libraries appear on the Quick Launch. You can also change the order of links, add or delete links without going to the list or library, and add or delete sections, all from within a browser that is compatible with Windows SharePoint Services 3.0. You can even add links to pages outside the site. Hide or show the Quick Launch The Quick Launch appears by default when you first create a site. You can choose to hide or show the Quick Launch, according to the needs of your site. For example, you can show the Quick Launch on the toplevel site and hide it on subsites. 1. On the home page for the site, click the Site Actions menu Site Settings. a. , and then click NOTE On a site for which the Site Actions menu is customized, point to Site Settings, and then click the settings that you want to view. 2. In the Look and Feel column, click Tree view. 3. Do one of the following: a. To hide the Quick Launch, clear the Enable Quick Launch check box. b. To show the Quick Launch, select the Enable Quick Launch check box. 4. Click OK. 5. Click the name of the site to return to the site home page. 74 Add or remove a list or library from the Quick Launch When you create a new list or library, by default a link to that item is automatically added to the Quick Launch. You can change the Navigation option at the time that you create a new list or library so that the list or library does not appear on the Quick Launch. You can also change the option later by editing the General settings for the list or library. 1. On the Quick Launch, click View All Site Content. 2. Click the name of the list or library. 3. On the Settings menu library that you are opening. 4. For example, in a document library, click Document Library Settings. 5. In the General Settings column, click Title, description and navigation. 6. In the Navigation section, do one of the following: , click List Settings, or click the settings for the type of a. To remove the item from the Quick Launch, click No. b. To add the item to the Quick Launch, click Yes. 7. Click Save. 8. Click the name of the site to return to the site home page. Change the order of items on the Quick Launch You can change the order in which headings or links appear on the Quick Launch, but you can change the order of the links only under a given heading. For example, you may have a heading called Lists that contains links for Calendar and Tasks. You can move the Lists heading to a different location on the Quick Launch, but you can change the order of Calendar and Tasks only under the Lists heading. To move Calendar or Tasks to a different heading, you first need to edit the link to assign it to a different heading. 1. On the home page for the site, click the Site Actions menu Site Settings. a. , and then click NOTE On a site for which the Site Actions menu is customized, point to Site Settings, and then click the settings that you want to view. 2. In the Look and Feel column, click Quick Launch. 3. Click Change Order. 4. Click the options in the lists to change the order in which the headings and links are displayed. 5. Click OK. 75 Add, edit, or delete a Quick Launch heading 1. On the home page for the site, click the Site Actions menu Site Settings. a. NOTE On a site for which the Site Actions menu is customized, point to Site Settings, and then click the settings that you want to view. 2. In the Look and Feel column, click Quick Launch. 3. Do one of the following: 4. , and then click a. To add a new heading, click New Heading. Type the URL and a description for the heading, and then click OK. b. To edit a heading, click the Edit button URL and description, and then click OK. c. To delete a heading, click the Edit button d. NOTE When you delete a heading from the Quick Launch, any links contained under that heading are also deleted. . Make any necessary changes to the , and then click Delete. Click OK. Add a Quick Launch link In addition to including links to lists or libraries on your site, you can add custom links to the Quick Launch. For example, you can include a link to information that you or members of your organization use frequently, such as a document, a calendar event, or even another site. 1. On the home page for the site, click the Site Actions menu Site Settings. a. , and then click NOTE On a site for which the Site Actions menu is customized, point to Site Settings, and then click the settings that you want to view. 2. In the Look and Feel column, click Quick Launch. 3. Click New Link. 4. Type the URL and a description for the link. 5. In the Heading list, select the heading under which you want the link to appear. 6. Click OK. Edit, move, or delete a Quick Launch link 1. On the home page for the site, click the Site Actions menu Site Settings. , and then click 76 a. NOTE On a site for which the Site Actions menu is customized, point to Site Settings, and then click the settings that you want to view. 2. In the Look and Feel column, click Quick Launch. 3. Click the Edit button following: 4. for the link that you want to edit or delete, and then do one of the a. To edit the link, make any necessary changes, and then click OK. b. To move the link to a different location on the Quick Launch, in the Heading list, select the new heading under which you want the link to appear, and then click OK. c. To delete the link, click Delete, and then click OK. d. NOTE When you delete a link from the Quick Launch, any links contained under that link are also deleted. Click the name of the site to return to the site home page. Customize the top link bar The top link bar provides a way for users of your site to get to other sites in the site collection (site collection: A set of Web sites on a virtual server that have the same owner and share administration settings. Each site collection contains a top-level Web site and can contain one or more subsites.) by displaying a row of tabs at the top of every page in the site. When you create a new site, you can choose whether to include the site on the top link bar of the parent site and whether to use the top link bar from the parent site. This provides you with three different configuration options for your site:  Inherited and included in parent The site is included as a tab on the top link bar of the parent site and uses the same top link bar as the parent site. The top link bar cannot be customized at this level without first breaking the inheritance from the parent site.  Inherited not included parent The site uses the same top link bar as the parent site but is not included as a tab on the top link bar of the parent site. The top link bar cannot be customized at this level without first breaking the inheritance from the parent site.  Unique The site is not included as a tab on the top link bar of the parent site and does not use the same top link bar as the parent site. The top link bar is customizable at this level and is completely separate from the parent site. 77 NOTE If a site is renamed from the General Settings page, the site name is not updated on the top link bar. To change the name that appears on the top link bar, you must edit the top link bar. Configure the top link bar for a site By default, when you create a new site, the site appears on the top link bar of the parent site, and the new site inherits the top link bar of the parent site. To stop using the top link bar from the parent site, you can change the setting at any time and use a customized top link bar for your subsite. 1. On the home page for the site, click the Site Actions menu Site Settings. a. , and then click NOTE On a site for which the Site Actions menu is customized, point to Site Settings, and then click the settings that you want to view. 2. In the Look and Feel column, click Top link bar. 3. Do one of the following: a. To create custom links for the site, click Stop Inheriting Links. b. To use the same links as the parent site, click Use Links from Parent. Add, edit, or remove a link from the top link bar If your site is using a unique top link bar, you can customize the links that appear on the top link bar for the site. Any sites created below the parent site can also be displayed on the top link bar, provided that the sites are configured to inherit the parent top link bar. You can also include links to other sites outside of your site collection. 1. On the home page for the site, click the Site Actions menu Site Settings. , and then click 2. NOTE On a site for which the Site Actions menu is customized, point to Site Settings, and then click the settings that you want to view. 3. In the Look and Feel column, click Top link bar. 4. Do one of the following: a. To add a new link, click New Link. Type the URL and a description for the link. b. To edit a link, click the Edit button description. c. To remove a link, click the Edit button . Make any necessary changes to the , and then click Delete. 78 d. 5. NOTE When you delete a link from the top link bar, any links contained under that link are also deleted. Click OK. Reorder links on the top link bar You can change the order in which the tabs are displayed on the top link bar. Any changes that you make to the order of items on the top link bar are reflected in any sites that inherit top link bar navigation from your site. 1. On the home page for the site, click the Site Actions menu Site Settings. a. , and then click NOTE On a site for which the Site Actions menu is customized, point to Site Settings, and then click the settings that you want to view. 2. In the Look and Feel column, click Top link bar. 3. Click Change Order. 4. In the Link Order column, click options in the lists to change the order in which the links appear on the top link bar. 5. Click OK. Show or hide the tree view The tree view is an extra navigation option that provides a hierarchical view of all sites, lists, and libraries in the site, including any sites below the current site level. NOTE You can only show or hide the tree view. You cannot customize the tree view by using a Web browser. For information about customizing the tree view by using an HTML editor that is compatible with Windows SharePoint Services 3.0, such as Microsoft Office SharePoint Designer 2007, see the Windows SharePoint Services V3 SDK, which is available from the Windows SharePoint Services Developer Center on MSDN. 79 1. On the home page for the site, click the Site Actions menu Site Settings. a. NOTE On a site for which the Site Actions menu is customized, point to Site Settings, and then click the settings that you want to view. 2. In the Look and Feel column, click Tree view. 3. Do one of the following: 4. , and then click a. To show the tree view, select the Enable Tree View check box, and then click OK. b. To hide the tree view, clear the Enable Tree View check box, and then click OK. Click the name of the site to return to the site home page. Configure and manage a shared navigation structure across sites Site collection administrators who are creating a site collection for collaboration across teams can configure the top link bar to facilitate easy navigation and to show or hide site structure. Depending on your requirements, you can make site structure transparent to users to facilitate browsing across site collections. You can deter users from browsing to sites to which they do not have access. By choosing whether to expose sites on the top link bar, you can help make those sites either more readily available or more concealed. 80 When a site is created, the New SharePoint Site page contains two settings that determine whether the site is listed on the top link bar of the parent and whether the site's own top link bar inherits its top link bar from the parent:  Display this site on the top link bar of the parent site? Sites that are created as subsites of a parent site can be listed on the top link bar of the parent site. For this option, select Yes to create a link to the site on the top link bar of the parent site, select No if you do not want to expose the subsite on the top link bar of the parent.  Use the top link bar from the parent site? For any sites other than the parent (root) site, the top link bar can be configured to either inherit the top link bar from the parent or to have a unique top link bar. The ability to have a unique top link bar allows site administrators to provide more exposure for sites that are at the same level as the current site or to display subsites of the current site.  For this option, select Yes to inherit the links of the parent site's top link bar. If you select Yes, you cannot add other sites to the top link bar. Select No to create a new top link bar for the subsite. The sites that are listed on the top link bar can be determined either when a new site is created or by using the top link bar page. For information about adding or removing sites from the top link bar, see Customize site navigation. The following scenarios show different ways of configuring the top link bar of a site collection that contains several levels of site hierarchy. NOTE Throughout these examples, notice how the global breadcrumb navigation also shows the navigation structure of the site collection. Unlike the top link bar, however, global breadcrumb navigation cannot be configured. Configure the top link bar for the parent site By default, the top-level site of a site collection is listed on the top link bar as Home. (The name used on the top link bar is fully configurable. For more information, see Customize site navigation.) As a site owner, when you create additional sites from this parent site, you have the opportunity to list those sites on the parent site's top link bar as well as to inherit (display) the top link bar settings on the subsites or to create a unique top link bar for each subsite. In the following example, Home is the parent site, and three subsites have been created under it: Accounting, Sales, and Product Development. 81 If the site owners of the subsites selected No for the option to display the subsites on the parent site, only Home would be displayed on the top link bar. However, in this example, the site owners selected Yes for the option to display the subsites on the top link bar of the parent site, so the three subsites appear on the top link bar of the parent site. NOTE The site owner of the parent site can also choose whether to include the subsites on the top link bar after they have been created. Configure the top link bar for subsites When subsites are created, site owners can determine whether the site is displayed on the top link bar of the parent site (as shown previously), and whether the site should inherit the top link bar of the parent or whether it should have a unique top link bar.  If the site owner chooses to inherit the top link bar of the parent, it would look exactly like the illustration in the previous section.  If a site owner chooses not to inherit the top link bar of the parent, the subsite is named Home on the top link bar, as shown in the following illustration.  If there were additional subsites of the Sales site named Americas, Europe, and Asia, and the Sales site owner chooses to display them on the Sales top link bar, the top link bar is displayed as shown in the following illustration. Note that when the site owner chooses to display the subsites on the top link bar, the top link bar of the parent can no longer be inherited. NOTE Windows SharePoint Services 3.0 prevents site owners from adding links to the top link bar on subsites that inherit the top link bar of the parent site. This restriction helps prevent confusing end users about site hierarchy. Chapter 6 Blogs 82 Introduction to blogs A blog is a Web site that enables you or your organization to quickly share ideas and information. Blogs contain posts that are dated and listed in reverse chronological order. People can comment on your posts, as well as provide links to interesting sites, photos, and related blogs. Overview People in your organization can share ideas and information about products, technologies, and processes by publishing that information as posts to a blog. Blogs typically have an author, or a small group of authors, who creates content on a regular basis. Sometimes called a "blogger," the writer typically uses a personal, direct tone, or provides a unique perspective. Blog readers can contribute ideas and provide feedback by posting comments to blog posts. Blogs are used on the Internet for a variety of purposes, ranging from commentary to personal journals, but they also have several uses for corporations and other organizations. Here are some ways that blogs can be used: 83  Connect with employees and customers An organization can communicate decisions, policies, and ideas with employees or customers in an informal way. By inviting readers to comment on blog posts, an organization can develop a sense of community or gauge possible areas of concern.  Share observations and perspectives Blogs can enable people who have an interesting perspective on a subject to discuss it in their own words. For example, people can share their struggles and triumphs in overcoming an obstacle or their experiences in developing a unique project.  Provide insight into a complex concept For some organizations, blogs provide a forum for discussing complex concepts in a more engaging way. A blog post can describe the benefits of a complex policy or technology, and can include helpful examples.  Relay news and views Blogs can provide a forum for sharing breaking news or viewpoints. Because blog posts are easy to publish and typically have an informal tone, they often have fewer constraints than a traditional corporate Web site that must address diverse needs or might have a longer publishing cycle.  Share vision and ideas Blogs can enable people to share their goals and thoughts about the future, and to encourage people to comment on them. They can also provide a forum in which an organization's leaders can communicate with their employees in an informal, engaging manner. Parts of a blog When you create a blog, it contains the following lists, libraries, and features to help you create content and interact with readers: Posts Use the Posts list to view and manage all of your posts. Posts are an essential part of a blog and where you communicate with your readers through dated entries. The Posts list is set up to require approval before posts are published, but you can change that setting if you have permission to manage lists on the blog. Comments Get feedback on your blog posts through comments from your readers. You can see reader comments by viewing each post, or you can see all of the comments in your blog by viewing the default Comments list. Categories Use categories to organize your posts so that readers can easily find the posts that they are most interested in. Other Blogs list Use this list to store links to other blogs, such as blogs that cover similar subjects, blogs by colleagues, or blogs that reference your blog. Links Use the Links list to store other types of links, such as related Web sites or background information. The Links list includes links to your Photos library and blog archives by default. 84 Photos The Photos list is a picture library where you can store photos of interest and link to them from your blog posts. Permalinks A permalink is the Web address to a specific post on a blog, and it enables a post to always be accessible by a URL, even if the post is archived. If someone wants to reference a previous blog post, or if you want to refer to someone else's post, you should use its permalink. Archives for posts Posts are archived by day and by month, so that you and your readers can browse for posts based on certain dates. A blog contains two default views of the calendar: one view shows your posts in a standard list view, and the other view shows your posts in a calendar view. RSS Feeds You or your readers can stay updated on blogs by subscribing to RSS Feeds. RSS is a technology that provides a convenient way for you to distribute and receive information in a standardized format. Creating blog posts Blog posts are easy to create and don't require additional tools. A blog in Windows SharePoint Services includes formatting tools, similar to those of a word processor, to apply formatting (such as bold or font colors), insert hyperlinks and pictures, and create tables. You can also use blog-creation tools or programs that are compatible with Windows SharePoint Services, if you prefer to create posts with a tool or program that you are familiar with. Your blog includes a command that launches compatible blog-creation tools and programs, such as Microsoft Office Word 2007, if they are installed on your computer. Some organizations have policies on publishing sensitive information, so it is a good idea to verify whether your organization has a policy about releasing information through blogs or other media sources before you create your blog. NOTE If your Web browser doesn't support ActiveX controls (ActiveX control: A control, such as a check box or button that offers options to users or runs macros or scripts that automate a task. You can write macros for the control in Microsoft Visual Basic for Applications or scripts in Microsoft Script Editor.), then 85 the formatting toolbar may not be available. However, you can use basic HTML tags to format the text in your blog posts. Find links to more information about formatting text in enhanced text fields in the See Also section. Maintaining blogs To keep your readers interested, and to encourage them to subscribe or return to your site, it is a good idea to post frequently. You may also want to respond to comments to help keep your readers engaged. If your site is available to people outside of your organization, you may want to check comments periodically, to make sure there are no inappropriate comments that might offend some readers. You should also check your blog periodically to make sure that links to other resources still work and that other information in your blog is still relevant. You might verify that the categories apply to your content and delete any categories that you don't intend to use. You should also review settings, such as site and list permissions, to ensure that people have the appropriate level of access to your blog. For example, if someone continually posts inappropriate comments, you can edit the permissions so that the person cannot contribute to the Comments list. Keeping updated on changes to a blog If your site supports RSS technology, you and your readers can get updates on changes to a blog, such as new posts, by subscribing to it through an RSS Feed. By subscribing to a blog, readers don't need to check back to the blog to see if new content has been posted. Instead, readers receive periodic updates with new and changed blog content, such as changes to blog posts or new comments. A program known as an RSS reader, feed reader, or feed aggregator can periodically check RSS-enabled sites for you and retrieve any updated content. Blogs have an RSS Feeds button them with an RSS viewer. that you or your readers can click to browse updates and subscribe to 86 To view and subscribe to RSS feeds, your site or site collection must be enabled to use RSS technology. Organizations can limit or disable RSS feeds, because of bandwidth constraints or other concerns. For more information, see your administrator or site owner. Create a blog A blog is a Web site that enables you or your organization to quickly share ideas and information. Blogs contain posts that are dated and listed in reverse chronological order. People can comment on your posts, as well as provide links to interesting sites, photos, and related blogs. Blogs posts can be created quickly, and they often have an informal tone or provide a unique perspective. Although blogs are frequently used for commentary on the Internet, they can be used in several ways in a corporate environment. Overview Windows SharePoint Services provides a blog template that makes creating a blog easy. A blog is a site that contains lists and libraries, such as a list of blog posts, a list of other blogs, and a library for photos. Once you create a blog, you can set up categories, and then customize the blog settings. 87 When you create a blog, you need to decide whether you want the blog to inherit permissions from the parent site or set up unique permissions manually. In most cases, you should set up unique permissions for the blog to ensure that you can manage its site settings, lists, and libraries independently of its parent site. For example, you might want to grant less restrictive permissions on your blog than on the parent site, such as enabling all authenticated users on your intranet to read and comment on the blog. You can also create and customize a blog by using a Web design or editing program that's compatible with Windows SharePoint Services, such as Microsoft Office SharePoint Designer 2007. Before you start adding content to your blog, you will want to make sure that your site, lists, and libraries are set up the way that you want. For example, you may want to edit the description of a list to help your readers understand its purpose, change permissions for the blog or the Other Blogs list, or track versions of your blog posts so that you can restore a previous version of a post if necessary. Once you've customized the settings for your blog, then you can set up categories to help you organize your posts. Categories are especially helpful if you create blog posts about different subjects or for different purposes, such as current events, brainstorming for a special project, or a technology or hobby. When posts are organized by categories, people can more easily find the posts that fit their interests by clicking the appropriate category in the Categories list. Create a blog To create a blog, you must have permission to create sites. For more information, see your site owner or administrator. 1. Click View All Site Content, and then click Create on the All Site Content page. a. TIP In most cases, you can use the Site Actions menu complete this step. instead to 88 2. In the Web Pages list, click Sites and Workspaces. 3. In the Title and Description section, enter the title and description for your blog. a. The title appears in the navigation for every page in the site, such as the top link bar, and the description appears at the top of every page. 4. In the Web Site Address section, enter the last part of the Web address that you want to use for your blog. 5. In the Template Selection section, click the Collaboration tab, and then click Blog. 6. In the Permissions section, do one of the following: a. If you want to use the same permission and groups as the parent site, click Use same permissions as parent site. b. If you want to set up unique permission for the blog, click Use unique permissions. 7. If you select unique permissions, you'll have an opportunity to set up permissions after you finish entering the settings on the current page. 8. To display the top link bar from the parent site on pages in your blog, click Yes in the Navigation Inheritance section. 9. Click Create. 10. If the Set Up Groups for this Site page appears, set up the visitors, members, and owners of the site. a. TIP See links to more information about permissions and access to content in the See Also section. 11. Click OK. Set up categories If you plan to create several blog posts, or posts about different subjects, it is a good idea to set up categories. Your readers can click the category that they want to read, which makes it easy for them to find posts that they are interested in. You can add more categories or edit the category names later. If you don't want to use categories, you can choose None for the category when you create a post. 1. Under Admin Links, click All content. 2. Under Lists, click Categories. a. The Categories list appears. If you haven't set up categories on the blog before, the list contains category placeholders, such as Category 1 and Category 2. 3. In the Categories list, click the Edit button want to change. to the right of the category placeholder that you 4. Select the placeholder text, type the new text that you want, and then click OK 89 5. Repeat steps 3 through 5 to replace the existing placeholder categories with your own categories. 6. To add additional categories, click New the category in the Title box. 7. To delete a category, point to its name, click the arrow that appears, and then click Delete Item. on the list toolbar, and then type a name for Customize other blog settings Once created, you may want to customize settings for your blog, or for its lists and libraries. To help you quickly customize and manage settings, the blog provides a list of links for customizing. The following procedure provides general steps for customizing your blog. Find links to information about sites, lists, and libraries in the See Also section. 1. TIP In your blog, under Admin Links, do one of the following: a. To customize the Posts list, click Manage posts. b. To customize the Comments list, click Manage comments. c. To customize the Other Blogs list, click All content. Under Lists, click Other Blogs. d. To customize any other lists or libraries in the blog — such as the Links list or Photos picture library — click All content, and then click the list that you want to change. 2. On the Settings menu , click List Settings or click the settings for the type of library that you are opening, such as Picture Library Settings. 3. Click the type of setting that you want to change, such as Versioning settings or Permissions for this list, and then make the appropriate changes. 4. Repeat this procedure for any other settings, lists, or libraries that you want to change. The side navigation, which appears under View All Site Content on the top level of the blog, is contained in Web Parts (Web Part: A modular unit of information that consists of a title bar, a frame, and content. Web Parts are the basic building blocks of a Web Part Page.). If you have permission to design pages, you can edit this navigation by editing the page as you would any Web Part Page (Web Part Page: A special type of Web page that contains one or more Web Parts. A Web Part Page consolidates data, such as lists and charts, and Web content, such as text and images, into a dynamic information portal built around a common task.). For example, you can hide the Categories list by closing its Web Part. Configure permissions for a blog 90 Configuring permissions and other settings for a blog is similar to configuring other types of sites. When you configure permissions for your blog, you can also configure permissions for posts, comments, lists, and libraries associated with your blog. Overview How you configure your blog depends on the needs of your organization, and the expected size and scope of your blog audience. For example, you may want to enable only members of your department to create blog posts, while enabling several departments or your whole organization to post comments. If you have permission to manage site settings, such as permissions and groups, you can set up groups and configure permission levels for your blog. To manage site-level permissions, your blog must have unique permissions. If you chose to inherit permissions from the parent site when you created your blog, your site does not have unique permissions and you need to edit permissions of the parent site or stop inheriting permissions. You may want to configure different permissions for different parts of your blog, which you can do by editing the permissions of the lists and libraries on your blog directly. For example, you may want to enable everyone in your organization to read your blog posts and comments, but only enable people in your department to comment on the posts. You can also consider enabling Read access to authenticated users. Read access enables people on your intranet to browse your blog and read the posts and blogs, regardless of their permissions on the site. They do not need to belong to a specific group, in order to access your blog. You can also consider giving authenticated users specific permission to add comments to posts in your blog, but not to create posts or add links to other blogs. In addition to editing permissions, you can also configure other settings for the lists and libraries on your blog that affect how people create, edit, and view content. For example, the Posts list is set up by default to require content approval before a post can be published, but you can turn off content approval and allow users to publish content to your blog without reviewing it first. You can also specify which groups of users see items that are not approved. 91 You can configure the following settings for your blog:  Site-level permissions You can set up groups and assign permission levels to them, such as the members of your department. If you chose to inherit permissions when you created your blog, you need to stop inheriting permissions before you can edit them.  Approval for lists and libraries You can specify which lists and libraries require approval. In a list or library that requires approval, a new item or file — as well as an item or file that is changed — remains in a pending state until it is approved or rejected by someone who has permission to approve it. If the item or file is approved, it is assigned an Approved status in the list or library, and it is displayed to anyone with permission to view the list or library. If the item or file is rejected, it is returned to its creator.  Specify who can draft items You can control which groups of people can read drafts of list items and files. Drafts are list items or files that are not yet approved. When content approval is required, you can specify whether files that are pending approval can be viewed by people with permission to read, people with permission to edit, or only the author and people with permission to approve items.  Specify which items people can read and edit You can specify whether people can read or edit all list items, or just their own. Users with the permission to manage lists can read and edit all items. Add users or groups to a blog 1. On the Site Actions menu a. 2. , click Site Settings. NOTE On a site for which the Site Actions menu is customized, point to Site Settings, and then click the settings that you want to view. Under Users and Permissions, click Advanced permissions. a. NOTE If check boxes do not appear next to the user and group names on the Permissions page, permissions are being inherited from a parent securable object, such as the parent site. In this case, users and SharePoint groups that you add are also added to the parent site. To stop inheriting permissions, click Actions , and then click Edit Permissions. 3. On the New menu, click Add Users. 4. In the Add Users section, specify the users and SharePoint groups that you want to add to this site 5. In the Give Permission section, do one of the following: a. To add the users to an existing SharePoint group, click Add users to a SharePoint group, and then in the list click the group that you want to add them to. i. b. 6. NOTE You cannot add a SharePoint group to another SharePoint group. To give the users specific permissions to the site, click Give users permission directly, and then select the check boxes for the permissions that you want to give to the users. To send an e-mail message welcoming the new users to your blog, select the options that you want in the Send E-mail section. 92 NOTES  On the Permissions page, you can also enable or disable requests to join the site.  If permissions are being inherited from the parent site, you cannot add users or SharePoint groups directly to this blog. Rather, you can only add users to an existing SharePoint group. TIP To give authenticated users on your intranet access to your site, even if they haven't specifically been added, in the Add Users section of the Add Users page for your site, type Authenticated Users in the User/Groups box. In the Give Permission section, select the Read - Can view only check box. Configure permissions for a list or library 1. In your blog, under Admin Links, do one of the following: a. To customize the Posts list, click Manage posts. b. To customize the Comments list, click Manage comments. c. To customize the Categories list, click All content, and then under Lists, click Categories. d. To customize the Other Blogs list, click All content, and then under Lists, click Other Blogs. e. To customize any other list or library in the blog — such as the Links list, click All content, and then click the list or library that you want to change. 2. On the Settings menu , click List Settings, or click the settings for the type of library that you are opening, such as Picture Library Settings. 3. On the Customize page, in the Permissions and Management column, click Permissions for this list or Permissions for this type of library. 4. The Permissions page displays all of the users and SharePoint groups that are associated with this list or library, and their assigned permission levels. 5. NOTE If check boxes do not appear next to the user and group names on the Permissions page, permissions are being inherited from a parent securable object, such as the parent site. In this case, users and SharePoint groups that you add to the list or library are also added to the parent site (which the list or library inherits those permissions from). If unique permissions are being used (not inheriting from the parent site), then the users and SharePoint groups that you add only affect this list or library. 6. Create unique permissions for the list or library a. On the Actions menu , click Edit Permissions. b. When asked whether you want to create unique permissions, click OK. 7. Click the New menu . 8. In the Users/Groups box, in the Add Users section, type the users and SharePoint groups that you want to add to this list or library. 93 9. In the Give Permission section, do one of the following: 10. TIP a. To add the users to an existing SharePoint group, click Add users to a SharePoint group, and then in the list click the group that you want to add them to. b. To give the users specific permissions to the site, click Give users permission directly, and then select the check boxes for the permissions that you want to give to the users. c. To send an e-mail message welcoming the new users to your list or library, select the options that you want in the Send E-mail section. NOTES a. If permissions are being inherited from the parent, such as the parent site, you cannot add users or SharePoint groups directly to this securable object. Rather, you can only add users to an existing SharePoint group. b. You cannot add a SharePoint group to another SharePoint group. To enable all authenticated users, who have access to browse your site, to add comments to your blog, in the Add Users section of the Add Users page for the Comments list, type Authenticated Users in the User/Groups box. In the Give Permission section, select the Contribute - Can view, add, update, delete, approve, and customize check box. Specify whether or not content approval is required By default, content approval is set up for the Posts list, but you can change this setting or require approval for other lists. NOTE Content approval is not available for picture libraries, such as the default Photos library, but you can specify approval settings for any other type of library that you add to your site, such as a document library. 1. In a blog, under Admin Links, do one of the following: a. To customize the Posts list, click Manage posts. b. To customize the Comments list, click Manage comments. c. To customize the Categories list, click All content, and then under Lists, click Categories. d. To customize the Other Blogs list, click All content, and then under Lists, click Other Blogs. e. To customize any other list or library in the blog — such as the Links list, click All content, and then click the list or library that you want to change. 2. On the Settings menu , click List Settings. 3. Under General Settings, click Versioning settings. 4. In the Content Approval section, under Require content approval for submitted items, click Yes or No. 94 Specify who can view drafts By default, content approval is set up for the Posts list, and only users who can approve items, including the author of the item, can see drafts before they are published. You can change this setting for the Posts list, or any other list or library that requires approval. If a list or library does not require approval, this setting does not apply, and you cannot change it. 1. In a blog, under Admin Links, do one of the following: a. To customize the Posts list, click Manage posts. b. To customize the Comments list, click Manage comments. c. To customize the Categories list, click All content, and then under Lists, click Categories. d. To customize the Other Blogs list, click All content, and then under Lists, click Other Blogs. e. To customize any other lists or libraries in the blog — such as the Links list, click All content, and then click the list or library that you want to change. 2. On the Settings menu , click List Settings. 3. Under General Settings, click Versioning settings. 4. In the Draft Item Security section, under Who should see draft items in this list or under Who should see draft items in this document library, click the group of users whom you want to enable to view drafts. NOTES  The Only users who can approve items option is available only if your library requires content approval. Content approval is not available for picture libraries, such as the default Photos library, but you can specify approval settings for any other type of library that you add to your site, such as a document library.  Drafts are also created for minor versions (minor version: A decimal-numbered copy (0.1, 0.2, 1.1, ...) of a file that is in a stage of revision or that has changed only slightly since the previous version. Typically, a minor version is not published for a wider group in your organization to view.) of files in a library that tracks both major versions (major version: A numbered copy of a file that has changed significantly since the previous major version. Each major version is identified by a whole number (1, 2, 3, ...) to indicate that it is published for a wider group in your organization to view.) and minor versions of files, such as a document library. In a library that tracks both types of versions, you can also configure who can view drafts. The only default library in a blog is the Photos picture library, however, and picture libraries only track major versions of files. Specify which items people can read and edit You can specify whether people with permission to read items can read all items or only the items that they create, and whether people with permission to edit items can edit all items, only their own items, or no items in a list. 95 IMPORTANT 1. Users with the permission to mange lists can read and edit all items. In a blog, under Admin Links, do one of the following: a. To customize the Posts list, click Manage posts. b. To customize the Comments list, click Manage comments. c. To customize the Categories list, click All content, and then under Lists, click Categories. d. To customize the Other Blogs list, click All content, and then under Lists, click Other Blogs. e. To customize any other lists or libraries in the blog — such as the Links list, click All Content, and then click the list or library that you want to change. 2. Under General settings, click Advanced settings. 3. In the Item-level Permissions section, do one or both of the following: a. Under Read access, change any settings that you want. b. Under Edit access, change any settings that you want. Post to a blog A blog is a Web site that enables you or your organization to quickly share ideas and information. Blogs contain posts that are dated and listed in reverse chronological order. People can comment on your posts, as well as provide links to interesting sites, photos, and related blogs. Overview Posts are an essential part of a blog. They are typically journal-like entries that contain information, ideas, and opinions. They are displayed in chronological order, starting with the most recent posts. To post comments to a blog, you must have permission to contribute to the Comments list. You can create a post on a blog in Microsoft Windows SharePoint Services 3.0 by using a Web browser, if you have permission to contribute to the Posts list. You don't need additional tools or programs to create content, add pictures, apply formatting, and insert hyperlinks. NOTE If your Web browser doesn't support ActiveX controls (ActiveX control: A control, such as a check box or button that offers options to users or runs macros or scripts that automate a task. You can write macros for the control in Microsoft Visual Basic for Applications or scripts in Microsoft Script Editor.), then the formatting toolbar may not be available. However, you can use basic HTML tags to format the text in 96 your blog posts. Find links to more information about formatting text in enhanced text fields in the See Also section. You can also post content to a blog by doing the following:  Creating and submitting a post in an e-mail message. In order to submit a post in an e-mail message, your blog must be enabled to receive content in e-mail messages.  Creating a post by using a blog creation and publishing tool that is compatible with Windows SharePoint Services. By default, blogs are set up so that approval is required before posts are published. This can be helpful if numerous people are publishing content, or if a post could contain sensitive content. By default, people who have permission to manage lists can approve blog posts, but you can customize those settings. Find links to more information about content approval in the See Also section. Post to a blog by using a Web browser When you create a blog post, you can save it as a draft if you want to edit or review it before other people see it, or you can publish it immediately. 1. Navigate to the top-level of the blog. 2. Under Admin Links, click Create a post. 3. In the Title box, type the title that you want for your post. a. 4. In the Body section, type or enter the content that you want to include in your post. a. 5. You can use the toolbar to format the text, or to insert art, hyperlinks, or tables. In the Category list, select the category that you want from the list. a. 6. The title appears at the top of the post on the home page and in the Posts list If you do not want to apply a category, click (None) in the list. In the Published section, verify that the date and time are correct for publishing the post, or change any settings necessary. a. The Publish Date specifies where the post appears on the homepage, because the posts appear in reverse chronological order. The first time that you create a post, the current date is listed. If you are publishing a draft that was created several days ago, you may want to edit this field to show the correct publish date. b. TIP You can enter a date in the future, if you want your post to remain at the top of the blog until that date, for example if you are referring to a special event or promotion. 97 7. 8. Do one of the following: a. To save your work and finish it later, or to save it as a draft for approval, click Save as Draft. b. To publish the post immediately, click Publish. NOTE If you do not have approval permissions, the Publish button does not appear. NOTES  If someone has configured the Post list so that approval is not required, then the Save as Draft button doesn't appear, and you cannot save a post as a draft. When you click Publish, the blog post will be visible on the blog. Post to a blog by sending e-mail If the blog is set up to receive posts in e-mail, you can create a post by sending it in an e-mail message that is addressed to the blog's Post list. The message then creates a blog post in the Post list. To post to a blog using an e-mail program, first you need to obtain the address of the Post list. Depending on your situation, the e-mail address of the Post list may appear in the address book of your e-mail program, in which case you can add it to your personal contacts list in your e-mail program so that you can easily find it later. The address for the Post list may also appear in the description of the list. If you cannot find the address of the Post list, you should ask your administrator or site owner whether the list is configured to receive posts in e-mail messages, and if so, ask for the address of the Post list. 1. In your e-mail program, open a new e-mail message, and type the text that you want to post to your blog in the body of the e-mail message. 2. In the To or Cc box, enter the address of the blog Post list. 3. Send the e-mail message. In most e-mail programs, you click Send to send the message. TIP If the Post list is configured to receive attachments, you can include an attachment to your blog post by attaching the file to your e-mail message. Other ways to post to a blog In addition to using the tools built into your blog, you can use blog-publishing programs that are compatible with Windows SharePoint Services. For example, Microsoft Office Word 2007 provides a blog template that enables you to create and publish blogs to a SharePoint site or other Web location. 98 When you are ready to create a new post, you can launch a compatible blog program from your blog, and then publish the post from the blog program. The first time that you launch the blog program you may be prompted to specify the Web address of your blog or other settings for your blog posts. For more information, see Help in your blog program. 1. At the top level of your blog, under Admin Links, click Launch blog program to post. 2. Follow the instructions in your blog program for creating and publishing blog posts. NOTE Blogs also support common programming blog interfaces for posting. For more information, see the Windows SharePoint Services Developer Center on MSDN Chapter 7 Discussion Boards Create a discussion board You can set up discussion boards on your Microsoft Windows SharePoint Services 3.0 site to share information and discuss topics with other people. Overview The discussion board shows the most recent discussion first, as well as the number of replies for each discussion. That way, you can quickly see which discussions have the most recent activity and which ones are the most popular. Members can also customize their own views of the discussion board. 99 By default, a new Windows SharePoint Services 3.0 site already has one discussion board set up. This board is called Team Discussion, but you can change its name and other settings or create additional discussion boards. If your Windows SharePoint Services 3.0 site is set up to receive e-mail, participants can add items to the discussion board from their e-mail application. Use the default Team Discussion board The Team Discussion board is created for you when Windows SharePoint Services 3.0 creates a new site. If you like the name of the discussion board and the way it is set up, you and your team can start creating discussions by opening the discussion board and then following the steps later in this article. You can also customize the Team Discussion board by changing its name or other settings. To do this, you must have permission to change the design of lists on your site. 1. On the Quick Launch, click Team Discussion. 2. If Team Discussion does not appear, click View All Site Content, and then click Team Discussion. 3. To change the settings for this discussion board, on the Settings menu Discussion Board Settings. , click 100 4. To change the title and description, under General Settings, click Title, description and navigation, and then type a different title and description. 5. Change any other settings that you want, and then click Save. 6. Return to your discussion board by clicking its new name in the navigation bar. Create a new discussion board You can create a new discussion board if you want to have multiple discussion boards on your site, or if you deleted the Team Discussion board and want to create another one. If lists on your site are set up to receive e-mail, you can specify an e-mail address for the discussion board as you create it. For more information, see your administrator. 1. Click View All Site Content, and then click Create on the All Site Content page. 2. TIP In most cases, you can use the Site Actions menu this step. 3. Under Communications, click Discussion Board. 4. In the Name box, type a name for the discussion board. The name is required. 5. In the Description box, type a description of the discussion board. The description is optional. 6. If you plan to enable the discussion board to receive content by e-mail, you could add its e-mail address to the description, so people can readily find it. 7. In the Navigation section, specify whether you want the discussion board to appear on the Quick Launch. 8. To enable the discussion board to receive e-mail, under Enable this list to receive e-mail, click Yes. This option will not be available if your server is not set up to receive e-mail. 9. Under E-mail address, type a unique name to use as part of the e-mail address for the discussion board. instead to complete 10. Click Create. Set up a discussion board to receive e-mail If an administrator has enabled lists on your Windows SharePoint Services 3.0 site to receive e-mail, you can set up a discussion board so that its participants can post messages to it by sending e-mail. The participants create their messages as they would any e-mail message and then include the name of the discussion board in the To or Cc box of the e-mail message. 101 If the participants belong to a SharePoint group (SharePoint group: A group of users that can be created on a SharePoint site to manage permissions to the site and to provide an e-mail distribution list for site users. A group can be used by many sites in one site collection.) that has an e-mail distribution list, a discussion board can be a part of the e-mail list. Then, when the participants send e-mail to members of the group, their discussions are automatically added to and archived in the discussion board on the Windows SharePoint Services 3.0 site. The following procedure enables an existing discussion board, such as the default Team Discussion board, to receive e-mail. You can also choose this setting when you create a new discussion board. 1. If the discussion board is not already open, click its name on the Quick Launch. 2. If the name of your discussion board does not appear, click View All Site Content, and then click the name of your discussion board. 3. To change the settings for this discussion board, on the Settings menu Discussion Board Settings. 4. Under Communications, click Incoming e-mail settings. 5. Under Enable this list to receive e-mail, click Yes. 6. In the E-mail address box, type a unique name to use as part of the e-mail address for the discussion board. 7. Choose any other settings that you want, such as whether messages sent in e-mail should keep their attachments (such as pictures or documents) or whether the original e-mail message should be saved in the discussion board as an attachment. 8. Click OK. , click NOTES  If someone set up your SharePoint group to receive e-mail, your discussion board may already have its own e-mail address. If so, you should make a note of the address and then confirm with your site owner or administrator.  If you do not see Incoming e-mail settings, your site may not be set up so that lists can receive e-mail. For information, see your administrator. Start a discussion You may want to provide a message to welcome new members to the discussion board or to describe some guidelines for using the board. 1. If your discussion board is not already open, click its title on the Quick Launch. 102 2. If the name of your discussion board does not appear, click View All Site Content, and then click the name of your discussion board. 3. On the New menu, click Discussion. 4. Type the text that you want for the subject and body of the message, and apply any formatting that you want. 5. Click OK. Customize a discussion board Discussion boards provide forums for site participants to discuss topics with each other. Most site templates include the ability to create discussion boards, and many sites and workspace sites have a built-in discussion board called Team Discussion. As a site owner, you can customize discussion boards. About customizing discussion boards Several options are available for customizing the views and behaviors that are specific to discussion boards. When you create a new view for a discussion board, you must base it on an existing view. The following views are provided, by default:  Subject view This view is available only at the top-level folder (the highest level of a discussion board) and is used to view the names of the discussions and other metadata on a particular discussion. The name of each discussion in the board appears as a link in the Subject column that you can click to go to a lower-level folder that displays the replies to that particular discussion.  NOTE Although it is possible to use a different view for the top-level folder, such as the flat or threaded view, we do not recommend that. Instead, use the subject view or a view that you create based on the subject view.  Flat view By default, this view is available only in folders of the discussion content type. This means that it is not available to the top-level folder. In this view, the subject of the discussion, all replies to the discussion, and other replies are aligned on one side.  Threaded view By default, this view is available only in folders of the discussion content type. This means that it is not available to the top-level folder. In this view, the subject of the discussion is aligned to to one side, all replies to the discussion are indented slightly, and all replies to previous replies are indented even farther. This view makes it easy to see whether a reply was made directly to the subject of the discussion or to a previous reply. NOTE When creating a view, you can specify it as either a personal or public view. Note that a personal view is available to only the person who defined it, whereas a public view is available to everyone. The following table describes the configuration options that site owners can choose when creating a view for a discussion board. Most of these options are also available when editing existing views. 103 NOTE To customize most list settings, you must have permission to manage or change lists. Configuration options Name Actions Set a unique name for this view, and specify whether to make it the default public view. NOTE The Make this the default view check box applies only to public views, not personal views. Audience Specify whether this is a personal or public view. NOTE Columns This option is available only when creating a view. Select the columns that you want in this view and the order in which you want them to appear. Sort Select the primary and secondary columns that you want to sort on and whether they are sorted in ascending or descending order. Filter Specify whether to show all items (discussions and replies) in this view or to filter items. To filter on more than two columns, click Show More Columns. NOTE If you choose to filter items, we recommend that that you choose a column that is indexed for the first clause for faster rendering of the page. Group By Specify whether to group discussions by a particular column. For example, you can choose to group all discussions that were created by a particular user or created on a particular day. When discussions are grouped, they appear on the main page of the discussion board in a tree view that is named by using the column that they are grouped by. You can choose whether this tree view is collapsed or expanded by default and the number of groups to display on each page. 104 Totals Specify the totals for any individual column in this view. Selecting the Count option for a particular column displays the number of items in that column on the main page of the discussion board. Some columns have the Maximum and Minimum options, which display the maximum and minimum values in that column, respectively. Style Choose one of several predefined styles for this view. Folders Use the options in this section to make the following choices, which can add many variations to your views: Choose whether to show items inside folders or without folders. For the flat and threaded views, showing items inside folders displays the subject of the discussion at the top of the list for lower-level folders. Showing items without folders shows the same list of items without the subject at the top of the list. NOTE For the subject view, showing items inside folders is the default and the recommended setting. Show this view in all folders, in the top-level folder only, or in folders of a particular content type that you select. NOTE Most views are not appropriate for both the top-level folder and the lower-level folders. For this reason, you should typically choose to make views that you create based on the subject view available only in the top-level folder and make views that you create based on the flat view or threaded view available to folders of a particular content type. Item Limit Specify the number of items to display in this view. You can either make this number an absolute limit or allow users to view all the items in the list in batches of the specified size. 105 Create a view Views that you create for a particular discussion board are available to all discussions within that discussion board. 1. On the Quick Launch, click the name of the discussion board where you want to create a view. 2. If the name of your discussion board does not appear, click View All Site Content, and then click the name of your discussion board. 3. On the Settings menu, click Create View. 4. On the Create View page, in the Start from an existing view section, click the name of the existing view on which you want to base this new view. 5. On the Create View page, in the Name section, enter a unique name for this view and specify whether to make this the default public view. 6. In the Audience section, specify whether this is a personal or public view. 7. In the Columns section, select the columns and the position where you want to display them in this view. 8. In the Sort section, select the first and second columns that you want to sort the view on. 9. NOTE If you do not want to choose a column to sort on, choose None. 10. In the Filter section, choose the filter options that you want for this view. 11. In the Folders section, choose the folder options that you want for this view. 12. NOTE See the previous table for more information about the options available on the Create View page. 13. When you finish making your selections, click OK. Edit a view 1. On the Quick Launch, click the name of the discussion board where you want to edit a view. 2. If the name of your discussion board does not appear, click View All Site Content, and then click the name of your discussion board. 3. Do one of the following: a. If you want to edit a view that is shown in the top-level folder, choose the view that you want to edit from the View menu. b. If you want to edit a view for posts, click the name of any discussion, and then select the view that you want to edit from the View menu. 4. On the View menu, click Modify this View. 5. On the Edit View page, make the changes that you want and then click OK. NOTE See the previous table for more information about the options available on the Edit View page. 106 Delete a view 1. On the Quick Launch, click the name of the discussion board where you want to delete a view. 2. If the name of your discussion board does not appear, click View All Site Content, and then click the name of your discussion board. 3. On the Settings menu, click Discussion Board Settings. 4. On the Customize Discussion Board Name Discussion page, in the Views section, click the name of the view that you want to delete. 5. On the Edit View page, click Delete and then click OK to confirm. Specify the default public view You can specify a default view for discussions and a separate default view for replies. 1. On the Quick Launch, click the name of the discussion board where you want to specify the default public view. 2. If the name of your discussion board does not appear, click View All Site Content, and then click the name of your discussion board. 3. On the Settings menu, click Discussion Board Settings. 4. On the Customize Discussion Board Name Discussion page, in the Views section, click the name of the view that you want to make the default view. 5. On the Edit View page, in the Name section, select the Make this the default view check box, and then click OK. Participate in a discussion A discussion board is a place to share information and discuss topics with other people. When you create a discussion topic or reply to an existing discussion, you can format your text, insert a hyperlink or table, and link to a picture on the Web. You can also subscribe to the discussion to see a summary of the content that has changed or to receive alerts to find out when someone has added or changed an item. NOTE Depending on how the discussion board was set up, you may need to be a member of the site that contains the discussion board, or the owner may have assigned other types of permission. For more information, see your site owner. Create a new discussion topic 107 1. If your discussion board is not already open, click its title on the Quick Launch. 2. If the name of your discussion board does not appear, click View All Site Content, and then click the name of your discussion board. 3. On the New menu, click Discussion. 4. Type the text that you want for the subject and body of the message, and apply any formatting that you want. 5. Click OK. Reply to a discussion 1. If the discussion board is not already open, click its name on the Quick Launch. 2. If the name of your discussion board does not appear, click View All Site Content, and then click the name of your discussion board. 3. Click the discussion topic that you want to reply to. 4. In the bar above the message that you want to reply to, click Reply. 5. Type the text of the reply, and then apply any formatting that you want. 6. Click OK. Participate in a discussion by using e-mail If your discussion board is set up to receive e-mail, you can add discussion topics by sending e-mail. You create a message as you normally do and then include the name of the discussion board in the To or Cc box of the e-mail message. The message then creates a new discussion topic on the discussion board. If you belong to a SharePoint group (SharePoint group: A group of users that can be created on a SharePoint site to manage permissions to the site and to provide an e-mail distribution list for site users. A group can be used by many sites in one site collection.) that includes the discussion board in its e-mail distribution list, e-mail messages that you send to the group are automatically added to the discussion board. If you reply to an e-mail discussion message and include the group in the To or Cc box, your e-mail reply also becomes a reply in the discussion. To use e-mail to participate in a discussion, first you need to obtain the address of the discussion board or SharePoint group. Depending on your situation, the e-mail address of your discussion board or group may appear in the address book of your e-mail application. If it does not appear there, you can add it to your personal contacts list of your e-mail application after you obtain it, so that you can easily find it later. 108 1. In your e-mail application, prepare the item that you want to add to the discussion board by doing one of the following: 2. To create a new discussion topic, create a new e-mail message. 3. To reply to an existing discussion topic by using e-mail, open the original e-mail message, and then click Reply. 4. In the To or Cc box, add the address of the discussion board or SharePoint group. If you are responding to an existing e-mail message, the address of the discussion board or SharePoint group appears if you reply to all recipients. 5. Add the content that you want to the message. 6. Send the message. In most e-mail applications, you click Send to send the message. NOTES  To open an attachment to a discussion topic or reply, open the discussion, click View Properties in the bar above the discussion item, and then click the name of the attachment next to Attachments. Depending on how your discussion board is set up, e-mail attachments may not be saved in the discussion board on the site. For more information, see your site owner or administrator.  If someone sends e-mail to a discussion board that contains the same subject line as an existing discussion, the message is not automatically stored as a reply to the discussion on the site, unless the message is also a reply to an existing e-mail discussion. This way, messages that belong to different conversations aren't accidentally added to the same discussion, even if they happen to have a common subject line, such as "contracts." Edit your own discussion topic Use the following procedure to edit the original topic that you posted in a discussion. You may not have permission to edit a topic that was created by someone else. 1. Do one of the following: a. 2. If the discussion board is not already open, click its name on the Quick Launch. If the name of your discussion board does not appear, click View All Site Content, and then click the name of your discussion board. a. If you are already viewing the discussion board and have opened the topic that you want to edit, do the following instead: i. Click View Properties at the upper right of your topic, and then click Edit Item . ii. Skip to step 3. 3. In the Subject column, point to the discussion topic that you want to edit, click the arrow on the menu that appears, and then click Edit Item 4. . Make the changes that you want, and then click OK. 109 Edit your reply to a discussion Use the following procedure to edit a reply that you made to an existing discussion. 1. Do one of the following: a. 2. If the discussion board is not already open, click its name on the Quick Launch. If the name of your discussion board does not appear, click View All Site Content, and then click the name of your discussion board. a. If you are already viewing the discussion and your reply, skip to step 3. 3. In the Subject column, click the discussion that contains the reply that you want to edit. 4. Locate your reply, and then click View Properties at the upper right of your reply. 5. Click Edit Item 6. Make the changes that you want, and then click OK. . Change how you view a discussion It is easy to sort and filter the discussions on the page, and you can create your own view. Do one or more of the following to change the way that you view discussions: To sort the discussions within a discussion board, click the heading above the column that you want to sort by. A down arrow appears next to the heading for descending order (such as the newest discussions first) and an up arrow appears for ascending order. To filter the discussions so that you see only the items that meet specific criteria, point to the column that you want to use, click the arrow that appears, and then click the item you want to filter by. For example, you can see only discussions that were updated today by selecting the current date in the Last Updated column. To change the view of the topics in a discussion board, click the name of the view next to the View menu in the upper-right corner of the discussion board, and then click Modify this View. Change any other settings that you want, and then click OK. To create your own view of a discussion board, click the name of the view next to the View menu in the upper-right corner of the discussion board, and then click Create View. Under Choose a view format, click the type of view you want to create. To always see the discussion with that view, if 110 you have permission to modify lists, click Make this the default view. Change any other settings that you want, and then click OK. To change the way that you view individual discussions, you can open a discussion topic and then switch to another view, change the view, or create a new view by using the same procedures that you use to change the view of a discussion board. Two key options are Threaded, in which the replies are indented under each topic, and Flat, in which the topic and its replies are displayed at the same level, with additional data about the participant. Chapter 8 Document Workspace Create and manage a Document Workspace site A Document Workspace site helps you to coordinate the development of one or more related documents with other people. The site provides tools to share and update files and to keep people informed about the status of those files. Overview By using a Document Workspace site, you and your colleagues can coordinate the development of one or more related documents. The site provides tools to share and update files and to keep people informed about the status of those files. You and your colleagues can work together on a Document Workspace site to develop a document in the following ways:  Work directly on the copy located on the Document Workspace site  Work on a local copy and update the copy regularly on the Document Workspace site You and other workspace members can also use a Document Workspace site to publish announcements, assign tasks, share relevant links, and receive alerts about changes to site content. You can create a Document Workspace site for a short-term project and delete the site when the project ends or keep the site permanently. NOTE By default, site owners have the required permission level to create Document Workspace sites within an existing site. If you are a site owner and want to enable other site members to create Document Workspace sites, you can grant permission to create sites to the Microsoft Windows SharePoint Services 111 group (SharePoint group: A group of users that can be created on a SharePoint site to manage permissions to the site and to provide an e-mail distribution list for site users. A group can be used by many sites in one site collection.) that the team members belong to. Create a Document Workspace site from a document in a library You can create a new Document Workspace site from a document that is already in a library on the site. Depending on the program, you may also be able to create a new Document Workspace site from within a program that is compatible with Microsoft Windows SharePoint Services, such as Microsoft Office Word 2007. For more information, see Help in that program. 1. Open the document library where the document is stored. 2. Point to the name of the document, click the arrow that appears, point to Send To, and then click Create Document Workspace. a. 3. NOTE If the Create Document Workspace option is not available, you do not have permission to create a workspace on that site. Ask the site owner to give this permission to you or to create the workspace site for you. Click OK. Create an empty Document Workspace site If you want to create a Document Workspace site but do not want to base it on an existing document in a library, you can create an empty Document Workspace site and add one or more documents later. 1. Open the site where you want to create a Document Workspace site. 2. Click View All Site Content, and then click Create on the All Site Content page. a. TIP In most cases, you can use the Site Actions menu complete this step. instead to b. NOTE You may need to ask the site owner to give you permission to create a Document Workspace site. 3. In the Web Pages list, click Sites and Workspaces. 4. Enter the information about the Document Workspace site that you want to create, such as the title and the last part of the Web site address. 5. In the Template Selection section, click the Collaboration tab, and then click Document Workspace. 6. In the Permissions section, do one of the following: 112 a. If you want all members of the parent site to be members of this workspace, click Use same permissions as parent site. b. If you want only a specific set of people to be members of this workspace, click Use unique permissions. 7. If you want the top link bar from the parent site to appear on pages on this new site, verify that Use the top link bar from the parent site is selected in the Navigation Inheritance section. 8. Click Create. Add a document Regardless of whether you create a Document Workspace site from an existing document or you create an empty Document Workspace site, you can add new documents to the Document Workspace site at any time. 1. On the home page of the Document Workspace site, click Shared Documents. 2. Do one of the following: 3. TIP a. To create and add a new document, click New. b. To add an existing document, click Upload, and then click Browse to find the file that you want to add. Select the file, and then click Open. If a document with the same file name already exists in the library and you do not want to overwrite the existing document, clear the Overwrite existing files check box. Click OK. You can also add a linked copy of a document from another library to the Shared Documents library of the Document Workspace site by creating a Send To destination. When the original document or the linked copy is updated, you can update the copy in the other location easily. Find links to more information about adding linked copies of documents to other libraries in the See Also section. Add a user To add users to a Document Workspace site, you must have permission to add members to the parent site or the Document Workspace site. If you cannot add users to the Document Workspace site, contact the owner of the parent site. 1. On the home page of the Document Workspace site, in the Members list, click the name of the group to which you want to add a user. 2. On the New menu 3. In the Add Users section, type the name, group name, or e-mail address of the user or group that you want to add. If you add more than one user, separate each name with a semi-colon (;). You can also click Browse , click Add Users. to search for and select the person from the directory. 113 4. In the Give Permission section, click the group to which you want to add the user. 5. Click OK. Add a task You can use the Tasks list on your Document Workspace site to assign work items to yourself or other members of the workspace. Members can then update and share the status of their assigned tasks easily. By using the Tasks list, you can set priority and due dates for tasks, as well as task status and percent complete. As the owner of the Document Workspace site, you can also add custom fields to the Tasks list, just as you do with any other list on a SharePoint site. Find links to more information about customizing lists in the See Also section. 1. On the home page of the Document Workspace site, under Tasks, click Add new task. 2. Type a name for the task in the Title box. 3. In the Priority list, click the priority of the task. 4. In the Status list, click the status of the task. 5. To assign the task to someone, do one of the following in the Assigned To section: a. Type the e-mail address of the person to whom you want to assign the task. b. Type the full name of the person to whom you want to assign the task, and then click Check Names . If the person is found in the directory, the name resolves to that person's e-mail address. If the person is not found in the directory, the message No exact match was found appears. c. Click Browse finish, click OK. to search for and select the person from the directory. When you 6. If necessary, type a brief description of the task in the Description box. 7. In the Start Date box, enter the date when the task begins. 8. In the Due Date box, enter the date when the task must be completed. 9. Click OK. Add an announcement Use the Announcements list to post important messages about the project for team members, such as deadlines and changes in deliverables, introductions to new team members, and other information. 1. On the home page of the Document Workspace site, click Add new announcement. 2. In the Title box, type a title for your announcement. 3. In the Body box, type the full text of your announcement. 4. If you want the announcement to automatically expire after a certain date, type the date in the Expires box. 5. Click OK. 114 Add a link to the Links list You can use the Links list to share links that are useful to team members. The list can provide quick and easy access to related information and resources such as other Web sites. 1. On the home page of the Document Workspace site, click Add new link. 2. In the URL section, type the address of the Web page or other type of resource to which you want to link, and then type a description for the link. a. 3. NOTE The text that you type in the Type the description box appears as the name of the link in the Links list. You can include notes about the link in the Notes section, but this information does not appear in the default view of the Links list that appears on the home page of the Document Workspace site. Click OK. Create an e-mail alert for a task After you create tasks and assign them to workspace members, you can choose to receive e-mail alerts notifying you of any changes to items in the Tasks list. Members can also create their own alerts to receive e-mail notification of changes to other items of interest to them. NOTE You can create e-mail alerts for tasks only if your server administrator has enabled the server running Windows SharePoint Services to send e-mail. 1. On the home page of the Document Workspace site, click Tasks. a. If the Tasks list does not appear on the home page, click View All Site Content, and then click Tasks. 2. On the Actions 3. In the Alert Title section, type a name for your alert. 4. In the Send Alerts To section, your name is included by default in the Users box. You can send alerts to other members by adding their names to the Users box, separated by a semi-colon (;). 5. In the Change Type section, select the type of changes to which you want to be alerted. 6. In the Send Alerts for These Changes section, select a filter to receive changes based on certain criteria. a. menu, click Alert Me. TIP You can also choose to receive alerts for items shown in a particular view of the Tasks list. 7. In the When to Send Alerts section, select how frequently you want to receive alerts. 8. Click OK. 115 Publish a document back to a library from a Document Workspace site If your Document Workspace site is based on an existing document that was stored in a library, you can update the original copy with changes that were made to the copy of the document on the Document Workspace site. 1. On the Document Workspace site, open the library that contains the document. 2. Point to the name of the document, click the arrow that appears, point to Send To, and then click Publish to Source Location. Delete a Document Workspace site After the documentation project is finished, and final versions of the documents are moved to other locations, you can choose to delete the Document Workspace site. To delete the site, you must have the Full Control permission level. By default, site owners have this permission level. IMPORTANT Be sure to publish all documents to another location before you delete a Document Workspace site. When you delete a Document Workspace site, all documents, libraries, lists and list data, site settings, permission levels, and security information contained on the Document Workspace site are destroyed permanently. 1. On the home page for the site, click the Site Actions menu Site Settings. a. , and then click NOTE On a site for which the Site Actions menu is customized, point to Site Settings, and then click the settings that you want to view. 2. In the Site Administration column, click Delete this site. 3. Click Delete, and then click OK to confirm that you want to delete the site. Collaborate on a document on a Document Workspace site A Document Workspace site helps you to coordinate the development of one or more related documents with other people. The site provides tools to share and update files and to keep people informed about the 116 status of those files. If the documents and related materials — such as tasks, objectives, and events — might be scattered, a Document Workspace site can help you to keep them all in one place. As a member of a Document Workspace site, you can add and edit documents, add and edit related tasks, create e-mail alerts for yourself or other workspace members, add announcements, and provide links to related information. Edit a document If you are using a program that is compatible with Microsoft Windows SharePoint Services, you can check out and begin editing a document directly from the Document Workspace site by using your Web browser. 1. On the Document Workspace site, open the library that contains the document that you want to edit. 2. Point to the name of the document that you want to edit, click the arrow that appears, and then click Check Out. a. The icon for the document changes to indicate that the document is checked out. 3. Point to the document name again, click the arrow that appears, and then click Edit in Program Name. The document opens in the specified program. 4. When you finish, save your changes. 5. Close the file. a. TIP Depending on the program that you are using, you may receive a message asking if you want to check in the document. If you want the document to be available to other workspace members, click Yes to check in the file, and then follow the instructions to enter comments about your changes. You can skip the following steps. 6. Open your Web browser and return to the library that contains the document. 7. Point to the name of the document that you want to check in, click the arrow that appears, and then click Check In. 8. In the Document Check In section, specify whether you want to keep the document checked out after you check in the current version. If you keep the document checked out, other people will not be able to check out and edit the file. 9. In the Comments section, type any comments that you have about the changes that you made to the document. 10. Click OK. TIP If you are using a program that is compatible with Windows SharePoint Services, you may also be able to check documents in and out by using that program instead of a Web browser. For more information, see Help for that program. 117 Add a task You can use the Tasks list on the Document Workspace site to assign work items to yourself or other members of the workspace. Members can then update and share the status of their assigned tasks more easily. By using the Tasks list, you can set priority and due dates for tasks, as well as task status and percent complete. 1. On the home page of the Document Workspace site, under Tasks, click Add new task. 2. Type a name for the task in the Title box. 3. In the Priority list, click the priority of the task. 4. In the Status list, click the status of the task. 5. To assign the task to someone, do one of the following in the Assigned To section: a. Type the e-mail address of the person to whom you want to assign the task. b. Type the full name of the person to whom you want to assign the task, and then click Check Names . If the person is found in the directory, the name resolves to that person's e-mail address. If the person is not found in the directory, the message No exact match was found appears. c. Click Browse finish, click OK. to search for and select the person from the directory. When you 6. If necessary, type a brief description of the task in the Description box. 7. In the Start Date box, enter the date when the task begins. 8. In the Due Date box, enter the date when the task must be completed. 9. Click OK. Create an e-mail alert for a task If tasks were created in the Tasks list of the workspace, you can choose to receive e-mail alerts that notify you of any changes to those tasks. NOTE You can create e-mail alerts for tasks only if your server administrator has enabled the server running Windows SharePoint Services to send e-mail. 1. On the home page of the Document Workspace site, click Tasks. a. If the Tasks list does not appear on the home page, click View All Site Content, and then click Tasks. 2. On the Actions menu, click Alert Me. 3. In the Alert Title section, type a name for your alert. 118 4. In the Send Alerts To section, your name is included by default in the Users box. You can send alerts to other members by adding their names to the Users box, separated by a semi-colon (;). 5. In the Change Type section, select the type of changes to which you want to be alerted. 6. In the Send Alerts for These Changes section, select a filter to receive changes based on certain criteria. a. TIP You can also choose to receive alerts for items shown in a particular view of the Tasks list. 7. In the When to Send Alerts section, select how frequently you want to receive alerts. 8. Click OK. Add an announcement Use the Announcements list to post important messages about the project for team members, such as deadlines and changes in deliverables, introductions to new team members, and other information. 1. On the home page of the Document Workspace site, click Add new announcement. 2. In the Title box, type a title for your announcement. 3. In the Body box, type the full text of your announcement. 4. If you want the announcement to automatically expire after a certain date, type the date in the Expires box. 5. Click OK. Add a link to the Links list You can use the Links list to share links that are useful to team members. The list can provide quick and easy access to related information and resources such as other Web sites. 1. On the home page of the Document Workspace site, click Add new link. 2. In the URL section, type the address of the Web page or other type of resource to which you want to link, and then type a description for the link. a. 3. NOTE The text that you type in the Type the description box appears as the name of the link in the Links list. You can include notes about the link in the Notes section, but this information does not appear in the default view of the Links list that appears on the home page of the Document Workspace site. Click OK. Chapter 9 Meeting Workspace Create a Meeting Workspace site 119 A Meeting Workspace is a Web site for gathering all the information and materials for one or more meetings. If your meeting materials — such as agendas, related documents, objectives, and tasks — are often scattered, a Meeting Workspace site can help you keep them all in one place. How can I use a Meeting Workspace site? A Meeting Workspace site provides a place where your meeting attendees can go for the most up-to-date information about the meeting, whether you are managing a year-long project with recurring meetings or planning a small event. Description of the meeting Page tabs Menu for customizing the Meeting Workspace site Attendees list Document Library Here are some ways you can use a Meeting Workspace site: 120  Before the meeting, publish the agenda, attendee list, and documents that you plan to discuss.  During the meeting, add the tasks, record the decisions, and review the related documents.  After the meeting, publish the minutes, add other follow-up information, and track the status of the tasks. NOTE In a Meeting Workspace site, your participants cannot add items like announcements, document libraries, and discussions to the lists by sending them in e-mail. The participants need to add the items directly to the list in the Meeting Workspace site. Where can I create a Meeting Workspace site? You can create a Meeting Workspace site when you add an event to your calendar in Microsoft Windows SharePoint Services 3.0, or you can create a new Meeting Workspace site without creating an event. Depending on the program, you may be able to create a new Meeting Workspace site from an e-mail and calendar application that is compatible with Windows SharePoint Services, such as Microsoft Office Outlook 2007. For more information, see Help in the e-mail and calendar application. NOTES  To create a Meeting Workspace site, you must have permission to create it. For more information, see your site owner or administrator.  Administrators and site owners have the required permission level to create Meeting Workspace sites. If you are an administrator or site owner and want to enable other team site members to create Meeting Workspace sites, you can grant permission to create sites to the group that the team members belong to.  If you set up a recurring meeting series from an e-mail and calendar application that is compatible with Windows SharePoint Services, such as Office Outlook 2007, you can't remove a link for only one meeting in the series. You can remove the link only for the entire series. After you remove the link, you can't link that Meeting Workspace site to any meeting request again. However, you can link the original recurring meeting request to a different Meeting Workspace site. Choose a Meeting Workspace template When you create a Meeting Workspace site, you select a template. A template provides a basic structure and appearance for your Meeting Workspace site. A template is just a starting point — you can add or delete items and change the appearance of the site after you create it. The following templates are available: 121  Basic Meeting Workspace This template is designed to plan, organize, and track your meeting. This template includes Objectives, Attendees, Agenda, and Document Library.  Blank Meeting Workspace This template creates a blank Meeting Workspace site for you to customize, based on your requirements.  Decision Meeting Workspace This template is designed for reviewing documents and recording any decisions that are reached at the meeting. The template includes Objectives, Attendees, Agenda, Document Library, Tasks, and Decisions.  Social Meeting Workspace This template helps you to plan social occasions, such as a company picnic or a party for your club. You can give it a serious look, or have fun and make it flashy. This template includes Attendees, Directions, Image/Logo, Things To Bring, Discussions, and Photos (Picture Library).  Multipage Meeting Workspace This template provides the basics to plan, organize, and track your meeting with multiple pages. It includes Objectives, Attendees, and Agenda. It also includes two blank pages for you to customize, based on your requirements. TIP Although templates give you a head start, you can add or change features in the Meeting Workspace site by customizing it. Create or link to a Meeting Workspace site when you create an event This procedure enables you to create a Meeting Workspace site when you add an event to a calendar. 1. If the calendar is not already open, click its name on the Quick Launch. a. If the name of your calendar does not appear, click View All Site Content, and then click the name of the calendar. 2. On the New menu 3. Complete the information about the event, such as location and beginning and ending dates. 4. To use the Meeting Workspace site for a recurring event, such as one that occurs on the same day each week, select the Make this a repeating event check box next to Recurrence, and then select the options that you want. 5. At the bottom of the page, select the Use a Meeting Workspace to organize attendees, agendas, documents, minutes, and other details for this event check box. 6. Click OK. 7. In the Create or Link section of the New or Existing Meeting Workspace page that appears, do one of the following: a. , click New Item. If you do not already have a Meeting Workspace site: i. Click Create a new Meeting Workspace, and enter the information that you want, including the title and the last part of the Web address for the site. ii. Click OK, and then on the Template Selection page that appears, select the template that you want. 122 b. 8. TIP If you already have a Meeting Workspace site that you want to link to, click Link to an existing Meeting Workspace, and then select the Meeting Workspace site in the drop-down list. Click OK. You can customize the Meeting Workspace site if you want, or you can start adding meeting information to the lists, such as Agenda items. Create a Meeting Workspace site without creating an event 1. Go to the Web site where you want to add the Meeting Workspace site. 2. Click View All Site Content, and then click Create on the All Site Content page. a. TIP TIP In most cases, you can use the Site Actions menu complete this step. instead to 3. In the Web Pages list, click Sites and Workspaces. 4. Enter the information about the Meeting Workspace site that you want to create, such as the title and the last part of the Web site address. 5. In the Template Selection section, under Select a template, click the Meetings tab. 6. Select the Meeting Workspace template that you want to use. 7. Click Create. You can customize the Meeting Workspace site if you want, or you can start adding meeting information to the lists, such as Agenda items Customize a Meeting Workspace site Do you need to add new lists or libraries to your Meeting Workspace site, such as sales contacts or pictures of your product launch? Or perhaps you want to change the way your Meeting Workspace site is organized? You can customize a Meeting Workspace site in many different ways to make your meetings more productive. You must have the Design permission in the Meeting Workspace site to change its appearance or to add and remove lists or libraries. For more information, see your site owner or administrator. NOTE The lists and libraries in a Meeting Workspace site are contained in Web Parts, which are the building blocks of a Web Part Page in Microsoft Windows SharePoint Services 3.0. Most Help topics about Web Parts and Web Part Pages in sites also apply to a Meeting Workspace site. 123 Add a commonly used list or library to a Meeting Workspace site A Meeting Workspace site is created by using special types of Web pages called Web Part Pages. Commonly used lists and libraries appear in the Add Web Parts task pane, where you can add them quickly with their default settings to your Meeting Workspace site. To see all lists and libraries, or to work with custom lists, see Add any list or library to a Meeting Workspace site. 1. On the Site Actions menu 2. In the Add Web Parts task pane, under Web Parts, select the type of list or library that you want to add. 3. At the bottom of the Add Web Parts task pane, in the Add to list, click the location where you want to put your list or library in the Meeting Workspace site. For example, you might want to put a list in the right column. 4. Click Add. 5. Repeat steps 2 through 4 to add more lists or libraries to your Meeting Workspace site. 6. In the upper-right part of the Web Part Page, click Exit Edit Mode. TIP , click Edit Page. If you prefer, you can drag items to your page from the Add Web Parts task pane. Add any list or library to a Meeting Workspace site Use this procedure to choose from all available lists or libraries, including custom lists, or to specify the title, description, and some of the settings for your lists or libraries as you create them. 1. On the Site Actions menu , click Edit Page. 2. In the lower part of the Add Web Parts task pane, click Show All Lists. 3. Click the list or library that you want to add to the Meeting Workspace site. 4. Enter a name and description and any other settings that you want. Some settings vary among the lists or libraries. 5. Click Create. When you create a survey, you will be prompted to enter the survey questions and click Next until you are finished. 6. To return to your Meeting Workspace site, click its name in the top navigation. Remove the view of a list or library in a Meeting Workspace site 124 You can remove the view of a list or library in a Meeting Workspace site, so that the list or library is not displayed on the site. This procedure removes the Web Part that contains the list or library, but it doesn't actually delete the list or library, or its contents. You can restore the list or library later. 1. On the Site Actions menu , click Edit Page. 2. In the Web Part Page, click the arrow next to the title of the list or library that you want to remove from view. 3. In the Web Part Menu that appears, click Delete. 4. If a message about deleting the Web Part appears, click OK. 5. In the upper-right part of the Web Part Page, click Exit Edit Mode. Restore the view of a list or library in a Meeting Workspace site This procedure restores the view of a list or library and its contents in a Meeting Workspace site, if you removed the Web Part that contained the list or library. 1. On the Site Actions menu , click Edit Page. 2. In the layout area of the Web Part Page, in the section or zone of the page where you want to restore the list or library — Left, Center, or Right — click Add a Web Part. 3. In the Add Web Parts dialog box, under Lists and Libraries, select the check box of the list or library that you want to display on the site again. 4. Click Add. 5. In the upper-right part of the Web Part Page, click Exit Edit Mode. Delete a list or library from a Meeting Workspace site This procedure deletes a list or library and its contents from a Meeting Workspace site. You can create a new list or library of the same type later, but the contents of the original list or library will not be available. 125 1. Open the page that contains the list or library, and then click the name of the list or library to open it. a. If the list or library is already open, skip to step 2. 2. Click Settings, and then click List Settings or settings for the type of library you are deleting. For example, in a document library, click Document Library Settings. 3. Under Permissions and Management, click Delete this list or Delete this type of library, such as Delete this document library. 4. To return to your Meeting Workspace site, click its name in the top navigation. Change the layout of a Meeting Workspace site In edit mode, you can rearrange lists and libraries by dragging them to different areas, or zones, in the Web Part Page. You can also change the appearance and behavior of specific Web Parts, such as whether people can resize them and whether they have frames around them. 1. On the Site Actions menu 2. In the Web Part Page, point to the title of a list or library until the pointer becomes a four-headed arrow. 3. Click and drag the list or library to change its position in the layout. 4. To make changes to the appearance or the layout, or to make other advanced changes to a list or library, click the arrow to the right of the list's title or library's title to display the Web Part Menu , click Edit Page. . 5. Click Modify Shared Web Part. 6. In the List Views task pane, make the changes that you want. 7. Do one of the following: a. Click Apply to view the changes individually. When you are finished, in the upperright part of the Web Part Page, click Exit Edit Mode. b. Click OK to accept all changes and return to your Meeting Workspace site. Change the site settings of a Meeting Workspace site If you have permissions to change the site settings, if you are the meeting organizer, or if you were added to the site as an owner, you can change the settings for the Meeting Workspace site. For example, you can change the site's theme or specify templates to use with a document library. The process is similar to changing the settings for any site. 1. On the Site Actions menu , click Site Settings. 126 a. NOTE On a site for which the Site Actions menu is customized, point to Site Settings, and then click the settings that you want to view. 2. Change or view the settings that you want. 3. Depending on the settings that you are changing, you may see an OK, Apply, or Finish button to click when you are finished. 4. To return to your Meeting Workspace site, click its name in the top navigation. NOTES  If you set up the meeting from an e-mail program, you cannot change the meeting date, time, or location from the Meeting Workspace site. You must use the application that you used to schedule the meeting.  Your administrator may have set additional restrictions on the settings that you can change. For more information, see your administrator. Share lists or library items for multiple or recurring meetings This procedure applies to a Meeting Workspace site for a series of meetings — either a recurring meeting or multiple related meetings that aren't part of the same recurring meeting series. The home page and an additional page are displayed for this meeting date. Only the home page is displayed for this meeting date. 127 The Tasks Web Part is displayed on the home page for both meeting dates, but the items in the list or library are specific to each date. The lists and libraries that are already on the home page of the Meeting Workspace site and any new lists and libraries that you add to the home page are displayed for every meeting. By default, the items that you add to the lists and libraries are displayed only when you are viewing the meeting where the items were added. If you want the items to appear for all meetings, you can use the following procedure to enable the list or library to share items across all meetings. 1. On the Site Actions menu a. , click Site Settings. NOTE On a site for which the Site Actions menu is customized, point to Site Settings, and then click the settings that you want to view. 2. Under Site Administration, click Site libraries and lists. 3. Click the Customize "list or library" link for the list or library that you want to share across meetings. 4. Under General Settings, click Advanced settings. 5. Next to Share List Items Across All Meetings (Series Items), click Yes. You may need to scroll to see this option. NOTE You can add pages to the Meeting Workspace site to organize the content. When you add a page, you choose whether the new page appears for all the meetings or only the meeting that is currently selected. You can change how a page appears by managing the settings for the page Manage the attendees in a Meeting Workspace site The Attendees list in Microsoft Windows SharePoint Services 3.0 tracks the people who were invited to the meeting, whether they will attend, and any notes that they want to relay about their attendance (such as reminding the organizer that they will be late). During or after the meeting, the list can be updated to reflect who actually attends. NOTE Attendees are automatically assigned to the Members group for the Meeting Workspace site, which gives them permission to view and contribute to the site. To add or change other attendees, you need to be 128 an owner of the Meeting Workspace site or the meeting organizer. For more information, see the person who set up the site. How the Attendees list is created The way that the Attendees list is created depends on how you set up the Meeting Workspace site. Some calendar and e-mail applications that are compatible with Windows SharePoint Services automatically update the Attendees list in the Meeting Workspace site after you send the meeting request. The attendee names come from those listed on the To line of the meeting request. If the attendees are automatically set up by the calendar and e-mail application, the attendees will be given the Contribute permission level, which will enable them to view pages and edit list items and documents. The permission level and the actions the user can perform are inherited from the parent site, but you can apply unique permissions. To do so, you modify the advanced user permissions in the settings for the Meeting Workspace site. Find links to more information about modifying permission levels in the See also section. If there is a problem with granting permission automatically, you will receive a message telling you where in the Meeting Workspace site to add the attendee as a user. You will know if the attendees were set up automatically because they will appear in the Attendees list in the Meeting Workspace site. For more information about setting up a Meeting Workspace site in calendar and email applications that are compatible with Windows SharePoint Services, see Help in that application. If you set up attendees from your e-mail or calendar application and then later edit the attendees in the Meeting Workspace site, you may need to update that information in your e-mail or calendar application. If you set up the Meeting Workspace site by using Windows SharePoint Services 3.0, or if your e-mail or calendar application doesn't automatically add the attendees, you need to update the attendees by using Windows SharePoint Services 3.0. NOTES 129  You can have only one Attendees list in a Meeting Workspace site. If you add another Attendees Web Part to the Meeting Workspace site, another view of the original Attendees list is displayed, not a new Attendees list.  When you set up a Meeting Workspace site by using Windows SharePoint Services 3.0, you and other attendees who already have permission to access the parent site will automatically have permission to access the Meeting Workspace site. In order for this to work, you must enter a valid e-mail address (for example, someone@example.com) or user name (DOMAIN\name) in the Attendees list. Attendees who don't have permission to access the parent site must be granted permission there first by an administrator or site owner. Add meeting attendees with Windows SharePoint Services 3.0 1. At the bottom of the Attendees list, click Manage Attendees. 2. On the toolbar, click New 3. Type the person's name and any other information that you want, such as whether the attendee is optional or required. a. . You can click Browse to help locate the name in a directory. 4. Click OK. 5. To return to your Meeting Workspace site, click its name in the top navigation. NOTES  Whether you and the other attendees automatically get permissions in the Meeting Workspace site after being added to the Attendees list depends on the permission settings that were used when the Meeting Workspace site was created.  Only the meeting organizer or site owner can add other attendees. Edit the meeting attendees 1. Under the Attendees list, click the Edit button want to change. 2. Change the information you want, and then click OK. 3. To return to your Meeting Workspace site, click its name in the navigation bar. NOTE next to the attendee whose information you Only the meeting organizer, site owner, or the attendee can change responses or other information. Delete meeting attendees 1. At the bottom of the Attendees list, click Manage Attendees. 2. Point to the attendee's name to display a down arrow. 3. Click the down arrow, and then click Delete Item. 4. When prompted whether to send the item to the Recycle Bin, click OK. 130 NOTES Only the meeting organizer or site owner can delete other attendees. You cannot delete the Attendees list itself from a Meeting Workspace site. However, you can hide the list so that it is not displayed. For more information about customizing lists, see Help. Assign and track tasks in a Meeting Workspace site Is it hard to keep up with who promised to do what during a meeting? You can use a Meeting Workspace site to assign and track the tasks related to a meeting. You can assign tasks to people in your group, include the due dates, and record other information about the tasks. After the meeting, you can track the progress of the tasks. Create a Tasks list Some Meeting Workspace templates come with a basic Tasks list, but you can add a Tasks list to any Meeting Workspace site. 1. On the Site Actions menu 2. In the Add Web Parts task pane, click Tasks. 3. At the bottom of the Add Web Parts task pane, in the Add to list, click the location where you want to put the Tasks list in your Meeting Workspace site. For example, you might want to put it in the center of your page. 4. Click Add. 5. Click Exit Edit Mode to return to the Meeting Workspace site. NOTE , click Edit Page. You can also add a Project Tasks list, which tracks similar information as the basic Tasks list but also provides a Gantt chart, which is a type of visual overview of the project tasks. You add the Project Tasks list by editing the page, showing all lists, and then adding the Project Tasks list. Add and assign the tasks 1. Under the Tasks list, click Add new item. 2. Enter the title and any other items that you want, such as whom the task is assigned to, the priority, a description, and the start date and due date. 3. Click OK. 131 Update the tasks As your group members make progress on their tasks, or if the details of a task change, you can keep that information up-to-date in your Meeting Workspace site. 1. Click the task that you want to update. 2. Click Edit Item. 3. Enter the latest status, percentage complete, or other information about the task. 4. Click OK. Add, change, and delete pages in a Meeting Workspace site By default, every Meeting Workspace site has a home page. You can add more pages, though, such as a page where you assign tasks and store documents for a project. You can rename the pages and change their order. You can also delete all pages except for the home page. Add a page to a Meeting Workspace site You can add up to 10 pages that show for all meetings. For recurring meetings, you can also add up to 10 date-specific pages. When you add a page to a Meeting Workspace site for a recurring meeting, you specify whether the new page appears for all the meetings or only the meeting that is currently selected. 1. On the Site Actions menu 2. In the Page Name box, type a name for the page. 3. If you are adding a page to a Meeting Workspace site for a recurring meeting, click Appears for this meeting only or Appears for all meetings, depending on how you want the page to appear. 4. Click Add. a. 5. The task pane switches to the Add Web Parts task pane. If you know which lists you want to add to the page, you can add them now. Select the list you want, and then at the bottom of the Add Web Parts task pane, in the Add to list, click the location where you want to put your list in the Meeting Workspace site. Click Add, and then repeat the process to add more lists. a. 6. , click Add Pages. The Pages task pane appears. If you don't want to add any lists at this time, you can just create the page. In the upper-right part of the Web Part Page, click Exit Edit Mode. 132 Rename a page in a Meeting Workspace site 1. Click the tab of the page that you want to change. 2. On the Site Actions menu 3. Near the top of the Pages task pane, click the arrow next to Order to display a list, and then click Settings. 4. Select the existing name, and then type the new name that you want over the existing name. 5. Do one of the following: , click Manage Pages. a. Click Apply to view the change and remain in edit mode. When you are finished, in the upper-right part of the Web Part Page, click Exit Edit Mode. b. Click OK to accept all changes and return to your Meeting Workspace site. Change the order of pages in a Meeting Workspace site You cannot change the order of the home page — it will always be the first page. 1. On the Site Actions menu , click Manage Pages. 2. Near the top of the Pages task pane, under Order, select a page whose order you want to change. 3. Click the Move Up arrow or Move Down arrow next to Order. 4. 5. Repeat the last two steps until the pages are in the order that you want. 6. Do one of the following: a. Click Apply to view your changes individually. When you are finished, in the upperright part of the Web Part Page, click Exit Edit Mode. b. Click OK to accept all your changes and return to your Meeting Workspace site. Delete a page from a Meeting Workspace site You cannot delete the home page. NOTE When you delete a page from a Meeting Workspace site, it is deleted permanently. It is not first sent to the Recycle Bin. 1. On the Site Actions menu , click Manage Pages. 2. Near the top of the Pages task pane, click the arrow next to Order to display a list, and then click Delete. 3. Click the page that you want to delete. 133 4. Click Delete. When you are asked whether you want to delete the page, click OK. 5. In the upper-right part of the Web Part Page, click Exit Edit Mode. NOTE If you are working in a Meeting Workspace site that includes more than one meeting, you may have originally set the page to appear for all the meetings. In that case, when you delete the page, it will be deleted from all the meetings. Chapter 10 Surveys Create a survey You can use surveys to ask team members what they think about issues, how to improve your processes, and many other topics. You can collect the results by using several different types of questions, such as multiple choice, fill-in fields, and even ratings. Plan a survey Before you create a survey, it is a good idea to map out the questions that you want to ask and the type of answers that you want to receive. For example, do you want someone to respond with their own words, enter a dollar amount, or choose from a list? You should also decide whether questions are required or optional. You can add branching logic to specific questions, so that the remaining questions in the survey are relevant to the respondent. For example, you can specify that questions about home repairs appear only for people who say they own a home. Other respondents who do not own a home do not see those questions. Find links to more information about branching logic in the See Also section. After you create a survey, you can add questions right away. As you add each question, you are prompted to specify the text for the question, the type of answer that you expect to receive, and any other settings needed for the question and answer type. If you need to revise your survey, you can add more questions or change existing questions later. Types of survey questions and answers 134  Single line of text Use this type when you want people to type a word or a few words for their answer. You can specify a character limit and a default answer.  Multiple lines of text You can specify the number of lines for the response, and whether the response is in plain text, formatted text, or formatted text that is also enhanced with pictures, tables, and hyperlinks.  Choice This question type enables people to choose from a predefined list of choices. You can allow users to fill in their own text, in addition to the choices they are offered. The choices can appear as a drop-down menu, radio buttons, or check boxes. To enable users to select multiple options, use check boxes.  Rating scale This question type provides a summary question with detailed questions and responses that are rated on a scale. You can define the range of the scale, such as 1 to 5 or 1 to 10, and provide text to explain the meaning of the scale.  Number You can specify integers, decimals, or percentages, as well as a maximum and minimum range.  Currency You can specify maximum and minimum values, the currency format, and other settings.  Date and time You can specify that the answer is a date or both date and time. The answer displays a box with a calendar that helps people to choose a date.  Lookup This type of question offers answers that are stored as a column in another list. With a lookup question, the choices offered are the same as the contents of the corresponding list.  Yes/no This question appears as text followed by a single check box. A selected check box is considered Yes. The words Yes or No do not actually appear. If you want Yes or No to appear with your question, create a Choice question and then enter Yes and No as the choices.  Person or group This option enables respondents to browse or search the directory service for values to use as answers. For example, if the answer to the question should be the name of a person in your organization, the respondent can select that person's name from your directory service.  Page separator You can add a page break between questions by adding a page separator to your survey. Create a survey NOTE To create a survey, you must have permission to create lists on the site where you are creating the survey. 1. Click View All Site Content, and then click Create on the All Site Content page. 135 2. TIP In most cases, you can use the Site Actions menu this step. instead to complete 3. Under Tracking, click Survey. 4. In the Name box, type a name for the survey. The name is required. 5. The name appears at the top of the survey page. The name becomes part of the Web address for the survey page, and it appears in navigational elements that help users to find and open the survey. 6. In the Description box, type a description of the survey. The description is optional. 7. To add a link to this list on the Quick Launch, click Yes in the Navigation section. 8. In the Survey Options section, specify whether you want people's names to appear with their responses and whether people can respond more than once to the survey. 9. Click Next. 10. On the New Question page, enter your question text and then select the type of answer that you want in the Question and Type section for your first question. 11. In the Additional Question Settings section, specify additional settings for your question, such as whether an answer to the question is required. Depending on the type of question, you can also enter answers to choose from and an optional default value. 12. Do one of the following: 13. TIP a. To create additional questions, click Next Question, and then enter information for the next question. Continue the process until you add all the questions that you want. b. If you are finished adding questions, click Finish. You can add or change questions later, if needed. 14. To see your survey, click its name in the breadcrumb navigation at the top of the page. Change an existing survey If you have permission to change an existing survey, you can add or edit questions, insert a page break, and change the order of questions. NOTE While people are actively responding to a survey, you should avoid adding or substantially changing questions, which could result in incomplete or inconsistent answers. Edit a question You can change the text of a question, and in most cases, the text of its answer choices. 136 NOTE In some cases, you can change the type of question, but it depends on the question type. Some types of questions cannot be changed to other question types. If you do not see the type of question that you want to use, delete the old question and create a new question of the desired type. 1. If the survey is not already open, click its name on the Quick Launch. 2. If the name of your survey does not appear, click View All Site Content, and then click the name of your survey. 3. On the Settings menu 4. In the Questions section, click the question that you want to change. 5. Make the changes that you want to make and then click OK. , click Survey Settings. Add a question 1. If the survey is not already open, click its name on the Quick Launch. 2. If the name of your survey does not appear, click View All Site Content, and then click the name of your survey. 3. On the Settings menu 4. Type your question text, select the question type, and specify any other settings for your question. 5. Click Next Question to add another question, or click Finish if you are finished adding questions. TIP , click Add Questions. New questions are added at the end of the list of existing questions, but you can change the order in which questions appear. Delete a question IMPORTANT When you delete a question, any responses to the question (if anyone has responded) are deleted along with the question. 1. If the survey is not already open, click its name on the Quick Launch. 2. If the name of your survey does not appear, click View All Site Content, and then click the name of your survey. 3. On the Settings menu 4. In the Questions section, click the question that you want to delete. 5. Click Delete. , click Survey Settings. 137 Add a page break between questions To add a page break to a survey, you add a new question and select Page Separator as the type of question. When you add a page break to an existing survey, it is added after the existing questions, but you can move the page break between existing questions by changing the question order. 1. If the survey is not already open, click its name on the Quick Launch. 2. If the name of your survey does not appear, click View All Site Content, and then click the name of your survey. 3. On the Settings menu 4. In the Question and Type section, click Page Separator (inserts a page break into your survey). 5. To place the page break between existing questions, change the order of questions. , click Add Questions. Change the order of questions 1. If the survey is not already open, click its name on the Quick Launch. 2. If the name of your survey does not appear, click View All Site Content, and then click the name of your survey. 3. On the Settings menu 4. In the Questions section, click Change the order of the questions. 5. Under Position from Top, select the number that corresponds to the order in which you want questions to appear. NOTE , click Survey Settings. If you want to change the order of the questions in your survey, you should first evaluate any impact on the branching. If you reorder a survey so that the question that followed the branching logic is now before the question that contains the branching logic, the branching logic will be removed. A question can only branch to questions that follow it Add branching logic to a survey You can add branching logic to a survey so that the survey changes according to the responses to specific questions. In a survey that branches, questions appear only if they apply to someone's situation. If the questions don't apply, the person can answer a different set of questions or skip that set of questions. 138 Overview When you add branching logic to a survey, you can ensure that only the relevant questions are displayed to the appropriate respondents. By default, every question in a survey appears in numerical order, but you can enable questions to be skipped if they don't apply, or make multiple sets of questions appear, based on the response to a branching question. For example, you may want to direct questions about home renovations and repairs only to people who already own homes. You can ask people if they own a home, and if the answer is Yes, the questions about painting, flooring, and so on appear. If the answer is No, the survey can skip to the next set of questions. You can offer multiple sets of questions and use more complex branching to guide people through your survey. For example, you can display questions about current home loans to people who already own homes, and display questions about leasing and renting to people who don't own homes. The following image shows the logic for multiple branches. 139 You can make the survey jump to another question, regardless of the answer. This returns people from a branch of a survey to the main part of the survey, if the survey has multiple branches. The following image shows how to implement the logic for multiple branches. To create a survey, you start by determining the logic that you want to use for the branching. You may want some questions to appear only if someone chooses a specific answer to a question, or you may want to offer two or more sets of questions based on the answer. If your survey is large or complex, consider sketching out the questions and their logic first. After that, you create the survey, add your questions, and then specify where and how the survey branches. 140 To cause a survey to branch, you can use a branching question. The branching question determines which additional questions appear, based on the person's response to the branching question. When you add branching logic to a question, a page break is automatically inserted between the branching question and the remaining questions. NOTE If you want to change the order of the questions in your survey, you should first evaluate any impact on the branching. If you reorder a survey so that the question that followed the branching logic is now before the question that contains the branching logic, the branching logic will be removed. A question can only branch to questions that follow it. Add branching logic to a survey question Before you begin adding branching logic, create your survey and enter all the questions that you want. 1. If the survey is not already open, click its name on the Quick Launch. 2. If the name of your survey does not appear, click View All Site Content, and then click the name of your survey. 3. On the Settings menu 4. Under Questions, click the question to which you want to add branching logic. 5. Under Branching Logic, for each possible response to the question, select the question that you want to branch to. 6. For example, if someone answers Yes to a question about home ownership, you might branch to the next question that is about owning a home. If someone answers No to the question, you may want to skip forward to a question that follows the home ownership questions. Some question types have a single Jump to option, which means that regardless of the response, the user should jump to the specified question. Question types such as Choice and Yes/No allow users to specify a branching option for each possible answer. 7. Click OK. 8. To insert additional branches to your survey, repeat steps 3 through 5. , click Survey Settings. NOTES  You cannot specify a branching option for each possible answer for Choice question types with the Checkboxes (allow multiple selections) display option. You can only choose a single Jump to option for this question type.  If you want to change the order of the questions in your survey, you should first evaluate any impact on the branching. If you reorder a survey so that the question that followed the branching logic is now before the question that contains the branching logic, the branching logic will be removed. A question can only branch to questions that follow it. 141 Respond to a survey To respond to a survey, you must have permission to contribute to the survey. Depending on how a survey is set up, you may be able to respond to a survey only once. If you cannot finish answering every question in a survey during one session — for example, if you are interrupted while answering the questions — you can save a partial response and then finish it later. This saves your answers and closes the survey. Responses that are partially completed do not appear in the survey results. A survey response is considered complete after the respondent views every page and then clicks Finish. Respond to a survey 1. If the survey is not already open, click its name on the Quick Launch. 2. If the name of your survey does not appear, click View All Site Content, and then click the name of your survey. 3. Click Respond to this Survey. 4. If the Next button appears, click Next to see additional pages of the survey. 5. If you need to leave the survey before finishing — for example, if you need to leave the office — you can save your partial response by clicking the Save button. 6. Clicking the Save button saves your responses and closes the survey. 7. When you see the Finish button, click Finish. NOTE A partially completed survey does not appear in the survey responses. To complete a survey, follow steps in the Complete a partial response to a survey procedure later in this article. Edit your response to a survey Use this procedure if you want to change your response to a survey. For example, if you have information to add to a response. 1. If the survey is not already open, click its name on the Quick Launch. 142 2. If the name of your survey does not appear, click View All Site Content, and then click the name of your survey. 3. Click Show all responses. 4. Point to the response that you want to edit, click the arrow that appears, and then click Edit Response. 5. If necessary, click Next until you find the answers that you want to change and until you see the Finish button. 6. When you are finished responding to the survey, click Finish. You must click Finish to complete the survey and include your response in the survey results. Complete a partial response to a survey 1. If the survey is not already open, click its name on the Quick Launch. 2. If the name of your survey does not appear, click View All Site Content, and then click the name of your survey. 3. Click Show all responses. 4. Point to the response that you want to complete, click the arrow that appears, and then click Edit Response. 5. If a survey is not complete, No appears in the Completed column. 6. If necessary, click Next until you find the unanswered questions. 7. Answer the remaining questions. If the Next button appears, click it to see and answer more questions. 8. When you are finished responding to the survey, click Finish. View and analyze survey results You can view individual responses, a list of all responses, or a graphical summary of responses. You can export your results to a spreadsheet for further analysis if you are using a spreadsheet program that is compatible with Microsoft Windows SharePoint Services. See an overview of a survey and its responses To see an overview of your survey and its responses, click the name of the survey on the Quick Launch. If the name of your survey does not appear, click View All Site Content, and then click the name of your survey. 143 The overview page shows a description of the survey and the number of responses. From the overview page, if you have permissions, you can click links to see a graphical summary of responses or to view a list of all responses. If you are a survey respondent and you don't have permission to see other responses, you can click a link to see and edit the text of your own response, including a partial response. View a graphical summary of all responses The survey questions, number of responses, and percentages appear in the graphical view of summary responses. Only the responses that are complete appear in the graphical summary. A survey response is considered complete after the respondent views every page and then clicks Finish on the last page. To view all responses, you must have permission. The person who set up your survey can specify whether people can view all responses or only their own responses. 1. If the survey is not already open, click its name on the Quick Launch. 2. If the name of your survey does not appear, click View All Site Content, and then click the name of your survey. 3. Click Show a graphical summary of responses. View all survey responses 144 To view all responses, you must have permission. The person who set up your survey can specify whether people can view all responses or only their own. 1. If the survey is not already open, click its name on the Quick Launch. 2. If the name of your survey does not appear, click View All Site Content, and then click the name of your survey. 3. Click Show all responses. TIP You can tell whether a survey response is complete or is only a partial response. If a survey response is complete, Yes appears in the Completed column of the All Responses view. View a single survey response 1. If the survey is not already open, click its name on the Quick Launch. 2. If the name of your survey does not appear, click View All Site Content, and then click the name of your survey. 3. Click Show all responses. 4. Click the response that you want to view. To view your response, you must have permission to read content on the site. To view someone else's response, you must have permission. The person who set up your survey can specify whether people can view all responses or only their own responses. Export responses to a spreadsheet To export responses, you need a spreadsheet program installed that is compatible with Microsoft Windows SharePoint Services. 1. If the survey is not already open, click its name on the Quick Launch. 2. If the name of your survey does not appear, click View All Site Content, and then click the name of your survey. 3. On the Actions menu 4. Follow the prompts from your spreadsheet program to open and activate the file, if you believe the data on the SharePoint site is safe. 5. NOTE You may be prompted by your spreadsheet program to specify how you want to view the data, such as in an existing spreadsheet or in a new spreadsheet. , click Export to Spreadsheet. 145 6. NOTE If prompted to specify how you want to view the data, select the options that you want (such as in a new spreadsheet), and then click OK. If you are using a spreadsheet program that is compatible with Microsoft Windows SharePoint Services 3.0, such as Microsoft Office Excel 2007, the exported data includes the results of rating scale questions. If you export to earlier versions of spreadsheet programs, the results of rating scale questions are not included Chapter 11 Wiki Sites Create a wiki Your team can use a wiki to gather and share ideas on a site quickly. No special Web design tools are needed. Overview A wiki is a site that is designed for groups of people to quickly capture and share ideas by creating simple pages and linking them together. After someone creates a page, another team member can add more content, edit the content, or add supporting links. The community of authors helps to ensure the accuracy and relevance of the content. Wikis continue to evolve as people add and revise information. A wiki can help your team collect ideas, assemble content from numerous sources, and plan together as a team. For example, your team can use a wiki to collect information for new team members, to plan a conference, or to collect ideas for a large document or manual. Because team members can edit wiki pages without any special editing tools, wikis are a good tool for brainstorming and collecting information from several people. Team members can easily create links to pages for someone to finish creating later, or link to existing pages, without having to struggle with long Web addresses. 146 Links to existing pages Links to pages that can be created later Who can create wiki sites? To create a wiki site, you must have permission to create a site. Permission levels can be customized, but for most sites, you must be a have the Full Control permission level or your administrator must enable selfservice site creation. By default, members of the Site Name Owners group have the Full Control permission level, but your site may be set up differently. Creating a wiki site Creating a wiki site is similar to creating any other type of site. You specify the site name, choose a wiki as the type of site, and then specify who will have access to your site. 147 If your wiki will be part of a larger site, one consideration is whether to provide the same level of access to the same set of people. If the access will be the same, then inherit permissions. If you need a different level of access, then specify unique permissions. Although initially creating the site is similar to any other site, adding content to a wiki site is different from how you add content to other types of sites. On a wiki site, you usually start by editing the home page and adding placeholder wiki links to other pages that do not exist yet. You can create those other pages as you go or create them later. When you want to create the page that corresponds to a placeholder link, click the link. The page opens in Edit mode where you can add text and other content such as images. Create a wiki site Before creating a site, make sure that you are at the location on your site where you want to create a new subsite. 1. Click View All Site Content, and then click Create on the All Site Content page. a. TIP In most cases, you can use the Site Actions menu complete this step. instead to 2. Under Web Pages, click Sites and Workspaces. 3. In the Title and Description section, type a title for your wiki site. The title is required. a. 4. Type a description of the purpose of your wiki in the Description box. The description is optional. a. 5. The title appears at the top of the Web page and appears in navigational elements that help users to find and open the site. The description helps users understand the purpose of your site. In the Web Site Address section, type a URL for your wiki site. The first part is provided for you. a. To avoid potential problems with updating or modifying the site, do not enter any of the following special characters as part of the Web address. b. Special characters to avoid Special characters to avoid / \\ 148 \ : * ? " < > | # { } % 6. In the Template Selection section, click the Collaboration tab if it is not already selected, and then click the Wiki Site template. 7. In the Permissions section, select whether you want to provide access to the same users who have access to this parent site or to a unique set of users. a. 8. 9. If you click Use Unique Permissions, you can set up permissions later after you finish entering information on the current page. In the Navigation Inheritance section, specify whether you want the site to inherit its top link bar from the parent site or to have its own set of links on the top link bar. a. This setting also affects whether the new site appears as part of the breadcrumb navigation of the parent site. The breadcrumb navigation provides a set of hyperlinks that enable site users to quickly navigate up the hierarchy of sites within a site collection, such as: AdventureWorks>Marketing>Convention Planning. b. When you navigate down the site hierarchy, breadcrumb navigation appears on the page to which you have navigated. If you click No, your subsite will not appear in the breadcrumb navigation for the parent site and the breadcrumb navigation for your new site will not include the parent site. Click Create. a. If you specified that you want the subsite to have the same permission as its parent site, the new site is created when you click Create. If you specified unique permissions, the Set Up Groups for this Site page appears, where you can set up groups for the subsite. 10. If the Set Up Groups for this Site page appears, you need to specify whether you want to create new groups or use existing groups for visitors, members, and owners of this site. In each section, do one of the following: 149 a. If you click Create a new group, either accept the automatically created name for the new SharePoint group, or type a new name, and then add the people whom you want. Click the check mark icon to verify any names that you type, or click the Address Book icon to browse through your directory for more names. b. In the Visitors to this Site section, you can also add all authenticated users to the Visitors group, which provides the group members with permission to read the content on your site, by default. i. If you click Use an existing group, select the SharePoint group that you want from the list. c. If you have several SharePoint groups, the list may be abbreviated. Click More to see the full list or Less to abbreviate the list. 11. Click OK. Edit a wiki page When you first create a wiki site, the home page contains sample content about wikis. You can edit it or replace it with your own content. The easiest way to start adding content to your wiki is to edit the home page and add placeholder links to pages that you will create later. 1. On the wiki page that you want to edit, click Edit. 2. Type any text you want. 3. Use the buttons on the Formatting toolbar to format text, and add other content, such as images, tables, and hyperlinks. a. 4. To add wiki links to other pages in your wiki, type the name of the page surrounded by double square brackets: [[Page Name]] 5. For example, to add a wiki link to a page named "Orientation Information," type: [[Orientation Information]] a. 6. TIP NOTE If you are not using a browser that supports ActiveX Controls, you will not see the Formatting toolbar. Instead, you can enter text using HTML tags. Find more information about using enhanced text boxes in the See Also section. NOTE If the page that you are linking to does not exist yet, a placeholder link with a dotted underline will appear on the page (after you save the edited page). Click OK when you are finished. You can add more content later or change content that you have entered by clicking Edit. If you created a placeholder link, you can later click the link to create and edit the page. Add an image to a wiki page 150 To add an image to a wiki, you need to first upload it to your site. You can upload an image to your site by using a picture library. 1. Browse to the picture library that contains the image. a. Find links to more information about creating libraries and adding files to them in the See Also section. 2. Click the picture that you want to use. 3. Right-click the picture, and then click Copy Shortcut to copy the Web address for the image. 4. Navigate to the wiki page where you want to add a picture. 5. Click Edit. 6. Click where you want to insert the picture, and then on the formatting toolbar for the wiki page, click the Insert Image button. 7. In the Address box, paste the Web address for the image that you copied earlier. 8. In the Alternative Text box, type alternative text to describe the image. Alternative text helps people with screen readers understand the content of pictures. Add a wiki link to another wiki page You can use wiki links to link pages together by simply using the page name surrounded by double square brackets. You create wiki links the same way whether you are linking to existing wiki pages or pages that do not exist yet. For example, if your team will be creating a link later for Training Issues, you can go ahead and insert the link to the page now. The link to a future page appears with a dotted line under it. To create the page later, someone can click the underlined placeholder link, add content, and then click Create. 1. If you are not already editing the wiki page, click Edit. 2. Click where you want to insert a wiki link. 3. Type the name of the page, surrounded by double square brackets: [[Page Name]] For example, to insert a link to a page called "Training Issues," type [[Training Issues]]. The link will be created when you save the page. TIP To quickly add a link from a wiki page back to the home page for your wiki, type [[Home]]. 151 Create a wiki page from a placeholder wiki link Often, people create wiki placeholder links to pages that do not exist yet. These placeholder links appear as links with a dotted underline. Creating placeholder links helps people create the wiki in smaller pieces without worrying about creating every page in the wiki all at once. 1. Click the placeholder wiki link. a. A placeholder wiki link has a dotted line under it. 2. Add the content that you want to the new page. 3. Click Create. Add a list or library to a wiki site You can add other items to a wiki site, such as a tasks list to track action items or tasks related to the wiki. You can choose whether or not the list or library appears on the Quick Launch for the wiki. 1. Click View All Site Content, and then click Create on the All Site Content page. a. TIP In most cases, you can use the Site Actions menu complete this step. instead to 2. Click the name of the list or library that you want to create, such as Tasks. 3. In the Name box, type a name for the list or library. The name is required 4. In the Description box, type a description of the purpose of the list or library. The description is optional. 5. To add a link to this list or library on the Quick Launch, verify that Yes is selected in the Navigation section. 6. Specify any other settings you want. 7. Click Create. Edit a wiki In many cases, wikis are designed for the collective ownership of a community of users. Therefore, wikis are often edited by multiple people over time and are considered a work in progress. Edit a wiki page 152 To edit wiki pages, people need permission to contribute to a wiki. Find links to more information about managing access to a wiki in the See Also section. 1. At the top of the wiki page that you want to edit, click Edit. 2. Make the changes you want. 3. Click OK. Edit a wiki link or its display text A wiki link is a link to another page in the wiki. You can use wiki links to link pages together by simply using the page name surrounded by double square brackets. This procedure shows you how to edit wiki links, as well as the display text that someone sees when they click the link. Wiki links are different from hyperlinks to pages or Web sites outside of the wiki. To edit or change hyperlinks, use the Hyperlink button on the wiki toolbar instead. You might need to edit the display text if the name of the page you want to link to is not clear in the context of the page where you are inserting the link. For example, if the page for brainstorming ideas about the first chapter of a book is named CH1, you might want "Chapter One Ideas" as the display text for the link, so that the purpose of the page is more clear. 1. At the top of the wiki page that contains the link that you want to edit, click Edit. 2. Do one of the following: a. To edit the path of the link so that it points to a different page, click between the two sets of double-square brackets ([[ and ]]), and then replace the current link with the name of the page that you want to link to. b. To change the display text to something other than the exact name of the page, type a vertical bar character (|) after the name of the page (SHIFT + \) and then type the text that you want to appear: c. [[Name of Page|Text that Displays]] d. For example, to use different display text for a page named CH1, you would type: e. [[CH1|Chapter One Ideas]] View all pages of a wiki 153 You can view all of the pages in a wiki site in one place, instead of navigating to each one in a wiki structure. The wiki pages are stored in a wiki page library, where you can edit them as you would documents in a typical document library. From any page in the wiki, click Wiki Pages in the breadcrumb link at the top of the wiki page. NOTE TIP To return to the home page of the wiki, click the name of the wiki in the breadcrumb link. If the wiki site has a Quick Launch, you can also click the Wiki Pages link to see all the wiki pages, and the Home link to return to the home page. Check out a wiki page for editing When you check out a wiki page, you ensure that others cannot make changes to the page while you edit it. While the page is checked out, you can edit and save it, close it, and reopen it. Other users cannot change the page or see your changes until you check it in. 1. From any page in the wiki, click Wiki Pages in the breadcrumb link at the top of the wiki page. 2. Point to the name of the wiki page that you want to edit, click the arrow that appears, and then click Check Out. Delete a wiki page 1. From any page in the wiki, click Wiki Pages in the breadcrumb link at the top of the wiki page. 2. Point to the name of the wiki page that you want to edit, click the arrow that appears, and then click Delete. Manage a wiki To manage most settings for a wiki, you need to have permission to manage a site. In most cases, this means being a member of the site owners group or having the Full Control permission level. Overview To enable people to view and contribute to your wiki, you need to give them access to the wiki site. You should also consider who you want to contribute to the wiki and who you want to be able to edit the wiki. 154 For example, if your wiki is a subsite on your team's site, you may need to provide broader access to your wiki than your main site provides. On the other hand, you may want to limit access to your wiki to just a few people. If your wiki is a subsite to your team's site, you can choose to inherit permissions if the same set of people will be working on the wiki. If you need to provide access to a larger, smaller, or different set of people than your main site, then use unique permissions. An efficient way to manage permissions for multiple users is by using SharePoint groups. Setting unique permissions To set unique permissions, you break the relatonship, sometimes known as inheritance, to the main site. Unique permissions may have been set when the wiki was created, or you can set up unique permissions later. If your site has unique permissions, you will see a Settings menu on the People and Groups page. If your site inherits permissions, you will not see a Settings menu. If you have questions about how your site is set up, you should consult with the person who set up or manages your site. An administrator, such as someone who configures and manages the server, may have set up additional restrictions for your site. Working with SharePoint groups SharePoint groups enable you to manage permission levels for multiple users more efficiently. You can use SharePoint groups to assign the permission levels you want (except for the Limited Access permission level). Note that you can also create custom permission levels which you can then assign to your SharePoint groups. If your organization has people who should all have the same permissions on one or more securable objects such as sites or libraries, you or your administrator should consider creating a SharePoint group (or customizing an existing group) for them. For example, you could create a SharePoint group for leads called SharePoint Leads, and one for analysts called SharePoint Analysts, and so on. 155 You can also add an individual user to a site, if that person has unique needs and if you don't think you will need to assign a similar level to multiple people. If you want all users within your domain to be able to view content on your site, consider granting access to all authenticated users. This special group allows This special group amembers of your domain to access a Web site (at the permission level you choose), without requiring you to enable anonymous access. Add users to a wiki Use this procedure to add users to a group or individually to a wiki site. If your wiki is a subsite of another site, and it is inheriting permissions from that site, then see Stop inheriting permissions from a parent site to learn how to stop inheriting permissions. 1. On the Site Actions menu a. , click Site Settings. NOTE On a site for which the Site Actions menu is customized, point to Site Settings, and then click the settings that you want to view. 2. Under Users and Permissions, click Advanced Permissions. 3. To add people to a group or grant permissions directly to people on the wiki site, on the New menu NOTE , click Add Users. To add all authenticated users to a group, click Add all authenticated users in the Add Users section. TIP If you need to create additional groups, on the New menu, click New Group. Stop inheriting permissions from a parent site When you stop inheriting permissions from a parent site, the SharePoint groups and related permissions from the parent site are copied to your site. You can then add, delete, or change the permissions of your wiki site. If you are not sure how your parent site or permission structure is set up, you may need to consult with the owner or administrator of the parent site. IMPORTANT After you stop inheriting permissions, changes made to the permissions of the parent site will no longer affect the wiki site. 156 1. On the Site Actions menu a. , click Site Settings. NOTE On a site for which the Site Actions menu is customized, point to Site Settings, and then click the settings that you want to view. 2. Under Users and Permissions, click Advanced Permissions. 3. On the Actions menu 4. When prompted to confirm the action, click OK. , Edit Permissions. Restore a previous version of a wiki page 1. At the top of a wiki page, click History. 2. Under Versions, click the number of the version that you want to view. a. 3. TIP If you are not sure which version you want, click Version History to scan an overview of all the versions, and then click the date next to the version that you want to view. When you find the version that you want to restore, click Restore this version. See which pages link to the current page If you are trying to troubleshoot a linking issue, or determine if a page can be deleted, you may want to view which pages link to the current wiki page.  TIP At the top of the wiki page, click Incoming Links. To return to the page you were viewing, click its name in the breadcrumb links at the top of the wiki. Delete unwanted pages As your team's wiki grows, your team might wind up with pages that are no longer being used. Deleting unwanted pages helps free up server space and prevents people from accidentally browsing to and reading outdated information. IMPORTANT As with the deletion of any content, you should make sure the pages are no longer needed by the team. 1. From any page in the wiki, click Wiki Pages in the breadcrumb link at the top of the wiki page. 157 2. Point to the name of the wiki page you want to edit, click the arrow that appears, and then click Delete. 3. Repeat for any additional pages you need to delete. View or restore previous versions of a wiki A wiki tracks versions of its pages by default, so that you can view a version history and restore a previous version if you make a mistake. View a previous version of a wiki page You can view previous version of a wiki page with details about its last modification, including date, time, and the person who last modified it. Changes are highlighted, with the exception of changes to HTML formatting and images. 1. On the current version of the wiki page, click History. 2. Under Versions, click the number of the version you want to view. The most recent version is listed first. TIP To return to the page you were viewing, click its name in the breadcrumb links at the top of the wiki. View a history of all previous versions A version history gives you a quick overview of how the text of pages has evolved. This is helpful if you need to pinpoint the version you want to view or restore. 1. On the current version of the wiki page, click History. 2. Click Version History. To open one of the versions, click the date and time next to the version you want to view. TIP To return to the page you were viewing, click its name in the breadcrumb links at the top of the wiki. Restore a previous version of a wiki page 1. On the current version of the wiki page, click History. 2. Under Versions, click the number of the version you want to view. 158 a. 3. TIP If you can't tell which version you want, click Version History to scan an overview of all versions, and then click the date next to the version you want. Click Restore this version. Format text in a text field You can add basic formatting to some text fields in some Microsoft Windows SharePoint Services lists. For example, you can apply bold or italic formatting to emphasize a word in the description of a calendar event or task. Some browsers, such as Microsoft Internet Explorer 6, provide formatting tools that enable you to format text directly in the field. If your browser supports formatting HTML directly, a formatting toolbar appears over certain fields. If your browser provides a formatting toolbar, you can use it to add formatted text, such as to the description of a calendar event. If your browser doesn't provide formatting tools on the Web page, you can use basic HTML elements to produce the same effect. For example, you can use the HTML BOLD element to apply bold formatting to your text. <b>Please</b> bring worksheets. For some common tags that you can use when creating or editing list items, refer to the following table. IMPORTANT For security reasons, some HTML tags and HTML scripts are blocked. HTML tagging Purpose or result 159 <div> and </div> Required around the text <b> and </b> bold <i> and </i> italic <em> and </em> Emphasizes text, usually appears as italic <u> and </u> <strong> and </strong> Strong formatting, usually appears as bold <p> and </p> Paragraph formatting <p align=location> and </p> Aligns text, where location is left, center, or right <font face="name" color="rgb code" size="#"> and </font> Defines typeface, color, and size for text, where: Example: <font face=Arial color="#3366ff" size=3> name = font name, such as Arial rgb code = code for the color in #rrggbb format, such as #0000CD for blue, #FF3030 for red, or 160 #006400 for green Some, but not all, browsers also support friendly names for colors, such as Blue, Red, and Green. # = font size, 1-7 <font style="background-color:rgb code"> and </font> Defines the background color for text, where rgb code = code for the color in #rrggbb format, such Example: <font style="background-color:#ffff00"> as #FFFF00 for yellow, #FF3030 for red, and #006400 for green Some, but not all, browsers also support friendly names for colors, such as Yellow, Red, and Green. Make sure the background color doesn't overpower the text. <ol> and </ol> Ordered (numbered) list <li> and </li> Ordered (numbered) list 161 List items <ul> and </ul> Unordered (bulleted) list <li> and </li> Unordered (bulleted) list List items Format text in an enhanced text field Some Microsoft Windows SharePoint Services lists support enhanced, or rich, formatted text, such as images, tables, and hyperlinks. For example, in a discussion topic, you can insert a hyperlink to a related Web site. Some browsers, such as Microsoft Internet Explorer 6, provide formatting tools that enable you to format text directly in the field. If your browser supports formatting HTML directly, an enhanced formatting toolbar appears over certain fields, such as announcement text or a discussion topic. If your browser provides a formatting toolbar, you can use it to add enhanced formatted text. 162 If your browser doesn't provide formatting tools on the Web page for editing lists, you can use HTML elements to produce the same effect. For example, you can use an HREF element to insert a hyperlink and an IMG element to insert an image, as shown in the previous example of a discussion topic. Refer to the following table for some common tags that you can use when creating or editing list items. IMPORTANT For security reasons, some HTML tags and HTML scripts are blocked. HTML tagging Purpose or result <div> and </div> Required around the text <b> and </b> bold <i> and </i> italic <em> and </em> Emphasizes text, usually appears as italic <u> and </u> <strong> and </strong> Strong formatting, usually appears as bold <p> and </p> Paragraph formatting <p align=location> and </p> Aligns text, where location is left, center, or right 163 <font face="name" color="rgb code" size="#"> and </font> Defines typeface, color, and size for text, where: Example: <font face=Arial color="#3366ff" size=4> name = font name, such as Arial rgb code = code for the color in #rrggbb format, such as #0000CD for blue, #FF3030 for red, or #006400 for green Some, but not all, browsers also support friendly names for colors, such as Blue, Red, and Green. # = font size, 1-7 <font style="background-color:rgb code"> and </font> Defines the background color for text, where rgb code = code for the color in #rrggbb format, such Example: <font style="background-color:#ffff00"> as #FFFF00 for yellow, #FF3030 for red, and #006400 for green Some, but not all, browsers also support friendly names for colors, such as Yellow, Red, and Green. Make sure the background color doesn't overpower the text. 164 <ol> and </ol> Ordered (numbered) list <li> and </li> Ordered (numbered) list List items <ul> and </ul> Unordered (bulleted) list <li> and </li> Unordered (bulleted) list List items <img src="image name" alt="alt text description"> Image <a href="URL">display text</a> Hyperlink 165 <table> and </table> Table <tr> and </tr> Table row <td> and </td> Table data (cell) Chapter 12 Lists and Libraries Add an existing content type to a list or library Content types (content type: A reusable group of settings for a category of content. Use content types to manage the metadata, templates, and behaviors of items and documents consistently. Content types are defined at the site level and used on lists and libraries.) enable organizations to organize, manage, and handle content more effectively across a site collection. By defining content types for specific kinds of documents or information products, an organization can ensure that each of these groups of content is 166 managed more effectively. You can set up a list or library to contain items of multiple item types or document types by adding content types to the list or library. How content types work in lists and libraries If you have a list or library that is set up to allow multiple content types, you can add content types to this list or library from the group of site content types that are available for your site. When you add a content type to a list or library, you make it possible for that list or library to contain items of that type. The New command in that list or library lets users create new items of that type. One of the key advantages of content types for lists and libraries is that they make it possible for a single list or library to contain multiple item or document types, each of which may have unique metadata, policies, or behaviors. How inheritance works for list content types When an instance of a site content type is added to a list or library, it is a child of the site content type from which it was created. This list content type inherits all of the attributes of its parent site content type, such as its document template, read-only setting, workflows, and columns. A list content type can be customized for the specific list or library to which it has been added. These customizations are not applied to the parent site content type. If the parent site content type for a list content type is updated, the child list content type can inherit these changes (if the person who maintains the site content type chooses to apply the updates to all child content types). If any of the attributes that the child list content type shares with the parent site content type were customized for the list content type, these customizations can be overwritten when the list content type inherits the changes from the parent site content type. If the list content type has been customized with additional attributes that the parent content type does not have (for example, extra columns), these customizations are not overwritten when the child list content type inherits changes from the parent site content type. Add a content type to a list or library Before content types can be added to a list or library, first the list or library must be set up to allow multiple content types. For more information about enabling support for multiple content types in a list or library, see 167 Turn on support for multiple content types in a library. To add content types to a list or library, you must have at least the Design permission level (permission level: A set of permissions that can be granted to users or SharePoint groups on an entity such as a site, library, list, folder, item, or document.) for that list or library. 1. If the list or library is not already open, click its name on the Quick Launch. 2. If the name of your list or library does not appear, click View All Site Content, and then click the name of your list or library. 3. On the Settings menu library that you are opening. 4. For example, in a document library, click Document Library Settings. 5. Under Content Types, click Add from existing site content types. 6. NOTE If the list or library is not set up to allow multiple content types, the Content Types section does not appear on the Customize page for the list or library. 7. In the Select Content Types section, in the Select Site content types from list, click the arrow to select the group of site content types from which you want to select. 8. In the Available Site Content Types list, click the content type that you want, and then click Add to move the selected content type to the Content types to add list. 9. To add additional content types, repeat steps 4 and 5. , click List Settings, or click the settings for the type of 10. When you finish selecting all of the content types that you want to add, click OK. Change the New button order or default content type You can specify the order in which content types are displayed on the New button for a list or library. By default, the first content type that is displayed on the New button becomes the default content type for the list or library. To change the default content type for the list or library, change the content type that is displayed first on the New button. You can also specify whether you want content types that have been added to a list or library to be visible on the New button. 1. If the list or library for which you want to change a content type is not already open, click its name under Lists or Documents on the Quick Launch. 2. On the Settings menu 3. , do one of the following: a. If you are working in a list, click List Settings. b. If you are working in a document library, click Document Library Settings. Under Content Types, click Change new button order and default content type. 168 4. NOTE If the list or library is not set up to allow multiple content types, the Content Types section does not appear on the Customize page for the list or library. 5. In the Content Type Order section, do either of the following: a. To remove a content type from the New button for the list or library, clear the Visible check box (this check box is selected by default). b. To change the order in which a content type appears on the New button, click the arrow next to that content type in the Position from Top column, and then select the order number that you want. Approve or reject items or files in a list or library You can specify that approval for a document is required in a library (library: A location on a SharePoint site where a collection of files is managed. The library can display information, including user-defined properties, about each file.) or list (list: A Web site component that stores and displays information that users can add to by using their browsers. Requires a Web server that is running Windows SharePoint Services.). When this content approval setting is applied, an item or file that has been changed remains in a pending state until it is approved or rejected by someone who has permission to approve it. If the item or file is approved, it is assigned an Approved status in the list or library, and it is displayed to anyone with permission to view the list or library. If the item or file is rejected, it remains in a pending state and is visible only to the people with permission to view drafts. By default, a pending item or file is visible only to its creator and to the people with permission to manage lists, but you can specify whether other groups of users can view the item or file. If your library is set up to track both major and minor versions, the person who edits the file must first publish a major version (major version: A numbered copy of a file that has changed significantly since the previous major version. Each major version is identified by a whole number (1, 2, 3, ...) to indicate that it is published for a wider group in your organization to view.) of the file. 1. If the list or library is not already open, click its name on the Quick Launch. a. If the name of your list or library does not appear, click View All Site Content, and then click the name of your list or library. 2. Point to the item or file to display a down arrow. 3. Click the down arrow, and on the menu that appears, click Approve/reject. 4. In the Approval Status section, choose whether you want to approve or reject the item. 169 5. In the Comment section, you can optionally type a comment about why the item was approved or rejected. 6. Click OK. NOTES  If the content approval setting is applied to a list or library that already contains items or files, approval is required for any new content or for changes that you make to existing content. Existing items or files are treated as approved, but you can change their status later.  If the content approval setting is disabled on a list or library that previously required approval, any pending or rejected items become visible to all viewers, unless they were deleted. Change a content type for a list or library Any changes that you make to a content type (content type: A reusable group of settings for a category of content. Use content types to manage the metadata, templates, and behaviors of items and documents consistently. Content types are defined at the site level and used on lists and libraries.) for a list or library apply only to the instance of that content type that has been added to the list or library. The parent site content type from which the content type was created is not updated with the changes. Add a document template to a content type You can associate a document template only with a document content type (any content type that is derived from the document parent site content type). By associating a document template with a content type, you can help ensure that when authors create new documents of this content type, the documents are all based on an identical template. For example, your organization can use a particular document template for legal contracts. If you associate this document template with the content type that your organization uses for legal contracts, any new legal contracts that are created by using this content type are all based on this legal contract document template. 1. If the library is not already open, click its name on the Quick Launch. 2. If the name of your library does not appear, click View All Site Content, and then click the name of your library. 3. On the Settings menu opening. 4. For example, in a document library, click Document Library Settings. , click the settings for the type of library that you are 170 5. Under Content Types, click the name of the content type that you want to change. 6. NOTE If the document library is not set up to allow multiple content types, the Content Types section does not appear on the Customize page for the library. 7. Under Settings, click Advanced Settings. 8. If you want to provide the URL for an existing document template, in the Document Template section, click Enter the URL of an existing document template, and then type the URL for the location of the document template that you want to use. 9. You can use an absolute URL or a URL that is relative to a location on a server, site, or resource folder. The following table provides examples of the types of URLs that you can use. The examples assume the existence of a content type resource folder (the folder that contains the files for site content types) located at http://contoso/_cts/Content Type Name/, and that the document template is named Docname.doc. 10. NOTE A resource folder, which is labeled _cts/Content Type Name, where Content Type Name is the name of the site content type, exists at the root level of each site. 11. URL type 12. Example 13. Absolute 14. http://contoso/_cts/Content Type Name/Docname.doc 15. Site relative 16. ~site/Library Name/Docname.doc 17. Server relative 18. _cts/Content Type Name/Docname.doc 19. Resource folder relative 20. Docname.doc 21. If you want to upload the document template that you want to use, in the Document Templates section, click Upload a new document template, and then click Browse. In the Choose File dialog box, browse to the location of the file that you want to use, click the file name, and then click Open. 22. Click OK. Add a column to a content type You can specify the properties or metadata that you want to collect for an item of a specific content type by adding columns to that content type. For example, your organization might want to track a specific set of metadata for all of its purchase orders, such as account number, project number, and project manager. If 171 you add columns for account number, project number, and project manager to the purchase order content type, users are prompted to provide this metadata for items of this content type. If you have a list or library that contains items of multiple content types, you can collect unique metadata for items of each content type by adding columns directly to the relevant content type instead of to the list or library itself. 1. If the list or library is not already open, click its name on the Quick Launch. 2. If the name of your list or library does not appear, click View All Site Content, and then click the name of your list or library. 3. On the Settings menu library that you are opening. 4. For example, in a document library, click Document Library Settings. 5. Under Content Types, click the name of the content type that you want to change. 6. NOTE If the list or library is not set up to allow multiple content types, the Content Types section does not appear on the Customize page for the list or library. 7. Under Columns, click Add from existing site or list columns. 8. In the Select Columns section, under Select columns from, click the arrow to select the group from which you want to add a column. 9. Under Available columns, click the column that you want to add, and then click Add to move the column to the Columns to add list. , click List Settings, or click the settings for the type of 10. To add additional columns, repeat steps 5 and 6. Change the order of columns for a content type 1. If the list or library is not already open, click its name on the Quick Launch. 2. If the name of your list or library does not appear, click View All Site Content, and then click the name of your list or library. 3. On the Settings menu library that you are opening. 4. For example, in a document library, click Document Library Settings. 5. Under Content Types, click the name of the content type that you want to change. 6. NOTE If the document library is not set up to allow multiple content types, the Content Types section does not appear on the Customize page for the library. , click List Settings, or click the settings for the type of 172 7. Under Columns, click Column order. 8. In the Column Order section, click the arrow next to the column that you want to reorder in the Position from Top column, and then select the order number that you want. Make a column required for a content type If you make columns required for a content type, users are prompted to provide metadata (column values) when they create new items of this content type. 1. If the list or library is not already open, click its name on the Quick Launch. 2. If the name of your list or library does not appear, click View All Site Content, and then click the name of your list or library. 3. On the Settings menu library that you are opening. 4. For example, in a document library, click Document Library Settings. 5. Under Content Types, click the name of the content type that you want to change. 6. NOTE If the document library is not set up to allow multiple content types, the Content Types section does not appear on the Customize page for the library. 7. Under Columns, click the name of the column that you want to make required. 8. In the Column Settings section, click Required. , click List Settings, or click the settings for the type of Add a workflow to a content type Workflows (workflow: The automated movement of documents or items through a specific sequence of actions or tasks related to a business process. Workflows can be used to consistently manage common business processes, such as document approval or review.) make it possible to specify a business process for items and documents in a site. Organizations can use workflows to automate and manage certain common business processes, such as document approval or review. By adding a workflow to a content type, you can help ensure that all items of that content type are subject to consistent and similar business processes. If a workflow has been added to a content type, that workflow can be started on individual items of that content type. NOTE You can add a workflow to a content type for a list or library only if a workflow has been deployed for your site or workspace. If workflows do not appear to be available, contact your central administrator. 173 1. If the list or library is not already open, click its name on the Quick Launch. 2. If the name of your list or library does not appear, click View All Site Content, and then click the name of your list or library. 3. On the Settings menu library that you are opening. 4. For example, in a document library, click Document Library Settings. 5. Under Content Types, click the name of the content type to which you want to add a workflow. 6. NOTE If the list or library is not set up to allow multiple content types, the Content Types section does not appear on the Customize page for the list or library. 7. Under Settings, click Workflow settings. 8. On the Change Workflow Settings page, click Add a workflow. 9. On the Add a Workflow page, in the Workflow section, click the workflow template that you want to use. , click List Settings, or click the settings for the type of 10. In the Name section, type a unique name for the workflow. 11. In the Tasks List section, specify a task list to use with this workflow. 12. NOTES a. You can use the default Tasks list, or you can create a new one. If you use the default Tasks list, workflow participants will be able to find and view their workflow tasks easily by using the My Tasks view of the Tasks list. b. Create a new tasks list if the tasks for this workflow will involve or reveal sensitive or confidential data that you want to keep separate from the general Tasks list. c. Create a new tasks list if your organization will have numerous workflows or if workflows will involve numerous tasks. In this instance, you might want to create tasks lists for each workflow. 13. In the History List section, select a history list to use with this workflow. The History list displays all of the events that occur during each instance of the workflow. 14. NOTE You can use the default History list or you can create a new one. If your organization will have numerous workflows, you might want to create a separate history list for each workflow. 15. In the Start Options section, specify how, when, or by whom a workflow can be started. 16. NOTES a. Specific options may not be available if they are not supported by the workflow template that you selected. b. The option Start this workflow to approve publishing a major version of an item is available only if support for major and minor versioning is enabled for the library and if the workflow template that you selected can be used for content approval. 17. Click Next. 174 18. On the Customize Workflow page, select any additional options that you want, and then click OK. Make a content type read-only If you want to prevent other people from making changes to a content type that has been added to a list or library, you can make the list content type read-only. If you make a list content type read-only, this prevents the list content type from inheriting any changes that are made to its parent site content type. 1. If the list or library for which you want to change a content type is not already open, click its name under Lists or Documents on the Quick Launch. 2. On the Settings menu , do one of the following: a. If you are working in a list, click List Settings. b. If you are working in a document library, click Document Library Settings. 3. Under Content Types, click the name of the content type that you want to make read-only. 4. NOTE If the list or library is not set up to allow multiple content types, the Content Types section does not appear on the Customize page for the list or library. 5. Under Settings, click Advanced settings. 6. In the Read Only section, under Should this content type be read only?, Manage lists and libraries with many items When a list or library has a large number of items, you must carefully plan its organization and how users need to access the data. By planning and using a few key list and library features, you can ensure that users can find information without adversely affecting the performance of the rest of your site. Ways to manage large lists and libraries When the number of items in a list or library approaches two thousand, the performance of the list or library may begin to slow down or adversely affect other areas of the site. Such issues can be caused by user actions such as sorting or retrieving a large number of items at the same time. However, you can store millions of items in lists and libraries as long as you plan and configure the list or library correctly. The most common example of a user action affecting performance occurs when a user creates or accesses a view of the items in a very large list or library. When defining a view, you have the choice of returning all the items or filtering a subset of items based on a particular column. Any time the total number of items in a 175 list or library is very large, it is important to limit the number of items that a user is working with at one time. This involves filtering the total set of items to a smaller number that is more manageable for the end user and for the database. Depending on the type of list or library, you can use the organizational structure and certain features to help users to work with large numbers of items. The following sections provide tips and techniques for ensuring that users can access information quickly in a list or library. Creating indexed columns To improve the performance of a large list or library, you can index a column. An index on a column enables Microsoft Windows SharePoint Services 3.0 to quickly analyze the data in that column, even when working with thousands or millions of items. For a view to quickly filter through a large number of items, the filter must be applied to a column that is indexed. It is important to consider the following when you create and use indexed columns:  Each additional column index consumes extra resources in the database. Therefore, you should add indexes only to columns that will be used actively in views on the list or library.  When you define a view in a list or library with lots of items, it is important to use a filter that will return no more than two thousand items.  Only one indexed column can be used in a view filter. You can filter on many different columns, but it is important that the first column that you use to filter the view has an index and that it sufficiently reduces the total number of items returned.  Defining a view that uses an OR filter does not have any benefits of an indexed column.  Defining an item limit in a view does not have the same benefits as filtering by an indexed column. Creating filtered views For lists and libraries with large numbers of items, users can access the items with a mix of views and search. The following are some suggestions for views that work well with an indexed column:  Recently changed To create a view of only the items that have changed in the past week, you can index the Modified column and then apply the filter Modified (Indexed) is greater than [Today]-7.  New items To create a view of only those items that were added in the past week, you can index the Created column and then apply the filter Created is greater than [Today]-7.  My items To create a view of only those items that you added, you can index the Created By column and then apply the filter Created By is equal to [Me]. 176  Due today For lists or libraries with a Due Date column, you can index that column and then apply the filter Due Date is equal to [Today].  Discussion board updates To create a view of only the discussions that were updated in the past month, you can index the Last Updated column on a discussion board, create a new Subject view, and then apply the filter Last Updated is greater than [Today]-30.  People and Groups If you have a lot of people visiting your site, you can improve the performance of the All Groups and All People pages by indexing the Content Type column for the User Information List. NOTE Even if only a few people appear on the All People page, many people visiting the site will result in inactive users being written to the User Information List, which can still affect the performance of this list. Find links to more information about creating or changing views and about formulas and functions that you can use to filter views in the See Also section. NOTE Because creating views that use a column index correctly is more complicated for large lists and libraries, you might want to remove the Manage Personal Views permission from contributors for a large list or library. By removing this permission, you can prevent users from creating a view that spans all of the items and that might adversely affect the performance of the rest of the site. Organizing items into folders Even when the total number of items in a list or library is very large, a view of a single folder is as fast as a view that filters the total number of items by using an indexed column. In some scenarios, it may be possible to distribute all of the items in a list or library into multiple folders such that no folder has more than two thousand items. It is important to consider the following when you use folders to organize a large list or library:  Each folder must contain no more than two thousand items to ensure fast views of the items in the folder.  If you choose to display all items without folders when you create a view in this list or library, you must use a filter that is based on an indexed column.  It is useful to make the default view show all the available folders without any filtering, so that users can choose the appropriate folder when they insert new items. This prevents items from being incorrectly added outside the folders in the list or library. Index a column 177 To improve the performance of a large list or library, you can index a column. Then you can use the indexed column to filter new or existing views of the list or library. NOTE Each additional column index consumes extra resources in the database. Therefore, you should add indexes only to columns that will be used actively in views on the list or library. 1. If the list or library is not already open, click its name on the Quick Launch. a. TIP If the name of your list or library does not appear, click View All Site Content, and then click the name of your list or library. 2. On the Settings menu library that you are opening. , click List Settings, or click the settings for the type of 3. For example, in a document library, click Document Library Settings. 4. Under Columns, click Indexed columns. 5. Select the check box next to each column that you want to index. 6. Click OK. If you have a lot of people visiting your site, you may want to index the Content Type column for the User Information List. This can improve the performance of the All Groups and All People pages on the site. These are pages that you use to manage users and groups on your site. Create a filtered view by using an indexed column After you index a column, you can add it to a new view as you create the view and then use the indexed column to filter the view. Before creating a view, you may want to add more columns to enable more flexibility for sorting, grouping, and filtering. If you are creating a view for a mobile device, you should consider the limits of your group's mobile devices. Find links to more information about creating columns and views in the See Also section. 1. If the list or library is not already open, click its name on the Quick Launch. a. If the name of your list or library does not appear, click View All Site Content, and then click the name of your list or library. 2. On the View menu , click Create View. 3. Under Choose a view format, click the type of view that you want to create. For most situations in libraries, you can click Standard View, but you can choose other views for specific situations. 178 4. In the View Name box, type a name for your view, such as Sorted by Last Name. 5. In the Filter section, click Show items only when the following is true, and then choose how you want to filter the items based on one of the columns that is indexed. For example, to create a view of only items that changed today, choose the Modified (Indexed) column and the is equal to condition, and then type [Today]. a. NOTE If you do not see any columns that say (Indexed) after the name, you do not have any indexed columns available for that list or library. You must index a column first. 6. Choose any other options that you want for your view, such as which columns you want to show or hide and how you want to sort the items. 7. Click OK. Add an indexed column to an existing view After you index a column, you can add it to an existing view and then use the indexed column to filter the view. 1. If the list or library is not already open, click its name on the Quick Launch. a. If the name of your list or library does not appear, click View All Site Content, and then click the name of your list or library. 2. On the View menu 3. In the Filter section, click Show items only when the following is true, and then choose how you want to filter the items based on one of the columns that is indexed. For example, to create a view of only items that were changed today, choose the Modified (Indexed) column and the is equal to condition, and then type [Today]. a. , click Modify this View. NOTE If you do not see any columns that say (Indexed) after the name, you do not have any indexed columns available for that list or library. You must index a column first. 4. Choose any other options that you want for your view, such as which columns you want to show or hide and how you want to sort the items. 5. Click OK. Set limits for RSS Feeds After RSS support is enabled in Central Administration and at the site collection level, you can enable and configure RSS support for the following types of lists in your sites: document libraries, picture libraries, form libraries, announcements lists, calendar lists, blogs, surveys, and discussion boards. When users access the RSS Feed for a list or library, this is similar to a view of all the items in the list. The default RSS view limits the number of items that are returned, based on the date that the item was last modified by using a filter on 179 the Modified column. Just as with any other view, if the list or library has many items, it is important to index the Modified column if users access the RSS Feed. Follow this procedure to change the number of items and days for which changes are included in an RSS Feed. 1. If the list is not already open, click its name on the Quick Launch. a. If the name of your list does not appear, click View All Site Content, and then click the name of your list. 2. On the Settings menu 3. In the Communications section, click RSS settings. a. , click List Settings. NOTE The RSS settings link is not available if RSS support is not enabled both in Central Administration and at the site collection level. 4. In the Item Limit section, type the maximum number of items and days to include in an RSS Feed. 5. Click OK. Require approval of items or files in a list or library When you set up a list (list: A Web site component that stores and displays information that users can add to by using their browsers. Requires a Web server that is running Windows SharePoint Services.) or library (library: A location on a SharePoint site where a collection of files is managed. The library can display information, including user-defined properties, about each file.), you can require approval of the items or files — or of changes to the items or files — that are submitted to the list or library. When this content approval setting is applied, an item or file that has been changed remains in a pending state until it is approved or rejected by someone who has permission to approve it. If the item or file is approved, it is assigned an Approved status in the list or library, and it is displayed to anyone with permission to view the list or library. If the item or file is rejected, it remains in a pending state and is visible only to the people with permission to view drafts. By default, a pending item or file is visible only to its creator and to the people with permission to manage lists, but you can specify whether other groups of users can view the item or file. 180 1. If the list or library is not already open, click its name on the Quick Launch. a. 2. If the name of your list or library does not appear, click View All Site Content, and then click the name of your list or library. On the Settings menu library that you are opening. a. , click List Settings, or click the settings for the type of For example, in a document library, click Document Library Settings. 3. Under General settings, click Versioning settings. 4. In the Content Approval section, under Require content approval for submitted items?, click Yes. 5. Click OK. Types of files that cannot be added to a list or library As a server administrator, you can use Central Administration to restrict certain kinds of files from being uploaded or retrieved, based on the file extension. For example, a file with the .exe file extension can potentially contain code that runs on client computers when the file is downloaded. If files with the .exe file extension are blocked, users can neither upload nor download a file with the .exe extension. By blocking this file type, potentially dangerous content in the .exe file cannot be downloaded and run on client computers. This feature does not prevent all exploits based on file types, nor is it designed to do so. NOTE It is helpful for site owners and other users of a site to know what file types are being blocked so that they understand why they cannot upload certain kinds of files. If you are unsure what file types are being blocked, talk to your server administrator. By default, several standard file extensions are blocked, including any file extensions that are treated as executable files by Windows Explorer. Files with curly braces { or } are also automatically blocked. The file extensions blocked by default are shown in the following table. File extension File type .ade Microsoft Access project extension .adp Microsoft Access project 181 .app Application file .asa ASP declarations file .ashx ASP.NET Web handler file. Web handlers are software modules that handle raw HTTP requests received by ASP.NET. .asmx ASP.NET Web Services source file .asp Active Server Pages .bas Microsoft Visual Basic class module .bat Batch file .cdx Compound index .cer Certificate file .chm Compiled HTML Help file .class Java class file .cmd Microsoft Windows NT command script .com Microsoft MS-DOS program .config Configuration file .cpl Control Panel extension .crt Security certificate .csh Script file .dll Windows dynamic link library .exe Program .fxp Microsoft Visual FoxPro compiled program 182 .hlp Help file .hta HTML program .htr Script file .htw HTML document .ida Internet Information Services file .idc Internet database connector file .idq Internet data query file .ins Internet Naming Service .isp Internet Communication settings .its Internet Document Set file .jse JScript Encoded script file .ksh Korn Shell script file .lnk Shortcut .mad Shortcut .maf Shortcut .mag Shortcut .mam Shortcut .maq Shortcut .mar Shortcut .mas Microsoft Access stored procedure .mat Shortcut 183 .mau Shortcut .mav Shortcut .maw Shortcut .mda Microsoft Access add-in program .mdb Microsoft Access program .mde Microsoft Access MDE database .mdt Microsoft Access data file .mdw Microsoft Access workgroup .mdz Microsoft Access wizard program .msc Microsoft Common Console document .msh Microsoft Agent script helper .msh1 Microsoft Agent script helper .msh1xml Microsoft Agent script helper .msh2 Microsoft Agent script helper .msh2xml Microsoft Agent script helper .mshxml Microsoft Agent script helper .msi Microsoft Windows Installer package .msp Windows Installer patch package file .mst Visual Test source files .ops Microsoft Office profile settings file .pcd Photo CD image or Microsoft Visual Test compiled script 184 .pif Shortcut to MS-DOS program .prf System file .prg Program source file .printer Printer file .pst Microsoft Outlook personal folder file .reg Registration entries .rem ACT! database maintenance file .scf Windows Explorer command file .scr Screen saver .sct Script file .shb Windows shortcut .shs Shell Scrap object .shtm HTML file that contains server side directives .shtml HTML file that contains server side directives .soap Simple Object Access Protocol file .stm HTML file that contains server side directives .url Uniform Resource Locator (Internet shortcut) .vb Microsoft Visual Basic Scripting Edition (Visual Basic Scripting Edition (VBScript) ) file .vbe VBScript Encoded Script file .vbs VBScript file .ws Windows Script file 185 .wsc Windows Script Component .wsf Windows Script file .wsh Windows Script Host settings file Server administrators can use Central Administration to choose which file extensions to block for the entire server or server farm. Because the list of blocked file types is maintained by file extension, any file that uses a file extension on the list cannot be uploaded or downloaded, regardless of the file's intended use. For example, if .asp is on the list of extensions to block, the feature blocks all .asp files on the server, even if they are used to support Web site features on another server in the server farm. If a file ends in a period (.), the preceding characters are checked against the list of blocked file extensions as well. For example, if .exe is on the list of blocked file extensions, a file called "filename.exe" is also blocked. The following list shows different ways of representing the same file, all of which are blocked if the .hta extension is on the list of blocked file extensions.  filename.hta  filename.hta.  filename.hta.{3050F4D8-98B5-11CF-BB82-00AA00BDCE0B}  filename.hta::$DATA You can determine which files are blocked for Web sites on your servers by modifying the list of blocked file extensions in Central Administration. You can block additional file extensions (up to 1,024 file types) by adding them to the list in the Central Administration pages, or you can remove a block by deleting the file extension from the list. When you change the list of file extensions, the change affects both new files being added to a Web site and files already posted to a Web site. For example, if a document library contains a .doc file, and you add the .doc file extension to the list of blocked file extensions, users will no longer be able to open the .doc file in the document library. Users will be able to rename or delete a file with a blocked file extension but will not be able to perform any other actions 186 Chapter 13 Libraries Introduction to libraries A library is a location on a site where you can create, collect, update, and manage files with team members. Each library displays a list of files and key information about the files, which helps people to use the files to work together. You can customize libraries in several ways. You can control how documents are viewed, tracked, managed, and created. You can track versions, including how many and which type of versions, and you can limit who can see documents before they are approved. You can choose from several types of libraries, depending on the types of files that you want to store and how you plan to use them. Ways to work with libraries The Shared Documents library is created for you when Microsoft Windows SharePoint Services creates a new site. You can start using this library right away, customize it, or create other libraries. Here are some ways to work with libraries and make them more useful for your group:  Create and manage views You can use a view (view: A set of columns on a Web page that displays items in a list or document library. The view can display sorted or filtered items, a selection of columns, or a custom layout.) to see the items in a library that are most important to you or that best fit a purpose. The contents of the actual library don't change, but the files are organized or filtered to make them easier to find and to browse in a meaningful way.  Require document approval You can specify that approval for a document is required. Documents remain in a pending state until they are approved or rejected by someone who has permission to do so. You can control which groups of users can view a document before it is approved.  Track versions If you need to keep previous versions (versioning: The process of creating a numbered copy of a file or an item whenever a revision is saved to the library or list.) of files, libraries can help you track, store, and restore the files. You can choose to track all versions in the same way. Or you can choose to designate some versions as major, such as adding a new chapter to a manual, and some versions as minor, such as fixing a spelling error. To help manage storage space, you can optionally choose the number of each type of version that you want to store.  For example, a travel agency might use a document library to manage its files. While team members develop a new sales proposal, they track minor versions of the file. If they make a 187 mistake in one version, they can restore a previous version. When they finish the proposal, they can create a major version and then publish it for approval by their legal department and their manager. When the file is approved, other employees in the company can view the file.  Require check-out of files When you require check-out (check out: To lock a file while editing it to prevent others from overwriting or editing it inadvertently. Only the user who checks out a document can edit the document.) of a file, you ensure that only one person can edit the file until it is checked in (check in: To release the lock for editing and enable other users to view the updated file or check out the file.). Requiring documents to be checked out prevents multiple people from making changes at the same time, which can create editing conflicts and lead to confusion. Requiring check-out can also help to remind team members to add a comment when they check a file in, so that you can more easily track what has changed in each version.  Stay informed about changes Libraries in Windows SharePoint Services 3.0 support RSS technology, so that members of your workgroup can automatically receive updates. RSS enables people to receive and view updates, or feeds, of news and information in a consolidated location. You can also create e-mail alerts, so that you are notified when files change.  Edit files offline If you prefer to work on your files on your hard disk, you can check them out and work offline, if you use an application that is compatible with Windows SharePoint Services 3.0, such as the 2007 Microsoft Office system.  Work with a library from an e-mail program By using an e-mail program that is compatible with Windows SharePoint Services 3.0, such as Microsoft Office Outlook 2007, you can take your important information with you. You can read, edit, and search your files offline from your mail program.  Copy documents easily to another location You can easily send a file to another location on a Windows SharePoint Services 3.0 site. When you update the original document, you can choose to be prompted to update the file in the other locations.  Define content types If your group works with several types of files, such as worksheets, presentations, and documents, you can extend the functionality of your library by enabling and defining multiple content types (content type: A reusable group of settings for a category of content. Use content types to manage the metadata, templates, and behaviors of items and documents consistently. Content types are defined at the site level and used on lists and libraries.). Content types add flexibility and consistency across multiple libraries. Each content type can specify a template and workflow (workflow: The automated movement of documents or items through a specific sequence of actions or tasks related to a business process. Workflows can be used to consistently manage common business processes, such as document approval or review.) processes. For example, a sales department can have templates for sales reports, standard documents, budgets, and presentations. Each template contains the company logo and mission statement. When people create a new file from the document library, they can select which template they want to use.  Specify unique permission You can specify unique permission for a library, or even a file within a library.  Create workflows A document library or content type can use workflows that your organization has defined for business processes, such as managing document approval or review. Types of libraries The type of library that you use depends on the kinds of files that you are sharing: 188  Document library For many file types, including documents and spreadsheets, use a document library. You can store other kinds of files in a document library, although some file types are blocked for security reasons. When you work with programs that are compatible with Windows SharePoint Services, you can create those files from the library. For example, your marketing team may have its own library for planning materials, news releases, and publications.  Picture library To share a collection of digital pictures or graphics, use a picture library. Although pictures can be stored in other types of SharePoint libraries, picture libraries have several advantages. For example, from a picture library you can view pictures in a slide show, download pictures to your computer, and edit pictures with graphics programs that are compatible with Windows SharePoint Services. Consider creating a picture library if your team reuses lots of graphics, such as logos and corporate images, or if you want to store pictures of team events or product launches.  Wiki page library To create a collection of connected wiki pages, use a wiki page library. A wiki enables multiple people to gather routine information in a format that is easy to create and modify. You can add to your library wiki pages that contain pictures, tables, hyperlinks, and internal links. For example, if your team creates a wiki site for a project, the site can store tips and tricks in a series of pages that connect to each other.  Form library If you need to manage a group of XML-based business forms, use a form library. For example, your organization may want to use a form library for expense reports. Setting up a form library requires an XML editor or XML design program that is compatible with Windows SharePoint Services, such as Microsoft Office InfoPath. Create a library A library is a location on a site where you can create, collect, update, and manage files with team members. Each library displays a list of files and key information about the files, which helps people to use the files to work together. You can create and manage documents, spreadsheets, presentations, forms, and other types of files in a library. The Shared Documents library is created for you when Microsoft Windows SharePoint Services creates a new site. You can customize the library for your purposes, or you can create additional libraries. NOTE To create a library, you must have permission to manage lists on the site where you want to create the library. 1. Click View All Site Content, and then click Create on the All Site Content page. a. 2. TIP In most cases, you can use the Site Actions menu complete this step. instead to Under Libraries, click the type of library that you want, such as Document Library. a. Types of libraries i. The type of library that you use depends on the kinds of files that you are sharing: 189 1. Document library For many file types, including documents and spreadsheets, use a document library. You can store other kinds of files in a document library, although some file types are blocked for security reasons. When you work with programs that are compatible with Windows SharePoint Services, you can create those files from the library. For example, your marketing team may have its own library for planning materials, news releases, and publications. 2. Picture library To share a collection of digital pictures or graphics, use a picture library. Although pictures can be stored in other types of SharePoint libraries, picture libraries have several advantages. For example, from a picture library you can view pictures in a slide show, download pictures to your computer, and edit pictures with graphics programs that are compatible with Windows SharePoint Services. Consider creating a picture library if your team reuses lots of graphics, such as logos and corporate images, or if you want to store pictures of team events or product launches. 3. Wiki page library To create a collection of connected wiki pages, use a wiki page library. A wiki enables multiple people to gather routine information in a format that is easy to create and modify. You can add to your library wiki pages that contain pictures, tables, hyperlinks, and internal links. For example, if your team creates a wiki site for a project, the site can store tips and tricks in a series of pages that connect to each other. 4. Form library If you need to manage a group of XML-based business forms, use a form library. For example, your organization may want to use a form library for expense reports. Setting up a form library requires an XML editor or XML design program that is compatible with Windows SharePoint Services, such as Microsoft Office InfoPath. 3. In the Name box, type a name for the library. The library name is required. 4. The name appears at the top of the library page, becomes part of the address for the library page, and appears in navigational elements that help users to find and open the library. 5. In the Description box, type a description of the purpose of the library. The description is optional. 6. The description appears at the top of the library page, underneath the name of the library. If you plan to enable the library to receive content by e-mail, you can add the e-mail address of the library to its description, so that people can easily find it. 7. To add a link to this library on the Quick Launch, verify that Yes is selected in the Navigation section. 8. If an Incoming E-mail section appears, your administrator has enabled your site to receive content by e-mail. If you want people to add files to the library by sending them as attachments to e-mail messages, click Yes. Then, in the E-mail address box, type the first part of the address that you want people to use for the library. 9. To create a version each time a file is checked into the library, in the Document Version History or Picture Version History section, click Yes. 10. You can later choose whether you want to store both major and minor versions and how many versions of each you want to track. 190 11. Depending on the type of library you are creating, a Document Template section may be available, which lists the compatible programs that are available as the default for creating new files. If content types are enabled, the default template is specified through the content type. In the Document Template section, in the drop-down list, click the type of default file that you want to be used as a template for files that are created in the library. 12. Click Create. NOTES  To create a library in a Meeting Workspace site, follow the procedure for customizing Meeting Workspace sites by adding libraries.  If multiple content types are enabled, users can choose from different default file types when they create new files. The default file types are specified by the content types instead of the Document Template section when you create the library.  TIP The e-mail options are not available by default for wiki page libraries. After your library is created, you can further customize it by clicking Settings and then clicking settings for the library that you want to customize, such as Document Library Settings. Add one or more files to a library You can create and manage documents, spreadsheets, presentations, and other types of files in a library (library: A location on a SharePoint site where a collection of files is managed. The library can display information, including user-defined properties, about each file.). Some file types are blocked, however, for security reasons. There are several ways to add files to libraries, depending on whether you are creating a new file in the library, adding an existing file to a library, or adding multiple files at once. If your administrator has set up your library to receive e-mail, you can even add a file to the library by sending the file as an attachment to an e-mail message. Create a file in a library You can create a new file from within a library, if you plan to use a program that is compatible with Microsoft Windows SharePoint Services 3.0, such as Microsoft Office Word 2007. 191 If the program that you want to use is not compatible, you can still store the file and manage it in the library. Although you can't use the New command to create your file, you can create the file in your program and then add it later to the library. For a picture library, you must create the file in another program and then add it to the library. You can create a folder in a picture library or any other type of library, unless your library restricts the creation of folders. The type of file that you can create depends on the template or templates that your site owner or administrator associates with the library. If you want to create an additional type of file in your library, contact your administrator or site owner. 1. If the library is not already open, click its name on the Quick Launch. a. If the name of your library does not appear, click View All Site Content, and then click the name of your library. 2. On the New menu, click the arrow, and then click New file type, such as New Document. 3. If additional templates are associated with your library, other choices appear, such as New Worksheet or New Contract. a. TIP To create a file that is based on the default template for the library, just click New. 4. Add the text and other items that you want to your file. 5. Save the file as you normally do by clicking the Save button or the Save command on the File menu, and then naming your file. 6. When you save the file, it is added to the library and appears in the list of files. 7. If you do not see your files in the library, refresh the browser. NOTES  Depending on how your library is set up, you may be prompted for additional information about the file when you save it. For example, you may be asked to choose the content type of the file or enter more details about the file.  If you are saving a file to a library that requires files to be checked out, the file is initially checked out to you. You must check in the file before other people can edit it.  If content approval is required for your library, your file may need to be approved before it is visible to everyone who has permission to view the files in the library. Add a file to a library 192 You can add a new file to a library or replace an existing file with a revised version of a file. If the library is configured to track versions of files, you can add the revised file as a new version, which becomes part of the version history of the file. If you want to upload a file that has the same file name as an existing file in the library, and you don't want to replace or add a new version of the existing file, you must rename one of the duplicate files. When you add a file to a library, you may be required to fill out file properties. File properties can include basic information about a file, such as its description or keywords to help people search for it, or properties can include information that is specific to your organization, such as a department name or a project number. 1. If the library is not already open, click its name on the Quick Launch. 2. If the name of your library does not appear, click View All Site Content, and then click the name of your library. 3. On the Upload menu, click Upload Document. 4. Click Browse to find the file that you want to add, select the file, and then click Open. 5. If you are uploading a revised version of an existing file, do one of the following: a. If your library is not configured to track versions of files, you can replace the existing file with the revised file. In the Upload Document section, select the Overwrite existing file(s)? check box. b. If your library is configured to track versions of files, you can replace the existing file with the new version as part of the document history. In the Upload Document section, select the Add as a new version to existing files? check box. 6. Click OK. 7. If a form appears that requests more information about the file, enter the information into the boxes, such as the title. A red asterisk appears next to the name of each box that requires information. Different boxes may appear, depending on how your library is set up and whether your group requires custom properties. 8. Click OK. 9. If you do not see your files in the library, refresh the browser. NOTES  If you are uploading a file to a library that requires certain file properties to be filled out, and those properties are missing, the file remains checked out to you. When you fill out the required properties, you can check in the file.  If you are uploading a file to a library that requires files to be checked out, the file is initially checked out to you. You must check in the file before other people can edit it. 193  If content approval is required for your library, your file may need to be approved before it is visible to everyone who has permission to view files in the library.  In a wiki page library, you can create new wiki pages, but you cannot upload existing files. TIP If you are uploading a new version of a file, consider typing comments about what changed in this version so that you can more easily track the history of the file. Add multiple files to a library If you have a program installed that is compatible with Windows SharePoint Services, an option to upload multiple files may appear when you click the arrow on the Upload menu. For example, if you have the 2007 Microsoft Office system installed, the Upload Multiple Documents option appears. If you do not see the Upload Multiple Documents option, do the following: 1. If the library is not already open, click its name on the Quick Launch. 2. If the name of your library does not appear, click View All Site Content, and then click the name of your library. 3. On the Actions menu 4. In the Windows Explorer window that appears, browse to find the files that you want to upload, and then select them. 5. Right-click one of the files, and then click Copy on the shortcut menu. 6. Click the Back button until you return to the library. 7. Right-click in a blank area in the folder window, and then click Paste on the shortcut menu. 8. Close Windows Explorer. 9. If you do not see your files in the library, refresh the browser. , click Open with Windows Explorer. NOTES  If you are uploading multiple pictures to a picture library, a Windows SharePoint Servicescompatible image editor, such as Microsoft Office Picture Manager, may open. Follow the instructions in the image editor for selecting multiple files and uploading them. If you are uploading multiple pictures, the image editor may prompt you, if a file you are uploading has the same name as an existing file in the library.  If you are uploading a file to a library that requires certain file properties to be filled out, and those properties are missing, the file remains checked out to you. When you fill out the required properties, you can check in the file.  If you are uploading a file to a library that requires files to be checked out, the file is initially checked out to you. You need to check the file in before other people can edit it.  If content approval is required for your library, your file may need to be approved before it is visible to everyone who has permission to view files in the library. 194  TIP In a wiki page library, you can create new wiki pages, but you cannot upload existing files. You can also drag files from another Explorer window, such as Windows Explorer or My Documents, to the SharePoint site that is displayed in Windows Explorer. Add files to a library by sending e-mail Before you can send e-mail to a library, you need to know if the library is set up to receive e-mail and then obtain the address. 1. Do one or more of the following to obtain the e-mail address for the library: a. Look in the address book of your e-mail program. If the e-mail address is not there, you need to obtain it from the person who set up the library. Then you can add it to the contacts list of your e-mail program, so that you can easily find it later. b. View the description of the library, which appears just under the title of the library. Your site owner may have added the e-mail address of the library to its description. c. View the e-mail settings for the library, if the e-mail address does not appear in the description of the library and you have permission to view the library settings: i. If the library is not already open, click its name on the Quick Launch. d. If the name of your library does not appear, click View All Site Content, and then click the name of your library. i. On the Settings menu library that you are opening. e. , click the settings for the type of For example, in a document library, click Document Library Settings. i. If the library is enabled to receive e-mail, its address appears under List Information, next to E-mail Address. f. Use the e-mail address of your SharePoint group to send the file as an attachment. Your organization may have its own e-mail list, called a SharePoint group (SharePoint group: A group of users that can be created on a SharePoint site to manage permissions to the site and to provide an e-mail distribution list for site users. A group can be used by many sites in one site collection.), which enables its members to send mail to each other. The SharePoint group address can contain the addresses of libraries, so that when you send e-mail to members of the group, attachments to the messages are automatically added to your Windows SharePoint Services 3.0 site. 2. In your e-mail program, attach the file, such as a document or worksheet, to an e-mail message. 3. In the To or Cc box, enter the address of the library. If your SharePoint group already includes the library, enter the e-mail address of the SharePoint group instead. 4. Send the message. In most e-mail applications, you click Send to send the message. 5. If you do not see your files in the library, refresh the browser. Depending on the settings of your e-mail server, it may take a few moments for your files to appear. 195 Organize files in a library How you organize your files in a library (library: A location on a SharePoint site where a collection of files is managed. The library can display information, including user-defined properties, about each file.) depends on the needs of your group and on how you prefer to store and search for your information. Some planning can help you set up the structure that works best for your organization. Ways to organize files Libraries have several features that help you work with multiple files in the same library. However, multiple libraries may suit your organization better. Storing many documents in one library You may want one large library to serve diverse needs. For example, you might have several projects within the same group, or multiple groups working on the same project. Use a single library when:  Your group needs to see summary information about the files or different views of the same set of files. For example, a manager may want to see all files grouped by department or due date.  People want to search for the files in the same location on a site.  You want to apply the same settings to files, such as tracking versions (versioning: The process of creating a numbered copy of a file or an item whenever a revision is saved to the library or list.) of files or requiring approval.  The groups that are working with the library share similar characteristics, such as the same levels of permission. o  NOTE NOTE Unique permission can be applied to specific files, but if the levels of permission vary greatly, consider using multiple libraries. You want to analyze information about files in a spreadsheet or receive consolidated updates about the files. You can receive alerts when files change or you can view any changes to a library by using RSS technology. RSS feeds enable members of your workgroup to see a consolidated list of files that have changed. The following are some of the ways that you can view and manage files in the same library: 196  Add columns To help your group to pinpoint the data that is most important and to view the data in different ways, you can add columns (column: A named selection of data in a list, library, or content type, such as Title or Due Date. Columns are displayed vertically in most views and are displayed as fields in forms.) to your library. Columns appear at the top of the library page as headings, such as department name or due date. You can use the column headings to sort and filter the files in a library.  Create views You can use views (view: A set of columns on a Web page that displays items in a list or document library. The view can display sorted or filtered items, a selection of columns, or a custom layout.) if the people in your group frequently need to see the data in a certain way. In views, columns are used to sort, group, filter, and display the data.  Create folders For many files that can be grouped in a particular way, folders are an option. Folders can help people to scan and manage files in a familiar way. Microsoft Windows SharePoint Services 3.0 provides a tree view that people can use to navigate sites and folders, similar to the way that they work with folders on a hard disk.  Set up multiple templates If multiple content types are set up in a library, you can create different types of default templates — such as sales contracts, marketing presentations, and budget worksheets — within the same library. Content types add flexibility and consistency across multiple libraries. Creating multiple libraries You may want multiple libraries when there are distinct differences among the sets of files that you want to store and manage, or among the groups of people who will work with the files. Use multiple libraries when:  The types of files that you want to store and manage are distinct, and you don't expect people to frequently view summaries of the files or to search the files together.  The groups of people who are using the files are distinct and have distinctly different permission levels.  You need to apply different settings, such as versioning or approval, to multiple sets of files.  You do not need to analyze the files together or receive consolidated updates about the files.  You want to either provide different sets of options for creating new files or change the order of the options on the New menu of a library. The following are some ways that you can work efficiently with multiple libraries:  Set up site templates and columns If your organization wants to establish some consistent settings across its libraries, it can set up site templates and site columns. You can share the settings across multiple libraries so that you don't have to recreate the settings each time.  Send files to another location If you want a file to be available in multiple libraries, you can store it in one library and then send a copy to other libraries. When you update the original document, you can choose to be reminded to update the document in the other locations.  Create library templates If you want to establish some uniform settings for libraries or reuse characteristics across libraries, you can save a library as a template. Library templates are available as an option in your site when you click Create on the Site Actions menu. 197 NOTE If you are adding new files to a library that contains files from an earlier project, it may be difficult to decide whether to create a new library or to add to the existing one. Each situation is different, but if you think you will need to analyze or manage all the files together at some point, consider adding the files to the existing library. You can use columns, filters, and views so that only the most recent files appear in the default view. Add a column to a library By default, libraries track the name of a file, as well as information about the status of a file, such as whether it is checked in. You can specify additional columns that help your group to categorize and track files, such as the department name or project number. Adding columns helps you to make the most of multiple views for your library. You have several options for the type of column that you create, including a single line of text, a drop-down list of options, a number that is calculated from other columns, or even the name and picture of a person on your site. NOTE The following procedure begins from the library page for the library that you want to add the column to. If the library is not already open, click its name on the Quick Launch. If the name of your library does not appear, click View All Site Content, and then click the name of your library. 1. On the Settings menu 2. In the Name and Type section, type the name that you want in the Column name box. 3. Under The type of information in this column is, select the type of information that you want to appear in the column. 4. In the Additional Column Settings section, type a description in the Description box to help people understand the purpose of the column and what data it should contain. This description is optional. 5. Depending on the type of column that you selected, more options may appear in the Additional Column Settings section. Select the additional settings that you want. 6. To add the column to the default view, which people on your site automatically see when they first open a list or library, click Add to default view. 7. Click OK. Create a view , click Create Column. 198 You can use views to see the files that are most important to you or that best fit a purpose. For example, you can create views of the files that were created most recently, files from a specific department, or files that were created by a particular person. After you create a view, it is always available when you look at a library. When you look at files in a library, you can temporarily sort or filter the files by pointing to the name of a column and then clicking the down arrow beside the name. This is helpful if you need to see the files in a certain way, but you have to repeat the steps the next time you view the library. If you expect to view the files in a certain way frequently, you can create a view. You can use this view any time that you work with the library. When you create a view, it is added to the View menu of the library. Libraries can have personal views and public views. Anyone can create a personal view to see the files in a certain way or to filter for only the files that they want to see. If you have permission to design a site, you can create a public view that anyone can use when viewing the library. You can also make any public view the default view, so that people automatically see that view of the library. Additionally, when you design a site, you can link to different views or design pages with Web Parts (Web Part: A modular unit of information that consists of a title bar, a frame, and content. Web Parts are the basic building blocks of a Web Part Page.) that use the different views. 199 If members of your group will view the libraries on a mobile device, you can create mobile views that provide limits, such as number of items displayed in a view, that are optimal for the bandwidth and limitations of the devices. Find links to more information about creating views in the See also section. The following procedure is for creating a standard type of view. The options you can choose vary for some of the other types of views, but the basic steps for creating a view are similar. 1. If the library is not already open, click its name on the Quick Launch. a. If the name of your library does not appear, click View All Site Content, and then click the name of your library. 2. On the Settings menu , click Create View. 3. Under Choose a view format, click the type of view that you want to create. For many situations, you will click Standard View, but you can choose other views for specific situations, such as creating a report. 4. In the View Name box, type a name for your view, such as Sorted by Last Name. 5. If you want to make this the default view for the library, select the Make this the default view check box. You can make this the default view only if it is a public view. 6. In the Audience section, under View Audience, select whether you want to create a personal view that only you can use or a public view that others can use. 7. In the Columns section, you can show or hide columns by selecting the appropriate check boxes. Next to the column name, enter the number for the order of your column in the view. 8. In the Sort section, select options for whether and how you want to sort the files. You can use two columns for the sort. For example, you can sort first by author and then by file name for each author. 9. In the Filter section, select options for whether and how you want to filter the files. A filtered view shows you a smaller selection of the files, such as only the files created by a specific department or only the files with an approved status. 10. In the Group By section, you can group items with the same value in a section, such as a section for documents by each author that you can expand or collapse. 11. In the Totals section, you can count the number of items in a column, such as the total number of issues. In some cases, you can summarize or distill additional information, such as averages. 12. In the Style section, select the style that you want for the view, such as a shaded list in which every other row is shaded. 13. If your library has folders, you can create a view that doesn't include the folders. This is sometimes called a flat view. To view all of your files at the same level, click Show all items without folders in the Folders section. 14. You can limit how many files can be viewed in the library or how many files can be viewed on the same page. These settings are particularly important if you are creating a view for a mobile device. In the Item Limit section, select the options that you want. 15. If you plan to view the library on a mobile device, select the options that you want in the Mobile section. 16. Click OK. 200 Create a folder in a library If you have several types of documents or diverse content within a library, you can create folders to help you organize the content. 1. If the library is not already open, click its name on the Quick Launch. a. 2. On the New menu a. 3. TIP If the name of your library does not appear, click View All Site Content, and then click the name of your library. , click New Folder. NOTE The person who created your library may have specified that folders cannot be created in the library. If this is the case, the New Folder command is not available. Type a name for the folder, and then click OK. If you have multiple libraries with folders and the people in your group like to browse a library as they would browse their hard disk, your group may want to enable your site to use the tree view. You can use the tree view to expand, collapse, and easily navigate folders. If you have permission to design sites, you can enable the tree view in the Navigation options on the Site Settings page. View or change the information about a file or folder in a library In a library (library: A location on a SharePoint site where a collection of files is managed. The library can display information, including user-defined properties, about each file.), Windows SharePoint Services stores information about the library's files and folders, in addition to the actual files. This information makes it easier to track and manage your work. By default, this information, called properties, includes the file or folder name. Your library may be set up so that additional information is required for all items or about only certain types of items in a library. The information about a file or folder can be required through content types, which can be used by multiple lists or libraries. For example, your site owner might specify a content type for documents called report, which could require the name of the department that produced the report. 201 View the information about a file or folder 1. If the list or library is not already open, click its name on the Quick Launch. a. If the name of your list or library does not appear, click View All Site Content, and then click the name of your list or library. 2. Point to the file or folder name to display a down arrow. 3. Click the down arrow, and on the menu, click View Properties. 4. When you finish viewing the properties, click Close to return to the library. Change the information about a file or folder 1. If the list or library is not already open, click its name on the Quick Launch. 2. If the name of your list or library does not appear, click View All Site Content, and then click the name of your list or library. 3. Point to the file or folder name to display a down arrow. 4. Click the down arrow, and on the menu, click Edit Properties. 5. Change the information that you want. 6. When you finish editing the properties, click OK to return to the library. Delete a library When you delete a library, you also delete documents, information about the documents (sometimes known as metadata), and version history. You also delete the settings and any specific permission levels that are associated with the library. Overview Deleting an unused library can save server space and avoid confusion. Before deleting a library, you should make sure that no one is currently using the library and that no one is going to need the documents. You should also ensure that you understand your organization's process and policies for deleting libraries. To delete a library, you must have permission to manage lists and libraries. In some cases, organizations may restrict permission to delete libraries. Delete a library 1. If the library is not already open, click its name on the Quick Launch. 202 TIP 2. If the name of your library does not appear, click View All Site Content, and then click the name of your library. 3. On the Settings menu opening. 4. For example, in a document library, click Document Library Settings. 5. Under Permissions and Management, click the option to delete your type of library. For example, in a document library, click Delete this document library. 6. When you are prompted to confirm the deletion, click OK if you are sure that you want to delete the library. , click the settings for the type of library that you are Depending on how your site is set up, you may be able to recover a library that you accidentally deleted by using the Recycle Bin. Find links to more information about using the Recycle Bin in the See Also section. Chapter 14 Lists Introduction to lists A list is a collection of information that you share with team members. For example, you can create a signup sheet for an event, or track team events on a calendar. Overview When you create a Microsoft Windows SharePoint Services site, several types of lists are created for you. These default lists range from a discussion board to a calendar list. You can customize and add items to these lists, create additional lists from the list templates that are already available, and create custom lists with just the settings and columns that you choose. You can view a list in several different ways. For example, you can provide a view on one page of all tasks and a view on another page of just the tasks that are due today. You can also use folders to organize your list items. For example, you can view just the current events from a calendar on a home page and create a visual view — similar to a wall calendar — on another page. 203 Do you have data in a spreadsheet that you want to use in a list on a Microsoft Windows SharePoint Services 3.0 site? You can create a new list, including the columns and data, by importing a spreadsheet. If you have database programs installed that are compatible with Microsoft Windows SharePoint Services 3.0, such as Microsoft Office Access 2007, and your browser supports ActiveX controls, you can integrate your list data with database tools such as queries, joins, and reports. Lists can also be displayed in Web Parts (Web Part: A modular unit of information that consists of a title bar, a frame, and content. Web Parts are the basic building blocks of a Web Part Page.) on pages on your site. Web Parts are the building blocks of a Web site, and you can use them to add items directly from a list to a Web Part Page. You can also open a list directly and work with it. For example, the default Announcements list appears in a Web Part on a new home page, but you can also click the title of the list to open and work with it on its own page. Ways to work with lists Here are some ways you can work with lists to help you to manage information for your group:  Track versions and detailed history You can track versions of list items, so that you can see which items have changed from version to version, as well as who changed the list items. If mistakes are made in a newer version, you can restore a previous version of an item. Tracking the history of a list is especially important if your organization needs to monitor a list as it evolves.  Require approval You can specify that approval for a list item is required before it can be viewed by everyone. Items remain in a pending state until they are approved or rejected by someone who has permission to approve them. You can control which groups of users can view a list item before it is approved. 204  Integrate e-mail with a list If incoming or outgoing mail has been enabled on your site, lists can take advantage of e-mail features. Some lists, such as calendars, can be set up so that people can add content to them by sending e-mail. Other lists, such as a task list, can be set up to send mail to people when items are assigned to them. Your organization can customize other types of lists to receive e-mail.  Customize permissions You can specify whether participants for your list can read and edit only the items they created or all items in the list. People who have permission to manage lists can read and edit all list items. You can also apply specific permission levels to a single list item, for example, if the issue contains confidential information.  Create and manage views Your group can create different views of the same list. The contents of the actual list don't change, but the items are organized or filtered so that people can find the most important or interesting information, depending on their needs.  Use formulas and calculated values You can use formulas and calculated values to dynamically generate information in the columns of a list. The operations can include information from one or more other columns in a list as well as system functions such as [today] to indicate the current date. For example, you can specify a default due date that is seven days from the current date.  Keep informed about changes Lists and views in Windows SharePoint Services 3.0 now use RSS, so that members of your workgroup can automatically receive updates. RSS is a technology that enables people to receive and view updates or RSS feeds of news and information in a consolidated location. You can also create e-mail alerts to notify you when the lists are changed or when new items are added. Alerts are a convenient way to keep track of the changes that are important to you.  Share list information with a database program If you have a database program installed that is compatible with Windows SharePoint Services 3.0, such as Microsoft Office Access 2007, you can export and import data to and from your site, as well as link a table from the database to a SharePoint list. When you work with your list data in a database, you can analyze it as you analyze any data, such as by using queries, joins, and reports.  Use lists consistently across sites If your group works with several types of lists, you can add consistency across multiple lists with content types (content type: A reusable group of settings for a category of content. Use content types to manage the metadata, templates, and behaviors of items and documents consistently. Content types are defined at the site level and used on lists and libraries.), site columns, and templates. These features enable you to reuse the settings and list structure in an efficient way. For example, you can create a content type for a customer service issue that specifies certain columns (such as customer contact) and business processes for the content type. Another example is creating a site column for department names that has a drop-down list of departments. You can reuse the column in multiple lists to ensure that the names always appear the same way in each list.  Work on list items from an e-mail program By using an e-mail program that is compatible with Windows SharePoint Services 3.0, you can take important list information with you. For example, with Microsoft Office Outlook 2007, you can view and update tasks, contacts, and discussion boards on your site from Outlook. Types of lists The type of list that you use depends on the kind of information that you are sharing:  Announcements Use an announcements list to share news and status and to provide reminders. Announcements support enhanced formatting with images, hyperlinks, and formatted text.  Contacts Use a contacts list to store information about people or groups that you work with. If you are using an e-mail or contact management program that is compatible with Windows 205 SharePoint Services 3.0, you can view and update your contacts from your SharePoint site in the other program. For example, you can update a list of all your organization's suppliers from Office Outlook 2007. A contacts list doesn't actually manage the members of your site, but it can be used to store and share contacts for your organization, such as a list of external vendors.  Discussion boards Use a discussion board to provide a central place to record and store team discussions that is similar to the format of newsgroups. If your administrator has enabled lists on your site to receive e-mail, discussion boards can store e-mail discussions from most common email programs. For example, you can create a discussion board for your organization's new product release. If you are using an e-mail program that is compatible with Windows SharePoint Services 3.0, you can view and update your discussion board while working in the other program.  Links Use a links list as a central location for links to the Web, your company's intranet, and other resources. For example, you might create a list of links to your customers' Web sites.  Calendar Use a calendar for all of your team's events or for specific situations, such as company holidays. A calendar provides visual views, similar to a desk or wall calendar, of your team events, including meetings, social events, and all-day events. You can also track team milestones, such as deadlines or product release dates, that are not related to a specific time interval. If you are using an e-mail or calendar program that is compatible with Windows SharePoint Services 3.0, you can view and update your calendar from your SharePoint site while working in the other program. For example, you can compare and update your calendar on the SharePoint site with dates from your Office Outlook 2007 calendar, by viewing both calendars side-by-side or overlaid with each other in Office Outlook 2007.  Tasks Use a task list to track information about projects and other to-do events for your group. You can assign tasks to people, as well as track the status and percentage complete as the task moves toward completion. If you are using an e-mail or task management program that is compatible with Windows SharePoint Services 3.0, you can view and update your tasks from your SharePoint site in your other program. For example, you can create a task list for your organization's budget process and then view and update it in Office Outlook 2007 along with your other tasks.  Project tasks To store information that is similar to a task list, but also provide a visual or Gantt view with progress bars, use a project task list. You can track the status and percentage complete as the task moves toward completion. If you are using an e-mail or task management program that is compatible with Windows SharePoint Services 3.0, you can view and update your project tasks from your SharePoint site in your other program. For example, you can create a task list on your SharePoint site to identify and assign the work to create a training manual. Then you can track your organization's progress from Office Outlook 2007.  Issue tracking Use an issue-tracking list to store information about specific issues, such as support issues, and track their progress. You can assign issues, categorize them, and relate issues to each other. For example, you can create an issue-tracking list to manage customer service problems and solutions. You can also comment on issues each time you edit them, creating a history of comments without altering the original description of the issue. For example, a customer service representative can record each step taken to resolve a problem and the results.  Survey To collect and compile feedback, such as an employee satisfaction survey or a quiz, use a survey. You can design your questions and answers in several different ways and see an overview of your feedback. If you have a spreadsheet or database program installed that is compatible with Windows SharePoint Services 3.0 or Windows SharePoint Services 2.0, you can export your results to further analyze them.  Custom Although you can customize any list, you can start with a custom list and then customize just the settings that you specify. You can also create a list that is based on a spreadsheet, if you have a spreadsheet program that is compatible with Microsoft Windows SharePoint Services 3.0 or Windows SharePoint Services 2.0, and Windows Internet Explorer and Microsoft Windows. For example, you can import a list from Microsoft Office Excel 2007 that you created to store and manage contracts with vendors. 206 Create a list When you create a Microsoft Windows SharePoint Services site, several types of lists are created for you. These default lists range from a discussion board to a calendar list. You can customize the default lists in many ways, or you can create custom lists with the columns that you choose. Lists can also take advantage of e-mail features, if incoming or outgoing mail is enabled on your site. Some lists, such as calendars, announcements, blogs, and discussion boards, can be set up so that people can add content to them by sending e-mail. Other lists, such as tasks and issue-tracking lists, can be set up to send e-mail to people when items are assigned to them. Lists can include many types of data, ranging from dates or pictures to calculations based on other columns. Create a list from a list template Microsoft Windows SharePoint Services 3.0 includes several different types of lists, ranging from a calendar to a contacts list. Although some of the settings vary among the lists, you can use the same basic procedure to create any type of list. The following procedure shows you how to create a list from a list template. NOTE 1. To create a list, you must have permission to change the site where you want to create the list. Click View All Site Content, and then click Create on the All Site Content page. a. 2. TIP In most cases, you can use the Site Actions menu complete this step. instead to Under Communications or Tracking, click the type of list that you want, such as Contacts or Calendar. a. b. Types of lists The type of list that you use depends on the kind of information that you are sharing: i. Announcements Use an announcements list to share news and status and to provide reminders. Announcements support enhanced formatting with images, hyperlinks, and formatted text. ii. Contacts Use a contacts list to store information about people or groups that you work with. If you are using an e-mail or contact management program that is compatible with Windows SharePoint Services 3.0, you can view and update your contacts from your SharePoint site in the other program. For example, you can update a list of all your organization's 207 suppliers from Office Outlook 2007. A contacts list doesn't actually manage the members of your site, but it can be used to store and share contacts for your organization, such as a list of external vendors. iii. Discussion boards Use a discussion board to provide a central place to record and store team discussions that is similar to the format of newsgroups. If your administrator has enabled lists on your site to receive e-mail, discussion boards can store e-mail discussions from most common e-mail programs. For example, you can create a discussion board for your organization's new product release. If you are using an e-mail program that is compatible with Windows SharePoint Services 3.0, you can view and update your discussion board while working in the other program. iv. Links Use a links list as a central location for links to the Web, your company's intranet, and other resources. For example, you might create a list of links to your customers' Web sites. v. Calendar Use a calendar for all of your team's events or for specific situations, such as company holidays. A calendar provides visual views, similar to a desk or wall calendar, of your team events, including meetings, social events, and all-day events. You can also track team milestones, such as deadlines or product release dates, that are not related to a specific time interval. If you are using an e-mail or calendar program that is compatible with Windows SharePoint Services 3.0, you can view and update your calendar from your SharePoint site while working in the other program. For example, you can compare and update your calendar on the SharePoint site with dates from your Office Outlook 2007 calendar, by viewing both calendars side-by-side or overlaid with each other in Office Outlook 2007. vi. Tasks Use a task list to track information about projects and other to-do events for your group. You can assign tasks to people, as well as track the status and percentage complete as the task moves toward completion. If you are using an e-mail or task management program that is compatible with Windows SharePoint Services 3.0, you can view and update your tasks from your SharePoint site in your other program. For example, you can create a task list for your organization's budget process and then view and update it in Office Outlook 2007 along with your other tasks. vii. Project tasks To store information that is similar to a task list, but also provide a visual or Gantt view with progress bars, use a project task list. You can track the status and percentage complete as the task moves toward completion. If you are using an e-mail or task management program that is compatible with Windows SharePoint Services 3.0, you can view and update your project tasks from your SharePoint site in your other program. For example, you can create a task list on your SharePoint site to identify and assign the work to create a training manual. Then you can track your organization's progress from Office Outlook 2007. viii. Issue tracking Use an issue-tracking list to store information about specific issues, such as support issues, and track their progress. You can assign issues, categorize them, and relate issues to each other. For example, you can create an issue-tracking list to manage customer service problems and solutions. You can also comment on issues each time you edit them, creating a history of comments without altering the original description of the issue. For example, a customer service representative can record each step taken to resolve a problem and the results. ix. Survey To collect and compile feedback, such as an employee satisfaction survey or a quiz, use a survey. You can design your questions and answers in several different ways and see an overview of your feedback. If you have a spreadsheet or database program installed that is compatible with Windows SharePoint Services 3.0 or Windows SharePoint Services 2.0, you can export your results to further analyze them. 208 x. Custom Although you can customize any list, you can start with a custom list and then customize just the settings that you specify. You can also create a list that is based on a spreadsheet, if you have a spreadsheet program that is compatible with Microsoft Windows SharePoint Services 3.0 or Windows SharePoint Services 2.0, and Windows Internet Explorer and Microsoft Windows. For example, you can import a list from Microsoft Office Excel 2007 that you created to store and manage contracts with vendors. 3. In the Name box, type a name for the list. The list name is required. 4. The name appears at the top of the list page, becomes part of the Web address for the list page, and appears in navigational elements that help users to find and open the list. 5. In the Description box, type a description of the purpose of the list. The description is optional. 6. The description appears at the top of the list in most views, underneath the name of the list. Some types of lists can receive content by e-mail. If you plan to enable the list to receive content by e-mail, you can add the e-mail address of the list to its description, so that people can easily find the e-mail address. 7. To add a link to this list on the Quick Launch, click Yes in the Navigation section. 8. If an E-mail section appears, your administrator has enabled lists on your site to receive content by e-mail. To enable people to add content to the list by sending e-mail, click Yes under Enable this list to receive e-mail. Then, in the Email address box, type the first part of the address that you want people to use for the list. 9. This option may not be available for some types of lists. 10. If an E-Mail Notification section appears, your administrator has enabled lists on your site to send e-mail notifications when list items are assigned. To enable the list to send e-mail to people when an item is assigned to them, click Yes under Send e-mail when ownership is assigned?. 11. This option may not be available for some types of lists. 12. Click Create. NOTE By default, you can add content by sending e-mail to discussion boards, announcements, and calendar lists, if incoming e-mail is enabled on your site. Tasks, project tasks, and issue-tracking lists can send e-mail to people when items are assigned to them, if outgoing mail is enabled for the site. Other lists can be enabled by your administrator with a custom solution such as an e-mail handler. TIP You can save time when you create a list by importing a spreadsheet file, if your data is already in a spreadsheet format. To create a list that is based on a spreadsheet, you must be using a spreadsheet program that is compatible with Microsoft Windows SharePoint Services, Microsoft Internet Explorer 5, and Microsoft Windows. Create a custom list 209 Creating a custom list is similar to creating a default list, except that the custom list comes with only a few columns, such as Title. After you create a custom list, you can add columns to suit the purpose of your list. NOTE 1. To create a list, you must have permission to change the site where you want to create the list. Click View All Site Content, and then click Create on the All Site Content page. a. TIP TIP In most cases, you can use the Site Actions menu complete this step. instead to 2. Under Custom Lists, click Custom List. 3. In the Name box, type a name for the list. The list name is required. 4. The name appears at the top of the list page, becomes part of the Web address for the list page, and appears in navigational elements that help users to find and open the list. 5. In the Description box, type a description of the purpose of the list. The description is optional. 6. The description appears at the top of the list, underneath the name of the list. 7. To add a link to this list on the Quick Launch, click Yes in the Navigation section. 8. Click Create. You can also create a custom list in datasheet view or from a spreadsheet, which is helpful when you have several items to update at once. Datasheet view requires a program or control that is compatible with Windows SharePoint Services, such as Microsoft Office Professional 2007, and ActiveX control support. Add a column to a list Some lists already have columns set up, but you can add or change them. For custom lists, you add your own columns to the list. Columns help your group to categorize and track information, such as your department name or project number. You have several options for the type of column that you create, including a single line of text, a drop-down list in which you specify the options, a number that is calculated from other columns, or even the name and picture of a person on your site. NOTE The following procedure begins from the list page for the list that you want to add the column to. If the list is not already open, click its name on the Quick Launch. If the name of your list does not appear, click View All Site Content, and then click the name of your list. 210 1. On the Settings menu 2. In the Name and Type section, type the name that you want in the Column name box. 3. Under The type of information in this column is, select the type of information that you want to appear in the column. 4. In the Additional Column Settings section, type a description in the Description box to help people understand the purpose of the column and what data it should contain. This description is optional. 5. Depending on the type of column that you selected, more options may appear in the Additional Column Settings section. Select the additional settings that you want. 6. To add the column to the default view, which people on your site automatically see when they first open a list or library, click Add to default view. 7. Click OK. NOTE , click Create Column. After you create a column, you can go back and change its settings. For example, you might want to specify that a column contains currency instead of just a number. To view or change the list settings, open the list, and then click List Settings on the Settings menu. Create a list based on a spreadsheet You can save time when you create a list by importing a spreadsheet file, if your data is already in a spreadsheet format. When you create a list from a spreadsheet, its headings become columns in the list, and the rest of the data is imported as list items. After you import data into a list, you can customize its settings and continue to add data to it, as you would any list on a Microsoft Windows SharePoint Services site. To create a list based on a spreadsheet, you must be using a spreadsheet program that is compatible with Microsoft Windows SharePoint Services, Microsoft Internet Explorer, and Microsoft Windows. For example, you can import a list from Microsoft Office Excel 2007 that you created to store and manage contracts with vendors. 1. Click View All Site Content, and then click Create on the All Site Content page. a. TIP In most cases, you can use the Site Actions menu complete this step. 2. Under Custom Lists, click Import Spreadsheet. 3. In the Name box, type a name for the list. The list name is required. instead to 211 4. The name appears at the top of the list page, becomes part of the Web address for the list page, and appears in navigational elements that help users to find and open the list. 5. In the Description box, type a description of the purpose of the list. The description is optional. 6. In the Import from Spreadsheet section, click in the File location box. Click Browse to find the spreadsheet file that contains the list that you want to import, and then click Open. 7. Click Import. 8. In the Import to Windows SharePoint Services list dialog box, enter the range of cells that you want to use for your list. Depending on your spreadsheet program, you may be able to select the range of cells that you want directly in the spreadsheet. 9. In the Import to Windows SharePoint Services list dialog box, click Import. NOTE Typically, the columns are set up on the SharePoint site based on the type of data that they contain. After you import a list, however, you should inspect the columns and data to make sure that everything was imported as you expected. For example, you may want to specify that a column contains currency rather than just a number. To view or change the list settings, open the list, and then click List Settings on the Settings menu. Create and manage a project task list A project task list in Microsoft Windows SharePoint Services 3.0 displays a collection of tasks that are part of a project. Used in this sense, a task is a discrete work item that a single person can be assigned to (although you may decide not to assign anybody to any tasks). A project is typically a series of activities that has a beginning, middle, and end, and which produces a product or service, such as producing a product demonstration for a trade show, creating a product proposal for stakeholders, or even putting together a corporate morale event. After you create a project task list, you can add tasks, assign resources to tasks, update the progress on tasks, and view the task information on bars that are displayed along a timeline. Although some of the settings for the project task lists differ from those of other lists (such as for contact lists, announcements, and other task lists), you use the same basic procedure for creating a project task list as you do for other types of lists, such as adding columns, exporting to a spreadsheet, or organizing the task list. 212 NOTE If you have worked with project management software and are familiar with managing task relationships within a project, keep in mind that project task lists won't allow you to create dependencies between tasks by linking them, nor can you create hierarchical relationships between tasks by using outlining. Create a project task list 1. Click View All Site Content, and then click Create on the All Site Content page. a. TIP In most cases, you can use the Site Actions menu complete this step. instead to 2. Under Tracking, click Project Tasks. 3. In the Name and Description section, type a name for the list in the Name box. The list name is required. 4. In the Description box, type a description of how this list can be used. The description is optional. 5. In the Navigation section, click Yes if you want to create a link to this list on the Quick Launch. 6. If an E-Mail Notification section appears, you can set up your task list so that a notification is sent to someone when they are assigned a task. a. 7. NOTE A server administrator must first enable e-mail settings for this option to appear. Click Create. Add tasks to a project task list 1. If the project task list is not open, click its name on the Quick Launch. a. TIP If the name of your list does not appear, click View All Site Content, and then click the name of your list. 2. On the New menu click New Item. 3. To edit a task, click the task name in the Title column. 4. In the Title section, type a name for the task. 5. In the Priority section, click High, Normal, or Low to indicate the relative importance of this task compared with other tasks in your project task list. 6. In the Task Status section, click the status of the task. 7. In the % Complete section, type a number as a percentage value that indicates the extent to which the task is complete. 8. In the Assigned To section, type the name of the person who will complete the task. Only one person can be assigned to a task. 213 9. Click Check Names to determine if the person's name is found in the membership provider service that is used for authentication. See your server administrator if the name is not found in the membership provider service. a. TIP To find people whom you want to work on the task, click Browse to use the membership provider service. 10. In the Description section, type a description of the task. 11. In the Start Date and Due Date sections, enter the start date and finish date for the work that is performed on the task. Use the date picker to quickly enter a date. 12. To attach a file to the task, click Attach File. Click Browse to locate the file, and then click OK. a. NOTE Depending on how your project task list is set up, you may not be able to attach a file to a task. 13. Click OK to add the task to your project task list. View a project task list After you create a project task list and add tasks to it, you can see the project task list in a number of different ways by using views. NOTE See Add tasks to a project task list to learn more about the kind of information you can apply to tasks.  On the View menu, which is available when you are viewing your project task list, click one of the following views: o Project Tasks This is the default view that appears when you create a project task list. A bar chart with task names appears at the top of the view, and a list of tasks appears in the bottom half of the view. The list of tasks in the bottom half corresponds to the same tasks in the upper half. The bar chart displays each task graphically, most often as a task bar. Graphic Description If you enter a start date and a due date, the task bar shows the task's duration. If you type a percentage in the % Complete box (for example 15%), the task bar shows a progress bar to indicate what percentage of the task is complete. If you enter a start date without an end date, a milestone marker is displayed on the bar chart. 214 By default, if you don't enter a start date, the current date is used. TIP To quickly change the start date of a task, drag the task horizontally by using the mouse.  Active Tasks This view displays tasks that have a status other than Completed.  All Tasks This view displays all tasks regardless of their status.  By Assigned To This view displays all tasks grouped by the people who are assigned to the tasks.  Due Today This view displays tasks that are due today.  My Tasks This view displays tasks that are assigned to you. Edit or delete items in a project task list 1. If the project task list is not already open, click its name on the Quick Launch. 2. If the name of your project task list does not appear, click View All Site Content, and then click the name of your project task list. 3. In the lower part of the page, point to the task, click the arrow, and then click Edit Item. 4. Make the changes that you want. 5. Click OK. To delete an item, point to the task, click the arrow, and then click Delete Item. Create a calendar You can use a calendar to store team events, including meetings, social events, and all-day events. You can also track team milestones, such as deadlines or product release dates, that are not specific to a time interval. Overview Microsoft Windows SharePoint Services 3.0 comes with a default calendar that you can customize and update. You can create additional calendars if you need them. 215 Calendars have different views. All-day events appear at the top of a calendar according to date; other events appear according to date and time. You can add events to a calendar on a Microsoft Windows SharePoint Services 3.0 site, or even add meeting requests and attachments to a calendar by sending e-mail messages. If you use a calendar program that is compatible with Windows SharePoint Services 3.0, such as Microsoft Office Outlook 2007, you can view and update the calendar on your site from your calendar program. Calendars help you manage and view your schedule by day, week, and month. You can make any of these views your default view for the site, or you can create custom views. You can navigate forward and back within the view, for example, to see the next month. 216 You can also use a grid to easily browse your calendar. For example, if you are viewing a conference event in May 2008 and then want to view a possible date for the following year's conference, you can quickly browse to May 2009. You can manage the process for updating your calendar just as you manage the updates to any list. You can require approval for items that are submitted to a calendar and manage which groups of people can see events before they are approved. You can also track versions of calendar items, so you can see what has changed and restore previous versions. Customize the default calendar A calendar is created for you when Windows SharePoint Services 3.0 creates a new site. If you don't want to customize the calendar, you and your team can start adding events to it by following the steps later in this article. You can also customize the calendar by changing its name or other settings. To do this, you must have permission to change the design of the lists on your site. 1. On the Quick Launch, click Calendar. a. If Calendar does not appear, click View All Site Content, and then click Calendar. 2. To change the settings for this calendar, on the Settings menu Settings. , click List 3. To change the title and description, under General Settings, click Title, description and navigation, and then type a different title and description. 4. Change any other settings that you want, and then click Save. 5. Return to your calendar by clicking its name in the Top Navigation bar. Create a new calendar 1. Click View All Site Content, and then click Create on the All Site Content page. a. TIP In most cases, you can use the Site Actions menu complete this step. 2. Under Tracking, click Calendar. 3. In the Name box, type a name for the calendar. The calendar name is required. a. instead to The name appears at the top of the calendar page, becomes part of the Web address for the calendar page, and appears in navigational elements that help the user to find and open the calendar. 217 4. In the Description box, type a description of the purpose of the calendar. The description is optional. a. The description appears at the top of the calendar page in most views, underneath the name of the calendar. If you plan to enable the list to receive content by e-mail, you can add the e-mail address of the calendar to its description, so that people can easily find the e-mail address. 5. To add a link to the calendar on the Quick Launch, click Yes in the Navigation section. 6. If an E-mail section is available on the New page, your administrator has enabled your site to receive content by e-mail. If you want people to add events to the calendar by sending e-mail, click Yes. Then, in the E-mail address box, type the first part of the address that you want people to use for the calendar. 7. Click Create. Add an event from a site Follow this procedure to add an event to a calendar that you are viewing on a SharePoint site. 1. If the calendar is not already open, click its name on the Quick Launch. a. TIP If the name of your calendar does not appear, click View All Site Content, and then click the name of the calendar. 2. On the New menu , click New Item. 3. To make the item an all-day event, so that it doesn't appear at a specific time slot on a calendar, select the Make this an all-day activity that doesn't start or end at a specific hour check box in the All Day Event section. 4. To make the event repeat, for example at 11:00 every Wednesday, select the Make this a repeating event check box in the Recurrence section. 5. Enter any other information that you want, and then click OK. You can create a Meeting Workspace site (Meeting Workspace site: A Web site based on a Meeting Workspace site template that is used for planning, posting, and working together on meeting materials, and following up after a meeting or series of meetings.) when you create an event. Add an event by sending e-mail Calendars can be set up so that people can add items by sending e-mail, if your site is enabled to receive content by e-mail. You can send calendar items from calendar or e-mail programs that support the iCalendar format. Before you can send e-mail to a calendar, you need to know whether the calendar is set up to receive email, and then obtain the address. 218 1. Do one or more of the following to obtain the e-mail address for the calendar: a. Look in the address book of your e-mail program. If the e-mail address is not there, you need to obtain it from the person who set up the calendar. Then you can add it to the contacts list of your e-mail program, so that you can easily find it later. b. View the description of your calendar, which appears just under the title of the calendar. Your site owner may have added the e-mail address of the calendar to its description. c. View the e-mail settings for the list, if the e-mail address of the calendar does not appear in the description and if you have permission to view calendar settings: i. If the list is not already open, click its name on the Quick Launch. d. If the name of your list does not appear, click View All Site Content, and then click the name of your list. i. On the Settings menu , click List Settings. ii. If the calendar is enabled to receive e-mail, its address appears under List Information, next to E-mail Address. e. Use the e-mail address of your SharePoint group to send the calendar item, such as a meeting request or appointment, in e-mail. Your organization may have its own email list, called a SharePoint group, which enables its members to send mail to each other. The SharePoint group address can contain the address of your calendar, so that when you send a meeting request to members of the group, the items are automatically added to your SharePoint calendar. 2. To send a calendar item, send a meeting request or an appointment from your e-mail or calendar program. 3. Calendars can be set up to also receive attachments to items by e-mail. To include an attachment with your list item, attach the file to your meeting request as you normally do. 4. In the To or Cc box of the meeting request, enter the address of the calendar. If your SharePoint group already includes the calendar, enter the e-mail address of the SharePoint group instead. 5. Send the message. In most e-mail applications, you click Send to send the message. NOTE If you send a calendar item to a SharePoint site by using e-mail, you need to let your meeting attendees know if the meeting changes. If you change the meeting details on the SharePoint site, meeting updates and cancellations are not sent automatically from the SharePoint site. Add, edit, or delete a list item A Microsoft Windows SharePoint Services site can include a variety of lists — from contacts and calendars to announcements and issues-tracking lists. Regardless of the type of list you are updating, the process is similar for adding, editing, and deleting list items. To add, edit, or delete items in a list, you must have permission to contribute to the list. For more information, see your site owner or administrator. 219 Add an item to a list Some lists may appear in Web Parts (Web Part: A modular unit of information that consists of a title bar, a frame, and content. Web Parts are the basic building blocks of a Web Part Page.), which are basic buildings blocks of Web pages on a Windows SharePoint Services site. For example, the Announcements, Calendar, and Links lists appear in Web Parts on the default home page. When a list appears in a Web Part, you can add items to the list without actually opening up the list. If you do not see the link to add more items to a list, you need to open the list. 1. Do one of the following: a. If your list appears in a Web Part, you may see a link in the Web Part that you can use to add more items to it, such as Add new announcement or Add new event. Click Add new item, and then skip to step 3. b. If the list is not already open, click its name on the Quick Launch. 2. If the name of your list does not appear, click View All Site Content, and then click the name of your list. 3. On the New menu 4. If additional content types have been added to the list, other choices appear, such as New Support Issue or New Vendor. a. click the arrow, and then click New item type, such as New Item. TIP To create an item that is the default type of item for your list, click New. If you see only New Item, this is the default for your list. 5. Enter the information for the list item. Information that is required has a red asterisk next to it. 6. To attach a file to the list item, click Attach File, click Browse to locate the file, and then click OK. 7. Click OK. NOTES  Depending on how your list is set up, attachments may not be allowed for list items.  If multiple content types have been added to your list, you may have additional choices on the New menu. TIP Depending on how your list is set up, you may be able to create folders to organize your list items. To add a folder, click New Folder on the New menu. You can then organize the list by opening it in Windows Explorer, if you have Microsoft Windows installed on your hard disk. Add an item by sending e-mail 220 Discussion boards, announcements, and calendars can be set up so that people can add items by sending e-mail, if your site is enabled to receive content by e-mail. Blog posts can be submitted by e-mail, although blog comments cannot be submitted. Other lists can be set up to receive e-mail with custom solutions called e-mail handlers. Before you can send e-mail to a list, you need to know whether a list is set up to receive e-mail, and then obtain the address. 1. Do one or more of the following to obtain the e-mail address for the list: a. Look in the address book of your e-mail program. If the e-mail address is not there, you need to obtain it from the person who set up the list. Then you can add it to the contacts list of your e-mail program, so that you can easily find it later. b. View the description of your list, which appears just under the title of the list. Your site owner may have added the e-mail address of the list to its description. c. View the e-mail settings for the list, if the e-mail address of the list does not appear in the description of the list and you have permission to view list settings: i. If the list is not already open, click its name on the Quick Launch. d. If the name of your list does not appear, click View All Site Content, and then click the name of your list. i. On the Settings menu , click List Settings. ii. If the list is enabled to receive e-mail, the e-mail address appears under List Information, next to E-mail Address. e. 2. Use the e-mail address of your SharePoint group to send the list item as an e-mail message. Your organization may have its own e-mail list, called a SharePoint group, which enables its members to send e-mail to each other. The SharePoint group address can contain the addresses of lists and libraries, so that when you send email to members of the group, attachments to the messages are automatically added to your Windows SharePoint Services 3.0 site. In your e-mail application, prepare the item that you want to send in one of the following ways: a. To send a discussion item or to post an item to a team blog (weblog), include your content in the body of the message. b. To send a calendar item, send a meeting request or an appointment from your email or calendar application. c. To send a picture, form, or document, add that item as an attachment to your message. d. To send a standard e-mail message or reply, include your content in the body of the message as you do with any e-mail message. 3. In the To or Cc box, enter the address of the list. If your SharePoint group already includes the list, enter the e-mail address of the SharePoint group instead. 4. Send the message. In most e-mail applications, you click Send to send the message. 221 NOTE If you send a calendar item to a SharePoint site by using e-mail, you need to let your meeting attendees know if the meeting changes. If you change the meeting details on the SharePoint site, meeting updates and cancellations are not sent automatically from the SharePoint site. Edit an item in a list 1. If the list is not already open, click its name on the Quick Launch. a. 2. 3. If the name of your list does not appear, click View All Site Content, and then click the name of your list. Do one of the following: a. Point to the item, click the arrow that appears, and then click Edit Item. b. To edit an item in datasheet view, edit the item directly in the datasheet, or export the data to a spreadsheet or database program for editing. Datasheet view requires that you have installed on your computer a Windows SharePoint Services–compatible datasheet program, such as Microsoft Office Access 2007. a. To edit an event in a graphical display of a calendar, click the item on the calendar, and then click Edit Item. To edit all instances of a recurring event, click Edit Series. b. To edit a survey response, ensure that you are viewing the responses in a list, instead of an overview of responses. Point to the item, click the arrow that appears, and then click Edit Item. c. To edit an item in a Gantt view, point to the item in the list under the graphical view, click the arrow that appears, and then click Edit Response. 4. Make the changes that you want. 5. Click OK. In a survey, click Finish instead. NOTE If the list is set up to track versions, a new version of the list item is created each time you edit a list item. You can view a history of how the list item has changed and restore a previous version if you make a mistake in a newer version. Delete an item in a list 1. If the list is not already open, click its name on the Quick Launch. a. 2. Do one of the following: a. 3. If the name of your list does not appear, click View All Site Content, and then click the name of your list. Point to the list item, click the arrow that appears, and then click Delete Item. In a Gantt view, point to the item in the list under the graphical view, click the arrow that appears, and then click Delete Item. 222 4. In a survey, ensure that you are viewing the responses in a list, instead of an overview of responses. Point to the item, click the arrow that appears, and then click Delete Item. a. 5. Datasheet view requires that you have installed on your computer a Windows SharePoint Services–compatible datasheet program, such as Microsoft Office Access 2007. a. 6. NOTE To delete an item in datasheet view, delete the item directly in the datasheet, or export the data to a database or spreadsheet program and then delete it. To delete an event from a graphical display of a calendar, click the item in the calendar, and then click Delete Item. To delete a recurring item, click Edit Series, and then click Delete Item. When you are prompted with a warning and you are sure you want to send the item to the Recycle Bin or to delete it, click OK. When you delete a list item, it is sent to the Recycle Bin for the site, where it can be restored if necessary, unless your administrator has set up your site differently. Organize items in a list How you organize your lists depends on the needs of your group and how you prefer to store and search for your information. Ways to organize lists The following are some of the ways that you can organize lists and list items:  Add columns To help your group pinpoint the items that are most important, you can add columns to your list. You may also want to add more columns if you want to collect additional information for each list item, such as the name of the department or the name of an employee.  If you have multiple items in a list, you may consider indexing certain columns to improve the performance when viewing several items or switching views. This feature doesn't change the way the items are organized, but it may enable organizations to more easily store a large number of items in a list. Indexing can take up more database space, however. For more information, see your administrator.  Create views You can use views if the people in your group frequently need to see data in a certain way. Views use columns to sort, group, filter, and display the data. You can also select how many items are displayed at one time in each view. For example, people can browse a list in sets of 25 or 100 list items per page, depending on their preferences and the speed of their connection.  Views give you the flexibility to store a large number of items in a list, but to see only the subsets that you want at a particular time, such as only the issues that were posted this year, or only the current events in a calendar. You can create personal views that are available only to you, and if you have permission to modify a list, you can create public views that are available to everyone. 223  Create folders You can add folders to most types of lists, if your list owner has allowed folders to be created. This is especially helpful if your list items can be divided in a particular way, such as by project or by group. Folders help people to more easily scan and manage the list items. Microsoft Windows SharePoint Services 3.0 provides a tree view that enables people to navigate their sites and folders similar to the way that they work with the folders on their hard disk. For example, each department can have its own folder.  Use lists consistently across sites If your group works with several types of lists, you can add consistency across multiple lists with content types (content type: A reusable group of settings for a category of content. Use content types to manage the metadata, templates, and behaviors of items and documents consistently. Content types are defined at the site level and used on lists and libraries.), site columns, and templates. These features enable you to reuse the settings and list structure in an efficient way. For example, you can create a content type for a customer service issue that specifies certain columns (such as customer contact) and business processes for the content type. Another example is creating a site column for department names that has a drop-down list of departments. You can reuse the column in multiple lists to ensure that the names always appear the same way in each list. Although you can use the features of lists in a variety of ways, how you use them depends on the size and number of lists you have and the needs of your organization. Storing many items in one list You may want one large list to serve diverse needs. For example, you might have a large number of technical issues to track across your organization, and the issues may apply to multiple projects and groups. Use a single list when:  Your group needs to see summary information about the list items or different views of the same set of items. For example, a manager may want to see the progress on all technical issues for an organization or see all the issues that were filed within the same time period.  People want to browse or search for the issues in the same location on a site.  You want to apply the same settings to the list items, such as tracking versions (versioning: The process of creating a numbered copy of a file or an item whenever a revision is saved to the library or list.) or requiring approval.  The groups working on the list share similar characteristics, such as the same levels of permission. Unique permission can be applied to specific list items, but if the levels of permission vary greatly, consider multiple lists.  You want to analyze information about the list or receive consolidated updates for the list. You can receive alerts when the list items are changed or see the changes to a list by using RSS technology. RSS feeds enable members of your workgroup to see a consolidated list of information that has changed. Creating multiple lists You may want multiple lists when there are distinct differences between the items that you want to manage or between the groups of people who work with them. 224 Use multiple lists when:  You don't expect people to need summaries of the items together.  The groups of people working with the information are distinct and have different permission levels.  You need to apply different settings, such as versioning or approval, to multiple sets of items.  You do not need to analyze the items together or receive consolidated updates about the list. Add a column to a list Information in lists is stored in columns, such as Title, Last Name, or Company. If you need to store additional information about list items, you can add columns to help you sort, group, and create multiple views of your list. For example, you can sort a list by due date or group the items by department name. You have several options for the type of column that you create, including a single line of text, a drop-down list of options, a number that is calculated from other columns, or even the name and picture of a person on your site. NOTE The following procedure begins from the list page for the list that you want to add the column to. If the list is not already open, click its name on the Quick Launch. If the name of your list does not appear, click View All Site Content, and then click the name of your list. 1. On the Settings menu 2. In the Name and Type section, type the name that you want in the Column name box. 3. Under The type of information in this column is, select the type of information that you want to appear in the column. 4. In the Additional Column Settings section, type a description in the Description box to help people understand the purpose of the column and what data it should contain. This description is optional. 5. Depending on the type of column that you selected, more options may appear in the Additional Column Settings section. Select the additional settings that you want. 6. To add the column to the default view, which people on your site automatically see when they first open a list or library, click Add to default view. 7. Click OK. Create a view , click Create Column. 225 You can use views to see the items in a list that are most important to you or that best fit a purpose. For example, you can create views of the items that were created most recently, items that apply to a specific department, or items that were created by the same person. When you view most lists, you can temporarily sort or filter the items by pointing to the name of a column and then clicking the arrow beside the column name. This is helpful if you need to see list items in a certain way just once in while, but you have to repeat the steps the next time you view the list. If you expect to view the list in a certain way frequently, you can create a view. You can use this view any time that you work with the list. When you create a view, it is added to the View menu of a list. Lists can have personal views and public views. Anyone can create a personal view to see the lists in a certain way or to filter for only the list items that they want to see. If you have permission to design a site, you can create a public view, which anyone viewing the list can use. You can also make a public view the default view, so that people automatically see the list in that view. Additionally, when you design a site, you can link to different views or design pages with Web Parts (Web Part: A modular unit of information that consists of a title bar, a frame, and content. Web Parts are the basic 226 building blocks of a Web Part Page.) that use the different views. For example, a team might want to link to a view of a list that shows only the documents that were created by their team members. If members of your group will view a list on a mobile device, you can create mobile views that provide limits, such as number of items displayed in a view, that are optimal for the bandwidth and limitations of the devices. Find links to more information about creating views in the See Also section. 1. If the list is not already open, click its name on the Quick Launch. a. If the name of your list does not appear, click View All Site Content, and then click the name of your list. 2. On the Settings menu , click Create View. 3. Under Choose a view format, click the type of view that you want to create. For many situations, you will want to create a Standard View, but you can choose other views for specific situations, such as when you want to create a calendar or a Gantt view. 4. In the View Name box, type a name for your view, such as Sorted by Last Name. 5. If you want to make this the default view, select the Make this the default view check box.You can make this the default view only if it is a public view and if you have permission to change the design of a list. 6. In the Audience section, under View Audience, select whether you want to create a personal view that only you can use or a public view that others can use. 7. In the Columns section, you can show or hide columns by selecting the appropriate check boxes. Next to the column name, enter the number for the order of your column in the view. 8. In the Sort section, choose whether and how you want the list items to be sorted. You can use two columns for the sort, such as first by last name and then by first name. 9. In the Filter section, choose whether and how you want to filter the list items. A filtered view shows you a smaller selection of the list, such as only items that were created by a specific department or with an approved status. 10. In the Group By section, you can group items with the same value in their own section, such as an expandable section for documents by a specific author. 11. In the Totals section, you can count the number of items in a column, such as the total number of issues. In some cases, you can summarize or distill additional information, such as averages. 12. In the Style section, select the style that you want for the view, such as a shaded list in which every other row is shaded. 13. If your list has folders, you can create a view that doesn't include the folders — this is sometimes called a flat view. To view all of your list items at the same level, click Show all items without folders. 14. You can limit how many items can be viewed in the list, or how many items can be viewed on the same page. These settings are particularly important if you are creating a view for a mobile device. In the Item Limit section, select the options that you want. 15. If you plan to view the list on a mobile device, select the options that you want in the Mobile section. 16. Click OK. 227 Select another view Some lists come with more than one view, and you can create additional views. If different views are available, you can switch views by using the View menu. 1. If the list is not already open, click its name on the Quick Launch. a. 2. TIP If the name of your list does not appear, click View All Site Content, and then click the name of your list. On the View menu , click the view that you want. To make changes to the existing view, click the View menu, and then click Modify this View. Add a folder to a list If you have several types of list items, you can add folders to help you organize your list. 1. If the list is not already open, click its name on the Quick Launch. a. TIP If the name of your list does not appear, click View All Site Content, and then click the name of your list. 2. On the New menu , click New Folder. 3. The New Folder command is not available if the person who created your list specified that folders cannot be created in the list. 4. Type a name for the folder, and then click OK. If you have multiple lists with folders, or if the people in your group like to browse a list as they would browse their hard disk, your group may want to enable tree view. With tree view, you can expand, collapse, and easily navigate folders. Delete a list When you delete a list, you also delete list items, attachments, information about the items (sometimes known as metadata), and version history. You also delete the settings and any specific permission levels that are associated with the list. 228 Overview Deleting an unused list can save server space and avoid confusion. Before deleting a list, you should make sure that no one is currently using the list and that no one is going to need the information. You should also ensure that you understand your organization's process and policies for deleting content. To delete a list, you must have permission to manage lists. In some cases, organizations may restrict permission to delete lists. Delete a list 1. If the list is not already open, click its name on the Quick Launch. 2. If the name of your list does not appear, click View All Site Content, and then click the name of your list. 3. On the Settings menu a. 4. TIP NOTE For surveys, on the Settings menu, click Survey Settings. For discussion boards, on the Settings menu, click Discussion Board Settings. Under Permissions and Management, click Delete this list. a. 5. , click List Settings. NOTE For surveys, click Delete this survey instead. For discussion boards, click Delete this discussion board instead. When you are prompted to confirm the deletion, click OK if you are sure that you want to delete the list. Depending on how your site is set up, you may be able to recover a list that you accidentally deleted by using the Recycle Bin. Find links to more information about using the Recycle Bin in the See Also section. Chapter 15 Versioning Introduction to versioning Versioning enables you to store, track, and restore items in a list and files in a library as they are changed. Overview 229 When versions are tracked for lists or libraries, revisions to the items or files and their properties are stored. This enables you to better manage content as it is revised and even to restore a previous version — for example, if you make a mistake in the current version. Versioning is especially helpful when several people work together on projects, or when information goes through several stages of development and review. Versioning is available for list items in all default list types — including calendars, issue tracking lists, and custom lists — and for all file types that can be stored in libraries — including Web Part Pages. You can use versioning to do the following:  Record a version history When versioning is enabled, you can see when an item or file was changed and who changed it. You can also see when properties, or information about the file, were changed. For example, if someone changes the due date of a list item, that information appears in the version history. For files, you also see comments that people include about their changes.  Restore a previous version as your current version Did you make a mistake in a current version? Or perhaps you need to restore part of a document that you deleted. You can easily replace your current version with a previous version. Your current version then becomes part of the version history.  View a previous version You can view a previous version — for example, to refer to a previous guideline — without overwriting your current version. For .aspx files, you can view only details about the changes that were made to the files, and not the actual pages that the files create. Libraries can track both major versions, such as those to which a new section was added, and minor versions, such as those in which a spelling error was corrected. Lists can track only major versions. Lists and libraries can also limit the number of versions that people can store. To enable versioning, you must have permission to design a list or library. 230 When versions are created When versioning is enabled, versions are created in the following situations:  When a list item or file is first created or when a file is uploaded. NOTE If file check-out is required, the file must first be checked in, in order to create its first version.  When a file is uploaded that has the same name as an existing file and the Add as a new version to existing files check box is selected.  When the properties of a list item or file are changed.  When a file is opened, edited, and saved. A version is created when you first click Save. This version is updated with the latest changes that you make to the file before closing it. NOTE A version is not created every time that you or another user clicks Save, because this would create too many versions.  When a file is checked out, changed, and then checked back in. NOTE If you or another user discards the checked-out version, no version is created. You can choose to delete a single version of a file — for example, if you know that you made a mistake in that version — which removes that version from the version history. However, if you delete the actual file, all of its versions are deleted with it. By default, when you delete a version, the version is sent to the Recycle Bin, where it can be recovered until it is permanently deleted. Your organization may handle deletions differently, however. IMPORTANT If your organization limits the number of versions that it stores, the oldest versions are permanently deleted when the limit is reached. They are not sent to the Recycle Bin. Working with major and minor versions Depending on the needs of your organization, your library may be set up with simple versioning, which tracks only major versions, or it may track both major and minor versions. If people in your group don't often work on several revisions, your organization may only need simple versioning. If many people work on files together and usually create several versions, your organization may want to track both major and minor versions. 231 Providing two types of versions can help your team to better manage its content. People who work with the content can better understand the current status of a file. For example, a major version is usually one that is ready for a larger group to see and review, whereas a minor version is a draft that someone is still working on. Tracking both kinds of versions also helps to make the version history more meaningful. A major version is more likely to represent a milestone in the file's development, such as when a file is submitted for review or distributed to others. A minor version is typically used as a routine increment, such as a version that you save or check in while you are still writing the content, or a version in which you correct some minor errors. When you want to view the version history of a file, the major versions may help you to identify the stages of the file's development and make the history easier to browse through. When major and minor versions are tracked, a version is stored by default as a minor version, unless you designate the version as a major version. When you save a file and close it, the version is tracked as a minor version. You must first publish the file in order for it to become a major version. You can publish the file by using drop-down commands in a library. In some programs that are compatible with Microsoft Window SharePoint Services, you can also use commands in the program. By default, each major version can have up to 511 drafts (minor versions), but the site administrator or owner can further limit the number of versions. If you have permission to delete versions, you can overwrite a minor version with another minor version. For example, you may want to overwrite a version if you know that the previous version contains an error and you don't need to keep it. If you publish a major version and then realize that you made a mistake, you can turn the version into a minor version again by unpublishing it. If you check out files before working on them, you can designate which type of version you are checking in. You do not have to publish a file if you designate it as a major version when you check it in. Version numbering Versions are numbered as you create them. In a list or in a library with simple versioning enabled, version 1 is the first version that you create or upload, and the version number increases by increments of whole numbers, as in version 2, version 3, and so on. 232 When you track major and minor versions, the major versions are whole numbers, and the minor versions are decimals. For example, 0.1 is the first minor version of a file, 1.3 is the third minor version of a file that was published once, and 2.0 is the second major version of a published file. The current published major version is highlighted, and the version number is a whole number. A version is created when properties or metadata changes. The first version of a file is always minor version number 0.1. In a list or library, you can display a Version column that displays the version number of files or list items, which can be helpful if your team frequently revises information. How versioning works with content approval Major and minor versioning integrates with content approval for lists and libraries. When content approval is required, a list item or file remains in a draft or pending state until it is approved or rejected by someone who has permission to approve it. If the item or file is approved, it is assigned an Approved status in the list or library, and it is displayed to anyone with permission to view the list or library. 233 If the item or file is rejected, it remains in a pending state and is visible only to the people with permission to view drafts. When you enable major and minor versioning in a library that requires content approval, you can also add a workflow, if you or someone in your organization has created one. A workflow controls how your files move through business processes, such as review or approval. You can use a workflow to manage the approval process when major versions are checked in. By default, in a library that tracks both major and minor versions, you must first publish a major version of a file before it can be approved. Minor versions are considered drafts that are still being developed, so they don't appear as pending items that are waiting for approval. For example, a travel agency might use a document library to manage files. While team members develop a new sales proposal, they track minor versions of the file. If they make a mistake in one version, they can restore it to a previous version. When they finish the proposal, they can create a major version and then publish it for approval by their legal department and their manager. When the file is approved, other employees in the company can view the file. By default, a pending item or file is visible only to its creator and to the people with permission to approve items, but you can specify whether other groups of users can view the item or file. When content approval is required, the people who have permission to read content but who do not have permission to see draft items will see the last approved or major version of the list item or file. If major and minor versions are tracked in a library and no one has published a major version yet, the file will not be visible for the people who do not have permission to see draft items. How versioning works with file check-out Checking out files make the most of versioning. When you check out a file, a version is created only when you check the file back in, so that you can specifically designate when a version is created. When check-out is not required, a version is created when you first save a file, and then this version is updated when you close it. If you open and save the file again, another version is created. Depending on the situation, you 234 might not intend for multiple versions to be created, for example, if you have to close a file to attend a meeting before you finish making changes to the file. When check-out is required, you cannot add a file, change a file, or change the file's properties without first checking out the file. When you check in the file, you are prompted to provide comments about the changes that you made, which helps to create a more meaningful version history. Enable and configure versioning for a list or library When you track versions of files or list items, each version is numbered and saved as part of a version history. People in your organization can view the version history and recover earlier versions if needed. You can configure several settings that affect versioning, including which type and how many versions to retain. You can also configure settings that interact with versioning, such as requiring content to be approved or files to be checked out. Overview Versioning in lists and libraries enables you to track and manage information as it evolves and to view and recover earlier versions if necessary. In lists, all versions are tracked in the same way. In libraries, you can specify whether to track all versions in the same way or specify that some versions are major (major version: A numbered copy of a file that has changed significantly since the previous major version. Each major version is identified by a whole number (1, 2, 3, ...) to indicate that it is published for a wider group in your organization to view.), such as those in which a new chapter is added to a manual, and some are minor (minor version: A decimal-numbered copy (0.1, 0.2, 1.1, ...) of a file that is in a stage of revision or that has changed only slightly since the previous version. Typically, a minor version is not published for a wider group in your organization to view.), such as those in which a spelling error is corrected. To help manage storage space, you can specify the number of versions that you want to store. Limiting the number of versions can help you to manage server space, as well as prevent the version history from becoming too cumbersome to be useful. People can overwrite a previous minor version with an existing version, if they don't want to clutter the file's history with lots of minor changes. Managing major and minor versions 235 If your organization usually produces many drafts of files, tracking both major and minor versions can be beneficial. People can differentiate between the levels of changes that they make and communicate when a file has reached a stage in which they want other people to view it. For example, when your department is working on a manual, you and your team members may want to designate versions as major when a new section is added and designate versions as minor while the content is drafted. Tracking both kinds of versions also helps make the version history more meaningful. For example, a major version is more likely to represent a milestone in the file's development, such as a file being submitted for review or being distributed to others. A minor version is typically a routine increment, such as a version that you save or check in while you are still writing the content, or a version in which you correct some minor errors. When major and minor versions are being tracked, a version is stored by default as a minor version, unless the you designate the version as major. When someone saves a file and closes it, the version is tracked as a minor version; the file must be published to become a major version. If an author checks out a file and checks it back in, the author is prompted to choose whether to check in a major version or a minor version. When you configure versioning at the time when you create a list or library, simple versioning is enabled by default, and you don't have the option of enabling major and minor versioning. However, you can specify additional settings later by using the procedures in this article. Other settings that affect versioning You can configure other settings that affect versioning. In lists or libraries, you can require content to be approved — this setting is sometimes referred to as content moderation. In libraries, you can require files to be checked out, which helps to avoid conflicts over changes and prompts people to enter comments about files when they check them in. Content approval When content approval is required, a list item or file remains in a draft or pending state until it is approved or rejected by someone who has permission to approve it. If the item or file is approved, it is assigned an Approved status in the list or library, and it is displayed to anyone with permission to view the list or library. 236 If the item or file is rejected, it remains in a pending state and is visible only to the people with permission to view drafts. When you enable major and minor versioning in a library that requires content approval, you can also add a workflow, if you or someone in your organization has created one. A workflow controls how your files move through business processes, such as review or approval. You can use a workflow to manage the approval process when major versions are checked in. By default, a pending item or file is visible only to its creator and to the people with permission to manage lists, but you can specify whether other groups of users can view the item or file. If your library is set up to track both major and minor versions, the person who edits the file must first publish a major version of the file. Requiring check-out Requiring check-out can help your team make the most of versioning, because people specifically designate when a version is to be created. A version is created only when someone checks out a file, changes it, and then checks it back in. When check-out is not required, a version is created when someone first saves a file and this version is updated when the person closes it. If that person or someone else then opens and saves the file again, another version is created. Depending on the situation, you might not intend for multiple versions to be created, for example, if you have to close a file to attend a meeting before you finish making changes to the file. When check-out is required, people cannot add files, change files, or change the file properties without first checking out the file. When people check in files, they are prompted to provide comments about the changes that they made, which helps to create a more meaningful version history. Determining who can see draft items You can configure who can view drafts of list items and files. Drafts are created in two situations:  When a minor version of a file is created or updated in a library that tracks major and minor versions  When a list item or file is created or updated but not yet approved in a list or library in which content approval is required 237 When you track major and minor versions, you can specify whether people must have permission to edit files before they can view and read a minor version. When this setting is applied, people who have permission to edit the file can work on the file, but those who have permission only to read the file cannot see the minor version. For example, you may not want everyone who has access to your library to see comments or revisions while a file is being edited. If major and minor versions are being tracked and no one has published a major version yet, the file is not visible for people who do not have permission to see draft items. When content approval is required, you can specify whether files that are pending approval can be viewed by people with permission to read, people with permission to edit, or only the author and people with permission to approve items. If both major and minor versions are being tracked, the author must publish a major version before the file can be submitted for approval. When content approval is required, people who have permission to read content but do not have permission to see draft items will see the last approved or major version of the file. List or library permissions Lists and libraries have permissions related to versioning and check-out that vary depending on the permission level that is applied to a user or a specific group. Someone who can edit permission levels can configure these permissions differently or can create a new group with customized permission levels. These permissions enable flexibility in how you manage your library. For example, you may want someone to be able to delete versions of a file without having permission to delete the file itself. The permission to Delete Versions is not the same as the permission to Delete Items, so you can provide a customized level of control. Find links to more information about permissions and configuring permission levels in the See Also section. The following table shows the permissions that are related to versioning and check-out and which default permission levels they apply to. Permission Default permission level 238 View Versions Full Control, Design, Contribute, and Read Delete Versions Full Control, Design, and Contribute Override Check-Out Full Control and Design Approve Items Full Control and Design Control how many versions are stored You can limit how many versions of list items or files are saved in a list or library, which can help to preserve server space. If your team creates a large number of versions, limiting the number of versions may help your team to better manage and locate previous versions. For example, if your team keeps a large number of versions over several months or years, it may be difficult for members to browse through the version history to find the versions that they need. If your team needs to view or retain any of its previous versions, either do not limit the number of versions to keep or set the number of versions that you keep to a high number. If your library tracks major and minor versions, you can choose how many major versions of files to keep and how many major versions to keep the minor versions for. By default, each major version can have up to 511 drafts (minor versions). Depending on the way your team works, your team may be more likely to need its most recent minor versions, such as a version that was edited recently. Over time, your team may be less likely to need an older minor version. Usually, a major version represents a milestone, such as a file submitted for review or publication, whereas a minor version is a work in progress that isn't ready for all site participants to read. If a list or library limits the number of major versions, the earliest versions are deleted when the limit is reached. For example, if only 20 versions are retained, and your team creates 25 versions, only versions 6 through 25 are kept. If another version is created, only versions 7 through 26 are kept. If your list or library limits versions, you should make sure that contributors are aware that earlier versions will be deleted when the version limit is reached. 239 IMPORTANT If your organization limits the number of versions that it stores, the oldest versions are permanently deleted when the limit is reached. They are not sent to the Recycle Bin. In a library that limits the number of major versions that it keeps minor versions for, the minor versions are deleted for the previous major versions when the version limit is reached. For example, if you keep drafts for only 10 major versions, and your team creates 15 major versions, only the major versions will be kept for the earliest versions. The minor versions that are associated with the five earliest major versions — such as 1.2 or 2.3 — are deleted, but the major versions — 1, 2, and so on — are kept, unless your library also limits major versions. Enable versioning 1. If the list or library is not already open, click its name on the Quick Launch. a. 2. If the name of your list or library does not appear, click View All Site Content, and then click the name of your list or library. On the Settings menu library that you are opening. a. , click List Settings, or click the settings for the type of For example, in a document library, click Document Library Settings. 3. Under General Settings, click Versioning settings. 4. Do one of the following: 5. 6. a. For list items, to specify that versions are tracked, click Create a version each time you edit an item in a list in the Item Version History section. b. For files, to specify that only one type of version is tracked, click Create major versions in the Document Version History section. c. For files, to specify that both major and minor versions are tracked, click Create major and minor (draft) versions in the Document Version History section. You can specify how many versions of items or files to keep. Do one of the following in the Item Version History section or Document Version History section: a. To specify the number of versions of list items that are stored, select the Keep the following number of versions check box, and then type the number of versions that you want to keep. b. To specify the number of major versions of files that are stored, select the Keep the following number of major versions check box, and then type the number of major versions that you want to keep. c. To specify the number of major versions to keep the drafts for, select the Keep drafts for the following number of major versions check box, and then type of the number of major versions that you want to keep drafts (minor versions) for. Click OK. Require content approval in a list or library 240 When you set up a list (list: A Web site component that stores and displays information that users can add to by using their browsers. Requires a Web server that is running Windows SharePoint Services.) or library (library: A location on a SharePoint site where a collection of files is managed. The library can display information, including user-defined properties, about each file.), you can require approval of the items or files — or of changes to the items or files — that are submitted to the list or library. When this content approval setting is applied, an item or file that has been changed remains in a pending state until it is approved or rejected by someone who has permission to approve it. If the item or file is approved, it is assigned an Approved status in the list or library, and it is displayed to anyone with permission to view the list or library. If the item or file is rejected, it remains in a pending state and is visible only to the people with permission to view drafts. By default, a pending item or file is visible only to its creator and to the people with permission to manage lists, but you can specify whether other groups of users can view the item or file. 1. If the list or library is not already open, click its name on the Quick Launch. a. 2. If the name of your list or library does not appear, click View All Site Content, and then click the name of your list or library. On the Settings menu library that you are opening. a. , click List Settings, or click the settings for the type of For example, in a document library, click Document Library Settings. 3. Under General Settings, click Versioning settings. 4. In the Content Approval section, under Require content approval for submitted items?, click Yes. 5. Click OK. Require check-out for files in a library When you check out a file from some programs that are compatible with Windows SharePoint Services 3.0, you can work with the file on your hard disk, even when you are disconnected. The copy is stored in your server drafts folder, which is, by default, the SharePoint Drafts folder in your My Documents folder. However, you can change the location in some client programs. Working on files on the hard disk is frequently faster than working with files on the server and enables you to easily continue working while you are away from the office. 241 When a file is checked out, no one can edit it except the person who checked it out. Its icon in the library changes to indicate that the file is checked out . When you rest the mouse pointer on the checked-out icon, the name of the person whom the file is checked out to appears in a ScreenTip. Changes that someone makes to a file while it is checked out are not visible to others until the file is checked back in. This is true regardless of whether the person is working on the file on their hard disk or on the server. When people check in a file, they are prompted to enter comments about the changes that they made. If a library tracks versions, the comments become part of the version history. If both major versions and minor versions are tracked, people are prompted to choose which type of version they are checking in. Find links to more information about versioning in the See Also section. 1. If the library is not already open, click its name on the Quick Launch. a. 2. If the name of your library does not appear, click View All Site Content, and then click the name of your library. On the Settings menu opening. a. , click the settings for the type of library that you are For example, in a document library, click Document Library Settings. 3. Under General Settings, click Versioning settings. 4. In the Require Check Out section, under Require documents to be checked out before they can be edited, click Yes. 5. Click OK. Require check-out for files in a library Requiring check-out prevents multiple people from making changes at the same time, which can create conflicts over changes and lead to confusion. When someone creates a new file or adds a new file to a library that requires check-out, the file is initially checked out. The person who creates or adds the file must check it in before other people can see it. Checkout is also required to update information about the file, such as the title or when the file is due. When check-out is required, a file is checked out automatically when someone opens it for editing, unless it is already checked out. The editing commands notify the user that the file is being checked out. For 242 example, if you click the Edit in Application command on the shortcut menu for a file, you see a message that the file is being checked out. When you check out a file from some programs that are compatible with Windows SharePoint Services 3.0, you can work with the file on your hard disk, even when you are disconnected. The copy is stored in your server drafts folder, which is, by default, the SharePoint Drafts folder in your My Documents folder. However, you can change the location in some client programs. Working on files on the hard disk is frequently faster than working with files on the server and enables you to easily continue working while you are away from the office. When a file is checked out, no one can edit it except the person who checked it out. Its icon in the library changes to indicate that the file is checked out . When you rest the mouse pointer on the checked-out icon, the name of the person whom the file is checked out to appears in a ScreenTip. Changes that someone makes to a file while it is checked out are not visible to others until the file is checked back in. This is true regardless of whether the person is working on the file on their hard disk or on the server. When you check in a file, you are prompted to enter comments about the changes that you made. If a library tracks versions, the comments become part of the version history. If both major versions (major version: A numbered copy of a file that has changed significantly since the previous major version. Each major version is identified by a whole number (1, 2, 3, ...) to indicate that it is published for a wider group in your organization to view.) and minor versions (minor version: A decimal-numbered copy (0.1, 0.2, 1.1, ...) of a file that is in a stage of revision or that has changed only slightly since the previous version. Typically, a minor version is not published for a wider group in your organization to view.) are tracked, you are prompted to choose which type of version you are checking in. Find links to more information about versioning in the See Also section. To require check-out for files, you must have permission to design a list or library. 1. If the library is not already open, click its name on the Quick Launch. a. If the name of your library does not appear, click View All Site Content, and then click the name of your library. 243 2. On the Settings menu opening. a. , click the settings for the type of library that you are For example, in a document library, click Document Library Settings. 3. Under General Settings, click Versioning settings. 4. In the Require Check Out section, under Require documents to be checked out before they can be edited, click Yes. 5. Click OK. Specify who can view drafts You can control which groups of people can read drafts of list items and files. Drafts are either the minor versions (minor version: A decimal-numbered copy (0.1, 0.2, 1.1, ...) of a file that is in a stage of revision or that has changed only slightly since the previous version. Typically, a minor version is not published for a wider group in your organization to view.) of files or the list items or files that are not yet approved. A draft can be a new item or an item that has changed. A draft is created in two situations:  When a minor version of a file is created or updated in a library that tracks major and minor versions  When a list item or file is created or updated but not yet approved in a list or library in which content approval is required You can specify which groups of people can view drafts of files. This setting can be different from the setting for the group of people who can view the rest of the items in your list or library, such as the major versions of files or the files or list items that are approved. When you track major and minor versions, you can specify whether people must have permission to edit files before they can view and read a minor version. When this setting is applied, people who have permission to edit the file can work on the file, but those who have permission only to read the file cannot see the minor version. For example, you may not want everyone who has access to your library to see comments or revisions while a file is being edited. If major and minor versions are being tracked and no one has published a major version yet, the file is not visible for people who do not have permission to see draft items. 244 When content approval is required, you can specify whether files that are pending approval can be viewed by people with permission to read, people with permission to edit, or only the author and people with permission to approve items. If both major and minor versions are being tracked, the author must publish a major version before the file can be submitted for approval. When content approval is required, people who have permission to read content but do not have permission to see draft items will see the last approved or major version of the file. For example, you may want to restrict users who are not part of the approval process from seeing documents that contain speculative information prior to a major announcement, or your organization may require that certain files are confidential. In such cases, you should accept the default restrictions. On the other hand, you may want to use content approval to specify the status of a list item or file but not necessarily control access to it while it is being revised. For example, you might want people who read a file to know that it is a draft that could change, because it is not yet approved, but you don't want to prevent people who visit your site from reading the file. In this case, you can enable anyone who has permission to read items in the list or library to view drafts. To specify who can view drafts, you must have permission to design a list or library. The following procedure applies only to libraries that track both major and minor versions and lists or libraries that require content approval. 1. If the list or library is not already open, click its name on the Quick Launch. a. 2. If the name of your list or library does not appear, click View All Site Content, and then click the name of your list or library. On the Settings menu library that you are opening. a. , click List Settings, or click the settings for the type of For example, in a document library, click Document Library Settings. 3. Under General Settings, click Versioning settings. 4. In the Draft Item Security section, under Who should see draft items in this list or under Who should see draft items in this document library, click the group of users whom you want to enable to view drafts. a. The option for users who can approve items is available only if your library requires content approval. 245 5. NOTE Click OK. When content approval is required, people who have permission to read content but do not have permission to see draft items will see the last approved version or last major version of the file. If major and minor versions are being tracked, and no one has published a major version yet, the file will not be visible for people who do not have permission to see draft items. Check out and edit a file When you check out a file from a library on a Microsoft Windows SharePoint Services site, you ensure that others cannot make changes to the file while you edit it. While the file is checked out, you can edit and save the file, close it, and reopen it. Other users cannot change the file or see your changes until you check in the file. If you are working in a program that is compatible with Microsoft Windows SharePoint Services 3.0, you can work with the file on your hard disk and even work on it when you are not connected. For example, while you are in the office, you can check out a file to your laptop and then work on it while you are on a trip. Working on files on your hard disk is also frequently faster than working with files on a server. Overview Checking out a file prevents multiple people from making changes at the same time, which helps to avoid conflicts and confusion over changes. Checking files in and out gives you more control when you track versions, because a version is created only when you check a file in, not each time that you open and close the file to work on it. When you check out a file from some programs that are compatible with Windows SharePoint Services 3.0, you can work with the file on your hard disk, even when you are disconnected. The copy is stored in your server drafts folder, which is, by default, the SharePoint Drafts folder in your My Documents folder. However, you can change the location in some client programs. Working on files on the hard disk is frequently faster than working with files on the server and enables you to easily continue working while you are away from the office. 246 When a file is checked out, no one can edit it except the person who checked it out. Its icon in the library changes to indicate that the file is checked out . When you rest the mouse pointer on the checked-out icon, the name of the person whom the file is checked out to appears in a ScreenTip. Changes that someone makes to a file while it is checked out are not visible to others until the file is checked back in. This is true regardless of whether the person is working on the file on their hard disk or on the server. Libraries can be configured to require you to check out files before you edit them. If your library requires check-out, you will be prompted to check out the file when you edit it. If check-out is required in your library, you must check in a new file when you create it or upload it to a library. The file is not available for others until you check it in. Check out a file After you check out a file, you usually edit the file and then check it back in. If your library requires files to be checked out, you can also check out the file when you open the file for editing. If check-out is required, you will be notified that the file is also being checked out as you edit it, if the file isn't already checked out. 1. If the library is not already open, click its name on the Quick Launch. a. 2. Point to the file name, click the arrow that appears, and then click Check Out. a. 3. If the name of your library does not appear, click View All Site Content, and then click the name of your library. In a picture library, click the file, and then in the properties that appear, click Check Out. If the program that you are using to edit the file is compatible with Windows SharePoint Services 3.0, you may see a message that asks whether you want to work with the file as a local draft. If you want to work on a copy of the file on your hard disk, leave the Use my local drafts folder check box selected. If you want the draft copy to be stored on the server while it is checked out to you, clear the check box. NOTES  If the Check Out command is not available, the file may already be checked out to you or to someone else. 247  Later, if you decide to check in the file without saving your changes, you can discard your changes. You lose any changes that were made while the file was checked out. The file reverts to the last checked-in version, and no version history is kept for the unsaved changes.  You can check in the file so that others can see your changes and keep the file checked out while you continue to work on it. To do so, select the Keep the document checked out after checking in this version check box when you check the file back in. Undo check-out and discard changes to a file If you check out a file from a library on a site, make changes, and then decide you don't want to keep the changes that you made, you can undo the check-out. The changes that you made to the file since you checked it out are discarded, and the file is made available again for other people to edit. You can undo the check-out for a file if you were the person who checked out the file or if you have permission to change the library — for example, if you are a site owner. You should be careful if you are undoing the check-out for a file that is checked out to someone else, because any changes that the person made to the file after checking it out are overwritten. 1. If the library is not already open, click its name on the Quick Launch. a. NOTE If the name of your library does not appear, click View All Site Content, and then click the name of your library. 2. Point to the file for which you want to undo the check-out, click the arrow that appears, and then click Discard Check Out. 3. When you are prompted to confirm that you want to discard your changes, click Yes if you are sure there are no changes that you want to save. If versions are being tracked for the library, any changes that you made to the file while it was checked out do not become part of the version history. Check in a file When you check in a file to a library on a Microsoft Windows SharePoint Services site, the changes that you made are available to people who use the library. Overview After you check out a file and update it, you check in the file so that other people can view the changes. In a library that requires check-out, files are checked out to you when you first create or upload them. You must 248 check in the files before other people can see or use them. If a library requires content approval, the updates must be approved before they are visible to everyone who uses the library. When you check in a file, you can type comments about the changes that you made to the file. This helps people understand what changes you made to the file while you had it checked out. Check-in comments are especially helpful if several people work on a file. If versions are being tracked, the comments that you make become part of the file's version history, which is helpful if your file will have several revisions. If both major versions and minor versions are being tracked, you are prompted to choose which type of version you are checking in. A major version is usually a significant change, such as adding a section, whereas a minor version is a smaller change, such as fixing a typo. If your library tracks both types of versions and requires content approval, checking in a minor version creates a draft copy of the file. When you are ready for people to approve the file, you must publish the draft as a major version. Typically, you should check in only the files that you checked out. You will receive a warning if you check in a file that is checked out to someone else. If you check in the file, you overwrite any changes that the other person made to the file. Sometimes you may want to update the copy on the server, so that other people can see the changes, and then continue working on the file. Or if versions are being tracked, you may want your changes to become part of the version history, so that you can restore them later if necessary. In these situations, you can check in a copy of the file but keep it checked out so that you can continue working on it. Some programs that are compatible with Microsoft Windows SharePoint Services 3.0, such as Microsoft Office Word 2007, enable you to check files in and out from the program without returning to the server to check in the file. For more information, see Help in your program. Check in a file 1. If the library is not already open, click its name on the Quick Launch. a. 2. If the name of your library does not appear, click View All Site Content, and then click the name of your library. Point to the file that you want to check in, click the arrow that appears, and then click Check In. 249 3. In the Document Check In section of the page that appears, if you are prompted to choose which type of version you are checking in, then your library is tracking both major and minor versions of files. Click Minor version (draft) or Major version (publish), depending on the type of changes that you made to the file. a. The version options also assign a number to the version that you are checking in. For example, 2.3 is the third minor version of a file that was published twice as a major version, and 3.0 is the next major version of that file. 4. To check in your changes but keep the file checked out, select the Keep the document checked out after checking in this version? check box in the Document Check In section. 5. In the Comments section, type a description of the changes that you made to the file. a. Your organization may have specific recommendations or requirements for checkin comments. 6. Click OK. 7. If you are prompted to confirm the check-in, click Yes. For example, you may be prompted to confirm that you want to check in the file if you still have the file open for editing. Overwrite a minor version when checking in a file To overwrite a minor version, you check in a file as you normally do, but you specify that you want to overwrite the current minor version. This option can help you to prevent the version history from becoming too long, for example, if your organization sets strict limits on the number of versions you can keep. You can overwrite minor versions only when both major and minor versions of a file are being tracked, when you are currently working with a minor version, and when you are checking in a new minor version. You also must have permission to delete a previous version. IMPORTANT You should choose this option only when you are sure that you want to permanently delete the previous version of the file, for example, if it contained typos or other errors. When you overwrite a minor version, it is deleted from the version history, and you cannot restore it. 1. If the library is not already open, click its name on the Quick Launch. a. 2. If the name of your library does not appear, click View All Site Content, and then click the name of your library. Point to the file that you want to check in, click the arrow that appears, and then click Check In. 250 3. In the Document Check In section of the page that appears, click Overwrite the current minor version. 4. To check in your changes but keep the file checked out, select the Keep the document checked out after checking in this version? check box in the Document Check In section. 5. In the Comments section, type a description of the changes that you made to the file. a. Your organization may have specific recommendations or requirements for checkin comments. 6. Click OK. 7. If you are prompted to confirm the check-in, click Yes. For example, you may be prompted to confirm that you want to check in the file if you still have the file open for editing. Restore or delete a previous version of an item or file If your list or library tracks versions, you can restore or delete a previous version of a list item or file. Overview When you track versions of items in a list or of files in a library, a version history is created. A version history enables you to see how a file evolved and to view, restore, or delete a previous version. Being able to manage the version history provides flexibility in how your team manages its authoring and editing processes. For example, if you make a mistake in the current version, you can restore a previous version. If you know that you don't want to keep a certain version — for example, if it contains an error or if the version history is growing too long — you can delete that previous version. To delete versions, you must have permission to contribute to a list or library. Note also that an administrator can create custom permissions for deleting versions. If your team makes many changes to its files, the version history can grow long. Storing many versions can occupy a lot of space on the server and make it harder to see important changes in the version history. To simplify the version history, you can delete some versions that you no longer need. If you don't want to keep any previous versions, you can delete them all at once. When you delete a version, it is sent to the Recycle Bin, where it can be recovered by someone with permission to recover items. 251 Lists and libraries can also be configured to limit the number of versions that are saved for each list item or file. If your list or library has a version limit, your team may want to delete the versions that it doesn't need to ensure that it can retain the versions that it does need. If major and minor versions are being tracked for the list or library, you can delete just the minor versions. Deleting minor versions can help save space on the server and make it easier to find the important versions, such as the version that was submitted for review or published for other people to see. When you delete all minor versions, any version with a decimal point, such as 1.2 or 2.3, is deleted. Find links to more information about versioning in the See Also section. Restore a previous version Use this procedure to select a previous version from the version history and restore that version as your current version. 1. If the list or library is not already open, click its name on the Quick Launch. a. 2. If the name of your list or library does not appear, click View All Site Content, and then click the name of your list or library. Point to the item or file for which you want to manage versions, click the arrow that appears, and then click Version History. a. Versions are numbered and listed in reverse order, with the latest version first. 3. Point to the version that you want to restore, click the arrow that appears, and then click Restore. 4. When you are prompted to confirm whether you want to restore the version as your current version, click OK. Delete a previous version Use this procedure to delete a previous version of a file from the version history. NOTE You cannot delete just the current version of a file without permanently deleting the file and all versions of it. If you make a mistake in the latest version and you want to delete it, you must first restore a previous version and then delete the version that contains the mistake. Or, if you have the file checked out, you can discard the changes in the current version by undoing the check-out. 252 1. If the list or library is not already open, click its name on the Quick Launch. a. 2. If the name of your list or library does not appear, click View All Site Content, and then click the name of your list or library. Point to the item or file for which you want to manage versions, click the arrow that appears, and then click Version History. a. Versions are numbered and listed in reverse order, with the latest version first. 3. Point to the version that you want to delete, click the arrow that appears, and then click Delete. 4. When you are prompted to confirm the deletion, click OK. When you delete a version, it is sent to the Recycle Bin, where it can be recovered by someone with permission to recover items. Delete all previous versions When you delete all previous versions of list items or files, all versions except the current version are sent to the Recycle Bin. If you delete versions in a library that tracks both major and minor versions, and your current version is a minor version, the last published major version is also kept. 1. If the list or library is not already open, click its name on the Quick Launch. a. 2. If the name of your list or library does not appear, click View All Site Content, and then click the name of your list or library. Point to the item or file for which you want to manage versions, click the arrow that appears, and then click Version History. a. Versions are numbered and listed in reverse order, with the latest version first. 3. Click Delete All Versions. 4. When you are prompted to confirm whether you want to delete all previous versions, click OK. Delete all minor versions This procedure is available for libraries that track major and minor versions of files. If your current version is a minor version (or if there are no major versions), the current minor version is kept when you delete all minor versions. 1. If the list or library is not already open, click its name on the Quick Launch. a. If the name of your list or library does not appear, click View All Site Content, and then click the name of your list or library. 253 2. Point to the item or file for which you want to manage versions, click the arrow that appears, and then click Version History. a. Versions are numbered and listed in reverse order, with the latest version first. 3. Click Delete Minor Versions. 4. When you are prompted to confirm whether you want to delete all minor versions, click OK. View the version history of an item or file If your list or library tracks versions of list items or files, you can view a version history. The version history contains information about when the item or file was changed and who changed it. In libraries, the version history may also contain comments that people made about their changes. The current published major version is highlighted, and the version number is a whole number. A version is created when properties or metadata changes. The first version of a file is always minor version number 0.1. The version history also contains changes to properties, sometimes known as metadata, such as when someone changes the name of the person whom the list item is assigned to, or when the file is due to be completed. 254 Libraries can track both major versions, such as those in which a new section was added to a document, and minor versions, such as those in which a spelling error was corrected. Lists can track only major versions. To view the version history, you must have permission to read items in a list or library. Note that an administrator can apply custom permissions. 1. If the list or library is not already open, click its name on the Quick Launch. a. 2. 3. TIP If the name of your list or library does not appear, click View All Site Content, and then click the name of your list or library. Point to the item or file for which you want to view the history, click the arrow that appears, and then click Version History. a. Versions are numbered and listed in reverse order, with the latest version first. b. NOTE If you do not see the Version History command, your list or library may not be tracking versions. For more information, see the administrator or owner of your site. To return to your list or library, click its name in the breadcrumb navigation at the top of the page. In the version history, you can view, restore, or delete a version by pointing to its name, clicking the arrow, and then clicking the appropriate command. Chapter 16 Web Parts Introduction to customizing pages by using Web Parts This article is intended for Web page owners and administrators. It provides an overview of Web Parts and Web Part Pages and explains how you can customize a page by adding, changing, or deleting Web Parts. Overview of Web Parts and Web Part Pages A Web Part is a modular unit of information that forms the basic building block of a Web Part Page. You can add Web Parts to Web Part zones in a Web Part Page and then customize the individual Web Parts to create a unique page for your site users. The following example uses the Image Web Part to describe the basic features of a Web Part. 255 The Web Part title bar contains the heading for the Web Part. The Web Part menu contains functions that enable you to minimize or close the Web Part, edit the Web Part, or get Help for a specific Web Part. When the page is in edit mode, you can also use this menu to delete the Web Part or connect it to other Web Parts, depending on the type of Web Part that you are using. The body of the Web Part contains the content that you specified for the type of Web Part that is being used. In this example, the Web Part is an Image Web Part, which displays an image. A Web Part Page is a special type of Web page in which you can use Web Parts to consolidate data, such as lists and charts, and Web content, such as text and images, into a dynamic information portal that is built around a common task or special interest. Your site home page is one example of a Web Part Page. When you create a new site or workspace site, you are creating a Web Part Page. You can also create a Web Part Page by selecting one of the available site templates, or you can use a Web design program that is compatible with Microsoft Windows SharePoint Services, such as Microsoft Office SharePoint Designer 2007, to create a Web Part Page from scratch. You can use a Web Part Page to present a variety of structured and unstructured information in an organized, useful, and convenient way. Web Part Pages often contain several Web Parts that are connected so that you can dynamically display data and content to see the results that you want. For example, you can create a Web Part Page called Customer Orders that you frequently use to display critical information. You get a call from a customer who has a question about an order, does not remember 256 the order ID number, but does remember the date when the order was placed. You can use a Web Part Page to do the following. Look up an order by order ID number or, in this case, the order date. Display all orders by date. Select the correct order, based on the customer's name, and look up the order details as well as the customer details. Select a line item in the order (in this case, the lamp), and display a product picture to confirm the customer's question. Scan for late-breaking business news that is pertinent to the customer's order. Web Part properties Each Web Part shares a set of common properties (also called base class properties) that are organized into sections in the tool pane and that control the Web Part's appearance (such as the title, height, and 257 width), layout (such as the Web Part order in the zone and the direction of the content), and advanced characteristics (such as the image icon and description). Many Web Parts also have custom properties that are unique to the Web Part. These are usually displayed either above or below the common Web Part properties in the tool pane. For example, the Image Web Part has additional custom properties, including the image link, its horizontal and vertical alignment, and background color. NOTE Depending on how the Web Part was created, a Web Part custom property may be displayed in a default Miscellaneous section below the common properties in the tool pane. Web Part views You can customize a Web Part in one of two views:  Shared view You can add a Web Part to a Web Part Page and then edit the Web Part Page in a shared view. Shared Web Parts are available to all users of a Web Part Page who have the appropriate permission.  Personal view You can add a shared Web Part to your own personal view and then edit your view of the Web Part. The changes that you make to a Web Part while you are in a personal view are available only to you. Other users who did not make changes in a personal view continue to see the shared view of the Web Part. The view of the Web Part that you are working with can be important because:  You may have permission to edit only some Web Parts on certain Web Part Pages but not on other Web Part Pages.  You may be able to connect to certain Web Parts on a Web Part Page but not to other Web Parts on the same Web Part Page. Web Parts and Web Part connections An additional feature of Web Parts is the ability to easily connect them by passing data between them and synchronizing their behavior. By connecting Web Parts, you can manage data in dynamic and interesting ways. In many products and technologies, the task of connecting sets of data from different data sources is not easy and often requires programming skill. But with Web Parts, making data connections is as simple as using menu commands. By connecting Web Parts, you can, for example, present data from two Web Parts 258 in alternate views, perform related calculations between two Web Parts, and filter a Web Part by using values from another Web Part — all on one Web Part Page. Web Part zones and their properties Web Part zones are containers of Web Parts that are used to group and organize Web Parts on a Web Part Page. Web Part zones also have a set of properties that serve a dual purpose. You can use one subset of properties to organize the layout and format of Web Parts on the Web Part Page. You can use another subset of properties to provide an additional level of protection from modification (or "lock down") of the Web Parts within the zone. The Web Part zone properties each have default settings or behaviors. As you add Web Parts to the Web Part Page, some of these property values are automatically set. These property values are not designed to be edited in the browser, but you can edit them by using a Web design program that is compatible with Windows SharePoint Services, such as Office SharePoint Designer 2007. For more information about Web Part zone properties, see the Microsoft Windows SharePoint Services 3.0 SDK, which is available from the Windows SharePoint Services Developer Center on MSDN. Types of Web Parts Windows SharePoint Services provides several Web Parts that are ready to use with your site. You can use these built-in Web Parts, customize them to suit your needs, or create new Web Parts and upload them for use throughout your site. Default Web Parts The following Web Parts are included by default in any site and can be customized to suit the needs of your team. Many of these Web Parts can also be connected to each other to create a variety of unique solutions:  Content Editor Web Part You can use the Content Editor Web Part to add formatted text, tables, hyperlinks, and images to a Web Part Page.  Form Web Part You can use the Form Web Part to connect to and filter a column of data in another Web Part. Both Web Parts must run on the same server.  Image Web Part You can use the Image Web Part to add a picture or graphic to a Web Part Page. To more easily coordinate the image with other Web Parts on the page, you can control 259 the vertical alignment, horizontal alignment, and background color of the image inside the Image Web Part by editing its custom properties in a shared view.  List View Web Part You can use the List View Web Part to display and edit list or library data on your site and to connect to other Web Parts, including other List View Web Parts. Lists are information that you share with team members and often display in tabular format. List views display this information in different ways for different purposes, such as filtering, sorting, or selecting specific columns.  NOTE There is no Web Part called List View. When you create a list on your site, a List View Web Part is automatically created and named after the list. For example, if you create a list called Boats, a Web Part called Boats will be available in the Site Name gallery. The Web Part automatically displays the data contained in the list that you created.  Page Viewer Web Part You can use the Page Viewer Web Part to display a Web page, file, or folder on a Web Part Page. You enter a hyperlink, file path, or folder name to link to the content.  Site Users Web Part You can use the Site Users Web Part to display a list of users and groups who have permission to use a site. The Site Users Web Part automatically appears on the home page of a Document Workspace site. You can also add the Site Users Web Part to any Web Part Page. NOTE In sites that are running on Microsoft Windows SharePoint Services 2.0 and earlier, the Site Users Web Part was called the Members Web Part.  XML Web Part You can use the XML Web Part to display Extensible Markup Language (XML) and apply Extensible Stylesheet Language Transformations (XSLT) to the XML before the content is displayed. For example, you might have an XML file that contains a list of boats, prices, and links to images of the boats. You can use the XSLT to transform the data to display a list of boats and prices and make the boat name a hyperlink to display the image in a separate window. Preconfigured List View Web Parts The following Web Parts are built into the Windows SharePoint Services team site template and are automatically configured and ready to use on a Web Part Page when you create a new team site. Different combinations of these Web Parts are included when you create a team site or workspace site, depending on which site template you select. NOTE These Web Parts are derived from the List View Web Part and use preconfigured Web Part templates to create their unique layout and design. To add data to these lists, on the Quick Launch, click View All Site Content, and then click Lists. On the All Site Content page, click the name of the list for which you want to add data.  Announcements Use the Announcements Web Part to post news, status, and other short bits of information that you want to share with team members.  Calendar Use the Calendar Web Part to display upcoming events or team schedules.  Links Use the Links Web Part to post hyperlinks to Web pages that interest your team. 260  Shared Documents Use the Shared Documents Web Part to share files from the default document library with site users.  Tasks Use the Tasks Web Part to assign a task to a member of your team, specify its due date and priority, and indicate its status and progress.  Team Discussion Use the Team Discussion Web Part to provide a forum for talking about topics that interest your team. Custom Web Parts By using a programming environment that is compatible with Windows SharePoint Services, such as Microsoft Visual Studio, developers can exploit the full feature set of Microsoft ASP.NET to create custom Web Parts. A Web Part Page is an ASP.NET file (.aspx), and Web Parts are derived from Web Form Controls. To further enhance Web Part Pages, developers can create their own Web Parts that provide new functionality. Developers can also add custom properties to the Web Parts, add custom builders in the tool pane for specialized user interfaces, and connect to other Web Parts by using Web Part connections. For more information about creating and deploying Web Parts, see the Windows SharePoint Services 3.0 SDK, which is available from the Windows SharePoint Services Developer Center on MSDN. You can also use Web Parts that other people or companies have created. You must have appropriate permissions to add a third-party Web Part to your Web Part Page or site. Some Web Parts may need to be deployed directly to the server. If you are unable to add a third-party Web Part to your Web Part Page or site, contact your administrator for assistance. Ways to use Web Parts and Web Part Pages You can use Web Part Pages in the following ways:  Consolidate data from different data sources.  Report and summarize critical data.  Analyze and aggregate data (for example, sums, totals, or counts).  Summarize key information that you want to see at the beginning of each day.  Prioritize and highlight project or customer data to help you make effective decisions.  Display an up-to-date work schedule and meeting information to quickly plan your day.  Get quick access to business news, local weather, and your favorite Web sites to focus your Web browsing. Ways to create and customize a Web Part Page 261 There are several ways to create and customize a Web Part Page:  The New Web Part Page form The most common way to create a Web Part Page is through the New Web Part Page form. On the Site Actions menu , click Create, and then click Web Part Page to open the New Web Part Page form. After using this form to create a page, you can begin designing the page right away in the browser. When you want to browse through the page, just close the tool pane.  A Web design program By using a Web design program that is compatible with Windows SharePoint Services, such as Microsoft Office SharePoint Designer 2007, you can make advanced customizations to a Web Part Page, including the following:  Customize the theme of a Web Part Page that uses the site theme by default.  Edit a Web Part Page template or create a new one.  Customize the page layout.  Edit zone properties.  Add HTML code or Web controls.  Change the way Web Parts are ordered inside a zone.  Add Web Parts outside a zone, or add a Web Part to a Web page that is not a Web Part Page.  Create connections between Web Parts on different Web Part Pages.  Publish a Web Part Page to a Web site that is running Windows SharePoint Services.  Customize the Form Web Part and use the Data View Web Part. Web browser support for Web Part Pages Web browser support for Web Part Pages can be categorized into two levels:  Level 1 support is the highest level of visual and functional support. Browsers that provide level 1 support include recent versions of Microsoft Internet Explorer for Microsoft Windows.  At level 2 support, a few visual and functional features are not available to some browsers, and some other features are compromised and behave differently from the way they behave in level 1 browsers. However, the majority of features are still available to users. Browsers that provide level 2 support include Firefox 1.5 and later for Windows and Netscape Navigator 8.0 and later for Windows. Level 2 browsers are not supported for Windows SharePoint Services 3.0 Central Administration. NOTE Level 2 browsers do not support the creation of connections between Web Parts. The following table shows the level of support that some common browsers provide. Minimum browser version Internet Explorer 6.x Operating system Level 1 Level 2 Windows Yes Yes 262 Internet Explorer 6.x 64-bit version Windows Yes Yes Internet Explorer 7 Windows Yes Yes Firefox 1.5 Windows No Yes Netscape 8.0 Windows No Yes Firefox 1.5 Unix No Yes Netscape 7.2 Unix No Yes Mozilla 1.7.12 Unix No Yes Safari 2.0.2 Macintosh No Yes Firefox 1.5 Macintosh No Yes Other No No Other Add or remove a Web Part To customize your Web Part Page (Web Part Page: A special type of Web page that contains one or more Web Parts. A Web Part Page consolidates data, such as lists and charts, and Web content, such as text and images, into a dynamic information portal built around a common task.), you can add Web Parts (Web Part: A modular unit of information that consists of a title bar, a frame, and content. Web Parts are the basic building blocks of a Web Part Page.) to the page by using either the Add Web Parts dialog box or a Web Part gallery in the tool pane. Add a Web Part by using the Add Web Parts dialog box The fastest way to add a Web Part to a Web Part Page is to use the Add Web Parts dialog box. You can use this dialog box to quickly add lists, libraries, and other Web Parts to your Web Part Page. If you are a site owner, you can add new Web Parts to the list that is displayed in the Add Web Parts dialog box, and you can create custom groups that you can use to display certain Web Parts together in the list. 263 1. On the Site Actions menu , click Edit Page. 2. In the Web Part zone that you want to add the Web Part to, click Add a Web Part. 3. In the Add Web Parts dialog box, select the check box for the Web Part that you want to add to the page. a. Types of Web Parts b. Windows SharePoint Services provides several Web Parts that are ready to use with your site. You can use these built-in Web Parts, customize them to suit your needs, or create new Web Parts and upload them for use throughout your site. i. Default Web Parts 1. The following Web Parts are included by default in any site and can be customized to suit the needs of your team. Many of these Web Parts can also be connected to each other to create a variety of unique solutions: 2. Content Editor Web Part You can use the Content Editor Web Part to add formatted text, tables, hyperlinks, and images to a Web Part Page. 3. Form Web Part You can use the Form Web Part to connect to and filter a column of data in another Web Part. Both Web Parts must run on the same server. 4. Image Web Part You can use the Image Web Part to add a picture or graphic to a Web Part Page. To more easily coordinate the image with other Web Parts on the page, you can control the vertical alignment, horizontal alignment, and background color of the image inside the Image Web Part by editing its custom properties in a shared view. 5. List View Web Part You can use the List View Web Part to display and edit list or library data on your site and to connect to other Web Parts, including other List View Web Parts. Lists are information that you share with team members and often display in tabular format. List views display this information in different ways for different purposes, such as filtering, sorting, or selecting specific columns. 6. NOTE There is no Web Part called List View. When you create a list on your site, a List View Web Part is automatically created and named after the list. For example, if you create a list called Boats, a Web Part called Boats will be available in the Site Name gallery. The Web Part automatically displays the data contained in the list that you created. 7. Page Viewer Web Part You can use the Page Viewer Web Part to display a Web page, file, or folder on a Web Part Page. You enter a hyperlink, file path, or folder name to link to the content. 8. Site Users Web Part You can use the Site Users Web Part to display a list of users and groups who have permission to use a site. The Site Users Web Part automatically appears on the home page of a Document Workspace site. You can also add the Site Users Web Part to any Web Part Page. 264 9. NOTE In sites that are running on Microsoft Windows SharePoint Services 2.0 and earlier, the Site Users Web Part was called the Members Web Part. 10. XML Web Part You can use the XML Web Part to display Extensible Markup Language (XML) and apply Extensible Stylesheet Language Transformations (XSLT) to the XML before the content is displayed. For example, you might have an XML file that contains a list of boats, prices, and links to images of the boats. You can use the XSLT to transform the data to display a list of boats and prices and make the boat name a hyperlink to display the image in a separate window. ii. Preconfigured List View Web Parts 1. The following Web Parts are built into the Windows SharePoint Services team site template and are automatically configured and ready to use on a Web Part Page when you create a new team site. Different combinations of these Web Parts are included when you create a team site or workspace site, depending on which site template you select. 2. NOTE These Web Parts are derived from the List View Web Part and use preconfigured Web Part templates to create their unique layout and design. To add data to these lists, on the Quick Launch, click View All Site Content, and then click Lists. On the All Site Content page, click the name of the list for which you want to add data. 3. Announcements Use the Announcements Web Part to post news, status, and other short bits of information that you want to share with team members. 4. Calendar Use the Calendar Web Part to display upcoming events or team schedules. 5. Links Use the Links Web Part to post hyperlinks to Web pages that interest your team. 6. Shared Documents Use the Shared Documents Web Part to share files from the default document library with site users. 7. Tasks Use the Tasks Web Part to assign a task to a member of your team, specify its due date and priority, and indicate its status and progress. 8. Team Discussion Use the Team Discussion Web Part to provide a forum for talking about topics that interest your team. iii. Custom Web Parts 1. By using a programming environment that is compatible with Windows SharePoint Services, such as Microsoft Visual Studio, developers can exploit the full feature set of Microsoft ASP.NET to create custom Web Parts. A Web Part Page is an ASP.NET file (.aspx), and Web Parts are derived from Web Form Controls. To further enhance Web Part Pages, developers can create their own Web Parts that provide new functionality. Developers can also add custom properties to the Web 265 Parts, add custom builders in the tool pane for specialized user interfaces, and connect to other Web Parts by using Web Part connections. For more information about creating and deploying Web Parts, see the Windows SharePoint Services 3.0 SDK, which is available from the Windows SharePoint Services Developer Center on MSDN. 2. You can also use Web Parts that other people or companies have created. You must have appropriate permissions to add a third-party Web Part to your Web Part Page or site. Some Web Parts may need to be deployed directly to the server. If you are unable to add a thirdparty Web Part to your Web Part Page or site, contact your administrator for assistance. 3. You can add more than one type of Web Part by selecting additional check boxes for the Web Parts that you want to add. 4. Click Add to add the Web Parts to the page. Add a Web Part by using the tool pane If you want to have better control over which Web Parts are added to Web Part zones on your page, use the tool pane. You can use the tool pane to select Web Parts from different Web Part galleries. You can also use the tool pane to search for Web Parts and to import new Web Parts. 1. On the Site Actions menu , click Edit Page. 2. In the Web Part zone that you want to add the Web Part to, click Add a Web Part. 3. Click Advanced Web Part gallery and options to display the tool pane. 4. In the tool pane, do one of the following: a. Browse for a Web Part At the top of the tool pane, click the arrow, and then click Browse. Click the gallery name to view a list of Web Parts that are available for that gallery. Click Next to view more Web Parts in that gallery. b. TIP Click Filter to display a subset of the Web Parts in the Web Part List. You can filter the list to display All Items, Web Parts, Lists, or Libraries. c. Search for a Web Part At the top of the tool pane, click the arrow, and then click Search. d. Import a Web Part At the top of the tool pane, click the arrow, and then click Import. 5. Click the name of the Web Part that you want to add. 6. Select the Web Part zone that you want to add the Web Part to, and then click Add. TIP You can also drag the Web Part to the location that you want on the Web Part Page. NOTES 266  The Closed Web Parts gallery contains closed Web Parts for the active Web Part Page. The Site Name Gallery contains Web Parts for the active site. The Server Gallery contains Web Parts that are deployed on your server, and the Online Gallery contains Web Parts that are part of an online library.  If you cannot find the Web Part that you want, the site administrator might have removed the Web Part or changed its title. To locate the Web Part, contact the site administrator or the administrator of the top-level site. Remove or delete a Web Part 1. On the Site Actions menu 2. Do one of the following: a. , click Edit Page. To remove the Web Part from the page but keep it available for later use, click the Web Part menu , and then click Close. You can also click the Close button . A copy of the Web Part remains in the Closed Web Parts gallery and can be added to the page again later. Any customizations that you made to that Web Part are saved. b. To permanently delete the Web Part from the page, click the Web Part menu , click Delete, and then click OK. The Web Part is deleted from the Web Part Page and can be added again later. Any customizations that you made to the Web Part are not saved. You can add a new instance of the Web Part to your page later. Connect data in Web Parts In many products and technologies, connecting sets of data from different data sources is challenging and requires programming skill. However, you can use the menus and buttons within a Web Part (Web Part: A modular unit of information that consists of a title bar, a frame, and content. Web Parts are the basic building blocks of a Web Part Page.) to create data connections without writing any custom code. For example, by connecting Web Parts, you can present data from two Web Parts in alternate views, perform related calculations between two Web Parts, and filter a Web Part by using values from another Web Part — all on one Web Part Page (Web Part Page: A special type of Web page that contains one or more Web Parts. A Web Part Page consolidates data, such as lists and charts, and Web content, such as text and images, into a dynamic information portal built around a common task.). Overview of Web Part connections By using Web Part connections, you can create or enhance your Web Part Pages. You connect Web Parts so that when you perform an action in one Web Part, it changes the contents of another Web Part. 267 For example, you can connect an Employees List View Web Part to the Image Web Part by passing data between the two Web Parts. Each time you select a row in the Employees List View Web Part that contains a column with a picture of that employee, you can see the picture displayed in the Image Web Part. A Web Part connection is a way to pass data from one Web Part to another Web Part and synchronize their behavior. One Web Part provides the data. Data can be lists, rows, cells, or parameter values. The other Web Part gets the data. You can create the Web Part connection from either Web Part by using the connection type submenu from the Connections command on the Web Part menu. For example, if one Web Part's connection type submenu command says Provide Row To, the other Web Part's connection type submenu command says Get Row From. Not only can you create Web Part connections on the same Web Part Page, but you can also create connections between Web Parts on two different Web Part Pages in the same top-level site by using a Web design program that is compatible with Microsoft Windows SharePoint Services, such as Microsoft Office SharePoint Designer 2007. Create Web Part connections Creating a Web Part Page with Web Part connections is a three-step process. 268 Step 1: Decide what data you want available on the Web Part Page Often, there are one or more List View Web Parts that provide the data that you want. Lists present your data in a tabular format and make it easy to modify and refresh data, change the sort order, filter within the list, and aggregate data. By using the view selector in the tool pane, you can change the view of a List View Web Part, to work with just the columns that you need. Step 2: Add the Web Parts to the Web Part Page Most lists are available as List View Web Parts in your site Web Part gallery. Other Web Parts are usually available in other Web Part galleries that you have access to. Sometimes, you may need to import a Web Part from another site that has an interesting or useful instance of a Web Part. You can also search for Web Parts on external Web sites and then request that they be installed on your Web site by your site administrator. For example, you can find Web Parts in the Microsoft Office SharePoint Server 2007 Web Component Directory or on a Web site from another software manufacturer. Over time, your Web Part galleries will grow and adapt to your needs and the needs of your organization. Step 3: Connect the Web Parts to get the results you want You can create connections only between Web Parts that support Web Part connections. Web Parts that support Web Part connections include the List View Web Part, Form Web Part, and Image Web Part. The Connections submenu on the Web Part menu displays only the type of connection that you can create, and the available Web Parts submenu displays only compatible Web Parts. After you complete steps 1 and 2, decision-making is simple and no knowledge of scripting or coding is required to make the Web Part connection. NOTE You can create connections only between Web Parts that are on the same Web Part Page. To connect a Web Part to data from another site or data source, you add a data view by using a Web design program that is compatible with Microsoft Windows SharePoint Services, such as Office SharePoint Designer 2007. Create or change a connection between two Web Parts 269 By using menus and dialog boxes, you can connect Web Parts, pass data between them, and synchronize their behavior. 1. Open the Web Part Page. 2. On the Site Actions menu 3. Decide which two Web Parts you want to connect. You can create or change the same connection by starting from either Web Part. 4. From either one of the Web Parts, click the Web Part menu , point to Connections, point to the type of connection that you want to create or change, such as Provide Row To or Get Sort/Filter From, and then click the name of the Web Part for which you want to create or change a connection. 5. Key to commands on the Connections submenu Command on the Connections submenu Provide Row To , click Edit Page. 6. Description You can connect the List View Web Part to another Web Part by passing a selected row of data to the other Web Part. Depending on how the other Web Part was created and gets the data, the other Web Part might display the row data or use the row data as a filter or parameter value. In standard view, a Select Item column containing option buttons is automatically added when you connect the List View Web Part, so that you can indicate which row to pass to the other Web Part. You can select only one row at a time in standard view. Some columns, such as the Edit column, are not available for use in a Web Part connection. In datasheet view, you can select multiple rows, but only one row is passed to the other Web Part. If multiple rows are selected, the row containing the active cell is passed to the other Web Part, and all other rows are ignored. You cannot provide data in the Total row or New row to the other Web Part. With this type of connection, you can have more than one Web Part connected to the List View Web Part. Provide Data To You can connect the List View Web Part to another Web Part that works with list data. In this case, the List View Web Part is the data source for the other Web Part. In standard and datasheet view, only the data in the view is provided to the other Web Part. With this type of connection, you can have more than one Web Part connected to the List View Web Part. Get Sort/Filter From In standard and datasheet view, you can connect the List View Web Part to another Web Part that can provide the following information to it: One or more column name and value pairs of data that filter data in the List View Web Part. A column of data to sort data by either ascending or descending order in 270 the List View Web Part. With this type of connection, only one other Web Part can be connected to the List View Web Part. 7. The Web Part menu may not be enabled or visible on your Web Part Page for several reasons, including that the Web Part or the zone does not support connections, you are using a browser that is not compatible with Windows SharePoint Services, or connections are disabled on your site. 8. For some Web Part connections, you might need to select additional information in the Configure Connection dialog box. For example, you might need to select the connection type that you want to use or a column that you want to filter. Also, depending on how one or both of the Web Parts were created, you may see additional dialog boxes that are unique to the Web Part connection. For more information, see the Help information, if any, for the custom Web Part. TIP You can hide a Web Part if you want to use it to provide data to another Web Part through a Web Part connection, but you don't want to display the Web Part. NOTES  The connection type submenu can vary from Web Part Page to Web Part Page and from Web Part to Web Part for several reasons, including differences among the property settings for the Web Part Page, Web Part, or Web Part zone, the type or compatibility of Web Parts on the page, and whether the Web Parts have compatible connection types.  Only Web Parts that can be connected appear on the available Web Parts submenu. Some Web Parts on the Web Part Page may not be designed to make connections, some Web Parts may not support connections to the current Web Part, or certain connection limits may currently be exceeded. Complete a Web Part connection in the Configure Connection dialog box You use the Configure Connection dialog box to match columns between the Web Part that gets the data and the Web Part that provides the data. NOTE You can make a connection that is correct, but not meaningful. For example, the Web Part that provides the data may have a product ID column and the Web Part that gets the data may have an employee ID column. Although you can match these columns, the results will not make sense. In the Column list box, select a column from the Web Part that gets the data, the Web Part that provides the data, or both. 271 The following are common examples:  Matching a row of data in one Web Part to a cell or field of data in another Web Part  The Web Part that you are connecting from is a Contacts List View Web Part. One of the columns in the list view is a column that contains a hyperlink called Photo, which contains a URL to a picture of the contact. You make a connection to the Image Web Part, which can display only a URL that contains a picture. You need to choose the Photo column from the Contacts Web Part to provide the correct match to the Image Web Part.  Matching a row of data in one Web Part to a column of data in another Web Part so that you can filter it  The Web Part that you are connecting from is a List View Web Part that contains order data. One of the columns in the list view is a column that contains a line item called OrdersDetailsID. You make a connection to another List View Web Part that has several columns that contains order details, one of which is a matching column called OrdersDetailsID. To connect the two Web Parts so that when you select the order in one Web Part, it displays each line item for that order in the other Web Part, you must match the OrdersDetailsID columns in each Web Part. NOTE The column names do not have to be the same, but the underlying data must match or have the same value. Remove a connection between two Web Parts 1. Open the Web Part Page. 2. On the Site Actions menu 3. From either one of the Web Parts from which you want to remove the connection, click the Web , click Edit Page. Part menu , point to Connections, point to the type of connection that you want to remove — for example, Provide Row To or Get Sort/Filter From — and then click the name of the Web Part from which you want to remove a connection. a. NOTE A check mark appears on the connections submenu for each selection that has a connection enabled. If you do not see a check mark, no connection is enabled. 4. In the Configure Connection dialog box, click Remove Connection. 5. When you are prompted to confirm that you want to remove the connection between Web Parts, click OK. Common types of Web Part connections There are many ways to combine and connect Web Parts on a Web Part Page. You can create several of these Web Part connections on your Web Part Page. The following scenarios describe common types of data connections between Web Parts. Master and details 272 You have a master list of data and you need to display detailed information related to this master list. An Employee Basics Web Part contains basic, commonly accessed employee data, such as ID, name, and job title. To look up employee details, you select a row. The row is passed to the other Web Part. In the Employee Details Web Part, all the employee details are displayed in a form view. In a List View Web Part, you can even sort and filter a large list to help find the employee before you select the row. If the detail data is extensive, you can even display the Employee Details Web Part on another Web Part Page. Summary and details You have a summary list of data and you need to display the detailed information that produces the summary data. A Year-to-Date Pay Stub Web Part contains your compensation information. 273 You select the summary information about your accumulated vacation time and sick days. The summary information is passed to the other Web Part. In the Pay Stub Details Web Part that displays weekly data, you verify the weeks when you recorded those days in order to refresh your memory or confirm their accuracy. Parent and child You display a list of data (the parent), and for each row there is one or more related rows (the children) that you want to display in another list. An Orders Web Part provides a list of the most recent customer orders. You click the row that contains the order that you want to examine. The row is passed to the other Web Part. In the Order Details Web Part, all the line items for that order are displayed. Search and filter You want to enter data, such as search or filter criteria, in one Web Part to display the results in another Web Part. 274 In the Book Search Web Part, you enter the book information, such as title, author, and subject, to try to find the book or set of books. You click SUBMIT. The search criteria are passed to the other Web Part. The Book List Web Part displays one or more books that match your search criteria. Calculations Although you can often calculate data inside a Web Part, sometimes you may want to combine two Web Parts to make your calculations more flexible. You enter mortgage numbers into a Mortgage Numbers Web Part. You click GO. The mortgage numbers are passed to the other Web Part. The Mortgage Calculator Web Part computes the mortgage and displays the monthly payment schedule. 275 Alternate data views Viewing your data in several different ways can help you to understand implications, trends, and relationships. You can pass lists, rows, and cells (or fields and parameters) from one Web Part and display the data in an alternate view. An alternate view of a list You want to display all company employees in a hierarchy chart. The Employees Web Part displays the employee ID, employee name, job title, and manager ID of everyone who works for your company. Because you are using all the data, no selection is required. All the data is passed to another Web Part. The Organization Chart Web Part displays the working relationships between employees and can display alternate views of this hierarchy. An alternate view of a row You want to view a row of demographic data in a chart, such as a pie chart or bar graph. 276 A Population Statistics Web Part displays demographic data such as age, income, and heritage. You select a row of demographic data. You pass the data to another Web Part. The Chart Web Part displays the row of data in a pie chart and alternatively a bar graph. An alternate view of a cell You want to track the overall progress of a fund-raising drive. In a Fund-Raising Web Part, each member of a group enters the amount of money he or she raised. The current total is displayed in a total field. The total field is passed to the other Web Part. 277 You check your group's overall progress in the Charity Goal Web Part. Data enhancement You want to augment basic data about people and places to make it more interesting, appealing, and useful. A Contacts Web Part displays information that you need to keep track of business associates, such as name, address, and perhaps a photo. You select a contact. A row of data is passed to the other Web Part. You see a photo of the contact displayed in the Image Web Part and then locate the contact's business address in a Map Web Part Customize a Web Part Page If you are a site owner or administrator, you can customize your Web Part Page in a variety of ways, such as editing the Web Part Page title bar, adding Web Parts, customizing the views of List View Web Parts, and changing the layout of the Web Part Page. After you add Web Parts to your Web Part Page, you can connect Web Parts to create even more custom solutions for your page. If you have a Web design program that is compatible with Microsoft Windows SharePoint Services, such as Microsoft Office SharePoint 278 Designer 2007, you can further customize the layout of your Web Part Page. For more information about using Office SharePoint Designer 2007 to edit a Web Part Page, see Office SharePoint Designer 2007 Help. Create a personal view or restore the shared view of a Web Part Page You are in a shared view by default when you view a site or page. Any changes that you make to the page while you are in the shared view are visible to anyone who visits the page. If you create a personal view of a page, the changes that you make to that page are visible only to you. Create a personal view 1. At the top of the page, click Welcome Your Name, and then click Personalize this Page. 2. Make whatever changes you want to customize the page. You can add or remove Web Parts, as well as modify the properties of other Web Parts on the page, customize the views for any List View Web Parts on the page, and customize the properties of other Web Parts on the page. a. 3. NOTE You can close Web Parts in a personal view, but you cannot delete Web Parts from the page. When you finish, click Exit Edit Mode. Restore the shared view You can delete the personalized changes that you made to a Web Part Page and revert to the current shared property values for the Web Parts on the page. CAUTION The Reset Page Content command permanently deletes the personalized Web Part property values and permanently deletes any personalized Web Parts. If you want to create another personal view, you must make your customizations again. 1. At the top of the page, click Welcome Your Name, and then click Reset Page Content. 2. When you are prompted to confirm that you want to reset the page content, click OK. NOTE The Reset Page Content command is visible only in personal view and if you previously personalized the Web Part Page. Edit the Web Part Page title bar 279 The title bar of a Web Part Page contains a title, caption, description, and image. An administrator or a user with sufficient permissions to modify a Web Part Page for all users can add, modify, or remove these items. The title, caption, description, and image are optional and can be changed for all users who share the Web Part Page. However, they cannot be personalized for an individual user. An administrator can also enable anonymous access to a server running Windows SharePoint Services. When a user visits the Web Part Page, an authentication button automatically appears, and the user must sign in to view the page or to make changes to the Web Part Page. NOTE If the Web Part Page is stored in a document library, you may need to check out the Web Part Page document before making any changes such as adding Web Parts. When you finish, be sure to check the document back in to the library to make the changes visible to all users. 1. On the Site Actions menu 2. Click Edit Title Bar Properties. 3. You can edit any of the following attributes of the title bar in the tool pane: Title, Caption, Description, and Image Link. a. , click Edit Page. Web Part Page Title Bar properties i. NOTE You cannot view or edit any of these custom properties in a personal view. Property Title Description The main text heading in the title bar of a Web Part Page. Initially, it is set to a value based on the file name of the page. Because the title is optional, you can change or delete it. There is no limit to the length of the title. TIP Because a long title occupies considerable space on a Web Part Page, you may want to balance the length of the title bar with the rest of the Web Parts on the page. Caption A supplemental description for a Web Part Page. The caption is optional. If it exists, it appears above the title in the title bar of the Web Part Page. The maximum length of a caption is 100 characters. Description Supplemental information for the title or caption of a Web Part Page. The description is optional, and if it exists, it appears when you rest your mouse pointer on the title or caption of a Web Part Page. The maximum length of a description is 255 characters. Image Link An image such as a company logo, which appears to the left of the Web Part Page title. The image is optional. By default, it is set to a logo that you can delete or replace. An image is displayed at the size in which it is provided. The location of the image file can be specified as either a Web address or a file path. The supported file extensions 280 for image files are .bmp, .gif, .jpg, .jpeg, and .pict. Authentication Button 4. A server running Windows SharePoint Services has anonymous access disabled by default and automatically prompts users to sign in before they access the server. Alternatively, an administrator can enable anonymous access and allow users to sign in only when they want to see or specify personal settings for a Web Part Page on the server. To save your changes and close the tool pane, click OK. To view your changes without closing the tool pane, click Apply. Add a Web Part The fastest way to add a Web Part to a Web Part Page is to use the Add Web Parts dialog box. You can use the dialog box to quickly add lists, libraries, and other Web Parts to your Web Part Page. If you are a site administrator, you can add new Web Parts to the list that appears in the Add Web Parts dialog box, and you can create custom groups in which you can display certain Web Parts together in the list. NOTE If the Web Part Page is stored in a document library, you may need to check out the Web Part Page document before making any changes such as adding Web Parts. When you finish, be sure to check the document back in to the library to make the changes visible to all users. 1. On the Site Actions menu 2. In the Web Part zone in which you want to add the Web Part, click Add a Web Part. 3. In the Add Web Parts dialog box, select the check box for the Web Part that you want to add to the page. a. , click Edit Page. Types of Web Parts i. Windows SharePoint Services provides several Web Parts that are ready to use with your site. You can use these built-in Web Parts, customize them to suit your needs, or create new Web Parts and upload them for use throughout your site. ii. Default Web Parts 1. The following Web Parts are included by default in any site and can be customized to suit the needs of your team. Many of these Web Parts can also be connected to each other to create a variety of unique solutions: a. Content Editor Web Part You can use the Content Editor Web Part to add formatted text, tables, hyperlinks, and images to a Web Part Page. 281 b. Form Web Part You can use the Form Web Part to connect to and filter a column of data in another Web Part. Both Web Parts must run on the same server. c. Image Web Part You can use the Image Web Part to add a picture or graphic to a Web Part Page. To more easily coordinate the image with other Web Parts on the page, you can control the vertical alignment, horizontal alignment, and background color of the image inside the Image Web Part by editing its custom properties in a shared view. d. List View Web Part You can use the List View Web Part to display and edit list or library data on your site and to connect to other Web Parts, including other List View Web Parts. Lists are information that you share with team members and often display in tabular format. List views display this information in different ways for different purposes, such as filtering, sorting, or selecting specific columns. e. NOTE There is no Web Part called List View. When you create a list on your site, a List View Web Part is automatically created and named after the list. For example, if you create a list called Boats, a Web Part called Boats will be available in the Site Name gallery. The Web Part automatically displays the data contained in the list that you created. f. Page Viewer Web Part You can use the Page Viewer Web Part to display a Web page, file, or folder on a Web Part Page. You enter a hyperlink, file path, or folder name to link to the content. g. Site Users Web Part You can use the Site Users Web Part to display a list of users and groups who have permission to use a site. The Site Users Web Part automatically appears on the home page of a Document Workspace site. You can also add the Site Users Web Part to any Web Part Page. h. NOTE In sites that are running on Microsoft Windows SharePoint Services 2.0 and earlier, the Site Users Web Part was called the Members Web Part. i. XML Web Part You can use the XML Web Part to display Extensible Markup Language (XML) and apply Extensible Stylesheet Language Transformations (XSLT) to the XML before the content is displayed. For example, you might have an XML file that contains a list of boats, prices, and links to images of the boats. You can use the XSLT to transform the data to display a list of boats and prices and make the boat name a hyperlink to display the image in a separate window. iii. Preconfigured List View Web Parts 1. The following Web Parts are built into the Windows SharePoint Services team site template and are automatically configured and 282 ready to use on a Web Part Page when you create a new team site. Different combinations of these Web Parts are included when you create a team site or workspace site, depending on which site template you select. 2. NOTE These Web Parts are derived from the List View Web Part and use preconfigured Web Part templates to create their unique layout and design. To add data to these lists, on the Quick Launch, click View All Site Content, and then click Lists. On the All Site Content page, click the name of the list for which you want to add data. a. Announcements Use the Announcements Web Part to post news, status, and other short bits of information that you want to share with team members. b. Calendar Use the Calendar Web Part to display upcoming events or team schedules. c. Links Use the Links Web Part to post hyperlinks to Web pages that interest your team. d. Shared Documents Use the Shared Documents Web Part to share files from the default document library with site users. e. Tasks Use the Tasks Web Part to assign a task to a member of your team, specify its due date and priority, and indicate its status and progress. f. Team Discussion Use the Team Discussion Web Part to provide a forum for talking about topics that interest your team. iv. Custom Web Parts 1. By using a programming environment that is compatible with Windows SharePoint Services, such as Microsoft Visual Studio, developers can exploit the full feature set of Microsoft ASP.NET to create custom Web Parts. A Web Part Page is an ASP.NET file (.aspx), and Web Parts are derived from Web Form Controls. To further enhance Web Part Pages, developers can create their own Web Parts that provide new functionality. Developers can also add custom properties to the Web Parts, add custom builders in the tool pane for specialized user interfaces, and connect to other Web Parts by using Web Part connections. For more information about creating and deploying Web Parts, see the Windows SharePoint Services 3.0 SDK, which is available from the Windows SharePoint Services Developer Center on MSDN. 2. You can also use Web Parts that other people or companies have created. You must have appropriate permissions to add a third-party Web Part to your Web Part Page or site. Some Web Parts may need to be deployed directly to the server. If you are unable to add a thirdparty Web Part to your Web Part Page or site, contact your administrator for assistance. 3. TIP You can add more than one type of Web Part by selecting additional check boxes for the Web Parts you want to add. 283 4. Click Add. Customize the view of a list or library in a Web Part After you add a List View Web Part to a Web Part Page, you can customize the view to show only the information that you want to display on the page. You edit the current view from the Web Part Page. You can also create custom views of a list or library, which you can use to display different sets of information in different instances of the Web Part for that list or library. You create custom views of a list or library by using the View menu on the list or library that you want to customize. Find links to more information about creating custom views of a list or library in the See Also section. 1. On the Site Actions menu , click Edit Page. 2. Click the Web Part menu Modify Shared Web Part. 3. In the tool pane, click Edit the current view. 4. In the Columns section, you can show or hide columns by selecting the appropriate check boxes. Next to the column name, enter the number for the order of your column in the view. 5. In the Sort section, choose whether and how you want the information to be sorted. You can use two columns for the sort, such as first by author, and then by file name for each author. 6. In the Filter section, choose whether and how you want to filter the information. A filtered view shows you a smaller selection, such as items created by a specific department or with an Approved status. 7. In the Group By section, you can group items with the same value in their own section, such as an expandable section for documents by a specific author. 8. In the Totals section, you can count the number of items in a column, such as the total number of issues. In some cases, you can summarize or distill additional information, such as averages. 9. In the Style section, select the style that you want for the view, such as a shaded list in which every other row is shaded. of the Web Part that you want to customize, and then click 10. If your list or library has folders, you can create a view that doesn't include the folders. This is sometimes called a flat view. To view all your list items at the same level, click Show all items without folders. 11. If your list or library is large, you can limit how many files can be viewed in the list or library or how many files can be viewed on the same page. In the Item Limit section, select the options that you want. 12. If you plan to view the list or library on a mobile device, select the options that you want in the Mobile section. 13. Click OK. Change the layout of a Web Part Page 284 You can move Web Parts around on a Web Part Page to place them in any order, in any Web Part zone that you want. When viewing a site in a Web browser, you cannot change the template that you selected when you created the Web Part Page. If you have a Web design program that is compatible with Microsoft Windows SharePoint Services, such as Office SharePoint Designer 2007, you can further change the structure of the Web Part Page. NOTE If the Web Part Page is stored in a document library, you may need to check out the Web Part Page document before making any changes such as adding Web Parts. When you finish, be sure to check the document back in to the library to make the changes visible to all users. 1. On the Site Actions menu , click Edit Page. 2. Drag the Web Parts to new locations or Web Part zones on the page. 3. When you finish, click Exit Edit Mode. Manage and share Web Parts and Web Part Pages This article is intended for site owners and administrators. It provides an overview of how to configure and manage Web Part galleries and Web Part Pages. Overview of Web Part galleries A Web Part gallery is a central warehouse of Web Parts where you can locate a specific Web Part when you are creating a Web Part Page. Depending on how your site is configured, up to four different Web Part galleries may be available. If you have the appropriate permissions, you can access the available Web Part galleries on your site by clicking either Browse or Search in the tool pane. After you locate the Web Part that you want, you typically drag it to your Web Part Page. Closed Web Parts The Closed Web Parts gallery is a collection of Web Parts that are available to a specific Web Part Page but not visible on the page, whether you are browsing through or designing the page. Each Web Part Page has its own Closed Web Parts gallery. Through this gallery, a Web Part Page author can, for example, create a collection of recommended Web Parts for users to add to the Web Part Page. 285 The Closed Web Parts gallery also contains Web Parts that at one time were on the page but have since been closed by you or another user (on the Web Part menu , click Close, or click ). Web Parts can be closed by you when you personalize the Web Part Page in a personal view or by the Web Part Page author who created the page for all users in a shared view. Closing a Web Part removes the Web Part from the Web Part Page and moves it to the Closed Web Parts gallery. A closed Web Part (as opposed to a deleted Web Part) is still technically on the Web Part Page but is not available because its IsIncluded property is set to False. However, you can add it back to the Web Part Page at any time, if you have the appropriate permission. Site Name Gallery The Site Name Gallery is often the central Web Part gallery for your work group. This Web Part gallery is typically managed by your server administrator, who decides which Web Parts are available and safe for your site. The name of this gallery is based on the title of your site. For example, if your site is named Margie's Travel, the site gallery is called Margie's Travel Gallery. There is only one Site Name Gallery for each site collection and any subsites under it. Server Gallery If your enterprise is large, has many sites, and has decided to conveniently install the same set of Web Parts on many sites, these Web Parts may be stored in the Server Gallery. You can deploy Web Parts in a Server Gallery by developing a Web Part Package file (.cab). For more information about deploying Web Parts on servers, see the Microsoft Windows SharePoint Services 3.0 SDK, which is available from the Windows SharePoint Services Developer Center on MSDN. NOTE Additional galleries may be available. Manage the Web Part Gallery You can use a gallery of Web Parts to manage the Web Parts that are available to your site and all sites under it. You can add and upload new Web Parts and change certain Web Part properties in the Web Part Gallery. Web Parts added to the gallery are listed under the Site Name Gallery on the tool pane. 286 NOTE To manage the Web Part Gallery, you must be a site collection administrator or you must have the Full Control permission level on the site, and you must be at the root site of the site collection. If you cannot access the Site Settings menu, or if you do not see a link for Web Parts listed on the Site Settings page, contact your site collection administrator for assistance. 1. On the Site Actions menu a. , click Site Settings. NOTE On a site for which the Site Actions menu is customized, point to Site Settings, and then click the settings that you want to view. 2. In the Galleries column, click Web Parts. 3. Do one of the following: a. To add new Web Parts to the gallery, click New. b. To upload a Web Part by using a .dwp or .webpart file, click Upload. c. To edit the properties for a specific Web Part, click the Edit button name of the Web Part. next to the Add a Web Part to a custom group You can put Web Parts into custom groups that you specify. The custom group is listed under the All Web Parts section of the Add Web Parts dialog box when you click Add a Web Part while the page is in edit mode. NOTE 1. Each Web Part can belong only to a single group. On the Site Actions menu a. , click Site Settings. NOTE On a site for which the Site Actions menu is customized, point to Site Settings, and then click the settings that you want to view. 2. In the Galleries column, click Web Parts. 3. Click the Edit button 4. In the Group section, do one of the following: 5. for the Web Part that you want to edit. a. To add the Web Part to an existing group, select the group name. b. To add the Web Part to a new group, click Specify your own value. In the text box, type the name of the new group. Click OK. The Web Part will be listed under the group name in the All Web Parts section of the Add Web Parts dialog box. Import and export Web Parts 287 Web Parts are designed to be easy to export and import. When you personalize a Web Part or when a site owner makes a change to a Web Part Page for all users, you or the site owner may want to share it with other users at your site or even another site. For example:  You can export the Web Part from a Web Part Page and then share the Web Part description file (.dwp or .webpart) with other users. Other users can then import the Web Part to a Web Part Page. Alternatively, a site owner can upload the Web Part directly to a Web Part gallery so that all users can access it.  A site owner can export a Web Part from a Web Part gallery and then save the file to a public location. Other users can then import the Web Part to a Web Part Page. Or another site owner can upload the Web Part description file to another site Web Part Gallery. In all cases, it is important to ensure that the Web Part assembly file is also installed on the new site, so that the new Web Part that you created can run on the new site. NOTE You cannot export a List View Web Part. Lists are specific to a site and cannot be transported to other sites in the same way as other Web Parts. If you want to move list data from one site to another, you can export the list data from one site and then import the data to a list on the other site. When you create a new list on the other site, a new List View Web Part is created and added to the Site Name Gallery. Export a Web Part You can export a Web Part and share it with other users. Remember that List View Web Parts cannot be exported. Web Parts that can be exported include the following: Content Editor Web Part, Form Web Part, Page Viewer Web Part, XML Web Part, and Image Web Part. 1. On the Site Actions menu , click Edit Page. 2. Click the Web Part menu 3. In the File Download dialog box, click Save. 4. Select a location to which you want to save the Web Part file. 5. If you want the file to have a different name, type the name in the File name box. 6. Click Save. of the Web Part that you want to edit, and then click Export. Import a Web Part If you exported a Web Part from another page or site or if someone sends you a Web Part file, you can import the Web Part for use on your Web Part Page. 288 NOTE Importing a Web Part makes it available only to the Web Part Page to which it is imported, not to other pages on the site. For information about uploading Web Parts to the server for use by multiple sites, see the Windows SharePoint Services 3.0 SDK, which is available from the Windows SharePoint Services Developer Center on MSDN. 1. On the Site Actions menu 2. In the Web Part zone that you want to add the Web Part to, click Add a Web Part. 3. Click Advanced Web Part gallery and options to display the tool pane. 4. At the top of the tool pane, click the arrow, and then click Import. 5. Click Browse. 6. Locate the Web Part file that you want to import, and then click Open. 7. Click Upload. 8. Select the Web Part zone that you want to add the Web Part to, and then click Add. TIP , click Edit Page. You can also drag the Web Part to the location where you want it on the Web Part Page. Manage Web Part Page permissions You can manage permissions to individual Web Part Pages that you create. By changing the permissions to a Web Part Page, you can restrict how users interact with the page, for example, which users can edit the page and which users can only read the page. 1. Open the document library that contains the Web Part Page. 2. Point to the name of the Web Part Page, click the arrow that appears, and then click Manage Permissions. 3. Do one of the following: a. If the document inherits permissions from the parent folder or library and you want to continue inheriting permissions, on the Actions menu Permissions of Parent. b. If the document inherits permissions from the parent folder or library and you want to use unique permissions for the document, on the Actions menu click Edit Permissions. c. , click Manage If the document uses unique permissions, proceed to step 5. 4. Click OK. 5. Select the check boxes for the users or groups that you want to edit. 6. On the Actions menu , click Edit User Permissions. , 289 7. NOTE Select the check boxes for the permissions that you want to assign to the users or groups, and then click OK. By default, all new Web Part Pages inherit permissions from the parent folder or document library. The first time you edit the permissions for a Web Part Page, the page is changed to use the unique permissions that you specify. To restore the default permissions, click Inherit Permissions from Parent on the Permissions page. Display data from a list or library on a separate page You can customize the home page or other pages on a site by using Web Parts (Web Part: A modular unit of information that consists of a title bar, a frame, and content. Web Parts are the basic building blocks of a Web Part Page.) to display data from a list or library on the page. When you create a list or library, a Web Part of the same name is created automatically. For example, if you create a list called Contracts, a Web Part called Contracts is also created. The Web Part displays data from the list or library that you created. NOTE You must be a site owner to add or edit the shared view of a Web Part on a page. Ways to display lists and libraries in a Web Part When you create a site, Web Parts are added to the site home page automatically. For example, a team site includes Announcements, Calendar, and Links lists by default. Each Web Part shows a view of a list of the same name. You can add other Web Parts to the home page to display lists or libraries. When you want to create a custom page, you can create a Web Part Page (Web Part Page: A special type of Web page that contains one or more Web Parts. A Web Part Page consolidates data, such as lists and charts, and Web content, such as text and images, into a dynamic information portal built around a common task.) and then add Web Parts to the page that display other lists. The following are examples of ways that you can use a Web Part to display data from a list or library:  Advertise documents in a library that are ready for review or documents that your team uses frequently.  Track project data in a tasks list, and group, filter, or sort the data by a column that contains a team name or a person's name or role.  Provide a tool for finding detailed employee information — for example, benefit options, family status, and medical insurance coverage — in a list. 290  Examine pending customer orders in a list.  Visually enhance information about project team members by displaying both contact information from a contacts list and a picture of each person through a connected Image Web Part for a different list. Find more information about connecting Web Parts in the See Also section. Display a list or library in a Web Part 1. Open the page that you want to add the Web Part to. 2. On the Site Actions menu 3. In the area where you want to add the Web Part, click Add a Web Part. 4. Select the check box next to the list or library that you want to display on the page, and then click Add. , click Edit Page. Display a different view of a list or library in a Web Part By default, a Web Part displays the default view of a list or library. However, you can change the Web Part to display any view that you want. If you edit that view, the changes are copied between the list or library and the Web Part. This ensures that views are consistent across the site. The data in the list or library does not change. CAUTION Be careful when you switch to a different view from the current view. You may delete changes that you made to the current view and may disable Web Part connections that depend on columns in the current view. You are prompted for confirmation if you switch views. 1. On the Site Actions menu 2. Click the Web Part menu the following: , click Edit Page. of the Web Part that you want to change, and then do one of a. If you are in a shared view, click Modify Shared Web Part. b. If you are in a personal view, click Modify My Web Part. 3. The tool pane opens. Use the tool pane to choose settings that control the layout and appearance of the Web Part. 4. In the Selected View list, click the name of the view that you want to display. 5. TIP You can also edit the current view by clicking Edit the current view and then changing the settings for the view. When you do this, you change the view everywhere that it is used in the site. 6. In the tool pane, click OK. 291 Customize the view of a list or library in a Web Part After you add a List View Web Part to a Web Part Page, you can customize the view to show only the information that you want to display on the page. You edit the current view from the Web Part Page. You can also create custom views of a list or library, which you can use to display different sets of information in different instances of the Web Part for that list or library. You create custom views of a list or library by using the View menu on the list or library that you want to customize. Find links to more information about creating custom views of a list or library in the See Also section. 1. On the Site Actions menu , click Edit Page. 2. Click the Web Part menu Modify Shared Web Part. 3. In the tool pane, click Edit the current view. 4. In the Columns section, you can show or hide columns by selecting the appropriate check boxes. Next to the column name, enter the number for the order of your column in the view. 5. In the Sort section, choose whether and how you want the information to be sorted. You can use two columns for the sort, such as first by author, and then by file name for each author. 6. In the Filter section, choose whether and how you want to filter the information. A filtered view shows you a smaller selection, such as items created by a specific department or with an Approved status. 7. In the Group By section, you can group items with the same value in their own section, such as an expandable section for documents by a specific author. 8. In the Totals section, you can count the number of items in a column, such as the total number of issues. In some cases, you can summarize or distill additional information, such as averages. 9. In the Style section, select the style that you want for the view, such as a shaded list in which every other row is shaded. of the Web Part that you want to customize, and then click 10. If your list or library has folders, you can create a view that doesn't include the folders. This is sometimes called a flat view. To view all your list items at the same level, click Show all items without folders. 11. If your list or library is large, you can limit how many files can be viewed in the list or library or how many files can be viewed on the same page. In the Item Limit section, select the options that you want. 12. If you plan to view the list or library on a mobile device, select the options that you want in the Mobile section. 13. Click OK. Content Editor Web Part 292 You can use the Content Editor Web Part to add formatted text, tables, hyperlinks, and images to a Web Part Page. IMPORTANT  The Content Editor Web Part is intended for adding HTML content to a Web Part Page, which may include hyperlinks. However, this Web Part is not designed to connect to a Web site. If you need to connect a Web Part to a Web site, consider using the Page Viewer Web Part.  The Content Editor Web Part does not accept the HTML FORM element. If you need to add a Web Part that uses the FORM element, consider using the Page Viewer Web Part or the Form Web Part. Ways you can use the Content Editor Web Part You can use the Content Editor Web Part to add:  An introductory, formatted paragraph to a page.  A table of instructions to explain a chart on your page, the data that is used in the chart, and how the chart was created.  A set of hyperlinks to more information. Add content to the Content Editor Web Part There are three ways you can add content to the Content Editor Web Part: 1. Rich Text Editor You can use the Rich Text Editor to type formatted content automatically without prior knowledge of HTML syntax. Click the buttons on the Standard and Formatting toolbars at the top of the window to enter and format the content. Click Help on the Standard toolbar to display a summary of the tasks that you can perform and their corresponding buttons. 2. Source Editor You can use the Source Editor to enter or modify HTML source code. The Source Editor is a plain text editor and is intended for users who are familiar with HTML syntax. 3. Content Link Instead of editing content, you can link to existing content by entering a hyperlink to a text file that contains HTML source code. The two valid hyperlink protocols that you can use are: a. Hypertext Transfer Protocol (http://) 293 b. Hypertext Transfer Protocol with privacy, which uses Secure Sockets Layer (SSL) encryption (https://) You can use an absolute URL or a relative URL. However, you cannot use a file path. IMPORTANT If the Content Link property links to a file that is located outside the site and the site does not have anonymous user access enabled, you cannot access the file. For assistance, contact your site administrator. Combine edited and linked content You can combine edited and linked content to provide both primary and secondary information. For example, you can provide an error message as secondary information in the edited content, in case the linked content or primary information is not available. When you combine both edited and linked content, the linked content is always used first. If the linked content is not accessible, the edited content is used. Custom properties of the Content Editor Web Part The custom properties of the Content Editor Web Part are listed below. NOTE You cannot view or edit any of these custom properties in personal view. Property Rich Text Description Use to enter formatted text, tables, hyperlinks, and images. Knowledge of HTML syntax is not required. Editor Source Use to enter HTML source code into a simple text editor. Knowledge of HTML syntax is required. Editor Content Use to enter a hyperlink to a text file that contains HTML source code. The two valid hyperlink protocols that Link you can use are: Hypertext Transfer Protocol (http://) Hypertext Transfer Protocol with privacy, which uses Secure Sockets Layer (SSL) encryption 294 (https://) You can use an absolute URL or a relative URL. However, you cannot use a file path. IMPORTANT If the Content Link property links to a file that is located outside the site and the site does not have anonymous user access enabled, you cannot access the file. For assistance, contact your site administrator. Common properties of Web Parts All Web Parts share a common set of properties that control their appearance, layout, and advanced characteristics. NOTE The common Web Part properties that you see in the tool pane may be different from what is documented in this section for several reasons: To see the Advanced section in the tool pane, you must have appropriate permission. For a specific Web Part, a Web Part developer may have chosen not to display one or more of these common properties or may have chosen to create and display additional properties that are not listed below in the Appearance, Layout, and Advanced sections of the tool pane. Some permission and property settings may disable or hide Web Part properties. Appearance Property Description Title Specifies the title of the Web Part that appears in the Web Part title bar. Height Specifies the height of the Web Part. Width Specifies the width of the Web Part. Chrome Specifies whether the entire Web Part appears on the page when a user opens the Web Part Page. By State default, the chrome state is set to Normal and the entire Web Part appears. Only the title bar appears when the state is set to Minimized. Chrome Specifies whether the title bar and border of the Web Part frame are displayed. 295 Type Layout Property Hidden Description Specifies whether the Web Part is visible when a user opens the Web Part Page. If the check box is selected, the Web Part is visible only when you are designing the page and has the suffix (Hidden) appended to the title. You can hide a Web Part if you want to use it to provide data to another Web Part through a Web Part connection, but you don't want to display the Web Part. Direction Specifies the direction of the text in the Web Part content. For example, Arabic is a right-to-left language; English and most other European languages are left-to-right languages. This setting may not be available for all types of Web Parts. Zone Specifies the zone on the Web Part Page where the Web Part is located. NOTE Zones on the Web Part Page are not listed in the list box when you do not have permission to modify the zone. Zone Specifies the position of the Web Part in a zone when the zone contains more than one Web Part. Index To specify the order, type a positive integer in the text box. If the Web Parts in the zone are ordered from top to bottom, a value of 1 means that the Web Part appears at the top of the zone. If the Web Parts in the zone are ordered from left to right, a value of 1 means that the Web Part appears on the left of the zone. For example, when you add a Web Part to an empty zone that is ordered from top to bottom, the Zone Index is 0. When you add a second Web Part to the bottom of the zone, its Zone Index is 1. To move the second Web Part to the top of the zone, type 0, and then type 1 for the first Web Part. NOTE Each Web Part in the zone must have a unique Zone Index value. Therefore, changing the Zone Index 296 value for the current Web Part can also change the Zone Index value for other Web Parts in the zone. Advanced Property Description Allow Minimize Specifies whether the Web Part can be minimized. Allow Close Specifies whether the Web Part can be removed from the Web Part Page. Allow Hide Specifies whether the Web Part can be hidden. Allow Zone Specifies whether the Web Part can be moved to a different zone. Change Allow Specifies whether the Web Part can participate in connections with other Web Parts. Connections Allow Editing in Specifies whether the Web Part properties can be modified in a personal view. Personal View Export Mode Specifies the level of data that is permitted to be exported for this Web Part. Depending on your configuration, this setting may not be available. Title URL Specifies the URL of a file containing additional information about the Web Part. The file is displayed in a separate browser window when you click the Web Part title. Description Specifies the ScreenTip that appears when you rest the mouse pointer on the Web Part title or Web Part icon. The value of this property is used when you search for Web Parts by using the Search command on the Find Web Parts menu of the tool pane in the following Web Part galleries: Site, Virtual Server, and Web Part Page. Help URL Specifies the location of a file containing Help information about the Web Part. The Help information is displayed in a separate browser window when you click the Help command on the Web Part menu. 297 Help Mode Specifies how a browser will display Help content for a Web Part. Select one of the following: Modal Opens a separate browser window, if the browser has this capability. A user must close the window before returning to the Web page. Modeless Opens a separate browser window, if the browser has this capability. A user does not have to close the window before returning to the Web page. This is the default value. Navigate Opens the Web page in the current browser window. NOTE Even though custom Microsoft ASP.NET Web Parts support this property, default Microsoft Windows SharePoint Services 3.0 Help topics open only in a separate browser window. Catalog Icon Specifies the location of a file containing an image to be used as the Web Part icon in the Web Part Image URL List. The image size must be 16 by 16 pixels. Title Icon Image Specifies the location of a file containing an image to be used in the Web Part title bar. The image size URL must be 16 by 16 pixels. Import Error Specifies a message that appears if there is a problem importing the Web Part. Message Form Web Part You can use the Form Web Part to connect to and filter a column of data in another Web Part. Both Web Parts must be installed on a server running Microsoft Windows SharePoint Services. Ways you can use the Form Web Part You can use the Form Web Part to:  Filter all employees with the same last name in a List View Web Part that contains employee data.  Customize the Form Web Part by adding option buttons, check boxes, and text boxes with default values to filter a List View Web Part that contains product information. 298 Connect the Form Web Part to another Web Part To use the Form Web Part, you connect it with another Web Part that is capable of filtering through a Web Part connection, such as the List View Web Part. You connect the Form Web Part by selecting from the Connections submenu on the Web Part menu. You can connect the Form Web Part to one or more Web Parts on the Web Part Page. 1. If you are not already in edit mode, on the Site Actions menu , click Edit Page. 2. Click the Web Part menu , and then point to Connections. 3. Point to Provide Form Value To, and then click the name of the Web Part to which you want to link. After you connect the Form Web Part to another Web Part, you can type text in the text box and then click Go or press ENTER. The other Web Part will display data that matches the text you typed. To clear the text box so that you can type new text, select the current text, and then delete it. Customize the Form Web Part You can customize the Form Web Part by using either the Source Editor custom property or a Web design program that is compatible with Windows SharePoint Services, such as Microsoft Office SharePoint Designer 2007. You can enhance the Form Web Part by adding other form elements, such as option buttons, check boxes, default values, and list boxes. You can also create forms with several fields to combine criteria and then pass more complex filters to the other Web Part. After you customize the Form Web Part, you can create another instance of it and add it to a Web Part gallery on your site. If you customize the Form Web Part, keep in mind the following important points:  Only one Go button (which uses the HTML INPUT element) can be used to pass data to the other Web Part.  The Form Web Part uses the HTML FORM element. Certain HTML elements cannot be used inside the FORM element, including the HTML element, the BODY element, and the HTML FORM element.  All form field names must be unique. Each name value is used to connect to a corresponding column name in the Web Part that you are connecting to. 299  You can use only the following HTML FORM element controls, and they pass the following values to the other Web Part. Control Text box HTML element Value passed The VALUE attribute. <INPUT TYPE="text"> Text area <TEXTAREA> The VALUE attribute. Check box <INPUT The VALUE attribute if selected; the string "off" if not selected. TYPE="checkbox"> Option <INPUT button TYPE="radio"> Drop-down <SELECT> list box The VALUE attribute if selected; the string "off" if not selected. A comma-delimited string of the VALUE attributes of the selected options; the string "off" if no selection. For example, if "chairs" and "tables" are selected, the VALUE attribute is "chairs,tables". The Form Web Part only provides data to another connectable Web Part — it cannot get data from NOTE another connectable Web Part. For example, you cannot use the Form Web Part as a detail form to display a row of data. Custom property of the Form Web Part The custom property of the Form Web Part is listed below. NOTES  You cannot view or edit this property in a personal view.  You can more easily customize the Form Web Part by using a Web design program that is compatible with Windows SharePoint Services, such as Office SharePoint Designer 2007. Property Description Source Opens a Text Editor window where you can add or edit HTML source code. The Source Editor is intended for Editor users with knowledge of HTML syntax. CAUTION The Form Web Part dynamically creates a scripting routine at run time to create the connection to 300 the other Web Part. Do not modify the onkeydown or onclick event code in the Source Editor, or you may unintentionally break the Form Web Part. Common properties of Web Parts All Web Parts share a common set of properties that control their appearance, layout, and advanced characteristics. NOTE The common Web Part properties that you see in the tool pane may be different from what is documented in this section for several reasons:  To see the Advanced section in the tool pane, you must have appropriate permission.  For a specific Web Part, a Web Part developer may have chosen not to display one or more of these common properties or may have chosen to create and display additional properties that are not listed below in the Appearance, Layout, and Advanced sections of the tool pane.  Some permission and property settings may disable or hide Web Part properties. Appearance Property Description Title Specifies the title of the Web Part that appears in the Web Part title bar. Height Specifies the height of the Web Part. Width Specifies the width of the Web Part. Chrome Specifies whether the entire Web Part appears on the page when a user opens the Web Part Page. By State default, the chrome state is set to Normal and the entire Web Part appears. Only the title bar appears when the state is set to Minimized. Chrome Type Layout Specifies whether the title bar and border of the Web Part frame are displayed. 301 Property Hidden Description Specifies whether the Web Part is visible when a user opens the Web Part Page. If the check box is selected, the Web Part is visible only when you are designing the page and has the suffix (Hidden) appended to the title. You can hide a Web Part if you want to use it to provide data to another Web Part through a Web Part connection, but you don't want to display the Web Part. Direction Specifies the direction of the text in the Web Part content. For example, Arabic is a right-to-left language; English and most other European languages are left-to-right languages. This setting may not be available for all types of Web Parts. Zone Specifies the zone on the Web Part Page where the Web Part is located. NOTE Zones on the Web Part Page are not listed in the list box when you do not have permission to modify the zone. Zone Specifies the position of the Web Part in a zone when the zone contains more than one Web Part. Index To specify the order, type a positive integer in the text box. If the Web Parts in the zone are ordered from top to bottom, a value of 1 means that the Web Part appears at the top of the zone. If the Web Parts in the zone are ordered from left to right, a value of 1 means that the Web Part appears on the left of the zone. For example, when you add a Web Part to an empty zone that is ordered from top to bottom, the Zone Index is 0. When you add a second Web Part to the bottom of the zone, its Zone Index is 1. To move the second Web Part to the top of the zone, type 0, and then type 1 for the first Web Part. NOTE Each Web Part in the zone must have a unique Zone Index value. Therefore, changing the Zone Index value for the current Web Part can also change the Zone Index value for other Web Parts in the zone. Advanced 302 Property Description Allow Minimize Specifies whether the Web Part can be minimized. Allow Close Specifies whether the Web Part can be removed from the Web Part Page. Allow Hide Specifies whether the Web Part can be hidden. Allow Zone Specifies whether the Web Part can be moved to a different zone. Change Allow Specifies whether the Web Part can participate in connections with other Web Parts. Connections Allow Editing in Specifies whether the Web Part properties can be modified in a personal view. Personal View Export Mode Specifies the level of data that is permitted to be exported for this Web Part. Depending on your configuration, this setting may not be available. Title URL Specifies the URL of a file containing additional information about the Web Part. The file is displayed in a separate browser window when you click the Web Part title. Description Specifies the ScreenTip that appears when you rest the mouse pointer on the Web Part title or Web Part icon. The value of this property is used when you search for Web Parts by using the Search command on the Find Web Parts menu of the tool pane in the following Web Part galleries: Site, Virtual Server, and Web Part Page. Help URL Specifies the location of a file containing Help information about the Web Part. The Help information is displayed in a separate browser window when you click the Help command on the Web Part menu. Help Mode Specifies how a browser will display Help content for a Web Part. Select one of the following: Modal Opens a separate browser window, if the browser has this capability. A user must close the window before returning to the Web page. 303 Modeless Opens a separate browser window, if the browser has this capability. A user does not have to close the window before returning to the Web page. This is the default value. Navigate Opens the Web page in the current browser window. NOTE Even though custom Microsoft ASP.NET Web Parts support this property, default Microsoft Windows SharePoint Services 3.0 Help topics open only in a separate browser window. Catalog Icon Specifies the location of a file containing an image to be used as the Web Part icon in the Web Part Image URL List. The image size must be 16 by 16 pixels. Title Icon Image Specifies the location of a file containing an image to be used in the Web Part title bar. The image size URL must be 16 by 16 pixels. Import Error Specifies a message that appears if there is a problem importing the Web Part. Message Image Web Part You can use the Image Web Part to add a picture or graphic to a Web Part Page. To more easily coordinate the image with other Web Parts on the page, you can control the vertical alignment, horizontal alignment, and background color of the image inside the Image Web Part by modifying its custom properties in a shared view. Ways you can use the Image Web Part You can use the Image Web Part to:  Add a corporate or project logo to a page.  Display photos of employees or products.  Make the page more visually appealing. Ways you can display an image There are two ways you can display an image: 304  Enter a file path or hyperlink to the image file in the Image Link property text box. In this case, the image is static and does not change (unless you edit the property).  Connect the Image Web Part to another Web Part that provides the file path or hyperlink. In this case, the image can be dynamic and can change as a result of an action in the other Web Part, such as a user selecting a row in a List View Web Part. For example, you can connect a List View Web Part that contains contacts to the Image Web Part. Each time you select a row in the Contacts List View Web Part that contains a column with a hyperlink to a file that contains a picture of that contact, you can see the picture of the contact displayed in the Image Web Part. Connect the Image Web Part to another Web Part 1. On the Site Actions menu 2. Click the Web Part menu 3. Point to Get an Image From, and then click the name of the Web Part to which you want to link. NOTE , click Edit Page. , and then point to Connections. If the Image Link property already has a value and you connect the Image Web Part to another Web Part, the Image Link property is ignored. If the Image Web Part is already connected to another Web Part, and you want to set a value for the Image Link property, you must first remove the connection. Custom properties of the Image Web Part The custom properties of the Image Web Part are listed below. NOTE You cannot view or edit any of these custom properties in personal view. Property Image Link Description Specifies a file path or hyperlink to the image that you want displayed in the Image Web Part. Depending on the browser that you are using, supported graphics file formats include the following. Graphics file format File type Windows Bitmap (BMP) .bmp 305 Windows Enhanced Metafile (EMF) .emf Graphics Interchange Format (GIF) .gif Joint Photographic Experts Group (JPEG) .jpg, .jpeg Portable Network Graphics (PNG) .png The Image Link property may not be available because the Image Web Part is connected to another Web Part that provides the image. Alternative Text Specifies the text to display when a user rests the mouse pointer over the image. This text appears when the image is not available. Image Vertical Positions the image vertically within the Image Web Part. Select one of the following: Top, Alignment Middle, or Bottom. The default value is Middle. Image Horizontal Positions the image horizontally within the Image Web Part. Select one of the following: Left, Alignment Center, or Right. The default value is Center. Web Part Background Determines the color of the Image Web Part window behind the image. The default color is the Color background color of the current theme. To specify a color, click to the right of the text box, and then do one of the following: Select a color in the color grid. Type an HTML color name. Type an RGB color value. To make the background color the same as the theme of the site, click Transparent in the Web Part Background Color dialog box. Common properties of Web Parts All Web Parts share a common set of properties that control their appearance, layout, and advanced characteristics. 306 NOTE The common Web Part properties that you see in the tool pane may be different from what is documented in this section for several reasons:  To see the Advanced section in the tool pane, you must have appropriate permission.  For a specific Web Part, a Web Part developer may have chosen not to display one or more of these common properties or may have chosen to create and display additional properties that are not listed below in the Appearance, Layout, and Advanced sections of the tool pane.  Some permission and property settings may disable or hide Web Part properties. Appearance Property Description Title Specifies the title of the Web Part that appears in the Web Part title bar. Height Specifies the height of the Web Part. Width Specifies the width of the Web Part. Chrome Specifies whether the entire Web Part appears on the page when a user opens the Web Part Page. By State default, the chrome state is set to Normal and the entire Web Part appears. Only the title bar appears when the state is set to Minimized. Chrome Specifies whether the title bar and border of the Web Part frame are displayed. Type Layout Property Hidden Description Specifies whether the Web Part is visible when a user opens the Web Part Page. If the check box is selected, the Web Part is visible only when you are designing the page and has the suffix (Hidden) appended to the title. You can hide a Web Part if you want to use it to provide data to another Web Part through a Web Part connection, but you don't want to display the Web Part. 307 Direction Specifies the direction of the text in the Web Part content. For example, Arabic is a right-to-left language; English and most other European languages are left-to-right languages. This setting may not be available for all types of Web Parts. Zone Specifies the zone on the Web Part Page where the Web Part is located. NOTE Zones on the Web Part Page are not listed in the list box when you do not have permission to modify the zone. Zone Specifies the position of the Web Part in a zone when the zone contains more than one Web Part. Index To specify the order, type a positive integer in the text box. If the Web Parts in the zone are ordered from top to bottom, a value of 1 means that the Web Part appears at the top of the zone. If the Web Parts in the zone are ordered from left to right, a value of 1 means that the Web Part appears on the left of the zone. For example, when you add a Web Part to an empty zone that is ordered from top to bottom, the Zone Index is 0. When you add a second Web Part to the bottom of the zone, its Zone Index is 1. To move the second Web Part to the top of the zone, type 0, and then type 1 for the first Web Part. NOTE Each Web Part in the zone must have a unique Zone Index value. Therefore, changing the Zone Index value for the current Web Part can also change the Zone Index value for other Web Parts in the zone. Advanced Property Description Allow Minimize Specifies whether the Web Part can be minimized. Allow Close Specifies whether the Web Part can be removed from the Web Part Page. Allow Hide Specifies whether the Web Part can be hidden. Allow Zone Specifies whether the Web Part can be moved to a different zone. 308 Change Allow Specifies whether the Web Part can participate in connections with other Web Parts. Connections Allow Editing in Specifies whether the Web Part properties can be modified in a personal view. Personal View Export Mode Specifies the level of data that is permitted to be exported for this Web Part. Depending on your configuration, this setting may not be available. Title URL Specifies the URL of a file containing additional information about the Web Part. The file is displayed in a separate browser window when you click the Web Part title. Description Specifies the ScreenTip that appears when you rest the mouse pointer on the Web Part title or Web Part icon. The value of this property is used when you search for Web Parts by using the Search command on the Find Web Parts menu of the tool pane in the following Web Part galleries: Site, Virtual Server, and Web Part Page. Help URL Specifies the location of a file containing Help information about the Web Part. The Help information is displayed in a separate browser window when you click the Help command on the Web Part menu. Help Mode Specifies how a browser will display Help content for a Web Part. Select one of the following: Modal Opens a separate browser window, if the browser has this capability. A user must close the window before returning to the Web page. Modeless Opens a separate browser window, if the browser has this capability. A user does not have to close the window before returning to the Web page. This is the default value. Navigate Opens the Web page in the current browser window. NOTE Even though custom Microsoft ASP.NET Web Parts support this property, default Microsoft Windows SharePoint Services 3.0 Help topics open only in a separate browser window. Catalog Icon Specifies the location of a file containing an image to be used as the Web Part icon in the Web Part 309 Image URL List. The image size must be 16 by 16 pixels. Title Icon Image Specifies the location of a file containing an image to be used in the Web Part title bar. The image size URL must be 16 by 16 pixels. Import Error Specifies a message that appears if there is a problem importing the Web Part. Message List View Web Part There is no Web Part called List View. When you create a new site from a site template, Web Parts (Web Part: A modular unit of information that consists of a title bar, a frame, and content. Web Parts are the basic building blocks of a Web Part Page.) are automatically added to the site home page. For example, a team site includes Announcements, Calendar, and Links Web Parts. These Web Parts are instances of the List View Web Part that use a preconfigured list template to display list data. Similarly, when you create a list or library on your site, a List View Web Part of the same name as the list or library is automatically created. For example, if you create a list called Contracts, a List View Web Part called Contracts will be available in the Site Name Gallery. The Web Part automatically displays the data contained in the list or library that you created. Ways you can use the List View Web Part You can use the List View Web Part to display and edit list or library data in your site and to connect to other Web Parts, including other List View Web Parts. Lists are information that you share with team members and often display in tabular format. List views display this information in different ways for different purposes, such as filtering, sorting, or selecting specific columns. You can display most lists and List View Web Parts in one of two tabular views: standard view, which is available to any user, and datasheet view. Datasheet view requires a program or control that is compatible with Microsoft Windows SharePoint Services, such as Microsoft Office Access 2007, and ActiveX control (ActiveX control: A control, such as a check box or button that offers options to users or runs macros or scripts that automate a task. You can write macros for the control in Microsoft Visual Basic for Applications or scripts in Microsoft Script Editor.) support. 310 You can use the List View Web Part to do the following:  Display list data on a Web Part Page in a tabular format to quickly sort, filter, isolate, and update the data.  Display in a List View Web Part the documents that are ready for team review or the documents that your group uses frequently.  Track project data in a List View Web Part and filter or sort the data by a column that contains a person's name or job assignment from a matching column in a connected Contacts List View Web Part.  From an Employee Basics List View Web Part that contains an employee name and ID number, look up detailed employee information, such as benefit options, family status, and medical insurance coverage, in a connected Employee Details List View Web Part.  Examine a complete customer order in two connected List View Web Parts: an Order List View Web Part that contains the order information and an Order Details List View Web Part that contains all the line items for that order.  Visually enhance basic information about a person in a Contacts List View Web Part by displaying a picture of that person in a connected Image Web Part or a map of that person's business address in a connected custom Map Web Part. Find links to more information about customizing different types of Web Parts in the See Also section. Customize the view of a list or library in a Web Part After you add a List View Web Part to a Web Part Page, you can customize the view to show only the information that you want to display on the page. You edit the current view from the Web Part Page. You can also create custom views of a list or library, which you can use to display different sets of information in different instances of the Web Part for that list or library. You create custom views of a list or library by using the View menu on the list or library that you want to customize. Find links to more information about creating custom views of a list or library in the See Also section. 1. On the Site Actions menu , click Edit Page. 2. Click the Web Part menu Modify Shared Web Part. 3. In the tool pane, click Edit the current view. 4. In the Columns section, you can show or hide columns by selecting the appropriate check boxes. Next to the column name, enter the number for the order of your column in the view. 5. In the Sort section, choose whether and how you want the information to be sorted. You can use two columns for the sort, such as first by author, and then by file name for each author. of the Web Part that you want to customize, and then click 311 6. In the Filter section, choose whether and how you want to filter the information. A filtered view shows you a smaller selection, such as items created by a specific department or with an Approved status. 7. In the Group By section, you can group items with the same value in their own section, such as an expandable section for documents by a specific author. 8. In the Totals section, you can count the number of items in a column, such as the total number of issues. In some cases, you can summarize or distill additional information, such as averages. 9. In the Style section, select the style that you want for the view, such as a shaded list in which every other row is shaded. 10. If your list or library has folders, you can create a view that doesn't include the folders. This is sometimes called a flat view. To view all your list items at the same level, click Show all items without folders. 11. If your list or library is large, you can limit how many files can be viewed in the list or library or how many files can be viewed on the same page. In the Item Limit section, select the options that you want. 12. If you plan to view the list or library on a mobile device, select the options that you want in the Mobile section. 13. Click OK. Connect a List View Web Part to another Web Part You can display most lists and List View Web Parts in one of two tabular views: standard view, which is available to any user, and datasheet view. Datasheet view requires a program or control that is compatible with Microsoft Windows SharePoint Services, such as Office Access 2007, and ActiveX control support. By using either standard view or datasheet view, you can connect a List View Web Part to another Web Part, provide data to it, and change the way the data is displayed in the other Web Part, including another List View Web Part. 1. On the Site Actions menu , click Edit Page. 2. Click the Web Part menu 3. Point to Provide Row To or Get Sort/Filter From, and then click the name of the Web Part to which you want to link. , and then point to Connections. Key to commands on the Connections submenu Command on the Connections submenu Provide Row To Description You can connect the List View Web Part to another Web Part by passing a selected row of data to 312 the other Web Part. Depending on how the other Web Part was created and gets the data, the other Web Part might display the row data or use the row data as a filter or parameter value. In standard view, a Select Item column containing option buttons is automatically added when you connect the List View Web Part, so that you can indicate which row to pass to the other Web Part. You can select only one row at a time in standard view. Some columns, such as the Edit column, are not available for use in a Web Part connection. In datasheet view, you can select multiple rows, but only one row is passed to the other Web Part. If multiple rows are selected, the row containing the active cell is passed to the other Web Part, and all other rows are ignored. You cannot provide data in the Total row or New row to the other Web Part. With this type of connection, you can have more than one Web Part connected to the List View Web Part. Provide Data To You can connect the List View Web Part to another Web Part that works with list data. In this case, the List View Web Part is the data source for the other Web Part. In standard and datasheet view, only the data in the view is provided to the other Web Part. With this type of connection, you can have more than one Web Part connected to the List View Web Part. Get Sort/Filter In standard and datasheet view, you can connect the List View Web Part to another Web Part that From can provide the following information to it: One or more column name and value pairs of data that filter data in the List View Web Part. A column of data to sort data by either ascending or descending order in the List View Web Part. With this type of connection, only one other Web Part can be connected to the List View Web Part. 313 All the List View Web Parts on your site are usually available in the Site Name Gallery. When you first add a List View Web Part from a Web Part gallery to the Web Part Page, the Web Part Page displays the default list view in the Web Part. To display the data that you want in the List View Web Part as well as the other connected Web Part, you may need to edit the view of the list. For example, you may want to filter, sort, or group data a different way or display different columns. You can change the list view from the custom properties List Views section of the tool pane in one of two ways:  Select a different view from the Selected View property.  Click Edit the current view to edit the current view. Whenever you select or edit a list view, a copy of the list design is made from the original site list design and saved with the List View Web Part. However, the list data remains the same. CAUTION Be careful when you switch to a different view from the current view. You may delete changes that you made to the current view and may disable Web Part connections that depend on columns in the current view. You are prompted for confirmation if you switch views. Supported list types that can be connected Although you can display all list types in a List View Web Part, only certain list types are supported when you make a Web Part connection. In general, list types that display data in tabular format, such as Contacts, are supported. Lists that display data in a nontabular format, such as folder view, are not supported. The supported and unsupported list types are listed below. Supported list types Unsupported list types Announcements Contacts Events Issues Calendar view of an Events list Discussion boards Surveys 314 Links Picture libraries Tasks Site and list template Custom lists catalogs Web Part galleries Lists that contain data imported from a spreadsheet Data sources Document libraries Form libraries Supported list column types that can be connected Although you can display all list column types in a List View Web Part, only certain list column types are supported when you make a Web Part connection. The supported and unsupported list column types are listed below. Supported list column types Single line of text Choice Number Currency Unsupported list column types Hyperlink or picture (for filtering) Multiple lines of text Edit Date and Time Hyperlink or Picture (for matching columns) Lookup Yes/No Calculated Custom properties of the List View Web Part The custom properties of the List View Web Part are listed below. 315 NOTE You cannot view or edit any of these custom properties in personal view. Property Description Selected View CAUTION Be careful when you switch to a different view from the current view. You may delete changes that you made to the current view and may disable Web Part connections that depend on columns in the current view. You are prompted for confirmation if you switch views. Specifies a list view to display in the Web Part. You can select one of the following: All List name or All Documents This property displays all columns in the list or library, depending on the list type. NOTE Before you click OK or Apply, select <Current view> to revert to the last view that was used and to ignore unsaved changes that you made to the copy of the list view design information. After you click OK or Apply, the changes you made are applied to the new current view and saved with the List View Web Part. Explorer View This property displays the contents of a document library by using icons only, similar to Windows Explorer. This view is available only for document libraries. <Summary View> This property displays the summary view of the list. This view varies among list types. Additional list views This property displays user-defined views or other default views, depending on the list type. Edit the current view Select Edit the current view to edit the current view used in the Web Part, including the columns displayed, the sort order and filter used, whether to display totals, and the item limit. Whenever you select or edit a list view, a copy of the list design information is made from the original site list design and saved with the List View Web Part. However, the list data remains the same. Toolbar Specifies the way the list toolbar is displayed or whether it is displayed at all. Select from one of three 316 Type options: Summary Toolbar This option displays the summary toolbar for the currently selected list view. This is the default value for most list types, except for custom lists. Full Toolbar This option displays the entire toolbar for the currently selected list view. This is the default value for custom lists. No Toolbar No toolbar is displayed. Common properties of Web Parts All Web Parts share a common set of properties that control their appearance, layout, and advanced characteristics. NOTE The common Web Part properties that you see in the tool pane may be different from what is documented in this section for several reasons:  To see the Advanced section in the tool pane, you must have appropriate permission.  For a specific Web Part, a Web Part developer may have chosen not to display one or more of these common properties or may have chosen to create and display additional properties that are not listed below in the Appearance, Layout, and Advanced sections of the tool pane.  Some permission and property settings may disable or hide Web Part properties. Appearance Property Description Title Specifies the title of the Web Part that appears in the Web Part title bar. Height Specifies the height of the Web Part. Width Specifies the width of the Web Part. Chrome Specifies whether the entire Web Part appears on the page when a user opens the Web Part Page. By State default, the chrome state is set to Normal and the entire Web Part appears. Only the title bar appears when the state is set to Minimized. 317 Chrome Specifies whether the title bar and border of the Web Part frame are displayed. Type Layout Property Hidden Description Specifies whether the Web Part is visible when a user opens the Web Part Page. If the check box is selected, the Web Part is visible only when you are designing the page and has the suffix (Hidden) appended to the title. You can hide a Web Part if you want to use it to provide data to another Web Part through a Web Part connection, but you don't want to display the Web Part. Direction Specifies the direction of the text in the Web Part content. For example, Arabic is a right-to-left language; English and most other European languages are left-to-right languages. This setting may not be available for all types of Web Parts. Zone Specifies the zone on the Web Part Page where the Web Part is located. NOTE Zones on the Web Part Page are not listed in the list box when you do not have permission to modify the zone. Zone Specifies the position of the Web Part in a zone when the zone contains more than one Web Part. Index To specify the order, type a positive integer in the text box. If the Web Parts in the zone are ordered from top to bottom, a value of 1 means that the Web Part appears at the top of the zone. If the Web Parts in the zone are ordered from left to right, a value of 1 means that the Web Part appears on the left of the zone. For example, when you add a Web Part to an empty zone that is ordered from top to bottom, the Zone Index is 0. When you add a second Web Part to the bottom of the zone, its Zone Index is 1. To move the second Web Part to the top of the zone, type 0, and then type 1 for the first Web Part. 318 NOTE Each Web Part in the zone must have a unique Zone Index value. Therefore, changing the Zone Index value for the current Web Part can also change the Zone Index value for other Web Parts in the zone. Advanced Property Description Allow Minimize Specifies whether the Web Part can be minimized. Allow Close Specifies whether the Web Part can be removed from the Web Part Page. Allow Hide Specifies whether the Web Part can be hidden. Allow Zone Specifies whether the Web Part can be moved to a different zone. Change Allow Specifies whether the Web Part can participate in connections with other Web Parts. Connections Allow Editing in Specifies whether the Web Part properties can be modified in a personal view. Personal View Export Mode Specifies the level of data that is permitted to be exported for this Web Part. Depending on your configuration, this setting may not be available. Title URL Specifies the URL of a file containing additional information about the Web Part. The file is displayed in a separate browser window when you click the Web Part title. Description Specifies the ScreenTip that appears when you rest the mouse pointer on the Web Part title or Web Part icon. The value of this property is used when you search for Web Parts by using the Search command on the Find Web Parts menu of the tool pane in the following Web Part galleries: Site, Virtual Server, and Web Part Page. Help URL Specifies the location of a file containing Help information about the Web Part. The Help information is displayed in a separate browser window when you click the Help command on the Web Part menu. 319 Help Mode Specifies how a browser will display Help content for a Web Part. Select one of the following: Modal Opens a separate browser window, if the browser has this capability. A user must close the window before returning to the Web page. Modeless Opens a separate browser window, if the browser has this capability. A user does not have to close the window before returning to the Web page. This is the default value. Navigate Opens the Web page in the current browser window. NOTE Even though custom Microsoft ASP.NET Web Parts support this property, default Microsoft Windows SharePoint Services 3.0 Help topics open only in a separate browser window. Catalog Icon Specifies the location of a file containing an image to be used as the Web Part icon in the Web Part Image URL List. The image size must be 16 by 16 pixels. Title Icon Image Specifies the location of a file containing an image to be used in the Web Part title bar. The image size URL must be 16 by 16 pixels. Import Error Specifies a message that appears if there is a problem importing the Web Part. Message Page Viewer Web Part You can use the Page Viewer Web Part to display a Web page, file, or folder on a Web Part Page. You enter a hyperlink, file path, or folder name to link to the content. NOTES  You can use the Page Viewer Web Part only in a browser that supports the HTML IFRAME element.  Displaying a file or folder requires Microsoft Internet Explorer. Ways you can use the Page Viewer Web Part You can use the Page Viewer Web Part to display: 320  A favorite Internet news source in a dedicated news summary section of a Web Part Page.  A list of active work group files on a network server that you want to view on a regular basis.  A commonly used document or spreadsheet. How the Page Viewer Web Part displays a Web page within a Web Part Page The linked content of the Page Viewer Web Part is isolated from other content on the Web Part Page through the use of the HTML IFRAME element. This element ensures that any HTML elements that are displayed as content in the Page Viewer Web Part do not conflict with other HTML elements on the Web Part Page. For example, the Web Part Page may already contain an HTML FORM element, and the page would not be displayed correctly if the linked content also contained an HTML FORM element that was not inside the HTML IFRAME element. The Page Viewer Web Part displays content asynchronously from the rest of the page. This means that you can view and use other Web Parts on the page if the link happens to take a long time to return the content. Custom properties of the Page Viewer Web Part The custom properties of the Page Viewer Web Part are listed below. NOTE You cannot view or edit any of these custom properties in personal view. Property Web Page, Description Specifies the type of content that you want to display in the Page Viewer Web Part. Folder, or File group Select one of the following: Web Page Select this option if you want to display a Web page as the content of the Page Viewer Web Part. This option automatically enters the Hypertext Transfer Protocol (http://) in the Link text box and hides the Browse button if it is visible. This is the default value. Folder Select this option if you want to display a list of files in a folder. This option hides the Browse button if it is visible. File Select this option to display the contents of a file. This option also displays the 321 Browse button under the Link text box. The file opens either in a separate browser window or inside the Web Part if the application that opens the file supports inline activation for that file in the browser window. Link Specifies a hyperlink, folder, or file to link to the content that you want displayed in the Page Viewer Web Part: If you select Web Page above, you must enter a valid hyperlink. The two valid hyperlink protocols that you can use are: Hypertext Transfer Protocol (http://) Hypertext Transfer Protocol with privacy, which uses Secure Sockets Layer (SSL) encryption (https://) You can use an absolute URL or a relative URL. However, you cannot use a file path. If you select Folder above, you must enter a valid local or network folder. Displaying a folder requires Microsoft Internet Explorer. If you select File above, you must enter a valid file path. Displaying a file requires Microsoft Internet Explorer. You can also click Browse to locate the file. Common properties of Web Parts All Web Parts share a common set of properties that control their appearance, layout, and advanced characteristics. NOTE The common Web Part properties that you see in the tool pane may be different from what is documented in this section for several reasons:  To see the Advanced section in the tool pane, you must have appropriate permission.  For a specific Web Part, a Web Part developer may have chosen not to display one or more of these common properties or may have chosen to create and display additional properties that are not listed below in the Appearance, Layout, and Advanced sections of the tool pane.  Some permission and property settings may disable or hide Web Part properties. Appearance 322 Property Description Title Specifies the title of the Web Part that appears in the Web Part title bar. Height Specifies the height of the Web Part. Width Specifies the width of the Web Part. Chrome Specifies whether the entire Web Part appears on the page when a user opens the Web Part Page. By State default, the chrome state is set to Normal and the entire Web Part appears. Only the title bar appears when the state is set to Minimized. Chrome Specifies whether the title bar and border of the Web Part frame are displayed. Type Layout Property Hidden Description Specifies whether the Web Part is visible when a user opens the Web Part Page. If the check box is selected, the Web Part is visible only when you are designing the page and has the suffix (Hidden) appended to the title. You can hide a Web Part if you want to use it to provide data to another Web Part through a Web Part connection, but you don't want to display the Web Part. Direction Specifies the direction of the text in the Web Part content. For example, Arabic is a right-to-left language; English and most other European languages are left-to-right languages. This setting may not be available for all types of Web Parts. Zone Specifies the zone on the Web Part Page where the Web Part is located. NOTE Zones on the Web Part Page are not listed in the list box when you do not have permission to modify the zone. 323 Zone Specifies the position of the Web Part in a zone when the zone contains more than one Web Part. Index To specify the order, type a positive integer in the text box. If the Web Parts in the zone are ordered from top to bottom, a value of 1 means that the Web Part appears at the top of the zone. If the Web Parts in the zone are ordered from left to right, a value of 1 means that the Web Part appears on the left of the zone. For example, when you add a Web Part to an empty zone that is ordered from top to bottom, the Zone Index is 0. When you add a second Web Part to the bottom of the zone, its Zone Index is 1. To move the second Web Part to the top of the zone, type 0, and then type 1 for the first Web Part. NOTE Each Web Part in the zone must have a unique Zone Index value. Therefore, changing the Zone Index value for the current Web Part can also change the Zone Index value for other Web Parts in the zone. Advanced Property Description Allow Minimize Specifies whether the Web Part can be minimized. Allow Close Specifies whether the Web Part can be removed from the Web Part Page. Allow Hide Specifies whether the Web Part can be hidden. Allow Zone Specifies whether the Web Part can be moved to a different zone. Change Allow Specifies whether the Web Part can participate in connections with other Web Parts. Connections Allow Editing in Specifies whether the Web Part properties can be modified in a personal view. Personal View Export Mode Specifies the level of data that is permitted to be exported for this Web Part. Depending on your 324 configuration, this setting may not be available. Title URL Specifies the URL of a file containing additional information about the Web Part. The file is displayed in a separate browser window when you click the Web Part title. Description Specifies the ScreenTip that appears when you rest the mouse pointer on the Web Part title or Web Part icon. The value of this property is used when you search for Web Parts by using the Search command on the Find Web Parts menu of the tool pane in the following Web Part galleries: Site, Virtual Server, and Web Part Page. Help URL Specifies the location of a file containing Help information about the Web Part. The Help information is displayed in a separate browser window when you click the Help command on the Web Part menu. Help Mode Specifies how a browser will display Help content for a Web Part. Select one of the following: Modal Opens a separate browser window, if the browser has this capability. A user must close the window before returning to the Web page. Modeless Opens a separate browser window, if the browser has this capability. A user does not have to close the window before returning to the Web page. This is the default value. Navigate Opens the Web page in the current browser window. NOTE Even though custom Microsoft ASP.NET Web Parts support this property, default Microsoft Windows SharePoint Services 3.0 Help topics open only in a separate browser window. Catalog Icon Specifies the location of a file containing an image to be used as the Web Part icon in the Web Part Image URL List. The image size must be 16 by 16 pixels. Title Icon Image Specifies the location of a file containing an image to be used in the Web Part title bar. The image size URL must be 16 by 16 pixels. Import Error Specifies a message that appears if there is a problem importing the Web Part. Message 325 Site Users Web Part You can use the Site Users Web Part to display a list of users and groups who have permission to use a site. The Site Users Web Part helps you see information about the users of your site. When you click a user's name, you see a page that provides information about that user. If your organization has configured instant messaging services, such as Microsoft Windows Messenger or Microsoft Office Communicator, to work with your site collection, a presence status indicator appears next to the user’s name throughout the site. You can click the status indicator to send an e-mail message, schedule a meeting, make a phone call, send an instant message, or add the user to the address book in your e-mail program. The Site Users Web Part automatically appears on the home page of a Document Workspace site (Document Workspace site: A Web site based on the Document Workspace template that workspace members use for discussing, editing, and working together on a document.). You can also add the Site Users Web Part to any Web Part Page. If the site has unique permissions (does not inherit permissions from its parent site), the Site Users Web Part also includes a command for adding new users to the site. Custom properties of the Site Users Web Part The custom properties of the Site Users Web Part are listed below. Some properties may not be available, depending on how your site is set up. NOTE You cannot view or edit any of these custom properties in personal view. Property Description Number of items to Specifies the maximum number of user names to display in the Web Part. The number must be display between 1 and 1,000. 326 Display Type Specifies which types of people or groups appear in the Web Part. Toolbar Type Specifies whether the Add new user link appears for the Web Part. Common properties of Web Parts All Web Parts share a common set of properties that control their appearance, layout, and advanced characteristics. NOTE The common Web Part properties that you see in the tool pane may be different from what is documented in this section for several reasons:  To see the Advanced section in the tool pane, you must have appropriate permission.  For a specific Web Part, a Web Part developer may have chosen not to display one or more of these common properties or may have chosen to create and display additional properties that are not listed below in the Appearance, Layout, and Advanced sections of the tool pane.  Some permission and property settings may disable or hide Web Part properties. Appearance Property Description Title Specifies the title of the Web Part that appears in the Web Part title bar. Height Specifies the height of the Web Part. Width Specifies the width of the Web Part. Chrome Specifies whether the entire Web Part appears on the page when a user opens the Web Part Page. By State default, the chrome state is set to Normal and the entire Web Part appears. Only the title bar appears when the state is set to Minimized. Chrome Type Layout Specifies whether the title bar and border of the Web Part frame are displayed. 327 Property Hidden Description Specifies whether the Web Part is visible when a user opens the Web Part Page. If the check box is selected, the Web Part is visible only when you are designing the page and has the suffix (Hidden) appended to the title. You can hide a Web Part if you want to use it to provide data to another Web Part through a Web Part connection, but you don't want to display the Web Part. Direction Specifies the direction of the text in the Web Part content. For example, Arabic is a right-to-left language; English and most other European languages are left-to-right languages. This setting may not be available for all types of Web Parts. Zone Specifies the zone on the Web Part Page where the Web Part is located. NOTE Zones on the Web Part Page are not listed in the list box when you do not have permission to modify the zone. Zone Specifies the position of the Web Part in a zone when the zone contains more than one Web Part. Index To specify the order, type a positive integer in the text box. If the Web Parts in the zone are ordered from top to bottom, a value of 1 means that the Web Part appears at the top of the zone. If the Web Parts in the zone are ordered from left to right, a value of 1 means that the Web Part appears on the left of the zone. For example, when you add a Web Part to an empty zone that is ordered from top to bottom, the Zone Index is 0. When you add a second Web Part to the bottom of the zone, its Zone Index is 1. To move the second Web Part to the top of the zone, type 0, and then type 1 for the first Web Part. NOTE Each Web Part in the zone must have a unique Zone Index value. Therefore, changing the Zone Index value for the current Web Part can also change the Zone Index value for other Web Parts in the zone. Advanced 328 Property Description Allow Minimize Specifies whether the Web Part can be minimized. Allow Close Specifies whether the Web Part can be removed from the Web Part Page. Allow Hide Specifies whether the Web Part can be hidden. Allow Zone Specifies whether the Web Part can be moved to a different zone. Change Allow Specifies whether the Web Part can participate in connections with other Web Parts. Connections Allow Editing in Specifies whether the Web Part properties can be modified in a personal view. Personal View Export Mode Specifies the level of data that is permitted to be exported for this Web Part. Depending on your configuration, this setting may not be available. Title URL Specifies the URL of a file containing additional information about the Web Part. The file is displayed in a separate browser window when you click the Web Part title. Description Specifies the ScreenTip that appears when you rest the mouse pointer on the Web Part title or Web Part icon. The value of this property is used when you search for Web Parts by using the Search command on the Find Web Parts menu of the tool pane in the following Web Part galleries: Site, Virtual Server, and Web Part Page. Help URL Specifies the location of a file containing Help information about the Web Part. The Help information is displayed in a separate browser window when you click the Help command on the Web Part menu. Help Mode Specifies how a browser will display Help content for a Web Part. Select one of the following: Modal Opens a separate browser window, if the browser has this capability. A user must close the window before returning to the Web page. 329 Modeless Opens a separate browser window, if the browser has this capability. A user does not have to close the window before returning to the Web page. This is the default value. Navigate Opens the Web page in the current browser window. NOTE Even though custom Microsoft ASP.NET Web Parts support this property, default Microsoft Windows SharePoint Services 3.0 Help topics open only in a separate browser window. Catalog Icon Specifies the location of a file containing an image to be used as the Web Part icon in the Web Part Image URL List. The image size must be 16 by 16 pixels. Title Icon Image Specifies the location of a file containing an image to be used in the Web Part title bar. The image size URL must be 16 by 16 pixels. Import Error Specifies a message that appears if there is a problem importing the Web Part. Message XML Web Part You can use the XML Web Part to display Extensible Markup Language (XML) and apply Extensible Stylesheet Language Transformations (XSLT) to the XML before the content is displayed. IMPORTANT The content that is displayed in the XML Web Part cannot contain an HTML FORM element. If you need to use the HTML FORM element, consider using the Page Viewer Web Part or the Form Web Part. Ways you can use the XML Web Part You can use the XML Web Part to display:  Structured data from database tables or queries.  XML-based documents.  XML forms that combine structured and unstructured data, such as weekly status reports or travel expense reports. Ways to add content There are two ways you can add content to the XML Web Part: 330 1. XML and XSL Editors You can use these editors to enter or modify XML and XSLT source code. The XML and XSL source editors are plain text editors that are intended for users who have knowledge of XML and XSLT syntax. 2. XML and XSL Links Instead of editing the XML and XSLT, you can enter a hyperlink to a text file that contains XML and XSLT source code. The two valid hyperlink protocols that you can use are: a. Hypertext Transfer Protocol (http://) b. Hypertext Transfer Protocol with privacy, which uses Secure Sockets Layer (SSL) encryption (https://) You can use an absolute URL or a relative URL. However, you cannot use a file path. Combine edited and linked XML content You can combine edited and linked XML content to provide both primary and secondary information. For example, you can provide an error message as secondary information in the edited XML content, in case the linked XML content, or primary information, is not available. When you provide both edited and linked XML content, the linked XML content is always used first. If the linked XML content is not accessible, the edited XML content is used. NOTE Combining edited and linked XSL content in this manner is not supported. Custom properties of the XML Web Part The custom properties of the XML Web Part are listed below. NOTE You cannot view or edit any of these custom properties in personal view. Property XML Description Use to enter XML source code into a plain text editor. Knowledge of XML syntax is required to use this editor. Editor XML Link Use to enter a hyperlink to a text file that contains XML source code. The two valid hyperlink protocols that you can use are: Hypertext Transfer Protocol (http://) 331 Hypertext Transfer Protocol with privacy, which uses Secure Sockets Layer (SSL) encryption (https://) You can use an absolute URL or a relative URL. However, you cannot use a file path. XSL Editor Use to enter XSLT source code into a plain text editor. Knowledge of XSLT syntax is required to use this editor. XSL Link Use to enter a hyperlink to a text file that contains XSLT source code. The two valid hyperlink protocols that you can use are: Hypertext Transfer Protocol (http://) Hypertext Transfer Protocol with privacy, which uses Secure Sockets Layer (SSL) encryption (https://) You can use an absolute URL or a relative URL. However, you cannot use a file path. Common properties of Web Parts All Web Parts share a common set of properties that control their appearance, layout, and advanced characteristics. NOTE The common Web Part properties that you see in the tool pane may be different from what is documented in this section for several reasons:  To see the Advanced section in the tool pane, you must have appropriate permission.  For a specific Web Part, a Web Part developer may have chosen not to display one or more of these common properties or may have chosen to create and display additional properties that are not listed below in the Appearance, Layout, and Advanced sections of the tool pane.  Some permission and property settings may disable or hide Web Part properties. Appearance Property Title Description Specifies the title of the Web Part that appears in the Web Part title bar. 332 Height Specifies the height of the Web Part. Width Specifies the width of the Web Part. Chrome Specifies whether the entire Web Part appears on the page when a user opens the Web Part Page. By State default, the chrome state is set to Normal and the entire Web Part appears. Only the title bar appears when the state is set to Minimized. Chrome Specifies whether the title bar and border of the Web Part frame are displayed. Type Layout Property Hidden Description Specifies whether the Web Part is visible when a user opens the Web Part Page. If the check box is selected, the Web Part is visible only when you are designing the page and has the suffix (Hidden) appended to the title. You can hide a Web Part if you want to use it to provide data to another Web Part through a Web Part connection, but you don't want to display the Web Part. Direction Specifies the direction of the text in the Web Part content. For example, Arabic is a right-to-left language; English and most other European languages are left-to-right languages. This setting may not be available for all types of Web Parts. Zone Specifies the zone on the Web Part Page where the Web Part is located. NOTE Zones on the Web Part Page are not listed in the list box when you do not have permission to modify the zone. Zone Specifies the position of the Web Part in a zone when the zone contains more than one Web Part. Index To specify the order, type a positive integer in the text box. 333 If the Web Parts in the zone are ordered from top to bottom, a value of 1 means that the Web Part appears at the top of the zone. If the Web Parts in the zone are ordered from left to right, a value of 1 means that the Web Part appears on the left of the zone. For example, when you add a Web Part to an empty zone that is ordered from top to bottom, the Zone Index is 0. When you add a second Web Part to the bottom of the zone, its Zone Index is 1. To move the second Web Part to the top of the zone, type 0, and then type 1 for the first Web Part. NOTE Each Web Part in the zone must have a unique Zone Index value. Therefore, changing the Zone Index value for the current Web Part can also change the Zone Index value for other Web Parts in the zone. Advanced Property Description Allow Minimize Specifies whether the Web Part can be minimized. Allow Close Specifies whether the Web Part can be removed from the Web Part Page. Allow Hide Specifies whether the Web Part can be hidden. Allow Zone Specifies whether the Web Part can be moved to a different zone. Change Allow Specifies whether the Web Part can participate in connections with other Web Parts. Connections Allow Editing in Specifies whether the Web Part properties can be modified in a personal view. Personal View Export Mode Specifies the level of data that is permitted to be exported for this Web Part. Depending on your configuration, this setting may not be available. Title URL Specifies the URL of a file containing additional information about the Web Part. The file is displayed in a separate browser window when you click the Web Part title. 334 Description Specifies the ScreenTip that appears when you rest the mouse pointer on the Web Part title or Web Part icon. The value of this property is used when you search for Web Parts by using the Search command on the Find Web Parts menu of the tool pane in the following Web Part galleries: Site, Virtual Server, and Web Part Page. Help URL Specifies the location of a file containing Help information about the Web Part. The Help information is displayed in a separate browser window when you click the Help command on the Web Part menu. Help Mode Specifies how a browser will display Help content for a Web Part. Select one of the following: Modal Opens a separate browser window, if the browser has this capability. A user must close the window before returning to the Web page. Modeless Opens a separate browser window, if the browser has this capability. A user does not have to close the window before returning to the Web page. This is the default value. Navigate Opens the Web page in the current browser window. NOTE Even though custom Microsoft ASP.NET Web Parts support this property, default Microsoft Windows SharePoint Services 3.0 Help topics open only in a separate browser window. Catalog Icon Specifies the location of a file containing an image to be used as the Web Part icon in the Web Part Image URL List. The image size must be 16 by 16 pixels. Title Icon Image Specifies the location of a file containing an image to be used in the Web Part title bar. The image size URL must be 16 by 16 pixels. Import Error Specifies a message that appears if there is a problem importing the Web Part. Message Chapter 17 Workflows Introduction to workflows 335 Workflows help people to collaborate on documents and to manage project tasks by implementing specific business processes on documents and items in a Microsoft Windows SharePoint Services 3.0 site. Workflows help organizations to adhere to consistent business processes, and they also improve organizational efficiency and productivity by managing the tasks and steps involved in specific business processes. This enables the people who perform these tasks to concentrate on performing the work rather than managing the workflow. What are workflows? Workflow is sometimes described as a series of tasks that produce an outcome. In the context of Microsoft SharePoint Products and Technologies, workflow is defined more narrowly as the automated movement of documents or items through a specific sequence of actions or tasks that are related to a business process. Workflows can be used to consistently manage common business processes within an organization by enabling organizations to attach business logic to documents or items in a SharePoint list or library. Business logic is basically a set of instructions that specifies and controls actions that happen to a document or item. Workflows can streamline the cost and time required to coordinate common business processes, such as project approval or document review, by managing and tracking the human tasks involved with these processes. For example, by using Windows SharePoint Services 3.0, an organization can create and deploy a basic custom workflow to manage the approval process for drafts of documents in a library. The workflow can route a document to a specified person or a group of people for their review and approval. The workflow can then take specific actions on the document based on the outcome of the workflow. If the document is approved, its status can be updated from Draft to Final, and the document can be automatically copied to another document library. If a document is rejected, its status can remain as Draft and no further actions occur. When this approval workflow starts, it can create document approval tasks, assign these tasks to the specified workflow participants, and then send e-mail alerts to the participants with task instructions and a link to the document to be approved. While the workflow is in progress, the workflow owner (in this case, the document author) or the workflow participants can check the Workflow Status page to see which participants have completed their workflow tasks. When the workflow participants complete their workflow tasks by 336 approving or rejecting the document, the workflow ends. The workflow automatically takes the appropriate actions on the document, and it alerts the workflow owner about the outcome of the workflow. The actions in the approval workflow in this example follow this process: A workflow that is predefined for a site A Windows SharePoint Services 3.0 site includes a predefined Three-state workflow. The Three-state workflow supports business processes that require organizations to track the status of an issue or item through different phases. Specifically, the workflow tracks a list item through three different states involving two transitions. With each transition between states, the workflow assigns a task to a person and sends that person an e-mail alert about the task. When this task is completed, the workflow updates the status of the item appropriately and progresses to the next state. The Three-state workflow is designed to work with the Issue Tracking list template, but it can be used with any list that is set up to contain a Choice column with three or more values. The values in this choice column serve as the states that the workflow tracks. 337 The Three-state workflow can be used to manage business processes that require organizations to track a high volume of issues or items, such as customer support issues, sales leads, or project tasks. For more information about working with a Three-state workflow, see Use a Three-state workflow. Support for custom workflows Your organization may choose to develop and deploy completely custom workflows that are unique to the business processes in your organization. Workflows can be as simple or complex as the business processes in an organization require. Developers can create workflows that are started by people who use a site, or they can create workflows that start automatically based on a specific event, such as when a list item is created or changed. If your organization has developed and deployed custom workflows, these workflows may be available for use on your site. There are two ways in which custom workflows can be created for Windows SharePoint Services 3.0:  Professional software developers can create workflows by using the Microsoft Visual Studio 2005 Extensions for Windows Workflow Foundation These workflows contain custom code and workflow activities. After a professional developer creates custom workflows, a server administrator can deploy them across multiple sites.  Web designers can design no-code workflows for use in a specific list or library by using a Web design program that is compatible with Windows SharePoint Services, such as Microsoft Office SharePoint Designer 2007 These workflows are created from a list of available workflow activities, and the Web designer who creates the workflow can deploy it directly to the list or document library where it will be used. If you want to have a custom workflow developed, contact your site administrator for information about what resources may be available in your organization for custom workflow development. For more information about developing custom workflows for Windows SharePoint Services 3.0, see the Windows SharePoint Services Developer Center on MSDN. Steps involved in using workflows There are several steps involved in using a workflow on a document or list item. Each of these steps may be completed by individuals in different roles. For example, a site administrator might make a workflow available for use in a specific document library, a list owner or document author might start a workflow on a document or item, and a third person (for example, a document a reviewer or an approver) might complete a workflow task. 338 Adding a workflow to a list, library, or content type Although a no-code workflow created in a Web design program that is compatible with Windows SharePoint Services, such as Office SharePoint Designer 2007, can be deployed directly to the list or library where it will be used, any custom workflow that is installed on the server must be added to a list, library, or content type (content type: A reusable group of settings for a category of content. Use content types to manage the metadata, templates, and behaviors of items and documents consistently. Content types are defined at the site level and used on lists and libraries.) to make it available for documents or items in a specific location. You must have the Manage Lists permission (permissions: The specific security settings that allow or restrict access to a given item, list, library, or site.) to add a workflow to a list, library, or content type. In most cases, site administrators or individuals who manage specific lists or libraries perform this task. The availability of a workflow within a site varies, depending on where it is added:  If you add a workflow directly to a list or library, it is available only for items in that list or library. You might add a workflow directly to a list or library if that workflow will be used only by a specific team or for very specific types of content.  If you add a workflow to a list content type (an instance of a site content type that was added to a specific list or library), it is available only for items of that content type in the specific list or library with which that content type is associated. You might add a workflow directly to a list content type if that workflow will be used only for very specific types of content.  If you add a workflow to a site content type, that workflow is available for any items of that content type in every list and library to which an instance of that site content type was added. If you want a workflow to be widely available across lists or libraries in a site collection for items of a specific content type, the most efficient way to achieve this result is by adding that workflow directly to a site content type. You might want to add a workflow to a site content type if you want it to be widely available to different teams across different sites. When you add a workflow to a list, library, or content type, you can customize the workflow for its specific location by specifying various options:  The name of the workflow  The task list where workflow-related tasks are stored  The history list that records all of the events related to the workflow  How you want the workflow to be started  Additional options that are specific to the individual workflow (For example: how tasks are routed to participants, what circumstances complete the workflow, and what actions occur after the workflow is successfully completed.) 339 When you add a workflow to a list, library, or content type, you simply make it available for documents or items in a specific location. You do not start the actual workflow. Find links to more information about adding workflows to lists, libraries, or content types in the See Also section. Starting a workflow on a document or item After a workflow is added to a list, library, or content type and thereby made available for use, you can start this workflow on a specific document or item (if the workflow is configured to allow it to be started manually). To start a workflow, select the workflow that you want from the list of workflows available for the document or item. If necessary, you may also need to fill out a form with the information that the workflow requires. Depending on how the workflow was designed and configured, you may have the option to further customize the workflow when you start it on a document or item by customizing options, such as participants, due date, and task instructions. Completing workflow tasks Any workflow event that requires human interaction is represented by a workflow task. When a workflow assigns a task to a workflow participant, the task recipient can either complete that task or (depending upon the workflow) request changes to the workflow item itself by editing the workflow task form. When a workflow participant completes a workflow task, this prompts the server to move the workflow to the next relevant step. Tracking the status of workflows Workflow owners and participants can follow the progress of a workflow by checking the status page that is associated with the workflow. The status page includes status information about outstanding workflow tasks. It also includes history information that is relevant to the workflow. Activate or deactivate the Three-state workflow as a site collection feature By default, the Three-state workflow is already active as a site collection feature for Microsoft Windows SharePoint Services 3.0 site templates. However, if your organization has customized the default settings 340 for your site, you may need to activate the workflow as a site collection feature to make it available to be added to lists or libraries. You must be a site collection administrator to activate a site collection feature. Activate the Three-state workflow 1. On the home page for the site collection, on the Site Actions menu Settings. , click Site 2. Under Site Collection Administration, click Site collection features. 3. On the Site Collection Features page, in the Three-state workflow section, click the Activate button. Deactivate the Three-state workflow You can deactivate the Three-state workflow feature if you do not want it to be available to people who use a site. If you deactivate Three-state workflow, it will not be available for users to add to lists or libraries. You must be a site collection administrator to deactivate a site collection feature. 1. On the home page for the site collection, on the Site Actions menu Settings. 2. Under Site Collection Administration, click Site collection features. 3. On the Site Collection Features page, in the Three-state workflow section, click the Deactivate button. 4. Click Deactivate this feature. IMPORTANT , click Site If you deactivate the workflow, any user data or customizations associated with Three- state workflow may be lost. Also, any instances of Three-state workflow that may be in progress on sites in the site collection may stop functioning. Add or change a workflow for a list, library, or content type Workflows must be added to a list, library, or content type to make them available for use on documents or items. Creating and deploying workflows By default, a Microsoft Windows SharePoint Services 3.0 site includes only one predefined workflow: the Three-state workflow, which is designed to work with an Issue Tracking list. If your organization needs 341 additional workflows, these must be installed and enabled for your site by a server administrator. There are two ways in which custom workflows can be created for Windows SharePoint Services 3.0:  Professional software developers can create workflows by using the Microsoft Visual Studio 2005 Extensions for Windows Workflow Foundation. These workflows contain custom code and workflow activities. After a professional developer creates custom workflows, a server administrator can deploy them across multiple sites.  Web designers can design no-code workflows for use in a specific list or library by using a Web design program that is compatible with Windows SharePoint Services, such as Microsoft Office SharePoint Designer 2007. These workflows are created from a list of available workflow activities, and the Web designer who creates the workflow can deploy it directly to the list or library where it will be used. Although a no-code workflow created in Office SharePoint Designer 2007 can be deployed directly to the list or library where it will be used, any custom workflow installed on the server must be added to a list, library, or content type to make it available for documents or items in a specific location. You must have the Manage Lists permission to add a workflow to a list, library, or content type. In most cases, site administrators or individuals who manage specific lists or libraries perform this task. The availability of a workflow within a site varies, depending on where it is added:  If you add a workflow directly to a list or library, it is available only for items in that list or library.  If you add a workflow to a list content type (an instance of a site content type that was added to a specific list or library), it is available only for items of that content type in the specific list or library with which that content type is associated.  If you add a workflow to a site content type, that workflow is available for any items of that content type in every list and library to which an instance of that site content type was added. If you want a workflow to be widely available across lists or libraries in a site collection for items of a specific content type, the most efficient way to achieve this result is by adding that workflow directly to a site content type. Add or change a workflow for a list, library, or content type Before you try to add a workflow, contact your server administrator to determine which workflows are installed and enabled for your site. For example, some workflows may be installed on the server but may not be activated for your site. When you add a workflow to a list, library, or content type, you can customize the workflow for its specific location by specifying various options:  The name of the workflow 342  The task list where workflow-related tasks are stored  The history list that records all of the events related to the workflow  How you want the workflow to be started  Additional options that are specific to the individual workflow (For example: how tasks are routed to participants, what circumstances cause the workflow to be completed, and what actions occur after the workflow is successfully completed.) To add a new workflow to a list, library, or content type or to change the settings for a workflow that is already associated with a list, library, or content type, you follow the same steps. 1. Do one of the following: a. For a list or library: i. Open the list or library for which you want to add or change a workflow. ii. On the Settings menu , click List Settings, or click the settings for the type of library that you are opening. b. For example, in a document library, click Document Library Settings. i. Under Permissions and Management, click Workflow settings. c. For a list content type: i. Open the list or library that contains the instance of the list content type for which you want to add or change a workflow. ii. On the Settings menu , click List Settings, or click the settings for the type of library that you are opening. d. For example, in a document library, click Document Library Settings. i. Under Content Types, click the name of the content type. e. NOTE If the list or library is not set up to allow multiple content types, the Content Types section does not appear on the Customize page for the list or library. i. Under Settings, click Workflow settings. f. For a site content type: i. On the home page for the site collection, on the Site Actions menu , click Site Settings. ii. Under Galleries, click Site content types. iii. Click the name of the site content type for which you want to add or change a workflow, and then click Workflow settings. 2. NOTE If workflows have already been added to this list, library, or content type, this step takes you directly to the Change Workflow Settings page, and you must click Add a workflow to go to the Add a Workflow page. If no workflows have been added to this list, library, or content type, this step takes you directly to the Add a Workflow page. 343 3. On the Change Workflow Settings page, click Add a workflow or click the name of the workflow for which you want to change the settings. 4. Do one of the following: a. If you are adding a workflow, on the Add a Workflow page, in the Workflow section, click the name of the workflow template that you want to use. b. If you are changing the settings for a workflow, on the Change a Workflow page, change the settings that you want to change according to the following steps. 5. In the Name section, type a unique name for the workflow. 6. In the Task List section, specify a task list to use with this workflow. 7. NOTES a. You can use the default Tasks list or you can create a new one. If you use the default Tasks list, workflow participants will be able to find and view their workflow tasks easily by using the My Tasks view of the Tasks list. b. If the tasks for this workflow will reveal sensitive or confidential data that you want to keep separate from the general Tasks list, you should create a new tasks list. c. If your organization will have numerous workflows or if workflows will involve numerous tasks, you should create a new tasks list. In this instance, you might want to create tasks lists for each workflow. 8. In the History List section, select a history list to use with this workflow. The history list displays all of the events that occur during each instance of the workflow. 9. NOTE You can use the default History list or you can create a new one. If your organization will have numerous workflows, you might want to create a separate history list for each workflow. 10. In the Start Options section, specify how, when, or by whom a workflow can be started. 11. NOTES a. Specific options may not be available if they are not supported by the workflow template that you selected. b. The option Start this workflow to approve publishing a major version of an item is available only if support for major and minor versioning is enabled for the library and if the workflow template that you selected can be used for content approval. 12. If you are adding this workflow to a site content type, specify whether or not you want to add this workflow to all content types that inherit from this content type in the Update List and Site Content Types section. 13. NOTE The Update List and Site Content Types section displays on the Add a Workflow page only for site content types. 14. If there are additional customization options available for your workflow, click Next, and then specify the options that you want on the Customize page for your workflow. 15. If there are no additional customization options available for your workflow, click OK. Cancel a workflow in progress 344 If an error occurs with a workflow, or a workflow stops responding when users submit task information, the workflow can be canceled. When you cancel a workflow, the workflow's status is set to Canceled, and all of the tasks created by the workflow are deleted. You must have the Manage Lists permission to cancel a workflow. 1. If the list or library that contains the item for which you want to cancel a workflow is not already open, click its name on the Quick Launch. a. If the name of your list or library does not appear, click View All Site Content, and then click the name of your list or library. 2. Point to the document or item that is involved in the workflow, click the arrow that appears, and then click Workflows. 3. Under Running Workflows, click the name of the workflow that you want to cancel. 4. On the Workflow Status page, under Workflow Information, click Terminate this workflow now. If the Terminate this workflow now link does not appear, you do not have the correct NOTE permission to perform this task. Contact your administrator if you need to have a workflow canceled. Complete a workflow task The action that you perform or the information that you provide to complete a workflow task varies depending on what the workflow is designed to do and how it was customized when it was added to the list, library, or content type for the item. You may have the option to reassign your task or request changes to the workflow item. In some cases, the act of completing a workflow task may generate another task in the workflow. 1. Open the Tasks list for the site, and then select My Tasks on the View menu to locate your workflow task. a. 2. NOTE If the workflow does not use the default Tasks list, your workflow task may not appear in the Tasks list. To locate your workflow task, go to the list or library where the workflow item is saved. Point to the name of the task that you want to complete, click the arrow that appears, and then click Workflows. On the Workflow Status page, under Running Workflows, click the name of the workflow in which you are a participant. Under Tasks, locate your workflow task. Point to the name of the task that you want to complete, click the arrow that appears, and then click Edit Item. 345 3. In the form that appears, type or select the information that is requested to complete the task. Complete multiple workflow tasks in a list The option to complete several or all workflow tasks in a list at once (bulk process tasks) is available only for workflows that are designed to support this option, such as workflows that generate a high volume of tasks at once. The Disposition Approval workflow is the only predefined workflow included in Microsoft Office SharePoint Server 2007 that supports this option. (The Disposition Approval workflow helps organizations to manage document expiration and retention by allowing participants to decide whether to retain or delete expired documents.) NOTE If the option to process tasks in bulk is available for a custom workflow that you are using, the specific options that are available to you may differ from those described in this topic. Complete multiple Disposition Approval tasks at once 1. Open the tasks list for the workflow for which you want to complete multiple tasks simultaneously. 2. NOTE If the workflow does not use the default Tasks list, the workflow task may not appear in the Tasks list. To locate your workflow task, go to the list or library where the workflow item is saved. Point to the item that you want, click the arrow that appears, and then click Workflows. On the Workflow Status page, under Running Workflows, click the name of the workflow in which you are a participant. Under Tasks, locate the workflow task. 3. In the tasks list for the workflow, on the Actions menu 4. In the Bulk Task Selection section, select the type of task you want to edit in bulk. 5. If you applied filters to display a a certain subset of the Disposition Approval tasks in the Tasks list, in the Task Information section, confirm that you have filtered for the tasks that you want. 6. Click OK. 7. Under Disposition Approval Requested, do any of the following: , click Process all tasks. a. To approve items for disposition, click Delete these items. If you want to retain copies of the metadata for these items, select the Retain copies of the items' metadata in the audit log check box. b. To reject these items for disposition, click Do not delete these items. c. Under Comments, type any comments that you want to provide about your disposition actions. d. Click OK. e. In the Results section, view the results of the bulk task processing operation, and then click OK. 346 Manually start a workflow on a document or item You can manually start a workflow on a document or item directly from the list or library where it is saved. The options available to you when you start the workflow may vary depending on what the workflow is designed to do and how it was customized when it was added to the list, library, or content type for the item. You must have the Edit Items permission to start a workflow. Some workflows may require that you also have the Manage Lists permission, or another specific permission, to start a workflow on a document or item. NOTE If you want to ensure that workflow participants receive e-mail alerts and reminders about their workflow tasks after you start a workflow, check with your server administrator to verify that e-mail is enabled for your site. 1. If the list or library is not already open, click its name on the Quick Launch. a. 2. If the name of your list or library does not appear, click View All Site Content, and then click the name of your list or library. Point to the name of the document or item for which you want to start a workflow, click the arrow that appears, and then click Workflows. a. NOTE The Workflows command is available only when the item is in a list or library that has at least one workflow associated with it. 3. Under Start a New Workflow, click the name of the workflow that you want to start. 4. If you are prompted to provide information, such as a list of participants, task instructions, or due date information, type the information in the fields provided. Remove a workflow from a list, library, or content type You can remove a workflow from a list, library, or content type if you no longer want this workflow to be available for use on documents and list items. 1. To open the Change Workflow Settings page for the list, library, or content type from which you want to remove a workflow, do one of the following: a. For a list or library: i. Open the list or library from which you want to remove a workflow. ii. On the Settings menu , click List Settings, or click the settings for the type of library that you are opening. b. For example, in a document library, click Document Library Settings. 347 i. Under Permissions and Management, click Workflow settings. c. For a list content type: i. Open the list or library that contains the instance of the list content type from which you want to remove a workflow. ii. On the Settings menu , click List Settings, or click the settings for the type of library that you are opening. d. For example, in a document library, click Document Library Settings. i. Under Content Types, click the name of the content type. e. NOTE If the list or library is not set up to allow multiple content types, the Content Types section does not appear on the Customize page for the list or library. i. Under Settings, click Workflow settings. f. For a site content type: i. On home page for the site collection, on the Site Actions menu, click Site Settings. ii. Under Galleries, click Site content types. iii. Click the name of the content type from which you want to remove a workflow, and then click Workflow settings. 2. On the Change Workflow Settings page, click Remove a workflow. 3. On the Remove Workflows page, click Remove for the workflow that you want to remove. 4. Click OK. Use a Three-state workflow The Three-state workflow is designed to track the status of a list item through three states (phases). It can be used to manage business processes that require organizations to track a high volume of issues or items, such as customer support issues, sales leads, or project tasks. How does the Three-state workflow work? The Three-state workflow supports business processes that require organizations to track the status of an issue or item through three different states and two transitions between the states. With each transition between states, the workflow assigns a task to a person and sends that person an e-mail alert about the task. When this task is completed, the workflow updates the status of the item and progresses to the next state. The Three-state workflow is designed to work with the Issue Tracking list template, but it can be used with any list that is set up to contain a Choice column with three or more values. The values in this Choice column serve as the states that the workflow tracks. 348 The Three-state workflow can be used to manage business processes that require organizations to track a high volume of issues or items, such as customer support issues, sales leads, or project tasks. For example, the employees at a small event planning company can use an issue-tracking list and a customized Threestate workflow to manage the numerous tasks related to events that they are planning. The Three-state workflow tracks the event-planning tasks through three states: Active, Ready for Review, and Complete. All of the event preparation tasks related to a specific event are compiled into an issue-tracking list that was created for that event and marked as Active. The event coordinator assigns individual tasks to her team members and then starts the Three-state workflow on these items to initiate work on the event task. When the workflow starts, it creates a task for the designated person. When a team member receives a task, he or she performs the work required to complete the task. This may be work that takes place outside of the list or site where the issue-tracking list is located. For example, if a team member receives a workflow task to develop a catering plan, he or she contacts a catering company and then works with them to develop a plan. When the catering plan is drafted, the team member marks his or her workflow task as complete. At this point, the workflow updates the status of the event task in the issue-tracking list from Active to Ready for Review, and it creates a second task for the event coordinator to review the catering plan. After the event coordinator reviews and approves the catering plan, she marks her workflow task as complete, and the workflow updates the status of the task from Ready for Review to Complete. NOTE A workflow participant can complete a workflow task in a Three-state workflow in two different ways. A participant can edit the workflow task to mark it as complete, or a participant can change the status of the workflow item in the list (if the participant has permission to change this list). If a participant manually updates the status of the workflow item in the list, the workflow task is completed. If the participant edits the workflow task to mark it as complete, the status of the workflow item in the list is updated to Complete. The actions in the Three-state workflow in this example follow this process: 349 Set up a list to use with a Three-state workflow Before you can use a Three-state workflow, you must set up a list to use in conjunction with the workflow. This list must contain the items that you plan to track or manage by using the workflow. The Issue Tracking list template is designed to work with the Three-state workflow, but you can also create a custom list to use with these workflows. If you create a custom list to use with the Three-state workflow, you must ensure that the list contains at least one Choice column that includes three or more choice values. When you set up a three-state workflow for use with the list, you must specify the Choice column that contains the state values that the workflow will track. Create an issue-tracking list for use with a Three-state workflow 350 By default, you can use a Three-state workflow with any list that you create from the Issue Tracking list template. 1. Click View All Site Content, and then click Create on the All Site Content page. a. TIP In most cases, you can use the Site Actions menu complete this step. 2. Under Tracking, click Issue Tracking. 3. In the Name box, type a name for the list. The list name is required. a. instead to The name appears at the top of the list page, becomes part of the Web address for the list page, and appears in navigational elements that help users to find and open the list. 4. In the Description box, type a description of the purpose of the list. The description is optional. 5. To add a link to this list on the Quick Launch, click Yes in the Navigation section. 6. Click Create. Create a custom list for use with a Three-state workflow If you want to create a custom list for use with a Three-state workflow, you must add at least one Choice column that contains the state values that the workflow will track. 1. Click View All Site Content, and then click Create on the All Site Content page. a. TIP In most cases, you can use the Site Actions menu complete this step. 2. Under Custom Lists, click Custom List. 3. In the Name box, type a name for the list. The list name is required. a. instead to The name appears at the top of the list page, becomes part of the Web address for the list page, and appears in navigational elements that help users to find and open the list. 4. In the Description box, type a description of the purpose of the list. The description is optional. 5. To add a link to this list on the Quick Launch, click Yes in the Navigation section. 6. Click Create. Customize a custom list for use with a Three-state workflow 1. If the list is not already open, click its name on the Quick Launch. a. 2. If the name of your list does not appear, click View All Site Content, and then click the name of your list. On the Settings menu , click List Settings. 351 3. Under Columns, click Create Column. 4. In the Name and Type section, under Column name, type the name of column that you want to use to specify the state values for the workflow. 5. Under The type of information in this column is, select Choice (menu to choose from). 6. In the Additional Column Settings section, under Description, type an optional description for the column. 7. Under Require that this column contains information, click Yes. 8. In the list box under Type each choice on a separate line, type three or more choice values that you want for this column. 9. These values will become the states for the workflow. 10. Under Display choices using, select either Drop-Down Menu or Radio Buttons. 11. Under Allow 'Fill-in' choices, click No. 12. Specify whether you want a specific default value for this column or if you want to add it to the default view for the list. 13. Click OK. Add a Three-state workflow to a list You must add a Three-state workflow to a list before you can use it on items in that list. When you add a Three-state workflow to a list, you specify which column in the list contains the state values that you want the workflow to track. You also specify information about what you want to happen at each stage of the workflow. For example, you can specify the individuals to whom tasks should be assigned and the details of the e-mail alerts that task recipients receive. You must have the Manage Lists permission to add a workflow to a list. 1. Open the list to which you want to add a Three-state workflow. 2. On the Settings menu library that you are opening. 3. For example, in a document library, click Document Library Settings. 4. Under Permissions and Management, click Workflow settings. 5. NOTE If workflows were already added to this list, library, or content type, this step takes you directly to the Change Workflow Settings page, and you need to click Add a workflow to go to the Add a Workflow page. If no workflows were already added to this list, library, or content type, this step takes you directly to the Add a Workflow page. 6. On the Change Workflow Settings page, click Add a workflow. 7. On the Add a Workflow page, in the Workflow section, click Three-state under Select a workflow template. , click List Settings, or click the settings for the type of 352 8. In the Name section, type a unique name for the workflow. 9. In the Task List section, specify a task list to use with the workflow. 10. NOTES a. You can use the default Tasks list or you can create a new one. If you use the default Tasks list, workflow participants will be able to find and view their workflow tasks easily by using the My Tasks view of the Tasks list. b. Create a new tasks list if the tasks for this workflow will reveal sensitive or confidential data that you want to keep separate from the general Tasks list. c. Create a new tasks list if your organization will have numerous workflows or if workflows will involve numerous tasks. In this case, you might want to create tasks lists for each workflow. 11. In the History List section, select a history list to use with this workflow. The history list displays all of the events that occur during each instance of the workflow. 12. NOTE You can use the default History list or you can create a new one. If your organization will have numerous workflows, you might want to create a separate history list for each workflow. 13. In the Start Options section, do either of the following: a. If you want to allow the workflow to be started manually, select the Allow this workflow to be manually started by an authenticated user with Edit Items Permissions check box. Select the Require Manage Lists Permissions to start the workflow check box if you want to require additional permissions to start the workflow. b. If you want the workflow to start automatically when new items are created, select the Start this workflow when a new item is created check box. 14. Click Next. 15. In the Workflow states section, under Select a 'Choice' field, select the Choice column from the list that contains the values that you want to use for the states in your workflow, and then select the column values that you want for the Initial state, Middle state, and Final state of the workflow. 16. In the two sections Specify what you want to happen when a workflow is initiated (options for the first task in the workflow) and Specify what you want to happen when a workflow changes to its middle state (options for the second task in the workflow) specify the following information: Task Details Task Title: Type any information that you want to include in the in the task title. If you select the Include list field check box, the Title information for the list item is added to the custom message. Task Description: Type any information that you want to include in the description of the task. If you select the Include list field check box, the Title information for the list item is added to the custom message. If you select the Insert link to List item check box, a link to the list item is included in the description. 353 Task Due Date: Task Assigned To: If you want to specify a due date for the task, select the Include list field check box, and then select the date column from the list that contains the due date information that you want to use. To assign the task to a person who is specified in the list, click Include list field, and then select the column from the list that contains the user information that you want to use. When this workflow is started, the first task is assigned to the person whose name appears in this column for the workflow item. To assign this task in all instances of this workflow to a person or group you specify, click Custom, and then type or select the name of the person or group to whom you want to assign the task. E-mail Message Details 17. Select the Send e-mail message check box if you want the workflow participants to receive email alerts about their workflow tasks. 18. NOTE If you want to ensure that workflow participants receive e-mail alerts and reminders about their workflow tasks after workflows are started, check with your server administrator to verify that e-mail is enabled for your site. To Type the name of the person to whom you want an e-mail alert about the workflow task to be sent. Select the Include Task Assigned To check box if you want to send the e-mail alert to the task owner. Subject Type the subject line that you want to use for the e-mail alert. Select the Use Task Title check box if you want to add the Task title to the subject line of the e-mail message. Body Type the information that you want to appear in the message body of the e-mail alert. Select the Insert link to List item check box if you want to include a link to the list item in the message. 19. Click OK. Start a Three-state workflow on an item A Three-state workflow first must be added to a list to make it available for use on items in that list. A Three-state workflow can be configured to start automatically when new items are added to a list, or it can be configured to allow users with specific permissions to start the workflow manually. Some workflows may allow both options. To manually start a Three-state workflow on a list item, you must have Edit Items permission for the list. Some workflows may require that you have the Manage Lists permission. 354 NOTE If you want to ensure that workflow participants receive e-mail alerts and reminders about their workflow tasks after you start a workflow, check with your server administrator to verify that e-mail is enabled for your site. 1. Open the list that contains the item on which you want to start a Three-state workflow. 2. Point to the item on which you want to start a workflow, click the arrow that appears, and then click Workflows. a. NOTE The Workflows command is available only when the item is in a list or library that has at least one workflow associated with it. 3. Under Start a New Workflow, click the name of the Three-state workflow that you want to start. 4. The workflow starts immediately. Complete a workflow task in a Three-state workflow To complete a workflow task in a Three-state workflow you must have at least the Edit Items permission for the tasks lists where the workflow tasks are recorded. 1. Open the Tasks list for the site, and then select My Tasks on the View menu to locate your workflow task. a. NOTE If the workflow does not use the default Tasks list, your workflow task may not appear in the Tasks list. To locate your workflow task, go to the list or library where the workflow item is saved. Point to the name of the task that you want to complete, click the arrow that appears, and then click Workflows. On the Workflow Status page, under Running Workflows, click the name of the workflow in which you are a participant. Under Tasks, locate your workflow task. 2. Point to the name of the task that you want to complete, click the arrow that appears, and then click Edit Item. 3. In the form that appears, type or select the information that is requested to complete the task. Use a workflow to manage content approval for a library You can use a workflow to manage content approval (also called moderation) in libraries for which content approval is required and major and minor versioning is enabled. When you use workflow to manage the content approval process, minor versions of a document remain in a pending state until they are approved or rejected through the workflow process. If a minor version is approved through a workflow, its status is updated from Pending to Approved, and it is published as a major version and displayed to anyone with permission to view the library. If a minor version is rejected through a workflow, its status is updated from 355 Pending to Rejected, and it remains a minor version that is visible only to people who have permission to view minor versions in the library. A content approval workflow starts automatically when an author checks in a minor version as a major version, or when an author selects the Publish a Major Version command for a document. You can also choose to allow users with specific permissions to start the content approval workflow manually. Find links to more information about both content approval and versioning in the See Also section. The following sections explain the steps that are involved in setting up a workflow to manage content approval for a library. Step 1: Enable content approval and specify draft item security for the library When you set up a library, you can require approval for changes to the documents that are saved in that library. When content approval is required for a library, a document that was changed remains in a pending state until it is approved or rejected by someone who has permission to approve it. If the file is approved, it is assigned an Approved status in the library, and it is displayed to anyone with permission to view the library. If the file is rejected, its status is updated to Rejected and it remains visible only to the document author and to people with permission to manage lists. By default, a pending document is visible only to its author and to the people with permission to manage lists, but you can specify whether other groups of users can view the document. 1. If the library is not already open, click its name on the Quick Launch. a. 2. On the Settings menu opening. a. 3. If the name of your library does not appear, click View All Site Content, and then click the name of your library. , click the settings for the type of library that you are For example, in a document library, click Document Library Settings. Under General settings, click Versioning settings. 356 4. In the Content Approval section, under Require content approval for submitted items?, click Yes. 5. In the Draft Item Security section, under Who should see draft items in this document library?, select Only users who can approve items (and the author of the item). a. 6. NOTE If you have not previously updated the versioning settings for the library, this option is selected automatically when you choose to require content approval. Click OK. Step 2: Enable major and minor versioning for the library You must also enable major and minor versioning for the library in order to use a workflow to manage content approval. 1. If the library is not already open, click its name on the Quick Launch. a. 2. If the name of your library does not appear, click View All Site Content, and then click the name of your library. On the Settings menu opening. a. , click the settings for the type of library that you are For example, in a document library, click Document Library Settings. 3. Under General Settings, click Versioning settings. 4. In the Document Version History section, click Create major and minor (draft) versions. 5. Click OK. Step 3: Set up a workflow to manage content approval for a library Microsoft Windows SharePoint Services 3.0 sites do not include any predefined workflows that can be used to manage content approval. If you want to use workflows to manage content approval in a library, your organization must develop and deploy a custom workflow that is specifically designed as a content approval workflow. When you use a workflow to manage content approval in a library, the content approval workflow starts whenever a user checks in a document as a major version, or when a user selects the Publish a Major Version command for a document. Although the workflow is in progress, the document remains a minor version with a status of Pending. If the document is approved through the content approval workflow, its status is updated to Approved, and the document is published as a major version, making it visible to anyone with permission to view documents in the library. If the document is rejected through the content 357 approval workflow, its status is updated to Rejected, and it remains a minor version that is visible only to the document author and to those users who have permission to manage lists. NOTE There can be only one designated content approval workflow for a library that starts automatically when authors check in documents as major versions or when they select the Publish a Major Version command for a document. 1. Open the library to which you want to add a workflow 2. On the Settings menu opening. 3. For example, in a document library, click Document Library Settings. 4. Under Permissions and Management, click Workflow settings. 5. NOTES , click the settings for the type of library that you are a. The Workflow settings command appears only if workflows are activated for the site collection. b. If workflows have already been added to this library, this step takes you directly to the Change Workflow Settings page, and you need to click Add a workflow to go to the Add a Workflow page. If no workflows have been added to this list, library, or content type, this step takes you directly to the Add a Workflow page. 6. On the Add a Workflow page, in the Workflow section, click the name of the workflow template that you want to use to manage content approval. 7. In the Name section type a unique name for the workflow. 8. In the Task List section, specify a task list to use with this workflow. 9. NOTES a. You can use the default Tasks list or you can create a new one. If you use the default Tasks list, workflow participants will be able to find and view their workflow tasks easily by using the My Tasks view of the Tasks list. b. Create a new tasks list if the tasks for this workflow will reveal sensitive or confidential data that you want to keep separate from the general Tasks list. c. Create a new tasks list if your organization will have numerous workflows or if workflows will involve numerous tasks. In this instance, you might want to create tasks lists for each workflow. 10. In the History List section, select a history list to use with this workflow. The history list displays all of the events that occur during each instance of the workflow. 11. NOTE You can use the default History list or you can create a new one. If your organization will have numerous workflows, you might want to create a separate history list for each workflow. 12. In the Start Options section, select the Start this workflow to approve publishing a major version of an item check box. 358 13. NOTE This option is available only if support for major and minor versioning is enabled for the library and if the workflow template you selected can be used for content approval. 14. If you want to allow the workflow to be started manually, select the Allow this workflow to be manually started by an authenticated user with Edit Items Permissions check box. Select the Require Manage Lists Permissions to start the workflow check box if you want to require additional permissions to start the workflow. 15. If there are additional customization options available for your workflow, click Next, and then specify the options that you want on the Customize page for your workflow. 16. If there are no additional customization options available for your workflow, click OK. 17. NOTES a. The content approval workflow starts automatically when an author checks in a draft as a major version, or when an author chooses the Publish a Major Version command for a document. b. People who have permission to approve a document directly can do so by editing the properties for that document directly in the library. If a document is approved or rejected in this way, the workflow automatically ends. View the status of a workflow in progress After a workflow is started on a document or item, you can use the Workflow Status page to monitor the progress of the workflow on that document or item. The Workflow Status page provides the following information:  Name of the person who started the workflow  Date the workflow started  Name and link to the document or item involved in the workflow  Current status of the workflow  List of tasks assigned to the workflow participants  Lists of all of the events that have occurred in the history of the workflow thus far (for example, workflow initiation, task creation, task completion) You can go to the Workflow Status page directly from the list or library where the document or item involved in the workflow is saved. 1. If the list or library that contains the item for which you want to view the workflow status is not already open, click its name on the Quick Launch. a. 2. If the name of your list or library does not appear, click View All Site Content, and then click the name of your list or library. Point to the document or item that is involved in the workflow, click the arrow that appears, and then click Workflows. 359 3. Under Running Workflows, click the name of the workflow for which you want to view the status. 4. On the Workflow Status page, view the information about the workflow. View workflow tasks All of the tasks involved with a workflow are recorded in the tasks list that is associated with the workflow. The tasks list for a workflow is designated when the workflow is added to a list, library, or content type. A workflow can use the default Tasks list for the site, or it can use a custom tasks list that is unique to the workflow. In some cases, an organization may restrict users' permission to view a workflow tasks list, especially if workflow tasks involve sensitive or confidential information. View workflow tasks in the Tasks list If a workflow records all workflow tasks in the default Tasks list for a site, you can use the My Tasks filter to locate and view your workflow tasks. NOTE If a workflow records the workflow tasks in the default Tasks list for a site, the Tasks list may display both workflow tasks and nonworkflow tasks. 1. On the Quick Launch, click Tasks to view the tasks for the site. a. 2. If Tasks does not appear on the Quick Launch, click View All Site Content, and then click Tasks. On the View menu, click the name of the view that you want, such as My Tasks. Locate a custom tasks list and view all the tasks for a workflow in progress If the workflow for which you want to view tasks does not record workflow tasks in the default Tasks list, you can locate the custom tasks list for the workflow by going to the Workflow Status page for the workflow item. 1. Go to the list or library where the workflow item is saved. 2. Point to the document or item that is involved in the workflow, click the arrow that appears, and then click Workflows. 3. Under Running Workflows, click the name of the workflow for which you want to view tasks. 4. On the Workflow Status page, under Tasks, click the link to the tasks list for this workflow. 360 5. On the View menu, click the name of the view you want, such as My Tasks. NOTE If you already know the name for the custom tasks list for a workflow, you can also locate it by clicking View All Site Content on the Quick Launch and then selecting the name of the list. Chapter 19 Viewing Information Create or change a view You can use views to see the items in a list or library that are most important to you or that best fit a purpose. For example, you can create views of the files that were created most recently, of the list items that apply to a specific department, or of the files created by one person. After you create a view, it is always available when you look at a list or library. Overview Each list or library has at least one view, based on its type and which settings have been applied. Some lists and libraries have other built-in views, and you can create custom views. For example, a task list has several views, such as just the tasks due today, just the tasks assigned to you, all tasks, and so on. You can create personal views and public views. A personal view is available only to you when you look at a list or library. A public view is available when anyone looks at a list or library. To create a public view, you 361 must have permission to change the design of the list or library. You can make a public view the default view for a list or library. Additionally, when you or someone else designs a site, you can link to different views, or you can design pages with Web Parts (Web Part: A modular unit of information that consists of a title bar, a frame, and content. Web Parts are the basic building blocks of a Web Part Page.) that make use of the different views. To make your lists or libraries more versatile, you can add extra columns. You can create multiple views that show or hide the columns, depending on the purpose of the view. For example, people may want to see just the files that apply to their department, or the files sorted by their project number. If your list or library is large or complex — for example, your group works on multiple projects or multiple groups are working on the same project — views can help contributors to see the data that is most meaningful for their situation. You can select how many items are displayed at one time in each view. For example, people can browse a list in sets of 25 or 100 list items per page, depending on their preferences and the speed of their connection. Views can also help manage how your lists and libraries are viewed on mobile devices. Some devices may restrict the number of characters displayed in a column. Views provide several ways to make your lists and libraries more effective. Here are some ways you can use views:  Filter by a set of criteria, such as a department or person's name.  Sort in a particular order, for example, to show the files modified most recently.  Hide or show columns, for example, to see a more focused view.  Group information that is based upon list data, such as grouped by department.  Display subtotals of columns, such as the number of contract documents.  See a calendar view of a list that has start dates and end dates.  View a list in a database program that enables data analysis.  See all items at the same level in a flat view without folders. 362 Types of views When you create a custom view in Microsoft Windows SharePoint Services 3.0, you start by basing it on a type of view, which determines how the list items are displayed. For example, you can display list items in a linear list, similar to lines on paper, or you can display your information more visually, such as displaying dates in a monthly calendar. You can also base a new view on an existing view, which saves time if you want to use an existing view as a starting point.  Standard This view displays list items or files like a traditional list on a Web page. Standard view is the default for most types of lists and libraries, and you can customize it in several different ways.  Calendar This view displays your calendar items in a visual format that is similar to a desk or wall calendar. You can apply daily, weekly, or monthly views in this format. For example, you can create a calendar to track your team's deadlines for a project or holidays for your organization. Calendars have different views. All-day events appear at the top of a calendar according to date; other events appear according to date and time.  Datasheet This view provides data in a format that you can edit, such as a table in a database or spreadsheet. This view can be helpful if you need to perform large editing tasks or customization, or export your data to a spreadsheet or database program. Datasheet view requires a control or program that is compatible with Windows SharePoint Services, such as Office Access 2007, and ActiveX control (ActiveX control: A control, such as a check box or button that offers options to users or runs macros or scripts that automate a task. You can write macros for the control in Microsoft Visual Basic for Applications or scripts in Microsoft Script Editor.) support.  Gantt This view provides a visual view of data, with bars that track progress, if your data is based on a time interval. A Gantt view can help you manage projects and see a quick overview of your data. You can use this view, for example, to see which tasks overlap each other and to visualize overall progress. 363 NOTE Other types of views may be available for your list or library. Create a view When you view a list or library, you can temporarily sort or filter the files by pointing to the name of a column and then clicking the arrow beside the name. This is helpful if you need to see the files in a certain way once in while, but you have to repeat the steps the next time that you view the list or library. If you expect to view information in a certain way frequently, you can create a view. You can use this view any time that you work with the list or library. When you create a view, it is added to the View menu of a list or library. The View menu groups the views in sections, including the default view, any personal views, any additional public views, views related to content approval (such as Approve/reject), in addition to commands for modifying and creating views. Before you begin Before creating a view, you may want to add more columns to enable more flexibility for sorting, grouping, and filtering. For more information about creating columns, see Add columns in this article. If you are creating a view for a mobile device, you should consider the limits of your group's mobile devices. For help on determining these limits, see Work with mobile views later in this article. Create a view 1. If the list or library is not already open, click its name on the Quick Launch. 364 2. If the name of your list or library does not appear, click View All Site Content, and then click the name of your list or library. 3. On the View menu 4. Under Choose a view format, click the type of view that you want to create. For most situations in libraries, you can click Standard View, but you can choose other views for specific situations. 5. In the View Name box, type a name for your view, such as Sorted by Last Name. 6. If you want to make this the default view, select the Make this the default view check box. 7. You can make this the default view only if it is a public view and if you have permission to change the design of a list. 8. In the Audience section, under View Audience, select whether you want to create a personal view that only you can use or a public view that others can use. 9. In the Columns section, you can show or hide columns by selecting the appropriate check boxes. Next to the column name, enter the number for the order of your column in the view. , click Create View. 10. In the Sort section, choose whether and how you want the information to be sorted. You can use two columns for the sort, such as first by author, and then by file name for each author. 11. In the Filter section, choose whether and how you want to filter the files. A filtered view shows you a smaller selection, such as items created by a specific department or with an Approved status. 12. In the Group By section, you can group items with the same value in their own section, such as an expandable section for documents by a specific author. 13. In the Totals section, you can count the number of items in a column, such as the total number of issues. In some cases, you can summarize or distill additional information, such as averages. 14. In the Style section, select the style that you want for the view, such as a shaded list in which every other row is shaded. 15. If your list or library has folders, you can create a view that doesn't include the folders — this is sometimes called a flat view. To view of all your list items at the same level, click Show all items without folders. 16. If your list or library is large, you can limit how many files can be viewed in the list or library, or how many files can be viewed on the same page. In the Item Limit section, select the options that you want. 17. If you plan to view the list or library on a mobile device, select the options that you want in the Mobile section. 18. Click OK. Work with mobile views In Windows SharePoint Services 3.0, you can view and even update some lists and libraries from a mobile device, such as a personal digital assistant (PDA) or cell phone. The length and size of some parts of a list or library are limited on mobile devices, because of screen width and possible performance issues. You can create views for your mobile device that are based on the limits. 365 Some types of lists, such as discussion boards, are not available in mobile views. Some column types are also not available in mobile views, including Currency, Yes/No, and Person or Group. If a limit is reached, the content that isn't displayed is indicated with an ellipsis (…) in the mobile view. If people in your group are viewing lists or libraries on both types of mobile devices, you should take the mobile list limits into consideration when you design a mobile view. The following are the limits for views of lists and libraries on mobile devices. Item Limit Characters in the Web title of a list or library 20 Characters in a list or library name 20 Number of mobile views 10 Number of items displayed in a view 100 Characters in a list item title 20 Characters in a column name 20 Single-line text field type 256 Multiple-line text field type 256 Each choice in a choice field type 10 Number of options in a choice field type 10 Characters in each item in a lookup field 20 Number of options in a lookup list 20 Characters in a hyperlink or picture field 20 Characters in an attachment file name 20 366 Number of attachments (to list items) displayed 3 Characters in a calculated field 20 Add columns Columns help your group categorize and track information, such as the department name or project number. You have several options for the type of column that you create, including a single line of text, a drop-down list of options, a number that is calculated from other columns, or even the name and picture of a person on your site. NOTE The following procedure begins from the list or library page to which you want to add the column. If the list or library is not already open, click its name on the Quick Launch. If the name of your list or library does not appear, click View All Site Content, and then click the name of your list or library. 1. On the Settings menu , click Create Column. 2. In the Name and Type section, type the name that you want in the Column name box. 3. Under The type of information in this column is, select the type of information that you want to appear in the column. 4. In the Additional Column Settings section, type a description in the Description box to help people understand the purpose of the column and what data it should contain. This description is optional. 5. Depending on the type of column that you selected, more options may appear in the Additional Column Settings section. Select the additional settings that you want. 6. To add the column to the default view, which people on your site automatically see when they first open a list or library, click Add to default view. 7. Click OK. Change the settings for a column You can change the settings for a column, such as the name of the column. Depending on the type of column and the type of list, you can make additional changes. For example, you can change the type of data that some columns contain, or restrict the number of characters they contain. When you change the settings, ensure that the existing data matches the new settings that you are applying. 1. If the list or library is not already open, click its name on the Quick Launch. 367 2. If the name of your list or library does not appear, click View All Site Content, and then click the name of your list or library. 3. Do one of the following: a. On the Settings menu you want. , click List Settings or the settings option that b. On a blog site, under Admin Links, click Manage Posts to display the posts list. On the Settings menu, click List Settings. 4. Under Columns, click the name of the column that you want to change. 5. Change the settings that you want, and then click OK. NOTE You can specify that a column is indexed, which can make it faster to switch views of lists or libraries that span multiple folders. To view the settings for a list or library, click Indexed Columns. Select the column that you want to index, and then click OK. Delete a column IMPORTANT This procedure deletes the column and any data in the column. 1. If the list or library is not already open, click its name on the Quick Launch. 2. If the name of your list or library does not appear, click View All Site Content, and then click the name of your list or library. 3. Do one of the following: a. On the Settings menu you want. , click List Settings or the settings option that b. On a blog site, under Admin Links, click Manage Posts to display the posts list. On the Settings menu, click List Settings. 4. Under Columns, click the name of the column that you want to delete. 5. Click Delete. 6. You may need to scroll to the bottom of the page to see the Delete button. 7. When you are prompted with a warning and if you are sure that you want to delete the column, click OK. NOTE Lists and libraries contain certain required columns that can't be deleted, such as the Title or Name column. If the column cannot be deleted, the Delete button is not available. If you cannot delete a column, but you do not want the column to appear in a view, you can hide it. Find links to more information about hiding columns in the See Also section. 368 Select another view or change a view The views that are available depend upon the settings for your list or library, and whether someone has created additional views. Many lists and libraries have more than one default view. For example, a task list has views for the tasks that are assigned only to you and for all the tasks that are due today. 1. If the list or library is not already open, click its name on the Quick Launch. 2. If the name of your list or library does not appear, click View All Site Content, and then click the name of your list or library. 3. Do one of the following: a. To select a different view, on the View menu the view that you want. , click b. To make changes to a view, click the View menu, and then click Modify this View. Chapter 20 Security About controlling access to sites and site content As a site owner, when you create the permission structure for your site or grouping of sites, you should balance ease of administration with the need to control specific permissions for individual securable objects. With any Web site, it is also important to follow the principle of least privilege when authorizing access to the site. For easiest administration, begin by using the standard SharePoint groups (which are Site name Owners, Site name Members, and Site name Visitors) and assigning permissions at the site level. We recommend that you make most users members of the Site name Visitors or Site name Members SharePoint groups. Do not add every user as a member of the Site name Owners SharePoint group. By default, site members can contribute to the site, adding or removing items or documents, but cannot change the structure of the site or change site settings or appearance. You can create additional SharePoint groups and permission levels if you need finer control over the actions that your users can take. If there are particular lists, libraries, folders within a list or library, list items, or documents that contain sensitive data that must be even more secure, you can use fine-grained permissions to grant permissions to 369 a specific SharePoint group or individual user. Note, however, that managing fine-grained permissions can be a very time-consuming task. How security elements are assigned to a securable object You can grant specific permissions to users and SharePoint groups (that contain users) for a securable object, such as a site, list, library, folder within a list or library, item, or document. Because it is inefficient to maintain user accounts directly, use SharePoint groups as much as possible to manage users. The following figure illustrates how users and SharePoint groups are assigned specific permission levels on a site or a securable object in a SharePoint site. * A single user can be directly assigned without needing to be a member of a SharePoint group. Note that a permission assignment is created on a particular securable object. This permission assignment includes a user or SharePoint group and a permission level. Each permission level has a specific set of permissions. You can assign different users and SharePoint groups different permission levels for a specific site, list, library, folder within a list or library, list item, or document. Individual users or SharePoint groups can have different permission levels for different securable objects.  Anyone with the Manage Permissions permission can can create SharePoint groups and assign permission levels for the site as a whole. Note, however, that they may not be able to add or 370 remove users or domain groups to or from a SharePoint group. Site collection administrators and site owners have this permission, by default.  List or library administrators can specify more or less restrictive permissions for their list or library (or a folder within the list or library) by adding or removing users or SharePoint groups, or changing the permission levels for users or SharePoint groups.  List item or document creators can specify more or less restrictive permissions for an item or document by adding or removing users or SharePoint groups, or by changing the permission levels for users or SharePoint groups. Hierarchy and inheritance By default, permissions on lists, libraries, folders within lists and libraries, items, and documents are inherited from their parent site. However, you can break this inheritance for any securable object at a lower level in the hierarchy by editing the permissions (that is, creating a unique permission assignment) on that securable object. For example, you can edit the permissions for a document library, which breaks the inheritance from the site. Web sites are themselves a securable object on which permissions can be assigned. You can configure subsites to inherit permissions from a parent site or break the inheritance and create unique permissions for a particular site. Inheriting permissions is the easiest way to manage a group of Web sites. However, if a subsite inherits permissions from its parent, that set of permissions is shared. CAUTION Owners of subsites that inherit permissions from the parent site can edit the permissions of the parent. Ensure that any changes you make to the permissions on the parent site are appropriate for the parent site and all subsites that inherit those permissions. The following figure shows a site collection hierarchy with a top-level Web site and subsites that inherit permissions from their parent site as well as a subsite with unique permissions. 371 In the figure, subsite 1 inherits permissions from the top-level Web site. This means that changes made to SharePoint groups and permission levels on the top-level site also affect subsite 1. Subsite 2 is also inheriting permissions from its parent (subsite 1). However, because subsite 1 is also inheriting permissions from its parent, changes made to SharePoint groups and permission levels on the top-level site affect both subsite 2 also. This is because you cannot manage permissions on a subsite that is inheriting permissions. Instead you either manage the permissions of the parent (which is the top-level Web site for subsite 1 and subsite 2) or you can break the inheritance and create unique permissions. Notice that subsite 3 has unique permissions. This means that it does not inherit permissions from its parent site. Therefore, any changes made to the permission levels and SharePoint groups on subsite 3 do not affect its parent site. Because subsite 4 is inheriting permissions from subsite 3, any changes to permission levels or SharePoint groups on subsite 3 affect both sites. Each site contains additional securable objects which have a particular position in the site hierarchy, as shown in the following figure. 372 Lower-level securable objects automatically inherit permissions from their parent. For example, a list or library inherits permissions from the site, and list items and documents inherit permissions from the list, library, or folder that contains them. You can break this inheritance at any point in the hierarchy and assign unique permissions. When you break the inheritance from the parent, the securable object from which you broke the inheritance receives a copy of the parent's permissions. You can then edit those permissions to be unique — meaning that any changes you make to the permissions on that securable object do not affect the parent. Plan for permission inheritance It is easiest to manage permissions at only the site level, whenever possible. This means you should create your site hierarchy in a way that allows you to assign permissions to sites that are appropriate to all securable objects within the site, such as lists, libraries, folders within lists or libraries, documents, and items. Although you can assign unique permissions on any securable object in the site hierarchy, to do so is more cumbersome than inheriting permissions. It gets more difficult when some lists or libraries within a site have fine-grained permissions applied, and when some sites have subsites with unique permissions and some with inherited permissions. As much as possible, arrange sites, subsites, lists, and libraries so that they can inherit most permissions. Put sensitive data into separate subsites, lists, libraries, and so on. For example, it is much easier to manage permissions using a hierarchy like the one shown in the following example, rather than mixing sensitive and non-sensitive data in the same sites, lists, and libraries.  Site A Group home page o List A Non-sensitive data (inherited permissions) 373 o Document Library A Non-sensitive data (inherited permissions) o Subsite B Sensitive data (unique permissions)  List B Sensitive data (unique permissions)  Document Library B Sensitive data (unique permissions) Notice that the list and library in Site A contain non-sensitive data and Subsite B was created below Site A to contain a list and library for storing sensitive data. In this scenario, you can assign permissions to Site A that are appropriate to List A and Document Library A and create unique permissions on Subsite B which are appropriate for List B and Document Library B. About managing SharePoint groups and users A fundamental responsibility concerning site security is to manage who can access resources on your site. Microsoft Windows SharePoint Services 3.0 enables you, as a site owner, to control what users or groups of users can access your SharePoint sites. This effectively transfers the task of managing users from the server administrator to site owners. Windows SharePoint Services 3.0 uses Windows users and domain groups and Windows authentication mechanisms to manage and authenticate users. As a site owner, you can either add Windows user accounts directly to your site or add them to SharePoint groups to manage user accounts at the top-level Web site or subsite level. Conversely, you can also remove Windows user accounts and domain groups from your site and SharePoint groups. Inside an organization, this typically means that site owners select Windows user accounts and Windows security groups from the organization's list (typically users or groups on the Windows domain) and add them to the site or a SharePoint group of their choice. For example, SharePoint groups can contain Windows domain groups (such as domain name\Department_A, where domain name is the name of the Windows domain) or individual users with a user account on the local server or in a Windows domain (such as domain name\user name). Default SharePoint groups 374 Three SharePoint groups are provided by default, as shown in the following table. Note that you can customize them by assigning any permission level to them that you want, and you can also create new SharePoint groups with the permission levels that you want. SharePoint group name Default permission level Site name Owners Full Control Site name Members Contribute Site name Visitors Read NOTE Sites that are built on Windows SharePoint Services often have additional default SharePoint groups. Customizing SharePoint groups To meet the needs of your organization, many options are available for customizing SharePoint groups. For example, you can:  Create a new SharePoint group or customize an existing one to include only the permission levels you want (except for the Limited Access permission level). Note that you can also create custom permission levels which you can then assign to your SharePoint groups. NOTES  If your organization has people who should all have the same permissions on one or more securable objects, you should consider creating a SharePoint group for them. For example, you could create a SharePoint group for leads called SharePoint Leads, and one for analysts called SharePoint Analysts, and so on.  Anyone assigned a permission level that includes the Create Groups permission can create new SharePoint groups. Site collection administrators and site owners have this permission, by default.  Delete an unneeded SharePoint group.  Add Windows user accounts and Windows security groups to your SharePoint groups.  Remove Windows user accounts and Windows security groups from your SharePoint groups. NOTE Although you can, for example, assign the Design permission level to the Site name Readers SharePoint group, it is more practical to create a new custom SharePoint group and assign the permission 375 level you need to that new group. This way, you won't have SharePoint group names that imply a different permission level than they actually have. Assigning users and groups If the purpose of your Web site is for members of a particular workgroup to share documents and information, you typically add members of that workgroup (that is, their Windows user accounts or Windows groups) to an appropriate SharePoint group on your site. For example, you can add workgroup members that you want to allow to contribute to your Web site to the Site name Members SharePoint group. This way they can add documents and update lists. You can also add other members of the workgroup to the Site name Visitors SharePoint group so that they can read documents and view lists, but not contribute to the site. You might also want help managing the site, so you can assign some members to the Site name Owners SharePoint group. In addition to adding Windows user accounts and domain groups to SharePoint groups, you can also add them directly to your site. Users that you add directly to your site can be individually granted permission to a securable object on your site. Although this might work for a small number of users, individually assigning users to securable objects, and individually assigning a permission level to each user can quickly become difficult and time-consuming to manage. Therefore, we recommend that you use SharePoint groups when working with a large number of securable objects. About security features of Windows SharePoint Services 3.0 Microsoft Windows SharePoint Services 3.0 provides security features that you as a site owner can use to help control access to and authorization on your sites. By using these security features, site owners — instead of server administrators — control who can access the site, and site owners specify what permissions are assigned to users for particular entities. NOTE Site collection administrators have access to and control over all sites in the site collection. This means that they can perform the same actions as site owners, but on any site in the site collection. 376 Regardless of what type of site you have, the security and permissions for your site include the following elements.  User A person with a user account that can be authenticated through the authentication method used on the Web server. Users can be added directly to a securable object or indirectly by adding them to a SharePoint group which is then added to a securable object. Although users do not have to be part of a SharePoint group, it is much easier to manage permissions for SharePoint groups than for a large number of users. On the other hand, you might find it easier to directly manage permissions for a small number of users than to manage SharePoint groups.  Domain group A group defined by the authentication system. For example, Windows security groups for Windows authentication and ASP.NET role manager groups for Forms authentication are two types of domain groups.  SharePoint group A group of users that you can create on a SharePoint site to manage permissions to the site and to provide an e-mail distribution list for site members. All SharePoint groups are created at the site collection level and are available to any subsite in the site collection. However, you can choose to create a SharePoint group that only has permissions on a particular subsite. SharePoint groups can contain Windows security groups (such as Department_A), ASP.NET Forms authentication groups (such as All_Managers), and individual users with a user account on the local server or a Windows domain. Although sites that are built on Windows SharePoint Services often have additional default SharePoint groups, Windows SharePoint Services 3.0 provides three default SharePoint groups. Site name Owners, Site name Members, and Site name Readers. Each of these SharePoint groups is associated with a default permission level, but you can change the permission level for any SharePoint group as needed. Anyone assigned a permission level that includes the Create Groups permission can create custom SharePoint groups.  Members of the Site name Owners group for a top-level Web site can control more options than site owners of a subsite. For example, they can perform actions such as specifying settings for Web document discussions or alerts and viewing usage and quota data.  By default, Windows SharePoint Services 3.0 creates three SharePoint groups with default permissions on the top-level site. Members of the Site name Owners SharePoint group have Full Control permissions, Members of the Site name Members SharePoint group have Contribute permissions, and Members of the Site name Visitors SharePoint group have Read permissions.  It is typically easier to manage permissions by using SharePoint groups rather than directly assigning permissions to individual users. For example, you can add all the managers in your organization to a Managers SharePoint group that you created. You want these managers to have read and write access on subsite 1, read-only access on subsite 2, and full control access on subsite 3. You can accomplish this by assigning the permissions you want for the Managers SharePoint group separately on each subsite. Note that these permission assignments only need to be done one time. Because SharePoint groups exist at the site collection level, you can add and remove users to a particular SharePoint group in one place. As managers join the team. you can add them to the Managers SharePoint group without needing to specify the permissions they have on different sites, because you have already assigned the permissions you want for this SharePoint group for all three sites. On the other hand, if you choose to add each manager directly to a site instead of using a SharePoint group, you must assign each manager the appropriate permissions on each of the three sites. NOTE In earlier versions of Windows SharePoint Services, SharePoint groups were called cross-site groups. 377  Permission Authorization to perform specific actions such as viewing pages, opening items, and creating subsites. Windows SharePoint Services 3.0 provides 33 pre-defined permissions that you can use to allow users to perform specific actions. For example, users assigned the View Items permission can view items in a list. Each permission has one of the following characteristics: List, Site, or Personal. Permissions are not assigned directly to users or SharePoint groups. Instead, permissions are assigned to one or more permission levels, which are in turn assigned to users and SharePoint groups. Each permission can be included in multiple permission levels. NOTE Server administrators can use Central Administration to restrict which permissions are available to site collections. If a particular permission is not available on your site, talk to your server administrator. NOTE  Permission level A set of permissions that can be granted to users or SharePoint groups on an securable object such as a site, library, list, folder, item, or document. Permission levels enable you to assign a set of permissions to users and SharePoint groups so that they can perform specific actions on your site. With permission levels, you can control which permissions are granted to users and SharePoint groups on your site. For example, by default, the Read permission level includes the View Items, Open Items, View Pages, and View Versions permissions (among others), all of which are needed to read documents, items, and pages on a SharePoint site.  The following permission levels are provided by default: Full Control, Design, Contribute, Read, Limited Access. Anyone assigned to a permission level that includes the Manage Permissions permission can customize permission levels (except for the Full Control and Limited Access permission levels), or create new ones. Site Owners are assigned the Manage Permissions permission, by default. NOTE  In earlier versions of Windows SharePoint Services, permissions were called rights. In earlier versions of Windows SharePoint Services, permission levels were called site groups. Securable object An object on which permissions can be configured, such as a site, list, library, folder within a list or library, list item, or document. Permissions for users and SharePoint groups can be assigned to a specific securable object. By default, SharePoint groups and users are assigned permissions at the site level, and the lower-level securable objects (list, library, folder within a list or library, list item, and document) inherit permissions from the site level. Anyone assigned a permission level that includes the Manage Permissions permission can edit the permissions for any securable object. Site Owners have this permission by default. Enable anonymous access About anonymous access When you enable anonymous access to a Web site, you allow anonymous users (and authenticated users who have not been granted access to the site) to browse the entire Web site, including any list, library, folder within a list or library, list item, or document that inherits its permissions from the Web site. If anonymous 378 access has been enabled by the server administrator, members of the Site name Owners SharePoint group can do the following:  Grant anonymous access on a site.  Grant anonymous access only on lists and libraries.  Block anonymous access on a site. The following table lists different anonymous access options and describes the abilities that are granted and not granted to anonymous users (or to authenticated users that have not been granted access to your site) when an anonymous access option is selected. Enabling anonymous Does not grant anonymous users access on Entire Web site Grants anonymous users the ability to Browse your entire site. the ability to Change the content, by default. Read any lists, libraries, or folder within a list or library that inherits its permissions from the site, and open and read any list items or documents in those lists and libraries. Lists and libraries Read lists and libraries on which the View Items permission Browse the site. has been granted to anonymous users. (The Limited Access permission level is assigned to anonymous users at the NOTES site level which enables anonymous Because the View Items permission is not set by default, anonymous users will not be able to users to access lists and libraries.) Change the content, by default. view any lists or libraries, by default. To set the View Items permission on a list or library, the list or library must be using unique permissions. Lists and libraries that inherit permissions from the site cannot be viewed by anonymous users. Nothing Not applicable Access the entire Web site and all lists and libraries inside the Web site, including lists and libraries with unique 379 permissions. CAUTION Enabling anonymous access makes a Web server inherently less secure because anonymous users and authenticated users that have not been granted access to your site can potentially change settings or content on your site or launch a denial of service attack against your server, and their actions cannot be traced to an authenticated user account. Anonymous access considerations When you enable anonymous users to view your site, lists, or libraries, anonymous users can discover site information, including user e-mail addresses and any content posted to lists, libraries, and discussions. When you grant anonymous users permissions other than Read on lists and libraries, anonymous users can contribute to lists, discussions, and surveys, and edit documents, all of which can adversely affect server disk space and other resources. To create a more secure site, list, or library, do not enable anonymous access. Anonymous users cannot open sites for editing in programs that are compatible with Microsoft Windows SharePoint Services such as Microsoft Office SharePoint Designer 2007, nor can they use the Web Folders protocol in Windows (that is, they cannot view the site in My Network Places). TIP Instead of granting anonymous access, you can add the Authenticated Users Windows security group to the Site name Visitors SharePoint group. This grants all authenticated members of your Windows domain read access to your Web site. Unlike actions of anonymous users, actions of authenticated users can be traced back to users. For more information about adding users to SharePoint groups, see Manage SharePoint groups. As is the case with other permissions settings, when you grant anonymous access on a site, you also grant anonymous access on subsites that inherit permissions from the site. Enable anonymous access on a site To perform this procedure, an administrator must have enabled anonymous access for the Web application. If they haven't done so, the Anonymous Access option does not appear. 380 1. Open the site on which you want to enable anonymous access. 2. On the Site Actions menu a. , click Site Settings. NOTE On a site for which the Site Actions menu is customized, point to Site Settings, and then click the settings that you want to view. 3. On the Site Settings page, in the Users and Permissions column, click Advanced permissions. 4. On the Permissions page, on the Settings menu, click Anonymous Access. 5. On the Change Anonymous Access Settings page, select the parts of your Web site that you want anonymous users to access. NOTE For more information about the options available on this page, see the previous table. Enable anonymous access on a list or library NOTES  Use this procedure only if you have enabled anonymous access on a site as described in the previous procedure and have granted access to either the entire Web-site or only lists and libraries in step 5 above.  The following steps can only be performed on a list or library that is using unique permissions. 1. Open the list or library on which you want to enable anonymous access. 2. On the Settings menu, click List Settings or Library Settings. 3. In the Permissions and Management column, click Permissions for this list or Permissions for this library. a. NOTE The Settings menu is not available on the Permissions page if your list or library is inheriting permissions from its parent site. 4. If your list or library is inheriting permissions from the site, you must first break the inheritance from the site. To do so, on the Actions menu, click Edit Permissions, and then click OK to continue. Otherwise, skip to step 5. 5. On the Permissions page, on the Settings menu, click Anonymous Access. 6. On the Change Anonymous Access Settings page, select the permissions that you want to grant to anonymous users for this list or library. NOTE Only the View Item permission is available for libraries. This is to help protect your site from potential script injection attacks. Give users access to a site 381 As a site owner, you can give users access to a Microsoft Office SharePoint Server 2007 site and control what users can do there. This article explains the basics of site permissions and how to use them to add users to a site. Learn about groups and permission levels One of the fundamental responsibilities of a site owner is to control who can access the site, who can work with site content, and who can make changes to the pages and functionality on the site. As a site owner, you can give some employees permission to read and change site content, and then give other employees only permission to read site content. For example, on a site that describes employee benefits, the site owner wants only the people in the employee-relations department to add or update information on the site. However, everyone in the larger organization should be able to view the information. Granting specific permission to groups of people enables the site owner to control who can view data, who can add or change information, and who can manage content on the site. Giving users access to a site requires the following steps: 1. Determining who needs access to the site and its content and what they need to be able to do with it. 2. Creating or customizing SharePoint groups for the site and assigning permission levels to them, or using the default SharePoint groups. 3. Adding Windows security groups and user accounts to the SharePoint groups for the site. To effectively control site access, site owners need to determine who needs access to the site, what level of access they need, and what parts of the site to include in their permissions. The three core default SharePoint groups and their default permission levels are as follows:  Owners This group has the Full Control permission level, which enables group members to make changes to the site content, pages, and functionality. Full Control access should be limited to site owners only.  Members This group has the Contribute permission level, which allow group members to view pages, edit items, submit changes for approval, and delete items from a list.  Visitors This group has the Read permission level, which enables group members to view pages, list items, and documents. 382 NOTE For more information about the default SharePoint groups and permission levels, see Manage permission levels. In addition to the three core default SharePoint groups, a site owner can create new groups, modify the permission level of any of the groups, or use any combination of the following groups to create more precise access levels for their site:  Approvers Members of this group have permission to publish a major version of a list item (such as a page) from draft to final version and allow it to be accessible to anonymous and restricted users.  Designers This group has access permissions similar to those of site owners. Designers can change the performance, alter the look and feel of the site, and add code to the master page gallery. Designer level access is generally restricted to a small set of Web developers, Web designers, or both.  Hierarchy manager Members of this group have permission to rename sites or move sites within a site collection to change the hierarchy of the site collection. This hierarchy affects the navigation structure of the site, and any pages in the site that use the site navigation will reflect the changes. This group is intended to replace the Channel Manager group in Microsoft Content Management Server (CMS) 2000. If you upgrade from CMS 2000, channel managers are migrated to hierarchy managers.  Quick Deploy Users This group is intended to facilitate quick content updates for sites that have separate authoring and deployment tiers. It enables group members to easily schedule and propagate data from an authoring tier to a production tier.  Restricted readers Members of this group access the site and all of its contents with read-only permissions on the major versions of each list or item. Typically this level of access is given to people who only need to view and read information on a site but never directly contribute to it. Individual users and SharePoint groups can have different permission levels for different securable objects. For example, you can give a user permission to only read the information that appears on the site. You can then give that same user permission to edit all the files in a library or a folder within a library on the site. NOTE Securable objects include: sites, pages, lists, libraries, folders in lists and libraries, list items, and library files. Create and configure groups You are not restricted to using only the default SharePoint groups. If you have a particular requirement that a default group does not meet, you can either create a group or modify an existing group. NOTE If the default SharePoint groups meet the needs of your site, go to Add users to groups. 383 Create a group 1. On the home page of the site, click Site Actions, point to Site Settings, and then click People and Groups. a. NOTE This step step varies, depending on the template that was used to create the site and customizations made to the site. 2. On the New menu, click New Group. 3. Type a name for the group, and then type a brief description of the group's attributes. 4. To change the owner of the group, type a new account name, or click Browse to find an individual's account name. 5. In the Group Settings section, click the options to specify who can see the members of this group and who can add or remove members. 6. In the Membership Requests section, click the options to specify whether you will accept requests to be added or removed from this group, and to add the e-mail address that users can send requests to. If you select Auto-accept requests, users are automatically added or removed when they make a request. a. IMPORTANT Outgoing e-mail must be enabled for the site collection by a SharePoint administrator. 7. In the Give Group Permission to this Site section, select the permission level that you want to allow for this group. 8. To create a group that is blocked from accessing your site, clear all the check boxes for permission levels. 9. Click Create. NOTE To add users to the group that you just created, see Add users to groups. Change the permission level of a group 1. On the home page of the site, click the Site Actions menu, point to Site Settings, and then click People and Groups. This step varies, depending on the template that was used to create the site and customizations made to the site. 2. On the People and Groups page, in the Quick Launch, click Groups. 3. On the People and Groups: All Groups page, click the name of the group whose permission level you want to change. 4. On the People and Groups: Group Name page, click the Settings menu, and then click Group Settings. 5. On the Change Group Settings page, in the Give Group Permission to this Site section, select the check box next to the permission level that you want to give to the group, and clear the check box next to the permission level that no longer applies to the group. 6. Click OK. Add users to groups 384 Giving users access to your SharePoint site and its content involves adding Windows security groups and users accounts to the SharePoint groups for your site. We recommend using Windows security groups to give users access to your site. It is easier to add and manage a few Windows security groups for a SharePoint group than it is to add and manage many individual user accounts for a SharePoint group. For example, when the Marketing Windows domain security group is added to the default Members SharePoint group, all users in Marketing are able to read and make changes to site content. As employees join and leave the Marketing team, the organization's IT department adds and removes the employees' user accounts from the Marketing Windows domain security group. The site owner does not need to add and remove the individual user accounts from the Members group for their site. Your organization's Windows security groups may not meet the needs of your site and you may have to add individual Windows domain user accounts to SharePoint groups for your site. You can add Groups and Users to the same SharePoint group. To add Windows domain security groups and users accounts to SharePoint groups: 1. On the home page of the site, click Site Actions, point to Site Settings, and then click People and Groups. 2. On the People and Groups page, in the Quick Launch, click Groups. 3. Click the name of the SharePoint group to which you want to add groups and users. 4. On the New menu, click Add users, and then type the Windows security groups and users accounts that you want to add, or click Browse to find the groups and users from Active Directory Domain Services. a. NOTE To add all domain user accounts to the group, click Add all authenticated users. For example, you can do this for the default Visitors SharePoint group to give all domain user accounts permission to read the content on your site. 5. Verify that Add users to a SharePoint group is selected and that the correct group is selected, and then click OK. We recommend that you use SharePoint groups when possible to give users access to your site. In rare cases, you may need to give individual permissions to a user by clicking Give users permission directly. However, assigning individual permission levels to large numbers of users can quickly become difficult and time-consuming to manage. 6. If you want to send an e-mail message to new users, click Send welcome e-mail to new users. a. 7. NOTE Outgoing e-mail must be enabled for the site collection by a SharePoint administrator. If Send welcome e-mail to new users is selected and outgoing e-mail is not enabled, the groups and users will be added to the SharePoint group and an error message will appear indicating that the e-mail could not be sent. Click OK. 385 Manage permission levels A permission level (permission level: A set of permissions that can be granted to users or SharePoint groups on an entity such as a site, library, list, folder, item, or document.) enables you to assign a particular set of permissions to users and SharePoint groups so that they can perform specific actions on your site. By creating new permission levels (or editing existing permission levels) with the permissions required to perform common tasks, you can associate an appropriate permission level with the users or SharePoint groups for the securable object on which you want to allow them to perform those actions. The following permission levels are provided by default: Full Control, Design, Contribute, Read, Limited Access. Anyone assigned to a permission level that includes the Manage Permissions permission can fully customize permission levels (except for the Full Control and Limited Access permission levels) or create new ones. Members of the Site Owners SharePoint group are assigned the Manage Permissions permission, by default. NOTE Prior to Microsoft Windows SharePoint Services 3.0, permission levels were called site groups. Permission levels are managed at the site level. Because of this, you can perform the following tasks on the top-level Web site of a site collection or on any subsite that is using unique permissions. You cannot manage permissions on a subsite that is inheriting permissions from its parent. Instead, you must either manage permissions of the parent, or you must first stop inheriting permissions from the parent site and then create unique permissions on the subsite. CAUTION Managing permissions of a parent site affects not only the parent site, but all subsites inheriting from that parent site. Before you manage permissions of a parent site, carefully consider how your changes will affect other sites. Create a permission level 1. On the Site Actions menu a. , click Site Settings. NOTE On a site for which the Site Actions menu is customized, point to Site Settings, and then click the settings that you want to view. 386 2. On the Site Settings page, in the Users and Permissions section, click Advanced permissions. 3. If the Settings menu is not available, select Manage Permissions of Parent from the Actions menu. Otherwise, skip to step 4. a. NOTE The Settings menu is not available on the Permissions page if your site is inheriting permissions from its parent site. 4. On the Permissions page, on the Settings menu, click Permission Levels. 5. On the Permission Levels page, click Add a Permission Level. 6. On the Add a Permission Level page, in the Name and Description section, type a name and optionally a description. 7. In the Permissions section, select the permissions you want to associate with this permission level. 8. After you have made your changes, click Submit. Copy a permission level 1. On the Site Actions menu a. , click Site Settings. NOTE On a site for which the Site Actions menu is customized, point to Site Settings, and then click the settings that you want to view. 2. On the Site Settings page, in the Users and Permissions section, click Advanced permissions. 3. If the Settings menu is not available, select Manage Permissions of Parent from the Actions menu. Otherwise, skip to step 4. a. NOTE The Settings menu is not available on the Permissions page if your site is inheriting permissions from its parent site. 4. On the Settings menu, click Permission Levels. 5. On the Permission Levels page, in the Permission Level column, click the name of the permission level you want to copy. 6. Scroll to the bottom of the Edit Permission Level page, and then click Copy Permission Level. 7. In the Permission Level Name and Description section, type a name and optionally a description for the new permission level. 8. In the Permissions section, select the permissions that you want to associate with this new permission level and clear the permissions that you don't want to associate with this permission level. 9. After you have made your changes, click Submit. The new permission level appears on the Permission Levels page. Edit a permission level 1. On the Site Actions menu , click Site Settings. 387 a. NOTE On a site for which the Site Actions menu is customized, point to Site Settings, and then click the settings that you want to view. 2. On the Site Settings page, in the Users and Permissions section, click Advanced permissions. 3. If the Settings menu is not available, select Manage Permissions of Parent from the Actions menu. Otherwise, skip to step 4. a. NOTE The Settings menu is not available on the Permissions page if your site is inheriting permissions from its parent site. 4. On the Settings menu, click Permission Levels. 5. On the Permission Levels page, in the Permission Level column, click the name of the permission level you want to edit. a. NOTE You cannot make changes to the Full Control or Limited Access permission levels. 6. 7. On the Edit Permission Level page, you can make the following changes: a. Change the description of the permission level. b. Select the permissions that you want to associate with this permission level and clear the permissions that you do not want to associate with this permission level. After you have made your changes, click Submit. Delete a permission level 1. On the Site Actions menu a. , click Site Settings. NOTE On a site for which the Site Actions menu is customized, point to Site Settings, and then click the settings that you want to view. 2. On the Site Settings page, in the Users and Permissions section, click Advanced permissions. 3. If the Settings menu is not available, select Manage Permissions of Parent from the Actions menu. Otherwise, skip to step 4. a. NOTE The Settings menu is not available on the Permissions page if your site is inheriting permissions from its parent site. 4. On the Permissions page, on the Settings menu, click Permission Levels. 5. On the Permission Levels page, select the check boxes for the permission levels you want to delete, and then click Delete Selected Permission Levels. 6. Click OK to confirm. Inherit permissions from parent site If your Web site has unique permissions, you can inherit permissions from the parent Web site at any time. 388 IMPORTANT Inheriting permissions from the parent site permanently discards all custom permissions that you might have created on any securable object for this site. This means that all lists, libraries, folders within those lists and libraries, list items, and documents lose all their unique permission settings. 1. On the Site Actions menu a. 2. , click Site Settings. NOTE On a site for which the Site Actions menu is customized, point to Site Settings, and then click the settings that you want to view. On the Site Settings page, in the Users and Permissions section, click Advanced permissions. a. NOTE If the Settings menu is not available on the Permissions page, your site is already inheriting permissions from its parent site. 3. On the Permissions page, on the Settings menu, click Permission Levels. 4. On the Permission Levels page, click Inherit Permission Levels from the Parent Web Site. 5. Click OK to confirm. Manage permissions for a list, library, folder, document, or list item Microsoft Windows SharePoint Services 3.0 provides the ability to manage permissions (permission: Authorization to perform specific actions such as viewing pages, opening items, and creating subsites.) on individual lists and libraries, and on individual folders, documents, and list items within those lists and libraries. If you have sensitive information stored in a particular securable object and you do not want to expose the information to all members of a site, you can add or remove users and SharePoint groups with the permission levels (permission level: A set of permissions that can be granted to users or SharePoint groups on an entity such as a site, library, list, folder, item, or document.) you want them to have on a particular securable object. Any users with the Manage Permissions permission on a particular securable object, such as a list, library, folder within a list or library, document, or list item can manage permissions on that particular securable object. By default, Site Owners have the Manage Permissions permission. Any user with the Full Control permission level on a particular securable object can also manage permissions on that securable object. 389 View users and SharePoint groups associated with a list or library 1. Open the list or library in which you want to view users and SharePoint groups. 2. On the Settings menu, click Document Library Settings or List Settings. 3. On the Customize page, in the Permissions and Management column, click Permissions for this document library or Permissions for this list. The Permissions: Securable object name page displays all users and SharePoint groups (and their assigned permission levels) that are applied on this securable object. NOTE The page description describes the inheritance status for this securable object. Also, check boxes appear next to the Users/Groups column if unique permissions are being used for this securable object. View users and SharePoint groups associated with a folder, document, or list item 1. Open the list or library which contains the folders, document, or list item for which you want to view users and SharePoint groups. 2. Rest the pointer on the folder, document, or list item for which you want to view permissions, click the arrow that appears, and then click Manage Permissions. The Permissions : Securable object name page displays all users and SharePoint groups and their assigned permission levels that are applied on this securable object. NOTE The page description describes the inheritance status for this securable object. Also, check boxes appear next to the Users/Groups column if unique permissions are being used for this securable object. Add users to a list or library Use the following steps to add users to an existing SharePoint group that is currently associated with a particular list or library. If the securable object you are configuring is using unique permissions, you can also add users directly to this securable object with the permissions you want, or add existing SharePoint groups to this list with the permissions you want. 390 NOTE If permissions are being inherited from the parent securable object, you cannot add users or SharePoint groups directly to the securable object. In this case, you can only add users to existing SharePoint groups. However, if you create unique permissions for the securable object, you can then add users. 1. Open the list or library in which you want to add users or SharePoint groups. 2. On the Settings menu, click Document Library Settings or List Settings. 3. On the Customize page, in the Permissions and Management column, click Permissions for this document library or Permissions for this list. 4. The Permissions page displays all users and SharePoint groups associated with this list or library and their assigned permission levels. a. 5. NOTE If check boxes do not appear next to the user and group names on the Permissions page, permissions are being inherited from a parent securable object. In this case, users and SharePoint groups that you add are also added to the parent (which this securable object inherits those permissions from). If unique permissions are being used (not inheriting from the parent), users and SharePoint groups you add to this securable object only affect this securable object and any other entities that inherit permissions from this securable object. On the New menu, click Add Users. a. NOTE The New menu does not appear if the list or library inherits permissions from its parent site. In this case, on the Actions menu, click Edit Permissions, and then click OK to confirm that you want to create unique permissions. 6. In the Add Users section, specify the users and SharePoint groups you want to add to this securable object. 7. In the Give Permission section, either add the users to an existing SharePoint group or give them permission directly to the securable object and select one or more of the check boxes to give these users the permissions you want on this securable object. 8. NOTES 9. a. If permissions are being inherited from the parent securable object, you cannot add users or SharePoint groups directly to this securable object. Rather, you can only add users to an existing SharePoint group. b. You cannot add a SharePoint group to another SharePoint group. If you added a SharePoint group in step 5, you must select Give users permission directly. Click OK. Add users to a folder, document, or list item Use the following steps to add users to an existing SharePoint group that is currently associated with a particular folder, document, or list item. If the securable object you are configuring is using unique 391 permissions, you can also add users directly to this securable object with the permissions you want, or add existing SharePoint groups to this list with the permissions you want. NOTE If permissions are being inherited from the parent securable object, you cannot add users or SharePoint groups directly to the securable object. In this case, you can only add users to existing SharePoint groups that are currently associated with this securable object. However, if you create unique permissions for the securable object, you can then add users. 1. Open the list or library which contains the folder, document, or list item on which you want to add users or SharePoint groups. 2. Rest the pointer on the folder, document, or list item on which you want to add users or SharePoint groups, click the arrow that appears, and then click Manage Permissions. 3. The Permissions page displays all users and SharePoint groups and their assigned permissions levels that are applied on this securable object. a. 4. NOTE The page description describes the inheritance status for this securable object. Also, check boxes appear next to the Users/Groups column if unique permissions are being used for this securable object. If check boxes do not appear next to the user and group names on the Permissions page, permissions are being inherited from a parent securable object. In this case, users and SharePoint groups that you add are also added to the parent (which this securable object inherits those permissions from). If unique permissions are being used (not inheriting from the parent), users and SharePoint groups you add to this securable object only affect this securable object and any other entities inheriting from this securable object. On the New menu, click Add Users. a. NOTE The New menu does not appear if the list or library inherits permissions from its parent site. In this case, on the Actions menu, click Edit Permissions, and then click OK to confirm that you want to create unique permissions. 5. In the Add Users section, specify the users and SharePoint groups you want to add to this securable object. 6. In the Give Permission section, either add the users to an existing SharePoint group or give them permission directly on the securable object and select one or more of the check boxes to give these users the permissions you want on this securable object. 7. NOTES 8. a. If permissions are being inherited from the parent securable object, you cannot add users or SharePoint groups directly to this securable object. Instead, you can only add users to an existing SharePoint group. b. You cannot add a SharePoint group to another SharePoint group. If you added a SharePoint group in step 5, you must select Give users permission directly. Click OK. Create a new SharePoint group from a list or library 392 This procedure can only be performed from a list or library that is inheriting permissions from its parent site. NOTE Regardless of your starting point, all SharePoint groups are created on the site collection level. This means that all SharePoint groups are available to all sites within the site collection. 1. Open the list or library from which you want to create a new SharePoint group. 2. On the Settings menu, click Document Library Settings or List Settings. 3. In the Permissions and Management column, click Permissions for this document library or Permissions for this list. 4. The Permissions page displays all users and SharePoint groups assigned to this list or library and their assigned permission levels. a. NOTE The page description describes the inheritance status for this securable object. Also, check boxes appear next to the Users/Groups column if unique permissions are being used for this securable object. If check boxes do not appear next to the user and group names on the Permissions page, permissions are being inherited from a parent securable object. 5. If the list or library is inheriting permissions from the parent, on the Actions menu, click Manage Permissions of Parent. Otherwise, you cannot create a SharePoint group from this list or library. 6. On the New menu, click New Group. 7. On the New Group page, specify the settings for your new SharePoint group, including the permission levels you want to assign to it, and then click Create. NOTE After creating the new SharePoint group, you go to the People and Groups page, where you can add users to your new SharePoint group. Create a new SharePoint group from a folder, document, or list item Use the following steps to create a new SharePoint group and assign it to a folder, document, or list item. This procedure can only be performed from a folder, document, or list item that is inheriting permissions from its parent site. NOTE Regardless of your starting point, all SharePoint groups are created on the site collection level. This means that all SharePoint groups are available to all sites within the site collection. 1. Open the list or library in which you want to create a new SharePoint group. 2. Rest the pointer on the folder, document, or list item on which you want to create a new SharePoint group, click the arrow that appears, and then click Manage Permissions. 393 3. The Permissions page displays all users and SharePoint groups (and their assigned permission levels) that are applied on this securable object. a. NOTE The page description describes the inheritance status for this securable object. Also, check boxes appear next to the Users/Groups column if unique permissions are being used for this securable object. If check boxes do not appear next to the user and group names on the Permissions page, permissions are being inherited from a parent securable object. 4. If the list or library is inheriting permissions from the parent, on the Actions menu, click Manage Permissions of Parent. Otherwise, you cannot create a SharePoint group from this list or library. 5. On the New menu, click New Group. 6. On the New Group page, specify the settings for your new SharePoint group, including the permission levels you want to assign to it and then click Create. NOTE After creating the new SharePoint group, you go to the People and Groups page, where you can add users to your new SharePoint group. Edit permission assignments on permission levels on a list or library Use the following steps to edit the permission assignments for permission levels of selected users and SharePoint groups associated with a list or library. Note that if the securable object on which you are editing permission levels is inheriting permissions from a parent securable object, performing the following steps breaks this inheritance. CAUTION At a later time, you can choose to re-inherit permissions from the parent securable object. Note that inheriting permissions from the parent discards any unique permissions that may have been created for this securable object, such as unique SharePoint groups or permission level assignments that was created at this securable object while using unique permissions. 1. Open the list or library on which you want to edit permission levels. 2. On the Settings menu, click List Settings or Document Library Settings. 3. On the Customize page, in the Permissions and Management column, click Permissions for this list or Permissions for this document library. 4. The Permissions page displays all users and SharePoint groups associated with this library and their assigned permission levels. a. NOTE The page description describes the inheritance status for this securable object. Also, check boxes appear next to the Users/Groups column if unique permissions are 394 being used for this securable object. If check boxes do not appear next to the user and group names on the Permissions page, permissions are being inherited from a parent securable object. 5. If your list or library is inheriting permissions, you must first stop inheriting permissions to edit permission levels on this securable object. To do this, on the Actions menu, click Edit Permissions, and then click OK to confirm. 6. Select the check boxes for the users and SharePoint groups on which you want to edit permission levels on this securable object. 7. On the Actions menu, click Edit User Permissions. 8. In the Choose Permissions section, select the permission levels you want, clear those you do not want, and then click OK. Edit permission assignments on permission levels on a folder, document, or list item Use the following steps to edit the permission levels of selected users and SharePoint groups associated with a folder, document, or list item. Note that if the securable object on which you are editing permission levels is inheriting permissions from a parent securable object, performing the following steps breaks this inheritance. CAUTION At a later time, you can choose to re-inherit permissions from the parent securable object. Note that inheriting permissions from the parent discards any unique permissions that may have been created for this securable object, such as unique SharePoint groups or permission level assignments that was created at this securable object while using unique permissions. 1. Open the list or library that contains the folder, document, or list item, on which you want to edit permission levels. 2. Click the drop-down menu to the right of the folder, document, or list item on which you want to edit permission levels, and then click Manage Permissions. a. The Permissions : Securable object name page displays all users and SharePoint groups at this securable object and their assigned permission levels. b. NOTE The page description describes the inheritance status for this securable object. Also, check boxes appear next to the Users/Groups column if unique permissions are being used for this securable object. If check boxes do not appear next to the user and group names on the Permissions page, permissions are being inherited from a parent securable object. 3. If your list or library is inheriting permissions, you must first stop inheriting permissions to edit permission levels on this securable object. To do this, on the Actions menu, click Edit Permissions, and then click OK to confirm. 4. Select the check boxes for the users and SharePoint groups on which you want to edit permission levels on this securable object. 395 5. On the Actions menu, click Edit User Permissions. 6. In the Choose Permissions section, select the permission levels you want, clear those you do not want, and then click OK. Break permission inheritance on a list or library By default, lists and libraries inherit permissions from the parent site. Use the following steps if you want to break this inheritance and create unique permissions on a particular list or library. CAUTION At a later time, you can choose to re-inherit permissions from the parent securable object. Note that inheriting permissions from the parent discards any unique permissions that may have been created for this securable object, such as unique SharePoint groups or permission level assignments that was created at this securable object while using unique permissions. Note that all unique permission level assignments are also discarded from folders in lists and libraries, list items, and documents within the list or library when you choose to re-inherit permissions. 1. Open the list or library in which you want to break inheritance from the parent securable object. 2. On the Settings menu, click List Settings or Document Library Settings. 3. In the Permissions and Management column, click Permissions for this list or Permissions for this document library. 4. NOTE a. The Permissions : Securable object name page displays all users and SharePoint groups for this securable object and their assigned permission levels. b. NOTE The page description describes the inheritance status for this securable object. Also, check boxes appear next to the Users/Groups column if unique permissions are being used for this securable object. If check boxes do not appear next to the user and group names on the Permissions page, permissions are being inherited from a parent securable object. On the Actions menu, click Edit Permissions, and then click OK to confirm the action. The Edit Permissions option is not available on the Actions menu if this securable object has unique permissions that are not being inherited from the parent securable object. Break permission inheritance on a folder, document, or list item By default, folders, documents, and list items inherit permissions from their parent securable object. In most cases, this means that they inherit their permissions from the list or library that contains them. In the case where folders, documents, and list items are contained by other folders, they would, by default, inherit 396 permissions from the folder that contains them. Use the following steps if you want to break this inheritance and create unique permissions on a particular folder, document, or list item. CAUTION At a later time, you can choose to re-inherit permissions from the parent securable object. Note that inheriting permissions from the parent discards any unique permissions that may have been created for this securable object, such as unique SharePoint groups or permission level assignments that were created at this securable object while using unique permissions. 1. Open the list or library that contains the folder, document, or list item on which you want to break inheritance from the parent securable object. 2. Rest the pointer on the folder, document, or list item on which you want to break inheritance, click the arrow that appears, and then click Manage Permissions. 3. The Permissions page displays all users and SharePoint groups on this securable object and their assigned permission levels. a. 4. NOTE NOTE The page description describes the inheritance status for this securable object. Also, check boxes appear next to the Users/Groups column if unique permissions are being used for this securable object. If check boxes do not appear next to the user and group names on the Permissions page, permissions are being inherited from a parent securable object. On the Actions menu, click Edit Permissions, and then click OK to confirm the action. The Edit Permissions option is not available on the Actions menu if this securable object has unique permissions that are not being inherited from the parent securable object. Inherit permissions for a list or library By default, lists and libraries inherit permissions from the parent site. However, this inheritance can be broken to create unique permissions on a particular securable object. You can re-inherit permissions at any time. Use the following steps to re-inherit permissions from the parent securable object for a list or library that is currently using unique permissions that are not inherited from the parent. CAUTION Inheriting permissions from the parent discards any unique permissions that may have been created for this securable object, such as unique SharePoint groups or permission level assignments that were created at this securable object while using unique permissions. 1. Open the list or library on which you want to re-inherit permissions. 2. On the Settings menu, click List Settings or Document Library Settings. 397 3. On the Customize page, in the Permissions and Management column, click Permissions for this list or Permissions for this document library. 4. The Permissions page displays all users and SharePoint groups associated with this library and their assigned permission levels. a. 5. NOTE NOTE The page description describes the inheritance status for this securable object. Also, check boxes appear next to the Users/Groups column if unique permissions are being used for this securable object. If check boxes do not appear next to the user and group names on the Permissions page, permissions are already being inherited from a parent securable object. On the Actions menu, click Inherit Permissions and then click OK to confirm the action. The Inherit Permissions option is not available on the Actions menu if permissions are already being inherited from the parent securable object. Inherit permissions for a folder, document, or list item By default, folders, documents, and list items inherit permissions from their parent securable object. In most cases, this means that they inherit their permissions from the list or library that contains them. In the case where folders, documents, and list items are contained by other folders, they would, by default, inherit permissions from the folder that contains them. Use the following steps to re-inherit permissions from the parent securable object for a folder, document, or list item that is currently using unique permissions that are not inherited from the parent. CAUTION Inheriting permissions from the parent discards any unique permissions that may have been created for this securable object, such as unique SharePoint groups or permission level assignments that were created at this securable object while using unique permissions. 1. Open the list or library that contains the folder, document, or list item on which you want to reinherit permissions. 2. Rest the pointer on the folder, document, or list item on which you want to re-inherit permissions, click the arrow that appears, and then click Manage Permissions. 3. The Permissions page displays all users and SharePoint groups at this securable object and their assigned permission levels. a. NOTE The page description describes the inheritance status for this securable object. Also, check boxes appear next to the Users/Groups column if unique permissions are being used for this securable object. If check boxes do not appear next to the user and group names on the Permissions page, permissions are already being inherited from a parent securable object. 398 4. NOTE On the Actions menu, click Inherit Permissions and then click OK to confirm the action. The Inherit Permissions option is not available on the Actions menu if permissions are already being inherited from the parent securable object. Remove user permissions from a list or library Use the following steps to remove users or SharePoint groups from a list or library. 1. Open the list or library on which you want to remove user permissions. 2. On the Settings menu, click List Settings or Document Library Settings. 3. On the Customize page, in the Permissions and Management column, click Permissions for this list or Permissions for this document library. 4. The Permissions page displays all users and SharePoint groups associated with this library and their assigned permission levels. 5. NOTES 6. a. The page description describes the inheritance status for this securable object. Also, check boxes appear next to the Users/Groups column if unique permissions are being used for this securable object. If check boxes do not appear next to the user and group names on the Permissions page, permissions are being inherited from a parent securable object. b. If permissions are being inherited from the parent, you cannot remove users at this securable object. If you want to delete users and SharePoint groups from the parent securable object (which this securable object inherits those permissions from), you must manage the permissions of the parent. Perform one of the following: a. To manage the permissions of the parent, on the Actions menu, click Manage Permissions of Parent. b. If you are currently inheriting permissions from the parent and want to break this inheritance and create unique permissions for this securable object, on the Actions menu, click Edit Permissions, and then click OK to confirm the action. c. If the list or library is already using unique permissions that are not inherited from the parent, proceed to the next step. 7. Select the check boxes for the users and SharePoint groups you want to remove from this list or library. 8. On the Actions menu, click Remove User Permissions, and then click OK to confirm the action. Remove user permissions from a folder, document, or list item Use the following steps to remove users or SharePoint groups from a folder, document, or list item. 399 1. Open the list or library that contains the folder, document, or list item on which you want to remove user permissions. 2. Rest the pointer on the folder, document, or list item on which you want to remove user permissions, click the arrow that appears, and then click Manage Permissions. 3. The Permissions page displays all users and SharePoint groups on this securable object and their assigned permission levels. 4. NOTES 5. a. The page description describes the inheritance status for this securable object. Also, check boxes appear next to the Users/Groups column if unique permissions are being used for this securable object. If check boxes do not appear next to the user and group names on the Permissions page, permissions are being inherited from a parent securable object. b. If permissions are being inherited from the parent, you cannot remove users on this securable object. If you want to delete users and SharePoint groups from the parent securable object (which this securable object inherits those permissions from), you must manage the permissions of the parent. Perform one of the following: a. To manage the permissions of the parent, on the Actions menu, click Manage Permissions of Parent. b. If you are currently inheriting permissions from the parent and want to break this inheritance and create unique permissions for this securable object, on the Actions menu, click Edit Permissions, and then click OK to confirm the action. c. If this securable object is already using unique permissions that are not inherited from the parent, proceed to the next step. 6. Select the check boxes for the users and SharePoint groups you want to remove from this securable object. 7. On the Actions menu, click Remove User Permissions, and then click OK to confirm the action. Manage SharePoint groups A fundamental responsibility concerning site security is to manage who can access resources on your site. Microsoft Windows SharePoint Services 3.0 enables you, as a site owner, to control which users or groups of users have access to your SharePoint sites. This effectively transfers the task of managing users from the server administrator to site owners. Add users to a SharePoint group or directly to the site 1. On the Site Actions menu a. , click Site Settings. NOTE On a site for which the Site Actions menu is customized, point to Site Settings, and then click the settings that you want to view. 400 2. On the Site Settings page, in the Users and Permissions column, click People and groups. 3. On the People and Groups page, in the Quick Launch, click Groups. 4. On the People and Groups: All Groups page, in the Group column, click the link for the SharePoint group to which you want to add users. 5. On the People and Groups: GroupName page, on the New menu, click Add Users. 6. On the Add Users page, in the Add Users section, use the Browse button to select the users you want to add to this SharePoint group. Alternatively, type the user names, Windows domain group names, or e-mail addresses, separated by semicolons, that you want to add to this SharePoint group. 7. In the Give Permission section, either select a SharePoint group from the Add users to a SharePoint group list or select Give users permission directly, and then select the permission level you want to assign to this group. a. 8. NOTE Adding permission directly adds the users directly to the site, rather than to a SharePoint group. Click OK. Remove users from a SharePoint group 1. On the Site Actions menu a. , click Site Settings. NOTE On a site for which the Site Actions menu is customized, point to Site Settings, and then click the settings that you want to view. 2. On the Site Settings page, in the Users and Permissions column, click People and groups. 3. On the People and Groups page, in the Quick Launch, click Groups. 4. On the People and Groups: All Groups page, in the Group column, click the link for the SharePoint group from which you want to remove users. 5. Select the check boxes for the users you want to remove from this SharePoint group. 6. On the Actions menu, click Remove Users from Group. 7. Click OK to confirm the action. Create a new SharePoint group 1. On the Site Actions menu a. , click Site Settings. NOTE On a site for which the Site Actions menu is customized, point to Site Settings, and then click the settings that you want to view. 2. On the Site Settings page, in the Users and Permissions column, click People and groups. 3. On the People and Groups page, on the New menu, click New Group. 4. On the New Group page, in the Name and About Me Description section, specify the name and optionally a description for this SharePoint group. a. NOTE The description you provide in the About Me text box appears in the About Me column on the People and Groups: All Groups page. 401 5. In the Owner section, specify the owner of this SharePoint group. 6. In the Group Settings section, specify who can view and edit the membership of this group. 7. In the Membership Requests section, specify the settings you want for requests to join or leave the group. 8. In the Give Group Permission to this Site section, specify the permission level or set of permission levels you want to assign to this SharePoint group. a. 9. NOTE If you do not specify at least one permission level, this group will not have permissions on your site. Click Create. Change group settings 1. On the Site Actions menu a. , click Site Settings. NOTE On a site for which the Site Actions menu is customized, point to Site Settings, and then click the settings that you want to view. 2. On the Site Settings page, in the Users and Permissions column, click People and groups. 3. On the People and Groups page, in the Quick Launch, click Groups. 4. On the People and Groups: All Groups page, in the Group column, click the link for the SharePoint group that you want to change. 5. On the Settings menu, click Group Settings. 6. On the Change Group Settings page, make the changes to this SharePoint group, and then click OK. Delete a SharePoint group 1. On the Site Actions menu a. , click Site Settings. NOTE On a site for which the Site Actions menu is customized, point to Site Settings, and then click the settings that you want to view. 2. On the Site Settings page, in the Users and Permissions column, click People and groups. 3. On the People and Groups page, in the Quick Launch, click Groups. 4. On the People and Groups: All Groups page, in the Group column, click the link for the SharePoint group that you want to delete. 5. On the Settings menu, click Group Settings. 6. On the Change Group Settings page, scroll to the bottom of the page, and then click Delete. 7. Click OK to confirm the action. Edit group Quick Launch list Use the following steps to specify what SharePoint group names appear in the Quick Launch on the People and Groups page. 402 1. On the Site Actions menu a. , click Site Settings. NOTE On a site for which the Site Actions menu is customized, point to Site Settings, and then click the settings that you want to view. 2. On the Site Settings page, in the Users and Permissions column, click People and groups. 3. On the People and Groups page, in the Quick Launch, click Groups. 4. On the People and Groups: All Groups page, on the Settings menu, click Edit Group Quick Launch. 5. On the Edit Group Quick Launch page, in the Groups section, add the existing SharePoint groups that you want to appear in the Quick Launch, and remove those that you do not want to appear. 6. Click OK. Set up groups Use the following steps to specify which SharePoint groups to assign to visitors, members, and owners of your site. 1. On the Site Actions menu a. , click Site Settings. NOTE On a site for which the Site Actions menu is customized, point to Site Settings, and then click the settings that you want to view. 2. On the Site Settings page, in the Users and Permissions column, click People and groups. 3. On the People and Groups page, in the Quick Launch, click Groups. 4. On the People and Groups: All Groups page, on the Settings menu, click Set Up Groups. 5. On the Set Up Groups for this Site page, in each section, either select an existing SharePoint group from the list or select Create a new group to create a new SharePoint group and assign it to the site. 6. NOTE 7. If you create a new group, you can do the following: a. Accept the automatically created name for the new SharePoint group or type a new name. b. Add all authenticated users to this new group or specify only the users that you want. Click OK. Permission levels and permissions Although sites that are built on Windows SharePoint Services often have additional default SharePoint groups, Microsoft Windows SharePoint Services 3.0 includes five permission levels (permission level: A set of permissions that can be granted to users or SharePoint groups on an entity such as a site, library, list, 403 folder, item, or document.) by default. Each of these permission levels has specific permissions (permission: Authorization to perform specific actions such as viewing pages, opening items, and creating subsites.) associated with it. As a site owner, you can choose which permissions are associated with these permission levels (except for the Limited Access and Full Control permission levels) or add new permission levels to combine different sets of permissions. NOTE Prior to Windows SharePoint Services 3.0, permission levels were called site groups and SharePoint groups were called cross-site groups. As a site owner, you can associate permissions with permission levels and also associate permission levels with users and SharePoint groups. Users and SharePoint groups are associated with securable objects such as sites, lists, list items, libraries, folders within lists and libraries, and documents. For more information about assigning permissions in different securable objects, see About controlling access to sites and site content. The following tables list and describe the permission levels that you can assign to users and SharePoint groups and the permissions you can assign to permission levels. For each permission, the permission level that it is associated with it, by default, is listed. For each permission, any permissions dependent on it are listed, as well as any default permission levels that include the permission. Default permission levels in Windows SharePoint Services 3.0 Permission Level Full Control Description This permission level contains all permissions. Assigned to the Site name Owners SharePoint group, by default. This permission level cannot be customized or deleted. Design Can create lists and document libraries, edit pages and apply themes, borders, and style sheets in the Web site. Not assigned to any SharePoint group, by default. Contribute Can add, edit, and delete items in existing lists and document libraries. Assigned to the Site name Members 404 SharePoint group, by default. Read Read-only access to the Web site. Users and SharePoint groups with this permission level can view items and pages, open items, and documents. Assigned to the Site name Visitors SharePoint group, by default. Limited The Limited Access permission level is designed to be combined with fine-grained permissions to give users Access access to a specific list, document library, item, or document, without giving them access to the entire site. However, to access a list or library, for example, a user must have permission to open the parent Web site and read shared data such as the theme and navigation bars of the Web site. The Limited Access permission level cannot be customized or deleted. NOTE You cannot assign this permission level to users or SharePoint groups. Instead, Windows SharePoint Services 3.0 automatically assigns this permission level to users and SharePoint groups when you grant them access to an object on your site that requires that they have access to a higher level object on which they do not have permissions. For example, if you grant users access to an item in a list and they do not have access to the list itself, Windows SharePoint Services 3.0 automatically grants them Limited Access on the list, and also the site, if needed. List, site, and personal permissions Windows SharePoint Services 3.0 includes 33 permissions, which are used in the five default permission levels. You can change which permissions are included in a particular permission level (except for the Limited Access and Full Control permission levels) or create a new permission level to contain a specific set of permissions that you specify. Permissions are categorized as list permissions, site permissions, and personal permissions, depending upon the objects to which they can be applied. For example, site permissions apply to a particular site, list permissions apply only to lists and libraries, and personal permissions apply only to things like personal views, private Web Parts, etc. The following tables show permissions and the permission levels they are assigned to, by default. List Permissions Permission Full Design Contribute Read Limited 405 Control Access Manage Lists X X Override Check-Out X X Add Items X X X Edit Items X X X Delete Items X X X View Items X X X X Approve Items X X Open Items X X X X View Versions X X X X Delete Versions X X X Create Alerts X X X X View Application Pages X X X X X Site Permissions Full Permission Control Manage Permissions X View Usage Data X Create Subsites X Manage Web Site X Add and Customize X Limited Design X Contribute Read Access 406 Pages Apply Themes and X X Apply Style Sheets X X Create Groups X Browse Directories X X X Use Self-Service Site X X X X View Pages X X X X Enumerate Permissions X Browse User X X X X X Borders Creation Information Manage Alerts X Use Remote Interfaces X X X X X Use Client Integration X X X X X Open X X X X X Edit Personal User X X X Features Information Personal Permissions Full Limited Permission Control Design Contribute Manage Personal Views X X X Read Access 407 Add/Remove Private X X X X X X Web Parts Update Personal Web Parts Dependencies and descriptions Many permissions are dependent on other permissions. When you select a permission that is dependent on another, the permission on which it is dependent is also automatically selected. Likewise, clearing a permission on which other permissions are dependent also clears the dependent permissions. The following tables describe what each permission is used for and lists dependent permissions, if applicable. List permissions Dependent Permission Manage Lists Description permissions Create and delete lists, add or remove columns in a list, and add or View Items, remove public views of a list. View Pages, Open, Manage Personal Views Override Check-Out Discard or check in a document which is checked out to another user. View Items, View Pages, Open Add Items Add items to lists, add documents to document libraries, and add Web View Items, discussion comments. View Pages, Open Edit Items Edit items in lists, edit documents in document libraries, edit Web View Items, discussion comments in documents, and customize Web Part Pages in View Pages, document libraries. Open 408 Delete Items Delete items from a list, documents from a document library, and Web View Items, discussion comments in documents. View Pages, Open View Items Approve Items View items in lists, documents in document libraries, and Web discussion View Pages, comments. Open Approve a minor version of a list item or document. Edit Items, View Items, View Pages, Open Open Items View the source of documents with server-side file handlers. View Items, View Pages, Open View Versions View past versions of a list item or document. View Items, View Pages, Open Delete Versions Delete past versions of a list item or document. View Items, View Versions, View Pages, Open Create Alerts Create e-mail alerts. View Items, View Pages, Open View Application Pages View documents and views in a list or document library. Open Site permissions Permission Manage Permissions Description Create and change permission levels on the Web site and Dependent permissions Approve Items, Enumerate 409 assign permissions to users and groups. Permissions, Open View Usage Data View reports on Web site usage. Approve Items, Open Create Subsites Create subsites such as team sites, Meeting Workspace sites, View Pages, Open and Document Workspace sites. Manage Web Site Perform all administration tasks for the Web site as well as View Pages, Open manage content. Add and Customize Pages Add, change, or delete HTML pages or Web Part pages, and View Items, Browse edit the Web site using a Windows SharePoint Services- Directories, View Pages, compatible editor. Open Apply a theme or borders to the entire Web site. View Pages, Open Apply Style Sheets Apply a style sheet (.css file) to the Web site. View Pages, Open Create Groups Create a group of users that can be used anywhere within the View Pages, Open Apply Themes and Borders site collection. Browse Directories Enumerate files and folders in a Web site using an interface View Pages, Open such as SharePoint Designer or Web-based Distributed Authoring and Versioning (Web DAV). Use Self-Service Site Create a Web site using Self-Service Site Creation. View Pages, Open View Pages View pages in a Web site. Open Enumerate Permissions Enumerate permissions on the Web site, list, folder, View Items, Open Items, document, or list item. View Versions, Browse Creation Directories, View Pages, Open Browse User Information View information about users of the Web site. Open 410 Manage Alerts Manage alerts for all users of the Web site View Items, Create Alerts, View Pages, Open Use Remote Interfaces Use Simple Object Access Protocol (SOAP), Web DAV, or Open SharePoint Designer interfaces to access the Web site. Open Open a Web site, list, or folder to access items inside that No dependent permissions container. Edit Personal User Allow a user to change his or her own user information, such Browse User Information, Information as adding a picture. Open Personal permissions Permission Description Dependent permissions Manage Personal Views Create, change, and delete personal views of lists. View Items, View Pages, Open Add/Remove Private Web Add or remove private Web Parts on a Web Part View Items, View Pages, Open, Update Parts Page. Personal Web Parts Update Personal Web Update Web Parts to display personalized View Items, View Pages, Open Parts information. Remove users and groups from site access To properly manage access to the resources on your site, it is important for site administrators to promptly cancel the access of users who are no longer with the organization or whose role has changed such that their permission level needs to be adjusted. When users are removed from a site's permission groups, they can no longer browse to the site (assuming they do not have individual rights to the site). They also no longer receive alerts on anything from the site. However, they still exist in the UserData table, and their alerts are still present. A site administrator can still see their alerts on the User Alerts page. 411 This makes it easier to move users between groups without losing the alerts they had created. Thus, users who are moved from the Visitors group to the Members group will not have to re-create their alerts just because they change their permission level. To permanently delete a user from the UserData table and permanently delete all of the user's alerts, you need to delete the user from the site collection. Remove users from a group 1. On the home page, click the Site Actions menu, point to Site Settings, and then click People and Groups. 2. On the People and Groups page, on the Quick Launch, click Groups. 3. On the People and Groups: All Groups page, click the name of the group from which you want to remove users. 4. Select the check boxes for the users who you want to remove. 5. On the Actions menu, click Remove Users from Group, and then click OK. Delete a group 1. On the home page, click the Site Actions menu, point to Site Settings, and then click People and Groups. 2. On the People and Groups page, in the Quick Launch, click Groups. 3. On the People and Groups: All Groups page, in the Edit column, click the Edit button next to the group that you want to delete. 4. On the Change Group Settings page, scroll to the bottom of the page, click Delete, and then click OK. Delete a user from a site collection To permanently delete a user from UserData table and permanently delete all of the user's alerts, do the following: 1. On the site collection home page, click the Site Actions menu, point to Site Settings, and then click People and Groups. 2. On the People and Groups page, in the Quick Launch, click All People. 3. On the People and Groups: All People page, select the check box next to the user who you want to delete. 4. On the Actions menu, click Delete Users from Site Collection, and then click OK. View the user alerts 1. On the portal site home page, click Site Actions, point to Site Settings, and then click Modify All Site Settings. 412 2. On the Site Settings page, in the Site Administration section, click User Alerts. 3. On the Display alerts for menu, select the name of the user whose alerts you want to view, and then click Update. To delete an alert, select the check box next to the alert, and then click Delete Selected Alerts. View users and SharePoint groups and edit the Quick Launch group list As a site owner, you can view all users that have been granted access to your site as well as all SharePoint groups for your site. Note that in previous versions of Microsoft Windows SharePoint Services, all users must be added to at least one group. However, in Windows SharePoint Services 3.0, users can be added to a site without adding them to a group. NOTE Prior to Windows SharePoint Services 3.0, SharePoint groups were called site groups. By default, all SharePoint groups are listed on the People and Groups: All Groups page. This includes the default SharePoint groups, any SharePoint groups added to this site, and any SharePoint groups inherited from the parent site. However, you can edit the group list to control which groups appear under the Groups heading in the Quick Launch of the People and Groups pages. View users 1. Browse to the site on which you want to view the list of users. 2. On the Site Actions menu a. , click Site Settings. NOTE On a site for which the Site Actions menu is customized, point to Site Settings, and then click the settings that you want to view. 3. On the Site Settings page, in the Users and Permissions section, click People and groups. 4. On the People and Groups page, in the Quick Launch, click All People. All users that have been added directly to this site, added to a SharePoint group, or were inherited from the parent site appear in the People and Groups: All People list. View SharePoint groups 1. Browse to the site on which you want to view the list of SharePoint groups. 413 2. On the Site Actions menu a. , click Site Settings. NOTE On a site for which the Site Actions menu is customized, point to Site Settings, and then click the settings that you want to view. 3. On the Site Settings page, in the Users and Permissions section, click People and groups. 4. On the People and Groups page, in the Quick Launch, click Groups. All SharePoint Groups available to this site are listed on the People and Groups: All Groups list. Edit the Quick Launch group list 1. Browse to the site on which you want to view the list of SharePoint groups. 2. On the Site Actions menu a. , click Site Settings. NOTE On a site for which the Site Actions menu is customized, point to Site Settings, and then click the settings that you want to view. 3. On the Site Settings page, in the Users and Permissions section, click People and groups. 4. On the People and Groups page, in the Quick Launch, click Groups. 5. On the People and Groups: All Groups page, on the Settings menu, click Edit Group Quick Launch. 6. On the Edit Group Quick Launch page, in the Groups section, add the SharePoint groups that you want to appear and remove the SharePoint groups that you do not want to appear on the Quick Launch. 7. Click OK.

Windows SharePoint Services 3 - Department of Health and Human

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