1. Introduction to SharePoint Site Administration at Computershare
Carey Bates and Joan Thomas InfoDev, Shelton
December 2005
Thank you for taking the time to come and learn about administering Sharepoint.
Each of you has a unique responsibility to maintain your site effectively.
What you will learn today will help you do that – with ease.
For those of you who don’t know infodev..introductions…
Introduce us (Joan, Catherine, me)
Have people introduce themselves – go around the room.
Encourage them to take note of each other, to share in the future
Encourage use of discussion boards.

2. Agenda Overview (Demo) of SharePoint Terminology Lesson
Creating with SharePoint
Role(s) of an Administrator
Front Page and SharePoint
Customizing Your Site
Workshop
Sharing SharePoint Tips
We have a few things on our agenda today, namely (list)
The most important thing to understand is how SharePoint is used throughout the company
And to harness its capabilities for use in our organization.
You will learn about roles, terminology and how to use Front Page to customize your site.
Is anyone unfamiliar with FrontPage?
Front Page is a dynamic html editor that allows you to modify html files in code view or page view (with graphics and layout). It is a Microsoft product that supports SP, another Microsoft product.
NOTE: This is not a Front Page training session, however you will learn how to access and post files,
Modify site information and learn about the architecture and structure of Sharepoint file storage.
You will also learn by practicing – we will have a workshop in which you will have some hands-on time to apply and try what you have learned.
CANDY INCENTIVE: Who has a tip to share with us on how you manage information on your site? Who would like to show us your favorite area on your site?

3. Overview of SharePoint
Sites
Overview of Navigational Buttons
Highlight 3 sites (Development , InfoDev, and PM)
Subweb Overview
Each of our sites is a subweb of the main portal
When a new site is created, roles and rights are assigned
When using same rights as parent, all users from the top-level site are authenticated to the subweb
Convention used: AMERICAS\smithj
Basic Navigation
Review of storage (document libraries)
Lists
Components
Tour first, then Create
Sequence, then repeat for create
First, show clutter, then solution (i.e., front end page)
Sites:
Each site has navigational buttons – to make it easier for you to navigation around SP (JMT shows)
There are three sites in particular that are using “front end pages” – where information is compiled in a separate html page, But referenced on the main page easily. This method makes it easy to manage information without clutter.
<SHOW Clutter of TWP document library on INFODEV. SHOW TWP Front-end page that summarizes key current deliverables>
<How many of you have become so frustrated with Sharepoint b/c….?>
Subwebs:
What is a subweb? A subweb is a website that is branched off of but connected to the main site.
Each department has their own subweb.
You can view existing subwebs (and their URLs) under Site Administration.
Which leads to one of your jobs as a site administrator:
Assigning roles and rights to individuals or groups
**As a manager, you have a site and need rights. Anyone else needs to ask their manager.
(Go into Site Administration (which they will have access to) and show the subweb list)
Also show them roles and rights.
Explain roles briefly.
**Note** each person that signs up for this class will need admin rights assigned
You can create a subweb off the subweb, however we recommend using front end pages for multiple subject areas within a subweb. It is easier to maintain and less confusing as sites and posting increase in number.
Basic Navigation:
Overview of toolbar (Document libraries (how to create a new one and post to it), Lists, Discussion Boards, Site Settings)
You will use the site settings option the most as an administrator.
Lists – you can create custom lists, or a list of links (for example, reference material for a team and a new project)

4. Terminology Lesson Main Site Discussion Boards Lists
Navigational Buttons
Announcements
Discussion Boards
Used by teams to communicate (i.e., Development's Code Base) and share ideas.
Lists
Created to organize information (i.e., a list of links)
The Contacts component is a customized list
Document Libraries
Created for projects or teams that want to post documents
Typically, document libraries are organized by project or team.
(JMT – you’re on the hook to drive)
Main Site
Navigational Buttons – each project or department has a button that links to their subweb.
The navigational buttons are static and can only be changed by a site administrator
The buttons are displayed on each page (with the exception of Front end pages)
Announcements
You use the Announcements area to announce items to your team.
If you do not have the announcements component on your team’s page, you can add it
<DEMO>(Site Settings, Customize Home page layout – demo how to move a component to the page
and Save)
Discussion Boards
Used by teams to communicate (i.e., Development's Code Base) and share ideas.
<DEMO: TWP CODEBASE>
Lists
Created to organize information (i.e., a list of links)
The Contacts component is a customized list
You use lists to organize common information (i.e., name & contact info, or links related to
a project)
Lists that you create are saved to the SP server for reference and use
<DEMO: show where the lists are, using InfoDev as eg demo removal/add of contacts component)
Document Libraries
Document libraries provide the backbone for document and file stores on SP
Using file names and descriptions
<CB – PRINT OUT SOME EXAMPLES and HAND OUT>
Created for projects or teams that want to post documents
Typically, document libraries are organized by project or team on a particular subweb

5. Creating with SharePoint
Creating a Site (Subweb)
Using the following URL, I am going to create these items in SharePoint:
Adding a subweb
Managing Users
Assigning Roles
Adding Document Libraries
Creating a Site (Subweb)
We are going to use what we learned in the overview to see how it works.
Use the following URL to accomplish the tasks below:
Add a subweb – demo (use Technical Documentation)
Managing Users & assigning roles – add a user (keelingc) as advanced author
Adding Document Libraries – go to site created and click documents
Add a document library (Database Designs Docs)

6. Role(s) of an Administrator
Posting Information
Announcements
Creating Views (handout)
Development Site - Hydrogen Project Link
Setting Up Users
Assigning roles and rights
Site Organization
Document libraries for file storage
Front-end pages for organizing information
Example: InfoDev's Front-end page for TWP
Making Changes
Administrator privileges
Posting Information
You can use the Announcements functionality to make announcements to your group.
This is a great way to keep team members updated on an area of mutual interest.
CANDY INCENTIVE: How many of you know how to post documents to SharePoint?
If everyone knows, do not demo
If one knows how and wants to demo, invite them to show it for an incentive.
Setting up users
You will be responsible for assigning roles and rights to members of your team that want to participate in discussions
You will also be responsible for adding new users (i.e., new employees) that will need access to the information on your site.
(By default, all users have browser access from the main site level, however some individuals will need privileges to post or Participate in discussion boards.)
Organizing Your Site
Document Libraries provide the primary means of document storage on SP
For example, you create a document library for a team (i.e., EES)
All documents related to that project are posted to the Document Library.
You can then create a front-end page (using front page) that references those documents that are posted to the document library.
This eliminates the confusion of users having to search or enter into a Document Library that has many, many files.
By creating a front-end page, you are giving them the information they need up front (i.e., the TWP page (show))
Making Changes
As the administrator for your site, you have the rights to change anything on the site
A common change is the customization of the Home page Layout
Site Settings > Customize Home Page Layout
Here, you can drag and drop existing components (or lists) into the center or right columns of your
Page. Click OK to view the page.

7. Front Page and SharePoint
Basic Overview
Use of Front Page as an HTML editing tool
Use of menus
Use of code
Folder Structure
Overview of folder structure at site level
Default.htm
Graphics storage and referencing
Functionality
Inserting Rows and Columns
Inserting Web Components
Adding Images
Adding a New Link
EDIT WITH FRONT PAGE MENU OPTION AND THAT IS IT! NO TIME.
Question: Who knows Front Page and/or HTML?
Front page is the primary editing tool we use with SP.
If you know html, you are certainly welcome to use a different editor.
Before we go off on a tangent, it is important to understand the basics of how Front page and SP interface. Go to the InfoDev page (this is going to be a TOUR) Demo File, edit with microsoft front page. Show folder structure and Explain the default.htm file (how it is important to back it up prior to making a change) Explain that if they mess up the default.htm, they will have to contact Chicago to restore the File from the nightly backup…which can take time.
Explain graphics and file folder storage.
How html code must reference graphics correctly, etc
Folder Structure
All document libraries are indicated by a folder
At each site level, you see the folders
Functionality
Inserting Rows and Columns – demo Layout Tables briefly
Inserting Web Components – insert a component
Adding Images – show how to add an image via page view
Adding a New Link – show how to add a link via page view (problem is, I’m used to doing it through the code…so I’ll have to practice this!)

8. Customizing Your Site Use of Front-end pages
Use of Components (i.e., Lists) to organize a page
Use of Layout Tables in Front page (recommended for formatting)
Adding graphics
Customizing and creating views
You can customize your site using:
Front-end pages
Components
Layout Tables in Front Page
Graphics
Customizing Views
At this point, you’ve learned about everything except using views.
Views are categories that you can create and assign to document postings.
Once created and you have documents posted with an affiliation to a particular view,
You can then select the view (in the left pane) to sort on just the document in that view.
(PASS AROUND HANDOUT – DON”T GO TOO DEEPLY INTO THIS)
This is one of the nicest organizational features of SP

9. Workshop
15 minute session on creating a front-end page using the following URL:
Ask Questions
Links and references to SharePoint doc/reference material are available on the InfoDev portal page.
Class will access the following site:
Each attendee will be authenticated here as an administrator (once class list is set).
I will have a handout for this workshop. I will send it around to you all on Monday.
(Sharepoint Administrator Workshop.doc)
The following will also be distributed:
Examples of file naming conventions (basic guidance)
Tanya’s QRG for Creating Views
Create a subweb.
Create a News List (add 2 items)
Make sure it is visible on the main page (Customize Home page setup)
Create a links list (add 2 links)
Create a document library and post 5 of their own docs, creating 2 additional columns for display)
Add announcements and contacts
Create a document library. Post something into it.

10. SharePoint Tips Group Discussion: How will your group use SharePoint?
What people in your group will most likely use the various functions?
Which ones?