Information Management
@ Cardiff Met:
Team Site Administration with
SharePoint 2010
How-To Guide
User Support Services
Team Site Administration with SharePoint 2010 – How-To Guide
This guide accompanies the Team Site Administration with SharePoint 2010 training session. It
covers the main points of the training session in a step-by-step “How To” manner. Use this
reference guide together with the explanatory PowerPoint slides that accompany the session to gain
a full understanding of the course material.
All resources are available on the IT Training website:
https://tsr.uwic.ac.uk/Learning/Help/Training/
A Note on Conventions:



Menus and menu options appear in bold italics.
E.g. Site Actions  Site Settings means choose the Site Actions menu then the Site Settings
option.
SharePoint features appear in bold.
E.g. “Choose Team Site from the list of available templates”.
Hints, tips or asides appear within a box. E.g.
TIP: Hints, tips and asides will appear in boxes like this!
Contents
Site Actions Menu ................................................................................................................................... 3
The Ribbon .............................................................................................................................................. 3
Team Site Administration ....................................................................................................................... 4
Creating a Team Site ........................................................................................................................... 4
Deleting a Team Site ........................................................................................................................... 5
Editing a Team Site Page ..................................................................................................................... 6
Adding Web Parts to a Team Site ................................................................................................... 7
Modifying Site Settings ....................................................................................................................... 7
Permissions ............................................................................................................................................. 8
Granting Permissions .......................................................................................................................... 8
Removing User Permissions .............................................................................................................. 10
Modifying Permissions ...................................................................................................................... 10
Groups ............................................................................................................................................... 10
Creating a New Group................................................................................................................... 10
Modifying a Group ........................................................................................................................ 11
Library Administration .......................................................................................................................... 12
Creating a Document Library ............................................................................................................ 12
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Team Site Administration with SharePoint 2010 – How-To Guide
Deleting a Document Library ............................................................................................................ 13
Views ................................................................................................................................................. 14
Creating a New View ..................................................................................................................... 14
Modifying a View .......................................................................................................................... 14
Creating a New Columns ................................................................................................................... 15
Modifying Library Settings ................................................................................................................ 16
Site Actions Menu
Many actions relating to team site administration are initiated via the Site Actions menu. This is
located in the top-left corner of most team sites.
The Ribbon
The ribbon appears at the top of a team site and contains commands used to administer team sites
(amongst other functions). It behaves in a similar manner to the ribbon found in Office 2007/2010.
The ribbon contains several tabs and is context sensitive, that is the commands will change
depending on the situation (e.g. the tabs and commands available whilst in a document library are
different to those available whilst in the main area of a team site).
The ribbon
The Documents tab
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Team Site Administration with SharePoint 2010 – How-To Guide
Team Site Administration
Creating a Team Site
To create a new team site:
1.
2.
3.
4.
Navigate to the team site that you wish to create your new subsite.
Site Actions  New Site.
Choose Team Site from the list of available templates (Figure 1).
Choose a Title and URL name (web address).
TIP:
Use a relevant, but brief URL name.
Figure 1: New Team Site options.
5. Choose More Options for options relating to site navigation and permissions (both of these
can also be set once the site has been created).
6. Click Create.
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Team Site Administration with SharePoint 2010 – How-To Guide
Deleting a Team Site
1. Navigate to the Team Site you wish to delete.
2. Site Actions  Site Settings
3. Under the Site Actions group, choose Delete this site.
Figure 2: Site Settings screen.
WARNING: The site and all content within the site (including libraries and the documents
contained within) will be PERMANENTLY DELETED AND NOT SENT TO THE RECYCLE BIN.
4. Read the Warning:
Figure 3: The Warning displayed indicates the team site will go to the Recycle Bin, this is NOT the case; it
will be permanently deleted.
5. Click the Delete button to confirm or Cancel if you change your mind.
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Team Site Administration with SharePoint 2010 – How-To Guide
Editing a Team Site Page
1. Site Actions  Edit Page
2. You are now able insert text and format it using the Editing Tools tab on the ribbon:
TIP: The options for editing a team site page will vary depending on how the page was setup
initially. Older sites may not have the ability to edit text directly on the page.
3. Click Save & Close on the Page tab on the ribbon to commit your changes and update the
page:
TIP: Older sites may have a Stop Editing button instead.
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Team Site Administration with SharePoint 2010 – How-To Guide
Adding Web Parts to a Team Site
Web parts can be added to a page to display lists such as announcements, tasks or calendar events.
Another popular web part is the Team Site Navigator web part.
1. Edit the team site page: Site Actions  Edit Page
2. Place the cursor on a place on the page where you would like to add the web part.
TIP: Older pages may already have built in web part zones available for you to add a web part.
3. Use the Insert tab on the ribbon to insert a web part:
4. Choose a list or library (or other web part, if desired) from the dialogue at the top of the
page:
5. Click Add. The web part should be added to the page.
6. Click Save & Close on the Page tab on the ribbon to save the page.
Modifying Site Settings
1. Site Actions  Site Settings
2. Choose an option from the list.
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Team Site Administration with SharePoint 2010 – How-To Guide
Permissions
Granting Permissions
To grant a user or multiple users permissions to a site:
1. Navigate to the site you wish to grant users access to.
2. Site Actions  Site Permissions.
3. If the site is Inheriting Permissions from its parent click Stop Inheriting Permissions on the
Permission Tools tab on the ribbon to apply unique permissions.
ASIDE: Or to manage the permissions for the parent site choose Manage Parent. This will
necessarily change the permissions on the parent site and all child sites beneath it (that
inherit permissions).
4. Click Grant Permissions.
5. You now need to select the user or users you wish to grant permissions to. There are three
ways to do this.
a. Type in their user ID and press the Check Names button.
TIP: Multiple IDs and names can be input in one go. Use a semicolon to separate
them.
b. Type in their surname, followed by a comma and then their forename and press the
Check Names button.
TIP: If a user ID or name cannot be found, closest matches are displayed by clicking
the item that could not be resolved (underlined in red).
c. Use the Address Book to search for a user by surname.
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Address Book
Check Names
6. Choose the level of permission you wish to grant to user(s) selected, either by adding them
to a group or by granting them permission directly.
7. The last section of the Grant Permissions form allows a Welcome Email to be sent to the
new users. Tick the box and fill in a message if you want to alert new users to the site.
8. Click OK when done.
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Team Site Administration with SharePoint 2010 – How-To Guide
Removing User Permissions
1.
2.
3.
4.
Navigate to the site that you wish to remove a user’s permissions.
Site Actions  Site Permissions.
Tick users that you wish to remove.
Click the Remove User Permissions button on the Permission Tools tab on the ribbon.
Modifying Permissions
1.
2.
3.
4.
5.
Navigate to the site that you wish to edit user permissions.
Site Actions  Site Permissions.
Tick user(s) whose permission’s you wish to modify
Click the Edit User Permissions button on the Permission Tools tab on the ribbon
Choose the new level of permission for the user(s) selected and click OK.
Groups
Creating a New Group
1. Site Actions  Site Settings.
2. Choose People and groups under the Users and Permissions section:
3. Click Groups in the Quick Launch (left navigation) bar:
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4. Choose New  New Group
Modifying a Group
1. Site Actions  Site Settings.
2. Choose People and groups under the Users and Permissions section:
3. Click Groups in Quick Launch (left navigation) bar.
4. Choose the group you wish to modify from the list.
5. Use the New, Actions and Settings menus to modify group members and settings:
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Team Site Administration with SharePoint 2010 – How-To Guide
Library Administration
Creating a Document Library
1. Navigate to the site that you wish to create the new document library
2. Site Actions  New Document Library
3. Select the options for your new document library:
TIP: Choose Display on the Quick Launch if you would like a link to the library to be created in the
left navigation.
Enable version history to create a new version of the file each time it is edited – recommended!
4. Click the Create button at the bottom of the dialogue.
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Team Site Administration with SharePoint 2010 – How-To Guide
Deleting a Document Library
1. Navigate to the document library you wish to delete.
2. Choose the Library tab from the Library Tools group:
3. Click Library Settings on the Library tab.
4. Choose Delete this document library from the Permissions and Management settings
(middle of the page).
WARNING: The document library and all documents contained within will be sent to the
Recycle Bin.
5. Choose OK if you are sure you want to delete the document library and all documents within
it:
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Team Site Administration with SharePoint 2010 – How-To Guide
Views
Creating a New View
1. Navigate to the library you would like to create a new view for.
2. On the Library tab on the ribbon select Create View.
3. Choose a view format from the list (Standard View is the most commonly used).
4. Name your view then choose your view options:
5. Click OK when done.
Modifying a View
1. Navigate to the library you would like to modify the view for.
2. From the Library tab choose Modify View:
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3. Make any changes required to the view and click OK when done.
Creating a New Columns
1. Navigate to the library you would like to add a column to.
2. Choose Create Column from the Library tab:
3. Choose the options for the new column:
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4. Click OK when done.
Modifying Library Settings
The Library Settings button on the Library tab provides access to the Document Library Settings
screen. Here you can modify the title, description and navigation, change versioning settings and
modify permissions for the document library, as well as change many other settings for the library:
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