MOSS Teamspaces Administrator Guide

MOSS Teamspaces Administrator Guide
2011
Guide for Sharepoint 2007
Administration
Teamspace Plus training
documentation(SP 2007)
i
Syngenta
www.syngenta.com
This document is the detailed training documentation for upgraded
Teamspace Plus sites in the new Microsoft Office SharePoint Server
(MOSS) environment. It focuses entirely on the Administrator role,
but there is additional documentation available focusing on endusers.
MOSS Teamspace Plus - Administrator training
Table of contents
Chapter: Introduction
Contents
1. Introduction ........................................................................................... 3
2. Getting started: What can/shall I customize? ........................................ 4
3. Setting the Teamspace Regional Settings .............................................. 5
4. Adding photos ........................................................................................ 6
5. Adding a Document Library.................................................................... 7
6. Customizing a Document Library ........................................................... 9
7. Customizing General Settings for a Document Library ........................ 11
8. Adding/customizing a column in a Document Library ......................... 11
9. Creating/customizing a View ............................................................... 16
10. Versionning .......................................................................................... 21
11. Set up Mandatory Check Out and Discard Check Out ......................... 22
12. Creating and Managing copies of documents across libraries............. 25
13. Links...................................................................................................... 28
14. Saving a library as a template .............................................................. 29
15. Importing a List or Library .................................................................... 30
16. Deleting a Document Library ............................................................... 31
17. Working with Custom lists ................................................................... 31
18. Creating Custom Lists ........................................................................... 31
19. Working with issue lists........................................................................ 32
20. Hints & Tips about Libraries and Lists .................................................. 35
21. Modifying pages ................................................................................... 36
22. Adding Webparts.................................................................................. 36
23. Deleting Webparts ............................................................................... 39
24. Customizing Webparts ......................................................................... 39
25. Managing the Quick Launch Bar .......................................................... 40
26. Introduction to Access and Permission Management ......................... 43
27. Create or copy a new permission level ................................................ 48
28. Adding Users ........................................................................................ 49
29. Using DLs to add existing teams........................................................... 50
30. Creating site groups ............................................................................. 51
31. Changing permission settings for a list or library ................................. 53
32. User and Permissions Best Practices and Recommendations ............. 54
33. Using surveys........................................................................................ 55
34. Using RSS feed ...................................................................................... 60
35. Connecting lists to outlook................................................................... 65
36. Recycle Bin ........................................................................................... 67
37. Workflows ............................................................................................ 68
38. Quota Increase Process ........................................................................ 73
39. What you should not be doing ............................................................. 74
40. Managing your site............................................................................... 75
41. Requesting creation of a new TeamspacePlus site .............................. 75
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1. Introduction
Setting up a new teampsace
To set up a new Teamspace, you need to contact your Knowledge Advisor. After discussing with
your Knowledge Advisor, he/she will request it for you. By default the size of the Teamspace is 1GB.
Additional space can be requested also by your Knowledge Advisor, up until 5 GB.
If you do not know your Knowledge Advisor you can find the list here:
http://teamspace/sites/kan/Lists/KA%20List%20Globally/By%20Country.aspx
Some sites require what’s known as a “Digital ID”. A Digital ID is simply a certificate that is installed
into your browser and helps identify you when accessing the TeamspacePlus service. TeamspacePlus
sites that require Digital IDs are used whenever there is a need to store certain types of information.
You are normally informed if you need one and how to acquire one during the registration of your
account. Digital ID-enabled sites can easily be identified as they have the word “strong” in the URL
(e.g. https://tsplus-strong.syngenta.com/sites/mysite/). You can ignore the rest of this section if the
TeamspacePlus site you are accessing is not enabled for Digital IDs
.
Your role as Administrator
As Administrator, you are the one responsible for the design, set up and well being of your
Teamspace.
Responsible for the content and the access of the Teamspace is the general owner (listed in Web
Admin – not to confuse with the owners group in Site Permissions) even though you, as
Administrator, will most probably perform the needed actions. You have to work closely with the
owner and act on his/her behalf. You are the only one that has rights to add and remove members,
add and delete Webparts and do major modifications beyond collaboration on content. The
Administrator role is important and needs to be taken seriously.
Required Vocabulary

Lists: the Teamspace mostly works based on lists.
A list is like a spreadsheet and is made up of columns and rows (for instance Contact List, Event List,
Discussion list, Links list …). These columns are also called attributes and they are meant to define
the different items in a list. These columns could refer to the name of the item, the name of the
author, date of creation, or to other more specific attributes such as document type, status of a
task…which are particular for one type of list.
Lists structures are different depending on the type of list (Events, Contacts, Tasks, Libraries…) and
the settings made by your Administrator.
The Administrator of the Teamspace can set different access permissions for different lists.
Libraries are a particular type of list serving as a collection of documents. All documents posted on
the Teamspace are located in libraries. Each library has a different purpose, and may have a different
structure, which can be adapted by the Administrator in order to serve its purpose.
Chapter: Introduction
To understand the following chapters, you need to read and understand the following concepts!
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
Webparts: each part of the home page highlighted
by a color bar is a Webpart
(for instance Announcements or Team Tools, etc.).
Sites
Web parts
Lists

Views: a view is a way of displaying the content of a list.
There can be several views for the same list, as views can filter or sort documents or other list items
according to various criteria.
In the 2007 version, views are located on the right top corner of every list.

Alerts: an alert is a message that is sent automatically from the Teamspace to your e-mail, notifying
you of changes on the Teamspace.
Alerts are set up by each team member as they wish. Alerts can be set up either for individual items
or whole lists.
2. Getting started: What can/shall I customize?

The first thing to do in a new Teamspace Plus site is to check the accuracy of the Teamspace details,
especially the name of the Teamspace owner. If this is not right,  See Modifying Teamspace
details.

Then post the photo to be used on the Home-Page  See Photo for Home-Page

The next point is the addition of specific Team Tools  See Team Tools

To work properly Document libraries need to be customized by the addition of specific attributes 
See Customizing a Document Library.
Chapter: Getting started: What can/shall I customize?
The behavior of the various Webparts is described in the relevant section. Webparts can be added
by the Administrator.
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It can also be useful to create specific Document Libraries other than the default ones  See Adding
a Document Library.
It might also be useful to customize the Views for a more effective access to specific documents 
See Creating Views

To accommodate calendars for several different purposes the event list can be customized by the
addition of attributes and creation of specific Views  See Creating/customizing a List, and
Creating/customizing a View

If the team members have special requirements you may need to add specific Lists. There is a wide
range of things that you can do with Lists  See Working with Lists.

You also need to register team members and give them the relevant permissions  See Creating
User Groups and Adding Users

Your KA may also need to request additional space for the Teamspace, the default one is 1GB and
you can request to increase it up to 5GB. From 5GB to 15GB (the max) a special approval is required
also for the KA.

You may want to re-use customized Webparts from another Teamspace  See Importing Lists and
Libraries
3. Setting the Teamspace Regional Settings
You need to check the regional settings in use for this Teamspace.
By default, they will be English (United States) as indicated in the web part. This has an impact on
the format of dates, numbers and sorting of text, for instance the format of date is MM/DD/YYYY.
EAME Teamspaces should have English (United Kingdom) as Regional Settings.
If this is not correct for your team, you can modify this as follows:
Chapter: Setting the Teamspace Regional Settings
1. Go to Site Settings and under Site Administration, click on Regional Settings.
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2. In the Regional Settings page select the appropriate region to reflect the format your users are
used to.
4. Adding photos

Adding a team photo

Uploading and adding pictures to other pages
Adding a team photo (or replacing
the default team photo):
Make sure the picture you want to use as a team photo is stored on a Teamspace with the name
“teamphoto.jpg”.
(name =”teamphoto” is compulsory to allow automatic inclusion in home page; format “jpg” to
minimize size).
The picture should not be more than 256 x 192 pixels to fit with home-page design. You can use
Microsoft Office Picture manager to change the picture size.

For a later step, you need to have the link to the picture you have stored. You can do it by
using the “copy shortcut” functionality.
Chapter: Adding photos

In the Teamspace click on Site Actions, Edit Page, Add Web Part, a list of ‘parts’ will appear;
select Add Web Image Part (found under miscellaneous).
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
Open the tool pane (a link will appear in the Image Web Part) and upload your picture under
the name “teamphoto.jpg”. There is no Overwrite Existing file box.
You may want to go to the document version history and delete the previous picture.

If the picture you plan to use contains people, make sure all people on the picture have given
approval for its publication on the Teamspace. You can also use any other type of picture that would
illustrate the purpose of the Teamspace such as logos, site picture, crop, etc..

If necessary to use another format than jpg you can modify by following the steps below :
1. Click on this box to modify it.
This will open the Text entry pane.
Click now “paste” and the link of your team photo will be inserted
Click on OK
When you are finished click OK at the bottom of the Image Web Part box.
5. Adding a Document Library
A new Library should be added only when it should be used by a specific group of users, different
from the Teamspace contributors, or if it is to store numerous documents of the same type.
There should not be too many Document Libraries on a Teamspace: it can be confusing for users
who might hesitate on where they should place documents.
Chapter: Adding a Document Library
2.
3.
4.
5.
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To make your library most useful to your users and to avoid that the library gets messy it is highly
recommended to create custom attributes and views in a same library.
1. To add a document library click on Site Actions on the right hand side of the top bar.
2. In the Name box, type a name for the library: make it as descriptive as possible, use underscores
between words better than blank spaces (to avoid %20 appearing in url). It can also be useful to
precise in the Library’s name that the library is open or restricted.
3. In the Description box, type a description of the purpose of the library. The description will
appear under the library’s name when the library is opened.
The description is optional but strongly recommended.
4. In the Navigation section, click YES, if you want the library to be displayed on the Quick Launch
bar for easy access. This way, document libraries should always appear on the dedicated Documents
Tab on the Quick Launch.
Chapter: Adding a Document Library
Click on Create, a new page will appear. Click on Document Library.
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5. In the Document Versions section, click yes if you want a backup copy or major version to be
created each time a file is edited in this library. You should limit the number of major versions.
6. In the Document Template section, specify the type of file used as a template for new files in
this document library (optional).
By default, the New Document button in a document library will open Word, but if you select as
Document Template Excel or PowerPoint then, the New Document button for this library will open
the selected tool. Unfortunately, you can only select one tool per library.
7. Click Create.
The new library will immediately open so that you can check it. You can use this opportunity to
customize it to fit the purpose defined by the users. See  Customizing a Document Library.
You can also create a new library by using an existing library as a template. This is especially useful
if you have put lots of effort in creating specific attributes and views and want to re-use these in
another Teamspace. To be able to do this you first need to have saved the model library as a
template. See  Saving a library as a template.
6. Customizing a Document Library
For a Document Library to fit the needs of the users you may need to customize it. There are two
ways to access the customization page.
From any page you can go to the top bar, click Site Actions, then in the drop down box select Site
Settings, and click on Site libraries and lists under Site Administration.
Chapter: Customizing a Document Library
The new document library will be immediately added to your Teamspace on the left hand side under
View All Site Content
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You can also click on Site Settings in the top bar :
From the next page, select the library you want to customize.
An alternative is once you have opened the Document Library (under View All Site Content), click on
settings > Document library settings on the top bar.
Customizing a library can start with changing the
General Settings for this library (permissions,
versioning, approvals)  See Customizing General
Settings for a Document Library
 Customizing a library is also about amending default attributes captured as columns and/or
adding new ones to allow effective management of the library content See Adding/customizing
Columns
Chapter: Customizing a Document Library
 An important part of the library customization is the creation of the most relevant Views for an
effective access to documents  See Creating/customizing Views.
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7. Customizing General Settings for a Document Library
Customizing a library can start with changing the General Settings for this library (permissions,
versioning, approvals).
From within a Document Library, click on Settings in the top menu bar then select Document Library
Settings.
To change the name of the document library select title, description and navigation. Here you can
change the name, description and navigation settings. Please note that the URL cannot be changed.
If the name should change too much and the access rights also change, it is better to create a new
library, transfer the documents and delete the old one.
e.g: url is http://teamspace /sites/EKA/Unrestricted_Documents/ : if you decide to change its name
because the access group has changed and is now restricted, the url will still contain ‘unrestricted’
and this is confusing.
Change permissions for this document library to manage permissions related to this library. See
Changing permission settings for a list or library
8. Adding/customizing a column in a Document Library
Customizing a library is also about amending default attributes captured as columns and/or adding
new ones to allow effective management of the library content. To think of the most useful
columns for your specific Teamspace, think about the most useful filtering criteria for the content in
your Teamspace. E.g. would you like to be able to filter the documents by topic, region, product?
Or would you like to be able to filter the documents by expiry date? These thoughts will help you
later on to think about the needed columns and will automatically lead to the needed views in your
Teamspace.
Chapter: Customizing General Settings for a Document Library
You can also include instructions and links to the top of the library page by including them in the
Description box.
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1. From within the document library you want to modify, click Settings then Document Library
Settings.
2. To add a new column, click on Create Column. You can also go straight from Settings and click
Create New Column in the drop down box.
3. Give a name to this new column (as descriptive as possible) and select the type of content for it.
Various types of content may add value to your document library such as :
Chapter: Adding/customizing a column in a Document Library
Keywords describing e.g. the content of documents and thus allowing to group/display them by
topics. Generally, it is good practice to offer a choice for selecting these keywords.
See example below :
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Then when a document is uploaded in the library, the relevant choice is selected for this column and
thi information can be shown in the views.
You can also decide if the attribute will have a unique value per document or if you will allow
multiple choices. This is heavily driven by the content of your documents and may have some
implications in terms of the views that you will then be able to create (multiple choice attributes
doesn’t allow sorting or grouping, but are no problem for filtering).
It is good practice that when you set up such new columns you tick the box Require that this column
contains information (or the field might not be filled-in by contributors when uploading a file).
Dates to point to review dates or expiry dates or any other date of significance. These dates can
be calculated by the system. See example below
To create a date calculated from the day of uploading use the formula =today+365 (for 1 year from
today)
Chapter: Adding/customizing a column in a Document Library
If the column is mandatory (require that the column contains information), setup a default value. For
instance “pending”. Then, when uploading multiple files, the files will be checked in and visible to all.
Then the individual value can be added (or changed in spreadsheet view)
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Calculated formulas can also be useful, either for dates or any other sort of formulas including
referring to other columns
Names to point to team members names (authors, owners, …), select the lookup option and
point to the team member list
Pros
Flexible
Multiple line of text
Useful to capture
comments and
unstructured information
Choice + (either ‘dropdown’ or ‘radio buttons’) +
fill in not allowed
Choice + (either ‘dropdown’ or ‘radio buttons’) +
fill in allowed
Only single choice possible
-allows sorting, filtering,
grouping
Only single choice possible
-allows sorting, filtering,
grouping
-allows values not in dropdown list
Choice
+
checkboxes Allows multiple choices
(allowing multiple choice)
+ fill in not allowed
Choice
+
checkboxes Allows multiple choices
(allowing multiple choice) Allows values not in list
+ fill in allowed
Number
Currency
Date & Time
Lookup
Cons
No sorting
No filtering
No grouping
-No use for Views
No sorting
No filtering
No grouping
May take a lot of space on the screen
-No use for Views
Need an Admin to add new values
No multiple choices
Can create a mess as doesn’t need an
Admin if value not in drop-down list
No multiple choices
Need an Admin to add new values
Grouped values not possible
May require multiple filtered views if
users don’t want to use dynamic filtering
Can create a mess as don’t need an
Admin if value not in list
Grouped views not possible
May require multiple filtered views if
users don’t want to use dynamic filtering
Can be calculated date to
trigger revision
Allow a non-Administrator
to manage the list of values
(this is a web part on the
Teamspace)
Yes/No
Hyperlink
Calculated
Site Collection columns
In MOSS, you are now able to create Site Collection Columns. These are the same as the columns for
libraries and lists that you may be used to, but they are created at site level, in the site Gallleries.
The benefit of this is that once you created a custom column here, you can simply add it to several
Chapter: Adding/customizing a column in a Document Library
Type of Attribute
Single line of text
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libraries and/or lists, without creating it each time on the same TS Plus site.
To create a Site Collection Column, go to Site Settings/Galleries/Site columns. Here you will have a
list with all the existing Site columns, grouped under different categories (e.g. Core Document
Columns as below).
Click Create and then choose in which group you would like to place you column.
You will be directed to the column creation page (see below). You can now choose what type of
column you want. These are identical with the options available for library columns. For more details
see the section on Columns from this Administrator's Full Guide.
To add a Site collection Column to a Library
1. Go inside that library, Settings/Document Library Settings.
2. Under Columns, click on Add from existing site columns, choose the group where you saved it,
find your column, select and click add.
3. The column will be added to your library structure.
Chapter: Adding/customizing a column in a Document Library
Your newly created column will be displayed in the Site Galleries, under the group you created it in
(e.g.Core Documents,below).
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9. Creating/customizing a View
Views are the most important element of the customization of a library or list. Using views will allow
you to access your information in many different ways, depending on the way you create your
attributes. You will then be able to filter, group and sort your information in the way you feel best.
Some people may use this information to manage the information differently depending on their
requirements. To do that you first need to to set up relevant attributes (columns- see above) which
will then enable the creation of the most effective views. For example, some people may wish to
organize things by document type, or wish to filter all documents uploaded by themselves.
Chapter: Creating/customizing a View
1. Go inside your document library, under Settings in the top bar, click on Create a new View.
Select the type of view you need, generally, it will be a Standard view, but in some instance a
Datasheet or a Calendar view may prove useful.
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2. Give a name to this new view (as descriptive as possible) and select the audience for it, it is
recommended to create only Public Views. Various types of Views may add value to your new
Document Library such as :
Filtered views displaying only some documents to allow people to find more quickly, what they
need based on the value of a specific attribute. For instance if you have a column capturing the
author of documents you can then create a View called My documents where each user will
only see the documents for which he is listed as the author.
To do this, simply tick the boxes in the section Columns.
By ticking the column boxes, you can limit the amount of information shown in the view to make it
easier to find.
Limited views (Item Limit) are useful when you want to display, for instance, only the 10 most
recent documents …. This is especially useful for displaying on the Documents page itself. For
this specific use See Customizing Webparts
You can decide that the new view will be the Default View : the one shown when people open the
library.
Chapter: Creating/customizing a View
Sorted views, will allow to present documents sorted according to one or several criteria
Grouped views are useful when there is a clear primary entry, thus a meaningful grouping
allowing quick access for most users. In most cases, it is recommended to create the view with
collapsed groups (default).
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The “Style” box can allow specific displays to build shortcuts from Home pages or Documents page.
For special use  See Styles for Specific Views.
Hints & Tips about Views :
When you use filters usually you will select a criteria and ask that it is equal to a certain value (for
instance Product = cyprodinil), but you can also create a view for which a criteria is not equal to a
certain value (Product not equal to cyprodinil for instance). When choosing not equal to and leaving
the value box empty you will filter for all items for which there is a value in the corresponding
criteria (any value).
You can also filter on a criterion that contains a certain value, for instance if some file names contain
a specific word you can filter according to file name and ask for the files containing this word.
The list of options for filtering is below:
Chapter: Creating/customizing a View
3. If you want a slightly different view, but starting from an existing view, once in the library click
Settings, Create View. Then you can modify the choices made before by selecting the view you
would like to modify. This can be found under Start from an existing view at the bottom of the page.
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Which view for which way of displaying documents?
Some views may be of interest to allow various people to access what they need more quickly.
Depending on the needs of the users, you may wish to use one of the following:
Type of View 1: Created to group documents according to one attribute (in this case Document
type)



Go in to the document library you would like to create a new view for. Go to Settings/Create
view/standard view
Give a name to the view, select the columns to display (you do not need to tick the specific
column you will use to group items)
Go to Group by and select the column you want to group by (remember you cannot group by an
attribute allowing multiple choices)
Tick the box for Collapsed display.
Chapter: Creating/customizing a View

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Type of View 2: Created to group documents
according to 2 attributes (in this case Created By
and Document type).



In the document library go to Settings/Create
view /standard view
Give a name to the view, select the columns
to display (you do not need to tick the specific
column you will use to group items)
Go to Group by and select the first column
you want to group by (remember you cannot
group by an attribute allowing multiple choices)
Move to the next box allowing choice of a
column and select the second column you want
to group by (this will appear as sub-groups in the
first level groups)
 Tick the box for Collapsed display.
Type of View 3: Created to display documents on the basis of words contained in file names instead
of attributes.
 In the document library. Go to Settings/Create view /standard view
 Give a name to the view , select the columns to display (you do not need to tick the column you
want to use to group items)
 Go to filter and tick the box show items only when the following is true
 In the next box select Name, in the next one Contains, then type the word you want in the blank
box. All documents with a file name containing this word will be displayed. Note that you can add
other filters by selecting either and/or and then using the next set(s) of box(es).
Chapter: Creating/customizing a View

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10.
Versionning
By default, when creating a new library (Syngenta Document Library), versioning is disabled. You
need to select it as an option to activate it in your library.
To configure Versioning, you need to go to the Library Settings : Settings Button / Document Library
Settings. Under General Settings, you will find Versionning settings.
You can choose among no versionning at all, having major versions, or having both major and
minor versions.
- Major versions are created every time you check out the document, edit it, save it and check it in.
- Minor versions are created when you edit for e.g. document properties. Minor versions are not
really necessary.
If you need Versioning enabled, then the recommendation is to set up with a maximum of 3 major
versions.This means that your current, and the previous 3 versions will be kept (this means you will
have 4 items when checking version history: the current version and the previuos 3) . To do this, tick
the box for "keep the following number of versions to retain" and enter the number.
You can set up a greater or smaller number, but it is important to set a maximum so that you avoid
using space unnecessarily with unlimited number of versions.
Chapter: Versionning
To check the version history of a document, each contributor can go to that document, click on the
arrow next to the title and click on Version History.
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11.
Set up Mandatory Check Out and Discard Check Out
Mandatory Check Out
Checking out files makes 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.
Then every time a user wants to open a document:
Either by just clicking on it : it is possible to check out from the document itself :
Chapter: Set up Mandatory Check Out and Discard Check Out
To avoid users editing the same document at the same time and losing changes made by them, you
can make check out mandatory before editing a document. So every time a user would like to edit,
they can only do so if they check out the document.
To do this, you need to go into the library, Settings Button/ Document Libary Settings, under
General Settings, click on Versioning Settings. In Required Check Out section, click on Yes.
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If modifications are made anyway, though on in read-only mode, only a new document can be
saved.
By clicking on Edit this document / Edit workbook, the office document will open in Edit mode and
will be checked out automatically.
Remarks (pros and cons about Mandatory check out):
1. When a library has Mandatory Check Out enabled, you must check out a document before
editing anything about it, even document attributes (properties)!!! (document type, region, author,
status...). This implies you can no longer edit multiple files columns at once when editing in
Datasheet. If you, as administrator need to edit multiple documents in Datasheet, you need to
temporarily remove the mandatory check out option by going into the Library versionning settings as
shown above.
Chapter: Set up Mandatory Check Out and Discard Check Out
2. When a library has the mandatory check out option, when uploading multiple new documents,
they will be automatically checked out to you. The other users will not see them. In order to make
these documents available to other users, you need to check them in.
The option to check in your document is given when uploading one new document - read carefully
the note, and check your new document in. If you click cancel, your document will be uploaded, but
not checked in - the other users cannot see it.
However, when you upload multiple files, you will not have this screen, so you cannot check in your
documents. After uploading them you have to go inside the library, find the new uploaded files and
check them in one by one.
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3. As an implication, if other users upload new documents and do not check them in, nobody except
themselves can see the documents - these documents will have no version checked in. As an
administrator, you can take ownership of these documents so that you can check them in and
make them available for other users. To do that you need to go into Settings Button-Document
Library Settings-Manage check out files. (see below)
Manage Checked out files
1. Go inside the document library; click Settings- Document Library Settings. Under Permissions and
Management, click on Manage checked out files.
2. Be careful!! Here you can find only yours or other users' new uploaded files. This is not the place
where you can manage ALL checked out files. Therefore, the list displayed here is the list of new
uploaded documents that have not any check in version. This is only possible when the library has
mandatory check out as an option as it implies that all new uploaded files are automatically checked
out to you (see above). This should not happen often as, when uploading a single document, you are
advised to check it in. It normally happens if you upload multiple files at once, and then forget to
check them in.
Chapter: Set up Mandatory Check Out and Discard Check Out
3. When going to Manage Check out files, as an administrator, you can take ownership of these
documents (that you would not normally see in the library). Taking ownership means that the
documents are still checked out but they are checked out to you instead of the previous user that
uploaded them. If you take ownership, you can see these documents inside the library and you can
check them in.
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4. Tick the boxes for the documents you would like to check in, click Take Ownership of Selection.
Now all files appear to be checked out to you. Go back to the library and check them in.
Discard check out files
12. Creating and Managing copies of documents across libraries
In MOSS you now have the option to create copies of documents from one library to another, which
gives you the possibility to manage all of these copies from within the original location of the
document, where all of the copies locations will be displayed.
To copy a document from one library to another, follow these steps:
1. Go inside the library where your document is stored.
2. Click on the arrow next to the document to open the document menu.
3. Click Send To, and then select Other Location.
Chapter: Creating and Managing copies of documents across libraries
As an administrator, you have the rights to discard check out for the files in you libraries. If you or
your users need the documents that are checked out for a while, you can override this by going to
that document, click on the arrow to open the document function menu, and select discard check
out.
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4. We recommend to select Yes to promt the author to send out updates when the document is
checked in after editing.
5. Click OK.
6. Then you have to reconfirm the locations. Click Ok.
Chapter: Creating and Managing copies of documents across libraries
Paste the link of the destination library of your copy and then give the copy a name (by default it
keeps the same name). Make sure you delete the last part of the link from the destination
library ( (/forms/name of view.aspx – see below).
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Note: If you have received an error message instead, double check and make sure you deleted the last
part of the link from the destination library ( /forms/name of view.aspx ).
After performing this operation, you should be able to manage these copies more easily : you will have
links from the copies to the original document for checks, and from the original document you will
always have an evidence of all existing copies (see menus below).
Chapter: Creating and Managing copies of documents across libraries
7. You Should receive a confirmation of your copy operation.
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13.
Links
To manage links in your Teamspace you need to use the Link Webpart and add this part the same
way you would add other Webparts. It is not possible to store links in e.g a document library, you
need to use this specific Webpart for this. Click on Site Actions, Edit Page, click on Add a Web part
where you would like a Links section to appear. From the list that appears select the Links box then
Add.
Chapter: Links
In the new Web Part, click on Add New Link, enter the URL you want to have listed, and use the
description box to enter the title of this URL that will appear in the list on the homepage.
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The contributors of the Teamspace can also add useful links, once the link list is created.
14.
Saving a library as a template
4. Fill-in the relevant boxes.
5. Tick the box for include content if you wish the content of the document to be saved with the
template.
Including content can be an easy way to copy a library to some other location by saving it as a
template with content. However, this can only be done for small libraries – you can only include
content up to 10 MB.
6. Click OK to save template.
Chapter: Saving a library as a template
When you are happy with a document library, you may wish to re-use it as a template for creation of
other libraries. To do this you need first to save it as a library template. Do as indicated below:
1. Open the document library you would like to save as a template.
2. Go to Settings, and then in the drop down box click Document library settings.
3. Select Save Document Library as template
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7. The library template will be saved and you can find it under Site Settings/Galleries/List
Templates.
15.
Importing a List or Library
Custom libraries templates
Chapter: Importing a List or Library
You can re-use a library or a list that you have customized in one Teamspace as a template in
another Teamspace. Please note that this is only possible if the Teamspace is based on the same site
definition (project, functional,…).
First you need to save the list or library as a template as described above. Then go to Site
Settings/Galleries/List Templates. Right click on the link for the template file you have just created
and select Save target as, and save to your My Documents (file extension is .stp). Go to the new
Teamspace where you want to import this Webpart template, to Settings/Galleries/List Templates
and upload the stp file from your MyDocuments: click Upload on top, and then Browse. As from
now this template is available for creation of a new library on this new Teamspace.
Once the template is in the Site Settings/Galleries/List templates, you can create a library based on
that template, just as you would normally do. Click Site Actions Button/Create, and then under
Libraries select the template that you have saved or uploaded.
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16.
Deleting a Document Library
Select the document library you would like to delete. Click Settings, then Document Library
Settings. Here you can click Delete this document library. When you delete your library, it will be
sent to the recycle bin where it can be recovered or permanently deleted.
17.
Working with Custom lists
Teamspaces allow you to create all sorts of lists that could be useful to support collaboration for a
given team. This functionality can be quite powerful to organize the work of a team, but need
careful thoughts for an effective implementation
 You can create new lists according to the needs of the Teamspace. See Creating lists
 You then need to make them accessible by adding a corresponding Webpart on any existing
page for Issue/Discussions/Task lists.See Adding Webparts. If this list is particularly important
for the team, it may be useful to also add a Webpart to the home page so that access is quick.


Creating Custom Lists
On the top left, click on Site Actions, then select Create.
On the Create Page, look at the option Custom Lists. Depending on the type of list you want to
create select the most appropriate from the list displayed.
Customs lists are to be selected when you want to create your own columns and don’t need any of
the columns contained by default in the current Teamspace lists. Refer to Customizing Libraries to
see how to go about creating columns and/or views.
When creating/using lists containing numbers be very careful to check the Regional settings selected
for the Teamspace (Locale on home page) as this impacts the format of numbers (decimal separator
and thousand separator).
Please note that the Import Spreadsheet option allows you to import an existing table that you
would like to use as a Teamspace list.
Chapter: Deleting a Document Library
18.
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If you select Import Spreadsheet, be aware that formulas will not be imported; only the values will
be captured. It may happen that some cells contain non-supported characters and prevent you from
importing; you may have to convert these.
Click import and then select the table range when Excel opens.
19.
Working with issue lists
 Issue Lists have a very useful feature: you can set them up so that when an Issue is assigned to
one person an e-mail is sent to this person. Task lists have the same useful feature and they work
similarly. To enable this, go inside the Issue list, click on Settings, and from the drop down box click
List Settings. Under General Settings heading, click on Advanced Settings.

Tick the radio button corresponding to e-mail notification.
Then the owner of an issue should receive an email when an issue is assigned to them.
Chapter: Working with issue lists

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 Item modifications can also be notified by using Alert me options from the Actions drop down at
the top of the issue list. However, Alerts can also be set by the users themselves only for individual
users, while the e-mail notifications are set by the Administrator so that the owner (whoever might
this be) of the issue gets informed of his responsibilities.
Chapter: Working with issue lists
After selecting Alert me, the user has to make the alert settings on her own. Then click OK.
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Chapter: Working with issue lists
 Customizing issue lists : when creating new views for such lists you should be careful not to
inadvertently modify the filtering view that allows the list to display only the Active (current) issues
(and not their history : every time you update an issue an ID number is given to the previous version
of the item, but the current version keeps the original ID number thus allowing to always talk about
the same issue. This also means that the issue list will not be sequential).
See below this default filtering (you can filter on other criteria by adding columns in the filter).
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20.
Hints & Tips about Libraries and Lists
Listing Instructions
You may want your users to do things in a specific way either by posting documents in a certain
library or by using attributes in an agreed way. There are 2 places where you can capture these
special instructions:
 Within a library (or a list), below the page name, as a description.
To do this, go to Settings, then Document library settings and enter your instructions in the
Description box found after clicking on Title, description and navigation.
Chapter: Hints & Tips about Libraries and Lists
 On the Documents page (or any other list page), follow the steps below
 Click on Site Actions-Edit Page
 Click on Add a web part on the side of the page that you want your instructions to be displayed.
Select Content Editor Web part under Miscellaneous.
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
Click on open tool pane, and then click on Rich Text Editor

Enter the instructions you want to add
Hints & Tips about other Lists- Discussion
If the team members plan to use Discussions and want to be alerted on things like new postings for a
selected discussion (not for all discussions), you will need to add a Discussion Board for each
discussion. Otherwise, they could only set alerts for themselves to the whole discussion board or to
the modifications to the initial item in each discussion (thus missing replies for instance).
21.
Modifying pages
You can modify several things within a page:
 You can Add/Delete Webparts according to the needs of the Teamspace users. See  Adding
Webparts and Deleting Webparts.
 You can change the position of Webparts on the page.  See Positioning Webparts
 You can customize the Webparts to display the content in a more appropriate way for your
users. See  Customizing Webparts.


Adding Webparts
Go to the page on which you want to add Webparts
Click in the upper part of the Teamspace on Site Actions, Edit Page.
Chapter: Modifying pages
22.
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

The page will be displayed in Edit mode
Select Add Web part where you want to add the section.
 Webparts can be added in several places on both the left and right hand sides.
 You can now customize this Webpart. It is recommended to cancel the possibility for users to close
the Webpart
 After you have added your Web Part simply click Exit edit mode on the top bar.
Chapter: Adding Webparts
 This will display the list of the various lists and libraries currently available on the Teamspace
that you can display as a Webpart.
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To move the Webpart simply go in to page edit mode and drag the Webpart to a new position by
clicking and dragging the Webpart title bar.
Hints & Tips about Webparts :
You may be customizing a Teamspace for a group with special requirements such as viewing an
intranet page or application directly in their Teamspace. This is possible by adding a Webpart called
a Page Viewer Webpart.
When you click Add a web part in Edit mode, you can find the Page Viewer Web Part in the list of
Webparts, under the Miscellaneous heading.
The process is similar to add an Image Webpart (to display the team identification photo), but you
just need to add a Image web part and paste the link to a photo that you previously uploaded in your
Teamspace.
Chapter: Adding Webparts
Once you have added this new Webpart you need to click in the new box on Open the tool pane to
be able to enter the URL or path to what you want to display. Also, remember to give an appropriate
name to this Webpart
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23.
Deleting Webparts
 Go to the page on which you want to delete Webparts
 Click on Site Actions, then Edit.
 Select the Webpart you want to delete and click on the arrow in the colour bar. You can now
select Delete. Please note that the deletion of the Webpart does not mean you also delete the
corresponding list or library.
24.
Customizing Webparts
It may prove useful to customize the Webparts displayed on some pages to fit better with the way of
working for users. You can modify the way item are displayed and/or the number of items displayed.
 Go to the page on which you want to modify Webparts
 Click in the upper part of the Teamspace on Site Actions.
 Click on Edit Page and select the Webpart you want to modify.
 To customize the content of the web part click on the Edit Button, then on the Modify shared
web part
Chapter: Deleting Webparts
 You can modify a view as you would modify any view. It can be useful for instance to modify the
number of items displayed.
In order to modify a view, click on modfiy shared webpart and then select Edit the current view.
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This shall then provide the settings for the view which the wbepart uses to show data. Changes
made here will only affect the webpart and NOT the view of the library.

You can also customize the appearance and layout by clicking on the appropriate buttons.
Layout will allow you to modify the positioning of the Webpart in the page (Left/Right, rank from
top)
The Advanced option manages specific functionalities. Please avoid ticking the box Allow close
as this would create unnecessary problems with users (users could “lose” this Webpart when they
would only try to close it )
25.
Managing the Quick Launch Bar
The Quick Launch is a new display in MOSS to facilitate navigation throughout the Teamspace. When
creating any list or library you can choose to display them on the Quick Launch for easy access. You
can also amend these settings for the already created lists by going into their General Settings. Make
sure, though, you do not display too many items on the Quick Launch as it might become quite
messy and it loses the purpose of quick navigation.
However, the display on the Quick Launch can be modified and can be customized to your needs
To modify the display on the Quick Launch, go to Site Settings, under Look and Feel, click on Quick
Launch. You can add new links to the Quick Launch, change the order, or create new headings for a
collection of you links.
Chapter: Managing the Quick Launch Bar
Quick Launch Bar: rename site pages (the old tab renaming), add or remove other links
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How to Rename a Link under Site Pages
You can rename the links by selecting Site Actions/Site Settings and then,
under Look and Feel click on Quick Launch.
As soon as you change the description, the new text will be visible on the Quick Launch
Chapter: Managing the Quick Launch Bar
This action will open a window where you can edit the links and change the link Description.
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This does not changes however the actual name of the page, only the name of the link on Quick
Launch.
In some cases, perhaps we want to have different names, but in others, we would like that the page
gets the same name than the link.
Note:
Now, the Quick Launch is visible and everything that has been created and chosen to be displayed on
the Quick Launch will be listed there.
Chapter: Managing the Quick Launch Bar
How to change the title of the pageWhen you are renaming the link of the Quick Launch, you can
add a parameter: “?CustomTitle=pagename” as part of the URL that will allow you to define a new
title on the page.
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Although you might not be aware, all the items listed on the Quick Launch have this option enabled.
To modify this, you need to go inside each library, go to Settings-Document Library Settings-General
Settings-Title,description,navigation. In this section, you can choose to display or not your
library/list on the Quick Launch.
26.
Introduction to Access and Permission Management
Basic concepts
In MOSS the three basic concepts for managing access to your Teamspace are : users, groups, and
Permission Levels.
Users are the individual Syngenta employees that you add to the teamspace so that they have
access to the different content areas of your Teamspace.
Permission Levels are the ones that indicate the type of access, the actions that are allowed to be
performed by the users who are given access to one teamspace : whether they can only read, edit,
delete, whether they can customize a page, create personal views, manage lists, and so on.
Groups are a collection of users that share the same type of permission level.
Groups are different from Permission levels! A group is there to make user management easier by
grouping users with the same access requirements in one entity. Then, to define the type of access,
you need to assign Permission levels to the groups you create.
Default Permissions Levels and Groups
At creation, every Teamspace has standard default Permission Levels and Groups. These should be
present in every teamspace if it has not been customized or removed by administrator.
The default Permission levels in MOSS are : Full Control, Design, Contribute, Read (see description
below).
Chapter: Introduction to Access and Permission Management
The reason for using groups is that it is much easier to manage access : let's say you have 20
users who need the same type of access; if you make a group for them, you only need to work with
this one group when you need to change the permission levels, restrict libraries or lists, and so on. If
you do not use a group, everytime you need changes, you would need to edit permissions, add, or
remove from lists all 20 users one by one.
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The default Groups are: Owners, Members, and Visitors (see below correspondence). Every group
has a permission level associated to it.
Note : These new groups will be available for all newly created teamspaces . For migrated
teamspaces, all the old site groups will be transferred as they were created.
MOSS Default Groups
Permission levels associated
Owner
Full control
Old Default
Groups
Administrator
Member
Contribute
Contributor
Visitor
Read
Reader
The place to Manage Users and Permissions at top (site) level is Site Settings - Users and
Permissions.
1.People and groups will take you to the individual user list (All people) - it is a simple list with all
the users with no indication of permissions. You will get there whole usage list.
Chapter: Introduction to Access and Permission Management
Manage Users and Permissions
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The actions and settings that can be performed in this area are listed below.
- Under New, you can add users and Groups.
- Under Actions : you can select several users and you can send communication (email and
messages) or delete selected users.
- Under Settings : you can customize the list which displays users by adding more columns or
views.
2. Advanced permission will take you to the Site Permission page - users and groups are listed here
with their permission levels.
If a user has been added directly at a list or library’s level, his name will be listed here, showing
limited access in the permissions columns. Best practice is to add users in groups.
The actions and settings that can performed on this page are listed below:
Chapter: Introduction to Access and Permission Management
-By clicking on one user, you can edit user details (department,email, or remove the user, but you
cannot edit permissions for existent users! For this you need to go to the Site permissions page.
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- Under New : the same as before, adding users or groups.
- Under Actions: you can now remove permissions, but also edit permissions for users and groups.
- Under Settings: you can add or remove Site Collection Administrators (only if you are a Site
Collection Administrator yourself), enable or disable access request (allow or not users to send
email requests for access or change the email address where these requests are sent), create new
permission levels (should NOT modify default ones).
All People and Site Permission tab are the same as the two pages described above
All People Tab - leads you to the user list (see 1. above)
Site Permissions - leads you to the same page as 2 above (advanced permissions).
Groups tab will lead you to a page listing the existent Groups (both SharePoint Groups and Domain
Groups).
Chapter: Introduction to Access and Permission Management
From both pages you can navigate to the different Permission sections which are displayed on the
Quick Launch: Groups, All people and Site Permissions
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The actions and settings that can be performed on this section are listed:
Chapter: Introduction to Access and Permission Management
- Under New: as before adding users or groups.
- Under Settings: you can add some of the groups on the Quick Launch for easy access or set up
groups with pre-defined permission levels (owners, members,visitor).
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27.
Create or copy a new permission level
If the default permission levels (Full Control, Design, Contribute, and Reader) do not cover the access
type you need, you can create new permission levels. You should NOT modify default permission
levels.
1.
Go to Site Settings- Advanced Permissions. If you are already in the Permission area, you can
click on Site Permissions on the Quick Launch.
Copy an existent permission level
Often you would only need slight adjustments to already existent permission levels. For instance
contribute permissions allow to view add,edit,delete, but you would not like to give the permission
to delete for some libraries or lists. In this case you can start from the existent permission of
Contribute, copy it, and then adjust it to your requirements by removing the permission to delete.
Chapter: Create or copy a new permission level
2.
Go to Settings Button-Permission Levels
3.
Make sure that the existent permission levels do not cover your requirements before creating
a new one - check the description or click on them to see the detailed description of the actions that
are allowed under the existent permission levels.
4.
Click Add a Permission Level to add a new one and then choose what type of actions you
want this permission level to cover.
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1. Click on the Permission level you want to copy.
2. Go to the Bottom of the next page and click Copy Permission Level.
3.On the next page give another name to the copied group and a description and make your
modifications. Click Create on the end of the page.
28.
Adding Users
Adding a new user
1. Click Site settings and then Advanced permissions, under Users and Permissions.
2. Click New/Add User from the toolbar (for groups See  Using DLs):
4. Then you have the possibility to add the user to an existing Site Group (See Creating site groups) or
give permissions directly: Full control, Design, Contribute, Read, View Only, but it is not
recommended to give permissions directly – you should always add users to a Site Group.
Make sure that the e-mail address that appears if you have created the user from the GAL is in the
format [email protected]
You will only be allowed to add a group or person if the user’s email address is correct.
Chapter: Adding Users
3. You can now enter users by either their user name (domain\user name) or e-mail address*. Separate
multiple users with a semi-colon (‘;’). You can select these users from the GAL (button below)
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Another way of adding users to the site is to add them by their username in the form of DOMAIN\username
(e.g. EAME\digglro2).
If external collaborators need to be added, then the username would be in the format
SYNGENTAEXT\username (e.g. SYNGENTAEXT\balwinder.salaria)
It is seldom that you will ever use anything but Members (Contribute permissions) or Owners
(Administrator or Full control permissions).
Members (previously Contributors) access enables a user to create/edit/delete any items such as
documents and lists whilst Owners (previous Administrators) access has all this plus the ability to
add/remove users, customize, access Teamspace usage statistics, etc.
Note : when you go back to your list of users check that they all appear correctly as it may happen
that the users are created with an erroneous user name such as xxxx_adm (when the users also
have an admin user ID). In this case, you would need to re-create the user by using the standard user
ID.
29.
Using DLs to add existing teams
You may need to give permission to all members of an existing team. In the previous version of
SharePoint, such groups will have a Distribution List in Outlook, and this may help you speed up the
permission process.
Now in MOSS Teamspaces, only some DLs are showed on the Directory Service Address Book. Only
the DLs that are Security Groups as well are presented.
To help you in the process to grant permissions to members of a DL follow this:





Open the DL in Outlook (in an email)
Expand the DL
Select the users from the expanded list
Copy them (Ctrl+c)
Add the users to the site: paste them (Ctrl+v)
If the DL you need appears in the Address Book, then just select it. You won’t need to maintain it.
Any change on the DL will be reflected in MOSS Permissions. And this is because it is a Security
Group acting as a DL too. In the case of use of DLs, you won’t be able to see their members in MOSS
permission groups, only the DL name.
Chapter: Using DLs to add existing teams
*
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30.
Creating site groups
You may need to create specific site groups to handle specific requirements about permissions (for
instance allowing people to post documents but not to modify and delete.). Creating user groups
facilitates the management of library permissions.
You can create a user group from scratch by clicking on:

Site Actions, then Site Settings.

Give a name to the new Site Group.

Give a relevant name to your group; for instance if you have a library “Strategy” restricted only to
the Global members of your team, which will have Contributor rights, you should name that group of
users Strategy Global Contributors. So, as a best practice name your group following the simple rule
Library/ list name + type of permission (Reader, Contributor, Administrator).
Chapter: Creating site groups
 From here click on Advanced Permissions, then Arrow next to new and select New Group in the
drop down menu.
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
You also need to add users for the group (see adding users).

The default owner will be you.

If you wish to create a group for someone else you can change the owner in the Group Owner box,
and can use the GAL to find the name. you can also paste the name of the Owner’s group, so as all
administrators of the Teamspace can modify the group’s settings if needed.

Select the permissions that it will cover by ticking the appropriate box or boxes.

Click on Create at the bottom of the page.
Hints & Tips about Users :
The Visitor (Reader) group should not be deleted in the Site Settings > manage users section
because then, even the homepage of your Teamspace will be closed to all users.
If you have not informed your colleagues that the Teamspace has been created, do not use the
automatic message. Better to communicate the link when the Teamspace is launched by the
Teamspace owner during a team meeting for example.
In each Web Part (library or list) you will be able to easily adapt the permissions (open the library or
list, click Settings, Document library settings then go to Permissions for this library/list)
Keep it simple! Do not create too many libraries and user groups as it can create mistakes and is
difficult to maintain!
Hints & Tips about permissions :
When you delete a team member, you also need to clean-up the alerts for this person, as the
system does not do it automatically.
Chapter: Creating site groups
You must be a member of the Administrator site group to delete other users' alerts.
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1. Go to Site Actions/Site Settings/Site administration/User Alerts
2. In the menu, click the name of the site user with an alert that you want to delete, and then click
Delete selected alerts.
3. When you are finished click Update.
31.
Changing permission settings for a list or library
You can set specific permissions for a user or a group for any list or library. To do this, open the list
or library for which you want to change permissions, then follow the steps below:

Now click Permissions for this document library
Chapter: Changing permission settings for a list or library
Settings /Document library settings
53

Set the permissions appropriately – by selecting the Actions Button, and then Edit or Remove Users
Permissions; here you should remove all the users/groups that should not have access to the library,
and then add the group(s) that you want to have access. The owners (Administrators) have full
control on the site and cannot be restricted.

Inherit Permissions means that your library will have the same Permissions as the whole site. Click
on it to retrieve all User Groups created in your Teamspace, and then make sure the Reader group
(all Syngenta users) is not listed for a restricted library.

You can eventually add add a new user or Site group to your library permission list by clicking on
New. But generally users should be added at site collection level, in site groups.
Type in the name of the site group, or the user you want to add (or click on the Address Book to
search for a particular user); then, choose the appropriate permission level. It is best practice to add
only already existent user groups at a library/level to manage access easier from the central
permission settings.

You can also add users as shown in section Adding Users and Creating User Groups but it would be
more complex to manage.
In list permissions, you cannot see who are the members of a group, this is why it is advised to
clearly name and describe new user groups.
To access the list of users in a group, you need to go back in Site Settings > People and Groups.
32.
User and Permissions Best Practices and Recommendations
What’s the best way to manage permissions?
• User permissions have to be based in groups
• Reduce at the maximum the number of new groups
• Create new groups as image of the existing ones
• Respect the naming convention recommended
• Provide a proper description that helps to identify the group
Don’t...
• Give users permission directly
• Modify permissions on the default groups
• Modify default permissions levels
Chapter: User and Permissions Best Practices and Recommendations
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Do...
• Add users to specific created groups
• Manage permisions centrally
• Use the description of the group to clearly specify the purpose of the group
• Revise user permissions from time to time
33.
Using surveys
In MOSS Teamspaces there are several types of survey, and you should be able to find one that suits
your needs. 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.


To add a survey, go to Site Actions, then Create.
Click on Survey.


Click Next
Write your question in the Question box.

Select the format of the answer you would like participants to answer with.
Chapter: Using surveys

Enter a title and a description of the survey and make a decision if this is going to be an
anonymous survey or not.
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Find here an overview about the different types of questionnaires.
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.
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.
Chapter: Using surveys
Rating scale
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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
Business data
Not enable yet
Page separator
You can add a page break between questions by adding a page
separator to your survey.
Chapter: Using surveys
service.
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
In the Additional Question Settings area you can modify the answer you are giving
participants to answer. The fields will differ depending on which type of answer you would like
participants to give.
You can add different answer types throughout the survey. For instance if your first question is
‘Please briefly outline your role in XXXX project?’ then you would use either Single line of text or
Multiple Lines of text. But your next question might be ‘How many times did you travel for business
in the XXXX project last month?’ then a number answer would be more appropriate.
Your survey can have as many questions as you like. Be aware that page breaks can be useful to
focus the attention of participants on particular questions. A page break will mean the next
questions will appear on a different page automatically.


To see the responses of the survey, click on the survey.
Click on View: Overview

Here you can choose to see all responses or a graphical summary of responses.
(This option also appears on the survey overview page after you select the survey)
Chapter: Using surveys
Branching logic – new feature
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 a specific part of training only to people who
participated in it. You can ask people if they participated in part X of the training, and if the answer is
Yes, the questions about quality and length appear. If the answer is No, the survey can skip to the
next set of questions.
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You can offer multiple sets of questions and use more complex branching to guide people through
your survey. The following image shows 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.
Chapter: Using surveys
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.
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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.
How to apply branching
Before you begin adding branching logic, create your survey and enter all the questions that you
want.
1. On the Settings menu
, click Survey Settings.
2. Under Questions, click the question to which you want to add branching logic.
3. Under Branching Logic, for each possible response to the question, select the question that
you want to branch to.
4. Click OK.
5. To insert additional branches to your survey, repeat above steps.
34.
Using RSS feed
MOSS allows users to set up RSS (Really Simple Syndication) feeds linked to particular areas. They
allow users to keep updated on changes in the MOSS environment and are less intrusive than Alerts.
Another difference is also that you are not only notified about any changes but also about what
exactly has been changed.
Chapter: Using RSS feed
Allow RSS feed at site level
If RSS feeds settings are not visible, your Site Collection Administrator needs to allow it at site level,
before you can enable them at list level. (The site collection Administrator is the one listed in the Site
Details on the Home Page).
Go to Site Settings and click on RSS under Site Administration and tick the box to allow RSS feeds at
site level.
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Enable RSS at list/library level
You need to go inside the library/list, and then click on Document Library/List Settings from the
Settings Button.
Click on RSS settings under Communications. If this does not appear, you need to enable them at
site level (see above).
Chapter: Using RSS feed
Select YES to allow users to subscribe to feeds for that library/list. You can configure some of the
options.
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To set up an RSS feed for a particular area you should enter the area. For instance, the
“announcements” area is a useful area to keep updated with.
Click on Announcements (either the Web part on the home page or under All Site Content).
The Announcement section will open.
To set up an RSS feed to these announcements click on the
icon in the Internet Explorer
toolbar. Alternatively, you can click on Actions button and then View RSS feeds
A new page will open, asking if you would like to subscribe to this feed.
Click Subscribe to this feed. An option box will appear.
You can check your RSS Feeds by clicking on the RSS button in Explorer 7 when you are inside the
Library.
Chapter: Using RSS feed
If you select subscribe the RSS feed will be saved and you will be able to access it .
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Alternatively, you can find it in your RSS folder in your Outlook.
If the RSS does not automatically appear in the RSS folder of your Outlook, you need to configure it.
In outlook, go to Tools, Account Settings...,RSS Feeds, New, enter the link of your feed, give it a
name; Then it should appear in Outlook. (see steps below).
Microsoft Windows Vista supports RSS feeds as gadgets. The gadgets can be found on the right hand
side of your desktop.
Chapter: Using RSS feed
RSS on your desktop
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Right click here to add a gadget.
A box will appear with a list of available gadgets. Double click to add RSS viewer.
An RSS viewing gadget will appear in your gadget sidebar.
RSS feeds you have subscribed to should already be there. If they are not you need to add them.
Click on the icon of a spanner in the top right hand corner of the viewer.
Alerts and RSS feeds- similar, but not the same
Chapter: Using RSS feed
A box will appear. Under Display this feed: Select the feeds you have already saved.
Click OK. You can now monitor your MOSS announcements or any other feeds from your desktop.
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Alerts
Alerts are notifications - they tell you
when something has changed.
You can create an alert on just about
anything in SharePoint Server, including
search query terms.
Alerts can be set up on a item level e.g
you can get alerts about a specific
document.
As Administrator, you can also set up
alerts for other people.
RSS feeds
RSS is a news feed – they tell you what
has changed.
You can create an RSS news feed on just
about anything that can be stored in a
list e.g. news lists, document libraries…
The detailed you can get with your RSS
feed is on a list level – you can‘t e.g set
up a RSS feed for a document.
RSS feeds can‘t be set up for other
people.
An alert should be just that - it alerts you.
Something has changed and you need (or
want) to take notice of it, either
immediately or at some point in the
future.
A news feed is just that - it feeds you
news. Content has changed and you
may or may not choose to take notice
and read it, usually depending on how
busy you are
35.
Connecting lists to outlook
Note: If you have a migrated library from a 2003 version of Sharepoint that has been
customized, this functionality might not work; once you complete the steps below, your
library will be displayed in Outlook, but with no content.
This can only happen for libraries/lists created in the 2003 version, for all new created libraries
in MOSS, this functionality should work.
This feature enables mobile users to take advantage of convenient offline synchronization
capabilities. Users can access content of Sharepoint Lists offline, by connecting these lists to
Outlook. It is recommended that this is used oly to perform read operations and not editing of
documents when working in offline mode.
1.
Go inside the List you want to connect to outlook
(e.g. Shared Documents)
3.
Click on Connect to Outlook
4.
If the following window appears, click Allow
5.
message - Click YES
Outlook will open with the following
Chapter: Connecting lists to outlook
2.
Click on Action Button below the list name.This
Opens Menu for choices of Actions
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6.
The process is now complete and the List content will be displayed under your Mailbox
folders in Outlook, under the general folder SharePoint Lists.
If you only want to access to read offline the files in the libraries you connected to
Outlook, this is all you need.
Chapter: Connecting lists to outlook
For more details please check the Web cast session regarding Working offline, available on
Know How, MOSS teamspaces.
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36.
Recycle Bin
The Recycle bin allows users to restore deleted items or choose to permanently delete them.
This can stop documents being accidentally lost.
1.
When you delete a document from a document library, it is moved to the Recycle Bin
for the site, where people can either restore it or delete it. You have 30 days to restore your
deleted documents, after that they will be permanently deleted.
2.
If you click Recycle Bin on the Quick Launch, you can see all of the items that you’ve
deleted from your site.
3.
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
Note: When recovering a library/list, you need to publish it again! That means that the Web Part
for that library is not recovered automatically; also it will not be displayed on the Quick Launch even
though you previously made the settings this way. You can find your library if you click on All Site
Content. To publish it as a web part, you need to go to the page you wanted in and follow the steps
for adding new Web Parts.
Chapter: Recycle Bin
Items in the Recycle Bin remain there until you decide to permanently delete them from your
Teamspace, or until the items are permanently deleted after 30 days.
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37.
Workflows
Workflow is sometimes described as a series of tasks that produce an outcome. In the context of
MOSS, workflow is defined more narrowly as the automated movement of documents or items
through a 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 the
organization 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 the actions that happen to a
document or item.
If workflows are not available on the site, then please go to the site collection features and activat
the “Routing Workflows” feature.
Workflows available in the Sharepoint 2007 version are-
Approval This workflow routes a document or item to a group of people for approval. By
default, the Approval workflow is associated with the Document content type, and thus it is
automatically available in document libraries. A version of the Approval workflow is also
associated by default with the Pages library in a publishing site, and it can be used to manage
the approval process for the publication of Web pages.
Collect Feedback This workflow routes a document or item to a group of people for
feedback. Reviewers can provide feedback, which is then compiled and sent to the person who
initiated the workflow. By default, the Collect Feedback workflow is associated with the Document
content type, and thus it is automatically available in document libraries.

Collect Signatures This workflow routes a Microsoft Office document to a group of people to
collect their digital signatures. This workflow must be started in a client program that is part of the
2007 Office release. Participants must complete their signature tasks by adding their digital
signature to the document in the relevant Microsoft Office program. By default, the Collect
Signatures workflow is associated with the Document content type, and thus it is automatically
available in document libraries. However, the Collect Signatures workflow appears for a document in
the document library only if that document contains one or more Microsoft Office Signature Lines.

Disposition Approval This workflow, which supports records management processes,
manages document expiration and retention by allowing participants to decide whether to retain or
delete expired documents. The Disposition Approval workflow is intended for use primarily within a
Records Centre site.
Chapter: Workflows

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
Three-state This 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 instance, the actions in the approval workflow follow the process displayed below:
3.
Follow the instructions and fill in the fields. Select Approval from among the different
workflow templates, give it a name, select a task list or create a new task list associated with this
workflow. Decide whether you want to start a workflow when a new item is created or when an
item is changed. You cannot have the same workflow for both added and changed items. If you do
want approvals for both, you need to create 2 separate workflows.
Chapter: Workflows
An example on how to set up an approval workflow:
1.
Go inside a library or a list and click on the Settings button and then on Document Library/List
Settings.
2.
Click on Workflow settings under Permissions and Management
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Chapter: Workflows
4.
Then, make the particular settings for your process: the approvers, the persons needed to
notify, the timeline and so on.
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After designing an approval workflow, for instance for added items, when an item is added the
approvers and the persons listed in cc for notification will all receive a notification email about the
creation of the workflow and its type.
Chapter: Workflows
The approvers will also receive an email with the details regarding their approval task and the
process they have to follow to complete the task. The task will appear as assigned by the person who
added the document.
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As approver, you need to follow the steps, by clicking on the link from the email to open the
document. The document will open and after reading it and checking what you need you will notice
the Edit this task... button on top. This will open the following window where you can approve or
reject the document.
See what the running workflows for that document are and click on them to check status.
Chapter: Workflows
Check status of workflows
Go to that document/item and click on Workflows from the item function menu (see below)
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When the workflow has completed the person who demanded it will receive a notification email.
Quota Increase Process
When a Teamspace is going to run out of space, the TS Administrator receives an email alerting that
the TS size has to be increased before it reaches the maximum allowed size. When this happens, the
TS is blocked and no changes are allowed (create webparts, modify existing web parts) and files can’t
be uploaded or items can’t be created.
The Quota increase request is a duty of the TS administrator. It is recommended to follow the Best
Practices on the Quota increase process before the TS is out of space. There are a few things that
you should be doing when the email alert is received:
 Clean up your TS regularly from old versions.
 Archive Libraries that are just used in read mode
Chapter: Quota Increase Process
38.
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 Check Site Recycle Bin content and don’t forget the Site Collection Recycle Bin. Empty them if
possible.
 Check Storage space Allocation (Site Actions/Site Settings and under Site Collection
Administrator, select Storage space Allocation). It will present the current size of the TS, how much is
used, which is the free space, how much space the versions are taking, which is the size per libraries
etc.
If after cleaning the TS, the Quota increase is needed, then contact your KA who is the person with
access rights to request for it in Webadmin tool. The request form the KA will generate a case that
goes to HP who performs the increase at server level.
An email to the TS Administrator (and Owner) will confirm that the increase has been done. You, as a
Site Collection Administraotr can check it under Storage space Allocation.
39.
What you should not be doing

You should not create sub-sites : sub-sites are currently not supported. There are several
risks associated to sub-sites. There is currently no process for restoring them in case of
erroneous deletion. You may lose control of your Teamspace especially if you give
Administrator permission for the sub-site to somebody who can then create further sub-subsites. Remember that sub-site use part of your overall Teamspace capacity.

You should not create Document Workspaces and Event Workspaces: users will be quickly
confused about where to find documents. In the case of Event Workspaces people may not
be able to retrieve easily documents corresponding to a past event.

You should not manage the library content inside Folders: Replace folders by columns and
group them.

You should not have views in lists and libraries with more than 5000 items

You should not overcome the max number of lookup columns allowed (8)

You should not manage permissions individually but in groups.
Chapter: What you should not be doing
There are a few things that you should not be doing even if it is possible with our current version of
Teamspaces:
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40.
Managing your site
If your site is not used for a period of time you will receive an e-mail asking you to confirm that this
site is still in use. By clicking on the link provided in the message, you will maintain your site in use
for a new period of time. If the site is no longer needed it is recommended to delete it (link provided
in the next paragraph of the message) after archiving the content that is worth keeping.
For large functional teams or projects: it may appear that your team needs more than one
Teamspace to handle the large range of activities of sub-teams or sub-projects. In this case, it is
recommended to request several Teamspaces that can be customized to better fit the needs of each
group. In this case it is good practice to analyse the overall way of working and to decide accordingly
how best to link the Teamspaces. See below a few hints & tips:
Decide which Teamspace will be the “mother” Teamspace and the “daughter” ones
Decide which documents will be posted where (the documents that need to be accessible to all
should be on the “mother” Teamspace)
Decide how you are going to use the Event Calendar (for a large project it is better to run only one
calendar and to use an attribute to display by sub-project, then on each sub-project Teamspace only
post a link to the specific view of the general calendar).
Solution
Pros
Team calendar on TS+ site Single calendar for all
main site, with attributes
Allows to see conflicts
allowing to create Views for and/or overlaps
sub-teams or by type of
meeting or …
Cons
Does not allow use of
Filtered Views (to link
events, documents, issues,
…) for the sub-teams
41.
Requesting creation of a new TeamspacePlus site
This is done through a Knowledge Advisor filling-in a request on WebAdmin at the following address
http://syngenta1.pro.intra/webadmin
Asking for increased size: contact your Knowledge Advisor.
Chapter: Managing your site
Team calendars on each sub- Each sub-team can use
Not convenient to manage
team Teamspace and only Filtered Views on their
conflicts and/or overlaps
links to these calendars on Teamspace (mostly needed
TS+ main site
for teams which activity is
driven by meetings)
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