Microsoft Windows SharePoint Services

Microsoft Windows SharePoint Services
Microsoft Windows
SharePoint
Services
SITE ADMIN USER TRAINING
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Introduction
What is Microsoft Windows SharePoint Services?
Windows SharePoint Services (referred to generically as SharePoint) is a tool to
help organizations, teams and business units to be more effective by connecting
people and information. It provides the infrastructure for collaboration and a
foundation for building and creating Web Sites to share information with other
users; however, you do not need to have expertise in designing web sites to get
started.
SharePoint provides places to capture and share ideas, information,
communication and documents. The sites facilitate team participation. The
document libraries allow for easy checking in and checking out of documents and
version control.
A SharePoint Site can have many subsites. Similar to storing file in folders, you
can store them within SharePoint sites. However, SharePoint takes file storage
to a new level by providing communities for team collaboration. You can create
and use a SharePoint site for any purpose. For example, you can build a site to
serve as a primary web site for a team or create a site to facilitate a meeting. A
typical SharePoint site may include information such as shared document
libraries, contacts, calendars, task lists, discussions, etc. The sites can be easily
searched and users can be alerted when documents have been changed or new
ones added.
By the end of this workshop, you should be able to:
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Create and Manage Sites
Customize Sites
Create and Manage Lists, Libraries and Views
Manage User and Group Permissions
Administer Sites
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FAQ’s:
• What are the benefits of using SharePoint?
1. Improve team productivity: Connect people with the information and
resources they need. Users can create team workspaces, coordinate calendars,
organize documents, and receive important notifications and updates through
communication features including announcements and alerts.
2. Easily manage documents and help ensure integrity of content: With
enhanced document management capabilities the ability to view revisions to
documents and restore to previous versions, SharePoint can help ensure the
integrity of documents stored on team sites.
3. Get users up to speed quickly: User interface includes enhanced views
and menus that simplify navigation within SharePoint sites. Familiarity with the
Microsoft product line, makes it easy for users to get up to speed quickly.
4. Take file sharing to a new level: SharePoint supplies workspaces with
document storage and retrieval features, including check-in/check-out
functionality, version history and customizable views.
5. Provide a cost-effective foundation for building Web-based applications:
SharePoint provides a common framework for document management and
collaboration from which flexible Web applications and Internet sites, specific to
the needs of the organization, can be built.
6. Search capabilities: SharePoint provides unlimited resources for searching,
including allowing the user to input a “friendly” name.
• How do I access the University’s SharePoint site?
The URL is: http://adminspp.uno.edu
You will be prompted to enter your LAN username (including
@uno.edu) and password.
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For the purposes of this training, we will access the training SharePoint
site. In your browser address box, type http://devspp.uno.edu. If
prompted, enter your LAN username and password. The training home
page should appear; go to the SharePoint Training 2 tab on the top link
bar.
CREATING AND MANAGING SITES AND
WEB PAGES
Overview of Sites and Site Templates:
A site is a group of related web pages where your team/department/college can
work on projects, conduct meetings and share information. You can use subsites
to divide site content into separate manageable sites. For example, your
department may want separate sites for each division or team.
Top-level sites can have multiple subsites, and subsites can have multiple
subsites. In other words, you can use any site as a single container or create as
many subsites as necessary to make the data easier to find and/or manage. The
entire structure of a top-level web site and all of its subsites is called a site
collection.
As the site administrator, you can create a new subsite within the existing site
structure, as needed. By default, a new subsite uses the URL of its parent site
as the first part of its URL. A subsite can inherit permissions of the parent site or
you can specify unique permissions.
When creating a site, SharePoint provides a number of default site templates and
workspaces to fit your needs. Here is a detailed description of each:
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TYPES OF DEFAULT SITE TEMPLATES:
a.) Team site: Select this site template when you want to create a site that
teams can use to create, organize, and share information. The template includes
a document library and basic lists such as Announcements, Calendar,
Contacts, and Links.
b.) Blank site: Select this site template when you want to create a site with a
blank home page that you plan to customize. You can use a Web design
program that is compatible with Windows SharePoint Services, such as Microsoft
Office SharePoint Designer 2007, to add interactive lists or any other features.
c.) Document Workspace site: Select this site template when you want to
create a site that helps your team members to work together on documents. This
template provides a document library for storing the primary document and
supporting files, a Tasks list for assigning to-do items, and a Links list for
resources related to the document.
d.) Wiki site: Select this site template when you want to create a site where
users can quickly and easily add, edit, and link Web pages.
e.) Blog site Select this site template when you want to create a site where
users can post information and allow others to comment on it.
f.) Basic Meeting Workspace site Select this site template when you want to
create a site that helps you to plan, organize, and track your meeting with the
rest of your team. The template includes following lists: Objectives, Attendees,
Agenda, and Document Library.
g.) Blank Meeting Workspace site Select this site template when you want to
create a blank Meeting Workspace site that you can customize, based on your
requirements.
h.) Decision Meeting Workspace site Select this site template when you want
to create a site that is ideal for reviewing documents and recording any decisions
that are reached at the meeting. The template includes the following lists:
Objectives, Attendees, Agenda, Document Library, Tasks, and Decisions.
i.) Social Meeting Workspace site Select this site template when you want to
create a site that helps you to plan and coordinate social occasions. The
template includes the following lists: Attendees, Directions, Things To Bring,
Discussions, and Picture Library.
j.) Multipage Meeting Workspace site Select this site template when you want
to create a site that provides all the basics to plan, organize, and track your
meeting with multiple pages. The template contains the following lists:
Objectives, Attendees, and Agenda in addition to two blank pages for you to
customize based on your requirements.
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Planning the structure of site collections and sites:
Determining the goals and objectives of a Web site are important factors to
consider when developing a site. Careful planning will ensure that the site is
easy to use and manage.
To begin planning your site structure:
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Determine who will use the site
Determine the content of the site
Plan the navigation structure
Determine access to sites and site content
Determine who will use the site: deciding what kind of site to create
depends on the specific needs of each department, the intended scope and
use of the site. Your team can have its own site and you can create a
separate subsite for every project on which your team is working.
Determine the content of the site: decide what information will be stored
on the site and the best location or method in which to store it, such as a site
or workspace (refer back to the descriptions of each on page 5).
Plan the navigation structure: the navigation consists of links that users
can use to access the major sections and pages on a site. The following site
navigation elements are available:
SITE NAVIGATION ELEMENT
DESCRIPTION
View All Site Content
This navigation element
appears as a link on the
left-hand side of a page,
directly above the Quick
Launch. You cannot
customize or disable this
link. When you click the
link, the All Site Content
page appears, providing a
list of links to all lists,
librarires, discussion
boards, surveys and the
recycle bin for a site.
Quick Launch
This is a customizable
navigation element that
displays section headings
and links to different areas
of your site. By default,
the Quick Launch appears
on most pages directly
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below the View All Site
Content link.
Tree View
This element has the
same look and feel as
Windows Explorer.
Branches of the tree that
contain other objects can
be expanded to view those
objects. The tree view is
not configurable and is not
displayed by default.
When displayed, the tree
view appears directly
under the Quick Launch.
Top Link Bar
This is a customizable
navigation element that
appears as one or more
hyperlinked tabs across
the top of all pages on a
site.
Breadcrumbs
This element provides
hyperlinks which show the
steps you took to get to
your current location.
They can also be used to
return to a specific location
on a site.
Determine access to sites and site content: when setting up a site, you
need a way to specify who has access to it. For a typical site, you may
want everyone who comes to the site to be able to view your content, but
you don’t want them to be able to change the content. You should only
have a few users controlling the structure of the site, but many more users
should be able to add content or participate in group calendars or
discussions. Permissions can set at the top-level site, subsite, and list
and library levels. (For more on permissions, refer to the Managing Users
and Groups section.)
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Creating Sites and Workspaces:
First, decide which best fits your needs (refer the page 5 for detailed
descriptions of each). Creating a site or workspace is exactly the same, with
the exception of the template selected.
Creating a subsite under an existing site:
EXERCISE:
1. Select Site Actions
2. Create
3. Site and Workspaces
1. On the New SharePoint Site page, enter the following:
a) Title: the title is required and appears at the top of the web
page and in the navigational bars to help users find and open
the site.
b) Description: the description is optional and appears at the
tope of the web page to help users understand the purpose of
your site.
c) URL: the first part of the URL is inherited from the parent site
and is provided for you. To avoid potential problems, use
lower case letters, no spaces and no special characters in the
URL for your site.
d) Template Selection: use the Collaboration or Meetings tab
to select the desired template.
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e) In the Permissions section, select whether you want to
provide access to the same users who have access to this
parent site or to a unique set of users. If you select Use
Unique Permissions, you can set up permissions later after
you finish entering information on the current page. (Will cover
in Managing Users and Groups Section.)
f) In the Navigation section, you will need to answer two
important questions:
1. Do you want to display this site on the quick launch
bar?
2. Do you want to display this site on the top link bar?
g) Click Create.
SharePoint will open the subsite you have created.
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Creating Web Pages:
What is a web page? A web page is a file saved in HTML format. A web page
can display lists of information, enabling team members to organize the
information any way they want, such as by subject, due date or author. For
example, you can do the following:
• Filter the content to see only the set of information that applies to you
• Hide the information that doesn’t interest you
• Change the order in which the information is listed
• Set up customized views to make it easy for your team members to focus
quickly on pertient information
Creating a web page:
EXERCISE:
1. Select Site Actions
2. Create
3. Under Web Pages, select Basic Page (to add a simple web page to your
site).
4. Type the Name of you basic web page and click Create.
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5. Your basic web page has been created.
6. Click Edit Content to enter dialog in the box provided. When you have
finished entering text, click Save.
7. The information/text entered is now displayed on your basic web page.
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8. The basic web page is stored under the Shared Documents web part on
your subsite.
Creating a Web Part Page:
EXERCISE:
1. Select Site Actions
2. Create
3. Under Web Pages, select Web Part Page (to build a site which displays
one or more web parts).
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4. On the New Web Part Page, enter the name, select the desired layout of
the page, note that the page will be stored under the Shared Documents
web part on your subsite and click Create.
5. The Web Part Page will be displayed. Note: you are in edit mode. Click
on Add a Web Part for a detailed listing of all the web parts provided by
SharePoint.
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6. Select from the list provided to add web parts to your page. Depending on
the layout of the web part page, place the necessary web parts under the
desired column location (i.e., header, left, middle, right column or footer).
7. After selecting the wanted web parts, click Exit Edit Mode at the top of
the page. The Web Part Page will be displayed.
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Deleting Sites and Workspaces:
When you delete a site or workspace, you permanently destroy all content and
user information, including:
ƒ Documents and document libraries
ƒ Lists and data, including discussions, announcements and calendar
ƒ Web site settings and configurations
ƒ Permission levels and security related to the site
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Delete a site or workspace:
EXERCISE: (we will be deleting the Site Admin Users subsite)
1. Select Site Actions
2. Site Settings
3. From the Site Settings page, select Delete this site (use carefully; this
will delete the entire site and any data/documents/information stored
on this site)
4. You will receive a warning page, asking if you are sure you want to
delete? If you are sure, click Delete.
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5. You will receive a dialog box, again asking to confirm that you want to
delete this site? If you are sure, click ok.
6. You will receive a message stating:
7. Use your browser BACK button to return to the Site Admin User Training
site. You will notice the Site Admin Users subsite no longer exists
under Sites; it has been deleted.
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CREATING AND MANAGING LISTS,
LIBRARIES AND VIEWS
A list is a collection of information where your college or department can store,
share and manage information. For example, you can create a sign-in sheet for
an event or track team events on a calendar. You can also host discussions on a
discussion board.
A library is similar to a list, except that it stores files as well as information about
files. You can control how documents are viewed, tracked, managed and
created in libraries.
SharePoint allows you the flexibility to view each web part in a number of
different ways, which will be covered later in this section.
Create a list from a template:
SharePoint provides a number of list templates which already contain columns.
These can be used if the data to be stored is suited for the templates provided.
EXERCISE:
1. On the Site Actions menu, click Create.
2. Under Communications or Tracking (templates), click the type of
list you want to create, such as Contacts.
3. On the New List screen, enter the Name, Description and “yes” to
add this link to the Quick Launch and click create.
4. Click New > Add New Item to populate the list with
information/data.
5. Once data has been added, the arrow to the right of the name
allows you to edit or modify the data, if needed.
Create a custom list:
If the list you need does not exist, you are able to create a custom list to fit your
specific needs.
EXERCISE:
1. On the Site Actions menu, click Create.
2. Under Custom Lists, click Custom List.
3. Enter the Name, Description and “yes” to add this link to the Quick
Launch and click create.
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Add a column to your list:
Now that your custom list has been created, you can add columns to the list.
Columns help you categorize and track information, such as your department
name or project number. There are several options for creating columns, such
as single line of text, a drop-down list in which you specify the options, etc.
EXERCISE:
1. From the list page you want to add the column to, select Settings
> Create Column.
2. Enter Name and Type section, enter the name you want in the
column name box.
3. Under the type of information in this column, select the type of
information you want to appear in the column.
4. In the Additional Column Settings section, type a description in the
description box to help people understand the purpose of the column
and what data it should contain. (The description is optional.)
5. Depending on the type of column that you selected, more options may
appear in the additional column settings section. Select the
additional settings you want.
6. To add the column to the default view (which allows users to
automatically see the column when they first open the list) click add to
default view.
7. Click ok.
8. To add content to your list and columns, click New > Add New Item.
9. To modify content, click the drop-down arrow to the right of the title and
select edit item.
Creating a library:
SharePoint includes several different types of libraries. Although some setting
vary, you can use the same basic procedure to create any type of library.
EXERCISE:
1. On the Site Actions menu, select create.
2. Under Libraries, select the type of library you want to create.
3. Select New to create a new document within this library or Upload to
upload one or more documents to this library.
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Managing List Settings:
Once your list or library has been created, you can manage the settings of the list
or library by:
EXERCISE:
1. From the list or library, select Settings
, if you are working
from a list select List Settings; if you are working from a document
library select Document Library Settings.
2. The Customize your list or library page will be displayed. From this
page, you can modify general settings, such as the title, description,
navigation or versioning. You can also manage permissions or use the
communications tools, such as RSS feeds (both of which will be
covered in a later section). For now, we will focus on the General
Settings on this page.
3. Select title, description or navigation if you need to change that
portion of your list or library. Make corrections and click save.
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4. Select versioning settings to enable version history of your
documents contained in the document library. Set parameters as
appropriate for your needs and click ok.
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5. Advanced Settings allows a user manage content types, specify a
document template, set the browser type for your documents, specify a
Send-To destination, specify whether the “new folder” command
appears on the new menu and specify whether this document library
should be visible in search results.
6. Audience targeting allows a user to create a targeting column for a
particular list to specify which users have access to the data contained
therein.
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Creating and Managing Views:
SharePoint allows the user flexibility to create the way in which you want to view
a particular web part.
Standard View – the view typically displayed is the standard view.
Calendar View – allows you to view your data in a daily, weekly or
monthly calendar format.
Datasheet View – allows you to view your data in a spreadsheet format.
Gantt View – allows you to view list items in a Gantt chart to see a
graphical representation.
EXERCISE:
1) From the Web Part you want to view, select Settings > Create View.
To modify or delete a View:
1) Click the drop-down arrow next to View. Select Modify this View to
change the view or Delete to delete the view.
SITE CUSTOMIZATION
There are many ways to tailor a site to fit the needs of your department. You can
change its structure and appearance, add content, and change site settings. You
can apply these custom settings by using your browser without any additional
tools (if you have permission to change those settings).
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The following are ways to customize your site:
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Change the title and appearance: you can change the name and
description for a site. You can also change the default graphics on the
home page, as well as the theme for the site. The theme is a set of
colors, fonts, and decorative elements that provide a consistent
appearance to your site pages.
Add subsites and web pages: you can add subsites and web pages to
your site. Subsites allow you to divide the site content into distinct,
separately manageable sites.
Add or change web parts: you can use web parts to quickly set up and
modify pages. A web part is a modular unit of information that forms the
basic building block of a web part page. you can add web parts to web
part zones in a web part page and then customize the individual web parts
to create a unique page for your site users.
Add lists and libraries: lists and libraries store and manage information
on your site. Lists store and manage data, such as calendar items, tasks,
etc. Libraries store files, such as documents and pictures. Your site
comes with some default lists and libraries already set up, including
Calendar, Tasks, Team Discussion and Shared Documents. Your site
also comes with templates that provide a starting point for several types of
lists and libraries. You can also create your own custom lists and save a
list as a template for other lists. You can create views to display the
information in list or libraries in different ways for specific users, such as
the list items that are assigned to people in a specific department or
documents that were created within the past week.
List and libraries enable you to manage information as well as store it. For
example, you can enable versioning to track changes to list items and files
and to restore previous versions if you make a mistake. You can also stay
updated on changes that were made to lists and libraries by using RSS
feeds and alerts.
Change site navigation: the two navigation elements that can be
customized by site owners are the Quick Launch and the Top Link bar.
The Quick Launch is displayed on the side of most pages directly below
the View All Site Content link. You can use the Quick Launch to display
section headings and links to different areas of your site in a logical
manner. The top link bar appears as one or more hyperlinked tabs across
the top of all pages on a site. Site owners can choose to display the top
link bar of the parent site or display a unique top link bar for their subsite.
Configure permissions: we will cover this in the Managing Users and
Groups section.
Customize other site settings: you can customize many other settings
for your site, such as regional settings, which include time zone, sort order
and calendar. You can also customize how and whether your site
appears in search and how people receive updates about changes to your
site through RSS feeds and alerts. To view your site settings, click Site
Settings from the Site Actions menu.
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Customizing pages by adding, changing or deleting Web Parts:
A Web Part is a component which forms the basic building block of a web part
page. You can add web parts in a web part page and then customize them to
create a unique page for your site and users.
To customize you web part page, you can add web parts to the page by using
either the Add Web Parts dialog box or a Web Part gallery in the tool pane. First,
we’ll explore adding a web part by using the Add Web Parts dialog box. This is
the fastest method to add a web part to your web part page. You can use this
dialog box to quickly add lists, libraries and other web parts. If you are the site
owner, you can add new web parts to the list that is displayed in the Add Web
Parts dialog box, and you can create custom groups that you can use to display
certain web parts together in a list.
Adding a Web Part using the Add Web Parts dialog box:
EXERCISE:
1. On the Site Actions menu, click Edit Page.
2. In the web part zone that you want to add the web part to, click Add a
Web Part.
3. You can add more than one type of web part by selecting all appropriate
boxes you want to add.
4. Click Add to add the web parts to the page.
Adding a Web Part using the tool pane:
If you want better control over which web parts are added to web part zones, use
the tool pane. You can use the tool pane to select web parts from different web
part galleries. You can also use the tool pane to search for web parts and to
import new web parts.
EXERCISE:
1. On the Site Actions menu, click Edit Page.
2. In the web part zone you want to add the web part to, click Add a Web
Part.
3. Click Advanced Web Part gallery and options to display the tool pane.
4. In the tool pane, do one of the following:
a. Browse for a web part: at the top of the tool pane, click the arrow
and then click browse. Click the gallery name to view a list of web
parts that are available for that gallery. Click next to view more
web parts in that gallery. (TIP: Click filter to display a subset of
the web parts in the web part list. You can filer the list to display all
items, web parts, lists or libraries.)
b. Search for a web part: at the top of the tool pane, click the
arrown, and then search.
c. Import a web part: at the top of the tool pane, click the arrow, and
then click import.
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5. Click the name of the web part you want to add.
6. Select the web part zone that you want to add the web part to and then
click Add. (TIP: you can also drag the web part to the location that you
want on the web part page.)
NOTES: The closed web parts gallery contains closed web parts for the
active web part page. The site name gallery contains web parts for the
active site. The server gallery contains web parts that are deployed on your
server and the online gallery contains web parts that are part of an online
library.
Changing web parts: if you are the web page owner, you can customize
web parts in different ways. From your web browser, you can change web
part properties by using the Web Part Maintenance Page.
Change web part properties by using the tool pane: You can change the
attributes of a Web Part by assigning values to its web part properties. All
web parts share a set of common properties that allow you to specify
attributes for the appearance, layout, and other information. A web part can
also have custom properties that apply only to that web part.
EXERCISE:
1. On the Site Actions menu, click Edit Page.
2. Click the Web Part menu
for the web part you want to change the
properties and then do one of the following:
a. If you are in a shared view, click Modify Shared Web Part.
b. If you are in a personal view, click Modify My Web Part.
3. Change the properties that you want to change.
4. To save your changes and close the tool pane, click ok. To view your
changes without closing the tool pane, click Apply.
The list of properties that apply to the selected Web Part appears in the tool
pane. These properties include all the common properties as well as any
custom properties that the web part developer has defined for the web part. If
you are in personal view, the web part developer may have limited which
custom properties can be changed for that web part.
Common web part properties: All web parts share a common set of
properties that control their appearance, layout, and advanced characteristics.
APPEARANCE:
Description:
Property:
Title
Specifies the title of the web part that
appears in the web part title bar.
Height
Specifies the height of the web part
Width
Width of the web part.
Chrome State
Specifies whether the entire web part
appears on the page when a user opens
the web part page. by default, the
chrome state is set to normal and the
entire web part appears. Only the title
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Chrome Type
LAYOUT:
Property:
Hidden
Direction
Zone
Zone Index
bar appears when the state is set to
minimized.
Specifies whether the title bar and
border of the web part frame are
displayed.
Description:
Specifies whether the web part is visible
when a user opens the web part page.
If the check box is cleared, the web part
is visible only when you are designing
the page and has the suffix (hidden)
appended to the title. You can hide a
web part if you want to use it to provide
data to another web part through a web
part connection, but you don’t want to
display the web part.
Specifies the direction of the text in the
web part content. For example, Arabic
is a right-to-left language; English and
most other European languages are leftto-right languages.
Specifies the zone on the web part page
where the web part is located.
Specifies the position of the web part in
a zone when the zone contains more
than one web part. To specify the order,
type a positive integer in the text box. If
the web parts in the zone are ordered
from top to bottom, a value of 1 means
that the web part appears at the top of
the zone. If the web parts in the zone
are ordered from left to right, a value of
1 means that the web part appears on
the left of the zone. For example, when
you add a web part to an empty zone
that is ordered from top to bottom, the
zone index is 1. when you add a
second web part to the bottom of the
zone, its zone index is 2. to move the
second web part to the top of the zone,
type 1 and then type 2 for the first web
part. NOTE: each web part in the zone
must have a unique zone index value.
Therefore, changing the zone index
value for the current web part can also
change the zone index value for other
web parts in the zone.
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ADVANCED:
Property:
Allow minimize
Allow close
Allow hide
Allow zone change
Allow connections
Allow editing in personal view
Export mode
Title URL
Description
Help URL
Help mode
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Description:
Specifies whether the web part can be
minimized.
Specifies whether the web part can be
removed.
Specifies whether the web part can be
hidden.
Specifies whether the web part can be
moved to a different zone.
Specifies whether the web part can
participate in connections with other
web parts.
Specifies whether the web part
properties can be modified in a personal
view.
Specifies the level of data that is
permitted to be exported for this web
part.
Specifies the URL of a file containing
additional information about the web
part. The file is displayed in a separate
browser window when you click the web
part title.
Specifies the Screen Tip that appears
when you rest the mouse pointer on the
web part title or web part icon. The
value of this property is used when you
search for web parts by using the
SEARCH command on the Find Web
Parts menu of the tool pane in the
following web part galleries: site, virtual
server, and web part page.
Specifies the location of a file containing
help information about the web part.
The help information is displayed in a
separate browser window when you
click the help command on the web part
menu.
Specifies how a browser will dislay help
content for a web part.
Select one of the following:
Modal: opens a separate browser
window, if the browser has this
capability. A user must close the
window before returning to the web
page.
Modeless: opens a separate browser
window, if the browser has this
capability. A user does not have to
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ƒ
Catalog Icon Image URL
Title Icon Image URL
Import Error Message
close the window before returning to the
web page. this is a the default value.
Navigate: opens the web page in the
current browser window.
Specifies the location of a file containing
an image to be used as the web part
icon in the web part list. The image size
must be 16x16 pixels.
Specifies the location of a file containing
an image to be used in the web part title
bar. The image size must be 16x16
pixels.
Specifies a message that appears if
there is a problem importing the web
part.
Remove or delete a web part:
EXERCISE:
1. On the Site Actions menu, click Edit Page.
2. Do one of the following:
a. To remove the web part from the page but keep it available for later
use, click the web part menu
and then click Close. You
could also just click the close button . A copy of the web part
remains in the Closed Web Parts gallery and can be added to the
page again later. Any customizations made to that web part are
saved.
b. To permanently delete the web part from the page, click the web
part menu
, click delete and then click ok. The web part is
deleted from the web part page and can be added again later. Any
customizations to the web part were not saved.
Customize a web part page:
If you are a site owner or administrator, you can customize your web part page in
several ways, such as editing the web part page title bar, adding web parts,
customizing the views of list view web parts, and changing the layout of the web
part page. After you add web parts to your web part page, you can connect web
parts to create even more custom solutions for your page.
Create a personal view or restore the shared view of a web part page: You
are in a shared view by default when you view a site or page. Any changes you
make to the page while you are in the shared view are visible to anyone who
visits the page. if you create a personal view of a page, the changes are only
visible to you.
29
Create a personal view:
EXERCISE:
6. At the tope of the page, click Welcome your name, and then click
personalize this page.
7. Make whatever changes you want to customize the page. You can
add or remove web parts, as well as modify the properties of other
web parts on the page, customize the views for any list view web
parts on the page, and customize the properties of other web parts
on the page. NOTE: you can close web parts in a personal view,
but you cannot delete web parts from the page.
8. When finished, click exit edit mode.
Restore the shared view: You can delete the personalized changes you made
to a web part page and revert to the current shared property values for the web
parts on the page. CAUTION: the reset page content command permanently
deletes the personalized web part property values and permanently deletes any
personalized web parts. If you want to create another personal view, you must
make your customizations again.
EXERCISE:
1. At the top of the page, click Welcome your name, and then click reset
page content.
2. When you are prompted to confirm that you want to reset the page
content, click ok. NOTE: the reset page content command is visible
only in personal view and if you previously personalized the web part
page.
Edit the Web Part title bar: An administrator or user with sufficient permissions
to modify a web part can edit the title.
EXERCISE:
1.
2.
3.
4.
5.
6.
7.
On the Site Actions menu, click edit page.
Within each web part, click the drop down arrow next to Edit
Modify Shared Web Part
From the tool pane to the right, click + next to Appearance
Edit the Title as necessary.
Click OK.
Exit Edit Mode.
30
Change the layout of a Web Part Page: You can move web parts around on a
web part page to place them in any order or in any web part zone that you want.
EXERCISE:
1. On the Site Actions menu, click edit page.
2. Drag the web parts to new locations or web part zones on the page.
3. When finished, click exit edit mode.
Customize Site Navigation:
SharePoint provides several different ways to customize the navigation for your
site. As a site owner or designer, you are able to add items to and remove items
from navigation, including the Quick Launch and top link bar. You can also
display a tree view to show the contents and hierarchy of the site. NOTE: you
cannot customize breadcrumbs at the top of the page.
Customize Quick Launch: the quick launch is displayed on the home page of a
SharePoint site and contains links to featured lists and libraries on the site or
subsites.
By using the settings pages for each list or library, you can choose which lists
and libraries appear on the Quick Launch. You can also change the order of the
links, add or delete links without going to the list or library and add or delete
sections, all from within a browser that is compatible with SharePoint. You can
even add links to pages outside the site.
31
Hide or show the Quick Launch: The quick launch appears by default when
you first create a site. You can choose to hide or show the quick launch,
according to the needs of your site. For example, you can show the quick launch
on the top-level site and hide it on subsites.
EXERCISE:
1. On the home page for the site, click Site Actions menu, and then
select Site Settings.
2. In the Look and Feel column, click Tree View.
3. Do one of the following:
a. To hide the Quick Launch, clear the enable quick launch
check box.
b. To show the Quick launch, select the enable quick launch
check box.
4. Click ok.
Add or remove a list or library from the Quick Launch: when you create a
new list or library, by default a link to that item is automatically added to the
Quick Launch. You can change the navigation option at the time you create a
new list or library so that the list or library does not appear on the quick launch.
You can also change the option later by editing the general settings for the list
or library.
EXERCISE:
1. On the Quick Launch, click View all site content.
2. Click the name of the list or library.
3. On the Settings menu
, click List Settings (or click the setting
for the type of library you are opening; for example, in a document
library click document library settings).
4. In the general settings column, click Title, description and
navigation.
5. In the navigation section, do one of the following:
a. To remove the item from the Quick Launch, click no.
b. To add the item to the Quick Launch, click yes.
6. Click Save.
7. Click the name of the site to return to the site home page.
Change the order of items on the Quick Launch: you can change the order in
which headings or links appear on the quick launch but you can change the order
of the links only under a given heading. For example, you may have a heading
called Lists that contains links for Calendar and Tasks. You can move the Lists
heading to a different location on the Quick Launch, but you can change the
order of Calendar and Tasks only under the Lists heading. To move Calendar or
Tasks to a different heading, you first need to edit the link to assign it to a
different heading.
32
EXERCISE:
1. On the home page for the site, click the Site Actions menu, and then
select Site Settings.
2. In the Look and Feel column, click Quick Launch.
3. Click Change Order.
4. Click the options in the lists to change the order in which the headings
and links are displayed.
5. Click ok.
Add, edit, or delete a Quick Launch heading:
EXERCISE:
1. On the home page for the site, click the Site Actions menu, and then
select Site Settings.
2. In the Look and Feel column, click Quick Launch.
3. Do one of the following:
a. To add a new heading, click New Heading. Type the URL and
a description for the heading, and then click ok.
b. To edit a heading, click the edit button
. Make any
necessary changes to the URL and description, and then click
ok.
c. To delete a heading, click the edit button
, and then click
delete. (NOTE: when deleting a heading, any links contained
under that heading are also deleted.) Click ok.
Add a Quick Launch link: In addition to including links to lists or libraries on
your site, you can add custom links to the Quick Launch. For example, you can
include a link to information that you or members of your organization use
frequently, such as a document, a calendar event, or even another site.
EXERCISE:
1.
2.
3.
4.
5.
On the home page for the site, click Site Actions, then Site Settings.
In the Look and Feel column, click Quick Launch.
Click New Link.
Type the URL and a description for the link.
In the Heading list, select the heading under which you want the link to
appear.
6. Click ok.
33
Edit, move or delete a Quick Launch link:
EXERCISE:
1. On the home page for the site, click Site Actions, then Site Settings.
2. In the Look and Feel column, click Quick Launch.
for the link you want to edit or delete, and
3. Click the edit button
then do one of the following:
a. To edit the link, make any necessary changes, and then click
ok.
b. To move the link to a different location on the Quick Launch, in
the heading list, select the new heading under which you want
the link to appear, and then click ok.
c. To delete the link, click delete, and then click ok.
NOTE: when you delete a link, any links contained under that link
are also deleted.
4. Click the name of the site to return to the site home page.
Customize the Top Link bar: The top link bar provides a way for users of your
site to get to other sites in the site collection by displaying a row of tabs at the top
of every page in the site.
When you create a new site, you can choose whether to include the site on the
top link bar of the parent site and whether to use the top link bar from the parent
site. This provides you with three different configuration options for your site:
ƒ
ƒ
ƒ
Inherited and included in parent: The site is included as a tab on
the top link bar of the parent site and uses the same top link bar as
the parent site. The top link bar cannot be customized at this level
without first breaking the inheritance from the parent site.
Inherited not included parent: The site uses the same top link
bar as the parent site but is not included as a tab on the top link bar
of the parent site. The top link bar cannot be customized at this
level without first breaking the inheritance from the parent site.
Unique: The site is not included as a tab on the top link bar of the
parent site and does not use the same top link bar as the parent
site. The top link bar is customizable at this level and is completely
34
separate from the parent site. NOTE: If a site is renamed from the
General Settings page, the site name is not updated on the top link
bar. To change the name that appears on the top link bar, you
must edit the top link bar.
Configure the top link bar for a site: By default, when you create a new site,
the site appears on the top link bar of the parent site, and the new site inherits
the top link bar of the parent site. To stop using the top link bar from the parent
site, you can change the setting at any time and use a customized top link bar for
your subsite.
EXERCISE:
1. On the home page for the site, click the Site Actions menu, and then
click Site Settings.
2. In the Look and Feel column, click top link bar.
3. Do one of the following:
a. To create custom links for the site, click Stop Inheriting Links.
b. To use the same links as the parent site, click Use Links from
Parent.
Add, edit, or remove a link from the top link bar: If your site is using a unique
top link bar, you can customize the links that appear on the top link bar for the
site. Any sites created below the parent site can also be displayed on the top link
bar, provided that the sites are configured to inherit the parent top link bar. You
can also include links to other sites outside of you site collection.
EXERCISE:
1. On the home page for the site, click the Site Actions menu, and then
click Site Settings.
2. In the Look and Feel column, click Top link bar.
3. Do one of the following:
a. To add a new link, click new link. Type the URL and a
description for the link.
. Make any necessary
b. To edit a link, click the edit button
changes to the description.
c. To remove a link, click the edit button
and then click delete.
4. Click ok.
Reorder links on the top link bar: You can change the order in which the tabs
are displayed on the top link bar. Any changes that you make to the order of
items on the top link bar are reflected in any sites that inherit top link bar
navigation from your site.
EXERCISE:
1. On the home page for the site, click the Site Actions menu, and then
click Site Settings.
2. In the Look and Feel column, click Top link bar.
35
3. Click change order.
4. In the link order column, click options in the lists to change the order
in which the links appear on the top link bar.
5. Click ok.
Show or hide the tree view: The tree view is an extra navigation option that
provides a hierarchical view of all sites, lists, and libraries in the site, including
any sites below the current site level. NOTE: You can only show or hide the tree
view. You cannot customize the tree view by using a web browser.
EXERCISE:
1. On the home page for the site, click the Site Actions menu, and then
click Site Settings.
2. In the Look and Feel column, click Tree View.
3. Do one of the following:
a. To show the tree view, select the Enable Tree View check box,
and then click ok.
b. To hide the tree view, clear the Enable Tree View check box,
and then click ok.
4. Click the name of the site to return to the site home page.
36
Modifying a Site Theme:
SharePoint allows the owner/administrator to customize their site by modifying
the fonts and color scheme of the site. Applying a theme does not affect your
site’s layout and will not change any pages that have been individually themed.
EXERCISE:
1. On the home page for the site, click the Site Actions menu, and then
click Site Settings.
2. In the Look and Feel column, click Site Theme.
3. Select a theme (preview should display on the left side of the page).
4. Click Apply.
5. Click the name of the site to return to the site home page.
MANAGING USERS AND GROUPS
(PERMISSIONS)
SharePoint User Rights (Permissions):
In SharePoint, access to sites is controlled by role-based memberships. Each
user is assigned a role which specifies the actions a user can perform on the site.
The user roles are as follows:
-
Full control: allows a user to have full control of the site within SharePoint.
Design: allows user to view, add, update, delete, approve and customize
the site.
Contribute: allows user to view, add, update and delete the site.
Read: allows the user to view only.
37
List, Site and Personal Permissions:
SharePoint includes 33 permissions, which are used in the four default
permission levels. Permissions are categorized as list permissions, site
permissions and personal permissions, depending upon the objects to which they
apply. For example, site permissions apply to particular sites, list permissions
apply only to lists and libraries and personal permissions apply only to things like
personal views, private web parts, etc. The following tables show permissions
and permission levels assigned, by default.
LIST PERMISSIONS:
Permission:
Manage Lists
Override Check-Out
Add Items
Edit Items
Delete Items
View Items
Approve Items
Open Items
View Versions
Delete Versions
Create Alerts
View Application Pages
Full Control:
x
x
x
x
x
x
x
x
x
x
x
x
Design:
x
x
x
x
x
x
x
x
x
x
x
x
Full Control:
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
Design:
Contribute:
Read Only:
x
x
x
x
x
x
x
x
x
x
x
x
Contribute:
Read Only:
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
Design:
x
x
x
x
Contribute:
x
x
x
x
Read Only:
x
x
SITE PERMISSIONS:
Permission:
Manage Permissions
View Usage Data
Create Subsites
Manage Web Site
Add & Customize Pages
Apply Themes & Borders
Apply Style Sheets
Create Groups
Browser Directories
Self-Service Site Creation
View Pages
Enumerate Permissions
Browse User Information
Manage Alerts
Use Remote Interfaces
Use Client Integration
Open
Edit Personal User Info
x
x
x
PERSONAL PERMISSIONS:
Permission:
Manage Personal Views
Add Private Web Parts
Remove Private WebParts
Update Personal webparts
Full Control:
x
x
x
x
38
SharePoint provides security features that you (as the site owner) can use to
help control access to your sites. By using these features, site owners can
control who can access the site, and specifically, what permissions are assigned
for users.
Regardless of what type of site you have, the security and permissions for your
site include the following elements:
ƒ
ƒ
ƒ
ƒ
ƒ
Users: A person with a user account that can be authenticated through
the web server. Users can be added directly to a securable object or
indirectly by adding them to a SharePoint Group which is then added to a
securable object. Although users do not have to be part of a group, it is
much easier to manage permissions for groups rather than large numbers
of users.
SharePoint Group: A group of users that you can create on a
SharePoint site to manage permissions to the site. All SharePoint groups
are created at the site collection level and are available to any subsite in
the site collection. However, you can choose to create a SharePoint
group that only has permissions on a particular subsite. SharePoint
provides three default groups: Site name owners, Site name members
and Site name readers. Each of these groups is associated with a
default permission level, but you can change the permission level for any
SharePoint group as needed.
¾ Site name owners group have full control permissions
¾ Site name members have contribute permissions
¾ Site name readers/visitors have read only permissions
Permission: Authorization to perform specific actions such as viewing
pages, opening items, and creating subsites. Permissions are not
assigned directly to users or groups. Instead, permissions are assigned to
one or more permission levels, which are in turn assigned to users or
groups.
Permission level: A set of permissions that can be granted to users or
SharePoint groups on a securable object such as a site, library or list.
Permission levels enable you to assign a set of permissions to users and
groups so that they can perform specific actions on your site. With
permission levels, you can control which permissions are granted to
users/groups on your sites.
Securable object: An object on which permissions can be configured,
such as a site, list, library, folder within a list or library, list item or
document. Permissions for users/groups can be assigned to a specific
securable object.
Controlling Access to Site and Site Content:
As a site owner, when you create the permission structure for your site, try to
balance ease of administration with the need to control specific permissions. For
easiest administration, begin by using the default SharePoint groups (site name
owners, site name members and site name visitors). It is recommended that you
make most users either site name members or visitors. Do not add every user
as a site name owner. By default, site members can contribute to the site, add or
39
remove items and documents, but cannot change the structure of the site or
change site settings or appearance. You can create additional SharePoint
groups and permission levels if you need finer control over the actions of users.
Adding a user to a group:
EXERCISE:
1. From your site, select People and Groups
2. Notice all the groups created by SharePoint. Decide which groups
your user will be added to and click that group name.
3. To add a user to that group, select New
> Add Users
On the Add Users page, enter the users user name, assign the
appropriate permission for this individual, personalize a message which
will be distributed via email and click ok.
40
4. The user has been added to the group.
Removing a user from a group:
EXERCISE:
1. From your site, select People and Groups
41
2. Make sure you have selected the group you want to remove this user
from. Check the box next to the users name and then select Actions >
Remove User from Group.
3. You will receive a dialog box asking if you are sure you want to delete
this user? If so, click ok. The user has been deleted from this group.
42
To add a group:
EXERCISE:
1. From your site, select People and Groups
2. Select Groups
3. Select New > New Group
43
4. Enter all requested information and click create. Your new group has
been created.
To remove a group:
EXERCISE:
1. From your group page, check the box next to the group you want to
delete, then select Settings > Group Settings.
2. On the Change Group Settings page, scroll to the bottom and click
delete.
44
3. You will receive a dialog box asking if you are sure you want to delete
this SharePoint Group? If you are sure, click ok. The group has been
deleted.
Inheriting Permissions:
By default, permissions on lists, libraries, folders within lists and libraries, items
and documents are inherited from their parent site. However, you can break this
inheritance for an securable object at a lower level by editing the permissions
(that is, creating a unique permission assignment). For example, you can edit
the permissions for a document library, which breaks the inheritance from the
site.
The following figure shows a site collection hierarchy with a top-level web site
and subsites that inherit permissions from their parent site as well as a subsite
with unique permissions.
In this figure, subsite 1 inherits permissions from the top-level web site. This
means that changes made to SharePoint groups and permission levels on the
top-level site also affect Subsite 1.
Subsite 2 is also inheriting permissions from its parent (subsite 1). However,
because subsite 1 is also inheriting from its parent, changes made to SharePoint
groups and permission levels on the top-level site affect both subsite 1 and 2.
This is because you cannot manage permissions on a subsite that is inheriting
permissions. Instead you either manage the permissions of the parent or you
can break the inheritance and create unique permissions.
Subsite 3 has unique permissions. This means that it does not inherit
permissions from its parent site. Therefore, any changes made to the permission
levels and SharePoint groups on subsite 3 do not affect its parent site. Because
Subsite 4 is inheriting permissions from subsite 3, any changes to permission
levels or SharePoint groups on subsite 3 affect both sites.
45
Each site contains additional securable objects which have a particular position
in the site hierarchy.
Lower-level securable objects automatically inherit permissions from their parent.
For example, a list or library inherits permissions from the site, and list items and
documents inherit permissions from the list, library or folder that contains them.
You can break this inheritance at any point in the hierarchy and assign unique
permissions. When you break the inheritance from the parent, the securable
object from which you broke the inheritance receives a copy of the parent’s
permissions. You can then edit those permissions to be unique – meaning that
any changes you make to the permissions on that securable object do not affect
the parent.
Best Practices for assigning permissions in SharePoint:
It is easiest to manage permissions at only the site level, whenever possible.
This means you should create your site hierarchy in a way that allows you to
assign permissions to sites that are appropriate to all securable objects within the
site, such as lists, libraries, folders within lists or libraries, documents and items.
Although you can assign unique permissions on any securable object in the site
hierarchy, to do so is more cumbersome than inheriting permissions. It gets
more difficult when some lists or libraries within a site have unique permissions
applied, and when some sites have subsites with unique permissions and some
with inherited permissions. As much as possible, arrange sites, subsites, lists
and libraries so that they can inherit most permissions. Put sensitive data into
separate subsites, lists, libraries and so on.
46
For example, it is much easier to manage permissions using a hierarchy like the
one shown in the following example, rather than mixing sensitive and nonsensitive data in the same sites, lists and libraries.
™ Site A Group home page
o List A Non-sensitive data (inherited permissions)
o Document Library A Non-sensitive data (inherited permissions)
o Subsite B Sensitive data (unique permissions)
ƒ List B Sensitive data (unique permissions)
ƒ Document Library B (unique permissions)
Notice that the list and library in Site A contain non-sensitive data and Subsite B
was created below Site A to contain a list and library storing sensitive data. In
this scenario, you can assign permissions to Site A that are appropriate to List A
and Document Library A and create unique permissions on Subsite B which are
appropriate for List B and Document Library B.
SITE ADMINISTRATION
Regional Settings:
Every web site can be customized to use specific regional settings that are used
as the default settings for all users of your site. As the site owner, you can
specify the following regional settings for your sites:
• Locale: this setting controls how locale-specific information, such as
numbers, dates, time and calendar settings are displayed on the site. The
default values for all of the other regional settings (listed below) are based
on the locale that you choose. When you change the locale setting for a
site, all other regional settings are set to the default settings for the new
locale. After selecting the locale you want, you can then change these
other settings as you want.
• Sort Order: this setting controls the sort orders that are used for lists and
libraries.
• Time Zone: this setting controls the time zone for the web site.
• Set Your Calendar: this specifies the type of calendar that you want as
your primary calendar. You can also choose whether to display the week
of the year, where 1 represents the first week of the year and 52
represents the last week of the year.
• Enable an Alternate Calendar: this setting enables the settings of an
optional calendar to be added to the calendar that you set for your
sharepoint site.
• Define Your Work Week: specifies which days of the week make up
your work week, the first day of each work week, and the first week of the
year. You can also specify the start and end time of work days.
• Time Format: specifies whether to display the time in 12-hour or 24-hour
format.
47
Changing regional settings for a site:
EXERCISE:
1. Open the site on which you want to change the default regional
settings.
2. Select Site Actions > Site Settings > (Under Site Administration)
Regional Settings
3. On the Regional Settings page, select the settings you want for this
site, and then click ok.
Viewing Site Usage Data:
If you are interested on the affect your web site has, you can track how many
users visit your site and the number of hits your site receives and other siteusage information. Summary and detailed usage reports will supply this
information.
Tracking usage can be helpful for identifying which content on your site is being
heavily used (and therefore should be kept) and which content is not being used
(and may be a candidate for removal). In addition to site usage statistics, you
can track how much storage space your site is taking up and the level of activity
that your site is generating.
48
To view site-usage data:
EXERCISE:
1. Open the site on which you want to view site-usage data statistics.
2. Select Site Actions > Site Settings > (Under Site Administration) Site
Usage Reports
3. The site usage information will be displayed. The Site Usage Reports
on the left side of the screen provide a listing of additional reports
available.
49
Manage user alerts:
As the site owner, you can manage alerts for other users within this site. To
display alerts for another user, select the username of the individual in the
“Display alerts for” drop-down box and then click Update. This will list all alerts
for this user. You can check the box of any to be deleted and click Delete
Selected Alerts. Once completed, that user will no longer be alerted of changes
to that particular list, library or item.
Enable/disable RSS feeds:
Really Simple Syndication (RSS) is a way for you to make news, blogs, and other
content on a web site available to users. Before others can view RSS content or
feeds, the site owner must enable and configure RSS support on a site.
Enable and configure RSS feeds for a site:
EXERCISE:
1. From your site, select Site Actions > Site Settings > (Under Site
Administration) RSS
2. In the Enable RSS section, select the Allow RSS feeds in this site
check box to activate RSS feeds.
50
3. In the Copyright box, type the text of the copyright notice. (Depending
on the type of RSS reader that you use to view an RSS feed, the
copyright may or may not appear at the bottom of the RSS feed.)
4. In the Managing Editor box, type the name of the managing editor for
the RSS content. (The name of the managing editor appears at the
bottom of the RSS feed.)
5. In the webmaster box, type the name of the webmaster for the RSS
content. (The name of the webmaster appears at the bottom of the
RSS feed.)
6. In the Time to Live (minutes) box, type the number of minutes that
users should wait to check for updates to an RSS feed. (The number
of minutes appears at the bottom of the RSS feed.)
7. Click ok.
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