SharePoint 2010: Website Content Management SystemSite Collection Administrator User Guide

Creating a New Site..................................................................pg. 2

Permissions ManagementBreaking Permission Inheritance.............................................pg. 2Creating and Assigning Group Permissions.............................pg. 3Adding Users to a Group.........................................................pg. 4 Adding Users to a Site............................................................pg. 4-5Assigning Permissions to a Page/Library/List..........................pg. 5-6

Managing CalendarsCreating New Calendars.........................................................pg. 6Adding Calendar Events..........................................................pg. 7Configuring Calendar Rollups..................................................pg. 7-9Displaying a calendar on a page.............................................pg. 10Connecting with Outlook.........................................................pg. 10

Site SettingsManaging Site-wide (Secondary) Navigation...........................pg. 11Enabling Google Analytics......................................................pg. 12-13Configuring Site Theme Settings............................................pg. 13-17

Inserting a PayPal button........................................................pg. 18

Converting Videos to .wmv.....................................................pg. 19

Creating a New Site (Video)

1. Navigate to the site that you wish to be the parent site of the site you are creating.2. Choose Site Actions > New Site. Select Publishing Site.

3. Give your page a name then click Create.4. Enter a Title and URL Name for your site. The URL Name should be short and sweet with no spaces!

5. Click Create. The new site is created and the default (home) page for the site opens.

Permissions Management

Choose Site Actions > Site Permissions. If the site is inheriting permissions from its parent, a yellow notice will indicate that. If the site has unique permission, the yellow notice bar will indicate that as well.

NOTE: If a site is inheriting permissions from its parent, you have to break permission inheritance to add change the site’s permissions settings.

Breaking Permission InheritanceTo have unique permission on your site, you can break permissions from the parent site.

1. Navigate to Site Actions > Manage Permissions 2. Click the Stop Inheriting Permissions button in the Ribbon.

3. Click OK to the pop-up dialog4. This copies the parent site’s permissions and stops inheriting them.

Re-inheriting Permissions from the ParentIf you need to re-inherit permissions from the parent site, you can do so. This will wipe out any custom permission you have set on your site.

1. Navigate to Site Actions > Manage Permissions2. In the Ribbon, click the Inherit Permissions button 3. Click OK in the pop-up dialog to re-inherit permissions from the parent

Creating and Assigning Group Permissions1. Click Site Settings > Site Permissions

2

2. Click the Create Group button in the Ribbon

3. Give the group a Name (such as “HR Editors”)

4. Each group needs an Owner, who can manage the group. By default it is the group creator, but this can be changed by typing a new user’s name in the field

5. If the site is not inheriting permissions from its parent site, you can select a permission level to assign to the group. Note that the permissions listed generally build on one another so it is not necessary to select both Design and Full Control.

6. Click Create.7. The group opens, and you can add users to the group.

Adding Users to a GroupOn the Site Permissions page, you can click the group name to open the group if it isn’t already open

1. To add new users to the group, click the New button.

2. Type the usernames of the users you want to add in the Users/Groups field. Separate multiple usernames with a semicolon.

3. Click the Check Name button below the field to check the usernames.If any username has a red squiggly line under it, you have typed the username wrong. You can click the name to see if SharePoint can find a close match.

Otherwise you can click the browse icon (the book icon) below the field to search for the users you want to add.

3

4. The Send Email section allows you to alert users that they have been added to a group in SharePoint. You can personalize the message, or you can completely de-select the option to send an email.

5. Click OK.

Removing Users from a GroupIf you need to remove a user from a group, you can do so easily.

1. Open the group from which you want to remove a user2. Check the checkbox next to the user or users you want to delete from the group3. Click the Actions dropdown4. Click Remove Users from Group5. Click OK to the pop-up window to confirm that you want to remove the users from the group

Adding Users to a SiteYou can add users to your site directly or put them in a group as you add them.

1. Navigate to Site Settings > Manage Permissions2. Click the Grant Permissions button in the Ribbon.3. Type the usernames of the users you want to add to the site4. You can choose to add the users to a group, or give them permission to the site directly. NOTE:

Most of the time you’ll want to add users to a group with a pre-defined permission level. See Managing Users and Groups on page 10.

5. If you choose to give the users permission directly, you can select their permission level by selecting a checkbox next to the item you want (note, all permissions in the list build on one

4

another, so it’s not necessary to select both Design and Full Control)

6. Choose whether to send a welcome email to the user(s)7. Click OK

Assigning Permissions to a Page/Library/ListYou can add users to your site directly or put them in a group as you add them.

1. You can also grant permission to specific pages by browsing to the page, then choosing “Page Permissions” from the Page tab:

2. As well as with a Document/Images/Assets/Pages Library by browsing to the library, then choosing “Library Permissions” from the Library tab:

5

3. Or a list (i.e. Department Events) by browsing to the list, then choosing “List Permissions” in the ribbon:

Managing Calendars

Creating New Calendars

1. Choose Site Actions > More Options.2. Choose Calendar then click More Options.3. Enter a Name and select No for both radio buttons, then click Create.

4. The new calendar will be created and will open in your window.

Adding Calendar Events (Video, begins at 1:35)

6

1. Choose Site Actions > View All Site Content.2. Select the calendar you wish to add an event to from the Lists section (i.e. School Events). The

calendar opens.3. Mouse over the day you wish to add an event for, click the Add link.

4. Enter the event data.

5. Click Save.

Configuring Calendar Rollups

1. Choose Site Actions > Site Settings. The Manage Calendar Rollups link is found in the Cherry Creek Custom Settings section:

7

2. The Manage Calendar Rollups page opens:

3. Each rollup is identified by a “Setting Name”. These setting names are used by the various web parts to determine which calendars to display in their view. All calendars associated with a setting name will be displayed.

4. To add a new entry, click “Add Calendar” in the top left of the page. To edit an entry, click the calendar link or mouse over the link and click Edit Item in the context menu:

(continue to step 5 on next page)

8

5. Adding or editing an entry will take you to the Manage Calendar Rollup page:

6. An existing setting name can be specified by using the Setting Name drop down list or you can specify a new setting name by using the Setting Name text box.

7. To specify the calendar to associate with this setting, specify the Site Collection, Site, and Calendar using the respective drop down lists.

8. Clicking in the color text boxes will bring up a color picker. (The color picker is a little bit finicky in that sometimes clicking in the gradient area will not register though simply clicking and dragging works every time).

9. Changes will be reflected automatically in the text box, however, if they are not, simply click the palette color wheel in the bottom right corner to have the changes committed:

9

Displaying a Calendar on a Page

1. Enter Edit Mode on the page you would like to insert the calendar.2. Choose Page Layout > CCSD Layout Header from the Page tab.

3. Click on Add a Web Part in the Header Zone of your page.4. Select Cherry Creek > CCSD Calendar View Web Part, then click Add.

5. Choose Edit Web Part from the CCSD Calendar View Web Part title bar.6. Select Chrome Type: None in the Appearance section.7. Enter a Setting Name or URL in the Calendar Setting section.8. Click OK.9. Publish the page as necessary.

Connecting a Calendar with Outlook (Video)

1. Choose Site Actions > View All Site Content.2. Select the Calendar you wish to connect to Outlook.3. Click Connect to Outlook from the Calendar tab in your ribbon.

NOTE: You must be logged in to Outlook as the user whom you wish to have the calendar available to in Outlook. That user must also have sufficient permissions to the calendar in SharePoint.

4. Click Allow and Outlook will open.5. Click Yes and your calendar will appear in Outlook.

Managing Site-Wide Navigation (Video)10

Site-Wide Navigation is accessed on the left side of the page in the Quick Links list.

1. Before beginning, navigate to the site you want to create a link for. Select and copy the URL from the address bar.

2. Choose Site Actions > Site Settings3. Choose Secondary Navigation Settings4. At the bottom of the page, click Add New Item5. Enter a Title for the link. This is how you want it to appear in the Quick Links list.6. Select the Parent for the link. _ROOT means that the link will be displayed in the blue Quick Links

list. To create a flyout, select the link you want your new link to pop out from.7. Paste the URL of page/site/document you are creating a link for in the Link field. If you leave this

field empty, it will not be a clickable ‘button’ but can can serve as a fly out for other links.8. The Description is what people will see when they mouse over the link. It is also what is read by

accessibility software.9. Enter a number for the Sort Order. The sort order tells you the order links will appear. Use

increments of 10 so that it is easier to rearrange or add new links to your list.10. Click Save.

Once the new navigation items appears in the Quick Links list on the ‘auth’ site, preview it to make sure it is working as expected. When you are ready to publish the navigation item to the live ‘www’ site, you will need to approve it.

1. Choose Site Actions > Site Settings > Secondary Navigation Settings.2. In the List tab of the List Tools ribbon, change the Current View to Approve/Reject Items:

3. Any Secondary Navigation items that have not been approved will now appear at the top of the list. Approve the item(s) by choosing Approve/Reject from the drop-down menu of each item individually:

Google Analytics

11

1. If you would like to enable Google Analytics for your site, you will need to obtain a Google Tracking Code from the District Web Specialist. The District Web Specialist will provide you with a code and access to view your data.

2. Once you have obtained the Google Tracking Code, Choose Site Actions > Site Settings. The Google Analytics link is found at the bottom of the site collection admin section:

3. Clicking it will take you to the settings page where you can enter the code:

4. Click OK. Google will begin tracking website usage data.5. To view the data, log on to Google Analytics at http://www.google.com/analytics/web.6. Enter your CCSD email address and CCSD Google Apps password. If you do not have a CCSD Google Apps

account, please contact the Help Desk to set one up.(continue to step 7 on next page)

12

7. Click on the domain for your school to browse the different reports available. At first, you will not see any data but as time passes, you will begin to see more usage and trends:

8. Among many other options, you can filter the date range in the top right corner or view a Content Overview from the Standard Reporting tab at the top.

9. For more information on using Google Analytics, visit http://www.google.com/analytics/features

Configuring Site Theme Settings (Video)

1. Choose Site Actions > Site Settings.2. Choose Site Theme in the Look and Feel section.3. Configure the color scheme settings as desired.

Reference the following pages of this document for information on how the colors will apply to your site.

4. Click Preview to preview the new settings.5. Select “Apply selected theme to this site and reset all subsites to inherit this setting.”6. Click Apply.

13

CCSD Website Theme Settings & Visual Mapping

The theme settings screen in SharePoint 2010 is pictured below. The Customize Theme section allows you to choose custom theme colors for your site. As you choose your colors, SharePoint will generate several shades of that color (ranging from lightest to darkest) and will update the chart in the upper left to show you the full set of colors in your theme (which we’ve labeled to help you identify them).

IMPORTANT: Some visual elements (for example, the Alert box) in the CCSD website do not participant in themes. As a result, their colors and fonts will not change when you apply a new theme.

IMPORTANT: Some SharePoint elements not shown here (for example, the Site Actions menu) participate in themes as well and will be changed when a new theme is applied.

REMEMBER: Most web browsers cache (save for a period of time) the colors, fonts, and images of websites you visit. Caching makes browsing faster by not requiring those items to be re-downloaded with every visit to a site. When you change your site theme in SharePoint, you must clear your browser cache. Otherwise you may still see the old colors, fonts, and images. Later in this document you will find instructions for clearing the cache in Microsoft Internet Explorer.

14

Theme-able Visual Elements on the CCSD Website

The CCSD district website is pictured below. The main visual elements that participate in SharePoint themes are numbered for reference.

1. Page Title (Text/Background – Dark 2)2. Website Background* (Accent 4)3. Hyperlink (Hyperlink)4. Page Content Background* (Accent 3)5. Website Header Graphic* (Accent 6)6. Left Nav Menu Background* (Accent 1)7. Top Nav Menu Background* (Accent 2)

8. Left Nav Menu Item Text (links) (Text/Background – Light 1)Top Nav Menu Item Text (links) (Text/Background – Light 2)

9. News Rotator Background (Accent 5)News Rotator Borders (Accent 2)News Rotator Selected Item (Accent 5)News Rotator Item – Not Selected (Accent 3)

10. Web Part Header Text (Text/Background – Light 1)Web Part Header Background* (Accent 1)

15

a. Website Body Textb. Website Footer Textc. Quick Launch Text (links)

a. Left Nav Menu Item Text (links)b. Web Part Header Textc. Left Nav Sub Menu Item Text (links)d. Quick Launch Header Text

a. Page Title

a. Top Nav Menu Item Text (links)b. Top Nav Sub Menu Item Text (links)

a. Left Nav Menu Background*b. Left Nav Sub Menu Item Background

(Darker)c. Left Nav Sub Menu Item Border

(Medium)d. Left Nav Sub Menu Item – Selected

(Darkest)e. Web Part Header Background*f. Quick Launch Header Background*

a. Top Nav Menu Background*b. News Rotator Border (Medium)c. News Item Border (Medium) d. News Rotator Image Border (Darkest) e. Web Part Border (Medium)f. Top Nav Menu Item Background

(Lighter)g. Top Nav Menu Item Border (Medium) h. Separator Line between Quick Launch

Items (Medium)

a. Page Content Backgroundb. News Rotator Item – Not Selected

a. Website Background*

b. Selected News Item Background (Lighter)

c. News Rotator Background

a. Website Header Graphic

* These elements are generated by an image (rather than a true, raw color embedded directly on the page), so the new theme color is blended into the original image. The result of blending the new color in is that it will not be the exact color you choose. You will need to experiment with the results to find the best possible color.

As mentioned, not all visual elements are theme-able, and some will not be affected when you change your site’s theme. Here are a few of those elements:

The “hero graphic” (picture with the words “Our Mission” on page 2) is not themed. For school sites, if contact info has been set in the Contact Information list, it will appear above the

right side of the hero graphic. The text color for that contact info is semi-transparent and is not themed.

Nothing alerts-related is themed (by which we mean CCSD alerts, not the alerts that are built into SharePoint).

The “Go” button next to the search box is not themed. The Facebook and Twitter icons in the header are not themed.

How to Clear Browser Cache for Microsoft Internet Explorer (versions 6, 7, 8, and 9):

16

1. Open the Internet Options window. (In Internet Explorer 6-8, this is under the Tools menu. In Internet Explorer 9, it’s under the gear symbol in the upper-right.)

2. Click the Delete… button under “Browsing History.”

Check the Temporary Internet Files option, and uncheck all the others. Click Delete. Any colors, fonts, and images which have been cached by your browser will be deleted.

Inserting a PayPal button

17

1. You’ll need to upload a PayPal button image to your SharePoint site:

2. Insert this image onto your page. With the image selected, choose “Link > From Address” in the

Editing Tools > Insert tab of the ribbon. 3. In the Address field, enter the “Link for Emails” from your PayPal account as shown below.

Using Microsoft Expression Encoder 4 to format .wmv video files for the CCSD websiteSharePoint only supports wmv video formats. You may download Microsoft Expression Encoder for free at

http://www.microsoft.com/download/en/details.aspx?id=2460118

1. Open Microsoft Expression Encoder.2. Choose Transcoding Project.3. From the File menu, click Import.4. Locate and open the video file that you want to convert.5. In the System Panel, choose Encoding Quality > Balanced. On the Encode tab, choose Output

Format: Windows Media; Video: VC-1 Advanced, Audio: WMA Professional:

6. Click Encode.7. After encoding is complete, click the Output tab. Under Job Output you’ll see a directory section.

Browse to the location of the job you're performing to find your .wmv file.8. For more information about Microsoft Expression Encoder:

a. Visit the following Microsoft website at http://expression.microsoft.comb. Refer to this How to use Microsoft Expression Encoder 4 guide.

19