Team Site Tutorials

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Files, Documents, & Uploads

How to Access Team Site Files from Your Desktop

SharePoint on the Hornet Hive allows you to access your team site files directly from your computer: with Windows Explorer on a PC or with Finder on a Mac. Creating a direct link from your team site files to your computer is called mapping a drive. Once you map a SharePoint team site to your computer, you can move, edit, rename, and interact with files just as you would normal files on your desktop.

Choose either Windows or Mac to learn how to set up your computer.

Windows

Windows 7

  1. Go to your team site and copy the URL from the browser window
  2. Access your “Computer”
  3. Click Map network drive
  4. Select a drive letter to associate with your team site (do not use one that has already been used for another drive)
  5. In the “Folder” section, paste the URL of your team site, e.g. “https://portal.kzoo.edu/teams/is/sandbox/”. (Do not include “default.aspx” at the end.)
  6. Checkbox “Reconnect at logon”
  7. Click Finish
  8. Enter your KNET credentials for your user name and password
  9. Checkbox “Remember my credentials” and click OK
  10. Your team site directory structure should open in Windows Explorer

Windows XP

  1. Go to your team site and copy the URL from the browser window
  2. Click My Computer on your desktop
  3. Click My Network Places and then Add Network Place
  4. Click the Choose another network location option
  5. In the “Internet or network address” section, paste the URL of your team site, e.g. “https://portal.kzoo.edu/teams/is/sandbox/”. (Do not include “default.aspx” at the end.)
  6. Checkbox “Reconnect at login”
  7. Click Finish
  8. Enter your KNET credentials for your user name and password
  9. Checkbox “Remember my credentials” and click OK
  10. Your team site directory structure should open in Windows Explorer
Mac

On a Mac, there are 3 parts to making your files accessible from your desktop:

  1. Map your team site as a drive on your computer station
  2. Set the team site drive to display on your desktop
  3. Adjust system settings to automatically show the team site drive after log-in.

Map a Team Site as a Drive

  1. Go to your team site and copy URL from your browser window
  2. Navigate to the Finder and choose Go > Connect to Server
  3. In the Server Address text box, paste the URL of your team site, and delete the “default.aspx” (e.g. “https://portal.kzoo.edu/teams/is/”)
  4. Click Connect
  5. In the authentication window that appears, change the Name to your KNET username use your KNET password, then click Connect
  6. Your team site files will be accessible in the Finder window.

Display the Team Site Drive on Your Desktop

Your computer may already be configured to show the team site drive on your desktop. If you can see a link to the team site on your desktop after mapping the drive (as described above), you do not need to complete this section. If you do not see a link to your team site on your desktop, complete the following steps:

  1. From the Finder, navigate to your Finder Preferences
  2. Click the General tab
  3. Click the checkbox next to “Connected Servers” to display the team site drive on your desktop
  4. Exit out of Finder Preferences

Set Team Site Drive to Display upon Log-In

If you do not set the drive to display upon log-in, your team site will not still be mapped the next time that you restart your computer. To set the team site to display upon log-in:

  1. From the Apple menu, navigate to System Preferences
  2. Click Users and Groups or Accounts
  3. Click Login Items
  4. Click the plus (+) button to add a new login item
  5. Locate your team site drive and click Add
  6. Exit out of System Preferences

Editing Team Site Files from FireFox, Internet Explorer, or by Download/Upload

Edit Files from FireFox

If you cannot edit from Firefox, try editing files with the Internet Explorer or the download/upload process listed below.

  1. Visit your team site from the Hornet Hive.
  2. Locate the file you wish to edit, and click the linked name of the document (do not select the drop-down that allows you to “Edit with Microsoft Word”).
  3. Click Open on the prompt that reads: “Do you want to open the file?”
  4. When the file opens in MS Word, it should indicate that the file is read-only. You can click the “Edit” button to edit.
  5. Make your changes, and click Save (or hit “Command + S”). This should save your changes directly to the teamsite (instead of saving somewhere on your local station).
Edit Files from Internet Explorer

If you don’t have Internet Explorer, try editing files from FireFox or with the download/upload process listed below.

  1. Visit your team site from the Hornet Hive.
  2. From the left “QuickLinks” menu, click the document library that holds the file you wish to edit (often called “Shared Documents”).
  3. Hover your cursor over the file you wish to edit until a small down arrow appears. Click the arrow and select “Edit in Microsoft Word”
  4. Click OK on the “Open Document” prompt (if need be).
  5. Edit your document as usual and click File > Save.
Download/Upload to Edit Files

You can use this method if editing from Internet Explorer or editing from FireFox don’t work.

  1. Visit your team site from the Hornet Hive.
  2. From the left “QuickLinks” menu, click the document library that holds the file you wish to edit (often called “Shared Documents”).
  3. Hover your cursor over the file you wish to edit until a checkbox option appears. Click the checkbox next to the file.
  4. Click Download a Copy on the “Documents” toolbar.
  5. Choose to save the file to a location on your computer that you will remember. Keep the file name exactly the same (do not change the file name when you save to your computer).
  6. On your computer, navigate to the file that you just downloaded. Open and edit as usual.
  7. When you are done editing, save the file. Do not “Save As” or otherwise change the file name.
  8. Return to the document library on your team site.
  9. Click the Documents tab under the “Library Tools” on the orange bar.
  10. Click Upload Document listed under the Documents Tab
  11. Browse and select the updated file. Make sure that the “Overwrite existing files” option has been checked.
  12. You do not need to choose a “Destination Folder.” Click OK to upload your edited file.

Document Libraries

How to Create a Document Library
  1. Within your team site, click Site Actions and select the New Document Library tab.
  2. Provide a Name and Description for your document library, specify whether you want it to appear in the left QuickLaunch navigation (recommended setting is “Yes”), and determine whether you want to use versioning (used for requiring checkout of documents).
  3. Click Create to add a new document library.
How to Require File “Checkout” in a Document Library

Requiring check-out prevents multiple people from making changes at the same time, which can create conflicts over changes and lead to confusion.

When someone creates a new file or adds a new file to a library that requires check-out, the file is initially checked out. The person who creates or adds the file must check it in before other people can see it. Check-out is also required to update information about the file, such as the title or when the file is due.

  1. Navigate to the library you wish to set check-out on from the left QuickLaunch menu or from the View All Site Content option, located beneath the left navigation. Click the library that you wish to require check-out for.
  2. Click the Library tab
  3. Click Library Settings
  4. Under the General Settings heading, select “Versioning settings”
  5. In the “Require Check Out” section, under “Require documents to be checked out before they can be edited,” click Yes
  6. Click OK.

Versioning

It is recommended to utilize versioning along with checkout/in when several people work together on projects, or when information goes through several stages of development and review. When versioning is enabled, you can see when an item or file was changed and who changed it. You can also see when properties, or information about the file, were changed. You can easily replace your current version with a previous version.

To enable versioning, follow the same steps as requiring checkout to reach the versioning options screen.

How to Rename a Document Library
  1. Navigate to the library you wish to rename from the left QuickLaunch menu or from the View All Site Content option, located beneath the left navigation. Click the library that you wish to rename
  2. Click the Library tab
  3. Click Library Settings
  4. From the “Library Settings” menu, click Title, description and navigation
  5. Enter a new Name and Description, click Save
  6. If you’d like you can change the name in Team Site navigation by:
    1. Pull down Site Actions and select Site Settings
    2. Click on Navigation under Look and Feel
    3. In the Navigation Editing and Sorting section, click on the items you want to update and click Edit.
How to Add/Remove Permissions on a Document Library

Most permissions that you manage are probably for the whole team site. However you can also change permissions on an individual document library on a team site you manage. Read below how to:

  • Set Up Custom Permissions
  • Remove Permissions
  • Add Permissions

Set Up Custom Permissions on a Document Library

Before you can edit team site permissions, you must have “Full Control” access to your team site.

To gain “Full Control” contact webservices@kzoo.edu to request access.

  1. Navigate to your team site from the Hornet Hive.
  2. Click the Site Actions drop down
  3. Select the View All Site Content option
  4. Under the “Document Libraries,” click the library that you wish to have custom permissions.
  5. Click Library on the taskbar under the “Library Tools” tab
  6. Click the “Library Permission” icon, located in the far-right of the toolbar
  7. Click the “Stop Inheriting Permission” button and then click OK on the window prompt.

Remove Permissions from a Document Library

After you have set up custom permissions, you can remove team site members who should not have access to the document library.

Important: Be sure you do not accidentally remove yourself from “Full Control” access of the library.

  1. Access your document library’s permission screen
  2. Checkbox any members or groups who should not have access to this library and click Remove User Permissions
  3. Click OK on the prompt to remove permission from the checkboxed users and/or groups.

Add Permissions to a Document Library

After you have set up custom permissions on your document library, you can add additional users who do not normally have access to your team site content.

  1. Access your document library’s permission screen (see “Set Up Custom Permissions” help above).
  2. Click Grant Permissions under the Edit section of the Permission Tools tab.
  3. In the “Grant Permissions” screen, type in users or use the book icon to search the directory.
  4. Select the level of permission that you wish to grant (“Contribute” and “Read” are most common)
  5. Uncheck the “Send welcome e-mail to the new users” option.
  6. Click OK to grant library access to these users or groups.

Permissions, Site Management & Customization

How to Add/Remove Permissions for Team Site Members

Permissions can change how team site users interact with the site, such determining which users are allowed to edit existing documents and which ones should only have “Read Only” access.

View one of the following methods:

Add User Permissions

After reviewing which groups have access to your site, you can add permissions to a user by adding them to an existing group. To do this, complete the following steps:

  1. From the Site Permissions menu (you can get there from the Site Actions tab and viewing Site Permissions), click the Grant Permissions button
  2. In the “Grant Permissions” window, add Users/Groups to the “Select Users” section by typing their K usernames, separated by semicolons. Alternately, click the open book icon to find K users in the directory.
  3. Choose a SharePoint group to assign these users to, based on the group’s permission level that you have already reviewed
  4. Uncheck the box for “Send welcome e-mail to the new users”
  5. Click OK
Remove User Permissions

To remove an entire user group:

  1. From the Site Permissions menu (you can get there from the Site Actions tab and viewing Site Permissions), click the checkbox next to the group that you wish to remove and click the Remove User Permissions button.
  2. Click OK on the warning message about removing permissions from a group

To remove a user from a permission group you created:

  1. From the Site Permissions menu you can get there from the Site Actions tab and viewing Site Permissions), click the name of the group that you wish to edit.
  2. Checkbox the user(s) that you wish to remove from a group and click Actions then select Remove Users from Group.
  3. Click OK on the warning message
Review Existing Permissions

From your team site, click Site Actions and select Site Permissions to view the current groups with access to your team site and their permission levels.

From this Permissions screen, you can grant/add user permissions, create permission groups, remove user permissions, and read about the different permission levels.

Permission Levels with Descriptions

  • Full Control – Has full control.
  • Design – Can view, add, update, delete, approve, and customize.
  • Manage Hierarchy – Can create sites and edit pages, list items, and documents.
  • Approve – Can edit and approve pages, list items, and documents.
  • Contribute – Can view, add, update, and delete.
  • Read – Can view only.
  • Restricted Read – Can view pages and documents, but cannot view historical versions or review user rights information.
  • Limited Access – Can view specific lists, document libraries, list items, folders, or documents when given permissions.

How to Add/Remove Permissions on a Document Library

Most permissions that you manage are probably for the whole team site. However you can also change permissions on an individual document library on a team site you manage. Read below how to:

View one of the following methods:

Set Up Custom Permissions on a Document Library
  1. Navigate to your team site from the Hornet Hive.
  2. From the Site Permissions menu (you can get there from the Site Actions tab and viewing Site Permissions), click View All Site Content.
  3. Under the “Document Libraries,” click the library that you wish to have custom permissions.
  4. Click Library on the orange bar under the “Library Tools” tab:
  5. Click the “Library Permission” icon (SharePoint LibPermIcon), located in the far-right of the toolbar.
  6. Click the “Stop Inheriting Permission” button and then click OK on the window prompt:
Remove Permissions from a Document Library

After you have set up custom permissions, you can remove team site members who should not have access to the document library.

Important: Be sure you do not accidentally remove yourself from “Full Control” access of the library.

  1. Access your document library’s permission screen.
  2. Checkbox any members or groups who should not have access to this library and click Remove User Permissions.
  3. Click OK on the prompt to remove permission from the checkboxed users and/or groups.
Add Permissions to a Document Library

After you have set up custom permissions on your document library, you can add additional users who do not normally have access to your team site content.

  1. Access your document library’s permission screen (see “Set Up Custom Permissions” help above).
  2. Click Grant Permissions
  3. In the “Grant Permissions” screen, type in users or use the book icon to search the directory:
  4. Select the level of permission that you wish to grant (“Contribute” and “Read” are most common)
  5. Uncheck the “Send welcome e-mail to the new users” option.
  6. Click OK to grant library access to these users or groups.

How to Edit Your Team Site Homepage Layout

Note: You must be a team site owner or designer to change the home page of a team site. For the best functionality, use Internet Explorer to edit your team site.

A team site homepage composed of blocks of data and information, called “Web Parts” in SharePoint. Web Parts can show different types of information (like team site documents), provide access to interactive widgets (like a discussion forum or quiz), and act as text areas that you can edit and customize. Please explore one of the following options for editing your team site homepage:

Edit Your Team Site Homepage

To enable editing on your team site homepage, navigate to your team site and click the Site Actions tab and then Edit Page on the drop down.

Edit/Configure a Team Site Web Part
  1. Enable editing on your team site homepage
  2. If you are editing the text in a “Content Editor” Web Part, click directly on the text and edit as you would in any typical text editor (like Word)
  3. To access the configuration menu, hover over the Web Part so that a drop-down arrow appears. Click the drop-down arrow and select “Edit Web Part”
Add, Move, and Delete a New Web Part

Adding a New Web Part

You can add a new Web Part by enabling editing on your page and clicking Add a Web Part directly on your team site home page.

To add text to your team site homepage:

  1. Click Add a Web Part on your team site homepage with editing enabled
  2. Select the “Media and Content” Web Part category and the “Content Editor” Web Part.
  3. Click Add to add the Content Editor to your team site homepage
  4. On the new Content Editor Web Part, click the area that says “Click here to add new content” to the editor and edit as usual

Moving a Web Part

  1. Hover your cursor on the Web Part “tab” so that your cursor appears as 4 opposing arrows
  2. Click, hold, and drag the Web Part to the area you wish to place it.

Delete a Web Part

  1. Enable editing on your team site homepage
  2. Hover over the Web Part and click Delete from the drop-down arrow
  3. Click OK on the warning message to delete the Web Part permanently
Submit Homepage Edits / Finish Editing

To keep all the changes you made during editing, click the Stop Editing button under the Page tab.

How to Create a Custom View of a Calendar, List, or Library

Creating a custom view on a SharePoint list or library allows you to filter information and select the items you most want to see, without having to add, remove, or otherwise organize the items in the list.

Read more about how to create, change, or delete a view of a list or library from microsoft.com.

How To Set Up a Custom/Filtered View on SharePoint
  1. Navigate to the list, library, or calendar that you wish to create a view to. For a customized view of Campus Buzz announcements, this may mean visiting the News Archive, Classifieds Archive, or clicking Calendar View of All Events.
  2. Depending on whether you’re dealing with a list, library (sometimes called “Documents) or calendar, you will need to navigate to a different tab to set up a custom view.
    • Lists: Click the List tab under “List Tools”:
    • Libraries (sometimes called “Documents”): Click the Library tab under “Library Tools”:
    • Calendars: Click the Calendar tab under the “Calendar Tools”:
  3. Click the Create View icon
  4. Select the view format that you would prefer. The most common is “Standard View.”
  5. In the view creation screen (after you have selected the view format), provide a logical “View Name” that you will recognize later (for example Announcements from 2010-2011.)
  6. Select a “View Audience,” which describes whether you want to make this view available to other users of your team site, or just for your own personal reference. In some cases, you may only have access to set up a Personal View.
  7. The “Columns” section of this view creation screen is where you can customize which aspects of the list, library, or calendar that you would prefer to display. To customize which specific dates, users, or other elements to filter out of the list, scroll to the “Filter” section of this page.
  8. On the “Filter” sections of the view creation screen, you can set up items to show based on the restrictions that you set up. You will have to change the menu to “Show items only when the following is true” and set up guidelines for the columns you have selected in the “Columns” section. For example, you could say to “Show the items when column ‘Start Time’ is greater than ‘1/1/2011’ And When column ‘Start Time’ is less than ’12/31/2011′.”
  9. Click OK to create your customized view.
  10. You can now select this view from the “Current View” dropdown menu under the same List, Library, or Calendar tab that you selected before.

Tutorials by Microsoft.com

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