University of Limerick

Share Point Portal

Created by: Mairead Loughran

Overview of SharePoint ........................................................................................ 1

Document Libraries............................................................................................... 2
Advantages of Using a Document Library ............................................................................. 2
Working with Document Libraries......................................................................................... 3
Create New Folders ............................................................................................................... 3
Create New Documents from within the Document Library or Folder................................. 4
Upload Documents from your PC to a Document Library or Folder ..................................... 5
Upload Folders and Documents to your Document Library.................................................. 6
Create New Document Libraries ........................................................................................... 7
Renaming a Document Library .............................................................................................. 8
Opening, Editing and Deleting Files in a Document Library .................................................. 8
Deleting a Document Library................................................................................................. 9

Document Management ......................................................................................10

Changing the Settings of a Document Library..................................................................... 10
Changing the View of your Document Library (Recommended) ........................................ 10
Check Out | Check In ......................................................................................................... 11

Lists .....................................................................................................................12
Creating Lists ....................................................................................................................... 12
Customising Lists ................................................................................................................. 14
Add Content to a List........................................................................................................... 15
Edit Content in a List............................................................................................................ 15
Delete Content in a List ....................................................................................................... 15

SharePoint Site Security .......................................................................................16

Security at Site Level............................................................................................................ 16
Security at the List or Library Level ..................................................................................... 16
Permission Levels ................................................................................................................ 16
Manage User Access to the SharePoint Site ....................................................................... 16

Customizing a SharePoint Site ..............................................................................22

Introduction to Web Parts................................................................................................... 22
Adding Web Parts to a Web Parts Page .............................................................................. 22
Customise Web Part Properties .......................................................................................... 23
Move, Close and Delete Web Part ...................................................................................... 24

SharePoint 2007

04 February 2008

OVERVIEW OF SHAREPOINT
SharePoint provides an easy and manageable method for storing documents. It acts
as a central repository for documents.
SharePoint provides a method of managing documents through the use of
versioning and the Check Out / Check In facility.
At a glance you can determine which file you are seeking by the use of Metadata
Administrators of the SharePoint site control the access to the site. The
administrator can grant an individual access to the entire SharePoint Site or only to
specific areas of the site.
Documents are stored in Document Libraries. There can be many Document
Libraries. There can be many Folders within a Document Library and both
Document Libraries and Folders can store documents1.
SharePoint also has another feature called Lists. A list is a collection of information
that is shared. Examples of lists include a list of announcements, a list of events
(calendar) or a list of contacts many more lists are available.
Another feature of SharePoint is WebParts. WebParts belong to the homepage of
your SharePoint site. They provide you with a means of organising your information
display on the homepage i.e. what information do you want your users to have
instant access to.

Documents refer to any type of file such as a word document, excel spreadsheet, PowerPoint
presentation etc.

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DOCUMENT LIBRARIES
A Document Library is a central repository for documents created by members in an
organisation or department.
A Document Library is a location on a site where you can create, collect, update, and
mange files with team members.
Each library displays a list of files and key information about the files, which helps
people to use the files to work together.
SharePoints information managing capabilities comes through the document libraries
and lists
SharePoint sites can have one or more document libraries which are the physical
locations where documents for a group are stored.
Any file can be a document; however document libraries integrate best with Office
documents

Advantages of Using a Document Library

Makes it easy to find a document
Document Libraires provide document control/management. Document Libraries can
be configured to save old versions of documents and keep track of version numbers
on documents. This allows you to easily revert back to a previous version should
something happen to the current version
Document Libraries are easy to use
Document Libraries allow you to associate Metadata with your documents
Document Workflows allow you to set processes that dictate a flow of activities that
need to be done based on the document library that you are working in. This assists
information workers to complete tasks that contribute to their workgroups decisions
or deliverables.
Document recovery capability. Anything that is accidentally deleted is stored in the
Recycle Bin for up to 30 days.
The following document control/management features are available with Document
Libraries
o Versioning saves previous versions of the document. You have the option to save
only the published version or all draft versions as well.
o Check in and check out requires that users explicitly check out a document
before editing. Only versions that are checked in are visible by other users. This
feature also prevents others from editing the document at the same time. They
will only be able to open the document as read only.
o Content Approval required that a separate user, who acts as the Approver, has to
change the status on new versions of a document before they are visible.
o Content Types identify the kinds of documents that are stored in the document
library. A content type is a collection of properties used to describe the
document.
Information Rights Management (IRM) protects documents from unauthorised
copying, forwarding and printing.

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25 March 2009

Working with Document Libraries

Create New Folders

Overview of Folders
Folders are an important way to manage documents. Folders are contained within
Document Libraries. The image below will illustrate the structure of a Document Library and
Folders and Sub Folders

Creating Folders
1. Click on View all site content located on top of the Quick Launch Bar on the left of
the window.
2. Under Document Library title, click to open the appropriate Document Library
3. On the toolbar, click the down arrow beside New and choose New Folder

4. On the next page that appears type a name for your new folder and click OK
5. The new folders will listed in the current Document Library
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Create New Documents from within the Document Library or Folder

1. Click on View all site content located on top of the Quick Launch Bar on the left of
the window.
2. Under Document Library title, click to open the appropriate Document Library
3. On the toolbar, click the down arrow beside New and choose New Document from
the image below you see that you can only create a New Word Document. [This
setting (New Word Document) is predefined with the creation of the document
library. If you need to upload something other that a word document then you should
create the document first on your computer and then upload it using the method
describe in Lesson Three below.]

4. A New Blank Word Document will open. Type your data into the word document as
you would do normally.
5. From the File menu, choose Save As. Notice from the image below that the document
is saved to the Document Library in SharePoint.

Shared Documents
is the name of a
Document Library
on SharePoint

6. Enter a name for your document and choose Save

7. The document will appear as a file in your Document Library
Note: Any New Document added to a SharePoint site will have the text ! New attached to
them for 24 hours.

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25 March 2009

Upload Documents from your PC to a Document Library or Folder

1. Click on View all site content located on top of the Quick Launch Bar on the left of
the window.
2. Under Document Library title, click to open the appropriate Document Library
3. Click once on the down arrow located beside Upload and choose one of the options
available:
a. Upload Document choose this option when it is only one document that needs
to be uploaded from your hard drive
b. Upload Multiple Documents choose this option when you have more than one
document to upload from your hard drive (this option is only available with Office
2003 or later)
Upload Document Option
1. Click Browse
2. Navigate to the location of the file you want to upload to your site (Note: you can
upload any type of office file)
3. You can tick Add as a new version to existing files (explained in more detail later)
4. Click OK
5. The file is added to your Document Library with the text !New appended to it.
Upload Multiple Documents
1.
2.
3.
4.

Choose Upload Multiple Document

SharePoint will open a new window similar to windows explorer.
On the left, you choose the drive (e.g. External disk, hard disk or network drive)
Tick the files that you wish to upload (Note: you cannot upload folders. You should
create the folder in the document library before you begin to upload multiple files.)
5. Click Yes to confirm the upload
6. You will be returned to the Document Library where the files will appear with !New
appended to the files.

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Upload Folders and Documents to your Document Library

This method uses Windows Explorer to upload both folders and documents to a document
library.
1. Click View All Site Content
2. Open the Document Library where you want to transfer the
folder and files to.
3. To the right of the Document Library, there are View options.
Click on the down arrow and choose Explorer View
4. Under Other Places, navigate to the location of the folders
and files that you want to transfer.
5. Select the Folder(s)/File(s)
6. Choose Copy this Folder under File and Folder Tasks

2
Locate folder/file to be
copied
Select the folder
Click Copy the Folder

7. In the Copy Items window, navigate to the

SharePoint site and then to the Document
Library. All Document Libraries have a
Forms Library (DO NOT DELETE it)
8. Click Copy
9. Once the transfer is complete, click on
View All Site Content and open the
Document Library.
The folders/files
structure will be transferred all new file
will have !New appended to them.

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25 March 2009

Create New Document Libraries

SharePoint sites are created with a one Document Library as default. This is called Shared
Documents. Users can create as many document libraries are they wish. There are many
types of Document Libraries to create.
Create a Document Library
1. Click View All Site Content
This will give you a list of all the
different types of elements that can
created in a Share Point Site.
2. Click on the Create button
3. Under Libraries, choose Document
Library.

4. Under Name: type a name for your Document Library

5. Under Description: type a description
6. Decide whether to display this on the Quick Launch Bar (The Quick Launch Bar is the
area on the left of the home page of your SharePoint Site)
7. Decide whether to include Versioning or not (Versioning allow you keep versions of
the documents uploaded if you choose this option you can decided whether to use
Major and/or Minor versioning and also for how many versions (both major and minor
to keep more information on this can be found under Document Management
section)
8. The Document Template option allows
you to decide what type of file can be
created within the Document Library.
However it does not limit you in the
type of file you can upload to the
Document Library. This feature comes
into action when you select the down
arrow beside New in the document
library.
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Renaming a Document Library

1.
2.
3.
4.
5.
6.

Click View All Site Content

Open the Document Library that requires a name change.
Click the down arrow beside Settings, and choose Document Library Settings
Under General Settings, select Title, description and navigation
Under Name: type the new name for your document library
Click Save

Opening, Editing and Deleting Files in a Document Library

Opening a Document/File
1. Simply click to open the file you want to view.
2. The document will open in the application it was created by.
Editing a Document/File
1.
2.
3.
4.

Simply click to open the file you want to view.

The document will open in the application it was created by.
Depending on your permissions you will be able to make changes.
Click Save and the new version will appear in the Document Library

Deleting a Document/File
1. Click the down arrow beside the file you want to delete
2. Choose the Delete option your level of permission determines whether or not you
can delete a file.
3. The file is sent to the Recycle Bin where is kept for 30 days before it is permanently
deleted.

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Deleting a Document Library

1.
2.
3.
4.
5.

Click View All Site Content

Open the Document Library you want to delete
Select Document Library Settings from under Settings
Under Permissions and Management, click Delete this Document Library
The Document Library will be deleted to the Recycle Bin where it will remain for 30
days.

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DOCUMENT MANAGEMENT
Changing the Settings of a Document Library
Changing the required fields when creating or uploading files to a document library
When someone uploads or creates a new file in a Document Library they can be forced to fill
out certain information. These properties can be set for each library individually. By default
when a library is created, it is created with the following fields Title of Document; Created
by; Modified by; and Checked Out to
New Metadata (property fields) can be added to a library by creating custom columns.
Additional columns can be used to sort, filter and group documents in a library for easier
management
Adding Columns (metadata/properties):
1. Open the Document Library (View All Site Content)
2. Choose Document Library Settings from under
Settings
3. Choose Create Column from under Columns
4. Type a name for the column and select the type of
content it will hold e.g. Document Description
5. Select Yes to make this field compulsory
6. Choose OK
Documents that are already present in the Document
Library will not require that this compulsory field be
populated.
Any new document added to this Document Library will
require that the new compulsory field is populated.

Changing the View of your Document Library (Recommended)

When working with Versioning and the Check Out / Check In facility, it is recommended that
you change the view of your document library. Changing the view of your document library
will allow you to see who has the file currently checked out, what changes were made to a
document and what version of the document is currently available.
1. Navigate to the Document Library. [View all site content]
2. To the right of the document library click on the down arrow beside All Document
3. Select Modify this View
4. Tick the following fields - Checked out to and Version.
5. Click OK
Your Document Library should now include these new files.

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Check Out | Check In

Check in and Check out requires that users explicitly check out a document before editing
can take place. Only versions that are checked in are visible by other users.
Only users who have Contribute permissions are able to check out a file for editing. Readers
of a site will not have this ability. Users with Read Only access can still view the document
but they will not be able to make any changes to the document.
1. Click View All Site Content
2. Open a Document Library
3. Hover over the file that needs to be edited and click on
the down arrow and choose Check Out
4. A green icon will be added to the file to indicate that the
file has been checked out

5. Click once on the file name. The document will open in

the application it was created in.
6. Make any necessary changes.
7. Click Save within the application and then Close the document.
8. You will be prompted to make a choice.

9. Select the appropriate actions and click OK.

10. You will be prompted to enter comments about any changes that have been made to
the file.
11. The file is then checked back in with any changes applied. The green checked out
symbol is removed from display.
Note: In order for Check Out / In facility to operate, it must be switched on. To do this:
From Settings choose Document Library Settings
Under General Settings, click Versioning Settings
Under Require documents to be checked out before they can be edited?, select
Yes and click OK

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LISTS
A List is a tabular display of information. All Lists consists of columns and rows similar to a
spreadsheet. You can create your own custom lists or use any of the lists provided by
SharePoint. Some of the lists provide by SharePoint include:
Announcements for posting messages
Contacts for creating a list of contacts that can be synchronized with Outlook
Discussion Boards for creating discussion threads and archiving email
Links for keeping track of a set of hyperlinks
Calendar for tracking events
Tasks for listing tasks that can be assigned to team members.
Project Tasks for listing tasks that include a Gantt Chart view
Issue Tracking for tracking issues and their resolutions
Survey for creating a survey for users to fill out online
Custom for creating a custom list that you define your won columns for.
You can also create lists based on a spreadsheet. Instead of creating the columns from
scratch, the columns are created when you import the spreadsheet into your SharePoint
site.
Lists are very powerful tools that can be used to drive content on Web pages as well as
support applications and business process workflows.

Creating Lists
When a SharePoint site is created, it is created with a default number of lists. These lists are
Announcements and a Calendar.
It is easy to add new lists to an existing site. To add a new list to an existing site, you use the
Create page tool. The Create page groups lists into the following categories:
Communications: Display links for announcements, contacts and discussion boards
Tracking: Find links for list that track something, such as Links or Calendar
Custom Lists: Create lists from scratch or by importing data from a spreadsheet.
Regardless of the kind of list you choose to create, the basic steps are the same:
1. Click View All Site Content
2. Click Create
The three categories of lists to create are listed Communications, Tracking and
Custom Lists
3. Click to select a type of list to create
The New Page appears
4. Type a name and description for the list.
5. Indicate whether you want the list to appear on the sites Quick Launch Bar.
The default value is Yes
6. Click the Create button.

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The rows you add to lists are items. When you add an item to a list, you can specify
properties that describe the item properties that are then displayed as columns in the list.
All lists come with a common set of columns, such as Titles, Modified By, and Created By.
Depending on the type of list you are working with, you might see additional columns. You
can add your own columns to lists.
The columns associated with an item are the items metadata (data about data). For
instance, your item is the data, and the columns that describe the item are the metadata
(data about the data).
Both Lists and Libraries share common navigation elements that make it possible to add new
items, take actions on the list or library, and access settings. The figure below shows the
standard navigation elements for a Tasks List.
Navigation Bar

Column Headings

List Items pane

View drop-down menu

The commands you see on the Navigation bar are determined by the kind of list you are
accessing. The commands users see on the New button are determined by the Content
Types associated with the list. By default, each list is associated with a content type. For
example, a Task content type is associated with a Tasks list. When a user clicks the New
button in a Tasks list, SharePoint displays a form to enter a new task. You can add or
remove the content types that a list uses in the Lists Settings page.
To change the view used to display a lists items, choose the View drop-down list, as shown
in the Figure on the next page. You can create new views by choosing Settings | Create
View. You can set a lists default view in the Settings page.

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View drop-down menu

By default, a lists items are displayed in a Web page, called Standard View. You can switch
to Datasheet view, which displays a lists items in a tabular grid, similar to a spreadsheet.

Customising Lists
In addition to adding, modifying and deleting list items, you can take many other actions on
lists including:
Creating Custom Views: All lists are created with a standard set of views that define
what items are displayed in the browser. All lists have a view that displays all item.
You can create your own views that filter, sort or group list items. Views make it
possible for you to allow users to see only the list items that pertain to them.
Displaying in a Web Part Web parts are created for all lists and libraries. Use a list
or librarys Web part to display the lists contents on a web part page.
Setting Permissions You can set permissions at the list level or at the item level.
All lists use the Customize page to configure these setting. To access the Customize page,
choose Settings | List Settings.
The customize list page is divided in the following sections:
List Information displays the lists name, Web address, and description
Content Types List the enabled content types for the list and allows you to add new
types.
Permissions and Management Manage who can access the list.
Communications Configure RSS settings
Columns View and modify the columns for the list. You can add new columns here
too. Before using the Create Column command to create a new column, you need to
decide whether you want to create a List Column or a Site Column. A List Column is
only available to the list in which it is created. Site Columns are available to all lists in
an entire site collection.
Views Display and modify the lists views. You can create a new view.

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Add Content to a List

1. Click View All Site Content or choose the List from the Quick Launch Bar on the left of
the homepage. This example will use Announcements List
2. Click Announcements
3. Click New to open the Announcements: New Item window
4. Populate the fields with data (fields marked with a red asterisk are required elements)
5. You can attach a file to an Announcement
6. For Announcements use the expiry field to have the announcement disappear when
a particular date is reached. Target Audiences will only display this announcement
to a particular group with the SharePoint site.
7. Click OK. The Announcement will be added to the list of Announcements with !New
appended to it.
Note: If a member has requested an alert, then they will receive this announcement as an
email) More on Alerts later.

Edit Content in a List

1. Click View All Site Content or choose the List from the Quick Launch Bar on the left of
the homepage. This example will use Announcements List
2. Click Announcements
3. Two methods exist for Editing a List Item
Method One
Method Two
a. Click the Announcements item

a. Hover over the Announcement

item
b. Click the down arrow beside the
item and click Edit Item

b. The Announcement and its

details will open in a new
window. Click Edit Item
4. Make the changes required and click Close

Delete Content in a List

1. Click View All Site Content or choose the List from the Quick Launch Bar on the left of
the homepage. This example will use Announcements List
2. Click Announcements
3. Two methods exist for Deleting a List Item
Method One
Method Two
a. Click the Announcements item

a. Hover over the Announcement

item
b. Click the down arrow beside the
item and click Delete Item

b. The Announcement and its

details will open in a new
window. Click Delete Item

4. Make the changes required and click Close

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SHAREPOINT SITE SECURITY

A fundamental responsibility concerning site security is to manage who can access resources
on your site. SharePoint enables site owners to control what users or groups of users can
access a SharePoint site. This transfers the task of managing users from the server
administrator to the site owners.
Within the University, users are authenticated against their active directory account i.e. you
must have a UL Network Account in order to become a member of a SharePoint site.

Security at Site Level

By default, permissions on lists, libraries, folders within libraries, items and documents are
inherited from their parent site. However, you can break this inheritance for any securable
object at a lower level in the hierarchy by editing the permissions on that object.

Security at the List or Library Level

Increased security flexibility for lists and libraries gives site owners greater control over
content. This means that administrators can further restrict access to lists and libraries.

Permission Levels
By default, the following permissions levels are available.
Limited Access allows users to view specific lists, document libraries, list items, folders or
document when given permission
Read allows users to view items
Contribute allows users to add and change items on the site pages or in lists and
document libraries
Design allows users to change the layout of site pages by using the browser
Full Control Includes all permissions
SharePoint Groups
SiteName Owner Full Control
SiteName Members Contribute
SiteName Visitors Visitors

Manage User Access to the SharePoint Site

Your site will not be very useful if users cannot access it. In order to enable users to access a
site you need to add them to either
a SharePoint group that has associated permissions levels assigned to it or
assign permission levels directly to the user.
Members of the Site Owner SharePoint group create the permission structure for a site i.e.
they add and remove members from a SharePoint site. The Site Owner should have a pretty
good understanding of who needs to access the site and what that level of access should be.

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Assigning Users to SharePoint Group

This is probably the easiest and most secure way of assigning permissions for your site.
Simply select the group with the associated permission level you wish this person to have.
1. From the Quick Launch Bar click on People and Groups [or you can click Site Actions
| Site Setting | Under Users & Permissions select People and Groups]
2. By default, three groups are created by SharePoint
a. SiteName Owner Full Control
b. SiteName Members Contribute
c. SiteName Visitors Read
3. Decide what level of access each person should have
4. Click the down arrow beside New on the top bar and choose Add User [the window
below will open]
5. Under Users/Groups: type the name of the user you want to add. [the
convention used is firstname.lastname] and click the Check Name symbol
6. Under Give Permission, select Add users to a SharePoint group and click
the down arrow to select the group you want to add this user to.
7. You can choose send an email to the user which will outline to them the permissions
granted etc.
8. Click OK

Edit Group Permissions

1.
2.
3.

From the Quick Launch Bar, click on Site Permissions [or click Site Actions | Site
Settings | People & Groups]
Click on the Actions button and choose Edit User Permissions
Tick another option to change the Permission level of the group

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Remove a User from a Group

1. From the Quick Launch Bar, click on People
and Groups
2. Open relevant group
3. Tick User Name
4. From the Actions menu, click Remove Users
from Group
5. Click OK to confirm your actions
Change User Permission for a Document Library
1.
2.
3.

Click View All Site Content

Open the Document Library that requires the Permissions to be changed
Click on Settings and select Document Library Settings

4.
5.

Under Permissions and Management, choose Permissions for this Document Library
Change the Permissions for a Group on this Document Library:
a. Click on the group name and change the permissions on the next window. Click
OK
Change the Permissions for an Individual User
a. Select New and choose Add Users
b. Under Users/Groups: type the name of the user and click the check name
symbol
c. Tick Give Users Permissions Directly and tick a level of access you wish to grant
them
d. You can choose to send an email to the user
e. Click OK

6.

Tip
If you intend to set permissions at a list or library, you should first of all add yourself directly
to the list or document library.
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How:
1. Open the Document Library
2. Under Settings, choose Document Library Settings
3. Choose Permissions for this Document
Library
under
Permissions
and
Management
4. Select New and then choose Add Users.
Add your own name and assign
permissions directly. Ensure that you
choose Full Control and click OK
5. If you have groups displayed here you can
remove them
a. Select the group by placing a tick
the right of it
b. From the Actions menu, select
Remove User Permissions
c. Click OK to confirm your actions
6. Select New and then choose Add Users. Add the person(s) (who all require the same
permission level) and assign permissions directly. Ensure that you choose the correct
permission level and click OK
Change User Permission for a Folder within a Document Library
1.
2.
3.
4.
5.
6.

7.

Click View All Site Content

Open the Document Library with the Folder that requires the Permissions to be
changed
Hover over the folder name and click the
down arrows that appears to the right.
From the menu, choose Manage
Permissions
Under Actions, click Edit Permissions and
click OK to confirm your actions
Change the Permissions for a Group on the this Folder:
a. Click on the group name and change the permissions on the next window. Click
OK
Change the Permissions for an Individual User on this Folder
a. Select New and choose Add Users
b. Under Users/Groups: type the name of the user and click the check name
symbol
c. Tick Give Users Permissions Directly and tick a level of access you wish to grant
them
d. You can choose to send an email to the user
e. Click OK

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Change User Permission for a File within a

Document Library
1.
2.

3.

4.
5.
6.

7.

Click View All Site Content

Open the Document Library with the
file that requires the Permissions to
be changed
Hover over the file name and click
the down arrows that appears to the
right.
From the menu, choose Manage Permissions
Under Actions, click Edit Permissions and click OK to confirm your actions
Change the Permissions for a Group on this file:
a. Click on the group name and change the permissions on the next window. Click
OK
Change the Permissions for an Individual User on this File
a. Select New and choose Add Users
b. Under Users/Groups: type the name of the user and click the check name
symbol
c. Tick Give Users Permissions Directly and tick a level of access you wish to grant
them
d. You can choose to send an email to the user
e. Click OK

Change User Permission for a List

1.
2.
3.

Click View All Site Content

Open the List that requires the Permissions to be changed
Click on Settings and select List Settings

4.
5.

Under Permissions and Management, choose Permissions for this List

Change the Permissions for a Group on the this List:
a. Click on the group name and change the permissions on the next window. Click
OK
Change the Permissions for an Individual User on this List:
a. Select New and choose Add Users
b. Under Users/Groups: type the name of the user and click the check name
symbol
c. Tick Give Users Permissions Directly and tick a level of access you wish to grant
them
d. You can choose to send an email to the user
e. Click OK

6.

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Change User Permission for an item in a List

1. Click View All Site Content
2. Open the List and then the List Item that requires the Permissions to be changed
3. Click on Manage Permissions

4. Change the Permissions for a Group on the this List Item:

a. Click on the group name and change the permissions on the next window. Click
OK
5. Change the Permissions for an Individual User on this List:
a. Select New and choose Add Users
b. Under Users/Groups: type the name of the user and click the check name
symbol
c. Tick Give Users Permissions Directly and tick a level of access you wish to grant
them
d. You can choose to send an email to the user
e. Click OK

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CUSTOMIZING A SHAREPOINT SITE

Introduction to Web Parts
Web parts are zones on pages for the display of information. This information can be a
Document Library, a List such as announcements, a picture or a form. Web Parts are part of
a web parts page. The number of zones is unlimited. But their position is limited due to the
template used to create the web part page. The Home Page of a SharePoint site is an
example of a web part page.
Members of the sites Site Owners have permissions to change the layout of a web part
page. However, members of the sites Site Members group have permissions to create a
personal view of a web page. This view is private to that individual
Web Parts are stored in the Web Part Gallery for each site collection. You can access the
gallery from the site collections top-level sites Site Setting page. When you edit a web part
page, Web parts are displayed in a dialog box where they are grouped by the type of Web
Part. You can use the Web Part Gallery to upload new Web Parts to your site collection.

Adding Web Parts to a Web Parts Page

Navigate to the Home Page of Share Point Site.
1. Choose Site Actions | Edit Page
The page appears in Design Mode
You must have the proper permissions to edit a page. If you do not see the Edit
Page option, you do not have proper permissions
2. Click the Add a Web Part link in a zone where you want to add a Web part.
The Add Web Parts page dialog box appears.
3. Place a check mark next to the Web Part you want add to the page
You can search for Web parts by clicking the Advanced Web part gallery and options
link, which displays the gallery in a pane in the browser.
4. Click the Add button

Click Add a Web Part to

add a SharePoint item to
the display

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Customise Web Part Properties

1. The easiest way to expose the properties is to select Modify Shared Web Part from
the main Web Part Page, as shown in the following image:

Note: Remember that when you modify a Shared Web Part, you are modifying the
properties of the Web Part that will be viewed by all visitors to the site. If only the
Modify My Web Part option is available, you may not have permissions to modify
the shared page. This means that any changes you make will only be viewable by
you.
2. A Web part properties task pane will appear on the right-hand side of the browsers
screen. The task pane lists a variety of properties that can be modified to affect the
Web Parts view, appearance, layout and miscellaneous advanced Web Part options.

3. The web part that are customizing will be indicated with a red dashed line around it.
4. The Customize Pane will display the name of the item you are customising. The
customising consists of four areas (i) List Views (ii) Appearance (iii) Layout and (iv)
Advanced.
(i) List Views The List Views properties are available when modify a list view web
part. A List View web part displays a list or document librarys content on the
Web part page.
Select View You can choose to either edit the current view or select
another view to edit.
o To select another view click on the drop-down arrow for Selected View
and choose the view you wish to use.
o If you wish to edit the current view: Select Edit the Current view, An
Edit View: List Name page is displayed. Make the necessary changes to
alter the view properties.
Toolbar Type The toolbar type is only available to Web Parts that have
toolbars. Altering the toolbar type changes what is seen on the toolbar for

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that Web Part. Three type of toolbar are available Full, Summary or No
Toolbar.
(ii) Appearance Appearance options are available for most, if not all Web Parts.
This allows you to customise the appearance of items such as title, height and
width of the Web Part, whether the Web Part is minimised, has a frame etc.
Listed below are the five base class properties that can be used to change the
appearance of a Web Part.
Title Specifies the title of the Web Part that is displayed in the Web Part
title bar. You can change the Title of the Web Part by entering a new title in
the text box.
Height This option specifies the actual physical height of the Web Part.
Width This option specifies the actual height of the Web Part.
Chrome State this option specifies the initial state of the Web Part frame.
Chrome Type This option specifies the style of the Web Part frame.
(iii) Layout Layout properties are available for most web parts.
Visible on Page This option specifies whether the Web Part is displayed or
hidden when browsing the Web Part page. The web part is still visible when
you are designing the page and has hidden appended to the title. One
reason to make a web part hidden is when the web part is being used to
provide data to another web part through a web part connection, but there
is no need to display the web part.
Direction this option specifies the direction of the text in the web part
content. For example, the Arabic and Hebrew language are read right-toleft.
Zone this option specifics the location of the web part on the web part
page.

Move, Close and Delete Web Part

Move a Web Part
Web parts are nto stuck in the zone where you place them. You can drag and drop Web
parts to other zones on the page. Simply click in the Header area of the Web Part hold
down the left mouse button and drag the web part to another location.
Close a Web Part
You can remove a web part from a web part page if you no longer require a web part to be
visible.
Simply click the X button located to right of the web part.

Note: Closing a Web Part does not delete this list or document
library from the Share Point site. Share Point simply places this
closed web part into the Closed Web Parts gallery. To
reinsert this web part following the same procedure as adding
a web part above but this time you can pull the web part from
the Closed Web Part gallery (Accessed via the Advanced Web
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part gallery and options link). Any personalization you carried out to this web part will still
be intact.
Delete a Web Part
Click the edit button located to the right in the title bar of the web part.
Select Delete
A message will appear warning you of the action you are about to take.
Click OK to confirm your actions.
Note: Deleted web parts are not deleted completely from your Share Point site. The
deleted web part still exists in the original gallery from which you brought it into the page. If
you want to restore the Web Part to the page, you have to re-add the Web Part from its
gallery and reconfigure any changes made to the properties of that Web Part.

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