Work with pages in a publishing site

In a publishing site, Web pages are stored centrally in the Pages Library. A check-in and check-out system ensures that the pages are edited by only one person at a time, and the Versioning feature helps track the changes. By default, each page must be approved by one reviewer before it can be published.

What do you want to do?


Create a page

You can create and edit Web pages by using a browser. Programs such as Microsoft Office SharePoint Designer 2007 may offer more options, but for some pages you may find that using a browser suits your needs.

  1. In the site where you want to create the page, on the Site Actions menuSite Action menu, click Create Page.
  2. In the URL Name box, type the file name for the page. This name will appear in links throughout the site.
  3. In the Title box, you can accept the default title, which is the same as the URL Name, or you can type a new title for the page. In certain page layouts, the title appears in the upper-left corner of the page.
  4. In the Description box, type an optional description about the contents of the page. In certain page layouts, the description is displayed on the page.
  5. In the Page Layout section, select a layout for the page that you want to publish. The layout that you choose depends on the type of content that you want to publish or the template that your site designer wants you to use.
  6. Click Create.

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Edit a page

Depending on the type of layout you choose, you may have a combination of field controls and Web Parts on the page. You add content to the page by editing and configuring each of these elements individually. The page designer determines which elements appear on the page. Field controls cannot be moved around on the page and are used to maintain consistency among pages and sites. In some layouts, you may be able to add or edit Web Parts.

To add or edit content to Do this
Field controls
  • The exact method to add content to a field control varies. You may need to type text in a box or click the Edit Content link or Edit Image link for more options. Other controls may have other options.
Web Parts
  • To add a Web Part to a page, on the page in the Web Part placeholder, click the Add a Web Part link, and then select the Web Part that you want to add to the page.
  • To configure a Web Part, click the arrow Button image in the title bar, and then click Modify Shared Web Part. Update the configuration in the tool pane.

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Save a page

Pages are saved in the Pages Library of the site. If they have the appropriate permissions, multiple authors can collaborate on Web pages more easily because the pages are saved to this central location. There are several options for saving a page, most of which can be accessed on the Page Editing toolbar.

To Do this
Save the page and continue to edit it.
  • On the Page Editing toolbar, click Page, and then click Save.
Save the page, but do not allow others to edit it.
  • On the Page Editing toolbar, click Page, and then click Save and Stop Editing.
Save the page and allow others to edit it.
  • On the Page Editing toolbar, click Check In to Share Draft.
Save the page and check it in for review.
  • On the Page Editing toolbar, click Submit for Approval.
Discard all of the changes you made since the last time the page was checked out.
  • Click Page and then click Discard Check Out.

Each time you check in the page, a minor version is created. You can tell if a page is a minor version by its number. Major versions of a page, which are pages that have been approved and published, end in a zero (0).

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Edit a previously saved page

Only one person at a time can edit a page in Microsoft Office SharePoint Server 2007. When you click Edit Page, the page is automatically checked out of the Pages Library, which prevents other people from accessing it.

If the page was previously published, the published version remains viewable by readers, and a new minor version is created for editing. For example, if version 3.0 is published, when you click Edit Page, Office SharePoint Server 2007 creates version 3.1. Web page visitors see version 3.0 until version 4.0 is approved and published.

You can edit pages by starting from the page itself or by accessing the page from the Pages Library in the site.

To Do this
Start editing while you are viewing the page.
  • On the page that you want to edit, on the Site Actions menuSite Actions menu, click Edit Page.
Find a page in the Page Library.
  1. In the site where the page is located, on the Site Actions menu Site Actions menu, click View All Site Content.
  2. Under Document Libraries, click Pages.
  3. In the Pages list, click the name of the page that you want to edit.
  4. On the Page Editing toolbar, click Edit Page.

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Check in a page

The check-in and check-out system helps prevent multiple versions of the same page from being created at the same time. The system manages this by allowing only the checked-out version of a page to be edited. To collaborate on the same Web page, one author must check the document in to the library before another author can check it out to contribute changes.

To check the page in and allow other users to access it from the Pages Library, do the following:

  • On the page that you are editing, on the Page Editing toolbar, click Check In to Share Draft.

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Submit a page for approval

Office SharePoint Server 2007 allows you to submit a page to one reviewer for approval before publication. Unless your administrator has enabled workflow, you need to notify the reviewer that the page is ready to be reviewed.

  • To prepare the page for a reviewer, on the Page Editing toolbar, click Submit for Approval.

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Approve or reject a page

The page reviewer has the option of approving or rejecting the content that the author has prepared for publication. The reviewer cannot edit the page without creating a new version, which then must be submitted for approval again.

By default, as soon as the page is approved, it is published. If the page is rejected, it remains in the Pages Library as the same version it was before it was rejected, but its status changes to Rejected.

  • To approve and publish a page, on the Page Editing toolbar, click Approve.
  • To reject a page, on the Page Editing toolbar, click Reject.

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Publish a page

An author who has the appropriate permissions can publish a page without a reviewer's approval. By default, when you publish a page, it appears on the Web site immediately. You or the page designer can change the publication schedule on the Page Settings page. This is useful when the page contains time-sensitive information, such as employee benefits that take effect on a specific date or a special event that occurs during a holiday.

  • To publish a page, on the page that you are editing, on the Page Editing toolbar, click Publish.

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View the version history of a page

You can view the history of a page, including its current status, by using the Version History page. This page displays the currently published major version, if there is one, and all pending and rejected versions of the page. The Version History page also shows who edited the page and when. If you want more information about a specific version, you can select that item in the list.

  • To view the version history for a page, from the page that you want the history for, on the Page Editing toolbar, click Tools, and then click Revision History.

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Applies to:
SharePoint Server 2007