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Use SharePoint Services to create your team Web site
 

Is your team looking for a place to store those files that everyone on the team needs to access? A central location where you would be able to post your project schedule, important events, and announcements rather than communicating that information through e-mail? If the Microsoft Windows SharePoint Services 2.0 technology is already deployed in your organization, this is an opportunity to take advantage of its many useful features.

Even if you are not a Web designer or have never created a Web site, the SharePoint Team Site template and tools make it easy to create a pre-designed site that you can customize and manage.

Note   You create your team Web site as a subsite of a larger site existing on your company intranet. To create the subsite, you must be an administrator or a member of a site group with Create Subsite permissions. If you are not an administrator, contact the site administrator to join the appropriate site group.

Create your team Web site

  1. On the existing top-level site, click Site Settings.
  2. Under Administration, click Manage sites and workspaces.
  3. On the Sites and Workspaces page, click Create.
  4. On the New SharePoint Site page, under Title and Description, type the title and description for your team’s new Web site.
  5. In the URL name box, type the URL (Web address) for your team site.
  6. Under Permissions, click either Use same permissions as parent site or Use unique permissions. Choose Use same permissions as parent site if you want to share users with the parent site. Choose Use unique permissions if you want to maintain a separate list of users for your team site.
  7. Click Create.
  8. On the Template Selection page, select the Team Site template, and then click OK.

Customize your team Web site home page

The home page of your site is your team’s starting point. It contains the Quick Launch bar, views of the Announcements, Events, and Links lists, and the name and description of your team Web site.

Quick Launch bar

The Quick Launch bar contains hyperlinks to specific pages on your SharePoint site.

Quick Launch bar

Your team Web site has the following types of libraries:

ShowDocuments

By default, your team site comes with a built-in document library named Shared Documents. You can rename this library to something meaningful to your team, such as the name of a project or client. You can also add your customized library to the Quick Launch bar.
  1. On the home page, click Shared Documents.
  2. Click Modify settings and columns.
  3. Under General Settings, click Change general settings.
  4. In the Name and Description boxes, type a project or subject name meaningful to your team.
  5. Under Navigation, click Yes to the question Display this document library on the Quick Launch bar?
  6. At the bottom of the page, click OK.
To add a document to a document library:
  1. Open the document library.
  2. Click Upload Document.
  3. Browse to the document that you want to add.
  4. Click Save and Close.

ShowPictures

Picture libraries provide a central place to store and share pictures. Your team site doesn't have a default picture library.

To add a picture library:

  1. Return to the home page. On the Quick Launch bar, click Pictures.
  2. Click Create Picture Library.
  3. On the Create Page page, click Picture Library.
  4. In the Name and Description boxes, type descriptions of the pictures.
  5. Click Create.
  6. Add pictures to your new library the same way you added documents to your document library.

ShowLists

Your team site includes a set of list libraries. Lists are great for storing information such as event calendars, contacts, Web links, discussions, issues lists, and announcements.

Contacts list

Your team site features a built-in contacts list. To add your team members to this list:

  1. On the Quick Launch bar, click Contacts.
  2. On the lists toolbar, click New Item.
  3. If you use a Windows SharePoint Services–compatible address book program, such as Microsoft Office Outlook 2003, and Microsoft Internet Explorer 4.0 or later, you can copy contact information from your address book to this contacts list. Otherwise, enter your new contact information.
  4. Click Save and Close and then reopen Contacts to ensure that your updates are reflected in your Contacts list.

Tasks list

Your team Web site also automatically features a Tasks list. To assign a task to a team member:

  1. On the home page, click Tasks.
  2. On the task list's toolbar, Click New Item.
  3. In the Title field, type the task to be completed.
  4. In the Assigned To field, click the name of the team member who is responsible for completing the task.
  5. In the Due Date field, click the date that the task needs to be completed.
  6. Click Save and Close to see that the task has been added to your Tasks list.

Announcements list

Your team site features a built-in Announcements list that includes an announcement introducing your site.

default announcement.bmp

To edit this announcement:

  1. On the home page, click the title of the announcement.
  2. On the page for that announcement, click Edit Item.
  3. Edit the title, body, or expiration date. Or, if you prefer, click Delete Item to remove this automatic announcement.
If you would like the Announcements list to be available from the Quick Launch bar, follow the same steps as described earlier for the Tasks list.

Events list

Your team site features a built-in Events list.

To add a team event:

  1. Click Events.
  2. On the lists toolbar, click New Item.
  3. If you use a Windows SharePoint Services–compatible calendar program, such as Microsoft Office Outlook 2003, and Microsoft Internet Explorer 4.0 or later, you can copy calendar information from your existing calendar to this Events list. Otherwise, enter the new information about your team’s event.
  4. Click Save and Close to see that the event has been added to your Events list.

Links list

Your team site features a built-in Links list, and a view of this list is inserted on your site's home page.

  1. On the home page, click Add new link.
  2. Type the URL and a description of the link that you are adding. For example, a site you create for the accounting department might have links to the American Institute of Certified Public Accountants (AICPA) Web site or the Controller Magazine Web site.

    ShowOther built-in libraries

    Discussion boards provide a forum for conversing about topics that interest your team. For example, you could create a discussion board where team members can suggest future projects, or poll team members by providing surveys.

    Your team Web site is ready

    Now you know how easy it is to create a team Web site using the SharePoint Team Site template and tools. With a few simple procedures, you can quickly customize your site by adding your team’s important documents to built-in libraries named with your project or client names. You can assign tasks to team members and post your latest project schedule in the section designed to capture and display this information.

    Creating a team Web site can make your work more manageable, improve communication and collaboration within your team, and make a lasting impression on your company.

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