Manage your documents and tasks on your My Site

Your My Site is a personal site that provides you with a central place to manage the documents that you have created, opened, saved, or checked out on any Microsoft Office SharePoint Server 2007 site throughout your organization. You can view and work on your documents privately or share them on your public page. You can also use your My Site to view and access all of the tasks that are assigned to you in every site in the organization.

In this article


Overview

The SharePoint Sites Web Part on your My Site home page displays a list of the last 15 documents that you have created, opened, saved, or checked out in any site in your organization. In addition to the documents, all of the tasks that are assigned to you in the site are displayed in the Tasks section of the Web Part.

You can use the links in the SharePoint Sites Web Part to access the documents, their location, and their properties, as well as the tasks that are assigned to you.

The SharePoint Sites Web Part automatically displays a list of five sites of which you are a member. The sites in the list are based on the total number of members in the site. To be a member of a site, you must be listed in the Site Name Members SharePoint group on the site. You can increase the number of sites that are automatically displayed by modifying the view of the Web Part.

ShowHow?

  1. On the Site Actions menu Site Actions menu, click Edit Page.
  2. In the SharePoint Sites Web Part, click the Web Part menu Web Part menu, and then click Modify Shared Web Part.
  3. In the tool pane, under View, the Number of tabs to show before More box displays a default value of 5.
  4. Click the 5, and then type the number of SharePoint sites you want to be displayed automatically.

You can add sites to the tabs across the top of the SharePoint Sites Web Part, making it easy to view documents and tasks in sites that you access frequently. You can add tabs for sites regardless of whether you are a member of the site.

The Documents Web Part on your public page is used to share documents with other people. All of the documents that you add to libraries in any site in your organization are displayed in the Documents Web Part. In addition, the Documents Web Part automatically displays the site where you are listed in the Site Name Members SharePoint group. Every document that you add to the libraries in these sites is displayed automatically. Documents saved to your Private Documents library are not displayed.

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Add a new site tab to the SharePoint Sites Web Part bar

You can easily access all of your documents and tasks in a single site by defining a site tab on the SharePoint Sites Web Part bar.

  1. In the SharePoint Sites Web Part, on the Sites menuSites menu, click New Site Tab.
  2. In the Create a new site tab dialog box, do one of the following.
To add a site tab Do this
For a site where you are a member
  1. Click the Select site from Memberships list.
  2. Click the site on the menu.
  3. Click Create.
For a site where you are not a member
  1. Click Type SharePoint site URL and name.
  2. Under Site URL, type the URL of the site you want to add.
  3. Under Site Name, type the name that you want to appear on the tab.
  4. Click Create.

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Hide or show a site on the SharePoint Sites Web Part bar

You can display as many sites on the SharePoint Sites Web Part bar that comfortably fit across your screen. Depending on your screen resolution, you may have to scroll to view the sites that you add. After a site is on the SharePoint Sites Web Part bar, you can quickly hide or show it by using the menus next to the site name and the Sites menu Sites menu.

To show or hide a site on the SharePoint Sites Web Part bar, do one of the following.

To Do this
Hide a site tab from the sites bar.
  1. Click the arrow next to the site name.
  2. Click Hide.
Show a site tab on the sites bar.
  1. Click the arrow next to the Sites menu.
  2. Click the site you want to add to the sites bar.

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Manage your tasks

To view the tasks on a site, select the site on the SharePoint Sites Web Part bar or on the Sites menu Sites menu. In the Tasks Web Part, you can click the name of the task or the Item Link. The item link is the item that you are assigned to work on, and the task name is the document management record that marks the progress of the task.

Find links to more information about working with tasks in the See Also section.

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Share documents with other people

You can use the Documents Web Part on your My Site public page to share documents and sites with other people. Similar to the SharePoint Sites Web Part, the Documents Web Part gives you a view of the documents by site. In order for a site to appear in the Documents Web Part, you need to be listed as a member of the site in the site's Site Name Members SharePoint group. It is not possible to add other sites to the list.

Every document and picture that you add to every library in every site, including your My Site, is added to this location and is available to everyone who has access to your My Site. You can prevent a document from being seen by saving it to your Private Documents library or by changing the permissions on the item or the library.

Find more links to more information about changing permissions on list items and libraries in the See Also section.

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Delete a site from the SharePoint Sites Web Part bar

You can delete a site from the SharePoint Sites Web Part bar. If you are a member of the site, the site name moves to the Memberships section of the Sites menu Sites menu. If you are not a member of the site, the site is deleted from the SharePoint Sites Web Part bar.

  • To delete a site from the SharePoint Sites Web Part bar, click the arrow next to the site, and then click Delete.

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Applies to:
SharePoint Server 2007