This will set your site to have the same permissions set by your department/team site
In Team Share all sub-sites will use the top link bar from the parent site.
As a site owner you can add, remove, or modify any sections of the sub-site as needed.
When you navigate to your site for the first time, be sure to add the site to your “My Links”. You will then be able to quickly navigate to your site by going to the “My Links” menu the next time you access TeamShare.
Enter a date you would like for the announcement to expire automatically from the Announcement page. You can leabe the Expires field blank to leave the announcement active indefinitely.You can also attach a document or website link to the Announcement.
The event can be an all-day event, a repeating event, or you can utilize the event in a meeting workspace
Document libraries are collections of files that can be shared between team members and with users outside of your team. As an owner for your team site, you can create additional libraries as needed and add (upload) documents to new and existing document libraries. You can also create folders within a document library. To keep your libraries clean and searchable. It is recommended that you use “meta-data” for your libraries.
Document Template is set to Microsoft Word as default but can be changed via the drop-down depending on the majority of document types you will be filing in the library.This process is the same for creating a new list, calendar, etc
You can also choose the Upload Multiple Files option to upload more than one document at the same time.
TeamShare allows you to create and save a new document directly from the document library your are working from.TeamShare launches a new document in Microsoft Word. You can then edit and save the document directly back into your document library.
Using meta-Data tagging can be a useful alternative to creating folder structures within document libraries. While using folders to store and categorize documents has been traditionally used on the Nemours network drives, in TeamShare keeping a flatter file structure with meta-tags can aid users in quickly locating document in the documents in the document library itself, as well as in locating documents using Search in TeamShare.While using Meta-Data tags in place of folders is not required, it may be a more useful way to store documents for your site. This next exercise will show you how to create meta-data tags for your document library.
A window will open. Create the meta-data and change the column if necessary.
When adding a description for each category, you will want to identify what categories the document will be tagged under. For example, if you want to separate documents by specific projects, you might enter each project on a separate line.For example:Project A ( name of project)Project B ( name of project)Etc…
You are now ready to assign Meta-Data tags to documents you upload to the document library
You could also accomplishthe same meta-tag labeling of a document that you create and save directly from TeamShare
TeamShare document collaboration will prevent your team members from having to pass your document around, and then struggle with the reconciliation of version conflicts, the manual merging and coordinating of changes, the tracking down of who has done what, and the locating of the most up to date version. Documents can be created, uploaded, checked out, modified and checked in using TeamShare.
RSS feeds are a popular way for people to keep track of updates to a website without visiting that site. All list and libraries in TeamShare can display an RSS feed.
Alerts are a great way to keep track of the changes your teammates make to documents and lists. You can receive an email notification when lists or libraries change by creating an alert. The Alert Title will be the subject of your email when you receive your alert.
Yu can choose to keep the alert on default:All Changes
Table of Contents
• Create a Sub-Site
• Accessing Sites and Workspaces
• Building your Sub-Site
• Setting Permissions
• Creating a “My Link” Shortcut
• Add an Announcement
• Calendar Events
• Creating a Document Library
• Documents and Folders
• Meta-data Tags
• Checking out a Document
• Editing a Dataset
• Windows Explorer
• Export Library to a Spreadsheet
• View RSS feed
Owner Training Job Aid
As an owner of your site, you have full control over the
settings and features of your TeamShare site. You can
Create additional sub-sites, add or modify pages,
control the navigation, and more. This training was
created to assist you with many of the available
choices you have when working with your TeamShare
Create a Sub-Site
Access Site Actions
Click the Site Actions drop-down menu in the upper right
hand corner of your main site.
Access the Create Option
Select Create from the Site Actions drop-down menu.
Accessing Sites and Workspaces
Select the Sites and Workspaces option (the last
option) located under the Web Pages column (last
Building your sub-site
The New SharePoint Site Screen displays
Enter a Title and Description for your site
Under a Title and Description, enter a Title for your page.
The title you enter into the field will display the name of the site
in the title area and in the top and left navigation.
Enter the web site address for your site
Enter the Web site Address (URL name) for the site.
Keep the URL name the same or similar to the site title
entered earlier, but avoid using spaces or special
characters. Try to keep the URL name short. Acronyms
are acceptable. The URL field will control the name of the
link to the sub-site you are creating.
Click on the Collaboration tab under Template Selection
Select Team Site
Select Use name permissions as parent site for
Setting up permissions
Select Yes for Display this site on the Quick Launch of
the parent site
Select Yes for Display this site on the top link bar of the
Select Yes for Use the top link bar from the parent site
Your new TeamShare Sub-Site is now created and ready for editing
Creating a “My Link” Shortcut
In the top right corner, click the My Links drop down menu
Select Add to My Links
The new site name displays under the “My Links” menu
At the bottom of current Announcements, click
Add new announcement.
Add an Announcement
Enter the Title of your announcement
Enter the Body text of your announcement
Enter a Date you would like for the announcement to expire
The new announcement will post at the top of the page with a
icon next to it
At the bottom of the current Calendar, click Add new
Enter the Title of your event
Enter the Location of your event
Enter the Start Time
Enter an End Time. Events will
automatically delete from the calendar at this
Enter a Description of the event
Click Ok. The new event displays on the
Your new Event displays in the Calendar section
At the bottom of the current Links, click Add new link
enter the URL of your link
Enter a description for your link
Enter any notes you might want other
team members to view
Click Ok. The new link displays in the Links
Delete a Link
To the right of the link, click the drop down menu, select
Modify Shared Web Part
Click the drop down menu next to edit, and select
Click Shared Documents
Creating a New Document Library
Select Create from the Site Actions drop-down
Under the Libraries column, choose Document
On the new page that opens enter the Name of
the library (ie: Meetings)
Fill in a Description
Choose Yes to display in the library Quick Launch
Select No for Allow this document library to receive e-
mail. This can be changed later under the library settings.
Select Yes or No for the Create a version each time you
edit a file in this document library setting.
The new document library link displays under the Documents
section of the left-side navigation bar.
Documents and Folders
Under Documents, click Shared documents
Click the Upload drop-down menu
Click Upload Document
Click Browse, and locate your document
Once you have located your document, click Ok
Navigate New drop-down menu, click New Folder
Enter the folder name and click Ok
Creating folders to store documents
Your folder displays in the document library
A New Document Library folder is created
Adding New Document to the Library
From the document library view, click New
Click New Document
Creating Meta-data tags for a
Form the desired Document library, click on the drop-down
under Settings and choose Document Library Settings
In the Columns area of the page, click Add from existing
In the Available site columns area, scroll down to
Resource Type, and click Add.
Click on the newly added “Resource Type” in the
The Change Column: Shared Documents window
Select Choice (menu to choose from) under type of
information in this column is:
Under Description, enter a description
Enter the description for each category you want to add.
Each item should be on a separate line.
Skip to the Default value field
Under the Default value, select Choice. Leave the box
Making Meta-Data Viewable
From the Views section, click All Documents
Scroll down to the Group By section and expand
Under First group by the column, click on the drop-
down menu and select the name of your new column, ie.
Assigning Documents to Specific
upload an existing document and assign a tag
From the Document Library view, click the Upload
drop-down menu and select Upload Document
Browse to and select the desired document
Select the appropriate Resource Type grouping for your
document. For example: “Project A”
The document displays under the newly assigned Resource
Checking out a Document
Navigate to the applicable document, click the drop down
menu to the right of the document, and select Check Out
Hover your mouse over the icon to display the name
of the person who has the document checked out
Click to open your document
File in Use message
Select the appropriate choice from the options
Checking in a Document
Complete and save your changes to the document
When you close the document or application, a Check in
window will display, select Check in file
Add any Check In Comments that would be helpful
The Document is Checked In
the document will display as normal with no green
Actions within a Document Library
Within Team Documents, the Actions menu provides options to
view, open, export, or edit a document
Editing in a Dataset
Under the Actions drop-down menu, click Edit in Dataset
A dataset view displays the document library in a dataset view
Access the Actions Menu
Under Actions drop-down menu, click Open with Windows
This allows an easy way to navigate through different files
Open with Windows Explorer
Export Library to a Spreadsheet
Access the Actions Menu
Under the Actions drop-down menu, click Export to
Query file message appears
Select how you want to view data in your workbook
An Excel spreadsheet of the document library displays
View RSS Feed
Under Actions menu, click View RSS Feed
Click Subscribe to the feed
The option to give the RSS feed a different name is
Adding an Alert
Under Actions menu, click Alert Me
Enter an Alert Title
Enter the email addresses for your alerts
Select the type of change for an alert
Specify when to send an alert
Specify how frequently you would like an alert to be sent; via
immediate email, daily summary, or weekly summary
Once a change has been made, you can view the alert
Connect to Outlook
Click on the Calendar item listing for a TeamShare
site that includes a Calendar
Click Actions drop-down menu
Select Connect to Outlook
A Microsoft Office Outlook message displays
You can now launch your Outlook Calendar and view the
TeamShare Calendar by selecting it in the Other Calendars view