Microsoft Office Tutorials and References
In Depth Information
The group site comes prebuilt with the usual Shared Documents library, a Team Discussion
list, a custom group calendar, and some extremely handy lists. Let’s populate these lists and
take a closer look at what the group site can do.
F A M I L I A R L I B R A R I E S A N D L I S T S
There is a standard document library, which will be used by the tech department to store
documentation and guides. You could also create a wiki-page library for tips and tricks. There is also
a Team Discussion list available for debates and discussions about technical topics. You’ll also
notice the Quick Launch bar has a header for Pictures, but no picture libraries, and a header for
Surveys but no survey list. So, you can either create these lists and libraries or edit the Quick
Launch bar to remove these unnecessary headers.
On the right side of the home page you’ll see a What’s New web part—this will populate
with new items on the Circulation, Phone List Memo, and Group Calendar lists as they get used,
all filtered by the current user (so when you log in, you can see what’s new for you at a glance).
At the bottom is the normal Links list web part.
There’s also a Whereabouts web part, which ties directly into the Whereabouts list. This is
one of two background lists.
B A C K G R O U N D L I S T S
You should look at and set up two background lists before you go much further. They don’t
appear on the Quick Launch bar, because they’re designed to be set up first, and their primary
focus is to support and enhance the other lists and the home page. These need to be populated
before you can use all the features of the group site.
These two lists are Resources and Whereabouts, and you can see them if you click the Lists
header in the Quick Launch bar (or if you go to the All Site Content page).
Resources
The Resources list (see Figure 9.43) is for physical items—rooms, projectors, vehicles, or any
other resources that are shared within the group. These are then added to events in the group
calendar, so (for example) you can list Conference Room A as a resource. Then, if an event is
created for a meeting in Conference Room A, you can add the resource to the event, which marks
it as booked for the duration of the meeting (even if the meeting event is later rescheduled, that
resource is rescheduled with it). I’m going to quickly populate the list with some resources
available to the tech department.
The Resources list also supports resource groups—a different content type for the list, used
to group resources. We’ll use resource groups later when it comes time to reserve resources.
Think of a resource group as a filter for the type of resource. For example, you can place all the
conference rooms into a resource group called Rooms. To add a new resource group, hit the
arrow at the base of the New Item button and choose Resource Group. When creating the group,
you can select the resources that belong in the group. See Figure 9.44.
You’ll notice that you can select only existing resources, so you’ll need to add all the
resources first, before creating the groups. Otherwise, you’ll need to edit the resource group
after you’ve added the missing resources.
Go ahead and create a resource group called Rooms and place conference rooms into it. Now
you have some resources and resource groups to work with later.
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