1 of 5 This document is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS DOCUMENT. 2007 Microsoft Corporation

1 of 5This document is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS DOCUMENT.© 2007 Microsoft Corporation. All rights reserved.

Managing a SharePoint Site means managing access to and storage of the content on your site. In this guide, you will learn how to:

• View Available Storage Space• View Detailed Storage Space Information• View All Sites Created Under Your Main Site• Locate and Delete Unused Workspaces and Sites• Delete Outdated Document Versions• View Traffic to Your Site

Add or Remove Users

Task RoleRead content on the site ReaderAdd content to existing document libraries and lists

Contributor

Create document libraries and lists; customize pages

Web Designer

Control all parts of the site Administrator

There are four levels of access within SharePoint. The table below describes each level.

From within the SharePoint site, on the top navigation bar, click Site Settings.

On the Site Settings page, click Manage Users.

Click Add Users.

On the Add Users page, type the alias of the user you want to add in the Users text box. If you want to add more than one user, separate each alias with a semicolon.

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Note To complete the procedures in this document, you need to be an Administrator for your SharePoint site.

Manage AccessEnsure all users have the appropriate access to the content they need by managing access to your SharePoint site. This prevents sensitive business information from being viewed by everyone.• Add or Remove Users• Manage Access to a Document Library or List• Approve Requests for Access to Your Site• Change the Administrator Who Receives Requests for Access

Manage StorageSharePoint is designed for storing and collaborating on current content. To avoid outdated content and to maximize your space, delete old documents, workspaces, meeting spaces, and lists.

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Select the checkbox for the site group to which you want to add the user. Click Next, and then verify that the user you added is correct.

Select the Send the following e-mail to let these users know they've been added checkbox to send an e-mail alerting users they have been added to your SharePoint site. You may also add a personalized message. Click Finish.

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Manage Access to a Document Library or List

Click Documents and Lists.

In the Document Libraries section, click the document library for which you want to change permissions.

Click Modify settings and columns, and then click Change permissions for this document library.

On the Change Permissions: Shared Documents page, click the user or site group you want to edit.

Note This procedure is also applicable to Lists, Surveys, and Discussion Boards.

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In addition to managing access to your entire site, you can also set access levels for a document library or list. This allows you to grant specific users specific permissions.

5 On the Change Permissions: Shared Documents page in the Choose Permissions section, click the level of permissions you want to assign to the user or site group. Click OK.

Approve Requests for Access to Your SiteWhen a user attempts to access your site without the required permissions, a request access page appears. The user may then submit a request for access, and you may receive an e-mail requesting access.

In the Access request for a site e-mail, click Grant [User] access to the site.

On the Add Users page, under Step 2: Choose Site Groups, click the site group to which you will add the user. Click Next.

Select the Send the following e-mail to let these users know they've been added checkbox to send an e-mail alerting usesr that you have added them to your SharePoint site. You may also add a personalized message. Click Finish.

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Click Site Settings. Click Go to Site Administration, and then click Manage access requests.

On the Manage Request Access page, type the e-mail address of the person who will receive the access requests. This person should be an Administrator. Click OK.

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Change the Administrator Who Receives Requests for Access

Note To find out who the administrators are for your site, click Site Settings, and then click Manage users.

Note As an Administrator, you may not be able to access all sections on the Top-level Site Administration page. To get access, click the link you can’t view, and then request access.

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Click Site Settings, and then click Go to Site Administration.

In the Site Collection Administration section, click View site collection usage summary.

View Available Storage SpaceYou can use the Site Collection Usage Summary page to view the space currently being used on your site, and the remaining available space. To see details on how much space a particular Document Library, Document, or List occupies, see View Detailed Storage Space Information below.

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View Detailed Storage Space InformationThe Storage Space Allocation view displays the sizes and locations of Document Libraries, Documents, and Lists. 1

In the Site Collection Administration section, click View storage space allocation.

Click the view you prefer on the left navigation—Document Libraries, Documents, or Lists.

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Notes• You can delete Documents, Document Libraries, and Lists from

the Storage Space Allocation view. Select the check box next to the documents, document libraries, or lists. Click Delete.

• As an Administrator, you may not be able to access all sections on the Top-level Site Administration page. To get access, click the link you can’t view, and then request access.

To filter your view, click the options you want from the Show Items, Show Only, and Sort by lists, and then click Go.

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View All Sites Created under Your Main SiteThe View Site Hierarchy page displays workspaces and other sites created on your main SharePoint site.

Click Site Settings and click Go to Site Administration.

In the Site Collection Administration section, click View site hierarchy.

On the View Site Hierarchy page, you’ll see a list of all sites under your main site. Click Manage to go to the Site Administration page of a particular site.

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Note As an Administrator, you may not be able to access all sections under Top-level Site Administration. To get access, click on the link you can’t view and request access.

Locate and Delete Unused Workspaces and Sites


In the Management and Statistics section, click Manage sites and workspaces.

On the Sites and Workspaces page, find the site or workspace you wish to delete, and then in the Delete column, click .

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View Traffic to Your SiteThe Site Usage Report provides information about how many hits your site has received and details such as user and browser type.


In the Management and Statistics section, click view site usage data.

On the Site Usage Report page, to view a particular report, click the report from the Select Report list. Click Daily or Month Summary, and then click Go!.

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Delete Outdated Document VersionsSharePoint version control keeps a history of changes to a file. Multiple versions of the same document can take up a significant amount of space on your site. If you do not need the versions, delete them to free space.

In the document library, click the down arrow to the right of the document, and then click Version History.

To delete a version of the document, click the down arrow to the right of the document version, and then click Delete.

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Note If version control is not activated, you will not see multiple versions of documents. By default, version control is not activated.