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Editing pages on publishing sites

From: SharePoint 2010 New Features

Video: Editing pages on publishing sites

In SharePoint 2007, the experience of editing pages on publishing sites was very different from editing pages on team sites or document workspaces. In SharePoint 2010, they've been brought much more inline with each other. If I'm on a publishing site and I'm looking at a fairly conventional Publishing Portal here, which is pretty much as it looks out of the box in SharePoint, I can shift this into Edit Page mode. I don't have an Edit Page icon like I would do on a team site or document workspace, but I can still get it from my Site Actions menu and just select Edit Page.

Editing pages on publishing sites

In SharePoint 2007, the experience of editing pages on publishing sites was very different from editing pages on team sites or document workspaces. In SharePoint 2010, they've been brought much more inline with each other. If I'm on a publishing site and I'm looking at a fairly conventional Publishing Portal here, which is pretty much as it looks out of the box in SharePoint, I can shift this into Edit Page mode. I don't have an Edit Page icon like I would do on a team site or document workspace, but I can still get it from my Site Actions menu and just select Edit Page.

And this does shift into an Edit mode, but I don't see all my options on the Ribbon for Text Alignment and Text Styles. That's simply because when you're working with publishing pages, they all have to comply with a fairly formalized page layout. One of the settings you have on each publishing page is a Page Layout drop-down that says, okay, what kind of formatting does this page has to comply to? Is it an article with an image on the left? An article with an image on the right? Just body only? These are all very similar to the way they were in SharePoint 2007.

We just have a different way of getting to these options. But rather than edit this page, which is a little bit dull in conventional, I'm going to Discard the Checkout of this page, because it would automatically checked out when I started editing it. Yes, I'm sure, and I'm going to make a new page. From my Site Actions menu with Publishing Site enabled, I have a New Page option. It's going to ask me to give it a name. Let's just call it Demo. Now what's happened is it selected the default page layout of just generic content, a body only.

If I wanted to select a more specific page layout, I could go to the Page section of my Ribbon and select a page layout here, but I can see that the one that's highlighted is the one I'm currently using. The idea of course with page layouts is that your designers will define page layouts based on the kind of content that you're using on your site. Going back to my Editing Tools option, I have very similar options here for editing text and if I want to insert some generic content here, it might look similar to the editing toolbar we've seen before, but it's not identical.

One of the options I have here is a spellchecker, which if I click it, it finds two spelling errors. No big surprise here. They are underlined. I can right-click and select the suggested options for both of these. Spellchecker isn't available when you're editing pages on say a team site or document workspace. However, one of the things that I'm missing is an option to select the text lLayout, as in the number of columns that I'm using. Again, this is because we're on a publishing site and that's controlled by the Page Layout options.

If I select the Insert part of my Ribbon, I do have a few more options here such as being able to insert video and audio, and I still have the ability to insert Web Parts. There's no surprise there. There's also an option to insert what's called Reusable Content. Now Reusable Content is really just another list on this web site. If I select from this drop-down options, we have Copyright, Byline, Quote and More Choices. It's not necessarily obvious what this is pointing to. If I select the More Choices option, it will show me that I have a Byline, the Copyright and Quote that are just these placeholder pieces of content and it's really because this is just being drawn from a list.

I can actually open the list itself and take a look at it. It's just a SharePoint list like any other SharePoint list. But if you need to have a reusable dynamic pieces of text that say change quite often, what you can do is insert them here into the Reusable Content list and then just put placeholders in all your pages that use them rather than having to update your pages again and again. Now, once I'm done editing this page and adding the Web Parts that I want, I can select the option to save it.

Because we're on a publishing site, I'm seeing the yellow message here that this is considered checked out and editable. And while the publication start date is immediately, well, we haven't actually published it yet. You'll see that I now have other options popping up. I can just click back into Edit mode. I do have modes on the page itself to do things like preview what this is going to look like. Very unexciting right now. Just as in SharePoint 2007, there are rules for when this page is seen by people who are not editors or contributors on this site.

That if I want this page to be considered as finished editing, I need to submit this for approval. Again, this is a very similar process, in fact an identical process, to that in SharePoint 2007. It just looks a little different. When you're starting the Approval workflow, you can choose some due dates and durations and whether you want to CC people. But when I click Start here, it's really going to send this to anyone who is listed as an Approver on this site collection.

Approvers is a security group that exists on this site collection. Now, this pages status has moved into Waiting for approval. Now because I do have all the permissions in the world, I could actually move to be Published section of my Ribbon and actually approve it myself. This might seem like a bit of a waste of time, but bear in mind what we're trying to replicate is the idea of having perhaps 20 different people creating content and two or three Approvers.

So typically is not the same person both doing the edits and approving it. The real formality that we're after here is the history of it, that we not only have the process that we're going through, but we also have the fact that we've gone through the approval process. Somebody has requested approval. Someone else has actually approved this page before it becomes live to the readers of this website. So, the general experience of editing and publishing pages has been brought much more inline with the rest of SharePoint.

It's all based around that Ribbon. But the actual functionality of requesting approval, of making changes, or working with page layouts is exactly the same as it was in SharePoint 2007.

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SharePoint 2010 New Features

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