Why use Sharepoint?
Well, let me start from here, every organization let it be a Small, Medium Or Big would like to webify each and every good activity that any employee carries out till (s)he is in organization-premises and it becomes a matter of prestige for any organization to have their own Enterprise portal. Truly speaking in today's world of internet your business can't survive if you don't make your business compatible with E-World. But it's quite obvious that not all the organizations can afford the huge amount that they had to invest in getting an enterprise level portal build for them. For such kind of scenarios Microsoft came up with an idea of "Sharepoint Server", and now it's only a matter of few clicks to build an enterprise-portal. Here are the top 10 reasons for using an "Sharepoint Server".
- Create a Complete View of Your Business Access
All the information, documents and applications you use throughout the day through Microsoft Office SharePoint Portal Server 2003. Single Sign On and built in Microsoft BizTalk Server and application connector integration enable IT Professionals to integrate existing Line of Business applications into the portal. You can find and reuse timely and relevant information from systems and reports, and quickly locate and access documents, projects, and best practices by searching or browsing -- all through the portal. Web Parts enable you to assemble a view of complementary information from multiple sources, so you can view customer information from Customer Relationship Management systems, Outlook, file shares and web sites at the same time.
- Put Relevant Information at Your Fingertips
Microsoft Office SharePoint Portal Server 2003 enables you to be more productive by giving you immediate access to up-to-date, relevant information. You can organize all the information, documents and applications you access throughout the day in a single view on My Site. Single sign on and personalization services enable you to not only access applications through the portal; SharePoint Portal Server provides direct access to those sections of the application you are most interested in, without having to remember your password. Audience targeting enables IT to customize an experience for you based on your role, hierarchy or interests, pushing relevant news, links, documents, applications and Web Services to your portal.
- Share Knowledge Across the Organization
Microsoft Office SharePoint Portal Server 2003 makes it easy for Business Units, teams and individuals to contribute content to the portal. Business Units can integrate their SharePoint Portal into the enterprise portal, enabling them to share knowledge with other Business Units. Teams can easily make the content in their Microsoft Windows SharePoint Services sites discoverable through the portal through browsing or searching. And users can publish documents and Best Practices to the rest of the organization by adding them to the public view of their personal sites.By integrating with other office products, such as Microsoft Access, Microsoft FrontPage and Microsoft Visual Studio, teams can leverage and share information they already have deep investments in.
- Find and Leverage Your Organization's Intellectual Capital
SharePoint Portal Server's industry-leading search technology lets you locate documents, project plans and Best Practices in file shares, web sites, Exchange Public Folders, Lotus Notes, Windows SharePoint Services sites and databases instead of re-creating the wheel. Create documents in FrontPage and show reports using a live XML-based data connection. You can find more than just documents and websites; SharePoint Portal Server provides access to the people and teams that contribute knowledge to your organization. Links take you to My Sites and SharePoint sites so you can investigate other contributions from the experts. Information, documents and sites can also be organized into topics, enabling you to find a wealth of relevant information by browsing.
- Find, Aggregate and Provision SharePoint Sites
Microsoft Office SharePoint Portal Server 2003 utilizes Windows SharePoint Services sites to create portal pages for people, information, and organizations. The portal becomes a collaborative experience by extending the capabilities of Windows SharePoint Services sites, enabling you to organize, manage and provision SharePoint sites from the portal. Teams can also publish information in their sites, sharing their Best Practices with the entire organization.
- Create Self-Service Portals
With its industry-leading search, single sign on technology and built in BizTalk Server and application connector integration, Microsoft Office SharePoint Portal Server 2003 enables you to create self-service portals for employees, partners and customers. Employees can access HR systems and sign up for benefits using the same portal they use everyday to access people, teams and knowledge. Because SharePoint Portal Server is so easy to use, you can deploy it as an extranet and enable customers and partners to place and track their own orders or search for support documents, improving customer satisfaction while reducing your support costs. Extend a team web site beyond static pages using FrontPage.
- Automate Business Processes
Microsoft Office SharePoint Portal Server 2003 helps relevant information find you through Alerts and Audience Targeting. Alerts notify you when any relevant document, SharePoint site, or application has been added or changed. You can even be alerted when a specific expert or team adds new information to the portal. Audience targeting enables IT groups to push relevant information and applications to a group of users with similar job roles, titles, or interests. Audiences can be created from Active Directory, Distribution Lists, hierarchies, or any other criteria that you define.
- Speed Adoption with Familiar Interfaces and Tools
New technologies often fail because they are too hard to use and no one has time to attend lengthy training courses. Microsoft Office SharePoint Portal Server 2003 speeds user adoption and lowers training costs by using familiar tools found in Office applications, such as drop down boxes to display editing options, and drag and drop tools to customize the portal content and layout. IT Professionals can create Web Parts that expose information, applications and Web Services by using familiar tools such as Visual Studio.NET and FrontPage.
- Reduce Development Time and Cost with Out of the Box Portal Services
Microsoft Office SharePoint Portal Server 2003 can be deployed right out of the box without any additional development work. Portal services such as search, SharePoint site management, topics and My Sites are available immediately. Web Parts can be created in FrontPage that provide read/write access to Microsoft applications such as Outlook are also available right out of the box, lowering your development costs.
- Ease Deployment with Flexible Options
Regardless of whether your organization wants to take a top-down or bottom-up approach to deploying portals, Microsoft Office SharePoint Portal Server 2003 has a deployment model that fits your needs. The portal is built on a scalable, highly distributed architecture that can be deployed on a single box or server farm. You can link Windows SharePoint Services sites, Business Unit portals and the enterprise portal together at any time, enabling knowledge to be shared across the organization.
What is the Relationship between Windows SharePoint Services and SharePoint Portal Server 2003?
Microsoft SharePoint Products and Technologies facilitate collaboration within an organization and with partners and customers. Using the combined collaboration features of Windows SharePoint Services and SharePoint Portal Server 2003, users in your organization can easily create, manage, and build their own collaborative Web sites and make them available throughout the organization. Microsoft SharePoint Products and Technologies facilitate collaboration within an organization and with partners and customers. Using the combined collaboration features of Windows SharePoint Services and SharePoint Portal Server 2003, users in your organization can easily create, manage, and build their own collaborative Web sites and make them available throughout the organization. Windows SharePoint Services is a collection of services for Microsoft Windows Server 2003 that you can use to share information, collaborate with other users on documents, and create lists and Web Part pages. You can also use Windows SharePoint Services as a development platform for creating collaboration and information-sharing applications. SharePoint Portal Server 2003 is a secure, scalable, enterprise portal server built upon Windows SharePoint Services that you can use to aggregate SharePoint sites, information, and applications in your organization into a single, easy-to-use portal. In addition to the features of Windows SharePoint Services, SharePoint Portal Server 2003 includes the following features:
- News and Topics
- My Site, with personal and public views
- Information targeted to specific audiences
- Powerful indexing and searching across file shares, Web servers, secure Web servers, Exchange Public Folders, Lotus Notes, and SharePoint sites
- Alerts that notify you when changes are made to relevant information, documents, or applications
- Single sign-on for enterprise application integration
- Integration with Microsoft BizTalk Server
Because SharePoint Portal Server 2003 requires Windows SharePoint Services, all features of Windows SharePoint Services are available in SharePoint Portal Server 2003.
Feature Matrix
The following table shows the features that are included in Windows SharePoint Services and SharePoint Portal Server 2003.
| Feature |
Windows SharePoint Services |
SharePoint Portal Server 2003 |
| Alerts |
Yes |
Yes |
| Browser-Based Customization |
Yes |
Yes |
| Discussion Boards |
Yes |
Yes |
| Document Libraries |
Yes |
Yes |
| Document Workspace |
Yes |
Yes |
| Meeting Workspace |
Yes |
Yes |
| Lists |
Yes |
Yes |
| BizTalk Integration |
Yes |
Yes |
| Microsoft FrontPage Integration |
Yes |
Yes |
| Microsoft InfoPath Integration |
Yes |
Yes |
| Surveys |
Yes |
Yes |
| Templates |
Yes |
Yes |
| Web Part Pages |
Yes |
Yes |
| Automatic Categorization |
Yes |
Yes |
| Audiences |
Yes |
Yes |
| Topic Areas |
Yes |
Yes |
| News |
No |
Yes |
| Personal Sites |
No |
Yes |
| Shared Services |
No |
Yes |
| Single Sign-On |
No |
Yes |
| Site Directory |
No |
Yes |
| User Profiles |
No |
Yes |
| For more information: http://www.microsoft.com/sharepoint |
How to create a SharePoint site within the portal?
SharePoint Portal Server enables information workers to rapidly develop team sites for collaboration across the enterprise. The first step is to select whether you want to use a site or a workspace template: sites are geared more for communication among team members, whereas workspaces serve as a drafting and development environment. But in both cases, sites and workspaces can be customized to suit your specific needs. See the following table for examples of templates. You create sites the same way as you create workspaces. However, the designation of a site or a workspace occurs at the end of the site creation process when you are given a list of template options from which to choose.
Site and Workspaces
| Template |
Description |
| Team Site |
Web sites based on Microsoft Windows SharePoint Services are designed to be flexible. You can tailor a site to fit your users' needs by adding or removing pages, changing the appearance of pages, changing the site navigation, and making other customizations |
| Document Workspace Sites |
New Document Workspace sites deliver sites that are centered on one or more documents. You can easily work together with coworkers on a document - either by working directly on the copy located on the Document Workspace site or by working on your own copy, which you can update periodically with changes that are saved to the copy located on the Document Workspace site. You can create a Document Workspace site from a word processing program compatible with Windows SharePoint Services. For example, you can create a Document Workspace from Microsoft Office Word 2003, Office Excel 2003, Office PowerPoint 2003, as a Shared Attachment in Office Outlook 2003, or by using the browser from a document library. |
| Meeting Workspace Sites |
New Meeting Workspace sites deliver a place for managing meetings and their attendees, agendas, documents, decisions, and action items. Users can contribute to a Meeting Workspace site using a browser. You can create a Meeting Workspace site from an e-mail program compatible with Windows SharePoint Services, such as Office Outlook 2003 or by using the browser from an events list. |
How to Add Discussion Board?
Web sites based on Microsoft Windows SharePoint Services include Web discussions, a special collaboration feature that allows users to communicate with each other on the World Wide Web. Web discussions are threaded discussions that allow users to collaborate on HTML documents or on any document that can be opened with a browser (such as .htm, .xls, .doc, and .ppt files) on a server running Windows SharePoint Services. Users can add and view discussion items located within documents, or general discussion items located in the discussion pane.
After creating a workspace, you can add a discussion board, to maximize the interaction among users. With proper management, discussions are a powerful collaborative tool. However, without solid moderation, discussion boards can become cluttered and frustrating. A discussion board can be created in the workspace site. Follow the steps below to learn how to create a discussion board.
- Navigate to an existing workspace site that you have created. If there are no workspace sites available. Follow the instructions in the 'How to Create a Team Site' before proceeding with the instructions below.
- Click 'Create' on the Horizontal Navigation bar
- Scroll to the Discussion Board section and click on the 'Discussion Board' link.
- Enter a Name and Description for your new Discussion Board.
- If you would like the new Discussion Board to show up in the left navigation of the workspace site, select 'Yes' for the 'Display the Discussion Board on the Quick Launch Bar'.
- Click 'Create'
Once created, you can open the new discussion board by clicking Documents and Lists on the Horizontal Navigation bar and then clicking the discussion board name in the Discussion Boards section. If you chose to add the discussion board to the Quick Launch bar, you can also click the discussion board name there to open it.
How to create A Meeting Workspace?
A Meeting Workspace site is a Microsoft Windows SharePoint Services sub site that is designed for centralizing all the information and materials for one or more meetings. Although some management tasks are specific to workspace sites, most of the tasks that you do for other types of SharePoint sites also apply to Meeting Workspace sites. Help for the Meeting Workspace site as well as general Windows SharePoint Services Help is available from the workspace site.
To create a new meeting workspace, follow the instructions below:
- Go to the Web site where you want to add the workspace site.
- On the top link bar, click Create.
- Under Web Pages, click Sites and Workspaces.
- Complete the information about the workspace site you want to create, and then click Create.
- Select the Meeting Workspace template you want to use, and then click OK.
How to assign a new task?
Some management tasks are specific to workspace sites, most of the tasks that you do for other types of SharePoint sites also apply to Meeting Workspace sites.
To assign a new task follow the steps below:
- Navigate to an existing meeting workspace site. If there are no workspaces available. Follow the instructions in the 'Creating a Meeting Workspace' before proceeding with the instructions below.
- If the task list is not present on the meeting site home page follow these instructions, if a task list is present, skip this step.
- Look to the upper right hand corner of the site and Click 'Modify this Workspace'
- Click 'Add Web Parts'
- Drag and Drop 'Tasks' into a Web Part Zone
- Click the 'x' to close the 'Add Web Parts' Window
- At the top of the list, click New Item.
- In the Title box, type a heading for the task.
This field is required.
- Enter information in the remaining boxes as desired.
- In the Start Date and Due Date boxes, click the calendar, select a date, and then select a time in the hour and minutes boxes.
- In the 'Assigned To' field select the teammate the task will be assigned to.
- Click Save and Close.
How to post Meeting Follow-up Items?
Meetings typically generate action items.
To post follow up items within the site follow these steps:
- Navigate to an existing meeting workspace site. If there are no workspaces available. Follow the instructions in the 'Creating a Meeting Workspace' before proceeding with the instructions below.
- Look to the upper right hand corner of the site and Click 'Modify this Workspace'
- Click the 'Show All Lists' Link
- Scroll to and Click 'Tasks'
- Enter a Name (i.e. Follow-Up Tasks) and Description. Click Create.
- Look to the upper right hand corner of the site and Click 'Modify this Workspace'
- Click 'Add Web Parts'
- Drag and Drop 'Follow-Up Tasks' into a Web Part Zone
- Click the 'x' to close the 'Add Web Parts' Window
- At the top of the list, click New Item.
- In the Title box, type a heading for the task. a. This field is required.
- Enter information in the remaining boxes as desired.
- In the Start Date and Due Date boxes, click the calendar, select a date, and then select a time in the hour and minutes boxes.
- In the 'Assigned To' field select the teammate the task will be assigned to.
- Click Save and Close.
How to post Key Decisions?
To Post a new Decision follow the steps below:
- Navigate to an existing meeting workspace site. If there are no workspaces available. Follow the instructions in the 'Creating a Meeting Workspace' before proceeding with the instructions below.
- If the task list is not present on the meeting site home page follow these instructions, if a task list is present, skip this step.
- Look to the upper right hand corner of the site and Click 'Modify this Workspace'
- Click 'Add Web Parts'
- Drag and Drop 'Decisions' into a Web Part Zone
- Click the 'x' to close the 'Add Web Parts' Window
- At the top of the list, click New Item.
- In the Title box, type a decision.
- This field is required.
- Enter information in the remaining boxes as desired.
- Click Save and Close.
How to Create a Document Workspace?
A Document Workspace is a drafting area for teams to work on documents; members can go to the workspace to work on the documents or to participate in discussions and surveys about the documents.
If you create a workspace based on an existing document, the Document Workspace site carries the same name as the document on which it is based. The document is then stored in a separate document library in the new Document Workspace site.
How to Create a Survey?
For a company intranet site, you may want a few people controlling the structure of the site, but many more people who can add new content, or participate in surveys. So surveys are anytime important aspect of an intranet portal. Steps to add create survey in your web portal are,
- Navigate to an existing workspace site that you have created. If there are no workspace sites available. Follow the instructions in the 'How to Create a Team Site' module before proceeding with the instructions below.
- In the top link bar, click Create.
- On the Create Page, click Survey.
- In the Name box, type a name for the survey.
- In the Description box, type a description of the purpose of the survey.
- In the Navigation section, if you want a hyperlink to this survey to appear on the Quick Launch bar, click Yes.
- In the Survey Options section, if you want respondents' names to be visible when a team member views the survey results, click Yes under Show user names in survey results?
- If you want to allow team members to respond more than once to the survey, click Yes under Allow multiple responses?.
- Click Next.
- On the Add Question page, in the Question box, type a question.
- Select an option for the type of answer that you want.
- For example, if you want team members to choose from a set of items, click Choice.
- In the Optional settings for your question section, specify the settings that you want.
- The following types of answers are available, with options for each type as shown:
- Single Lines of Text
- Multiple Lines of Text
- Choice
- Rating
- Scale
- Number
- Currency
- Date/Time
- Lookup
- Yes/No
- If you want to add more requisitions, click Next Question and repeat the steps above.
- When you are done adding questions, click Finish.
What are Public and Private Views?
One of the first things you will notice with My Site is that your personal site consists of two views: A private view for personal information that only you can see, and a public view seen by everyone else. The private view is shown by default when you first enter your personal site. To switch to the public view, click Public in the Select View section of the action pane.
Private View
Your private view contains content targeted to you based on your membership in a particular audience. For example, if you are a new employee, you might find links to key training resources. You can also organize and access your documents, view and manage your alerts and alert results, link to interesting people and information, view your e-mail inbox, and maintain a calendar
Public View
Your personal site has a public view that contains information that you share with other users. The public properties of your user profile are displayed on this page, along with links and sites that you decide other users might want to see. Your most recent shared documents also appear automatically in the public view of your personal site. However, another user may not see all the content on your site depending upon their respective rights to access certain content.
The public view of your personal site is a convenient way for you to manage the way that other people in your organization find you and your work. You can easily update your public profile; provide appropriate shared links, and share documents and other information. You can send a link to your site to other people in your organization.
To switch to the public view on your My Site follow the steps below
- From the portal home page click on the 'My Site' link in the upper right hand corner.
- Click Public in the Select View section of the action pane.
What are Documents and Lists in Sharepoint?
In your personal site you can create a variety of collaborative spaces, including document libraries, picture libraries, lists, discussion boards, surveys, sites, document workspaces, and meeting workspaces.
The Difference between Private and Shared Document Libraries
When you open the Documents and Lists page, you may notice two types of document libraries: Private Documents and Shared Documents.
- Use the Private document library for documents that you want to keep private; they are only visible to you.
- Use the Shared document library to share a document with others; Documents stored here are shared on your public home page.
How to Create an Alert?
Alerts are required when a user want to be notified of changes in the information of interest to them. SharePoint alerts can be set to notify users of changes to documents, sites, lists (announcements, contacts, events, tasks, surveys, and links), individual items in the lists, news items, document libraries, and portal users. In addition, an alert can be set to notify users when the results of a saved query change. With so many possibilities, it is important that alerts be set up to provide the user with beneficial information as opposed to generating a lot of messages that may get ignored.
Steps to create Alert
- Navigate the portal and go to a page that displays a portal area.
- In the Actions list (found in the left hand navigation bar), click Alert Me.
- In the Title section, type a title for your alert or keep the automatically created default title.
- In the Delivery Options section, specify how you want to receive alert results. If you click E-mail, specify how often you want to be notified of changes.
- Click advanced options to view additional settings.
- In the Alert Results section, specify whether you want to be notified when items have been discovered or changed.
Note: By default, this alert informs you when area listings, lists, and list items are discovered or changed.
- In the Filter section, you can specify keywords to refine your alert results. Adding filters to your alert limits results to omit items that do not match the restriction you specify and reduces the number of results generated.
Tip: Separate words or phrases with a comma.
- Click OK
How to Post or Publish Content to the Portal?
To organize the content within an area or sub area, you can assign content to different groups. Each group is displayed by a group heading with the content listed under it. There are default group headings called General, Highlight, and Expert that you can assign content to. You can also create new groups that work best for your organization and content. For example, in the Topics area, under the sub area Resources, you might create several groups called Online Training, Classroom Training, and Books. You can also rename, delete, and specify the order in which groups appear on a page.
How to Modify General Information about a Team Site?
In this task, you will learn how to manage your web site properties. Often, after you begin to manage a new top-level site, you may need to modify the site settings you originally set when creating the site.When you consider the management of sites in your organization, it may be helpful to think about sites in the following hierarchy: Web sites in Microsoft Windows SharePoint Services are organized into site collections. Each site collection has a top-level Web site that can have multiple sub sites; each sub site can have multiple sub sites. Because sites are nested in a hierarchy within the site collection, it can be challenging to manage them all. However this is also the reason it is so important to properly maintain your sites.
How to Apply a Theme to a Team Site?
A Windows SharePoint Services theme is a design set that establishes the fonts and color for a Web site. By applying a theme, you apply visual consistency across your site.In this task, you will learn how to apply a theme to an entire Web site. Each new Web site you create automatically reflects the default theme. This theme can be changed from within the browser of the SharePoint Portal Server.Themes and Web Editing ToolsEach time you apply a theme using the web browser; it resets the theme across the entire site you have created. However, applying a theme from within the browser will not change any pages formatted using a Web page editing tool, such as FrontPage 2003.Therefore, it is recommended that you try to avoid changing your theme once your content has been modified using a Web editing tool.
How to find People within an Organization?
The best way to find other users within the organization is to use the search function at the portal level. User profiles allow you to search for and connect with people within your organization based on information they publish about themselves. Index and search services use the profile information to improve search results.
Steps to Search for a Person:
- From the Portal home page, simply type the person's name into the search field in the top-right corner of the portal page and press Enter.
- When a user name appears in the portal site, click the name to view the public view of that person's personal site
Everything that a person chooses to share is available for you to see. You can see a person's shared links to sites, people, and documents that might help you get your work done. You can also see what information you have in common. This will help for collaboration purposes.
How to conduct a Simple Search?
Microsoft Windows SharePoint Services enables users to search all Web site content on your server or server farm - a broader search capability than offered in SharePoint Team Services v1.0. In that version, searching was implemented using Internet Information Services (IIS) catalogs and limited to documents on the file system; users were not able to search through lists, such as tasks and contacts, or through discussion board items. Because all site information (including documents) is now stored in a database, the search model has been changed to allow searching of all site content.
Search features are only available for Windows SharePoint Services with Microsoft SQL Server 2000. If you are running Microsoft SQL Server 2000 Desktop Engine (Windows) (WMSDE) for your database, no search features are available. If you want to allow full-text searching on your Web sites, you must upgrade to SQL Server 2000. Steps to carry out a Simple Search
- To begin searching, type a search term in the search box in the upper right corner of the screen. For example, you can type the name of the team or division in which you work to see documents, people, and information related to that team.
- You can narrow the scope of your search by clicking the content sources list. This provides you with a list of content sources that can be searched. To search all content sources, ensure that All Sources is selected. 3. When you are ready, click the green arrow to begin the search.
How do you modify 'My Page'?
Throughout the other modules you have created your personal profile, posted documents, and searched for co-workers in your organization on your personal page, you may decide to adjust your page to establish a more unique look. SharePoint Portal Server 2003 features Web Parts; modular units of information that have a specific function and form the basic building blocks of a Web Part Page.You can add web parts to your personal page from a Web Part gallery while working in personal view in My Site. These Web Parts are called private Web Parts because they are available only to the person who added or imported them - no other users can see private Web Parts.
Using Web Parts
Typically the processes for adding Web Parts are the same whether you are on the adding them to your personal page or to a shared page.
Adding Web Parts to My Page
Follow the steps below to complete the module:
- Navigate to an existing workspace site that you have created. If there are no workspace sites available. Follow the instructions in the 'How to Create a Team Site' module before proceeding with the instructions below.
- To add a web part to My Page,
- If you are not already in Personal View, Switch to Personal View by clicking the drop down arrow next to Modifying Shared Page.
- Click 'Personal View'
- Click the drop down arrow next to Modifying My Page.
- Hover over 'Add Web Parts' and click 'Browse'.
- Select the web part from the 'Web Part List' you would like to add and drag and drop the web part into a zone.
- Click the 'x' to close the 'Add Web Parts Window'
Design this Page
When you are in Web Part page design mode, you can drag web parts to arrange them on the page.
Reset Page Content
You may decide that the changes to a page are no longer needed, and that you want to return the page to its original content and layout. You can reset page content, but any changes or customization that you've made are destroyed.
Reset Web Part Content
You may decide that the changes to an individual Web Part are no longer needed, and that you want to return the Web Part to its original content and layout. You can reset Web Part content, but any changes or customization that you've made are destroyed.
To reset Web Parts follow the steps below:
- Click the arrow for the Web Part that you want to reset
- Click Reset Web Part Content, then click OK
HINT: If the Reset Web Part Content is not available, no changes are made to this Web Part.
In order to customize your My Site page to include inbox, tasks and calendar information, your organization must be using Microsoft Exchange.
How to Personalize a Web Part on a Team Site?
You can practice Modifying Web Parts by clicking on the Activities on this page and the next. These Activities will familiarize you with the general processes involved in changing the appearance of web pages. Once you grasp the general steps involved in Modifying Web Parts, you can take the liberty of exploring some of the other options available to you that have not been covered in the Activities.
Personalized, Private and Shared Web Parts
You have different editing and viewing abilities, depending on the type of Web Part and upon your permissions. The three varieties are explained below.
Personalized Web Part: If you modify a shared Web Part in Personal view, this becomes a personalized Web Part. The changes you make this way are visible only to you.
Private Web Part: If you add a Web Part to a page in Personal view, it is a Private Web Part. Private Web Parts are visible only to you.
Shared Web Part: If you have the authority to add a Web Part to a Shared View page, you are adding a Shared Web Part. These are visible to all viewers of the Shared View page. Assuming you have this authority and you would like to modify an existing Web Part, you will notice the Advanced Properties are visible to you. These options are not available to the general user.
How to Manage Site Groups and Permissions within in Team Site?
SharePoint has default site groups with default settings. Although it is possible to customize the permissions for a default site group, it is not recommended. For example, if you changed the permissions of the whole Content Manager group for your site, think about the confusion users may have if a Content Manager on your site had different rights than the Content Managers on Site B, or Site C, and so forth. For the sake of consistency and security, changing the default rights of a site group is usually not the best form of site group management.A better way to manage site group permissions is to create a new custom site group, and assign the group the permissions you wish.