Manage SharePoint Online's Press Release Subsite - dummies

Manage SharePoint Online’s Press Release Subsite

By Ken Withee, Jennifer Reed

Technically, your organization’s press releases can reside in a document library at the parent intranet site you’ve created on SharePoint Online, one of Microsoft Office 365’s suite of products.

There are, however, advantages to creating a subsite to house your organization’s press releases. One of them is the ability to create special permissions for the subsite so that users outside of the organization can have access to press releases without gaining access to confidential company information.

Creating and editing press release pages is done through your browser by using the HTML Editor to format your content. You can select links and images for your pages from your site’s libraries.

To create new press releases, follow these steps:

  1. Go to Site Actions→New Page.

  2. Enter the name of the page (example: New Product Release).

  3. Click Create.

  4. Add content to the page by using formatting tools on the Ribbon.

  5. Click the Check In icon on the Ribbon.

  6. Enter your Check In comments and then click Continue.

    Your new press release page displays without the editing tools and boxes.

  7. Click Publish from the top Menu and then click the Submit icon.

  8. On the form that displays, enter all the necessary information.

  9. Click Start.

An e-mail is sent to all users belonging to the Approvers SharePoint group. When the page is approved, it will become visible to all the users of the site.

Note that a Content Query Web Part in your intranet’s parent site home page displays the five most recent press releases. If you want to replicate that content query into your Press Release subsite’s home page, follow these instructions:

  1. Edit the home page.

  2. In the Top section, click Add a Web Part.

  3. Below the Content Rollup category, select Content Query.

  4. Click the Open the Tool Pane link in the newly added web part.

  5. Expand the Query section by clicking on the + sign.

  6. Select Show items from the following list and then click Browse.

  7. Select Press Releases and then click OK.

  8. Below Content Type, select Page Layout Content Types from the drop-down choices in the first box and select Article Page from the drop-down choices in the second box. Select Include child content types.

  9. Click the + sign to expand the Appearance section.

  10. Under Title, enter Recent Press Releases or your own title.

  11. Scroll all the way down and click OK.

If you decide not to use the Press Release subsite, you can delete by going to Site Actions→Site Settings, and clicking Delete this Site under Site Actions.