6438a: implementing and administering windows® sharepoint® services 3.0 in windows server® 2008

6438A: Implementing and Administering Windows® SharePoint® Services 3.0 in Windows Server® 2008

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© 2008 Microsoft Corporation. All rights reserved.

Microsoft, Access, Active Directory, ActiveX, BizTalk, Excel, Groove, Hyper-V, InfoPath, Internet Explorer, OneNote, Outlook, PivotTable, PowerPoint, SharePoint, SQL Server, Visio, Visual Basic, Visual Studio, Windows, Windows Mobile, Windows PowerShell, Windows Server, and Windows Vista are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries.

All other trademarks are property of their respective owners.

Product Number: 6438A

Part Number:

Released: 09/2008

Version 1.2

Table of Contents

Introduction Introduction ........................................................................................................................................ i Course Materials............................................................................................................................... ii Microsoft Learning Product Types................................................................................................... iv Microsoft Learning Product Types (continued)................................................................................ vi Microsoft Learning .......................................................................................................................... vii Microsoft Certification Program ....................................................................................................... ix Facilities.......................................................................................................................................... xv About This Course......................................................................................................................... xvi Prerequisites.................................................................................................................................xviii Course Outline............................................................................................................................... xix Virtual Machine Environment......................................................................................................... xxi Demonstration: Using MSL Lab Launcher ...................................................................................xxiii Demonstration: Using the Lab Launcher and Virtual Server........................................................ xxv

Module 1: Introduction to Microsoft Windows SharePoint Services 3.0 Module Overview.......................................................................................................................... 1-1 Lesson 1: Introduction to the Windows SharePoint Services Environment ................................. 1-2 Lesson 2: Overview of Windows SharePoint Services Components ......................................... 1-20 Lesson 3: Overview of Site Components ................................................................................... 1-35 Lesson 4: Introduction to Administering Windows SharePoint Services.................................... 1-45 Lab 1: Exploring Windows SharePoint Services Administration ................................................ 1-56

Module 2: Planning and Installing Microsoft Windows SharePoint Services 3.0 Module Overview.......................................................................................................................... 2-2 Lesson 1: Planning the Installation of Windows SharePoint Services 3.0 ................................... 2-3 Lesson 2: Planning Windows SharePoint Services Topology.................................................... 2-18 Lesson 3: Performing a New Windows SharePoint Services 3.0 Installation ............................ 2-28 Lesson 4: Upgrading Windows SharePoint Services 2.0 to Windows SharePoint Services 3.0 2-45 Lab 2: Planning and Installing Windows SharePoint Services 3.0............................................. 2-54

Module 3: Administering and Managing Windows SharePoint Services Servers Module Overview.......................................................................................................................... 3-1 Lesson 1: Configuring Server Security......................................................................................... 3-2 Lesson 2: Managing Web Applications ...................................................................................... 3-15 Lesson 3: Managing Sites .......................................................................................................... 3-31 Lesson 4: Maintaining Servers ................................................................................................... 3-42 Lesson 5: Monitoring Performance............................................................................................. 3-57 Lab 3: Administering and Managing Windows SharePoint Services Servers............................ 3-64

Module 4: Administering Windows SharePoint Services 3.0 Sites Module Overview.......................................................................................................................... 4-1 Lesson 1: Managing Site Collections ........................................................................................... 4-2 Lesson 2: Controlling Access to Windows SharePoint Services Sites....................................... 4-13 Lesson 3: Customizing Sites ...................................................................................................... 4-25 Lab 4: Windows SharePoint Services 3.0 Site Administration ................................................... 4-33

Module 5: Working with Windows SharePoint Services 3.0 Module Overview.......................................................................................................................... 5-2 Lesson 1: Working with Windows SharePoint Services Sites...................................................... 5-3 Lesson 2: Creating and Managing Lists and Surveys................................................................ 5-16 Lesson 3: Managing Libraries .................................................................................................... 5-26 Lesson 4: Working with Microsoft Office 2007 ........................................................................... 5-35 Lab 5: Working with Windows SharePoint Services 3.0............................................................. 5-47 Course Evaluation ……………………………………………………………………………………..5-56

Index ..................................................................................................................I-1

Module 01: Introduction to Microsoft® Windows® SharePoint® Services 3.0

Table of Contents Module Overview 1-1

Lesson 1: Introduction to the Windows SharePoint Services Environment 1-2

Lesson 2: Overview of Windows SharePoint Services Components 1-20

Lesson 3: Overview of Site Components 1-35 Lesson 4: Introduction to Administering Windows

SharePoint Services 1-45 Lab 1: Exploring Windows SharePoint Services

Administration 1-56

Information in this document, including URL and other Internet Web site references, is subject to change without notice. Unless otherwise noted, the example companies, organizations, products, domain names, e-mail addresses, logos, people, places, and events depicted herein are fictitious, and no association with any real company, organization, product, domain name, e-mail address, logo, person, place, or event is intended or should be inferred. Complying with all applicable copyright laws is the responsibility of the user. Without limiting the rights under copyright, no part of this document may be reproduced, stored in or introduced into a retrieval system, or transmitted in any form or by any means (electronic, mechanical, photocopying, recording, or otherwise), or for any purpose, without the express written permission of Microsoft® Corporation.

The names of manufacturers, products, or URLs are provided for informational purposes only and Microsoft® makes no representations and warranties, either expressed, implied, or statutory, regarding these manufacturers or the use of the products with any Microsoft technologies. The inclusion of a manufacturer or product does not imply endorsement of Microsoft of the manufacturer or product. Links are provided to third party sites. Such sites are not under the control of Microsoft and Microsoft is not responsible for the contents of any linked site or any link contained in a linked site, or any changes or updates to such sites. Microsoft is not responsible for webcasting or any other form of transmission received from any linked site. Microsoft is providing these links to you only as a convenience, and the inclusion of any link does not imply endorsement of Microsoft of the site or the products contained therein.



Microsoft® and Microsoft® Windows Mobile Microsoft, Access, Active Directory, ActiveX, BizTalk, Excel, Groove, Hyper-V, InfoPath, Internet Explorer, OneNote, Outlook, PivotTable, PowerPoint, SharePoint, SQL Server, Visio, Visual Basic, Visual Studio, Windows, Windows Mobile, Windows PowerShell, Windows Server and Windows Vista are either registered trademarks or trademarks of Microsoft® Corporation in the United States and/or other countries.

The names of actual companies and products mentioned herein may be the trademarks of their respective owners.

Version 1.2

Module 01: Introduction to Microsoft® Windows® SharePoint® Services 3.0 1-1

Module Overview

Objectives After completing this module, you will be able to:

• Describe the Windows SharePoint Services environment. • Describe the Windows SharePoint Services components. • Describe the site components. • Explain Windows SharePoint Services administration. Windows SharePoint Services is available as a free download from the Microsoft Download center. The Windows SharePoint Services components include Web applications and application pools, site collections, and subsites. Windows SharePoint Services also consists of site components such as Web parts, Windows SharePoint Services lists, and Windows SharePoint Services library.

1-2 Module 01: Introduction to Microsoft® Windows® SharePoint® Services 3.0

Lesson 1: Introduction to the Windows SharePoint Services Environment

Objectives After completing this lesson, you will be able to:

• Describe the features of Windows SharePoint Services. • Identify the differences between Windows SharePoint Services and Office

SharePoint Server 2007. • Describe the features of Windows SharePoint Services SP1. • Describe the benefits of deploying Windows SharePoint Services. • Describe the benefits of deploying Windows SharePoint Services on Windows Server

2008. • Describe a server farm. • Describe the server roles in Windows SharePoint Services. Windows SharePoint Services 3.0 provides easy access to documents and provides information required to make well-informed decisions. The features of Windows SharePoint Services include a Web-based collaboration service, a document storage system, and a development platform to help teams stay connected. Office SharePoint


Server 2007 extends the functionality of Windows SharePoint Services. You can deploy Windows SharePoint Services in your organization for a consistent interface and easy integration with .NET Framework. In Windows SharePoint Services, a server farm is a collection of networked servers that work together to provide the server-side resources. When you install Windows SharePoint Services 3.0, you can configure three distinct server roles, namely: the Web Front End (WFE) server role, the database server role, and the search server role.

Note: You can download worksheets that will help you plan your Windows SharePoint Services deployment from “Planning worksheets for Windows SharePoint Services 3.0” at http://technet.microsoft.com/en-us/library/cc288346(TechNet.10).aspx.


What Is Windows SharePoint Services?

Introduction The Windows SharePoint Services technology is included as a part of Microsoft® Windows® Server® 2003 and is available separately as a free downloadable program. Windows SharePoint Services 3.0 helps teams stay connected by providing easy access to documents and information required to make well-informed decisions. Windows SharePoint Services 3.0 is a free add-on service for Windows Server 2003 or Microsoft® Windows® Server® 2008.

Features of Windows SharePoint Services 3.0 The following table provides the features of Windows SharePoint Services.

Feature Description

Web-based collaboration service

You can use Windows SharePoint Services to create specialized Web sites which help you to share information and develop and store documents. You can also organize meetings, conduct surveys and discussions, and connect to back-end or front-end applications by using Web parts. In addition, you can ensure that team members can collaborate on projects by using a Web browser or Microsoft Office® applications.

Document storage system

You can use Windows SharePoint Services as a document storage system that simplifies document sharing. Windows SharePoint Services stores documents in libraries. Each document listed in the library describes the metadata contained in a single document. The metadata includes file


Feature Description information, such as date last modified, version information, name of author, and other definable information. Windows SharePoint Services also supports special library types for pictures or forms. You can add documents to document libraries. Other users can access these documents by using a Web browser or a compatible application such as Microsoft Office 2007. You can also collaborate on document creation by checking out documents modifying the documents, and then checking the documents back into Windows SharePoint Services.

Development platform

You can use Windows SharePoint Services as a development platform. For example, in-house developers or third-party vendors can write applications that use Web services to access SharePoint sites. These developers can write Web parts to provide accessibility to back-end applications through a browser.


Windows SharePoint Services vs. Office SharePoint Server 2007

Introduction Office SharePoint Server 2007 and Windows SharePoint Services can work together. Office SharePoint Server 2007 extends the functionality of Windows SharePoint Services by aggregating all diverse sources of knowledge inside and outside an organization into a central portal for all users. From the central portal, you can gain access to all information that is relevant to your role within the organization. This portal can include information from other Web sites, file servers, and Microsoft® Exchange Server® public folders.

Features Supported by Office SharePoint Server 2007 The following table lists the features supported by Office SharePoint Server 2007 in comparison to Windows SharePoint Services.

Features Description Windows SharePoint Services

Office SharePoint Server 2007

Site provisioning The site provisioning feature allows the creation of Yes Yes




SharePoint sites based on existing or custom templates.

Collaboration The collaboration feature, enables team members toaccess the same information on the SharePoint sites and simplifies communication between team members. The collaboration options include Wikis, blogs, integration with Microsoft Office applications, and mobile device support.

Yes Yes

Security infrastructure

The security infrastructure feature provides security for all objects on the SharePoint sites. You can configure security at the site, subsite, list, or individual item level.

Yes Yes

Alerts and timer jobs

The alerts and timer jobs feature provides e-mail alerts when you make changes to SharePoint sites. This feature provides for regular scheduled processes to run on the SharePoint server.

Yes Yes

Business data catalog

The Business data catalog feature integrates external data into the Office SharePoint Server 2007. This integration provides access to external data that resides within back end line-of-business applications. You can also provide for the display of and interaction with external data through a set of Business Data Web Parts.

No Yes

Excel services The Excel services feature allows spreadsheet authors to share spreadsheets that use the new business intelligence (BI) functionality through the browser. The fully interactive, data-bound spreadsheets include charts, tables, and Microsoft® PivotTable® views that can be created as part of a portal, dashboard, or business scorecard, without requiring any development.

No Yes

User profiles and audiences

The user profiles feature stores personal information for system users. User properties that are imported are bound to corresponding properties in Office SharePoint Server 2007. New properties can also be created. You can use Web Part pages, Web Parts, and content to target distribution lists and groups, in addition to other SharePoint audiences.

No Yes

My Sites The My Sites feature provides users an opportunity to aggregate their own information. Significant enhancements include social networking and privacy controls. Other enhancements include improvements in SharePoint Sites and Documents Aggregation Web Parts, and Colleagues and Memberships Web Parts.

No Yes

Enterprise search You can use the enterprise search methods to enable indexing and searching of more than 200 file types in many enterprise content sources. These sources include files shares, Web sites, SharePoint

No Yes




sites, Exchange Public folders, and Lotus Notes databases. By using this feature, along with Protocol Handlers and iFilters you can extend additional third party repositories and file types.


Features of Windows SharePoint Services SP1

Introduction Windows SharePoint Services SP1 helps you to keep your installation up-to date with the latest security enhancements, product feature enhancements, and fixes for common problems.

Features of Windows SharePoint Services SP1 Windows SharePoint Services SP1 adds the following functionality to Windows SharePoint Services:

• Supports Windows Server 2008 with IIS 7.0 Windows Server 2008 with IIS 7.0 enhances the administration experience of SharePoint Products and Technologies with improvements in manageability, performance, and security. Both Windows SharePoint Services and Office SharePoint Server 2007 require SP1 to install them on Windows Server 2008. To install on Windows Server 2008, you can use the slipstream version of the Windows SharePoint Services download that includes SP1. If your deployment of Windows SharePoint Services uses Microsoft® SQL Server™ 2005 Embedded Edition (SSEE), you must install SSEE SP2 before you upgrade to Windows Server 2008.


• Supports creating Web Parts by using AJAX With Windows SharePoint Services 3.0 SP1 and Office SharePoint Server 2007 SP1, you can use AJAX to create custom Web parts. You can develop Web parts for asynchronous post-pack by using either the Microsoft AJAX 1.0 Control toolkit for Microsoft® ASP.NET or the AJAX 1.0 Extensions for ASP.NET. You must first install and configure SP1 and the AJAX Extensions. In addition, AJAX components need to be downloaded and installed separately because they are not included with Windows SharePoint Services SP1.

• Provides new operations and properties for the Stsadm.exe Windows SharePoint Services SP1 includes the following new Stsadm.exe command-line tool operations:

• Mergecontentdbs. This command permits a site collection to be moved from one content database to another when the parameters sourcedatabasename and destinationdatabasename are specified.

• Renamesite. This command is used to change the URL of a host-named site collection to a new URL.

• Includes over 60 hot-fixes across all areas of SharePoint Products and Technologies

You can use Windows SharePoint SP1 to download the latest updates of Windows SharePoint Services. Windows SharePoint Services SP1 contains significant security enhancements, stability, and performance improvements.

Note: Windows SharePoint Services 3.0 and Office SharePoint Server 2007 are the last SharePoint Products and Technologies versions that can run on 32-bit hardware and operating systems.


Benefits of Deploying Windows SharePoint Services

Introduction Windows SharePoint Services provides important business benefits that enhance and simplify user collaboration and provide a scalable and secure storage infrastructure.

Provides Consistent Experience Windows SharePoint Services provides a familiar interface for end-users to access data. You can use Microsoft® Office 2003 or Microsoft® Office 2007 to easily create document workspaces and use team-collaboration Web sites to share information. You can use Web browsers to download and upload documents from SharePoint sites. If you already have a working knowledge of Web browsers and Office2007, the training cost to learn this new technology automatically reduces.

As a solution developer, you can use Windows SharePoint Services as a user-interface technology, a data-storage technology, and an object model to create advanced sharing solutions. You can choose any Microsoft .NET Framework development and database tools to develop, test, and tune your Windows SharePoint Services solutions.

Additionally, you can use your existing knowledge of Windows Server 2003, or Windows Server 2008 and SQL Server. This leveraging can be done by using well-known tools and procedures to deploy and manage Windows SharePoint Services.


Provides Consistency and Integration with the .NET Framework The .NET Framework provides a scalable, flexible, and secure foundation for building, deploying, and managing enterprise Web applications, including Windows SharePoint Services Web sites. You can easily add information from enterprise applications to Windows SharePoint Services sites by using the support for Web services that is included in the .NET Framework.

Provides Integrated Storage Strategy Windows SharePoint Services uses SQL Server databases to store all content and configuration information. Small organizations with a small number of Web sites can use SQL Server 2005 Express Edition. Large organizations can use SQL Server 2000 or SQL Server 2005 Standard or Professional Edition.

You can use a single, consistent, integrated data-storage platform in your organization, which may increase productivity and reduce daily development, deployment, and management costs. The long-term strategy for storage technology is to take advantage of SQL Server relational database technology and XML data-storage technology wherever possible. However, you cannot utilize the full-text search indices and the files used by the backward-compatible document management system. This problem occurs because the SQL Server databases store all content, configuration information, and other Windows SharePoint Services data.

Supports Web browsers Although administrative tasks on SharePoint sites are optimized for level 1 browsers that support ActiveX® controls, such as Internet Explorer®, Windows SharePoint Services 3.0 also provides support for other browsers that are commonly used.

Other Web browsers provide basic functionality, so that users can both read and write in SharePoint sites and perform site administration. However, because of the functionality differences within different browsers, user experience will vary. Other supported browsers include:

• Firefox® 1.5 • Mozilla® 1.7 • Netscape Navigator® 7.2 for Linux® • Netscape Navigator® 8.1 for Windows® • Safari® 2.0 for Macintosh®


Benefits of Deploying Windows SharePoint Services on Windows Server 2008

Introduction You can deploy Windows SharePoint Services on Windows Server 2008. Windows Server 2008 includes several new and enhanced capabilities. These capabilities significantly enhance several aspects of the management, security, reliability, and performance of Web applications that are directly applicable to Windows SharePoint Services development and deployment.

Manageability Windows Server 2008 provides an enhanced range of facilities that improve the management of Web solutions. The following table describes some of the additional features provided by Windows Server 2008. Feature Description

Server Manager The most visible new feature in Windows Server 2008 is Server Manager, which presents a consolidated interface that allows you to manage the server configuration. From Server Manager, you can also access the administration tools for each server role installed.


Feature Description

IIS 7.0 Some of the changes that have been made to IIS that benefit Windows SharePoint Services are:

• Request Tracing • Dynamic configuration and improved availability. • New task-based Management Console • IIS 7.0 command-line interface • IIS 7.0 Windows Management Interface • Worker Process Isolation • Modules

Windows PowerShell™ Some of the advantages provided by Windows PowerShell for Windows SharePoint Services include:

• Full access to the Windows SharePoint Services configuration from the command line.

• Cmdlets for managing server settings. • Ability to build custom applications without developing

and deploying compiled applications.

Virtualization with Hyper-V® Windows Server 2008 includes Hyper-V, a new hypervisor-based virtualization feature, which allows for hosting of multiple virtual machines on a single physical server. The benefits of implementing Hyper-V on Windows SharePoint Services are:

• Server consolidation • Live snapshots • Test and development

Security As site topologies and deployment architectures become more complex, it is critical that security management capabilities also need to become more powerful, efficient, and flexible.

Windows SharePoint Services uses Windows Server 2008 server roles and features to determine the components that are required for different types of solutions. The most common role is the Web server role. The most important security aspect of role selection is that the application surface area is minimized by the installation of only those specific features required to support that role. This increases the security because features that are not required are not installed on the server. This control over the application surface area is further extended by the modular structure of IIS 7.0.

Windows Server 2008 includes many improvements in security administration. For example, you can use Security Configuration Wizard to improve the security of individual servers, or create Group Policy objects to apply consistent security to multiple servers.

Windows Server 2008 itegrates the capabilities of both Windows Firewall and Internet Protocol security (IPsec) into a single consolidated interface with the Windows Firewall with Advanced Security Microsoft Management Console (MMC) snap-in. This facility,


which is enabled by default, both consolidates and simplifies firewall and IPsec management.

In Windows SharePoint Services deployments, additional security rules can be quickly defined through simplified rule creation wizards that harden the security infrastructure of the servers in those deployments.

Reliability and Performance Windows Server 2008 incorporates a wide range of changes to improve the efficiency and reliability of the operating system, and how it handles networking. Some of the changes include:

• TCP/IP implementation. The new TCP/IP implementation in Windows Server 2008 contains optimization for high-latency networks, and this helps to improve the performance.

• IPsec negotiation. In Windows Server 2008, IPsec negotiation has been enhanced to improve performance almost to the level of unprotected traffic.

• Reliability and Performance Monitor. You can use the Reliability and Performance Monitor console to monitor the performance of hardware resources and applications in real time. Data sources for performance and reliability can be customized through the console. You can also generate standard and custom reports. You can set thresholds on performance metrics and define automated actions when these thresholds are reached or exceeded. You can also review historical data.


What Is a Server Farm?

Introduction A server farm is a collection of networked servers. These servers work together to provide the server-side resources that your organization requires.

What Is a Server Farm? A server farm is the largest unit of administration. You can cluster multiple servers in a server farm to represent a single entity or resource, such as a Web server or a specific application server. In these situations, you can configure the server farm to distribute requests among the servers in the cluster, based on workload and availability. You can also use server farms to provide a degree of redundancy for particular server roles. For example, if a Web server fails, your server farm can automatically route incoming requests to a second Web server. You can use server farms as a more scalable and flexible alternative to upgrading existing servers by adding hardware.

Advantages of Server Farms Advantage Description

Flexible, scalable Web Front End solution You can use hardware or software network load balancing to distribute incoming Hypertext Transfer Protocol (HTTP) requests evenly between Web servers, based on their availability. You can easily add servers to the farm to handle the increase in


Advantage Description demand as the number of visitors to your site increases. This approach also enables you to minimize downtime for your site. If a Web server fails, requests are distributed among the remaining servers until the faulty server is online again.

Moving server roles between servers You can move server roles between servers in your farm to handle the demands made on the disks, memory, and processors of individual servers. This enables you to scale your solution as demand increases or changes. For example, an organization may initially deploy a small Windows SharePoint Services server farm consisting of one WFE server and one database server. If the number of users or demand increases, you can add an additional WFE server.

Improving database availability You can use server farms to improve database availability. SQL Server 2005 supports four main techniques to provide high database availability— failover clustering, database mirroring, log shipping, and replication. You can use all these techniques in addition to replication with the databases in your Windows SharePoint Services solution.


Server Roles in Windows SharePoint Services

Introduction When you install Windows SharePoint Services 3.0, you can configure three distinct server roles—the Web Front End server role, the Database server role, and the Search server role. You can install each role on a single machine or distribute the roles across your server farm.

Windows SharePoint Services 3.0 Server Roles The following table provides a detailed description of Windows SharePoint Services 3.0 server roles.

Server Role Description

Web Front End server role In Windows SharePoint Services 3.0, the Web Front End (WFE) server role receives and responds to HTTP requests. The WFE servers host the SharePoint Web application in Internet Information Services (IIS). The WFE servers send queries and update database servers in response to the HTTP requests. As the WFE server is the only server role that is directly exposed, you can install the server role behind a firewall or behind a hardware load-balancing device on your perimeter network.


Server Role Description The WFE contains the majority of .NET .dll files that are used to access content in the database and format the content for use. The WFE also includes the image, JavaScript®, IE behavior, and other relevant files needed by the browser. All SharePoint features, site definitions, and localization files are stored on the WFE server. Furthermore, SharePoint installs a number of Windows services on the WFE computers that are used to communicate with other servers in the farm and perform farm administration services. For instance, the Timer service in Windows SharePoint Services searches for creation or deployment of any new IIS Web applications. The Timer service downloads the required files Appropriate changes are made locally.

Database Servers The database server role is the server on which you install the SQL database. The database server sends queries and updates the database in response to requests recieved from WFE servers. In SharePoint, the database can be on the same server or on a different server from the server performing the WFE role. However, when you move to a Web farm deployment, your first step is the installation of the WFE server role and the database server role on separate computers. This increases redundancy and makes it easier to add additional servers to the farm when required. For Internet and extranet deployments, you can isolate the database server role from the WFE server role to enhance security. You can install your database server on a separate network from your WFE servers for security, or use a proxy server such as Microsoft® ISA Server® 2006 to isolate the server roles. You can use separate database servers if you have a separate database administrator team.

Search server role In Windows SharePoint Services 3.0, the search service is the only application server role. The search and index service maintains an index of the content on your file system and uses this index to respond to user searches. By default, the search service runs on one of your WFE servers, depending on the WFE that you configured to perform the indexing during provisioning. You can run the Windows SharePoint Services Search service on only one server per Web application. In a typical five-server farm, consisting of two WFE servers, two clustered database servers, and one search server, the search service will run on its own dedicated server.


Lesson 2: Overview of Windows SharePoint Services Components


• Describe the purpose of the Central Administration Web site. • Explain the features and functionality of the Central Administration Web site. • Describe Web applications and application pools. • Describe the steps to create Web applications and application pools. • Describe the guidelines for using Web applications. • Describe site collections. • Describe the steps to create a site collection. • Describe the guidelines to create a site collection. Windows SharePoint Services consists of various components that are used to create SharePoint sites. There are three types of components to back up and restore the application that uses the Windows SharePoint Services 3.0. A Web application is a container for Windows SharePoint Server site collections. A Web application can be associated with one or more content databases and are based on ASP.NET® 2.0. A Web


application pool is a group of one or more URLs that are served by a worker process or by a set of worker processes. Each application pool can contain multiple applications.

Site collections consist of a top-level site, subsites, and the content contained in those sites. If you have the appropriate permissions, you can create a new site collection.


What Is SharePoint Central Administration Web Site?

Introduction SharePoint 3.0 Central Administration is a new application and site created while running the Windows SharePoint Services setup program. The Web pages in this Web application provide high-level administrative links. These links are used to configure the entire Windows SharePoint Services server and all Web farm settings.

SharePoint Central Administration Web Site You can access Central Administration Web pages by using the administration port for the Web application. If you configure settings on the Central Administration Web site, the settings are applied to all servers and SharePoint applications by default. You can also specify unique settings for each SharePoint application.

You can view the Central Administration Web pages, only if you are a member of the local Administrators group for the server computer or a member of the SharePoint farm administrators group. The following are the features of the Central Administration Web page:

• The Central Administration Web site is a standard SharePoint site. The site is more functional in terms of assigning and managing tasks and searching content than the previous version.


• The Central Administration Web site provides three links on the top navigation bar—Home, Operations, and Application Management. The Operations and Application Management pages store the links to all administrative tasks.

• The Administrator Tasks list contains a default set of tasks that are created when Windows SharePoint Services is installed. These set of tasks help you complete the server configuration after deployment. This task list is similar to any other task list on a SharePoint site, in terms of adding and removing items.

Note: The Home, Operations and Application Management pages are also accessible through the breadcrumbs on the left side of each page.


Demonstration: How To Use the Central Administration Web Site

The instructor will provide a demonstration to show you how to use the Central Administration Web site.


What Are Web Applications and Application Pools?

Introduction All Windows SharePoint Services sites use Web applications. The default SharePoint Web application is an IIS Web site that hosts a Windows SharePoint Services Web application. Application pools enable remote access of Web applications. Application pools keep track of actions performed by the applications. If one application fails, it does not affect other applications. Windows SharePoint Services supports the new application pool model in IIS 6.0.

Web Applications In Windows SharePoint Services, a Web application is an IIS Web site that is provisioned with Windows SharePoint Services functionality. Web applications establish the URL to access the SharePoint Web site. To activate Windows SharePoint Services functionality on Windows Server 2008 server that runs IIS 7.0, you must create a Web application that will host the Windows SharePoint Services site collections. By creating the Web application, you can configure all requests for that Web site to be redirected to Windows SharePoint Services. Web applications are based on ASP.NET 2.0. When you create the Windows SharePoint Services Web site on the Central Administration Web site, a new application pool using ASP.NET 2.0 is configured in IIS. Web applications are containers for Windows SharePoint Server site collections. A single Web application can contain


multiple site collections. Web applications are associated with one or more content databases. One content database is automatically created when you create a Web application. When you configure the Windows SharePoint Services application, you must assign a default content database for the site. You can configure the Web application to use additional content databases after deployment.

Note: In the earlier versions of Windows SharePoint Services, a Web application was called a virtual server.

Web Application Pools IIS 6.0 in Windows Server 2003 and IIS 7.0 in Windows Server 2008 use application pools to run Web-based applications. An application pool is a group of one or more URLs that are served by a worker process or a set of worker processes. Application pools set boundaries for the applications they contain, which isolate the applications that run in the application pool from all other applications that run on the server. Each application pool can contain multiple applications. For example, you can create multiple applications in Windows SharePoint Services, and associate each application with the same application pool.


Demonstration: How To Create a Web Application and an Application Pool

The instructor will provide a demonstration to show you how to create a Web application and an application pool.


Guidelines for Using Web Applications

Introduction A single Web application may be sufficient for a small organization. However, in larger organizations, or in organizations with complicated requirements, you may need to create multiple Web applications in a single server farm.

Guidelines for Using Web applications Web applications are software or applications that need a Web browser. The following are the guidelines to use Web applications:

• Separate content. Separate content can be made available to anonymous or authenticated users. You must activate anonymous access at the Web application level so that you can create separate Web applications to simplify the configuration of permissions.

• Isolate users. Isolate users that require access to different content. For example, you can ensure that partners do not have access to intranet content. You can achieve the same by placing partner sites in a separate Web application.

• Enforce permissions. A dedicated Web application provides the opportunity to enforce permissions by policies. This is done by using the Policy for Web application page in Central Administration. For example, you can create a policy to explicitly


deny write access to one or more groups of users. Policies for a Web application are enforced even if permissions configured on individual sites or documents within the Web application do not allow the same.

• Optimize database performance. Applications achieve better performance if they are placed in Web applications with other applications of similar data characteristics. For example, the data characteristics of some sites might include a large number of sites that are small in size. In contrast, team sites encompass a smaller number of very large sites. By placing these two different types of sites in separate Web applications, the resulting databases are composed of data with similar characteristics, which optimizes database performance.

• Optimize manageability. If separate Web applications are created, it results in separate sites and databases. You can implement different limits for each site’s Recycle Bin, expiration, and size. You can also implement different service-level agreements. For example, you might allow more time to restore sites that are not critical to your business.


What Is a Site Collection?

Introduction A site collection is a group of sites on Windows SharePoint Services that exist under a top-level site. You need to grant permissions to users so that they have administrative rights to manage their sites and its contents.

What is a Site Collection? Windows SharePoint Services organizes sites into site collections. A site collection consists of a top-level site, subsites, and the content contained in those sites.

A site collection begins with a top-level Web site and includes all SharePoint sites that are inside the folder tree of the top-level site. Document workspaces and meeting workspaces, which are sites designed for specific purposes can be managed inside the site collections.

The administrators of the top-level site are the administrators for the entire site collection. Site collections share a common Web part gallery, a common list template gallery, a common site template gallery, and a set of cross-site groups.

If you have the appropriate permissions, you can create a new site collection. To create the new site collection, you should create a new top-level site by using the SharePoint


Central Administration Web site, or the Stsadm.exe command line. You can also enable Self-Service Site Creation, which allows a site member to create a new top-level site.

An entire site collection is the smallest unit that can be backed up by using the native backup tools.

Subsites Top-level sites can have subsites, which in turn can have their own subsites. A typical Windows SharePoint Services implementation will have one or more top-level sites per Web application. Those top-level sites are the starting points of site collections and might contain subsites based on the needs of the organization. Top-level sites might be based on departments or physical locations. Subsites might be based on departmental or project team needs. For example, top-level sites might be created for the marketing and sales departments at http://Fabrikam/marketing and http://Fabrikam/sales, respectively. The sales department might in turn have a subsite at http://Fabrikam/sales/projects, which in turn might have a subsite at http://Fabrikam/sales/projects/campaigns.


Demonstration: How To Create a Site Collection

The instructor will provide a demonstration to show you how to create a site collection.


Guidelines for Creating Site Collections

Introduction A set of Web sites in a site collection contains shared administration settings and common features. A single site becomes difficult to maintain when it contains excess content or many users log on to the site. Multiple site collections can be complex to manage because it may not be easy to locate the content required by users. Users with administrative rights can monitor the activities on the site.

Guidelines for Creating Site Collections It is important to determine the number of site collections that you want to create when you deploy Windows SharePoint Services. A single site collection can contain thousands of sites. You can also create multiple site collections to enable separate user access and administrative permissions to secure the content of the sites. Permissions and navigation are isolated at the site-collection level in the following ways:

• Subsites within a site collection can inherit permissions from the top-level site. • Site collections cannot inherit permissions from other site collections. • Site collections do not have built-in navigation to other collections. If you do not need to isolate the administration of sites and user access, you can create subsites under the existing site collection. By doing this, you make it easier for users to


access the content on each site. Subsites also make it easier to share Web site components such as:

• Master pages • Page layouts • Site templates and site quota templates • Recycle bins • Usage reports • Content Types • Workflows


Lesson 3: Overview of Site Components


• Explain the purpose of Web parts. • Explain the purpose of lists in Windows SharePoint Services. • Explain the use of libraries in Windows SharePoint Services. • Describe how to integrate Microsoft Office with Windows SharePoint Services. Web parts play a major role in Windows SharePoint Services. They are software components that run on a Windows SharePoint Services server and display output on a Web page. You can use SharePoint sites list for adding, sorting, and removing items. You can use SharePoint libraries for storing, controlling, and maintaining various types of documents. In addition, you can use Microsoft® Office SharePoint® Designer 2007 to modify and customize SharePoint sites.


What Are Web Parts?

Introduction Web parts are software components that form an integral part of the user experience with Windows SharePoint Services. They run on a Windows SharePoint Services server and display the output on a Web page. For example, Web parts such as document libraries and lists provide hyperlinks to the content that is stored in the SQL Server content database.

Customize Code Assembly A Web part is a code assembly component that you can customize as required. You can customize Web parts by using the ASP.NET custom control to create program codes. The program code is a compiled object that serves your intended purpose. For example, a Web part may display data contained in lists, such as Announcements or Contacts, or connect to an application such as SAP. It then displays the data generated by that application by creating an HTML code for that data.

Enable Functionality in SharePoint Sites You can use Web parts on one or more Web part pages in a SharePoint Web site or a workspace. They provide functionality in SharePoint sites. For example, Web parts may display summary information from lists, libraries, or applications. They also provide links


to add new instances of the resource or to interact with an application. You can interpret the type of a Web part from its title. The title of a Web part serves as a link to a page that shows all the resources belonging to the type of the Web part. For example, when you click the Announcements Web part, you are directed to a Web page where you can add a new announcement. A Web part also provides a control menu to manage it.


What Are Windows SharePoint Services Lists?

Introduction A Windows SharePoint Services list is a collection of data that can be accessed by any user who has permission to view the list. The SharePoint site lists refer to the content in SQL content databases. The SQL content database stores the content in tables, instead of storing it on HTML pages. You can configure Web Part Pages to include Web parts that display the lists. Lists can be categorized into three types:

• Basic list • Custom list • Special list

Basic Lists All SharePoint sites include a set of built-in lists that include different types of data. All Web parts share similar functionality to add, sort, and remove items. Users with the appropriate permissions can create many lists. However, you can add lists that exist as Web parts. For example, the Members list displays the list of team members for a particular site. The following are the basic lists and their functions that users with the Manage List permission can create:

• Announcements. An announcements list contains site-related general information.


• Calendar. A calendar list displays the upcoming meetings or other calendar events. • Contacts. A contacts list provides details of people whom a user may need to contact.

Users can synchronize their contacts list by using Microsoft® Office Outlook®. • Events. An events list provides a list of important dates. • Issue Tracking. The issue tracking list includes miscellaneous items that the site

users need to address. • Links. A links list provides a list of hyperlinks to other Web pages. • Tasks and Project Tasks. The tasks list is a to-do list for site users. Project tasks are

displayed in Gantt chart format.

Custom Lists If the basic lists do not meet your requirements, you can create custom lists formatted with your own columns of data and metadata. A custom list is a customized set of defined columns. There are two types of custom lists:

• Custom List in Datasheet View. This list displays data in SharePoint sites in a spreadsheet-type of view. For datasheet views, you need to have a Windows SharePoint Services–compatible datasheet program installed, such as Microsoft Office 2007.

• Import Spreadsheet. This list helps you to define a range of cells from an existing spreadsheet to use as a list in Windows SharePoint Services.

Note: If you import a spreadsheet into a custom list, there is no relationship between the spreadsheet and the site list. If you change the spreadsheet, the list is not updated automatically. You can synchronize data by creating links.

Special Lists Most advanced Web parts provide additional functions beyond the basic list behavior. You can classify special lists as:

• Surveys. Windows SharePoint Services provides surveys to poll site users. Surveys are lists with a column for each question you want to ask. The survey Web part helps you to compile and view survey results.

• Discussion Boards. Discussion board is a forum that provides multiple threaded discussions on any topics. Discussion boards can be subject to content approval of the site owner. This prevents the posting of inappropriate comments on any topic.


What Are Windows SharePoint Services Libraries?

Introduction A Windows SharePoint Services library is a list that has a document or other type of file attached to each record in the database. A Windows SharePoint Services library serve as repositories and reside in SQL databases. Libraries also provide support for keeping multiple versions of a document.

Libraries are Repositories for Documents The document library is a list that helps you to share documents between site members. It is designed for storing, controlling, and maintaining various types of documents and their settings. You can create documents in the library directly, based on a template that uses a specific application. You can also upload existing documents into the document library.

Libraries Reside in SQL Databases All the content of Windows SharePoint Services is stored in SQL Server. Storing files in SQL Server databases is more advantageous than storing files in network file shares because of the following reasons:

• Custom properties of documents are stored with the documents.


• Two different views, personal and shared views, which provide sorting and filtering of documents, are available.

• The content approval feature, which that controls the addition of documents to the library, is available.

Libraries Support Check-in and Check-out Processes Windows SharePoint Services helps users to keep multiple versions of documents and to check documents in and check out documents while editing. Checking-out of documents can be done in two ways—explicit check out or implicit check out.

• Explicit Check Out. Users can maintain exclusive write access to a document by checking it out. When a user checks out a document, it is flagged and only that user has the right to save changes to the document. Other users have only read access to the last saved version of the document.

• Implicit Check Out. You can also edit a document without explicitly checking it out. If you click a file in a document library and if the file name extension is bound to an application, the file will open in a read-only mode. An application such as Microsoft® Word® 2003 can set a short-term file lock on the document. This prevents other users from editing the file while it is open.

Note: If versioning is not available by default, you can activate it separately for each document library.

Library Types The following table describes the functions of various libraries types that are supported by Windows SharePoint Services.

Library type Function

Document library Document libraries are based on templates and can contain folders and any type of documents.

Picture library Picture libraries make organizing and sharing of digital pictures and graphics simple. They provide three types of views—detailed list, thumbnails, and filmstrip.

Form library Form libraries helps share XML-based forms that gather similar type of information. Each form library is associated with a single form template. You can use Microsoft® Office InfoPath® 2007 to create and publish forms to the form library.

Wiki Page library Wiki Page libraries provide a site for storing Wiki pages. This library supports pictures, tables, hyperlinks, and Wiki linking.


Integration of Microsoft Office with Windows SharePoint Services

Introduction Windows SharePoint Services and Microsoft Office are designed to work together. However, there are different levels of integration between Windows SharePoint Services and Office 2007 and its earlier versions. Office® 2000 and Office XP® provide a few integration features with Windows SharePoint Services. Office 2003 provides additional integration features, while Office 2007 provides the highest level of integration.

Integration with Office SharePoint Designer 2007 You can use Office SharePoint Designer 2007 to modify and customize SharePoint sites. You can do this by using list views, editing pages, adding Web parts to pages, and design templates for SharePoint sites. You can also use the tracking and reporting features to generate usage statistics.

Note: You cannot use any version of Microsoft Office FrontPage to modify Windows SharePoint Services 3.0 sites.


Comparison of Integration Features The following table describes the integration features between Windows SharePoint Services and Office 2003 and 2007.

Office and SharePoint integration feature Description 2003 client 2007 client

Enterprise Content Management

This feature helps: • Publish documents to server to

activate the content management tasks on the client for example, start and/or participate in approval or review workflows from within the Office client.

• Access content management features from the client, for example, autogenerated document settings.

Partially supported

Fully supported

Information Rights Management (IRM)

This feature protects the document from:

• Unauthorized access. • Being distributed from within the

Office client applications.

Partially supported

Fully supported

Microsoft® PowerPoint® slide libraries

This feature helps: • Publish slides to a server where

they can be easily shared. • Access slides on Slide Library from

within PowerPoint. • Receive notifications if a slide in a

library changes.

Not supported Fully supported

Excel services

This feature helps publish: • Publish Excel spreadsheets to the

server for centralized management.• View-browser-based spreadsheet

and access control.

Partially supported

Fully supported

Electronic forms

This feature helps: • Publish forms to the server to

enable browser-based access for data collection.

• Initiate workflows. • Initiate additional forms

management tasks from the InfoPath client.

Partially supported

Fully supported

Microsoft Office Outlook and SharePoint integration

This feature helps: • Keep a synchronized copy of

SharePoint Calendars, Tasks, and Contacts.

• Provides an offline access to SharePoint Document Libraries in Outlook.

Partially supported

Fully supported

Microsoft Office Access This feature helps move access data to Not supported Fully


Office and SharePoint integration feature Description 2003 client 2007 client

and SharePoint integration

a centrally managed SharePoint site. This SharePoint site can be managed and is accessible by the client or a browser.

supported

Microsoft® Groove® and SharePoint Integration

This feature helps create a synchronized copy of SharePoint Document Libraries offline in a Groove Workspace.


Microsoft® OneNote® and SharePoint Integration

This feature helps store a Shared Notebook in a SharePoint Document Library. This storage allows multiple OneNote users to edit the content collaboratively.



Lesson 4: Introduction to Administering Windows SharePoint Services


• Explain the configuration tasks for administration levels. • Describe the Stsadm.exe command-line tool. • Use the Stsadm.exe command-line tool. • Explain security in Windows SharePoint Services installation. • Describe the Best Practices Analyzer. The Central Administration Web site is used to configure a virtual server, a site administration page, and security settings. It is used to configure and manage settings for the Windows SharePoint Services farm. You can also use the Stsadm.exe command-line tool to perform administrative tasks. Windows SharePoint Services provides a role-based security model to manage user access to SharePoint sites. You can use the Best Practices Analyzer to create detailed reports to increase performance, scalability, and uptime.


Overview of Administering Windows SharePoint Services

Introduction In Windows SharePoint Services 3.0, SharePoint components can be configured at following three different levels:

• Farm-level • Site-collection level • Site-administration level

Farm Level The Central Administration Web site helps you to configure farm level settings. These settings apply to all site collections in the farm. The following table describes the settings that you can configure at the farm level.

Settings Description

Server Settings This setting helps you configure: • Services running on each server. • Database and Search servers. • E-mail message settings.

Backup and Restore Settings

This setting helps you to: • Backup and restore the entire farm.


Settings Description • View the backup and restore history.

Web Application Settings This setting helps you to: • Create or extend Web applications. • Remove Windows SharePoint Services from the Internet

Information Services (IIS) Web site. • Delete a Web application. • Configure alternate access mappings (AAMs). • Define managed paths. • Configure Web application settings. • Create or delete content databases.

Note: To configure the farm-level settings, access the SharePoint Central Administration Web site.

Site-Collection Level You can configure some settings at the site-collection level. The Central Administration Web site helps you to create a site connection. You can then access the top-level page in the site collection to configure the settings. These settings apply to all sites in the collection. The following table describes the settings that you can configure at the site- collection level.


Recycle Bin This setting is available at the site collection level. Recycle Bin stores all the content that is deleted from the SharePoint site collection. You can access Recycle Bin to recover data of any site in the site collection.

Site Collection Features This setting can be activated at the site-collection level. The only site collection feature in Windows SharePoint Services 3.0 is the Three-state workflow feature. You can use this feature to create a workflow that is triggered when an object is added or modified in a list.

Permissions This setting, assigned at the site-collection level, can be inherited by its subsites, by default. You must create the groups required to assign permissions in the site collection and modify permissions to lower site levels only when required.

Note: Use the Central Administration Web site to create a site collection, and then access the top-level sites to modify the site collection settings.

Site Administration Level You can configure settings at individual sites administration level by accessing the Site Settings for the associated site. The following table describes the settings that you can configure at the site administration level.


Permissions This setting helps you to configure unique permissions at the site


Settings Description level. However, all permissions on a site can be inherited from the site collection. You can also use this setting to create specific groups and permissions for sites.

Look and Feel This setting helps you modify the following settings: • Title • Description • Views • Themes • Use of the top link bar for each site

Site Settings This setting helps you configure a wide variety of settings to: • Modify the regional settings. • Add libraries and lists. • Configure user alerts and site features.

Note: To modify the site settings, access the site.


Command-Line Administration of Windows SharePoint Services

Introduction Windows SharePoint Services includes tools to help you manage the Web sites you create. You can manage Windows SharePoint Services by using Central Administration Web pages or by using the Stsadm.exe command-line locally.

The Stsadm.exe Command-Line Tool You can perform administrative tasks from the command line by using the Stsadm.exe command-line tool. This is useful for certain commands that have no equivalent on the Central Administration Web pages. For example, you can change the administration port number by using the Stsadm.exe command-line tool. This tool is also useful for running commands in scripts and batch files. For example, you can use a script to automate the backup of SharePoint sites.

Using the Stsadm.exe Command-Line Tool You can use the Stsadm.exe command to accomplish any administrative task in Windows SharePoint Services. You must run Stsadm.exe on the server hosting Windows SharePoint Services. To use the Stsadm.exe tool, you must be a member of the local Administrators group on the server. To run Stsadm.exe commands, the command prompt must be on the C:\Program Files\Common Files\Microsoft Shared\web server extensions\12\BIN directory.


Note: To avoid typing the path each time you use the command, add the path to the Path environment variable on the computer.

The first argument of the Stsadm.exe command is always an operation code, which you prefix with an –o switch and then any parameter values. You can use the following commands to change the administration port to 27555.

Stsadm.exe –o –setadminport –port 27555

• Disable Self-Service Site Creation for the specified virtual server

stsadm -o disablessc -url <url>

Some tasks such as Active Directory® directory service Account Creation mode require the Stsadm command to perform a number of administrative tasks.

• For more information on Stsadm.exe, see “Stsadm command-line tool (Office SharePoint Server)” at http://technet.microsoft.com/en-us/library/cc261956.aspx.

• To see the full list of all Stsadm.exe options, type Stsadm.exe -help.


Demonstration: How To Use the Stsadm.exe Command- Line Tool

The instructor will provide a demonstration to show you how to use the Stsadm.exe command-line tool.


Overview of Windows SharePoint Services Security

Introduction Windows SharePoint Services provides a role-based security model to control the level of access that users have to SharePoint sites. You can assign users or groups to the default site groups, which have predefined rights. You can also create site groups that have the permissions required for specialized tasks.

Windows SharePoint Services Security Windows SharePoint Services includes the following elements that secure your Web site content:

• User authentication. Authentication is the process of proving a user’s identity. Authentication ensures that the users are who they claim to be. Authentication does not define the user rights. Users are authenticated through IIS. You can configure any authentication method for the SharePoint Web applications. ASP.NET impersonation and Windows authentication are basic authentication methods that are activated for the SharePoint Web applications by default. You can use basic authentication when the clients use different browser applications to access your site. Windows SharePoint Services can also be used to authenticate external clients. All Web


browsers support basic authentication and transmit user names and passwords across the network in unencrypted form.

Caution: If you deploy Windows SharePoint Services with basic authentication, it is critical that you use Secure Sockets Layer (SSL) encryption to secure the user authentication traffic.

• Role-based access. Security settings are configured on a parent site. Subsites can inherit these security settings and can be configured to have unique security settings. The site group that is assigned to the user determines the level of access that a user has to a SharePoint site. There are three default site groups with a set of predetermined rights. These are described in the following table.

Site group Description

site_name Visitors Members of this site have read-only access to the Web site.

site_name Members Members of this site can add content to existing document libraries and lists.

site_name Owners Members of this site have full control over the Web site.

• Anonymous access. By default, SharePoint sites do not allow Anonymous access. You can control Anonymous access for each site. To activate Anonymous access at the site level, you first need to configure it in IIS Manager.

Important: If the option to activate Anonymous access is dimmed in Site Settings, it is disabled in IIS.

In addition, site collection administrators and farm administrators are the special users and groups that are available for higher-level administration tasks.


What Is the Best Practices Analyzer?

Introduction Microsoft Best Practices Analyzer for Windows SharePoint Services 3.0 is a command-line tool. The tool helps you to identify potential configuration errors in the deployment of Windows SharePoint Services 3.0, Project Server® 7.0, and Office SharePoint Server 2007. The current version of the tool is only compatible with Windows Server 2003.

Usage of Best Practices Analyzer You can use the Best Practices Analyzer tool to programmatically collect settings about the Windows SharePoint Services deployment from the SQL Server databases. The tool also helps you to collect settings about the registry on Windows SharePoint Services servers, IIS metabase, and Performance Monitor. After collecting the data, the tool displays an HTML-formatted report that provides comprehensive information about the deployment of Windows SharePoint Services. The report provides a list of various recommendations for the SharePoint environment to help you achieve greater performance, scalability, and uptime.

To use the Best Practices Analyzer tool, you need to download and extract files. After you download the file on your computer, you need to run the following command from the command line.


sharepointbpa.exe -cmd analyze -substitutions SERVER_NAME CentralAdministrationServer

In this command, CentralAdministrationServer is the name of the server hosting the SharePoint Central Administration Web site. In the command, you must capitalize the SERVER_NAME option, and replace CentralAdministratorServer with the server name that is running SharePoint Central Administration.

After the analysis is complete, you can open sharepointbpa.report.htm in a Web browser. The sharepointbpa.report.htm will be in the same location where Microsoft Best Practices Analyzer for Windows SharePoint Services 3.0 and 2007 Microsoft Office System are installed.

You can download Microsoft Best Practices Analyzer for Windows SharePoint Services 3.0 and the 2007 Microsoft Office System from http://www.microsoft.com/downloads/details.aspx?FamilyID=cb944b27-9d6b-4a1f-b3e1-778efda07df8&DisplayLang=en.


Lab 1: Exploring Windows SharePoint Services Administration

After completing this lab, you will be able to:

• Explore the Central Administration Web site. • Explore the team site interface and the site administration pages.

Estimated time to complete this lab: 30 minutes

Introduction In this lab, you will explore the Central Administration Web site. You will also explore the team site interface and the site administration pages.

Lab Setup For this lab, you will use the available virtual machine environment. Before you begin the lab, you must:

• Start the 6438A-VAN-DC1 and 6438A-VAN-WSS1 virtual machines, and then log on using the following credentials: • User name: Administrator

• Password: Pa$$w0rd


• Domain: Fabrikam

Keyboard Shortcuts While working in the Virtual Machine Remote Control Client environment, you might find it helpful to use keyboard shortcuts. All Virtual Server shortcuts include a key that is referred to as the HOST key or the RIGHT-ALT key. By default, the HOST key is the ALT key on the right side of your keyboard. Some useful shortcuts include:

• Send Ctrl+Alt+Delete to log on to the Virtual PC. • Send Ctrl+Alt+Enter to switch between full-screen and window modes.

Lab Scenario

Fabrikam Inc. is planning to deploy Windows SharePoint Services to provide a collaboration platform for the organization. As one of the network administrators at Fabrikam, it will be your responsibility to deploy and manage the Windows SharePoint Services infrastructure.

The first Windows SharePoint Services server has been deployed in your organization. You need to familiarize yourself with the administrative Web site used to manage the Windows SharePoint Services farm and the sites used to manage individual sites.


Exercise 1: Examining the Central Administration Web Site The main tasks for this exercise are as follows:

• Start the virtual servers. • Open the SharePoint 3.0 Central Administration Web Site. • Examine the Home page. • Examine the Operations page • Examine the Application Management page

Task 1: Start the virtual servers. 1. Open the 6438A Lab Launcher.

2. Start the 6438A-VAN-DC1 virtual machine.

3. Start the 6438A-VAN-WSS1 virtual machine.

Task 2: Open the SharePoint 3.0 Central Administration Web Site. 1. Log on to 6438A-VAN-WSS1 with the user name, Administrator, and the

password, Pa$$w0rd.

2. Open SharePoint 3.0 Central Administration.

Task 3: Examine the Home page. 1. On the Central Administration Web site, verify that the Home tab is selected.

2. Under Administrator Tasks, review READ FIRST – Click this link for deployment instructions. Delete the task.

3. On the Home page, open Recycle Bin. Verify that the deleted task is now in the Recycle Bin.

Task 4: Examine the Operations page. 1. On the Central Administration Web site, click the Operations tab and access the

servers on the farm page. Verify that VAN-DC1 and VAN-WSS1 are listed.

2. Identify the services running on VAN-WSS1.

3. On the Operations page, verify that three accounts are listed as members of the Farm Administrators group.

4. On the Operations page, in the Logging and Reporting section, access the Diagnostic logging page and specify the following settings:

• In the Event Throttling section, select the All category.

• In the Trace Log section, verify the following default values:

• Path: C:\Program Files\Common Files\Microsoft Shared\Web Server Extensions\12\LOGS\

• Number of log files: 96


• Number of minutes to use a log file: 30

Task 5: Examine the Application Management page. 1. On the Central Administration Web site, click the Application Management tab.

2. On the Web Application List page, examine the two Web applications listed. Identify the port number associated with the SharePoint Central Administration v3 application. This port number is required when connecting to the Central Administration site from a remote computer. In addition, Windows Firewall must be configured to accept inbound connections on this port.

3. From the Application Management page, access the Self-Service Site Management page.

4. Examine the Self-Service Site Management settings, and then click Cancel.

5. On the Application Management page, access the Site collection list. Verify that only a single site has been created on this server.

6. Under SharePoint Site Management, click Create site collection.

7. On the Create Site Collection page, examine the site configuration options, and then click Cancel.

Exercise 2: Examining the Web Site Administration Pages The main tasks for this exercise are as follows:

• Access the Fabrikam intranet Home page. • Examine the user permissions on a SharePoint site. • Add a Web part to the Fabrikam Home page. • Examine Site Settings.

Task 1: Access the Fabrikam Intranet Home page. 1. Log on to 6438A-VAN-WSS1 with the user name, Administrator, and the

password, Pa$$w0rd.

2. Open Internet Explorer and connect to http://VAN-WSS1.

Task 2: Examine the user permissions on a SharePoint site. 1. On the Home page, under Site Actions, access Site Settings.

2. On the People and groups page, verify that three groups are listed under Groups, but that only the Home Owners group contains any users.

3. On the Site Permissions page, verify the permissions assigned to each of the default groups.

4. On the top breadcrumb, click Site Settings. On the Site collection administrators page, verify that only the Administrator account is a site-collection administrator.


Task 3: Add a Web Part to the Fabrikam Home page. 1. On the Home site, under Site Actions, click Edit Page and then click Add a Web

part.

2. In the Add Web Parts – Web Page Dialog dialog box, under List and Libraries, select the Shared Documents check box, and then click Add.

3. Click Exit Edit Mode.

Task 4: Examine Site Settings. 1. On Site Actions above the breadcrumbs section, click Site Settings.

2. On the Sites and Workspaces page, verify that no subsites exist.

3. On the Title, Description, and Icon page, change the Title to Team Home. Verify that the site name is changed.

4. On the Regional Settings page, configure the Time zone to use your local time zone, and then configure the server to use a 24-hour clock.

Note: The answers to the practices and labs are on the Student Materials CD.

Lab Shutdown After you complete the lab, you must shut down the 6438A-VAN-DC1 and 6438B-VAN-WSS1 virtual machines and discard any changes.

Important If the Close dialog box appears, ensure that Turn off and delete changes is selected, and then click OK.


Lab Discussion

Discuss the tasks performed by the students in this lab.

Module 2: Planning and Installing Microsoft® Windows® SharePoint® Services 3.0


Lesson 1: Planning the Installation of Windows SharePoint Services 3.0 2-3

Lesson 2: Planning Windows SharePoint Services Topology 2-18

Lesson 3: Performing a New Windows SharePoint Services 3.0 Installation 2-28

Lesson 4: Upgrading Windows SharePoint Services 2-2.0 to Windows SharePoint Services 3.0 2-45 Lab 2: Planning and Installing Windows SharePoint

Services 3.0 2-54

Module 2: Planning and Installing Microsoft® Windows® SharePoint® Services 3.0 2-1


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2-2 Module 2: Planning and Installing Microsoft® Windows® SharePoint® Services 3.0

Module Overview


• Plan the installation of Microsoft® Windows® SharePoint® Services 3.0. • Plan Windows SharePoint Services topology. • Perform a new Windows SharePoint Services installation. • Upgrade Windows SharePoint Services 2.0 to Windows SharePoint Services 3.0. Before you can deploy Windows SharePoint Services, you need to plan its installation. You can plan and deploy different Windows SharePoint Services topologies depending on the organizational requirements. In addition, there are different approaches, practices, and considerations that allow the upgrade of Windows SharePoint Services 2.0 to Windows SharePoint Services 3.0.


Lesson 1: Planning the Installation of Windows SharePoint Services 3.0


• Explain the organizational needs for Windows SharePoint Services 3.0. • Plan site creation, maintenance, and security. • Identify the server requirements for deploying Windows SharePoint Services. • Explain the considerations for selecting an authentication method. • Explain the considerations for selecting server farm-level accounts. • Explain the considerations for selecting search and identity accounts. • Explain the basic database requirements for Windows SharePoint Services. You need to determine the organizational needs, plan site creation, maintenance, and security, and plan server requirements to determine the SharePoint governance plan. You also need to provide secure Windows SharePoint access. You can select the search, identity, and server farm-level accounts to secure Windows SharePoint access. You must also determine the database requirements for Windows SharePoint Services.


Note: To download worksheets that will help you plan your Windows SharePoint Services deployment, refer to “Planning worksheets for Windows SharePoint Services 3.0” at http://technet.microsoft.com/en-us/library/cc288346.aspx


Determining Organizational Needs

Introduction Before deploying Windows SharePoint Services and creating a site, you need to identify the needs of the organization.

Determine Organizational Needs To determine the organizational needs, you need to identify the purpose of the site, the host environment, and the required features. By doing this, you can lay the foundation for a well-executed Windows SharePoint Services 3.0 deployment.

Before deploying Windows SharePoint Services, you should identify the purpose and objectives of the site, so that you can align it with the organizational needs and maximize resource utilization. For example, you can use a site for document storage and host it on the organization’s intranet. You need to determine the environment in which the site will be hosted.

The following table describes the environments in which a site can be hosted.

Environment Description

Intranet You can select the intranet environment when you need to host a corporate site that is isolated from the Internet. For example, the site that contains payroll details is hosted on the intranet. This site is accessible only to internal employees.


Environment Description

Internet You can select the Internet environment when your organization requires public display of information. For example, a site that contains information about the product is accessible to all users who have access to the Internet.

Extranet You can select the extranet environment when your organization wants to share information or documents with external parties, such as vendors or clients. For example, the site that contains sales details is hosted on the extranet. You need to grant appropriate permissions to the external parties so that they can access the site.

In addition, you need to identify features that you want to include on the site. For example, if communication is your site objective, you need to identify communication features, such as announcements, shared calendar, e-mail messages, and surveys, to facilitate interaction and information exchange. If you choose collaboration, you need to identify collaboration features, such as online presence, discussion boards, and contact lists, to help team members coordinate with each other. If you choose document storage as your site objective, you need to determine document storage features, such as document libraries and Recycle Bin, to help you manage and maintain documents. In addition, you can determine whether the site will support alerts, RSS feeds, searches, blogs, wikis, and document and meeting workspaces.


Planning Sites in Windows SharePoint Services

Introduction After you have identified the needs for the organization to deploy Windows SharePoint Services, you need to plan the site creation, maintenance, and security.

Plan Site Creation, Maintenance, and Security You can allow users to create new sites or subsites that enable them to rapidly create and deploy sites without additional resources or assistance. You can select either of the following site creation methods.

Site creation method Description

Creating new site collections This method allows users to create a new site collection. You need to turn on Self-Service Site Management in Central Administration for the Web application. Site collections have separate permissions; therefore, user addition is unique to different site collections. This process of addition can be time-consuming.

Creating subsites for existing sites This method is more restrictive for users because you can control site collections. Any user who has the Full Control permission level on an existing site can create a subsite. However, users can also create subsites without the Full Control permission level, if the administrator grants custom permission levels.


You can create a plan for site maintenance by estimating site usage, defining timelines for backups, scheduling data archival, and enforcing site security.

• Estimating site usage. You can refer to usage logs and reports to understand the usage pattern. You can then devise a plan for optimal utilization of Windows SharePoint Services. It is a good practice to estimate site usage periodically.

• Defining timelines for backups. You need to determine how often backups need to be made. This will depend on the type, size, and purpose of the site. You also need to determine the process to restore content from backups, as and when required.

• Archiving obsolete data. You need to identify completed projects to create a schedule for archival. You can then share this schedule with users to ensure that no one is using the content when archival is in progress.

• Enforcing site security. You can categorize users and permission levels that are assigned to users for accessing objects. You can categorize a site, a list, or an item on the Windows SharePoint Services site. The guidelines for planning site security are: • Identify SharePoint groups and site-level roles.

• Assign domain-level security groups and accounts to SharePoint groups and site-level roles.

• Determine if anonymous user access is required.


Planning Server Requirements

Introduction A Windows SharePoint Services deployment that does not have enough storage space or the required configuration can lead to complex Windows SharePoint Services restructuring. You should therefore estimate the server requirements and topologies.

Plan Server Requirements While planning the server requirements, you need to understand the data capacity, the peak throughput, and the optimal configuration of the Windows SharePoint Services site.

You cannot adequately plan the data capacity or storage requirements without estimating the database and server disk space. To estimate the minimum server hardware requirements, you can use the capacity planning guidelines, such as estimating data capacity and peak throughput. These guidelines help you determine the optimal Windows SharePoint Services deployment for your organization.


Considerations for Selecting an Authentication Method

Introduction You can use the process of authentication to validate a user identity. After validating the user identity, you can use the authorization process to determine the sites, content, and other features that the user should access.

Considerations for Selecting an Authentication Method In Windows SharePoint Services 3.0, Internet Information Services (IIS) manages the authentication process. After IIS performs user authentication, the security features in Windows SharePoint Services 3.0 perform the authorization process. You can enable a variety of authentication scenarios in Windows SharePoint Services 3.0. Considerations for selecting an authentication method include:

• Standard Windows authentication methods. Use standard Windows authentication methods such as anonymous, basic, digest, certificates, Kerberos, and NT Local Area Network Manager (NTLM).

• Databases of user names and passwords. In Windows SharePoint Services 3.0, you can add support for identity management systems that are not based on Windows. The addition of this support requires integration with the ASP.NET forms authentication system. ASP.NET authentication enables Windows SharePoint


Services 3.0 to work with identity management systems such as Lightweight Directory Access Protocol (LDAP), SQL database, or other ASP.NET-based forms authentication solutions that implement the MembershipProvider interface. You do not need to rewrite the security administration pages or manage shadow Active Directory® service accounts.

• Federated identity management systems. Participate in federated identity management systems. Windows SharePoint Services 3.0 supports federated authentication through Web single sign-on (SSO) vendors such as Active Directory Federation Services (AD FS).

• Direct connection to an organization's identity management system. You can directly connect to an organization's identity management system. You can also use two or more methods of authentication to access partner applications. For example, you can connect to the identity management system of your partner company for authentication of partner employees. You can use Windows authentication methods to authenticate your internal employees.


Considerations for Selecting Server-Farm Level Accounts

Introduction You can use the least privilege administration as a security practice. This security practice provides each service or user with only the minimum privileges needed to accomplish the assigned tasks. This means that each service is granted access to only those resources that are required for its purpose. The minimum requirements to achieve this design goal are:

• Separate accounts are used for different services and processes. • No executing service or process account is run with local administrator permissions. • Separate service accounts for each service and limits on permissions assigned to each

account reduce the opportunity for a malicious user or process to compromise your environment.

Server Farm-Level Accounts You need to consider the following security requirements during the installation and configuration of Windows SharePoint Services 3.0:

• Set up a user account. This account is used to run: • Setup on each server


• SharePoint Products and Technologies Configuration Wizard

• Psconfig command-line tool

• Stsadm command-line tool

To install Windows SharePoint Services 3.0, you need a domain user account that is a member of the Administrators group on each Web Front End (WFE) server.

• A SharePoint service account. Also known as the database access account, this account is used to access and use databases by using a domain user account that is: • Mapped to a Microsoft® SQL Server® login that grants access to the SQL

Server instance.

• A member of the SQL Server Database Creator, dbcreator, which is the server role that grants the permissions to create and modify databases on the SQL Server.

• A member of the SQL Server Security Administrators, securityadmin, which is the server role that grants the permission to manage server logons.

• You need to ensure certain considerations are met when you run the SharePoint Products and Technologies Configuration Wizard in the advanced mode to create a new farm. These considerations include specifying a user account that will connect to SQL and act as the SharePoint service account. The wizard will automatically perform the following actions: • Grant the account the appropriate SQL permissions.

• Configure membership in the farm administrators group for the user account.

• Convert the account into an application pool identity account for the Central Administration Web site application pool.

• Make the account a process account for the Windows SharePoint Services Timer service.


Considerations for Selecting Search and Identity Accounts

Introduction You can use separate Windows SharePoint Services Search accounts to assign permissions to each account to protect your environment. In addition, you can create additional application pools to host sites. You also need to plan for additional application pool identity accounts.

Windows SharePoint Services Search accounts • Windows SharePoint Services Search service account. This account is used as the

service account for the Windows SharePoint Services Search service. You can use this account to move through the Windows SharePoint Services sites and index them as a service. You can grant the account full read rights to the server farm. There is one instance of this service on each search server. Typically, a server farm will include only one search server.

• Windows SharePoint Services Search content access account. This account is used by the Windows SharePoint Services Search application server role to crawl content across sites.


Additional Application Pool Identity Accounts The account used for the application pool identity of the Central Administration Web site should be different from the accounts used for Web applications that will host the content. You should plan one application pool account for each application pool you plan to implement.

• Application pool identity. You can use the user account to process the service that the application pool uses as the process identity. This account is used to access content databases associated with the Web applications that reside in the application pool.


Database Requirements for Windows SharePoint Services

Introduction You need to determine the basic hardware and software requirements for installing Windows SharePoint Services. The account that will access the database must be granted a SQL login.

Version Requirements Windows SharePoint Services supports the following databases:

• Microsoft® SQL Server® 2005 Express Edition (also known as Windows Internal Database)

• Microsoft® SQL Server® 2000 with SP3a or later • Microsoft® SQL Server® 2005 SP1 or later

Caution: If you install Windows SharePoint Services 3.0 on Microsoft® Windows Server® 2003 Web Edition, you must use a remote SQL Server. You cannot install the Windows Internal Database Engine on the Web by using Windows SharePoint Services 3.0.


Note: Some advanced features require SQL Server 2005 Analysis Services SP1 or later.

Permission Requirements The account that will access the database must be granted access to SQL server. The account will have the necessary permissions by being made a member of the following server roles:

• Database creator, dbcreator • Security administrator, securityadmin

Note: You need a custom service account only if SQL Server is installed on a separate server. If you have SQL Server installed locally, the Administrative account that is used to install Windows SharePoint Services 3.0 must be a member of the sysadmin role in SQL Server and have access to the SQL databases that are necessary for Windows SharePoint Services 3.0 to function.

Note: If you use a custom service account and Kerberos authentication, the account must be registered with a Service Principal Name (SPN) in Active Directory.


Lesson 2: Planning Windows SharePoint Services Topology


• Identify the various topologies for Windows SharePoint Services deployment. • Explain the physical bottlenecks on a server. • Explain the options for planning scalability. • Explain the options to ensure high availability. The first step in planning for the deployment of Windows SharePoint Services is to evaluate the topology that is available in your organization. If you find your Windows SharePoint Services deployment has performance or disk space limitations, you can reconfigure the topology to meet the growing needs of the organization. You need to implement a thorough performance-monitoring strategy that will help you to identify the physical bottlenecks and understand which system resources are overused. You then, need to select the optimal redundant hardware to provide high database availability.


Deployment Topologies in Windows SharePoint Services

Introduction You can successfully deploy Windows SharePoint Services according to the requirements of your organization. During the planning and deployment phase, if you find your Windows SharePoint Services deployment has performance or disk space limitations, you can reconfigure the topology to meet the growing needs of your organization.

Types of Topologies for Windows SharePoint Services Deployment The following table describes the various types of topologies.

Topology Description Recommendation

Single server In the Single server topology, Windows SQL Server 2005 Express (SSE) or SQL Windows SharePoint Services databases, search service, and WFE are installed on one server. This is the basic Windows SharePoint Services configuration, and it is easy to install and manage. In addition, you can scale this topology to meet the growing demands of your organization.

This topology is recommended for: • Small businesses that want to

take advantage of the Windows SharePoint Services features.

• A single team or department within a medium-to-large organization.

Small farm In the small farm topology, components are scaled to two tiers. You scale to a small farm when the expected load exceeds the

This topology is recommended for: • Teams that need to scale beyond


Topology Description Recommendation capacity of a single server or when you want to utilize the advantages of using a dedicated SQL Server. For example, there can be two servers, Server A and Server B. Server A contains WFE and search services. Server B contains SQL Windows SharePoint Services databases. You can add a WFE to handle additional usage.

the single-server implementation.• Organizations that require IT-

managed databases.

Medium farm

In the medium farm topology, components are scaled to three tiers and one database. Multiple network load-balanced WFEs handle increasing user demands and accommodate larger volumes of data. SQL can be a single-box or a SQL failover cluster. For example, there can be three servers—Server A, Server B, and Server C. Server A and B contain network load-balanced WFEs and Server C contains SQL Server or SQL cluster Windows SharePoint Services databases.

This topology is recommended for: • Teams that need to scale beyond

a single team or department. • Search and index performance

improvements. • Database storage that

accommodates a large number of users and meeting or utilization requirements.

• Implementation of extranets.

Large farm In the large farm topology, components are scaled to three tiers and multiple dedicated databases. Additional network load-balanced WFEs are deployed online when required to meet the increasing load. The configuration, content, and administration content databases are distributed to separate SQL servers or SQL Server clusters. This deployment can scale up as required to meet the load and disk space requirements.

This topology is recommended for: • Teams that need to scale across

all departments within an organization.

• The maximum performance of the database components, and consequently, the performance of the entire farm.

• Large amount of data storage, as compared to other topologies.

• Heavily utilized extranet implementations where database availability is critical.


Considerations for Planning Server Capacity

Introduction As the demands on your server-side solutions change, you must upgrade the hardware of your existing servers or add new servers to your server farm. You can use a performance-monitoring strategy to identify physical bottlenecks and system resources that are overused. You must also consider whether to include redundant hardware to provide high availability, and how your requirements will change.

Physical Bottlenecks Physical bottlenecks fall into four main categories—memory, processor time, disk access, and network. You can identify the bottlenecks in your servers by turning your existing solution for maximum performance. You may then decide how to scale your solution to remove each bottleneck and improve system performance. You can improve your system performance by using options such as caching, IIS compression, and Content Database taxonomy.

The following table describes the hardware scaling options available to you for each type of bottleneck.

Bottleneck Description

Memory Memory shortages in a SharePoint environment often occur in database servers,


Bottleneck Description search servers, and e-mail servers. Windows Server 2003 includes several performance counters that you can use to measure how physical and virtual memory are used. You can fix isolated memory shortages by adding more random access memory (RAM) to the server. However, if your performance-monitor data indicates that processor time is also highly allocated, it may be preferable to add a server to share the workload.

Processor Processor bottlenecks often occur in database servers, search servers, and e-mail servers. Web servers can incur more processor load if you use Secure Sockets Layer (SSL) encryption to protect client communication with clients or IIS compression to compress data. You can use Windows Server performance counters to measure levels of activity at the system, process, and thread levels. You can resolve processor bottlenecks by upgrading the processor, by connecting additional processors, or by adding a server to share the workload. Although clustered servers is an expensive solution, you gain additional advantages such as increased fault tolerance, improved update and service pack management, and improved performance through network load balancing (NLB).

Disk Disk latency often affects file servers, database servers, and search servers. In a SharePoint environment where all the content is stored, the speed and performance of the database servers is of utmost importance. Page response time can be affected by the performance and ability of the database server to fulfill user requests. You can use Windows Server performance counters to measure indicators at the physical disk and logical disk levels, such as disk read and write times and queue lengths. You can solve disk bottlenecks in the following ways:

• If you have less than 30% free space on the disk drive, the disk read and write times will degrade substantially. You should consider installing an additional disk or moving your data to another disk or server.

• Windows Server 2003 Distributed File System (DFS) technologies can help you to distribute a file system over multiple servers.

• Excessive fragmentation will also lead to poor disk performance, so you should ensure that your disks are defragmented on a regular basis.

SharePoint content databases are the container for site collections and everything that is stored within the site. Therefore, splitting site collections among multiple content databases will increase performance of the database server because the overall size and number of records in the tables for each content database will be reduced. For faster read and write times, you can use disk striping techniques or upgrade to faster disks.

Network Network bottlenecks affect the performance in a server application. You can use Windows Server performance counters to measure network usage and other levels of activity. The solution for network bottlenecks depends on the cause of the problem. Additional network cards or faster network cards, better network segmentation, and packet switches can all help to reduce the problem. Increasing overall farm performance only helps the server farm to perform as fast as the slowest bottleneck. Network performance ensures that all network cards are performing as expected, and that there is a fast network connection between the WFE servers and application servers. In addition to the connection between WFE and application servers and the database servers, a high amount of communication takes place between these servers.


Options for Planning Scalability

Introduction You can use NLB to scale your server solution. In addition, you can scale a server solution to cope with increased demand by using two distinct ways—scaling up and scaling out.

NLB for Scalability The most common application of NLB technologies is to distribute incoming Hypertext Transfer Protocol (HTTP) requests to WFE servers. You can use the following tools to implement NLB for scalability:

• Windows Server network clustering tools. You can use built-in Windows Server network clustering tools to create load-balanced clusters with up to 32 hosts. However, the performance gain reduces if you add more than 20 hosts to the cluster.

• Round robin Domain Name System (DNS). You can use round robin DNS to distribute requests between multiple clusters. Round robin DNS is a load balancing technique in which a DNS server distributes incoming requests among a set of IP addresses. The DNS server distributes requests to each server.


• Hardware NLB. You can use hardware NLB as an alternative solution to distribute load evenly because it sends each request to the least used server, and thereby distributing load more evenly.

Scaling Up vs. Scaling Out The following table describes the two ways to scale a server solution.

Scaling up Scaling out

A scaled up architecture means that you upgrade the hardware on your existing server.

A scaled out architecture means that you add servers to share the workload, so that each server handles a smaller proportion of the overall demand.

In scaled up architecture, you can replace the server with a more powerful model.

In scaled out architecture, specific servers can be dedicated to specific tasks. This reduces contention for resources between processes that have different resource-usage characteristics.

Scaling up is a default option because processor performance continues to increase. However, this approach can leave you vulnerable to hardware failure, for example, scaling up your server farm to include one WFE server, instead of two WFE servers.

Scaling out leaves you less susceptible to hardware failure because the failure of an individual node simply means that the workload is distributed among the remaining nodes.

If your organization requires high availability, you must ensure that you have redundant systems that can manage the server workload.

Scaling out provides you with a more flexible architecture because you can add or remove lower-cost servers as required, to meet demand. You should generally use the scaled-out model for Web servers and consider it for your SQL databases.


Options for Increasing Availability

Introduction When you deploy a server solution, you must also consider the effects of the server downtime. If your solution provides a business-critical service, you must plan for high availability. You must ensure that a single hardware failure does not affect your operations. For example, you should plan for high availability for a particular service in the following situations:

• Employees depend on the service to do their jobs. • Customers use the service. • Business transactions depend on the service. • Service Level Agreements (SLAs) require a high-level of availability.

In these situations, a stand-alone installation cannot meet your requirements because if a hardware component fails, the server downtime may be affected. Therefore, you must use a server farm deployment to increase availability.

Load Balancing for Availability You can use software or hardware NLB solutions to increase availability and to manage concurrent user requests. A load balancing solution provides a cluster of servers that


perform the same functionality or services to distribute the server load. Load balancing is used in SharePoint to distribute requests at the SharePoint WFE topology tier.

The Microsoft Windows NLB service is a software load balancing technology. In NLB, the active host in a cluster sends heartbeat signals to every other host in the cluster. If a host stops sending heartbeats, the cluster automatically removes the faulty host and any new requests are distributed between the remaining WFE servers. The cluster detects a server failure and reconfigures itself, removing the failed host in eight minutes.

NLB supports both multicast and unicast modes. The following table explains multicast and unicast modes.

Multicast mode Unicast mode

In a multicast mode, each member’s network adapter driver uses an additional multicast media access control (MAC) address. This creates an individual member identity by using their private IP addresses and MAC addresses.

In a unicast mode, NLB overwrites the members’ private MAC addresses with its own virtual MAC address. This helps members to communicate independently by using their load-balanced network adapter.

You should activate and use multicast NLB whenever possible.

You should use unicast mode only if your network equipments, such as switches and routers, do not support multicast or if they experience significant performance issues when multicast is activated. If NLB is activated on a computer using a single network adapter in unicast mode, then that computer will be incapable of communicating with any other computers consistently.

Windows NLB solutions help protect your deployment from downtime due to hardware or platform failures. However, it does not protect you from individual service failures. For example, if the World Wide Web Publishing Service on a Web server stops, the host will continue to send heartbeat signals and the load balancer will continue to send traffic to the host.

Hardware load-balancers are more expensive than software load-balancers. However, you can often reduce the cost by purchasing a hardware load-balancer combined with an edge switch, a firewall, or a reverse proxy server. In hardware load-balancers, a hardware appliance receives requests for the services on a server through a virtual IP address. The hardware load-balancer then determines which server it should route the request for services.

Load-balancing solutions use round robin, least connections, fastest response, or weighted percentage method to determine how to allocate requests between servers.

Round robin. In the round robin method, a DNS server maintains the IP addresses of multiple Web servers for a single URL. Requests are distributed between the Web servers in turn.

Least connections. In the least connections method, the load balancer sends new requests to the Web server with the least active connections.


Fastest response. In the fastest response method, the load balancer sends new requests to the Web server with the fastest response time.

Weighted percentage. In the weighted percentage method, the load balancer assigns a specific performance weight to each server. It is similar to least connections; however, it will assign a higher percentage of requests to servers with a heavier performance weight.

Round robin is the least sophisticated technique, and fastest response is the most sophisticated technique. Some load-balancing solutions allow you to attach weightings to each server. This is used in server-farm environments where some servers have additional responsibilities, such as running search or indexing services. Additionally, persistence can be configured to ensure that requests from a client machine are always routed to the same WFE server.

Redundancy If your deployment requires high availability, every possible SharePoint server role in your application must run on at least two servers. There are certain roles that cannot be redundant in SharePoint, such as the index server.

For example, to install a two-tier solution with a Web front-end layer and a database layer, you would require a farm with at least four servers—two load-balanced Web servers and two clustered or mirrored database servers. The WFE servers also provide the query service. In addition, you should not expose the Web server that hosts the Central Administration Web site to the Internet. Ensure that you design and build redundancy into your capacity planning.

Database Availability You can use failover clustering to ensure high database availability for your solutions. You can install your database on a shared disk array, where it can be accessed by two or more clustered database servers. Clients connect to the database cluster as if it were a single server. You can configure the cluster so that if one of the database servers fails, any new queries are distributed between the remaining servers. However, the shared disk array remains a single point of failure.


Lesson 3: Performing a New Windows SharePoint Services 3.0 Installation


• Identify the hardware and software requirements to install Windows SharePoint Services.

• Explain the security requirements to install Windows SharePoint Services. • Discuss the steps to download, extract, and install Windows SharePoint Services SP1. • Discuss the purpose and functionality of SharePoint Products and Technologies

Configuration Wizard. • Explain the configuration options to install Windows SharePoint Services. • Explain the purpose and use of the psconfig.exe command. • Explain the process to upgrade Microsoft® Windows Server® 2008 for Windows

SharePoint Services 3.0 with SP1. To install Windows SharePoint Services on Windows Server 2008, you need to download the application from the Microsoft Web site. You can run the setup file to install Windows SharePoint Services. Then, create a Central Administration Web site by using


the SharePoint Products and Technologies Configuration Wizard configuration wizard. You need to configure the Windows search service and the e-mail settings. You can also configure Windows SharePoint Services by using the psconfig command-line utility. If your computer is running Windows Server 2003 along with Windows SharePoint Services with SP1, you can upgrade the computer to Windows Server 2008.


Hardware and Software Requirements

Introduction To install Windows SharePoint Services 3.0, you must ensure that the server meets the minimum hardware and software requirements. You can update Windows SharePoint Services 3.0 by installing Windows SharePoint Services SP1.

Hardware Requirements The hardware prerequisites for installing Windows SharePoint Services include processor speeds, RAM capacity, and disk space. The disk space requirements are available in the Estimate data capacity worksheet created by you while planning the Windows SharePoint Services deployment.

The minimum hardware requirements for Windows SharePoint Services server include:

• A processor clock speed of 2.5 gigahertz (GHz) • RAM with a capacity of 1 gigabyte (GB)


Note: Windows SharePoint Services 3.0 and Office SharePoint Server 2007 are the last versions of SharePoint Products and Technologies that are able to run on 32-bit hardware and operating systems. You should consider this in current and future hardware decisions.

Software Requirements The Windows SharePoint Services server must meet the following minimum software requirements:

• Windows Server 2008 • Microsoft® IIS 7.0 on Windows Server 2008 • Microsoft® Windows Server® 2003 Standard, Enterprise, Datacenter, or Web

Edition with SP1 • Microsoft® IIS 6.0 in worker process isolation mode • ASP.NET 2.0 • Microsoft® .NET Framework 3.0, including the MSXML Parser • A SQL database

Note: You can also use the Microsoft .NET Framework version 3.5 by downloading it from the Microsoft Web site.

Considerations for Installing Windows SharePoint Services SP1 Before installing Windows SharePoint Services SP1, you need to back up Windows SharePoint Services, and then stop the Web service to install SP1. After the installation is complete, run the configuration wizard. The following table describes the considerations for installing Windows SharePoint Services SP1.

Consideration Description

Back up Windows SharePoint Services

You should back up your server farm before installing any updates or SPs. Ensure that you back up all databases, WFEs, solution packages, and customizations.

Stop the Web service

You must perform the update at off-peak hours because the Web service must be stopped during the update.

Install the service pack

You must install the service pack by installing the files from the software update on all the Web servers in the server farm by running the software update installation on each Web server up to the point where the dialog box with the following message is displayed: You must run Setup to install new binary files for every server in your server farm. If you have multiple servers in your server farm, run Setup and the configuration wizard on the other servers now, and then return to this server and click OK to continue.


Consideration Description

Run the configuration wizard

You must run the configuration wizard to complete the software update on the:

• Web server that hosts the Central Administration Web site in the server farm by clicking OK.

• Remaining Web servers one at a time. After you complete the software updates, restart the Web service on each Web server.

Note: You must have IIS 7.0 installed on Windows Server 2008 to install Windows SharePoint Services 3.0 with SP1.


Security Requirements for Windows SharePoint Services

Introduction Authentication is critical to both the Central Administration Web site and the Windows SharePoint Services sites. It is the Central Administration Web site that needs to be most secure.

Authentication Methods There are two types of authentication—NTLM and Kerberos. NTLM is the default authentication type for the Central Administration Web site and does not require configuration.

The Kerberos, Windows Integrated Authentication protocol is the fastest and the most secure Windows Server authentication mechanism natively available and supported by Active Directory. Kerberos is especially adept for authentication over a slow link or a public network, and with smart cards. There are a number of tasks that must be performed to enable Kerberos authentication. These include:

• Configuring SPNs for Windows SharePoint service accounts in Active Directory. The Kerberos authentication protocol uses SPNs to ensure that only certain accounts have permission to delegate a specific service on a user's behalf. An SPN needs to be configured for each service and address that the account needs to delegate for. You


can configure SPNs by using SetSPN.exe, which is a command-line utility provided as part of the Windows 2003 SP1 support tools, and as part of the Windows Server 2008 installation.

• Trusting each computer account and some of the service accounts for delegation. Trusting for delegation is the method of allowing the accounts to delegate on a user's behalf.

• Configuring Web application. Configure each Web application to use Kerberos by using the Central Administration Web site.

Create the Service Accounts To install Windows SharePoint Services in a server-farm environment, you need at least two accounts. They are:

• User account. You need a user account that you can use to install Windows SharePoint Services and run the SharePoint Products and Technologies Configuration Wizard. This account must be: • A domain user account.

• A member of the Administrators group on each of your front-end servers.

• Mapped to a SQL Server login, which grants logon access to your SQL Server instance. The SQL Server login must be a member of the SQL Server Database Creator server role, dbcreator, which grants permission to create and alter databases. The SQL Server login must be a member of the SQL Server Security Administrators server role, securityadmin, which grants permission to manage server logons.

• Service account. You can specify a unique domain user account known as the Windows SharePoint Services service account. This should be a different account than the one used for the installation. This user account is used to access your SharePoint configuration database. It also acts as the application pool identity for the SharePoint Central Administration application pool. It is the account under which the Windows SharePoint Services Timer service runs. You should follow the principle of least privilege by ensuring that this user account is not a member of any particular security group on any front-end or back-end servers.


Initial Installation Steps

Introduction The first step in installing Windows SharePoint Services is to download and extract the Windows SharePoint Services 3.0 SP1 files from the Microsoft Web site. You can choose either the 32-bit version or the 64-bit version based on your system configuration.

Steps to Install Windows SharePoint Services The following are the steps to install Windows SharePoint Services: 1. Run setup on the first server by double-clicking SharePoint.exe.

2. Accept the license agreement.

3. Choose the installation type—basic installation or advanced installation.

Basic Installation A basic installation uses the default parameters of the Setup program and the Windows Internal Database. It does not require any other configuration. It will automatically create the Central Administration Web site and the initial team site at Http://servername.


The advantages of the basic installation are:

• It is easy and quick to install. • It does not require the SQL license. The main disadvantage is that basic installation cannot be scaled out in the future. This makes it useful for proof of concept testing, development environments, and very small production installations. It is not useful for large scale environments.

Advanced Installation An advanced installation allows you to control all aspects of the deployment. After selecting the advanced installation, you must select the type of advanced installation. You can select WFE or stand-alone:

• The WFE option allows you to add more servers to the farm. • The stand-alone option is the same as a basic installation. You can install Windows SharePoint Services 3.0 at a custom location.

To install Windows SharePoint Services 3.0 at a custom location, click the Data Location tab and then type the location name, or click Browse to move to the location.

You have the option to participate in the Customer Experience Improvement Program. To do that, select the Feedback tab, and then select the appropriate option.

When you have chosen the options, click Install Now.

Note: To perform an advanced installation of Windows SharePoint Services 3.0, you must have SQL Server running on at least one back-end database server to create a server farm.


Using the SharePoint Products and Technologies Configuration Wizard

Introduction After Windows SharePoint Services setup is completed, you can use the SharePoint Products and Technologies Configuration Wizard to configure Windows SharePoint Services 3.0. You can also create the Central Administration Web site by using the configuration wizard.

Using the SharePoint Products and Technologies Configuration Wizard The SharePoint Products and Technologies Configuration Wizard automates several configuration tasks that include installation and configuration of the configuration database. The configuration wizard also installs the services in Windows SharePoint Services 3.0, and creates the Central Administration Web site.

When you run the configuration wizard, the wizard will prompt you for the following information:

• Type of server farm—create a new farm or join an existing farm. • Name of the database server and the database where the server farm configuration

information will be stored.


• User name and password for the database access account that will administer the server farm. You need to type the user name in the DOMAIN\username format.

• The port number for the Central Administration Web site. A random port number will be generated. You can choose to accept this port number or configure a custom port number.

• The authentication method for the Central Administration Web site. You can choose Kerberos, or accept the default NTLM method.

After you have provided the required information to complete the wizard, the Central Administration Web site home page will appear.


Initial Configuration Steps for Installing Windows SharePoint Services

Introduction When you install Windows SharePoint Services, you need to configure the search service and the e-mail settings.

Windows Search Service Configuration In Windows SharePoint Services 3.0, you can use the SharePoint search technology for searching, rather than relying on SQL Server full-text search. Earlier versions of Windows SharePoint Services relied on SQL Server full-text search. During installation, most of the search capabilities for Windows SharePoint Services 3.0 are configured automatically. However, you must configure certain settings for content access accounts and search servers. You must consider the implications of these settings before deployment. For example, you must identify the account credentials that will be used to crawl the content. The search service runs on one or more servers in the farm, depending on the number of servers you select during deployment and configuration. A search consists of search query and index roles. Search queries are performed by using either the network service account, or another account selected during installation. A separate content access


account is used when crawling content sources and indexing content. Only SharePoint content in the current site collection can be crawled. You cannot crawl the databases, mail servers, and application servers, or Web sites and file shares outside the site collection. In a deployment with more than one site collection, you can search for content only on that site collection. You cannot search across site collections. The search service is limited to the current site and its subsites. In this type of deployment, full crawls occur automatically without scheduling, and without administrator control.

You must start the Windows SharePoint Services Search service on at least one of your servers. The search service and the content access account use the network service account. The deployments that are more complex in nature enable you to select different accounts for the search service and the content access account. The account you choose to use depends upon the larger security considerations for your organization.

E-Mail Settings Configuration You can use outgoing e-mail as the foundation on which your site implements several e-mail notification features. These notification features help end-users to track changes, provide updates to individual site collections, and allow site administrators to deliver status messages. These features also include both e-mail alerts and administrative messages. You can configure outgoing e-mail settings so that your Simple Mail Transfer Protocol (SMTP) server sends e-mail alerts to site users and notifications to site administrators. You can configure both the "From" e-mail address and the "Reply" e-mail address that appear in outgoing alerts.

You can use the incoming e-mail feature to enable SharePoint sites to receive and store e-mail messages and attachments in lists and libraries. This new feature enables teams to store the e-mail that they send to other team members without opening the SharePoint site. These team members can then upload the content sent through e-mail. This is possible because most types of lists and libraries can be assigned a unique e-mail address.

You can configure incoming e-mail settings to accept and archive incoming e-mail from SharePoint sites. You can also configure incoming e-mail settings so that SharePoint sites can archive e-mail discussions, save e-mail documents, and show e-mail meetings on site calendars. In addition, you can configure the SharePoint Directory Management Service to provide support for e-mail distribution list creation and management. E-mail settings are configured on the Operations tab of the Central Administration Web site.

After configuring the incoming e-mail settings, you can configure e-mail enabled lists and document libraries.


What Is the PSConfig.exe Command?

Introduction In SharePoint Products and Technologies, you can use the psconfig.exe command-line tool as an alternate interface to perform several operations to configure SharePoint Products and Technologies. You must be a member of the Administrators group on the local computer to perform these operations.

Functions of PSConfig.exe Command The commands in psconfig.exe need to be run in a specific order to run successfully. If you use the SharePoint Products and Technologies Configuration Wizard to configure your installation, it runs the commands, also called configuration tasks, in the correct order. However, if you run psconfig.exe, you need to be sure you are performing the tasks in the correct order.

The psconfig.exe utility is useful in situations where you require a scripted installation. You can also use the psconfig.exe utility in situations when the SQL databases have been preconfigured for Windows SharePoint Services. For example, the following command creates the SharePoint configuration database and the Central Administration Web site.

psconfig.exe -cmd configdb -create -server Windows SharePoint Services -database SharePoint_Config_Contoso -user <DomainName\UserName> –password <password> -admincontentdatabase Central_Admin_Content


By using this command, you can create a server farm on a SQL Server instance named Windows SharePoint Services, with a configuration database named SharePoint_Config_Contoso. The command also creates a content database and site collection for the Central Administration Web site.

The following command performs a stand-alone installation of Windows SharePoint Services.

psconfig.exe -cmd standaloneconfig

The psconfig.exe command is located in the %COMMONPROGRAMFILES%\Microsoft Shared\web server extensions\12\bin folder.


Upgrading to Windows Server 2008 for Windows SharePoint Services 3.0 with SP1

Introduction To upgrade a computer running Windows Server 2003 with Windows SharePoint Services SP1 to Windows Server 2008, you need to carefully plan your approach, anticipate any issues that might come up during or after the process, and consider your specific environment. You need to also consider the system requirements.

Upgrading a Computer to Windows Server 2008 If you need to upgrade a computer running Windows Server 2003 with Windows SharePoint Services 3.0 with SP1 installed on it, to Windows Server 2008, you need to take certain considerations into account.

The Windows Server 2008 installation will block the upgrade if any one of the following applies to the computer running Windows Server 2003:

• Windows SharePoint Services 2.0 is installed. • FrontPage® 2002 Server Extensions from Microsoft are installed. • Windows Internal Database SP1 is installed. • Windows SharePoint Services 3.0 SP1 is not installed.


Note: If Windows SharePoint Services is a basic or a stand-alone installation that uses Windows Internal Database (MICROSOFT##SSEE) as the default back-end database, you must install Windows Internal Database SP2 before you begin the Windows Server 2008 installation.

If the Windows SharePoint Services Search service (Spsearch) is running while you are installing Windows Server 2008, the search index might become corrupt. To avoid this, you should stop and disable the service before the upgrade.

Post-Installation Procedures After the Windows Server 2008 installation is complete, you must perform the following procedures to configure Windows SharePoint Services 3.0 on Windows Server 2008:

1. You must perform a binary repair by using either of the following methods:

• In Control Panel, open Programs and Features, select Windows SharePoint Services 3.0, and then click Change.

• Run Setup.exe from an installation point (where you have extracted the SP1 files to the Updates folder). When the Setup program prompts you to choose an action, choose Repair.

Note: When you open Programs and Features after the Windows Server 2008 installation is complete, you will not be able to run the repair operation if Least User Access (LUA) is enabled (the default setting).

Before running the repair, ensure that LUA is not enabled.

2. Run the SharePoint Products and Technologies Configuration Wizard.


Lesson 4: Upgrading Windows SharePoint Services 2.0 to Windows SharePoint Services 3.0


• Identify the methods of upgrading Windows SharePoint Services 2.0 to Windows SharePoint Services 3.0.

• Describe the best practices for upgrading Windows SharePoint Services 2.0 to Windows SharePoint Services 3.0.

• Explain the considerations for handling site customization. While upgrading from Windows SharePoint Services 2.0 to Windows SharePoint Services 3.0 in an organization, you must consider the current architecture of the entire environment, including the business and application needs. You need to select the most appropriate method for upgrading in a specific scenario. Before upgrading from Windows SharePoint Services 2.0 to Windows SharePoint Services 3.0, you should identify the best practices for a successful upgrade. Depending on the extent of customization and the complexity of the site required, you can plan the customization of your site.


Methods of Upgrading Windows SharePoint Services 2.0 to Windows SharePoint Services 3.0

Introduction To derive the benefits of the features and performance enhancements in Windows SharePoint Services 3.0, an organization may want to upgrade from Windows SharePoint Services 2.0 to Windows SharePoint Services 3.0. Depending on the current SharePoint infrastructure or business concerns, you can upgrade from Windows SharePoint Services 2.0 to Windows SharePoint Services 3.0.

Methods for Upgrading Windows SharePoint Services 2.0 to Windows SharePoint Services 3.0 You can upgrade Windows SharePoint Services 2.0 to Windows SharePoint Services 3.0 by using any of the following three methods:

In-place upgrade. In this method, the Windows SharePoint Services 3.0 executable file recognizes an existing Windows SharePoint Services 2.0 installation and upgrades all the sites at one time, when you install Windows SharePoint Services 3.0.

Gradual upgrade. In this method, you can select individuals or groups of sites for the upgrade. You can also roll back the changes if any problem related to site functionality


occurs. This approach does not overwrite the Windows SharePoint Services 2.0 installation.

Database migration. In the database migration method, you can create a new Windows SharePoint Services 3.0 environment and then import the Windows SharePoint Services 2.0 site databases, except for the configuration database. You then need to add the databases to a new stand-alone or server-farm installation.

Pros and Cons of the Three Methods for Upgrade The following table lists the pros and cons of the three methods of upgrade.

Method Pros Cons

In-place Upgrade • It is the most common and the easiest method.

• It allows sites to retain their original Uniform Resource Locators (URLs).

• It updates existing databases and servers by using existing hardware.

• This type of upgrade needs an offline environment.

• It restricts access to sites when the upgrade is in progress.

• It provides no scope to revert to the Windows SharePoint Services 2.0 site.

Gradual upgrade • It allows a more granular approach. You can upgrade at the site-collection level.

• It reduces impact time because most sites are available to users during the upgrade. Only the site collections that are currently being upgraded are offline.

• It allows sites to retain their original URLs.

• It allows sites to revert to the Windows SharePoint Services 2.0 sites.

• It uses the existing hardware.

• This type of upgrade is more complex and requires three times the disk space of the original server because it runs both Windows SharePoint Services 2.0 and 3.0 simultaneously on the same server.

• It needs to create DNS entries to be used to redirect URLs during the upgrade.

• It requires extra disk space in SQL Server because it maintains a copy of Windows SharePoint Services 2.0 even after the upgrade.

Database migration • It allows moving to a new farm or new hardware.

• It retains the Windows SharePoint Services 2.0 environment after the upgrade.

• It needs a new server farm for upgrade.

• It involves a higher risk of error because it requires steps to be performed manually during the upgrade

• It requires additional steps to retain the original URLs of the sites.

• It requires twice the amount of SQL Server disk space than that of the current SQL Server being upgraded.


Using a Method for Upgrading Windows SharePoint Services 2.0 to Windows SharePoint Services 3.0 You should use the:

• In-place upgrade method in a single server or small server farm. • Gradual upgrade method in medium or large server farms, or when your environment

has many customizations. • Database migration method when migrating to a new architecture or new hardware.

You will require this method for Windows SharePoint Services 2.0 environments that are using a scalable hosting mode or Active Directory directory service account creation mode.


Best Practices for Upgrading Windows SharePoint Services 2.0 to Windows SharePoint Services 3.0

Introduction Organizations may want to upgrade from Windows SharePoint Services 2.0 to Windows SharePoint Services 3.0 to derive its benefits, such as document management and advanced administrative controls. You need to decide the appropriate method for upgrading Windows SharePoint Services 2.0 to Windows SharePoint Services 3.0 based on the current SharePoint infrastructure or business concerns of the organization. You should consider the best practices that will help you successfully upgrade Windows SharePoint Services from 2.0 to 3.0.

Best Practices for Upgrading Windows SharePoint Services The following are the best practices for upgrading Windows SharePoint Services:

• Back up all databases. You should back up all databases, such as content and configuration databases, and any customizations, such as custom Web parts, themes, templates, and lists. It is a good practice to back up the data both before and after upgrading the site collections and allowing the users to access the sites. Back up of all databases helps you use the copy of site collections, if the server crashes during


the upgrade. In addition, in a gradual upgrade, you may want to reduce the amount of space utilized by upgraded sites and backups, by deleting the previous versions.

• Perform capacity planning. You should perform capacity planning to ensure the availability of disk space, processor speed, and memory capacity for Windows SharePoint Services upgrade. To perform capacity planning, you need to: • Estimate the amount of space required for each of the three upgrade

methods. Depending on the upgrade method you select, you will need disk space to perform the upgrade. For the in-place method, you will require additional disk space because in this upgrade method, you modify the existing databases. In the database migration method, you create a copy of the Windows SharePoint Services 2.0 database, and therefore, the database size does not change from the original size of the database. This is because you require a new server to perform database migration. Many SQL transactions take place while the upgrade process runs. Therefore, the transaction log files will need to expand to accommodate the changes. For a gradual upgrade, you must have space for three sets of databases. These databases include the original databases in Windows SharePoint Services 2.0, the temporary databases where the upgrade process takes place, and the databases in Windows SharePoint Services 3.0. In addition, you may need space for the log files and additional search indexes. If you cannot allocate the required disk space, you can upgrade the sites in batches.

• Estimate the time required by the upgrade process. The upgrade time is based on the number and complexity of the sites and the method of upgrade. Database migration is a quick method because you can copy the databases from the old database server to the new database server in a new farm, and then connect the content databases to the Windows SharePoint Services server. Therefore, database migration does not need a trial upgrade. In-place upgrade takes more time than database migration because you need to run a trial upgrade before upgrading the Windows SharePoint Services 2.0 installation completely. Gradual upgrade is the slowest because it needs DNS entries, and it upgrades sites one at a time.

• Lock Windows SharePoint Services 2.0 sites and configuration data. You should lock Windows SharePoint Services 2.0 sites and configuration data only for database migration. This ensures that the Windows SharePoint Services 2.0 sites remain unchanged during and after the upgrade. When upgrading from Windows SharePoint Services 2.0 to 3.0 or after the upgrade, you should not make any configuration changes to the Windows SharePoint Services 2.0 site, such as adding a site to the site directory. You cannot synchronize configuration changes with the new version. This may result in data loss, and you may need to revert to the previous version and perform the upgrade again.

• Perform a trial upgrade. You should always perform a trial upgrade on a site, rather than on the entire set of site collections, and then identify the potential issues. This


helps determine the customization level that is required after the upgrade and the time that will be required for the upgrade. When running a trial upgrade, index the site and verify that the search results are displayed properly.

• Create a communication plan. You should also create a communication plan for the various stakeholders in the upgrade team and the site users. This will help the stakeholders to be aware of site downtime, and potential problems and solutions after the upgrade. The communication plan should include the new name of the server, when the users will be on the new server, and results of the trial upgrade.


Considerations for Handling Site Customization

Introduction Windows SharePoint Services allows you to create sites for information sharing and document collaboration. You can customize the content, design, and organization of your site to improve collaboration and communication in your organization. Depending on the extent of customizations and complexity of the Windows SharePoint Services sites and the goals for the upgrade, you can handle customizations of your sites.

Considerations for Handling Site Customization To handle customizations of your sites, you can implement the following three methods:

• Keep the customizations. If you want to retain the Windows SharePoint Services 2.0 site customizations after the upgrade, you should: • Test the customizations on the trial upgrade box. When you test the

customizations on a trial upgrade box, you can verify whether the customizations will work in the Windows SharePoint Services 3.0 environment.

• Develop new custom site definitions and create upgrade definition files. To enable the upgrade process to integrate site customizations, you can create custom upgrade definition files.


• Remove the customizations. If you want to remove the Windows SharePoint Services 2.0 site customizations after the upgrade, you should: • Reset the Web site to use the site definition pages instead of Windows

SharePoint Services 2.0 customizations.

• Start a new Windows SharePoint Services site in a new environment. You can use this approach when you need to redesign the site completely or do not want to use the existing content on the new site.

• Redo the customizations. If you want to redo the Windows SharePoint Services 2.0 customization after the upgrade, you should: • Plan to redo the customizations and estimate the time and resources required.

Availability of resources to redo the customizations determines customization time. If you can successfully copy the customizations from Windows SharePoint Services 2.0 to Windows SharePoint Services 3.0, you can transfer the customizations to the new pages on the site by using Microsoft® Office SharePoint® Designer.


Lab 2: Planning and Installing Windows SharePoint Services 3.0


• Plan for Web applications and site hierarchy based on a scenario. • Ensure the prerequisite software is installed. • Create the service accounts required for Windows SharePoint Services. • Install Windows SharePoint Services 3.0. • Perform the initial configuration steps.









Lab Scenario

Fabrikam is deploying Windows SharePoint Services. You have been tasked to develop a plan for the Web applications and site hierarchy. You will ensure that the required software has been installed on the server, and then create the required service accounts. Also, perform the full installation of Windows SharePoint Services, and create and log on to the Central Administration Web site. Finally, implement the initial configuration steps to configure the search service and e-mail settings.


Exercise 1: Planning Web Applications and Site Hierarchy

Scenario Fabrikam Industries has multiple projects running at any given time. Some projects are department-based, while others span multiple departments. One project involves team members from a separate organization, Contoso Pharmaceuticals. An extranet will be established to support this project.

Fabrikam requires a solution that provides the following:

• Collaboration between team members within, and across various departments • Redundancy, in case the Web server fails. There will be no more than 100 users

accessing the sites at any time. The sites will be used for document storage and collaboration on projects.

• The most efficient and secure Windows-integrated authentication method for the Central Administration Web site

• Authentication for the Contoso users who will access the Windows SharePoint Services sites through the extranet

• Authentication for the Fabrikam users who will access the Windows SharePoint Services sites, internally

• Site collections that are exposed to external users must be separated from internal site collections and must have traffic encrypted between the external client and server

• The finance department exposes an application through a custom Web part. This application has been known to cause problems, and crash. This must not be allowed to interfere with other Windows SharePoint Services sites.

• Multiple subsites for the sales department, with special permissions associated to sum subsites

• Cross-department sites require access to the same workflows and content types Answer the following questions:

Q Which application will provide a solution for Fabrikam? Q How will Fabrikam provide redundancy for the farm? Q Which authentication method will be used for the Central Administration Web site? Q How will internal employees be authenticated? Q How will the internal users and the Contoso extranet users gain access to the

Windows SharePoint Services site? Q How will the Contoso extranet users be authenticated? Q How will traffic between the extranet users and Windows SharePoint Services be

secured? Q How will you ensure that the finance department application does not interfere with

other Windows SharePoint Services sites?


Q How will the sales department meet the requirement of special permissions for some subsites?

Q How will you ensure that the cross-department collaboration sites are able to access the same content types and workflows?


Exercise 2: Ensuring Prerequisite Software is Installed The main tasks for this exercise are as follows:

• Start the virtual servers. • Ensure the prerequisite software is in place for Windows SharePoint Services.


2. Log on to VAN-DC1, with the user name, Fabrikam\Administrator, and by using the password, Pa$$w0rd.

3. Log on to VAN-WSS2, with the user name, Fabrikam\Administrator, and by using the password, Pa$$w0rd.

Task 2: Ensure that the prerequisite software is in place for Windows SharePoint Services. 1. On the VAN-WSS2 virtual machine, open Server Manager and ensure the Web

Server (IIS) role has been installed.

2. Ensure that the following features are installed:

• .NET Framework 3.0

• Remote Server Administration Tools

• Windows Process Activation Service

3. Close Server Manager.


Exercise 3: Creating Service Accounts Required for Windows SharePoint Services

The main task for this exercise is to create the service accounts.

Task 1: Create the service accounts. 1. On the VAN-DC1 virtual machine, create two new domain users with the following

attributes:

• Domain user1

First Name: SQL

User Logon Name: SQL

Password: Pa$$w0rd

Set the password to never expire. This account will be used as the database access and application pool identity account.

• Domain user2

First Name: Search

User Logon Name: Search

Password: Pa$$w0rd

Set the password to never expire. This account will be used as the search service and default content access account.


Exercise 4: Installing Windows SharePoint Services 3.0 The main tasks for this exercise are as follows:

• Install Windows SharePoint Services 3.0 with SP1. • Create a new server farm, specify database settings and create the Central

Administration Web site. • Log on to the Central Administration Web site.

Task 1: Install Windows SharePoint Services 3.0 with SP1. 1. On the VAN-WSS2 virtual machine, open Windows Explorer, navigate to

D:\Labfiles\Mod2, and then double-click SharePoint.exe.

2. Accept the terms of the license agreement.

Note: The dialog box may be hidden behind the Windows Explorer window.

3. Choose the Advanced installation and install the Web Front End server type. The installation will take about 10 minutes.

4. When the installation completes, close the window, and wait for the SharePoint Products and Technologies Configuration Wizard to start.

Task 2: Create a new server farm, specify the database settings, and create the Central Administration Web site. 1. Run the SharePoint Products and Technologies Configuration Wizard.

2. On the Connect to a server farm page, select No, I want to create a new server farm.

3. Specify the following settings:

• Database server: VAN-DC1

• Database name: WSS_Config

• User name: Fabrikam\SQL


• Authentication Provider: NTLM

Task 3: Log on to the Central Administration Web site. 1. Internet Explorer will automatically open to the Central Administration Web site.

Log on as Fabrikam\Administrator with the password, Pa$$w0rd. It will take a few moments to connect. When prompted, add the http://van-wss2 site to the list of trusted sites.


Exercise 5: Performing the Initial Configuration Steps The main tasks for this exercise are as follows:

• Configure the Windows SharePoint Services search service. • Configure the outgoing e-mail settings. • Configure the incoming e-mail settings.

Task 1: Configure the Windows SharePoint Services Search Service. 1. In the Central Administration Web site, on the Operations page, click Services on

Server.

2. Start the Windows SharePoint Services Search service by using Fabrikam\Search, and the password, Pa$$w0rd, as the service account and the content access account.

3. Configure indexing to occur every 20 minutes.

Task 2: Configure the outgoing e-mail settings. 1. On the Operations page, click Outgoing e-mail settings.

2. Configure VAN-DC1 as the outbound SMTP server.

3. Configure [email protected] as the From address.

4. Leave the Reply-to address field blank.

Task 3: Configure the incoming e-mail settings. 1. On the Operations page, configure Incoming e-mail settings.

2. Enable the sites on this server to receive e-mail messages.

3. Add 10.20.0.10 to the Accept mail from these safe e-mail servers field.

Note: This value must be in the form of an IP address.

Lab Shutdown After you complete the lab, you must shut down the 6438A-VAN-DC1 and 6438A-VAN-WSS 2 virtual machines and discard any changes.

Important: If the Close dialog box appears, ensure that Turn off and delete changes is selected, and then click OK.


Lab Discussion


Note: To download checklists that will help in your installation of Windows SharePoint Services deployment, refer to “End-to-end deployment scenarios (Windows SharePoint Services)” at http://technet.microsoft.com/en-us/library/cc303313(TechNet.10).aspx


Results Checklist

The following is a checklist of results for you to verify that you have performed this lab successfully. Ensure that you:

• Plan for Web applications and site hierarchy based on a scenario. • Ensure the prerequisite software is installed. • Create the service accounts required for Windows SharePoint Services. • Install Windows SharePoint Services and create the configuration database and

Central Administration Web site. • Perform the initial configuration steps.

Module 03: Administering and Managing Windows® SharePoint® Services Servers


Lesson 1: Configuring Server Security 3-2 Lesson 2: Managing Web Applications 3-15 Lesson 3: Managing Sites 3-31 Lesson 4: Maintaining Servers 3-42 Lesson 5: Monitoring Performance 3-57 Lab 3: Administering and Managing Windows

SharePoint Services Servers 3-64

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Version 1.2

Module 03: Administering and Managing Windows® SharePoint® Services Servers 3-1

Module Overview


• Configure a server security plan. • Manage Web applications. • Manage sites. • Maintain servers. • Monitor performance. After you install Windows SharePoint Services, you must administer and manage Windows SharePoint Services servers. You can plan for server security by blocking certain types of files, controlling access by using IRM, and by implementing logging and reporting. Windows SharePoint Services also includes several features that you can use to manage Web applications and sites. You can configure certain settings of a Web application after creating the Web application. You can also create a new content database and define the authentication method used to connect to the database. In addition, you can plan the maintenance of the server by taking regular backups and you can monitor the performance of Windows SharePoint Services.

3-2 Module 03: Administering and Managing Windows® SharePoint® Services Servers

Lesson 1: Configuring Server Security


• Describe the server farm administrators group. • Describe blocked file types. • Configure blocked file types. • Explain managed paths. • Describe the function of Information Rights Management (IRM) in Windows

SharePoint Services. • Describe how to manage logging and reporting. In Microsoft Windows SharePoint Services, you must protect the content from unauthorized users. You also need to decide the degree to which the content needs to be protected. In a server farm, the farm administrator performs configuration tasks and management of servers. You can secure files by blocking files with certain extensions. You can also implement IRM to control and protect the documents of any user. In addition, you can monitor the performance of your system by managing the logging and reporting features in Windows SharePoint Services. The logging and reporting features enables you to send error reports directly to Microsoft.


What Is the Server Farm Administrators Group?

Introduction Windows SharePoint Services 3.0 allows Information Technology (IT) organizations to perform administrative tasks more efficiently and effectively. It centralizes configuration and management tasks. It also allows administrative roles to be differentiated, and administration to be delegated and assigned to the appropriate people in your organization.

In Windows SharePoint Services, two sets of users—farm-level administrators and site-collection administrators—perform administrative functions.

Server Farm Administrators Group Farm administrators are top-level administrators and have permissions to access all servers in a farm. They are also responsible for all servers in the server farm. Members of the farm administrators group can perform all administrative tasks in the SharePoint Central Administration Web site for the server or the server farm.

The farm administrators SharePoint group replaces the SharePoint Administrators group that was used in Windows SharePoint Services 2.0. You do not need to add the members of the Farm Administrators group to the Administrators group for each server. Farm


administrators are members of the WSS_WPG and WSS_RESTRICTED_WPG groups on the computers where Central Administration is hosted.

Farm Administrators SharePoint Group Members The default members of the Farm Administrators SharePoint group include:

• The local Administrators group. • The account that performed the installation. • The database access account specified in the SharePoint Products and Technologies

Configuration Wizard.

Functions Performed by the Server Farm Administrators Group Members of the Farm Administrators group have various abilities to manage the Central Administration Web site, but are restricted in performing some actions.

• Farm administrators can: • Perform SharePoint administration tasks in Central Administration.

• Take ownership of any content site.

• Farm administrators cannot: • Administer individual sites and their content, by default, without ownership.

• Create or delete Web applications.

• Update accounts or passwords for existing Web applications and services.

• Deploy solutions that require updating the Global Assembly Cache (GAC).

• Restore backup.

• Administer My Sites.

• Perform server administration.


What Are Blocked File Types?

Introduction Windows SharePoint Services protects businesses from viruses, unwanted files, and inappropriate content. The file-block functionality makes it easier for users to protect themselves from malicious software, inappropriate content, or files received from unknown or known sources. Based on the file extension, you can configure Windows SharePoint Services to block certain types of files from being uploaded or downloaded.

Configuring File Blocking in Windows SharePoint Services Windows SharePoint Services maintains a list of file types that are prohibited. You can add or remove file types to this list. The list of blocked files is maintained on a per Web application basis.

The list of blocked file extensions helps you to determine the files that are blocked for SharePoint sites. You can block or unblock files by adding or deleting the files to the list in the SharePoint Central Administration pages. You can block up to 1,024 file types. When you change the list of file extensions, the change affects both new files being added to a Web site and files already posted to a Web site. For instance, if a document library contains a .doc file, and you add the .doc file extension to the list of blocked file extensions, users cannot access the .doc file in the document library. Users will be able to


rename or delete a file with a blocked file extension, but users will be restricted from performing any other actions on that file.

To modify the blocked file list, open the Central Administration Web site, click the Operations tab, click the Manage Blocked File Types, and then select the appropriate Web application. You can add file types to the list by scrolling to the bottom of the list and by typing in the file extension that you want to block. You can allow access to the blocked files by removing them from the list.


Demonstration: How To Configure a Blocked File Type

The instructor will provide a demonstration to show you how to configure a blocked file type.


What Are Managed Paths?

Managed paths allow the SharePoint administrator to declare which URLs will be controlled by Windows SharePoint Services.

A managed path is the folder location in the URL tree of a Windows SharePoint Services server where Windows SharePoint Services starts or stops managing content. Managed paths also provide a virtual root in which new site collections can be created. Managed paths allow Windows SharePoint Services to distinguish between different site collections that exist in the same Web application. Without this virtual root, every new site collection would require its own Web application. In Windows SharePoint Services, all paths are unmanaged by default. All paths are excluded unless they are explicitly defined as included.

Included Paths An included path indicates that Windows SharePoint Services manages the content for that path. All client requests for a URL that has been designated as an included and managed path are handled by Windows SharePoint Services. Windows SharePoint Services captures the request and translates the URL into a database location; it then retrieves the data from the content database. There are two types of included paths:


Explicit inclusions. An explicit inclusion means that Windows SharePoint Services manages only that path, and nothing subordinate to the path.

Wildcard inclusions. A wildcard inclusion means the Windows SharePoint Services manages all paths subordinate to the path.

For example, an explicit inclusion path such as /site1 would identify the Web site at /site1 as a Windows SharePoint Services site, but an inclusion path such as /site1/* would identify all sites below the /site1/ path as Windows SharePoint Services sites.

The root path of the Web application is always included as a managed path. This means that sites created in the Web application are in a managed path, and therefore, are being managed by Windows SharePoint Services. By default, there is one other managed path included, the /sites path. Even though the sites path resides within the root path and is managed by Windows SharePoint Services, Windows SharePoint Services declares it as a separate managed path, so that top-level Web sites can be created there.

You can create your own list of managed paths as your organization requires. For example, you may want to distinguish different business units or geographic locations by creating unique site paths for them, or you may want to allow SharePoint users to create their own site collections in a more managed environment.


Overview of IRM

Introduction Microsoft IRM allows you to specify access permissions to documents, workbooks, and presentations. This helps prevent sensitive information from being printed, forwarded, or copied by unauthorized people.

Functions Performed by IRM To secure the information from unauthorized access, IRM is used to:

• Control access to files. IRM enables you to create a persistent set of access controls. This set of access controls is not limited to a specific network location. Therefore, this set of controls allows you to control access to a file wherever it is sent.

• Enforce restrictions. IRM allows content creators to control and protect their documents. IRM encrypts and provides an issuance license to the contents of rights-managed documents. An issuance license imposes restrictions on users based on the level of users' permissions. These restrictions include making a document read-only, disabling copying of text, restricting users from saving a copy of the document, or preventing users from printing the document. Client applications that read IRM-supported file types use the issuance license inside an IRM-managed document to enforce restrictions on users who access the document.


File Types You Can Rights Manage with IRM Windows SharePoint Services 3.0 supports using IRM on documents that are stored in document libraries or attached to list items. Documents that can be rights-managed in Windows SharePoint Services 3.0 include:

• Microsoft InfoPath® forms • Microsoft Word® documents • Microsoft Excel® files • Microsoft PowerPoint® files • Open XML file formats

Note. To add other file types, you must install protectors. Protectors control the encryption and decryption of rights-managed documents for each new type of file.

IRM Settings You can enable IRM at the document-library level. IRM includes options to control the following settings:

• The information rights policy name and description • Whether or not users can print documents that are rights-managed.

Note. A user must have the View permission or a higher-level permission to print documents that are rights-managed.

• Whether a user can run Microsoft® Visual Basic® for Applications (VBA) and other custom code in the file

• The number of days for which the license is valid. After the specified number of days has passed, the license expires, and the user must download the file again from the document library.

• Whether to allow users to upload file types that do not support IRM. • Optionally, the date to stop restricting permissions to the document library. After the

specified date passes, Windows SharePoint Services removes all rights-management restrictions from the documents in the library.

User Access to Protected Documents Windows SharePoint Services uses the access control list (ACL) entry of a user to determine the user’s access privileges. The following table lists the user's permission level in the ACL, and the corresponding permissions for IRM-protected files.

ACL permissions IRM rights

• Manage Permissions • Manage Web

These permissions provide full control of the documents as defined by the client application. Providing full control generally permits the user to read, edit, copy, save, and modify the


ACL permissions IRM rights permissions for a document.

• Edit List Items • Manage List • Add and Customize Pages

This provides edit, copy, and save permissions. The user can only print the document if the document library IRM settings have been configured to allow document printing.

• View List Item

This is the read permission. The user can read the document, but not copy or edit its content. The user can only print the document if the document library IRM settings have been configured to allow document printing.

• All other ACL rights settings, such as Edit User Info

This permission does not have corresponding IRM permissions.

When a user requests a rights-managed document, Windows SharePoint Services downloads the protected file to the user, based on the user’s access permissions. At this point, Windows SharePoint Services becomes the primary owner of the protected content. The user who requests the document is a consumer of the document, and is able to obtain an end-user license (EUL) that grants the correct permissions. Only Windows SharePoint Services and the authorized user have any rights to the downloaded file. For example, the user cannot send the rights-managed file to another user, even if the other user has access to the file in the Windows SharePoint Services document library. Instead, the other user would need to access the document library and download the document directly.

Implementing IRM To use IRM in Windows SharePoint Services, you must install the Microsoft® Windows® Rights Management Services Client, version 1 on every front-end Web server in your server farm. In addition, Microsoft Windows Rights Management Services (RMS) for Microsoft® Windows Server® 2003 service pack 1.0 (SP1) or later, or Active Directory® Rights Management Services for Microsoft® Windows Server® 2008 must be available on your network.


Managing Logging and Reporting

Introduction You can configure logging and reporting for your environment by using a set of configuration options that the SharePoint Products and Technologies resource toolkit provides. The configuration options are pre-emptive tools that help you to monitor the performance of your system. You can also use these tools to send error reports directly to Microsoft.

Diagnostic Logging You can configure error reports, event throttling, and trace logs by using the Diagnostic Logging page in the Central Administration Web site. You can refer to logs when some problem occurs. If you implement a log management strategy before a problem occurs, you can resolve any issues easily and quickly.

Event Throttling You can control the severity of events that are sent to Microsoft by using the Event Throttling option. You can specify the least critical events that you can send to the event log and the trace log. The values for each log are as follows:

• Event log—None, Error, Warning, Audit Failure, Audit Success, and Information. • Trace log—None, Unexpected, Monitorable, High, Medium, and Verbose.


By using these limits, you can ensure that your logs report necessary events, rather than just reporting all events. If your logs report all events, it can be more difficult to locate important information.

Trace Log When you enable tracing, you can specify a location for all trace files. This location must exist on all servers in the farm. In addition, you can specify the number of log files, which is 96 by default. You can also specify the duration of each log file, which is 30 minutes by default. The following table shows an example event.

Log title Example

Time and date

09:21:49.58 06/26/2007

Process filename

OWSTIMER.EXE

Area Windows SharePoint Services

Category Database

Event Id 88oi

Level High

Message System.Data.SqlClient.SqlException: An error has occurred while establishing a connection to the server, when connecting to Microsoft® SQL Server™ 2005. This failure may be caused by the fact that under the default settings SQL Server does not allow remote connections. (provider: TCP Provider, error: 0 - A connection attempt failed because the connected party did not properly respond after a period of time, or established connection failed because connected host has failed to respond.) at System.Data.SqlClient.SqlInternalConnection.OnError(SqlException exception, Boolean breakConnection) at System.Data.SqlClient.TdsParser.ThrowExceptionAndWarning(TdsParserStateObject stateObj) at System.Data.SqlClient.TdsParser.Connect (Boolean& useFailoverPartner, Boolean& failoverDemandDone, String host)

Usage Analysis Reporting The Usage Analysis Report shows the usage of SharePoint Products and Technologies services. You can set the path for the log and the number of logs to be retained. You can use the Processing Settings option to specify periods when the usage process runs. This can help you when you are investigating any unusual usage values.


Lesson 2: Managing Web Applications


• Describe the guidelines to create and configure Web applications. • Explain zones and Alternate Access Mappings (AAMs). • Explain the steps to extend a Web application. • Discuss the advantages and disadvantages of multiple content databases in a Web

application. • Explain the steps to create a new content database. • Discuss the general settings to configure a Web application. You must first create a Web application before you create a site collection. A Web application comprises an Internet Information Services (IIS) site and a port number with a unique application pool. After you create a Web application, you must configure additional zones for the Web application. This helps you to access the Web application by two or more different authentication systems. You can also associate each Web application with a collection of mappings between internal and public URLs. You must associate each Web application with at least one, and possibly multiple, content databases. A content database can only be associated with one Web application. The default general


settings are applied globally to a Web application while creating it. However, you can also configure settings for the Web application. These settings are automatically applied to site collections within the Web application.


Guidelines for Creating Web Applications

Introduction A Web application, previously called a virtual server in Windows SharePoint Services 2.0, is an IIS Web site that provides Windows SharePoint Services functionality.

Before you can create a site collection, you must first create a Web application to store the site collection. A Web application consists of an IIS site and a port number with a unique application pool. When you create a new Web application, you also create a new database and define the authentication method used to connect to the database.

Guidelines for Creating Web Applications The guidelines for creating Web applications are as follows:

• Assign port numbers and host headers. A new Web application created through the Central Administration Web site requires a description and a port number. The first Web application that is created has a default description of SharePoint – 80 and must be assigned to a port. The default is port 80, but these values are customizable. All future Web applications are assigned random port numbers, which can be changed also.


Host headers allow various Web sites to use the same port number and IP address. In Windows SharePoint Services, host headers allow multiple Web applications to respond to port 80, which is the standard port for HTTP traffic. If you employ host headers, you will need to create corresponding entries in Domain Name System (DNS) to ensure that all host headers entries respond to the correct IP address. You can accomplish this by creating Cname (or Alias) records in the DNS zone.

• Configure authentication methods and encryption. You must determine the authentication methods that a Web application will use. You must choose between two authentication methods—NT LAN Manager (NTLM) and Kerberos. To activate Kerberos authentication, you must perform an additional configuration. However, NTLM is the default authentication method. You can also permit anonymous access, although it is not the default setting.

If you need to encrypt the traffic between client and server, you can activate Secure Sockets Layer (SSL). If you use SSL, you must add the appropriate certificate on each server by using IIS administration tools.

• Determine the load balanced URL. In the load balanced URL section, type the URL for the domain name for all sites that users will access in this Web application. This URL domain will be used in all links shown on pages within the Web application. By default, the box is populated with the current server name and port. The Zone box is automatically set to the Default authentication zone for a new Web application, and cannot be changed from this page.

• Configure an application pool. In the Application Pool section, you can choose whether to use an existing application pool or create a new application pool for the Web application. If you create a new application pool, you must provide a name for the pool and credentials for the application pool identity account. You can select the predefined option to use an existing application pool security account, or you can enter new credentials.

• Configure the database and SQL authentication. You can provide the name of the database server in the format <SERVERNAME\instance>, or you can accept the default entry. You can provide a name for the content database, or use the default entry.

Note. Each content database can be stored on a separate SQL Server.

You need to choose whether to use the recommended method of authentication, Windows authentication, or SQL authentication. Windows authentication is the default authentication method. In most cases where the SQL Server is a domain member, you should use Windows authentication.


Important: You must restart IIS service after a new Web application is created. You can use the IISreset command manually, or have Windows SharePoint Services automatically restart the service.


What Are Zones?

Introduction In Windows SharePoint Services 3.0, you can create a new zone by extending an existing Web application.

Zones In Windows SharePoint Services 3.0, zones allow Web application access by up to five different authentication methods or identity management systems. For example, a partner application can be configured for access by users from two different identity management systems. Internal employees can be authenticated by using a standard Windows authentication method. Employees of the partner company are authenticated against their own company's identity management system.

To configure access to a Web application by two or more authentication systems, you must configure additional zones for the Web application. These zones represent different logical paths for access to the same physical application. With a typical partner application, the employees of a partner company access the application through the Internet, while internal employees access the application directly through the intranet.

In a Web application, you can create a new zone by extending the Web application. In the SharePoint Web Application Management section on the Central Administration Web


site, you need to specify the URL and the zone type on the Extend Web Application to Another IIS Web Site page. The zone type is simply a category name applied to the zone and does not affect the configuration of the zone.

The following are the five different zone types:

• Default • Intranet • Internet • Extranet • Custom After you extend the Web application, you can configure a separate authentication method for the new zone. A zone can be associated with a URL and an authentication method, so that you can access the same content database by using different authentication methods and different URLs.


What Are Alternate Access Mappings?

Introduction In Windows SharePoint Services 3.0, you can use Alternate Access Mappings (AAMs) to specify how SharePoint should map Web requests to the correct Web application and site so that SharePoint can provide the correct content.

Alternate Access Mappings In Windows SharePoint Services 3.0, AAM helps to identify the URL that the users access when they interact with the server.

You can associate each Web application with a collection of mappings between internal and public URLs. The users outside the firewall must use a public URL to access the SharePoint site. For example, the user can type http://www.Contoso.com. This URL appears in the links on the pages returned to the client browser. Internal URLs are the URL requests sent to the SharePoint site. For example, http://WSS is an internal URL. You can associate many internal URLs with a single public URL in multiple server farms. For example, when a load balancer routes requests for specific IP addresses to various servers in the load-balancing cluster, there is only a single public URL, but there are many internal URLs. Each Web application supports five collections of mappings per internal URL. These five collections correspond to the five zones. When the Web


application receives a request for an internal URL in a particular zone, links on the pages returned to the user contain the public URL for that zone.

Another use of AAMs is to extend existing Web applications. This allows the same internal content to be accessed by different URLs. This is useful for extranet relationships or public SharePoint sites because each AAM is associated with a zone, as discussed in the previous topic. This allows the same content to be accessed by using different URLs and different authentication methods.


Demonstration: How To Extend a Web Application

The instructor will provide a demonstration to show you how to extend a Web application.


Creating and Managing Content Databases

Introduction You can manage content databases by ensuring that each Web application has at least one or multiple content databases. You must associate these databases with a single Web application. You should not assign site collections to a particular content database, but you can force them into content databases.

Web Applications with Single or Multiple Content Databases The databases and the Web application are created at the same time. You can manually create other content databases afterwards. A content database can only be associated with one Web application and cannot contain content from other Web applications. The data contained in the content database includes all site details, structure details, user content, files, and security information.

Single Web Application Site collections in Windows SharePoint Services can only exist in a single content database. You cannot split site collections across multiple content databases in the same Web application. The ability to load balance your site collections in a Web application with multiple content databases or SQL instances is useful when you expect a significant growth in the number of users and site collections.


Size of Content Databases You cannot determine the size of the content database by the physical size or the disk space used. Instead, you can determine the size by the number of site collections in the database. You can control the physical size of the database by controlling the size through quota templates and number of site collections in the database.

Note: In Windows SharePoint Services, you do not have restrictions on the physical size of content databases. The content databases of Windows SharePoint Services 3.0 and Microsoft® Office SharePoint® Server 2007 implementations can handle terabytes of data. To support backup and restore requirements, you can keep content databases capped at a manageable size, such as 15–20 gigabytes.

Determine Site Collection Database Locations You cannot directly assign a site collection to an existing content database through the user interface. If you create a new site collection in a Web application, you must associate the site collection with a content database. By default, Windows SharePoint Services will place any new site collection into the content database that has the maximum available space. To determine the available space, you must find the difference between the maximum number of site collections allowed and the current number of site collections that exist in the database. For example, content DB1 has a maximum of ten site collections allowed, but six site collections already exist. In this case, the available space would be four. If this is the database with maximum available space, the next site collection will be placed in this database.

Force Site Collections into Content Databases You can use the following methods to force the assignment of a site collection to a particular content database.

Method Description

Change the status of content databases You can change the database status of all the content databases to offline, except the one you wish to have the site collection assigned to. Changing the status of active content databases to offline will not affect users coming to sites that reside in those databases. Users will still be able to browse, upload, and download documents, and perform all other normal activities.

Modify the number of site collections in content databases.

You can change the maximum number of site collections allowed in your current content databases. By modifying this number, you can choose a particular content database to contain the maximum available space.

Create a new site collection in a new content database.

To create a new site collection in a new content database, you can use the createsiteinnewdb operation of the Stsadm.exe tool. You cannot use this command to create a new site collection in an existing content database.


Note: In the Central Administration Web site, you can create content databases in Application Management.


Demonstration: How To Create a Content Database

The instructor will provide a demonstration to show you how to create a new content database.


General Settings in a Web Application

Introduction You can apply certain settings globally to a Web application. These settings are the general settings for a Web application. You can configure settings for a particular Web application that are applied to all site collections within the Web application.

General Settings The following table describes the settings that you can configure.

Setting Description

Time zone You can use the time zone setting for all sites and subsites under the Web application.

Default quota template You can use the quota template as the default template for all site collections. The quota template is a default template for the Web application. When you create a site collection, you can select a different template.

Maximum upload size The default maximum file upload size is 50 MB, but this is configurable. You cannot upload a single file or a group of files that is larger than the maximum upload size. If you try to upload a


Setting Description file larger than the accepted size, you will receive an error message.

Alert settings Under Alerts, you can select either On or Off to turn on or turn off alerts for all sites under the Web application. If you turn on alerts, you can limit the number of alerts that users can create, or you can allow an unlimited number. The default number allowed is 500.

RSS settings You can select either Yes or No to specify whether to allow or disallow RSS feeds. The default setting for RSS feeds is Yes.

Recycle Bin settings You can select On or Off to specify the status of Recycle Bins of all the sites in the Web application, that is, turned on or turned off. If you turn off Recycle Bins, files present in the Recycle Bins for sites hosted by the Web application get deleted. You can configure the site-level Recycle Bin to clear items after a certain period of time, or to never clear items. Under the second-stage Recycle Bin, you can select either Add or Off. If you select Add, you can enter the percentage of site quota to add for the second-stage Recycle Bin.


Lesson 3: Managing Sites


• Describe how to create and manage site collections. • Describe how to use Stsadm.exe to create a site collection. • Explain the Self-Service Site Creation feature. • Explain the purpose of quotas and locks. • Explain how to create a quota template. • Describe how policies override site permissions. The first site created in a site collection is the top-level site. You can manage and create site collections in various ways. You can use the Stsadm.exe command-line tool to create a site collection. To limit the amount of disk space used by a site collection, you can use quotas. You can use site locks to block the addition of new content or to block complete access to sites. A quota template consists of storage limit values that specify how much data can be stored within a site collection. You can create a quota template and apply it to any site collection in the farm. You can use Web Application permissions to create permission levels that provide access to site collections.


Creating and Managing Site Collections

Introduction When you create a site collection, the first site created in the collection is the top-level site. There can only be one top-level site in a collection. All other sites are subsites in the collection.

Methods for Creating a Site Collection The following table describes the methods to create a site collection.

Method Description

Create site collections in SharePoint Central Administration.

Farm administrators can use the Central Administration Web site to create site collections in Web applications. The farm administrator designates the site-collection administrator.

Create site collections by using the Stsadm.exe command-line tool.

Server administrators can create sites by using the createsites command.

Create site collections programmatically. Developers can create and customize sites programmatically.

Enable the Self-Service Site Management service for a Web application.

Users who are permitted Read access to the root site collection can create new site collections in that Web application. An announcement is added to the Announcements


Method Description list on the home page of the top-level team Web site of the root path. This announcement provides a link to the site creation page.

Size of Site Collections You can control the physical size of a site collection by assigning a quota template to the site collection.

Site-Collection Administrators If you enable the Self-Service Site Management service, the user who creates the site collection automatically becomes the administrator of the site collection. For other site collections, the farm administrator uses the Central Administration Web site to assign a user as the site-collection administrator at the time the site collection is created. A site collection can have multiple administrators.

Creating a New Site Collection To create a new site collection, you require the following information.

Required information Description

Title The title appears at the top of the Web page and in navigational elements such as breadcrumbs.

Description (Optional) The description describes the purpose of the site.

URL By using a URL, you can access a site. The first part of the URL is provided. You only need to enter the name of the site, as you want it to appear in the URL. If you have multiple managed paths available, you can select the appropriate path from the drop-down list.

Template You must select the site template that you want your site to be based on.

Primary Site-Collection Administrator

You must enter the name of the site-collection administrator in the format, Domain/Username. However, this field is not available if you are using the Self-Service Site Management service to create a site collection.

Secondary Site-Collection Administrator

You can designate different users as secondary site-collection administrators. However, this field is not available if you are using the Self-Service Site Management service to create a site collection.

Quota Template You must select the appropriate quota template from the drop-down list of available templates. If there is a default quota template assigned to the Web application, it can be overridden. However, this field is not available if you are using the Self-Service Site Management service to create a site collection.


Demonstration: How To Create a Site Collection by Using Stsadm.exe

The instructor will provide a demonstration to show you how to create a site collection by using Stsadm.exe.


What Is Self-Service Site Creation?

One of the features available in Windows SharePoint Services is the Self-Service Site Creation feature. When you enable this feature, all users who access that Web application’s SharePoint site will have the permission to create the top-level Web sites.

You can enable the Self-Service Site Creation feature for a particular Web application in the Central Administration Web site and it will affect all sites on that Web application. After you enable this feature, a user does not need administrator permissions on the server or Web application to create site collections.

When you enable this option, all default site groups can use the Self-Service Site Creation feature. Users who create sites through this method will be assigned to the Owner site group for the site and will have full authority over the site.

When you enable the Self-Service Site Creation feature, an announcement is added to the home page of the top-level Web site on that Web application, with a link to the signup page (Scsignup.aspx). Users can click the link to go to the signup page and create their top-level sites. This announcement is set to never expire.

Self-Service Site Creation simply creates new top-level Web sites in an existing Web application, and so, any new sites automatically conform to the Web application’s quota, settings, and other administrative policies.


You can specify different URL paths to be available for users to create sites, by adding managed paths.


Need for Quotas and Locks

Introduction You can define quotas to limit the amount of disk space a Web site collection can consume. You can also manage access to site collections by using locks.

Quotas Windows SharePoint Services allows you to set quota limits for each site collection by using quota templates.

You can specify two limit values for a quota template:

• A warning limit • A maximum limit These values are expressed in megabytes. When a site collection exceeds the specified warning limit, an e-mail message is sent to the site-collection owner. The e-mail message is sent to notify the owner that the site is nearing the maximum limit. When a site reaches the maximum limit, another e-mail message is sent to the owner. After the e-mail message is sent, users cannot add new content to the site. Users who attempt to upload new content receive a Disk Full error.


You can define a default quota template while creating your Web application. If you create a new site collection in that Web application, it will automatically use the values in the default quota templates, but this can be overridden. You can also change the quota for a Web application in SharePoint Central Administration. If you change the default quota template for the Web application, only new site collections will be affected. Changing the default quota template will not affect the quotas placed on existing site collections. You will need to change existing site quotas manually.

Windows SharePoint Services does not contain any default quota templates. You can create multiple templates as required. To create a quota on the SharePoint Central Administration Web site, you need to access the Manage Quotas and Locks page. You can manage quotas and their templates only if you are a member of the SharePoint Farm Administrative group.

Locks You can apply a site lock manually to either block the addition of new content to the site, or to block all access to a site. For example, you can lock a site to prevent new connections until content updating is complete.

You can apply the following three types of locks:

• Prevent adding content • Read-only lock to block adding content, updating content, and deleting content • No access


Demonstration: How To Create a Quota Template

The instructor will provide a demonstration to show you how to create a quota template.


Options for Configuring Web Application Policies

Introduction Windows SharePoint Services 3.0 has an added feature called Web Application Policies. Web Application Policies are security permissions that are applied to an entire Web application. These security settings override any security setting that is configured at the site collection or subsite level for that user or group. For instance, your Helpdesk group requires full control of all the site collections in a specific Web application. To grant full control, you can apply the Full Control permission. This permission would be applicable to all current and future site collections in that Web application. In addition, you can also deny access to specific users or groups.

These policies are designed to allow the appropriate service accounts to access the SharePoint sites in a given Web application, no matter what permissions may be set at the site level.

Configuring Web Application Policies You can configure Web Application Policies in the Application Management section of the Central Administration Web site. You can assign the following Web application permissions to users or groups:


• Full Control • Full Read • Deny Write • Deny All You can also specify that the user account operates as a computer account. Then, any changes made by a computer account are logged as changes made by the system account, instead of the actual user.


Lesson 4: Maintaining Servers


• Describe the advantages and disadvantages of using the user interface tool. • Describe the advantages and disadvantages of using the Stsadm.exe tool. • Perform a backup by using Stsadm.exe. • Describe the limitations and benefits of using SQL backup strategies. • Describe the method to back up and recover Web sites by using Microsoft® Office

SharePoint® Designer 2007. • Describe the role of the Windows Server Backup tool. • Describe the features of Data Protection Manager® 2007. Windows SharePoint Services provides a full or a differential backup by using native tools such as user interface, Stsadm.exe, and automated scripts. You can use the user interface tool to back up and restore your database at the farm level or Web application level. The Stsadm.exe tool is used to provide granular backups for command-line administration of servers and sites. Windows SharePoint Server does not support automated backup. However, you can create your backup automation script file and schedule a time for the script to run. SQL Server 2005 provides four backup modes—full


backup, differential backup, partial backup, and transaction log backup. Office SharePoint Designer 2007 helps you to back up an entire site or a subsite. It then recreates that site on the same server or on another server. The Windows Server Backup tool is used to back up home directories, the Web.config file, custom assemblies, customizations, site definitions, and list definitions. Windows SharePoint Services 3.0 and Office SharePoint Server 2007 are a single entity for Data Protection Manager 2007. Data Protection Manager 2007 helps you to manage and protect the entire farm.


Creating Backups by Using the User Interface Tool

Introduction SharePoint Products and Technologies provides backup facilities for many aspects of your solution environment. Windows SharePoint Services 3.0 and Office SharePoint Server 2007 offer the following two backup methods:

• Full backup. This backup method helps create a complete copy of the selected aspects of SharePoint Products and Technologies.

• Differential backup. This backup method helps create a backup copy of only the data that has changed since the last full backup of SharePoint Products and Technologies.

Before you can create a differential backup, you must perform a full backup.

Backup Path When Central Administration or the Stsadm.exe command-line tool triggers a backup, the Central Administration application pool writes files to the specified backup location. The Central Administration application pool also triggers an SQL Server database backup to the specified backup location. The path provided to the backup is the location where a folder is created for backup, such as spbr0000 and spbr0001.


Native Backup Tools You can perform backups by using native backup tools such as the user interface, Stsadm.exe, or an automated script.

The user interface tool

The user interface tool helps you to perform a backup and restore of the selected components. The Operations page in the Central Administration Web site provides a link to the user interface. You can use the user interface tool to perform a backup at various levels. The highest backup level is the entire SharePoint farm. The lowest level of backup is the entire content database.

The user interface tool offers the following benefits:

• Ability to back up and restore at the farm level or Web-application level • Ability to restore the search backups • Easy-to-use recovery tool • Ability of the system to automatically restart the backup and allot an appropriate

amount of performance time for the backup process, which initially runs for 17 hours. The user interface tool has the following disadvantages: • The user interface tool does not provide:

• Scheduling functionality

• Automatic deletion of old backup files

• The user interface tool does not back up: • Directly to a tape. The backup location must be a Universal Naming Convention

(UNC) path.

• Any configuration changes or custom solution files in the Inetpub or the Office12 hive.

• Any customizations made to the Web.config file.

• Alternate Access Mappings (AAM).

• Internet Information Services (IIS) settings, including host headers, dedicated IP addresses, and Secure Sockets Layer (SSL) certificates.

• The user interface tool does not manually delete unsuccessful backup or recovery jobs from the Timer jobs list. To manually delete the unsuccessful job, in Central Administration, click Operations, and then click Backup and Restore Job Status. If the failed job is not deleted, subsequent backup or recovery jobs fail.

Note: The user interface can be used to back up the Configuration database and Central Administration, but it cannot be used to restore them to a different location.


Creating Backups by Using the Stsadm.exe Tool

Introduction Windows SharePoint Services uses the Stsadm.exe tool for command-line administration of servers and sites.

The Stsadm.exe Tool You can use the Stsadm.exe tool to perform granular backups. For example, you can back up an individual site collection or an individual database, Web application, or the entire farm.

The account that you use to run the Stsadm command-line tool must be a member of:

• The administrators group on the local computer • The dbowner fixed database role in SQL Server To back up a site collection, you must use the following Stsadm command.

Stsadm –o backup –url <URL of the site collection> -filename <Name of the backup file>

To back up the entire farm, you must use the following Stsadm command.

Stsadm –o backup –directory <UNC path or local drive> -backupmethod <Full or Differential>


Note: You must run the Stsadm tool on the local server.

The Stsadm tool provides the following benefits:

• It can be used with Windows Task Scheduler to schedule backups. • It does not rely on the SPTimer service. • It can perform a backup and restore at the farm level, Web application level, or site-

collection level. • It can restore search backups. • It can automatically restart the backup and allot an appropriate amount of

performance time for the backup process, which initially runs for 17 hours. The Stsadm tool has the following disadvantages:

• It does not provide automatic deletion of old backup files. • It does not backup:

• Directly to a tape. The backup location must be a UNC path.

• Any customized site components.

• AAM.

• IIS settings including host headers, dedicated IP addresses, and SSL certificates.

• It cannot be used while backing up site collections. Site collection backups affect performance, and can cause access errors. They are not designed to be used when the server is under active load. Site collection backups can be slow when working with collections larger than 12–15 gigabytes (GB). You should use SQL Server backups if you are working with collections larger than 15 GB.

Note: The Stsadm.exe command-line tool helps back up the Configuration database and Central Administration. However, you can restore the Configuration database and Central Administration only to a server of the same name, and in the same location.

Note: You can create your own backup schedule by creating a script file. The script file must include the backup commands that you want to perform. Then, you can schedule the script file to run at the required time by using the Scheduled Task Wizard.


Demonstration: How To Perform a Backup by Using Stsadm.exe

The instructor will provide a demonstration to show you how to perform a backup by using Stsadm.exe.


Backup Strategies for SQL Server

Introduction You can use SQL Server 2005 to back up your databases. You will use a combination of approaches to form a backup strategy for your databases. Full database backups can be time consuming and will have an adverse effect on the performance of the database during the backup process.

Backup Strategies You can combine the following four types of strategies to back up your databases:

• Full backup. This type of backup creates a complete copy of the database structure and content.

• Differential backup. This type of backup creates a backup copy of the data that has changed since the last full backup.

• Partial backup. This type of backup creates a backup copy of specific files or file groups.

• Transaction log backup. This type of backup creates a backup copy of the transaction log.

In many scenarios, the backup strategies help to schedule full backups for low usage, nonoperating hours, when user demand for your databases is at a minimum, such as


overnight or on a weekend. You may consider interspersing your full backups with a series of differential backups. For example, a common scenario is performing a single full backup per week, and a differential backup for the six days between each full backup. You can also further intersperse your full and differential backups with transaction log backups. You can use transaction log backups more regularly because they do not affect database access times for your users.

Note. You can use Microsoft SQL Server Management Studio to schedule database backups.


Backing Up and Restoring Sites by Using SharePoint Designer 2007

Introduction You can use Office SharePoint Designer 2007 to back up a site or subsite, and then re-create that site on the same server or on another server. When you back up and restore a site, you actually perform three separate operations:

• Back up the site to a single file. • Create a new empty site as a destination (required). • Restore the backup site to that destination.

Back up and Recovery Feature of Office SharePoint Designer 2007 You can use the backup and recovery feature when you want to back up an entire site or subsite. You can also use it when you want to move an entire site or subsite to another server or location. When you create a backup of a Web site by using Office SharePoint Designer 2007, it creates a content migration package, or a .cmp file. Content migration packages include list data, and you cannot choose to include only specific site elements. Sometimes, you may lose some customizations or settings in the process. For example, the backup file does not include workflows, alerts, and properties stored at the site-collection level. The backup file also does not include the Recycle Bin state or objects


inside it. To use the backup and recovery feature, you must have administrator permissions to access the site, but you do not need administrative access to the server that is running Office SharePoint Server. This allows site-collection administrators to back up their own site collections.


Role of Windows Server Backup

Introduction Windows Server Backup is installed on a server to provide a basic backup and recovery solution. You can also use this tool to manage backups on remote servers.

Role of Backup You can use the Windows Server Backup tool to back up your home directories, Web.config file, custom assemblies, customizations, site definitions, and list definitions. To use the backup tool in Windows Server 2008, the Windows Server Backup features must be installed.

For a customized system that is not deployed by using solutions, you need to back up the following directories.

Directory Description

Program Files\Common Files\Microsoft Shared\Web server extensions\12

The directory is the installation directory for Office SharePoint Server, and it is also called the 12 hive. It stores many configuration changes specific to Office SharePoint Server.

Inetpub Inetpub stores the IIS virtual directories.

C:\Windows\assembly This directory is the global assembly cache.


The IIS metabase is the repository for IIS configuration values. The metabase is a plain-text XML file that can be modified by using IIS Manager, or directly by Office SharePoint Server. On each front-end Web server, the IIS metabase holds settings such as Host Headers, Port values, and Authentication Used. The metabase can be corrupted or overwritten; therefore, it should be included in your backup strategy.


Features of Data Protection Manager 2007

Introduction Windows SharePoint Services 3.0 is often deployed as a physically distributed solution between Web front-end, SQL Server, and SharePoint Products and Technologies configuration servers. For Office SharePoint Server 2007, this distribution may be extended to include multiple application servers, such as Query or Excel Services. Windows SharePoint Services is not usually deployed on a single server in an enterprise implementation. Data Protection Manager 2007 handles Windows SharePoint Services 3.0 and Office SharePoint Server 2007 as a single entity. You can manage and protect the farm, rather than the individual components that make up the farm.

Data Protection Manager 2007 Data Protection Manager 2007 protects the whole farm by protecting individual protection elements. The individual protection elements of a farm include:

• Configuration database • SQL Server database content • Search files • Metadata from IIS servers


You can restore a farm, content database, configuration database, site, site collection, file, or list. Depending on the configuration, Data Protection Manager 2007 offers a single transaction loss on system failure up to a maximum of 15 minutes.

Features of Data Protection Manager 2007 Data Protection Manager 2007 logs and replicates byte-level changes to the files on the production servers. After the initial copy, only the delta changes to the files are saved. This results in increased performance efficiency and minimized network bandwidth spikes which in turn makes protection of data more efficient and eliminates the problem of scheduling backup windows. Data changes are sent on an hourly basis, by default, to a disk on the Data Protection Manager 2007 server. In addition, you can specify your own schedules.

Data Protection Manager 2007 is built on Windows Shadow Copy technology. However, in contrast to Windows Shadow Copy, you can control multiple servers in a Protection Group. This shares shadow copy data and eliminates any single point of failure.

When you select a database, Data Protection Manager identifies the files that make up the database. It then identifies the disk blocks or parts of disk blocks that make up the files for the database. A bitmap of the blocks is created and these are updated during disk writes. When a scheduled save occurs, a Volume Shadow Copy Service (VSS) snapshot freezes the disk for a moment, and synchronizes the blocks that are identified as changed in the bitmap.

Protecting SharePoint Products and Technologies The Windows SharePoint Service 3.0 server or the Office SharePoint Server 2007 server must have the Data Protection Manager 2007 agent. The server uses the agent to identify and communicate with the Data Protection Manager 2007 server. Agents on client systems have a 5 MB footprint. The Data Protection Manager 2007 server interrogates the agent and identifies that the system is a SharePoint Products and Technologies server. Associated farm servers are automatically identified. Data Protection Manager 2007 is designed to work with mirrored and clustered SQL Server 2005 installations.


Lesson 5: Monitoring Performance


• Describe the performance counters that can be used to monitor Windows SharePoint Services.

• Describe the importance of System Center Operations Manager 2007 for centralized monitoring.

You need to monitor the Windows SharePoint Services 3.0 servers and site collections to assess their capacity and allocate resources. In addition, you need to measure the behavior of a specified resource during normal activity. This information is then used to monitor system usage and system response. Some basic areas that you need to monitor on all systems include memory, processor, disk, and network. To manage systems and automate operations, System Center provides a range of management solutions. You can download management packs for different purposes from the Microsoft Web site Windows SharePoint Services 3.0 Management Pack highlight configuration problems and possible service outages. The Office SharePoint Server 2007 Management Pack provides predefined alerts for a number of conditions.


Performance Counters in Windows SharePoint Services

Introduction You need to monitor the Windows SharePoint Services 3.0 servers and site collections on a regular basis. This helps assess the capacity of the server and the site collections so that you can allocate resources on that basis.

Create a Server Baseline A baseline is a measure of a specified resource behavior during normal activity, and it indicates the performance of a resource or a collection of system resources. The information is then compared to later activity to monitor system usage and system response to changing conditions.

All computer systems are unique because of the variety of hardware and server roles that are installed. Each baseline is different for individual computers. You must always include the following objects to monitor the server roles:

• Memory • Processor • Disk


• Network

Basic Server Counters The following counters for the specific server roles should be monitored on all systems.

• Memory\Pages/sec. The number of pages that are read from or written to disk to resolve hard page faults. This counter serves as a primary indicator of the types of faults that cause system-wide delays. This counter generally remains at or close to zero.

• Processor\% Processor Time. The percentage of time that the processor spends to execute a thread. Sustained high values could indicate that a more powerful CPU is required.

• System\Processor Queue Length. The number of threads that wait in the processor queue. These numbers should be low. Less than 10 threads per processor is generally acceptable.

• PhysicalDisk\Disk Transfers/sec. The rates of read and write operations on the disk. Define a counter for each physical disk on the server.

• Network Interface\Bytes total/sec. The number of bytes traveling over the network interface per second. This counter only reflects the local network connection.

The following table lists the performance counters specific to Windows SharePoint Services, SQL, and ASP.NET that need to be monitored.

Windows SharePoint Services ASP.NET SQL

• Process(w3wp)\% Processor Time

• Process(OWSTIMER)\% Processor Time

• Process(w3wp)\Working Set

• Process(w3wp)\Private Bytes

• Process(w3wp)\Page Faults/sec

• Process(w3wp)\Working Set

• Process(w3wp)\Working Set Peak

• Process(w3wp)\Virtual Bytes

• Process(w3wp)\Virtual Bytes Peak

• Process(w3wp)\Private Bytes

• Process(w3wp)\Page File Bytes

• Process(w3wp)\Page File

• ASP.NET\Request Execution Time

• ASP.NET\Request Wait Time

• ASP.NET\Requests Queued

• ASP.NET\Requests Rejected

• ASP.NET\Worker Process Restarts

• ASP.NET\Application Restarts

• Process(sqlservr)\% Processor Time

• Process(sqlservr)\Working Set• Process(sqlservr)\Private Bytes• SQLServer:General

Statistics\User Connections • SQLServer:Databases\Transac

tions/sec • SQLServer:Locks(_Total)\Num

ber of Deadlocks/sec • SQLServer:Locks(_Total)\Lock

Waits/sec • SQLServer:Locks(_Total)\Lock

Wait Time (ms) • SQLServer:SQL

Statistics\Batch Requests/sec • PhysicalDisk(_Total)\Current

Disk Queue Length • PhysicalDisk(_Total)\Disk

Read Bytes/sec • PhysicalDisk(_Total)\Disk Write

Bytes/sec


Windows SharePoint Services ASP.NET SQL

Bytes Peak • Process(OWSTIMER)\%

Processor Time

Note. You can obtain additional information from the event logs to assess the performance of the Windows SharePoint Services servers.


System Center Operations Manager 2007 Pack for Windows SharePoint Services

Introduction System Center is a range of management solutions designed to capture and aggregate knowledge about IT infrastructure, policies, and processes to enable you to manage systems and automate operations. System Center allows monitoring operations to be centralized. System Center Operations Manager 2007 was formerly known as Microsoft Operations Manager.

Role of Management Packs Management packs are the building blocks that extend Operations Manager 2007 management capabilities to operating systems, applications, and other technology components. When you install Operations Manager 2007, the only management pack that is installed is the Operations Manager Management Pack. You can download Management packs from the Microsoft Web site.

System management usually takes place by using agents. Agents report data about what they are monitoring back to System Center. You must install agents on each server or


client that you want Operations Manager 2007 to monitor. You do not need to install the Management Packs on each system. This is coordinated by Operations Manager 2007.

Windows SharePoint Services 3.0 Management Pack The Windows SharePoint Services 3.0 Management Pack monitors events that are placed in the application event log. This management pack highlights events that may indicate possible service outages or configuration problems so that you can quickly take corrective or preventive actions. The Microsoft Windows SharePoint Services 3.0 Management Pack monitors:

• The application pool account for sufficient permission to add or read users from Active Directory®.

• Issues that arise from improper configuration of the authentication provider. • Backup failures and Recycle Bin quotas. • Connectivity problems with computers that run SQL Server. • Issues that arise from the deployment and topology of Windows SharePoint Services

3.0. • Events that are related to the health of the tracing infrastructure. • Connectivity with the SMTP server. • Application pool account that has problems writing to disk or a registry key. • Connectivity with Windows Rights Management Services servers. • Performance counters. • Events that are critical to the sound operation of the search service. • Availability of Windows service. • Events that are associated with the Timer service. • Events that are associated with failures to load event handlers and safe control

assembly paths.

Microsoft Office SharePoint Server 2007 Management Pack The Office SharePoint Server 2007 Management Pack includes management objects that are designed for installation of Microsoft Office SharePoint Server 2007 Application Servers. It is also used to install Microsoft Office SharePoint Server 2007 front-end Web servers. The management pack provides predefined alerts for a number of conditions that include the following:

• Provision failure of Shared Services Provider (SSP) • Failure of scan job of Site directory • Features not enabled on some sites • Unavailability of the Administration site for the SSP • Unavailable features on existing sites • Unavailability of the Office SharePoint Server Search service


• Unavailability of the Microsoft Single Sign-On service • Unavailability of the Office Document Conversions Launcher service • Failure to connect to parent server farm • Failure to synchronize the SSP • Unavailability of the Office Document Conversions Load Balancer service • Failures in content deployment jobs • Poor cache performance • Error during document copy or move operations • Errors with the Information Rights Management (IRM) features • Failures in the Document Conversion feature • Out-of-memory exceptions • Denial of Service scenarios • Failures during form processing or while loading business logic assemblies

Windows Base OS Management Pack The Microsoft Windows® Base Operating System (OS) Management Pack monitors the performance and availability of Microsoft® Windows Base Operating Systems. By detecting, alerting on, and automatically responding to critical events and performance indicators, this management pack helps indicate, correct, and prevent possible operating system service outages. The Windows Base Operating System Management Pack ensures that the operating system and its components are available and working in a proper manner.

SQL Server 2000-2005 Management Pack The SQL Server Management Pack monitors the availability and performance of SQL Server 2000 and 2005, and can issue alerts for configuration problems. Availability and performance monitoring is done by using synthetic transactions. In addition, the management pack collects Event Log alerts and provides associated knowledge articles with additional user details, possible causes, and suggested resolutions. The management pack discovers database engines, database instances, and databases, and can discover database file and database file group objects.


Lab 3: Administering and Managing Windows SharePoint Services Servers


• Configure the Windows SharePoint Services server. • Create a Web application and a blocked file type. • Create a site collection. • Configure and create a content database. • Test the intranet and extranet access.


Introduction In this lab, you will configure the server. You will create Web applications and a blocked file type. You will also create a site collection. In addition, you will configure the content database to hold a site collection, and then create a second content database to hold 100 sites. Finally, you will test the intranet and extranet access.








Lab Scenario Fabrikam is implementing Windows SharePoint Services to support collaborative Web sites within departments, and also extent the Windows SharePoint Services application to external users in a partner organization. The intranet URL will be http://intranet. The external URL will be http://extranet. Diagnostic logging will be enabled to log errors only. The WSSAdmins group will be added to the farm administrators group. The MP3 file type will not be allowed to be uploaded or downloaded from the sites in this Web application. Site collections will be assigned a limit of 500 MB. The extranet site collection will reside in its own content database, named WSS_DB1. A second content database, named WSS_DB2, will be created to hold up to 100 site collections.


Exercise 1: Configuring the Windows SharePoint Services Server

The main tasks for this exercise are as follows:

• Start the virtual servers. • Configure diagnostic logging, event throttling, and usage analysis processing. • Configure the farm administrators group. • Create a quota template.




Task 2: Configure Diagnostic Logging, Event Throttling, and Usage Analysis Processing.

1. Log on to VAN-WSS3 as Fabrikam\Administrator by using the password Pa$$w0rd

2. Open the SharePoint 3.0 Central Administration Web site by using the Fabrikam\Administrator credentials.

3. From the Operations page, access the Diagnostic logging page.

4. Configure the following settings:

5. Log all events

• Least critical event to report to the event log: Error.

• Least critical event to report to the trace log: High

6. From the Operations page, access Usage analysis processing.

7. On the Usage analysis processing page, enable logging and enable usage analysis processing.

8. Leave the Start time field at the default and set the End time to be 3 AM

Task 3: Configure the Farm Administrators group. 1. From the Operation page, access the People and Groups: Farm Administrators

page.

2. Add the WSSAdmins group to the farm administrators group. Do not send e-mail to the new users.

Task 4: Create a quota template. 1. On the Application Management page, access the Quota templates page.

2. Create a new quota template named Team Site.


3. Limit site storage to a maximum of: 500 MB.

4. Send warning e-mail when site storage reaches 400 MB.

Exercise 2: Creating a Web Application and a Blocked File Type The main tasks for this exercise are as follows:

• Create a Web application for the intranet URL.

• Extend the Web application to the extranet URL.

• Create the DNS entries for the host headers.

• Configure a blocked file type.

Task 1: Create a Web application for the intranet URL. 1. From the Application Management page, access the Create or extend Web

application page

2. Create a new Web application by using the following settings:

• Description: Intranet Site

• Port: 80

• Host Header: Intranet.

• Load balanced URL: http://Intranet.

Note: Clicking in the field will automatically change the URL to http://Intranet:80. Just delete the :80 portion of the URL.

• Application pool: Intranet.

• Security account for the application pool: Fabrikam\Administrator with a password of Pa$$w0rd.

Note: For the purposes of this lab, you are using the Administrator account. Normally, you would create a non-administrative service account for this purpose.

3. Modify the database name to be WSS_DB1 and then click OK.

Task 2: Extend the Web application to the Extranet URL. 1. Click Create or Extend a Web Application in the breadcrumbs above the

page title.

2. Choose to extend the Web application.

3. On the Extend Web Application to Another IIS Web Site page, in the Web Application section, change the Web application to the Intranet site

4. Configure the extended Web application with the following information:


• Port: 80

• Description: Extranet

• Host Header: Extranet

• Load Balanced URL: http://extranet.

• Zone: Extranet

5. Reset IIS.

Task 3: Create the DNS entries for the Host Headers. 1. Open the DNS management console.

2. In the Fabrikam.com forward lookup zone, create a new alias record with Intranet as the Alias name and VAN-WSS3.fabrikam.com in the Fully qualified domain name (FQDN) for target host.

3. Repeat the steps to create an Alias record for Extranet.

Task 4: Configure a blocked file type. 1. On VAN-WSS3, on the Central Administration Web site, on the Operations

tab, access the Blocked file types page

2. On the Blocked File Types page, ensure that the Web application is http://Intranet and then add MP3 as a blocked file type.

Exercise 3: Creating a Site Collection The main task for this exercise is as follows:

• Create a site collection.

Task 1: Create the site collection. 1. On the Application Management tab, choose to create a site collection.

2. Create a site collection with the following settings:

• Web application: http://Intranet

• Title: Fabrikam Partner Site

• Description: This site provides collaboration between Fabrikam Ltd. and Contoso Ltd.

• Template: Team Site

• Primary Site Collection Administrator: Fabrikam\Administrator

Note: If you did not use the domain\username format, the built-in server administrator would be the site collection administrator.

• Quota template: Team Site


Exercise 4: Configuring and Creating a Content Database The main tasks for this exercise are as follows:

• Create a second content database to hold 100 sites.

• Configure the content database to hold one site collection.

Task 1: Create a second content database to hold 100 sites. 1. On the Manage Content Databases page, add a content database. Ensure that

http://Intranet is the selected Web application.

2. Name the database, WSS_DB2.

3. Set the number of sites before a warning event is generated to be 80.

4. Set the maximum number of sites that can be created in this database to be 100.

Task 2: Configure the content database to hold one site collection. 1. From the Application Management page, access the Manage Content

Databases page.

2. Configure WSS_DB1, to set the Number of sites before a warning event is generated to be 0 (zero) and to set the maximum number of sites that can be created in this database to be 1.

Note: Because WSS_DB1 is now at maximum capacity, all future site collections in this Web application must go into WSS_DB2.

Exercise 5: Testing the Intranet and Extranet Access The main tasks for this exercise are as follows:

• View the alternate access mappings and zone configuration.

• Access the site collection by using the intranet URL.

• Access the site collection by using the extranet URL.

Task 1: View the alternate access mappings and zone configuration. 1. In the Central Administration Web site, on the Operations tab, access the

Alternate access mappings page. Notice that http://Intranet is associated with the Default zone and http://extranet is associated with the Extranet zone.

2. On the Application Management page, access the Authentication Providers page


3. Review the Extranet zone configuration. Notice that this zone could now be associated with different authentication methods. For example, the extranet zone could use forms based authentication for the extranet users.

Note: In practice, there are many more steps required to configure forms-based authentication than just configuring settings in Central Administration.

Task 2: Access the site collection by using the intranet URL. 1. Open Internet Explorer and go to http://Intranet. When prompted, add the

http://Intranet site to the list of trusted Web sites. The Partner site appears.

Task 3: Access the site collection by using the extranet URL. 1. Open a new tab in the browser and type http://extranet in the address bar.

When prompted, add the http://extranet site to the list of trusted Web sites. Notice that both URLs open to the Fabrikam Partner Site.

Lab Shutdown After you complete the lab, you must shut down the 6438A-VAN-DC1 and 6438A-VAN-WSS3 virtual machines and discard any changes.

Important: If the Close dialog box appears, ensure that Turn off and delete changes is selected, and then click OK.


Lab Discussion



Results Checklist The following is a checklist of results for you to verify that you have performed this lab successfully. Ensure that you:

• Enable diagnostic logging and event throttling. • Configure the farm administrators group. • Create a quota template. • Create the Web application to host the first site collection. • Extend the Web application to the extranet. • Configure DNS for the host headers. • Configure a blocked file type. • Create the first site collection. • Configure the content database to hold one site collection. • Create and configure a second content database to hold up to 100 site collections. • View the alternate access mappings and the zone configuration. • Test the intranet and extranet access.

Module 04: Administering Windows® SharePoint® Services 3.0 Sites


Lesson 1: Managing Site Collections 4-2 Lesson 2: Controlling Access to Windows SharePoint

Services Sites 4-13 Lesson 3: Customizing Sites 4-25 Lab 4: Windows SharePoint Services 3.0 Site

Administration 4-33

Module 04: Administering Windows® SharePoint® Services 3.0 Sites 4-1

Module Overview


• Describe the process of managing site collections in Microsoft® Windows SharePoint® sites.

• Explain the method of controlling access to sites in Windows SharePoint Services. • Describe site customization. After you create a site and subsites in Windows SharePoint Services, you must administer all the subsites, including the top-level site. You can administer a site by configuring the site settings and assigning permissions to it. To manage permissions to the site and to provide an e-mail distribution list for site members, you need to create SharePoint groups. You can also create permission levels and associate them with SharePoint groups. In Windows SharePoint Services, you can customize a site by configuring various features of the site through the Look and Feel section of the Administration pages and master pages.

4-2 Module 04: Administering Windows® SharePoint® Services 3.0 Sites

Lesson 1: Managing Site Collections


• Describe the settings that can be configured for the site collection. • Describe the steps to configure the Recycle Bin. • Describe sites creation in site collections. • Explain the steps to create a subsite. • Explain the options for configuring sites. • Describe galleries. In Windows SharePoint Services, you can create site collections. After you create site collections, you must manage the top-level site and all its subsites. To do so, you need to configure various site settings and permissions. For example, you can configure the Recycle Bin to provide access to the second stage Recycle Bin. You can create sites and subsites in a site collection. You can use collections of components called galleries to provide customized elements and limit the components that can be added to a site by other users.


Options for Administering Site Collections

Introduction A site collection has only one top-level site, and, possibly, multiple subsites. You can access the site collection administration pages through the site settings page of the top-level site. Only site collection administrators have the rights to administer the site collection. A site collection administrator can manage the top-level site and all subsites. Users who are in the Owners group, and have full control of the top-level site, are not site collection administrators. Site collection administrative settings affect all sites in the collection.

Administration Settings for a Site Collection In Windows SharePoint Services, you can configure the following settings for the site collection.

• Recycle Bin. The recycle bin settings provide access to the second stage Recycle Bin but not its configuration settings.

• Site Collection features. The site collection features settings activate or deactivate the features that have been installed by a server administrator. Some features will need to be activated at the site collection level before they are available to be activated at the subsite level.


• Site Hierarchy. The site hierarchy setting provides a listing of all the subsites in the entire site collection. It also provides a link to the home page of the site or to the site management pages of the site.

• Portal site connection. The portal site connection setting allows a Windows SharePoint Services site to be linked to an existing portal. This places a breadcrumb hyperlink to the portal in the upper-left corner of the site pages.

Note: The installation of MOSS® provides many more site collection administration pages.

Galleries in Site Collection The top-level site has additional galleries that store components that can be accessed by subsites. There are four galleries that are only available at the site-collection level. They are:

• Site templates • List templates • Web parts • Workflows

Note: Site owners of the top-level site have access to all the galleries except the Workflows gallery.

Permissions for the Site Collection Permissions for the top-level site can be configured by both the site collection administrators and the site owners. Permissions set at the top-level site inherit down to all subsites in the collection, unless a subsite has been configured to use unique permissions. Site collection administrators can also add other principals as site collection administrators.


Demonstration: How To Configure the Recycle Bin

The instructor will provide a demonstration to show how you can configure the Recycle Bin.


Creating Subsites in Site Collections

Introduction The first site created in any site collection is the top-level site. You can create subsites to form a hierarchy of sites within the collection. These subsites have a parent/child relationship with the site immediately above them. These subsites inherit a number of elements from the parent site, such as navigation elements and permissions. Subsites can be created programmatically, or from within Microsoft Office® applications, but are typically created using the Create page of the parent site.

Information Required to Create a Subsite • While creating a subsite, you require the following information:

• Title

• URL

• Site template

• Description (Optional)

• You can also choose the following options: • Use same permissions as parent or use unique permissions


• Display this site on the quick launch of the parent site

• Display this site on the top link of the parent site

• Use the top link from the parent site

Who Can Create Subsites? Users who have the Create Subsites permission can create new subsites. By default, the Full Control permission level is the only permission level, which has the Create Subsites permission. You could create a custom permission level that allows users to create subsites without assigning Full Control permission to them.

Permission Inheritance By default, a subsite inherits permissions from its immediate parent site. You can change this behavior by selecting unique permissions for the subsite. If unique permissions are used, you need to manually assign all permissions to users and groups. You cannot have a combination of inherited and manually created permissions.

You can break the inheritance with the parent site at any time. If you break the inheritance, all the currently inherited permissions will be copied to the subsite and will become explicit permissions. You can remove or modify any explicit permission.

You can re-enable inheritance for a subsite. In this case, all custom permissions and modifications will be lost and replaced with inherited permissions from the parent site.


Demonstration: How To Create a Subsite

The instructor will provide a demonstration to show you how to create a subsite.


Configuration Options for Sites

Introduction One of the design goals of Windows SharePoint Services is to allow users to configure the administration settings of their own sites. For example, a user in the sales department may wish to create a subsite in the sales site collection to support collaboration for a sales project. To do this, you have to grant the user permissions and administrative rights to create a subsite.

Administration Settings of a Subsite Subsites administrators can configure the following administrative settings for their site.

Setting Description

Regional settings You can use the Regional settings page to configure:

• Locale • Sort order • Time zone • Calendar • Days in the work week • Time format

Site usage report You can use the Site usage report to view a


Setting Description detailed usage report for the site. This reporting is only available if you enable usage processing in the Central Administration Web site.

User alerts You can use the User alerts page to manage alerts for users of the site. For example, if a user leaves the organization, you may have to manually delete the alerts they have created.

RSS You can enable or disable the RSS feeds from the site. By default, they are enabled.

Search visibility You can use the Search visibility settings to specify whether the site should be visible in search results.

Site features You can use the Site features page to activate or deactivate features for the site.

Delete this site You can use the Delete this site page to delete an entire site and all its content. Deleting a site by using this method will permanently destroy all content and user information.


What Are Galleries?

Introduction As a site collection administrator, you may want to limit what components can be added to a site by other users. You may also want to provide customized elements such as workflows, content types, and templates for lists or sites that can be added to the site.

What Are Galleries? Galleries are used to store SharePoint site elements. Elements stored in galleries are available to all sites in the collection. Each site collection maintains its own galleries and elements are not shared across site collections. The following table describes the galleries available in Windows SharePoint Services.

Gallery Description

Master pages Master pages stored in the Master pages gallery are available to the top-level site and any site below it. Each site in the collection has a master page gallery.

Site content types Content types stored in Site content types gallery are available to the site and any site below it. Each site in the collection has a content type gallery. New content types can be created


Gallery Description from the Create link in this gallery.

Site columns Site columns stored in the Site columns gallery are available to the site and any sites below it. Each site in the collection has a site columns gallery. New site columns can be created from the Create link in this gallery.

Site templates You can make a site template available for use in the site collection by adding it to the Site templates gallery. The default site templates are not shown in this gallery. Only site templates that have been uploaded to the gallery are visible. This gallery is only available at the site collection level.

List templates You can make a list template available for use in the site collection by adding it to the List templates gallery. The default list templates are not shown in this gallery. Only list templates that have been uploaded to the gallery are visible. This gallery is only available at the site collection level.

Web parts The Web parts gallery consists of 3 separate galleries. The closed Web part gallery contains the list of Web parts that were displayed on the site page previously, but have later been closed. Those Web parts can be easily restored from this gallery. The server gallery contains the list of Web parts available for all site collections in the Web application. Typically, this gallery will contain custom Web parts that have been developed or purchased from third party vendors. The site collection gallery contains the list of Web parts available to this site and all sites under it. This gallery is only available at the site collection level.

Workflows The list of workflow templates stored in the Workflows gallery is available to the site collection. This gallery is only visible to site collection administrators at the site collection level. You cannot add, remove or edit workflow templates from this gallery. You can only view workflows and their current status.


Lesson 2: Controlling Access to Windows SharePoint Services Sites


• Describe SharePoint groups. • Describe the default permission levels. • Describe how to create custom permission levels and associate them with SharePoint

groups. • Explain how to manage list and item level permissions. • Describe how to set custom permissions on a list. Windows SharePoint Services provides the ability to control site access. Site groups let you specify which of your users can perform specific actions in your site. You should consider creating your site hierarchy so that it allows you to take advantage of permission inheritance to assign permissions to subsites. Windows SharePoint Services uses site groups to manage and secure the sites. Each user is a member of at least one site group and is assigned corresponding rights so that they can perform tasks on sites. Windows


SharePoint Services also allows you to edit the permission level assigned to a site group, create a new site group, or delete a site group.


What Are SharePoint Groups?

Introduction You can create a SharePoint group to manage permissions to the site and to provide an e-mail distribution list for site members. SharePoint groups created at the site collection level are available to any subsite in the site collection. However, you can choose to create a site with unique permissions in a collection and then create SharePoint groups at that site level. These SharePoint groups only have permissions on that subsite or that hierarchy of subsites.

Default SharePoint Groups SharePoint groups can contain Active Directory® security groups, ASP.NET Forms authentication groups, and individual users with a user account on the local server or in a Windows domain. Windows SharePoint Services 3.0 provides three default SharePoint groups for each site collection and subsite with unique permissions.

SharePoint groups Description

site_name Owners The site_name Owners group has the Full Control permission level. You cannot change


SharePoint groups Description their permission.

site_name Members The site_name Members group has the Contributor permission level. You can change their permission.

site_name Visitors The site_name Visitors group has the Reader permission level. You can change their permission.

Note: Members of the Owners group for a top-level Web site can control more options than site owners of a subsite. For example, they have access to template galleries that are not available at the subsite level.

Custom Permission Levels assigned to SharePoint Groups You can create custom permission levels and assign them to custom SharePoint groups to provide specialized access. For example, you may require a group that only has the ability to cancel check-outs on documents. You could create a custom permission level to override check-outs, then create a custom SharePoint group and assign the override check-out permission level to it.

Create SharePoint Groups You can create SharePoint groups in the People and Groups administration pages. The owner of the group can determine who is allowed to view and edit the membership of the group. The owner can also allow users to submit requests to join or leave a SharePoint group and can choose to enable auto-accept for those requests.

Caution: If you enable the auto-accept option, any user requesting access to the group will receive membership and, therefore, all the permissions of the group.

Note: A user with a permission level that includes the Create Groups permission can create custom SharePoint groups.

Though it is possible to bypass the usage of SharePoint groups and assign permission levels directly to users, it is not recommended.


Permission Levels in Windows SharePoint Services

Introduction You can configure SharePoint permissions to authorize users to perform specific actions such as viewing pages, opening items, or creating subsites. Windows SharePoint Services 3.0 includes 33 pre-defined permissions that you can use to create various permission levels.

Permission Categories The various categories of SharePoint permissions include:

• List. Windows SharePoint Services provides various list permissions to manage versions of list items or documents. The following table describes the available list permissions.

Permission Description

Manage lists You can use the Manage lists permission to create and delete lists, add or remove columns in a list, and add or remove public views of a list.

Override check-out You can use the Override check-out permission to discard or check in a document that is checked out to another user without saving the current changes.

Add items You can use the Add items permission to add items to lists, add


Permission Description documents to document libraries, and add Web discussion comments.

Edit items You can use the Edit items permission to edit items in lists, edit documents in document libraries, edit Web discussion comments in documents, and customize Web Part Pages in document libraries.

Delete items You can use the Delete items permission to delete items from a list, documents from a document library, and Web discussion comments in documents.

View items You can use the View items permission to view items in lists, documents in document libraries, and Web discussion comments.

Approve items You can use the Approve items permission to approve minor versions of list items or documents.

Open items You can use the Open items permission to view the source of documents with server-side file handlers.

View versions You can use the View versions permission to view past versions of list items or documents.

Delete versions You can use the Delete versions to delete past versions of list items or documents.

Create alerts You can use the Create alerts permission to create e-mail alerts.

View application pages You can use the View application pages permission to view forms, views, and application pages.

• Site. Windows SharePoint Services provides various site permissions to create and

manage various subsites, web sites and user groups. The following table describes the available site permissions.


Manage You can use the Manage permission to create and change permission levels on the Web site and to assign permissions to users and groups.

View usage data You can use the View usage data permission to view reports on Web site usage.

Create subsites You can use the Create Subsites permission to create subsites such as team sites, Meeting Workspace sites, and Document Workspace sites.

Manage web site You can use the Manage web site permission to perform all administration tasks for the Web site, and manage content.

Add and customize pages You can use the Add and customize pages permission to add, change, or delete HTML pages or Web Part pages, and edit the Web site by using a Windows SharePoint Services-compatible editor.

Apply themes and borders You can use the Apply themes and borders permission to apply a theme or borders to the entire Web site.



Apply style sheets You can use the Apply style sheets permission to apply a style sheet (.css file) to the Web site.

Create groups You can use the Create groups permission to create a group of users that can be used anywhere within the site collection.

Browse directories You can use the Browse Directories permission to enumerate files and folders in a Web site by using Microsoft® Office SharePoint® Designer and Web DAV interfaces.

Use Self-Service Site Creation You can use the Use Self-Service Site Creation permission to create a Web site.

View pages You can use the View Pages permission to view pages in a Web site

Enumerate permissions You can use the Enumerate permissions to enumerate permissions on the Web site, list, folder, document, or list item

Browse user information You can use the Browse user information permission to view information about users of the Web site.

Manage alerts You can use the Manage alerts permission to manage alerts for all users of the Web site.

Use remote interfaces You can use the Use remote interfaces permission to use SOAP, Web DAV, or Office SharePoint Designer interfaces to access the Web site.

Use client integration features You can use the Use client integration features permission to use features that launch client applications. Without this permission, users must work on documents locally and then upload their changes.

Open You can use the Open permission to open a Web site, list, or folder to access items inside that container.

Edit Personal User Information

Users can use the Edit Personal User Information permission to change their own user information, such as adding a picture.

• Personal. Windows SharePoint Services provides various site permissions to manage

various personal views and personal Web Parts on a Web Part page. The following table describes the available personal permissions.


Manage personal views You can use the Manage personal views permission to create, change, and delete personal views of lists.

Add/Remove Personal Web Parts

You can use the Add/Remove Personal Web Parts permission to add or remove personal Web Parts on a Web Part page.

Update personal Web parts You can use the Update personal web parts to update Web parts to display personalized information.

You can use the Central Administration Web site to restrict the permissions available to Web applications. You cannot use permissions restricted from a Web application, in any site collections that are included in that Web application.


Permission Levels You cannot assign permissions directly to users or SharePoint groups. Instead, you may combine permissions and create permission levels. You may then assign the permission levels to users and SharePoint groups. You may create multiple custom permission levels for specific purposes. For example, you can create a permission level that only allows the creation of subsites.

The Site Settings page allows you to create custom permission levels or modify existing permission levels. You may also copy and rename existing permission levels when creating custom levels of permissions. For example, you may require a permission level that has all the permissions of the contributor level, and you may also want the Approve Items permission to be included.

The following table describes four default permission levels.

Permission Level Description

Full Control The Full Control permission level gives a user complete control over the site. This permission level is assigned to the owners of the site by default.

Design The Design permission level allows users to view, add, update, delete, approve, and customize a site. You cannot assign this permission to any SharePoint group by default.

Contribute The Contribute permission level allows a user to view, add, update, and delete objects from the site. This permission level is assigned to the SharePoint group by default.

Read The Read permission level allows a user to view the objects contained in a site. This permission level is assigned to the Visitors group by default.

Note: There is a fifth default permission level known as Limited Access. This permission level is automatically assigned when a user has permission on a specific list, library, or item on a site. You cannot modify the permissions assigned to the Limited Access permission level or control the assignment of this permission level.


Demonstration: How To Create a New Permission Level

The instructor will provide a demonstration to show how you can create a new permission level.


Managing List and Item Level Permissions

Introduction Lower-level securable objects contained in a site replicate the permissions assigned to the site. You can also assign unique permissions to securable objects contained in a site. Managing permissions at the site level is easier than managing unique permissions for securable objects within a site.

Controlling Permissions Lower-level securable objects such as a list, library, or list item automatically replicate permissions from higher-level securable objects. For example, a list or library replicates permissions from the site. List items and documents receive permissions from the list, library, or folder that contains them. However, you can also assign unique permissions to lower-level securable objects.

When you assign separate permissions to the lower-level securable object, it replicates a copy of permissions assigned to the higher-level securable object. You can then change these permissions to make it unique. The changes made to this object will not affect the permissions assigned to the site.


You can control list and library permissions in the settings of that list or library. Also, you can control permissions for individual list or library items from the drop-down menu of that item.

Managing Permissions It is easier to manage permissions at the site level, whenever possible. You may create a site hierarchy in a way that will allow you to assign permissions to sites and consequently to all lower-level securable objects within the site.

Assigning unique permissions on any securable object in the site hierarchy can be cumbersome. It gets more difficult to manage permissions when some lists or libraries within a site have unique permissions, different from those applied. You may arrange sites, subsites, lists, and libraries such that lower-level securable objects receive the permissions from the site itself. For example, you may put sensitive data into separate subsites, lists, or libraries.


Demonstration: How To Set Custom Permissions on a List

The instructor will provide a demonstration to show how you can set custom permissions on a list.


Lesson 3: Customizing Sites


• Explain the features in the Look and Feel section in site administration. • Describe master pages. • Describe site definitions and custom templates. You can customize your site by using the Look and Feel controls. By using these controls, you can change the title and image, add a tree view, apply a site theme, configure the top link bar and Quick Launch bar, and save a site as a template. You can also use master pages to create a consistent appearance and layout for the pages in your site or application. You can use site definitions to allow a higher level of customization. A custom template is a customization applied to a site definition.


Using Look and Feel Controls

Introduction You can use a number of features to configure characteristics of a site through the Look and Feel section of the administration pages. You can use Look and Feel controls to change the title and image, add a tree view, apply a site theme, configure the top link bar and the Quick Launch bar, and save a site as a template.

Settings Configured by the Look and Feel Controls The following table provides a description of the settings that can be configured by using the Look and Feel controls.

Setting Description

Title, Description, and Icon The title is displayed on each page in the site and the description is displayed on the home page. You can enter the URL to an image file and associate a logo with this site. To change images, you must have design permissions for the site. The customization applies to the home page for the site and any subsite in the site collection.

Tree View You can use the Tree view page to specify if the Quick Launch baroption is selected. This Tree view page setting is a default setting.You can also activate the Tree View option. Tree view specifies whether a tree view should be displayed to aid navigation. The


Setting Description tree view displays site content in a physical manner, similar to Windows Explorer tree view. This setting is available to subsites.

Site theme You can use the Site Theme page to change the fonts and color scheme for your site. If you apply a theme, the site layout will not be affected, and the pages that have been individually themed will not change.

Top Link Bar You can use the Top Link Bar page to specify the links that appear in the top link bar of the site. You can add new links to the top link bar.

Quick Launch You can use the Quick Launch page to change the links and headings in the Quick Launch. You can add new links to the Quick Launch page.

Save site as template You can use the Save site as template page to save your Web site as a site template. The site will be saved as a site template file. The extension for a site template file is .stp. If you store the template into the site template gallery, with the appropriate permissions, you can create new Web sites from this template. In addition, you can include content in your template.

Reset to Site Definition You can use the Reset to Site definition feature if you want to remove all customizations from a page. These changes include changes to Web Part zones or text added to the page. You can use this feature to reset to the version of the page included with the site definition. You can reset a single page within your site to use the version of the page included in the site definition, or you can reset all pages.

Caution: When you reset to the site definition version, you will lose all customizations made to the current version of the page.


What Are Master Pages?

Introduction A master page is an ASP.NET page that has the file name extension .master. You can use master pages to create a consistent appearance and layout for the pages in your site or application.

Master Pages You can create a single page template by using master pages and then use that template as the basis for creating multiple pages in an application. Every site in Windows SharePoint Services 3.0 that is created from a site definition includes a Default.master page. This page defines the default appearance of the site.

To display a site in the browser, two separate parts are required, the master page itself and a content page. A master page defines the common layout, navigation, and the default content for all the content pages that are attached to it. A content page supplies the unique content. When the content page is rendered in the browser, the master page supplies the common content and the content page supplies the page-specific content. For example, you want every page in a site to use the same three-column layout, along with a standard header. In this case, you can create one master page that has the desired layout


and the standard header, and then attach all the pages in the site to the master page. If you decide to change the layout of all the pages, you need to modify the master page alone.

With Office SharePoint Designer 2007, you can create a customized master page and apply that custom master page to your SharePoint site. You can create a customized master page either by modifying the existing master page that comes with your SharePoint site, or by building an entirely new master page.

Content Pages Content pages are ASP.NET pages that have the regular .aspx file name extension. Each content page contains a directive that identifies the master page to which that content page is attached. By default, a SharePoint site includes several content pages, such as list view pages, list form pages, and Web Part Pages. These pages contain the content displayed in the body of the page. When you request a page in the browser, the content page is merged with the master page to produce the page you view in the browser. All content pages share their page structure and common features with the master page to which they are attached.

Default Master Pages in Windows SharePoint Services 3.0 The following table provides a description of the default master pages in Windows SharePoint Services 3.0.

Master page file Purpose

Admin.master The Admin.master page is used for the SharePoint Central Administration content pages. This page can be found under C:\Program Files\Common Files\Microsoft Shared\web server extensions\12\TEMPLATE\ADMIN.

Default.master The default.master page is used by all end user pages. All .aspx pages use the default.master page. This page can be found under C:\Program Files\Common Files\Microsoft Shared\web server extensions\12\TEMPLATE\GLOBAL.

Mwsdefault.master The Mwsdefault.master page is used by all meeting pages. This page can be found under C:\Program Files\Common Files\Microsoft Shared\web server extensions\12\TEMPLATE\GLOBAL.


What Are Site Definitions and Custom Templates?

Introduction Site definitions contain server-side collection of files that define the structure of one or more site templates. These site definitions allow a high level of customization and are stored on each WFE server. A custom template is a customization applied to a site definition.

Site Definitions A site definition defines a unique type of SharePoint site. The site definitions consist of multiple XML files located in the file system of a WFE server and are located in the 12 hive under Templates\Site Templates, each one in its respective folder. The natively installed site definitions in Windows SharePoint Services include:

• STS type. The STS type site definition defines the Team Site, Blank Site, and Document Workspace configurations.

• MPS type. The MPS type site definition defines the Basic Meeting Workspace, Blank Meeting Workspace, Decision Meeting Workspace, Social Meeting Workspace, and Multipage Meeting Workspace configurations.

• Blog type. The blog type defines the blog site. • Wiki type. The wiki type defines the wiki site.


• Centraladmin type. The centraladmin type defines the Central Administration site. The site customization definitions have certain advantages and disadvantages. The advantages of site definitions are: • Data is stored directly on the Web servers, so performance is typically better. • A higher level of list customization is possible through direct editing of a

SCHEMA.XML file. • Certain kinds of customization to sites or lists require the usage of site definitions,

such as introducing new file types, defining view styles, or modifying the drop-down Edit menu.

The disadvantages of site definitions are: • You will find that customization of site definition requires more effort than creating

custom templates. • You will find it difficult to edit a site definition after deployment. • You can only add codes to the site definition, after a site definition is deployed. If

you add anything other than codes to the definition, you will break existing sites. • You cannot apply a SharePoint theme through a site definition. • You cannot create two lists of the same type with different default content. • To customize site definitions, you require access to the file system of the Web Front

End (WFE) server.

Custom Templates You can use a custom template to customize a site definition. When you customize a site or list in the user interface, the custom template shows a difference. The original state of the site or list as determined by the definition is different from the state of the site when the custom template is generated. The custom templates remain tied to a particular site definition. The custom templates are created through the user interface or through the object model. These custom templates are stored in the databases that provide the means for reusing customized lists and sites. A custom template is a file with a .stp extension.

Custom templates have certain advantages and disadvantages. The advantages of custom templates are:

• You can easily create and deploy custom templates. • You can create almost anything in the user interface and preserve the creation in the

template. • You can modify custom templates without affecting existing sites that have been

created from the templates. The disadvantages of custom templates are:

• Custom templates should not be created in a development environment. • Custom templates are less efficient in large-scale environments.


• If the site definition on which the custom template is based does not exist on the front-end server or servers, the custom template will not work.


Lab 4: Windows SharePoint Services 3.0 Site Administration


• Create sites and configure permissions. • Set item level permissions. • Create permission levels. • Customize sites, create templates and deploy a site template solution file. Estimated time to complete this lab: 40 minutes

Introduction In this lab, you will explore the Windows SharePoint Services site administration. You will also explore site permissions levels, site customization, and site templates.


• Start the 6438A-VAN-DC1, 6438A-VAN-WSS1, and 6438A-VAN-CL1 virtual machines, and then log on using the following credentials:


• User name: Administrator





Lab Scenario

Fabrikam has deployed WSS and created a Web application and the first site collection. A new site collection will be created for the Marketing department. All domain users will have visitor access to the site collection; the Marketing global group will have member access. The domain administrator and the marketing manager, Adam Carter, will both be site collection administrators for the marketing site collection. Two subsites will be created. One will support a marketing project that only members of the marketing team will have access to. The document library of this subsite should only be available to marketing managers. The other subsite will provide information about marketing promotions and will inherit permissions from the top-level site.

A new permission level will be created to allow designated users the right to approve documents in the site collection.

The marketing projects site will be customized and saved as a template so that new project sites can be easily created. Finally, you will use the command line to deploy a site template solution file.


Exercise 1: Creating Sites and Configuring Permissions The main tasks of this exercise are as follows:

• Start the virtual servers. • Create a new site collection for the Marketing department. • Configure site access. • Create a subsite with inherited permissions. • Create a subsite with unique permissions.

Task 1: Start the Virtual Servers 1. Open the 6438A Lab Launcher.



4. Start the 6438A-VAN-CL1 virtual machine.

Task 2: Create a New Site Collection for the Marketing Department 1. Log on to VAN-WSS1 as Fabrikam\Administrator using the password Pa$$w0rd.

2. Open SharePoint 3.0 Central Administration and on the Application Management page, create a new site collection with the following settings.

• Web application: VAN-WSS1

• Title: Marketing

• Description: Marketing Home Page

• URL: Marketing

Note: This site collection must go under the managed path named Sites because a site collection already exists at the root address of this Web application.


• Primary Site Collection Administrator:Fabrikam\Administrator

• Secondary Site Collection Administrator: Fabrikam\Adam

3. Click the link to http://van-wss1/sites/marketing.

Task 3: Configure Site Access 1. On the Marketing home page, click People and Groups.

2. Add the Authenticated Users Groups to the Marketing Visitors group.

3. Add the MarketingGG group to the Marketing Members group.

4. Click the Home tab to return to the Marketing home page.


Task 4: Create a Subsite with Inherited Permissions 1. From the Marketing home page, under Site Actions, click Create.

2. Create a site with the following settings:

• Title: Promotions

• Descriptions: This site provides information about the latest promotional campaigns

• URL: Promos


3. Click the Home tab to return to the marketing home page.

Task 5: Create a Subsite with Unique Permissions 1. On the Marketing home page, create a new site with the following settings:

• Title: Projects

• URL: Projects.


• Use unique permissions

2. Keep the remaining default settings and then click Create.

3. On the Set Up Groups for this Site page, in the Visitors to this site section, select Create a new group.

4. In the Members of this Site section, add Fabrikam\MarketingGG as member for the site.

Exercise 2: Setting Item Level Permissions The main tasks of this exercise are as follows:

• Break permission inheritance on a document library. • Set a list level permission on the shared documents library. • Test the permissions.

Task 1: Break Permission Inheritance on a Document Library 1. On the Projects site home page, access the Shared Documents document libary.

2. Click Settings and then click Document Library Settings.

3. Exit the permissions for the document library. Acknowledge that you are about to create unique permissions for this library.

Task 2: Configure the List Level Permission on the Shared Documents Library 1. On the Permissions: Shared Documents page, remove all user Permissions.


2. Add the user Fabrikam\Adam, ensure that Give users permissions directly is selected and grant Adam full control permissions.

3. Return to the Projects home page.

Note: To set permissions on an individual item in a list or library would involve a similar series of steps.

Task 3: Test the Permissions 1. Click the Home tab to return to the Marketing home page.

2. On the Welcome drop-down menu, click Sign in as a different user and sign in as Fabrikam\Bart with a password, Pa$$w0rd. The Marketing home page will display with read access. Notice that the Projects tab does not appear because the user Fabrikam\Bart is not in the marketing group and does not have access to the Marketing home page.

3. Sign in as Fabrikam\Lee with the password, Pa$$w0rd. Click the Projects tab to access the projects site. This user is in the marketing group, but does not have access to the Shared Documents library. This user will have access to the site, but will not see the Shared Documents library listed.

4. Sign in as Fabrikam\Adam with a password, Pa$$w0rd. You will have full access to the site and the Shared Documents library.

5. Sign in as Fabrikam\Administrator with a password, Pa$$w0rd. Click the Home tab to return to the marketing home page.

Exercise 3: Creating Permission Levels The main tasks of this exercise are as follows:

• Create a new permission level for approving items. • Create a new SharePoint group for the permission.

Task 1: Create a New Permission Level for Approving Items

1. On the Marketing home page, click People and Groups.

2. Access the Site Permissions, click Settings and then click Permission Levels.

3. On the Permission Levels page, click Add a Permission Level.

4. On the Add a Permission Level page, create a permission level with the following settings:

• Name: Item Approval

• Description: Can approve items in this site collection


• List Permissions: Approve Items. Notice that the required supporting permissions were automatically selected also.

Task 2: Create a New SharePoint Group for the Permission 1. Return to the Permissions page, click the drop-down menu beside New, and then

create a new group with the following settings.

• Name: Approvers

• Description: Members of this group can approve documents in this site collection.

• Allow requests to join/leave this group: Yes

• Give Group Permission to this Site section: Item Approval.

Exercise 4: Site Customization, Template Creation, and Deployment

The main tasks of this exercise are as follows:

• Customize a site. • Modify the default master page. • Save the site as a template. • Deploy a site template solution.

Task 1: Customize the Projects Site 1. Log on to VAN-CL1 as Fabrikam\Administrator with the password, Pa$$w0rd.

2. Open Internet Explorer and go to http://VAN-WSS1/sites/marketing.

3. On the marketing home page, click the Projects tab.

4. Click Site Actions and then click Site Settings.

5. Click Site Theme.

6. Apply the Belltown theme.

Task 2: Modify the Projects Master Page 1. In Site Settings, under Galleries, click Master pages.

2. Access the drop-down menu of default.master and click Edit in Microsoft Office SharePoint Designer.

Note: Answer or dismiss any other prompts until the application opens.

3. When the default master layout appears, click into the top banner area and type the words This site is for special marketing projects.

4. Save the file and acknowledge the warning.


5. Close SharePoint designer and return to Internet Explorer. Press F5 to refresh the view of the page. Navigate to some other pages in the site. You will notice that the banner now reflects the text you entered on all pages of the site.

Task 3: Save the Projects Site as a Template 1. If required, click Site Actions, and then click Site Settings.

2. Save the site as a template by using the following settings:

• File name: Projects

• Template Name: Marketing Projects

3. When the operation completes, click the link to access the site templates gallery. Notice the Projects template is now in the gallery.

4. Start the creation of a new site.

5. In the Template section, click the new Custom tab and notice the Marketing Projects template is listed.

6. Click the Projects tab to return to the Projects home page.

Task 4: Deploy the Application Template Core Solution and the Helpdesk Site Template Solution 1. On VAN-WSS1 , open a Command Prompt.

2. In the Command Prompt, type CD “C:\Program Files\Common Files\microsoft shared\Web Server Extensions\12\bin”.

3. Then, type Stsadm –o addsolution –filename D:\labfiles\Mod04\applicationtemplatecore.wsp and press Enter.

4. Next, type Stsadm –o deploysolution –name applicationtemplatecore.wsp –allowgacdeployment –local and press Enter.

5. Then, type Stsadm –o copyappbincontent and press Enter. The application template core solution has now been added to the solution store on the server. Other Microsoft template solutions can now be downloaded and installed.

Note: The Application Template Core solution file contains all of the resources for each of the server admin templates. This solution must be installed and deployed prior to any other server admin Application Template installation.

6. In the command prompt, type Stsadm –o addsolution –filename D:\labfiles\Mod04\helpdesk.wsp.

7. Then, type Stsadm –o deploysolution –name helpdesk.wsp –allowgacdeployment –local and press Enter. The Helpdesk solution has now been added to the solution store and deployed on the server.


8. Switch to Internet Explorer on the Marketing home page.

9. Start the creation of a new site.

10. On the New SharePoint site page, in the Template section, click the new Application Templates tab, and notice that the Helpdesk site template now exists.

Note: The answers to the practices and labs are on the Student Materials CD.

Lab Shutdown After you complete the lab, you must shut down the 6438A-VAN-DC1, 6438A-VAN-WSS1, and 6438A-VAN-CL1 virtual machines and discard any changes made during this Lab exercise.

Important: If the Close dialog box appears, ensure that Turn off and delete changes is selected and then click OK.


Lab Discussion



Results Checklist The following is a checklist of results for you to verify that you have performed this lab successfully. Ensure that you:

• Create a new site collection for the Marketing department. • Configure site access. • Create a subsite with replicated permissions. • Create a subsite with unique permissions. • Break permission replication on a document library. • Set a list level permission on the shared documents library. • Test the permissions. • Create a new permission level for approving items. • Create a new SharePoint group for the permission. • Customize a site. • Modify the default master page. • Save the site as a template. • Deploy a site template solution.

Module 05: Working with Windows® SharePoint® Services 3.0


Lesson 1: Working with Windows SharePoint Services Sites 5-3

Lesson 2: Creating and Managing Lists and Surveys 5-16 Lesson 3: Managing Libraries 5-26 Lesson 4: Working with Microsoft Office 2007 5-35 Lab 5: Working with Windows SharePoint Services 3.0 5-47

Module 05: Working with Windows® SharePoint® Services 3.0 5-1




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5-2 Module 05: Working with Windows® SharePoint® Services 3.0

Module Overview


• Describe Microsoft® Windows SharePoint® Services sites. • Create and manage lists and surveys. • Create and manage libraries. • Describe how Windows SharePoint Services integrates with Microsoft Office® 2007. In Windows SharePoint Services, you perform tasks such as managing sites, lists, surveys, and libraries on a regular basis. You can use site templates to customize the appearance of site elements. You can personalize other features such as alerts, list views, and site views. You can use Microsoft Office 2007 to create a document workspace and synchronize items with Windows SharePoint Services 3.0.


Lesson 1: Working with Windows SharePoint Services Sites


• Describe the default site templates. • Describe the default components of the team site template. • Describe alerts. • Explain the purpose of views. • Describe the steps to personalize the view of a site. • Create a personal view of a team site. You can use site templates to customize elements such as text, graphics, pages, lists, and libraries in a Windows SharePoint site. You can also customize elements such as, shared documents library, calendar, and contacts list by using the team site template. By using Windows SharePoint Services 3.0 alerts, you can monitor frequent changes on a SharePoint site. You can use views to sort, group, and filter items in a list or library. You can also personalize the site view of Web part pages and customize the elements of the page according to your needs.


What Are Site Templates?

Introduction Every site that you create in Windows SharePoint Services 3.0 is based on a site template. When you create a new site, you can choose from several templates that provide a starting point. The template that you choose will contain pages, lists, libraries, and other elements. These elements can help your team work on projects, collaborate on documents, or manage meetings. You can add, remove, and customize the appearance of many elements, such as text, graphics, pages, lists, and libraries.

Default Templates You can use the default site templates in Windows SharePoint Services 3.0. The following table describes the default templates.

Template Description

Team site You can select the Team site template to create a site for teams to create, organize, and share information.

Wiki site You can select the Wiki site template to create a site where you can quickly and easily add, edit, and link Web pages. The template provides pages that you can quickly edit to record information and then link together through


Template Description keywords. As you edit the pages, a history is recorded, so that you can restore the content if necessary.

Blog site You can select the Blog site template to create a site where you can post information quickly and allow others to comment. By using this template,you can create blogs.

Blank site You can select the Blank site template to create a site with a blank home page that you plan to customize. You can use a Web design program that is compatible with Windows SharePoint Services, such as Microsoft® Office SharePoint® Designer 2007, to add interactive lists or any other features.

Document Workspace site You can select the Document Workspace site template to create a site that helps you to coordinate the development of one or more related documents with your colleagues. The site template provides tools to share and update files and to keep people informed about the status of the updated files.

Basic Meeting Workspace site You can select the Basic Meeting Workspace site template to create a site that helps you to plan, organize, and track your meetings with the rest of your team.

Decision Workspace site You can select the Decision Workspace site template when you want to create a site that is ideal for reviewing documents and recording any decisions made.

Social Meeting Workspace site You can select the Social Meeting Workspace site template when you want to create a site that helps you to plan and coordinate social occasions.

Multipage Meeting Workspace site You can select the Multipage Meeting Workspace site template when you want to create a site that helps you to plan, organize, and capture the results of a complex meeting or a series of meetings.

Blank Meeting Workspace site The Blank Meeting Workspace site template is a blank, completely customizable Workspace site. You can use this template when you want a Meeting Workspace site and the other templates are not suitable for your purpose.

Downloadable Site Templates You can download 40 different application templates from the Microsoft downloadable site. These application templates are custom scenarios tailored to address the needs and requirements of specific business processes or sets of tasks in organizations. These templates also provide a starting point for partners and developers looking to build deeper SharePoint-based solutions. The site templates use the Windows SharePoint Services 3.0


capabilities and are compatible with Office SharePoint Designer 2007 which ensures easier customization.

Site Admin Templates and Server Admin Templates The two groups of application templates for Windows SharePoint Services 3.0 are site admin templates and server admin templates.

The site admin templates are custom templates that are easy for any SharePoint site administrator to install into the template gallery. The installation of these templates does not require server administration access. The file extension for a site admin template file is .stp.

The server admin templates are site definitions that enable tighter integration and enhanced functionality within the Windows SharePoint Services platform. These templates require a server administrator to install them. The file extension for a server admin template file is .wsp.

Note: Site templates are available only in English. Server admin templates are available in multiple languages.

Creating site templates Any existing site that you have customized can be saved as a site template. This task can be performed by the site administrator in the Site Setting page. These new templates will appear on a new tab named Custom on the Create New Site page when creating a new site in the collection. You also have the option of including the existing content of the site in the new template you create. For example, you may want a list of important phone numbers or links to support sites included in all the sites based on a certain template.

Note: By default, custom site templates are limited to 10 MB in size. This limitation can be changed using the Stsadm command line tool. stsadm –o setproperty –pn max-template-document-size –pv size-in-bytes

Note: Lists and libraries can also be saved as templates in the same manner from their settings page


Components of the Team Site Template

Introduction The Team site template is the most widely used template in most Windows SharePoint Services environments. This template addresses the needs of a typical department, project, or any other workgroup. The default team site template, like all templates, is customizable to suit your organization’s needs. This template merely provides a starting point.

Components of the Team Site Template The components of the Team site template include:

• Shared Documents library – The Shared Documents Library is a simple document library with the default settings used for storing team documents.

• Announcements list – The Announcements list is an area to place announcements that will be of interest to all the team members.

• Calendar – A Calendar can be used to schedule meetings and events involving team members. This allows all team members to have a central place to view upcoming events. They can also synchronize this calendar with their personal calendars.

• Team Discussion list – The Team Discussion list is an area for team members to hold ad hoc discussions about any topic of interest.


• Contacts list – The Contacts list is a list of contacts that are appropriate for the team members to have access to. This can be synchronized with the Microsoft® Office Outlook® contacts of the team members.

• Links list – The Links list is an area to post hyperlinks to other sites or UNC paths of interest to the team.

The Team site template can meet a diverse range of needs. The template can store long-term routine information for a single department or short-term information from a special project that spans several departments. For example, a marketing department can store and manage its planning and budget documents, track issues and tasks, and share its links and contacts.


What Are Alerts?

Introduction You may find it difficult to monitor frequent changes in content on your SharePoint site. To make it easier for you to monitor the changes, Windows SharePoint Services provides alerts.

Alerts With alerts, you can receive e-mail notifications about select events, such as when a new item is added to a list or library. In previous versions of Windows SharePoint Services, alerts could only be set for a single e-mail address. In Windows SharePoint Services 3.0, you can set automatic alerts for multiple users or groups. For example, you can configure different users or groups to receive alerts for different lists or libraries. You can specify the event that will trigger the alert and the response time for the alert notification.

Note: You must have the Manage Alerts permission to create alerts for other users. By default, only the Owners group has this permission.

You can configure alerts from:

• The action menu of a library, list, discussion, or survey Web page.


• Rules and Alerts menu in Microsoft Outlook 2003 or 2007. • Microsoft Office applications in the Document Management pane. • The Welcome menu on the top navigation bar of a site. On these pages, you can configure alerts for content changes, or for specific items.

Important: When you remove a user from a site after they have created alerts, you must manually delete any alerts that they have set up. This holds true for any lists or libraries where you change security settings to limit access. If you set up alerts for the list or library, you will continue to receive alerts after you change the security settings. You must delete these alerts to prevent unauthorized users from accessing site and user information.

You can set alerts for the following types of changes to lists, discussions, or libraries:

• All change • Added items • Changed items • Deleted items You can specify how frequently you want to receive alerts. You can have these alerts appear immediately or as daily or weekly summaries. When you do not need to follow changes for the list, library, item, or file, you can delete your alerts.

Note: You can disable or limit alerts per user for an entire Web application. This is done from Central Administration or the Stsadm.exe command line.


Working with List Views

Introduction You can use views to sort, group, and filter items in a list or library. For example, you can create views of files that were created most recently, or list items that apply to a specific department. After you create a view, you can see it at a list or library.

Views In each list or library, there is at least one built-in view to view all items. Some lists and libraries have other built-in views, and you can also create custom views. For example, a task list has several views, such as just the tasks due today, just the tasks assigned to you, and all tasks.

You can create personal views and public views. If you create a personal view, only you can see it in a list or library. A public view is available when anyone looks at a list or library. To create a public view, you must have the permission to change the design of the list or library. You can make a public view the default view for a list or library. Additionally, when you design a site, you can link to different views, or you can design pages with Web parts that make use of different views.

To make your lists or libraries more versatile, you can add extra columns of metadata. You can create multiple views that show or hide the metadata columns, depending on the


purpose of the view. For example, you may want to see files that apply to the finance department, or files sorted by their project number.

You can create views for the following to make your lists and libraries more effective:

• Filter by a set of criteria, such as a department or person's name. • Sort in a particular order. For example, to show files modified most recently. • Hide or show columns. For example, to see a more focused view. • Group information based upon list data, such as grouped by department. • Display subtotals of columns, such as the number of contract documents. • Show a calendar view of a list that has start dates and end dates. • View a list in a database program that enables data analysis. • See all items at the same level in a flat view without folders.

Types of Views You can create the following types of views.

View type Description

Standard The standard view displays list items or files like a traditional list on a Web page. The standard view is the default view for most types of lists and libraries, and you can customize this view in several ways.

Calendar The calendar view displays your calendar items in a visual format that is similar to a desk or wall calendar. You can apply daily, weekly, or monthly views in this format. For example, you can create a calendar to track your team's deadlines for a project or holidays for your organization.

Datasheet The datasheet view provides data in an edit format such as a table in a database or spreadsheet. This view can be helpful if you need to perform large editing tasks or customization. Datasheet view requires a control or program that is compatible with Windows SharePoint Services, such as Microsoft® Office Access® 2007, and ActiveX® control support.

Gantt The Gantt view provides a visual view of data, with bars that track the progress of your data that is based on a time interval. A Gantt view can help you manage projects and see a quick overview of your data. For example, you can use this view to see which tasks overlap each other and to visualize overall progress.


Personalizing the Site View

Introduction There are two types of views of a Web part page— shared view and personal view. When a Web part page is in the shared view, all users of the site see the same page and any changes that you make in the shared view are visible to all users. When a Web part page is in personal view, only you are authorized to view and make changes to the page.

Shared View This is the public view of Web part pages. A Web part page depends on the default values that were set when it was installed on your site. It may also depend on the property values that have been set by you or another user in shared view. In a shared view, users need to have Add and Customize pages permission to add, remove, and modify the Web parts of a Web part page. To modify the shared view, you need to edit the page in the Site Actions menu.

Personal View In a personal view, you view a Web part page that depends on the property values that you modify in the personal view. Users who have the Contributor permission can personalize Web part pages in Windows SharePoint Services. You can add and modify Web parts. Windows SharePoint Services stores the shared customization data and


private personalization data separately in the content database. To personalize the Web page, you need to select the option from the Welcome menu. This menu is available on the top navigation bar of the site. Once you personalize a Web part page, users can switch between the Personal view and the Shared view.

Note: Only Web part pages can be personalized.


Demonstration: How To Create a Personal View of a Team Site

The instructor will provide a demonstration to show how you can create a personal view of a team site.


Lesson 2: Creating and Managing Lists and Surveys


• Describe metadata. • Describe the steps to create a custom list. • Explain the list settings. • Describe the content approval process. • Describe surveys. You can manage the content and layout of Windows SharePoint Services sites so that site users can access relevant information. You can create lists to display information that is added by users from their Web browsers. Users who have the permissions can sort, filter the data from lists, and can insert the same data on multiple pages on a site. By default, each list is associated with certain columns of metadata. You can manage the settings of the lists of a Web page on the settings page. The content for each list requires an approval from the administrator of the site or from the concerned Web page. A survey is one of the most useful types of list. You can conduct polling among the site users.


What Is Metadata?

Introduction Metadata consists of extended information about a data. It may include any type of information about the data. For example, metadata about a list item might include date created. Similarly, metadata about a document would typically include information such as author, subject, date created, and so on. Metadata can be used to sort, filter, and group views and it can also be used as search criteria for data in Windows SharePoint Services. For example, you can search for list items by a particular product code, or create a view of a customer list based on the city name.

Metadata in Windows SharePoint Services Metadata in Windows SharePoint Services appears as columns. By default, each list and library is associated with certain columns of metadata. You can change those associations or create new columns of metadata to suit your needs.

Only some of the available columns of metadata are visible in the default view of the list or library. You can modify the default view and create new views. You can also add or remove columns from views.


Create New Columns of Metadata Many predefined site columns are available in the site column gallery. You can also create new columns of metadata in the site columns gallery. These columns will be available to that site and all the sites below the site. Columns created at the top-level site will be available to the entire site collection. You can also create columns that are specific to a list or library.

You can create custom columns of metadata from different data types, such as text, numeric, lookup fields, or calculated fields. For example, a column may contain simple text, like a client name, or it may contain the result of a calculation, like commissions on sales. You can also create lookup columns. Lookup columns can provide choices of data from pre-existing lists, like product codes. Lookup lists help to provide consistency for naming conventions. For example, the abbreviations for city names can be standardized by providing the information from a lookup column.


Demonstration: How To Create a List and a Site Level Lookup Column

The instructor will provide a demonstration to show how you can create a list and add new site level columns of metadata.


Managing List Settings

Introduction You can configure list settings by making changes to various sections of the list settings page. You can configure advanced list settings by changing the options of the advanced settings page.

Configuring List Settings The list settings page is available on the Settings menu on the Web page of the list you want to manage.

The following table describes the different sections of list settings.

Section Description

General Settings The General settings section controls the title, description, and navigation of a list. This section also controls versioning settings and advanced settings of a list.

Permissions and Management

The Permissions and Management settings section controls deletion of the list, saving the list as a template, and permissions for the list. This section also controls the workflow settings.

Communications The Communications settings section controls RSS settings and incoming e-mail settings. Incoming e-mail settings can be available if incoming e-mail has been configured in Central Administration.


Section Description

Columns The Columns settings section controls creating of columns, adding from existing site columns, and creating index columns.

Views The Views settings section of list settings controls creating of views and modifying existing views.

Note: The same sections and settings generally apply to libraries as well.

Configuring Advanced Settings The advanced settings page is available from the general settings section of the list settings page. The following table describes the different options of the advanced settings page.

Section Description

Content types In the Content types option, each content type can have a unique set of columns, workflows, and other behaviors. When you enable this option, a new section for content management appears on the settings page.

Item-level permissions In the Item-level permissions option, the items that can be read or edited are specified. You can allow users to either read all items or only their own. You can also permit users to edit all items, or allow no editing. However, users with the Manage Lists permission can read and edit all items.

Attachments The Attachment option specifies whether users can attach files to items in a list.

Folders The Folders option specifies whether the “New folder” command appears on the New menu. Changing this setting does not affect existing folders.

Search The Search option specifies whether the list should be visible in the search results. Users who do not have permission to see these items will not be able see them in search results either.


What Is Content Approval?

Introduction Content approval allows you to create a list or library where items or files that are submitted by users are not visible to all site users. These items cannot be viewed until the items or files have been approved by a site administrator or by a user belonging to a site group with the Manage Lists right. For example, you can create an announcements list where all new announcements must be approved before all site users can view them.

Content Approval Status Users can view a list of items that they submit and check their approval status. Administrators and users with the Manage Lists right can set the approval status of an item or file. They can also enter comments regarding their decisions.

Approval status can be set as follows:

• Approved, where the item becomes available to all site users with permissions on the item.

• Rejected, where the item must be resubmitted by the author. • Pending, where the item is awaiting approval.


Content Approval Views When you enable the Content Approval feature, two types of views get added to the list or document library.

The following table describes the two views.

View Description

Approve/reject Items Users who have the Manage Lists right can use the Approve/reject Items view to set the Approval Status of items that are posted to the list or to the document library.

My submissions Users can use the My submissions view to look up the approval status of items that they submitted to the list or to the document library.

Pending, Approved, or Rejected Items When you add a new item or modify an existing item, after having enabled content approval for a list or document library, the item is marked as Pending. Pending items are only visible to the user who created or modified the item and to users with the Manage Lists right. Pending items are not visible to most users until the item is approved. When an item is approved, it is marked as Approved and is visible to all users. When an item is rejected, it is marked as Rejected, and is returned to the user who created it. Content approval is controlled in the versioning settings page of the list settings.

Note: Content approval works the same way for document libraries.


What Are Surveys?

Introduction Surveys provide a way of polling team members by asking specific questions that require responses. You can use surveys to pose questions to the team and then store and analyze the results. To create a survey, you need to design a form that allows users to respond in a particular fashion. For example, your form may allow only a Yes or No response, a defined list of responses, or a free text response. Team members can respond to the survey questions by filling out and submitting the form.

Creating Surveys You can create surveys by using the Create page of the site. Only a user belonging to a site group with the Manage List right assigned can create a survey. Only users having full control permissions get this right by default. When you create a survey, you can configure the following options:

• Display the survey on the quick launch bar. • Show user names in the survey results. • Allow users to provide multiple responses. • Request responses to a particular question.


After you create a survey, you can add questions right away. As you add each question, you are prompted to specify the text for the question, the type of answer that you expect to receive, and any other settings needed for the question and answer. If you need to revise your survey, you can add more questions or change existing questions later.

Responding to a Survey To respond to a survey, a user must belong to a site group that has the Add Items right assigned. By default, only the Members group and higher have this right.

A survey’s Web page provides links to view responses. By default, any user who can respond to a survey can view all the survey results. You can change this by using item-level security to restrict users from viewing others responses.

The following table describes three default views of a survey.

View Description

Overview Overview is a default view that includes basic information about the survey, including the name, the description, and the number of responses.

Graphical summary Graphical summary displays the summarized results as a percentage and as a bar display.

All responses All responses view shows a listing of all the individual responses. You can view the responses by clicking the item link. If team members are submitting their responses anonymously, the name of the team member will not appear.

The results of surveys can be easily exported to a spreadsheet for further analysis.

Branching Logic You can add branching logic to a survey so that the survey changes according to the responses to specific questions. By default, every question in a survey appears in numerical order. However, you can enable questions to be skipped if they don't apply. You can also make multiple sets of questions appear, based on the response to a branching question. For example, a question with three choices could send the poll participants to one of three different sets of follow-up questions, depending on their initial answer. If you reorder the questions in a survey such that you move a branching logic question and place it before the original question, branching logic will be removed. A question can only branch to questions that follow it. There must also be at least one question to skip to.

Note: You cannot specify a branching option for each possible answer for Choice question types with the Checkboxes (allow multiple selections) display option. You can only choose a single Jump to option for this question type.


Lesson 3: Managing Libraries


• Describe various library settings. • Describe document versioning and check-out. • Describe how to turn on versioning and restore a previous version. • Explain how the two-stage Recycle Bin works. In Windows SharePoint Services, you need to create and manage libraries. You can custom configure advance settings for libraries. You can also track and manage information in libraries with the help of document versioning. Further, you need to select the check-out option to modify a file. The check-out function prevents multiple users from making changes to one file at the same time. In addition, Recycle Bin provides a safety net when deleting documents, list items, lists, folders, and files. When you delete any of these items from a Web site, the items are placed in the Recycle Bin. Additionally, you can turn on versioning and restore the previous version of a document in a library.


Managing Library Settings

Introduction You can configure library settings by making changes to various sections of the library settings page. You can also configure advanced library settings by changing the options of the advanced settings page.

Configuring Library Settings To configure library settings, you need to update the library settings page. The library settings page is available from the settings drop-down menu on the Web page of the library you want to manage. Apart from a few exceptions, the settings on the library settings page are similar to those on the list settings page. An example of the differences between list and library settings is the Permissions and Management section. In library settings, the Permissions and Management section includes a link to manage checked-out files. This setting is unavailable for lists.


Configuring Advanced Library Settings To configure advanced library settings, you need to make changes to the advanced settings page. The following table describes the various options of the advanced settings page.

Option Description

Content types In the Content types option, each content type appears on a new button and can have a unique set of columns, workflows, and other behaviors. When this option is set to Yes, a new section for content management will appear on the settings page.

Document template In the Document template option, you can select an existing template from the list or type the address of a template to use as the basis for all new files created in this document library. When multiple content types are activated, this setting is managed on a per content type basis.

Browser-enabled documents In the Browser-enabled documents option, you can specify how to display documents that are activated for opening both in a browser and a client application. If the client application is unavailable, these documents will always be displayed as Web pages in the browser.

Custom Send to destination In the Custom Send to destination option, you can type the name and URL of the destination you want to appear on the context menu for this list. This allows users to easily copy files to a destination that you have specified. To specify a custom Send To destination, you need to have the Design permission level for that library.

Folders In the Folders option, you can specify whether the "New Folder" command appears on the New menu. Changing this setting does not affect existing folders.

Search In the Search option, you can specify whether a document library should be visible in search results. Users who do not have permission to see these items will not see them in search results, irrespective of the settings.


What Is Document Versioning and Check-Out?

Introduction You can store versions of lists and libraries to manage and keep track of information. You can also view and recover earlier versions if required.

Difference between Versioning in Lists and Libraries Handling versioning in lists is different from versioning in libraries. In lists, you use the same approach to control all versions. However, in libraries, you can specify whether to track all versions in the same way or specify major and minor versions. A major version might be a version in which a new chapter is added to a manual. A minor version might be a version in which a spelling error is corrected.

Configure Version Settings You can configure other versioning settings. In lists or libraries, if required, you can approve content.

Note: Versioning is activated on a per library basis.

When you track versions of files or list items, each version is numbered. This version is saved as part of a version history. Your site users can view the version history of list


items and documents, and recover earlier versions. You can configure several settings that affect versioning as follows:

• Based on type. When you track the major and the minor versions, a version is by default stored as a minor version. You can configure the version to be stored as a major version. An individual needs to publish the file to make it a major version. If a user checks out a file, the user has to select a major or a minor version while checking in the file.

• Based on number. You can specify the number of versions that you want to store. If you limit the number of versions, you will be able to manage the server space efficiently. Limiting version numbers also helps you keep the version history under control. Users with permission to delete versions can overwrite previous minor versions to prevent cluttering of the file's history with lot of changes.

If you activate versioning while you create a list or library, simple versioning is activated by default. Moreover, you do not have the option of activating major and minor versioning. However, you can specify additional settings later.

Version Numbering When you publish documents as major versions, the versions are numbered as 1.0, 2.0, and so on. The numbering of the minor versions is in decimals such as 1.1 and 1.2, until they are promoted to become a major version. For example, if a minor version 1.4 becomes a major version, it will be stored as major version 2.0. The next minor version of that document would be 2.1 and later, until promoted to become major version 3.0.

Check-out and Check-in Feature Checking out files prevents multiple users from editing the file simultaneously thereby avoiding confusion. When the check-out feature is activated, users cannot add files, change files, or change the file properties without checking out the file. Checking out the file provides write access to the file. The Checked-out to metadata column provides the name of the user who has checked out the file for editing.

When an individual creates a new file or adds a new file to a library that requires check-out, the file has to be initially checked out. The individual who creates or adds the file must check it in for others to view the file. When an individual opens a file that requires check-out for editing, the file is checked out automatically. If that file has already been checked out by some user, all other users who try to access the file receive a message that the document is being edited. When a file is checked out, no one can edit it except the person who checked it out, but it is still available to be viewed by other users as a read-only document.

When a user checks-out a file, it is saved in the user's My Documents folder in a subfolder known as SharePoint Drafts. This folder is visible in Microsoft Office Outlook 2007. When a user checks-out a file, the user can only save edits to this local folder. When the user checks-in the file, the file in the original server location is updated. Changes that a user makes to a file while it is checked out are not visible to others until


the file is checked in. This is applicable to the user working on the file stored on the hard disk or on the server.

Note: Check-out is also activated for each library basis.

The check-out feature is the most important of versioning because this helps the users specify when a version is to be created. A version is created only when a user checks out a file, changes it, and then checks it in. When check-out is not required, a version is created when a user first saves a file. This version is updated when the user closes the file. If that user or any other user attempts to open and save the file, another version is created.


Demonstration: How To Turn on Versioning and Restore a Previous Version

The instructor will provide a demonstration to show how you can turn on versioning and restore a previous version.


What Is the Recycle Bin?

Introduction The Recycle Bin stores deleted documents, list items, lists, folders, and files. When you delete any item from a Web site, the item is moved to the Recycle Bin. A two-stage Recycle Bin consists of a site-level Recycle Bin and a site collection level Recycle Bin.

How the Recycle Bin Works The items moved to the Recycle Bin remain there until:

• They are permanently deleted based on a schedule defined in Central Administration. • They are manually deleted from the Recycle Bin. When an item is deleted from a Web site, it is sent to the site's Recycle Bin. You can view the deleted items, by clicking Recycle Bin on the Quick Launch bar. The items from the Recycle Bin can be restored or deleted.

How the Two-Stage Recycle Bin Works The site collection Recycle Bin provides a second stage storage for items deleted from a site-level Recycle Bin. When an item is deleted from your Recycle Bin, the item is sent to the second stage Recycle Bin. The second-stage Recycle Bin is managed by the site collection administrator. The site collection administrator has the following two default views of the site collection Recycle Bin:


• End user Recycle Bin items. Site collection administrators can use this view to see and manage all items in all site-level Recycle Bins of the site collection simultaneously.

• Deleted from end user Recycle Bin. Site collection administrators can use this view to see and manage all items in the second-stage Recycle Bin.

Configuring the Two-Stage Recycle Bin You can configure the Recycle Bin by using the Central Administration Web site, in the general settings for a Web application. Each Web application has a unique Recycle Bin. You can configure the site-level Recycle Bin to store items for a specific number of days, or to never remove items. If you configure the Recycle Bin to never remove items; you need to manually purge the items. You can configure the second-stage Recycle Bin to store items for a specific period. This period is expressed as a percentage of the site-level Recycle Bin period. However, the default setting is 30 days for the site-level Recycle Bins and 50% of that time for the second-stage Recycle Bins.

Note: You can disable the Recycle Bin entirely for a Web application. If you disable a Recycle Bin containing items, all its items will be permanently deleted. You can also disable the second-stage Recycle Bin.


Lesson 4: Working with Microsoft Office 2007


• Explain the methods to create a document workspace. • Explain synchronization of Office Outlook with Windows SharePoint Services. • Synchronize a document with Office Outlook. • Describe the benefits of shared attachments. • Send a shared attachment. • Describe synchronization of Office Outlook Calendars with Windows SharePoint

Services. Windows SharePoint Services includes 10 site templates. Document workspace is a default site template in Windows SharePoint Services. You can synchronize any changes made to an entire list or library in a site to Office Outlook. However, you cannot synchronize an individual item to Outlook. You can share Windows SharePoint Services with an Outlook connection. This connection provides a shared attachment feature that helps you store documents in a central location to make it available for all users. You can also synchronize Windows SharePoint Services with Office Outlook calendars. Windows


SharePoint Services 3.0 supports a two-way synchronization of SharePoint calendars with Office Outlook.


Creating a Document Workspace

Introduction A document workspace is a default site template. A document workspace is similar to a team site template, but designed to be document-centric. You can use a document workspace site to manage development of related documents with your associates in scenarios such as mutually developing a product document or assembling a report with your associates. You can use the site tools to share and update files. The site tools also help you in informing the status of your files to your associate.

Creating a Document Workspace To develop a document, you can coordinate with your associates on a document workspace site by working on:

• The original copy located on the site • The local copy and updating the site copy regularly. To create a document workspace, a user must either have membership in the Owners group or have the create subsite permission.


The following table describes the methods to create a document workspace.

Method Description

Create page of a site You can use the create page of a site to select a document workspace template for a new site.

Existing document in a library You can right-click the existing document and use the available options for the Send To selection to create a document workspace.

Microsoft Office applications You can use the Publish menu that is available when you create a new document, or open a new document in Microsoft Word®, Microsoft Excel®, or Microsoft PowerPoint® to create a document workspace. You can use this document workspace to publish the document. However, if you open a document from an existing SharePoint library, the Publish menu option is unavailable.

Creating a shared attachment You are creating a document workspace when you create an e-mail with an attachment and when you mark it as a shared attachment. The document workspace is initially accessible only to those people marked in that e-mail message. When any other user modifies the Word, Excel, PowerPoint, and Microsoft Visio® files, the files are automatically updated.

The primary use of document workspaces is to serve as temporary locations. You can delete the document workspace site, only if:

• The documentation project is complete. • The final versions of the documents are moved to other locations. You can only delete the site, if you have the Full Control permission level. Site owners by default have the Full Control permission level.


Synchronizing Microsoft Office Outlook 2007 with Windows SharePoint Services

Introduction You can replicate entire lists and libraries to Office Outlook. You can edit items offline from Office Outlook. These items are automatically synchronized back to the Windows SharePoint Services server. However, you can only synchronize an entire list or library; you cannot synchronize an individual item to Office Outlook.

Connecting Office Outlook 2007 with Windows SharePoint Services Users can connect list or library to Office Outlook by selecting the Connect to Office Outlook option from the Action menu. When the connection to Office Outlook is made, the resources appear as folders in your Office Outlook 2007 mailbox. A list of folders is available in the Mail pane under SharePoint Lists.

Sharing the Office Outlook 2007 Connection You can share your list or library connection to the Office Outlook. To share your connection with others, you need to perform the following steps:

1. In the Mail pane, right-click SharePoint Server 2007, and then click Share [resource name].

2. In the message window, send invitations to share the resources.


Note: Users must have the appropriate permissions to view the list or library or they will be required to authenticate when they accept the connection.

Synchronizing Office Outlook 2007 with Windows SharePoint Services • Synchronization while working online. If you are working online, and editing any

resource in Office Outlook 2007, the edits are automatically synchronized with the master files on the Microsoft SharePoint Server 2007 site. These Office Outlook 2007 resource changes are then synchronized with the edits made by other users sharing the connection in Office Outlook 2007.

• Synchronization while working offline. If you are working offline, you can view and edit cached versions of resources. However, your edits are not synchronized with the master files on the SharePoint Server 2007 site. In addition, your edits are not synchronized with the edits made by the other users until you go online. Before editing a document, you must create a local copy of the document and then work offline. You must manually synchronize your changes with the SharePoint site. You will be prompted to update the original document in the SharePoint site. You can use the Send\Receive option in Office Outlook to force synchronization.

Note: When more than one user is working on a document at the same time, there can be information loss. You can prevent information loss by activating version control for the list or library, or by checking out the document before beginning work on it.


Demonstration: How To Synchronize a Document Library with Microsoft Office Outlook

The instructor will provide a demonstration to show how you synchronize a document library with Microsoft Office Outlook.


What Are Shared Attachments?

Introduction Shared attachments are attachments that are sent by using Office Outlook. These attachments are stored on a SharePoint document workspace.

Shared Attachments When you use e-mail to send attachments and share files between users, sometimes, you end up with multiple copies of a document in different stages of development spread across mailboxes of multiple users. A better solution is to store the document in a central location that is available to you when you need the document. Office Outlook 2003 and 2007 provide this ability through the shared attachment feature.

When you send a file as a shared attachment, a document workspace can be created for the attachment in the SharePoint site that you specify. The document workspace has the same name as the attached file.

The sender of the shared attachment is the owner of the document workspace. To access the shared attachment, you will receive an invitation to that document workspace. You will then automatically become a member of the workspace with Contributor rights.


Important: In order to create a document workspace, you need to be a member of the site Owners group or have the create subsite permission. When you attach a file to an e-mail message in Outlook, you can open the Attachment Options task pane to mark the attachment as a shared attachment.

The location you select to create the workspace must be on your list of trusted sites. If the location is not a trusted site, you will receive an error message indicating that shared attachments are not available for this location.


Demonstration: How To Send a Shared Attachment

The instructor will provide a demonstration to show how you can send a shared attachment.


Synchronizing Outlook Calendars with Windows SharePoint Services

Introduction Windows SharePoint Services 3.0 supports a two way synchronization of SharePoint calendars with Office Outlook. By using calendars on the SharePoint site, team members can easily access common schedules and dates.

Using Overlay View in Office Outlook Linking the SharePoint calendars to Outlook helps team members look at calendars side-by-side. Team members can even overlay the calendars to see all their appointments in one place, color coded by source. They can also manage appointments in multiple calendars. Additionally, team members can drag and drop Office Outlook appointments into the SharePoint calendar. You can use the overlay view in Office Outlook 2007 to view any combination of the calendars by selecting them in the Other Calendars section in Office Outlook.

Synchronizing a SharePoint Calendar When you run the Office Outlook Send/Receive command, the SharePoint calendar gets synchronized automatically. Each calendar and the events that belong to it are color


coded for easy identification. You can have multiple SharePoint calendars for different purposes.

Connecting a SharePoint Calendar to Office Outlook To connect a SharePoint calendar to Office Outlook, you need to open the Calendar on the Windows SharePoint Services site. You can open the Calendar from the Lists section of the quick launch bar of any team site. On the Calendar, click Connect to Outlook on the Actions menu. After the calendar is connected to Outlook, you will be able to view it in the main Outlook window. SharePoint calendars do not appear as folders. Instead, they appear with other calendars in the Calendar pane.


Lab 5: Working with Windows SharePoint Services 3.0


• Create a team site and a personal view. • Use lists and columns. • Create and manage a document library. • Integrate Microsoft Office 2007 with Windows SharePoint Services. Estimated time to complete this lab: 60 minutes

Introduction In this lab, you will explore the Windows SharePoint Services 3.0. You will also explore the team site, Personal view, lists, column, document library, and how to integrate Microsoft Office with Windows SharePoint Services 3.0


• Start the 6438A-VAN-DC1, 6438A-VAN-CL1, and 6438A-VAN-WSS1 virtual machines, and then log on using the following credentials:


• User name: Administrator





Lab Scenario Fabrikam has deployed Windows SharePoint Services 3.0. You need to work with Windows SharePoint Services to find how site administrators and end users will interact with Windows SharePoint Services through the browser, also how end users will interact through Microsoft Office applications.


Exercise 1: Creating a Team Site and a Personal View The main tasks in this exercise are as follows:

• Start the virtual servers. • Create a team site in the existing site collection for the research department and

configure permissions. • Sign in as a research user and create a personal view of the site.

Task 1: Start the Virtual Servers 1. Open the 6438A Lab Launcher.



4. Start the 6438A-VAN-CL1 virtual machine.

5. Log on to VAN-DC1 as Fabrikam\Administrator with the password, Pa$$w0rd.

6. Log on to VAN-WSS1 as Fabrikam\Administrator with the password, Pa$$w0rd.

7. Log on to VAN-CL1 as Fabrikam\Administrator with the password, Pa$$w0rd.

Task 2: Create a Team Site in the Existing Site Collection for the Research Department and Configure Permissions 1. On VAN-CL1, open Internet Explorer and go to http://VAN-WSS1.

2. Create a new subsite with the following settings:

• Title: Research

• URL: Research

• Template: Team Site.

3. Use unique permissions.

4. Create a new visitors group for the site.

5. Add the Fabrikam\ResearchGG group to the Members group.

6. Add the user Fabrikam\Sunil to the Owners group.

Task 3: Sign in as a Research User and Create a Personal View of the Site 1. Sign in to the research site as Fabrikam\Dylan with a password of Pa$$w0rd.

2. Click the Welcome drop-down menu and then click Personalize this Page.

3. Add the Shared Documents Web part to the left section.

4. Exit edit mode. The Shared Documents Web part is now displayed on the page in your personal view.


5. Click the Welcome drop-down menu. Examine the available options and then click Show Shared View. The Shared Documents Web part is no longer displayed on the page because you are now seeing the public view.

6. Close Internet Explorer and log off VAN-CL1.

Exercise 2: Working with Lists and Columns The main tasks in this exercise are as follows:

• Create a custom list of project codes. • Enable approval for the project code master list and approve a new item. • Create a lookup column for project codes.

Task 1: Create a Custom List of Project Codes 1. Log on to VAN-CL1 as Fabrikam\Sunil with a password of Pa$$w0rd.

2. Open Internet Explorer and go to http://VAN-WSS1/Research.

3. Create a new custom list named Project Code Master List with the description “This is a list of all project codes”.

4. Add the following new items to the list

• A111

• B222

• C333

Note: You are entering items in the Title field. It is the only column available in the list.

Task 2: Enable Approval for the Project Code Master List and Approve a New Item 1. On the Project Code Master List page, click Settings and then click List Settings.

2. Click Versioning Settings.

3. Configure the list to require content approval for submitted items.

4. Return to the Project Code Master List page and create a new item with D444 as the title.

5. On the Project Code Master List page, notice that the approval status of the item is Pending and that the existing list items were automatically approved.

6. Approve the D444 item.

7. Notice the approval status of the item is now approved.

Task 3: Create a Lookup Column for Project Codes 1. Click Site Actions, then click Site Settings, and then click Site Columns.


2. On the Site Column Gallery page, create a new column named Project Code.

3. In The type of information in this column is: list, click Lookup (information already on this site).

4. In the Additional Column Settings section, click Yes to Require that this column contains information.

5. In the Get information from: drop-down list, select Project Code Master List.

6. In the In this column: drop-down list, select Title (linked to item) and then click OK.

7. Return to the research home page.

Exercise 3: Creating and Managing a Document Library The main tasks in this exercise are as follows:

• Create a projects document library. • Add the project code column to the metadata for the library. • Enable versioning and enforce check-out. • Log on as a research user and create an alert. • Create a Word document.

Task 1: Create a Projects Document Library 1. On the Research home page, click Site Actions and then click Create.

2. Create a Document Library named Projects.

Task 2: Add the Project Code Column to the Metadata for the Library 1. Open the settings for the Projects document library.

2. In the Columns section, click Add from existing site columns.

3. In the Available site columns list, add the Project Code column.

Task 3: Enable Versioning and Enforce Check-out for the Project’s Library 1. Click Versioning settings.

2. Click Create Major Versions.

3. Configure 5 major versions to be retained.

4. Configure the setting to require documents to be checked out before they can be edited.

Task 4: Log on as a Research User and Create an Alert 1. In Internet Explorer, connect to http://VAN-WSS1/Research.

2. On the Research site, go to the Projects document library.

3. Click Actions and then click Alert Me.


4. Configure an alert to be generated when new items are added.

5. Open Microsoft Office Outlook.

6. In Outlook, click Send/Receive on the toolbar. You will receive a new e-mail message that you have created an alert.

Note: It may take a few minutes for the e-mail to appear.

7. Minimize Outlook to the task bar.

Task 5: Create a Word Document in the Project’s Library 1. In the Projects document library, click New and then click OK to acknowledge the

message. Microsoft Word will open to a new document.

2. Type some text of your choice and then click the Project Code metadata field in the document information bar and select a project code.

Note: The project code is a required field.

3. Close Microsoft Word and save the document as Gary.doc in the Project document library. Click OK to acknowledge all messages that appear.

4. Click Yes to Check the document in now.

5. In the Check In dialog box, click OK. Word will close and the Projects library page will refresh and the new document will be listed.

Exercise 4: Working with Office 2007 The main tasks in this exercise are as follows:

• Create a workspace for a new document. • Synchronize a library with outlook. • Create a document workspace through a shared attachment.

Task 1: Create a Workspace for a New Document 1. Open Microsoft Office Word 2007.

2. In the new blank document, type Research Document and save the document as Research in the default location.

3. Click the Office button again and then click Publish and then click Create Document Workspace.

4. In the Document Management pane, create the new workspace at Http://Van-Wss1/research.

5. In the Document Management pane, click the link to Open site in browser. The new document workspace will open.


6. Close Internet Explorer and close Microsoft Word.

Task 2: Synchronize a Library with Outlook 1. Open Internet Explorer and go to Http://van-wss1/research.

2. Open the Projects document library.

3. Click Actions and then click Connect to Outlook. Click Allow in the Internet Explorer Security dialog box.

4. In the Microsoft Office Outlook dialog box, click Yes to connect the library to Outlook. The Research-Projects folder will appear under SharePoint Lists in the folder view of Outlook. Documents in this library can now be edited offline and later synchronized with the library.

Task 3: Create a Document Workspace Through a Shared Attachment 1. Open Microsoft Word. In the new document, enter some text of your choice and save

the document as Test Attachment.docx in the Documents folder.

2. Close Word.

3. In Outlook, create a new e-mail message addressed to [email protected] and [email protected].

4. In the Subject field type attachment.

5. Attach the Test attachment document.

6. On the tool ribbon, click the small arrow at the bottom of the Include section to open the Attachment Options task pane.

7. In the Send attachments as: section, click Shared attachments and then click Send.

8. Click Send/Receive. In a few moments an e-mail will inform you that your workspace was created.

9. Click the link to access the document workspace. Notice that recipients of the e-mail are the only other members.

10. In the Members Web part, click Add new user. Notice that there are no SharePoint groups available. This is because document workspaces are automatically created with unique permissions and do not inherit any permissions from the parent site.

Lab Shutdown After you complete the lab, you must shut down the 6438A-VAN-DC1, 6438A-VAN-WSS1, and 6438A-VAN-CL1 virtual machines and discard any changes.

Important: If the Close dialog box appears, ensure that Turn off and delete changes is selected and then click OK.


Lab Discussion



Results Checklist The following is a checklist of results for you to verify that you have performed this lab successfully. Ensure that you have:

• Created subsites, added Web parts, and configured personal views. • Created and managed lists. • Created and managed libraries and created an alert. • Created a survey. • Configured the interaction with Office 2007 applications.