microsoft share point server 2010

Copyright © 2010 MAX Technical Training

Microsoft SharePoint Server 2010

for the Site Owner / Power User

50470B

KEEP IT INFORMÁTICA LTDA.

For partner use only. Assigned to KEEP IT INFORMÁTICA LTDA., only on 6/8/2012 11:35:07 AM. Do not distribute or circulate to students.


Audience:

This class is designed for the owner of a Microsoft SharePoint Server site who needs to know how to create sites and lists, manage user access and customize lists and web part pages.

This class uses the Microsoft SharePoint Server 4.0 Enterprise Edition version of SharePoint.

Prerequisites:

Students should have a working knowledge of SharePoint 2010 and basic SharePoint site and SharePoint list navigation skills.

AUTHOR

Michael T Smith Senior Instructor, Max Technical Training

COPYRIGHT

© 2010 MAX Technical Training, Inc. All Rights Reserved. This manual and any training materials supplied with it are copyrighted with all rights reserved. No part of this publication may be reproduced, transmitted, transcribed, stored in a retrieval system or translated into any language in any form by any means without the written permission of MAX Technical Training, Inc.

TRADEMARKS

Brand names, company names and product names used herein are trademarks or registered trademarks of their respective companies.

MAX Technical Training, Inc. 4900 Parkway Drive, Suite 160 Mason, OH 45040 513.322.8888




Table of Contents

Module 0: Introductions and Prerequisites ................................................ 1 Who is this class for? ........................................................................................... 2 Module 1: The Role of the Site Owner ......................................................... 4 Overview ............................................................................................................. 5 Module 2: SharePoint Review .................................................................... 11 SharePoint Review ............................................................................................. 12

Maximum URL Length ................................................................................ 13 Module 3: Using and Customizing Lists ................................................... 14 List Settings ....................................................................................................... 15

List / Library Settings ................................................................................... 15 The SharePoint 2010 Ribbon ........................................................................ 16 The Library Ribbon ...................................................................................... 17 The List Ribbon ............................................................................................ 18 Naming Lists and Libraries .......................................................................... 19 General Settings ............................................................................................ 20 Title, description and navigation .................................................................. 21 Viewing Files ................................................................................................ 22 Content Approval ......................................................................................... 23 Folders .......................................................................................................... 25 Item-level Permissions ................................................................................. 26 Search Visibility ........................................................................................... 26 List and Library Versioning Options ............................................................ 27 Checking Documents In and Out .................................................................. 30

Customizing Columns ....................................................................................... 32 Site Columns ...................................................................................................... 35 Content Types .................................................................................................... 37 Creating Lists by Importing Excel Files ............................................................ 41 Creating and Modifying Views .......................................................................... 43

Example: Creating a Standard View: “What’s New” ................................... 45 Example: Creating a Standard View: “What’s New” in the last “x” days .... 46 Example: Creating a Calendar View ............................................................ 47

Communications Options .................................................................................. 48 Really Simple Syndication (RSS) ................................................................. 48 Incoming E-Mail Settings ............................................................................. 53

Workflows ......................................................................................................... 55 Module 4: Creating Forms Libraries .......................................................... 59 Creating Forms Libraries ................................................................................... 60

Creating a Forms Library ............................................................................. 61 Module 5: Creating Web Pages.................................................................. 67 Creating Web Pages ........................................................................................... 68

Advantages of a Basic Wiki Page ................................................................. 68 To create a Basic Web Page: ........................................................................ 68 Creating Web Part Pages .............................................................................. 70 To create a Web Part Page: ........................................................................... 70




Module 6: Sites and Workspaces .............................................................. 71 Site Customization ............................................................................................. 72

Look and Feel ............................................................................................... 72 Title, Description and Icon ........................................................................... 73 Site Theme .................................................................................................... 74 Tree View ..................................................................................................... 75 Top Link Bar and Quick Launch Navigation ............................................... 76 Top Link Bar (for a non-publishing site) ...................................................... 76 Quick Launch (for a non-publishing site) ..................................................... 77 Navigation (for a publishing site) ................................................................. 78 Save Site as Template ................................................................................... 81 Reset Page or Site to the Original Site Definition ........................................ 82 Search Visibility for the Site ........................................................................ 82

Web Parts ........................................................................................................... 83 Web Part Properties – Modify Shared Web Part .......................................... 90 Working with List and Library Web Parts ................................................... 92 Frequently Used Web Parts .......................................................................... 94

Module 7: Users and Groups ................................................................... 104 Users and Groups ............................................................................................. 105

Permissions ................................................................................................. 105 Adding Users .............................................................................................. 111 Adding Site Collection Administrators ...................................................... 112 Adding Users to a Site or Group................................................................. 113 To Review Permissions .............................................................................. 115 To send E-mail to site users: ....................................................................... 115

List and Library Permissions ........................................................................... 116 List Item and Document Permissions ......................................................... 118 Creating Groups .......................................................................................... 119 Creating Custom Permission Levels ........................................................... 122

Audiences ........................................................................................................ 125 Managing User Alerts ................................................................................. 128

Module 8: Site Activity ............................................................................. 129 Site Web Analytics Reports ............................................................................. 130



Module 0: Introductions and Prerequisites 1


Module 0: Introductions and Prerequisites

• Who is this class for?

• Prerequisites



2 Module 0: Introductions and Prerequisites


Who is this class for?

This class is for the SharePoint user who is responsible for:

• Adding, removing users and setting their permissions • Creating and customizing lists and document libraries • Changing the appearance of a site using themes and Master Pages and

setting navigation options • Creating subsites and workspaces • Modifying pages by adding and configuring web parts • Monitoring site usage • Creating content using SharePoint web page creation tools

This role is often referred to as the "Site Owner".

Site Owner? Every organization uses different terms to describe who does what with SharePoint, and there are often many "owners" and "administrators" in the SharePoint realm. Here's what we will use in this class:

SharePoint Business Owner - The person who is responsible for "paying the bills" and has the business responsibility for the organizations use of SharePoint.

Site Owner / Power User - A SharePoint user with the additional skills and responsibilities to manage the day to day operations of a SharePoint site and subsites. Primary duties include controlling who has access to the site (security) and the design of the site (lists, libraries and navigation)

Site Collection Administrator - A SharePoint user with responsibility for the top level site in a site collection and all sites below that site. This user also has access to an additional set of features in Site Actions, Site Settings including search customization and access to the Site Collection Recycle Bin.

SharePoint System Administrators - The team responsible for the management and support of the SharePoint servers including the initial creation of new site collections, system backup, server maintenance and deployment of custom features.

Power User? To be an effective Site Owner you must also master SharePoint as a user. The combination of core end-user skills combined with Site Owner skills will give you what you need to support your SharePoint sites and SharePoint users.



Module 0: Introductions and Prerequisites 3


Is this class useful for: • System (server) administrators? • Programmers? • Customizers and graphics designers?

Absolutely! They should know what's covered in this class otherwise they will be writing code to "reinvent the wheel", customizing in ways that break some SharePoint features or they will simply not understand what they are supporting.

Prerequisites

You will need:

• Good Microsoft Office skills, including Word, Excel, PowerPoint and Outlook

• Good SharePoint end-user skills including:

o Libraries: Document. Form (InfoPath), Wiki, Picture, Slide (PowerPoint slide library)

o Lists: Tasks, Links, Calendars, Surveys, Announcements, Contacts, Discussions

o Adding content to lists and libraries o Uploading content

• A good understanding of your organization's legal and business requirements for content that you will be storing in SharePoint.



4 Module 1: The Role of the Site Owner


Module 1: The Role of the Site Owner

• Role of the Site Owner



Module 1: The Role of the Site Owner 5


Overview

SharePoint administration is typically split across three levels:

• Operations and Applications – server farm maintenance, including physical servers, service packs and backups. (SharePoint System Administrator)

• Shared Services – for a Microsoft SharePoint Server installation this role is responsible for the backend services including SharePoint Search, Excel Services, InfoPath Forms Services and other services (SharePoint System Administrator)

• Sites – site or department level support of sites (Site Owner)

This class covers the SharePoint topics needed for the management of sites and site collections.

• Adding, removing users and setting their permissions

• Creating and customizing lists and document libraries

• Changing the appearance of a site using themes and Master Pages and setting navigation options

• Creating subsites and workspaces

• Modifying pages by adding and configuring web parts

• Monitoring site usage

• Creating content using SharePoint web page creation tools





The work of the Site Owner will largely be within four areas:

• Site Actions -> Site Settings • Site Actions -> Edit Page • Site Actions -> New Page, New Document Library, New Site and

More Options… • And for each list and library: Settings -> List or Library Settings

Site Actions Most of the Site Actions menu and these customization screens are only available to users with special permissions, such as Full Control and Designer. Site Owners and Site Collection Administrators typically have Full Control permissions.

Site Actions, Site Settings Site Actions, Site Settings will display or hide options depending on your rights. A Site Owner will typically see four columns:

• Users and Permissions • Galleries • Site Administration





• Look and Feel • Site Actions • Reporting Services (depending on installed features)

A Site Collection Administrator will also an additional section named: • Site Collection Administration

Only Site Collection Administrators have the options circled below:

If you are a subsite owner with no rights to the top level site then you will also not have access to the items in the rectangles below:





Site Members will see a much shorter version of the Site Actions menu and will not have access to Site Settings.

Why do Members see New and Edit page? New pages are considered as "content" and created as files that are stored in a SharePoint library named "Site Pages". The default security for this library is the same as for Shared Documents.

Site Visitors will only see one option in Site Actions:





Site Actions, New Document Library Site Actions, New Site Site Actions, More Options Site Actions, All Site Content, Create

From these links you can create:

• Libraries • Communications Lists • Tracking Lists • Custom Lists • Web Pages, Subsites and Workspaces

Tip: The 2007 style Create page is still available by hand entering a URL:

http://yourservername/sites/yoursite/_layouts/create.aspx





List or Library Settings Each list and library is customized using the List or Library tab of the Ribbon at the top of the list.

Here you can change:

• List title, description and navigation • Versioning, Approval and Check in/out • Document templates • Permissions • Workflow settings • Communications options • and many more options



Module 2: SharePoint Review 11


Module 2: SharePoint Review

• A review of SharePoint

o Lists and Libraries

o Search



12 Module 2: SharePoint Review


SharePoint Review In this module we will take a brief guided tour of SharePoint from the point of view of the end-user as a review of SharePoint 2010 features and to discover a few features you may have not have discovered.

As a site owner or power user you need to have strong end-user skills. This is your chance to “fill in the gaps” before getting into site and list customization.

Your instructor will guide you through a quick hands-on exploration and review of any of these features you would like to learn more about:

• The Ribbon

• Libraries o Document o Form (InfoPath) o Wiki o Slide (2007 and later PowerPoint slide library) o Picture o Asset

• Lists

o Tasks o Project Tasks o Issue Tracking o Links o Calendars o Surveys o Announcements o Contacts o Discussions

• Adding content to lists and libraries • Uploading content • Folders • Alerts • RSS Feeds • Exporting lists • Outlook Synchronization • Recycle Bin options • Creating Sites from templates • Adding content • Folders • Search

• Anything else you want to know about?



Module 2: SharePoint Review 13


Maximum URL Length Just like local disk drives and network shares, paths to SharePoint documents have a maximum length. A typical path to a file in a library with a folder:

http://www.yourcompany.com/training/Shared%20Documents/Security%20White%20Papers/Secure_Email_Solutions.doc

Site: http://www.yourcompany.com/training

Library: Shared%20Documents (Shared Documents)

Folder: Security%20White%20Papers (Security White Papers)

Document: Secure_Email_Solutions.doc

Note: “%20” equals a space in a URL

The official numbers are:

• folder name - not more than 128 characters (123? see below)

• file name - not more than 128 characters (128? see below)

• total path to file - not more than 260 characters

And be aware that spaces and other special characters typically require three characters each. Ie. Test File is Test%20File

Built-in limits:

• The page used to create folders and has a text box with a limit of 123 characters (go figure!).

• The page used to edit properties for files has a text box with a limit of 123 characters, but that makes sense as Office 2007 has four character file extensions, so 123 + a period + 4 = 128.

• And for completeness, here's the error message if you try to upload a file with too long of a name or a combined URL that is too long:

"The specified file or folder name is too long. The URL path for all files and folders must be 260 characters or less (and no more than 128 characters for any single file or folder name in the URL). Please type a shorter file or folder name."



14 Module 3: Using and Customizing Lists


Module 3: Using and Customizing Lists

• List Settings

• Customizing columns

• Creating Lists by Importing Excel Files

• Creating and Modifying Views

• Content Types

• Communications Options

• Workflows



Module 3: Using and Customizing Lists 15


List Settings

In this module you will see how to customize lists and libraries.

All lists, from link lists to document libraries, have a common set of features. These include general settings such as title and description, user access permissions, custom columns and custom views.

List / Library Settings

The List Settings and Library Settings pages contain links to all of the list and library configuration options. This page is available to Site Owners and anyone with Designer permissions.

The List / Library Settings page contains these sections:

• General Settings

• Permissions and Management

• Communications

• Content Types (hidden by default - see Advanced Settings)

• Columns

• Views





The SharePoint 2010 Ribbon SharePoint 2010 introduces an Office 2007 style ribbon to the web browser's user interface. Here is a typical ribbon for a library:

A few interesting notes:

• The Picture Library does not have a ribbon! It uses the SharePoint 2007 style toolbar:

• The Ribbon layout will change based on browser settings and screen size. In the Ribbon example above you see two sections named Customize Library and Settings. If the browser is resized, these last two sections might be displayed as two summary buttons:

To get to Library Settings you would first need to click the Settings button.

• When there are multiple ribbons, each will have a tab. Typical tabs for lists and libraries are Browse, Documents and Library

• Several ribbon options be grayed, or unavailable, for a second or two as user permissions are verified.

• If you have added a web part to a view page, you will need to click in the list web part to make the ribbon appear.

• The Ribbon has keyboard shortcuts: Press Ctrl-[ to select the menu - search Help on "shortcuts" for more.





The Library Ribbon • The Browse tab for a library

o the site image, o the site title, o the partial crumb trail o if a view page, the view selector dropdown o the search box and help button o I Like It and Tags and Notes buttons

• The Documents tab

o options for working with single documents that are also found in the document dropdown menus, such as Edit, Check Out, Workflows, etc

o options for working with multiple selected documents - these only include Alert Me, Delete and I Like It

• The Library tab

o options that were found in Actions, View and Settings in SharePoint 2007

o options for selected, creating and modifying views o options Email, Alert and RSS Feed o options to connect to Outlook and SharePoint Workspace

In the Library ribbon above the options available to Site Owners and users with the Designer permission include:

• Create Column • Create View • Modify View • Edit Library (in SharePoint Designer) • Library Settings





The List Ribbon • The Browse tab for a list

o the site image, o the site title, o the partial crumb trail o if a view page, the view selector dropdown o the search box and help button o I Like It and Tags and Notes buttons

• The Items tab

o options for working with single items that are also found in the item dropdown menus, such as View, Edit, Delete, etc

o options for working with multiple selected items - these only include Alert Me, Delete and I Like It

• The List tab

o options that were found in Actions, View and Settings in SharePoint 2007

o options for selected, creating and modifying views o options Email, Alert and RSS Feed o options to connect to Outlook and SharePoint Workspace

In the Library ribbon above the options available to Site Owners and users with the Designer permission include:

• Create Column • Create View • Modify View • Edit List (in SharePoint Designer) • Customize Form (using InfoPath) • List Settings





Naming Lists and Libraries A list or library has two names, the name in the URL and the displayed name. When you first create a list the name you enter will be used as the URL name. When you rename a list you can only change the displayed name.

If you create a library named "Shared Documents" you would see the following URL and displayed site name.

http://yourservername/sites/demo/Shared%20Documents/Forms/AllItems.aspx

If you then renamed the library to "Training Handouts, PowerPoints and other files", you would have a new display name, but the URL would not have changed.

http://yourservername/sites/demo/Shared%20Documents/Forms/AllItems.aspx

Create your library with a short name like "TrainingFiles", then rename it with a nice long name like "Training Handouts, PowerPoints and other files". You will then have a nice short, easy to remember, URL, and a descriptive title.

Tip:





General Settings

• Title, description and navigation - used to change the display name (but not the URL) of a list, along with the description and if the list is added to Quick Launch

• Versioning settings - used to set Content Approval, Versioning, and for libraries, Required Check out/in options

• Advanced settings - a collection of miscellaneous features that vary by type of list / library. These include Content Types support, Item-Level Permissions, E-mail Notification (task lists), support Attachments, Folders, Search and Datasheets.

• Validation settings - used to add a formula to validate data

• Rating settings - enable/disable the five star rating system ( )

• Audience targeting settings (covered in Module 7)

• Metadata navigation settings - adds keywords from this list to the navigation tree view

• Per-location view settings - use to limit which Views will be displayed for each folder or content type

• Form settings





Title, description and navigation • Name - the display name for the list / library (does not change the

URL)

• Description - displayed below the list title

• Navigation - Adds the list / library to Quick Launch

Changing the Name does not change the URL used for the list.

The name in the URL and the title of a list do not have to match! Create the list or library with the short name (TrainingDocs) that you would want to use for the URL and then rename the library with the long display name (Training Documents and Tutorials).

The description can contain multiple lines. Just press Enter where needed.

When a list /library is manually added to Quick Launch from Site Actions, Site Settings, the link will be displayed even if the user does not have rights to the list. If the link is added from the list's Settings screen then the link will be security trimmed - users without rights to the list will not see it.

Note:

Tip:

Tip:

Security Tip:





Viewing Files SharePoint 2010 offers several options for viewing and working with files:

• Download the file (Ribbon: Download a Copy)

• Edit in application (ex: Microsoft Excel)

• View in Browser (Excel services, PowerPoint services, etc)

• Edit in Browser (Office Web Apps)

How a file is displayed when a user clicks on the file name depends on:

• The file type: DOC, DOCX, PDF, etc

• If your SharePoint Server has the Office Web Apps installed

• The browser being used and the software installed on the local PC

Setting the default display option:

1. In the library's Settings screen click Advanced

2. Select: Open in the client application (Word, Excel, etc) Open in the browser (Excel Services, PowerPoint Services, etc. Use the server default (usually Open in the browser)

"Open in browser" includes support for:

• Word

• PowerPoint

• Excel

• OneNote

• InfoPath forms





Content Approval Content Approval requires that a list item or document be approved prior to being visible to other users on the site. The default approvers includes anyone with the Full Control permission (Site Owners group) or the Design permission. Permissions are covered in Module 7.

To set Content Approval options select Versioning Settings from the list’s Settings screen.

The Approval Process After Content Approval has been enabled, a document or list item must be approved, either using a workflow, or a manual process as listed here:

List item is added or a document uploaded – the item is now visible to only the user who created it and to the users with permissions to approve items.

Note: At this point only two groups of users can see this document, the person who created or uploaded it, and anyone with Approver rights. By default, members of the Site Owners group (Full Control permissions) and users with the Designer permission level have Approver rights.

The reviewer (Approver) displays items to be reviewed by selecting Approve/reject Items from the View dropdown, by sorting the current view on Approval Status, or by clicking a link from an emailed alert.





How do approvers know that there is a new item needing approval? You will need to create alerts on new and changed items for the approvers!

To approve an item select Approve/reject from the item’s dropdown menu.

The reviewer can then approve or reject the item or leave the item in Pending status. If the item is rejected or left in pending status then a comment should be added explaining the reason.

In addition to approving or rejecting the item, a user with delete rights can simply delete the item.

Email? The approval process does not automatically generate emails. Alerts can be setup for both the author and the approvers. Authors should create an alert on the item or the entire list with the “Someone else changes an item created by me” option. You should create an alert on the list or library for all of your approvers. This typically would use the "New items are added" option.

Note:

Note:





Folders Lists and libraries can be divided into folders just like file folders in Windows Explorer. Folders are available in most lists, but may not be enabled by default.

To change folder settings select Advanced Settings from the list’s Settings screen.

After Folders have been enabled, you can create new folders by clicking in the ribbon.

These list types do not support folders: Calendar, Discussion, Survey and Wiki.

A custom view can be created for the list that “flattens” the folder structure to display all of the list items in a single list. (“Show all items without folders”)

Should you use Folders or Views or both? Folders are well understood by users but may not be the best way to organize list and library content. A folder structure is a rigid way of organizing content that cannot be quickly changed. If you initially grouped documents by Customer ID you cannot easily regroup them by Region.

Views can give you more ways to simultaneously arrange content as long as you have added columns (metadata) to categorize the content. For example you could add two columns, Customer ID and Region, and populate them as you add items to a list or library. You could then create two views, one to group by Customer ID and another to group by Region. Your users can then quickly switch between views to see the two groupings of data.

You can use folders and views together if when you create the view you select "Show all items without folders" while designing the view.

You should generally not display more than 5000 items at a time. You can use either folders to break your lists into manageable subsets or use views (grouped or filtered) to limit the number of items displayed at a time.

Note:

Note:





Item-level Permissions Several list types let you control who can see and edit items without setting up custom security permissions.

Item-level Permissions are only available for

• Announcements • Calendar • Custom lists • Discussion Board • Links • Survey and Tasks.

To change these permissions options go to the list or libraries Settings menu, click List (or library) Settings and then click Advanced Settings.

Visual Studio workflows (not SharePoint Designer workflows) can be used create custom permission scenarios on all type of lists and libraries.

This option may not produce expected results when used with a task list. "Only their own" applies to the creator of an item in the list, not the person in the "Assigned to" field.

Search Visibility Some sites and lists are designed to expose content while others are designed to limit the exposure of archived content, confidential data and projects. Search visibility can be controlled at both the site and list levels.

Search Visibility for a List or Library • Select Advanced Settings from the list’s Settings screen • Set the Search option to Yes or No

Tip:

Tip:





List and Library Versioning Options Benefits of versioning include:

A history of document changes The ability to revert to a previous version The ability to view previous versions

Version History Libraries can track major versions and optionally minor versions. Lists can only track major versions.

Version Retention You can set a limit on the number of versions to be retained. The oldest version is automatically deleted when a limit has been set on the number of versions to be retained and that limit has been exceeded with the creation of a new version.

The choice of a limit needs to be balanced between the requirement (legal or practical) to get to past versions and the cost of storing multiple copies of a document.

Versions are created: When a file is first created or uploaded When a file is uploaded with the same name as an existing file and the “Add

as a new version to existing files” is selected When the properties of a list item or documents are changed When a file is opened, edited, and saved (Note: a version is not created for

each Save during a single editing session.) When a file is checked out, changed, and then checked back in

Deleting Versioned files A single version of a file can be deleted from the Version History view. The document and all versions will be deleted if the document is deleted

from the primary list view. The oldest version is automatically deleted when a limit has been set on the

number of versions to be retained and that limit has been exceeded with the creation of a new version.

Typically when a document is copied from one library to another (using Windows Explorer views for example) only the most recent version is copied. Moves typically will preserve versions if the destination library has versioning turned on.





To Enable Versioning To set Versioning options select Versioning Settings from the list’s Settings screen.

Version History options for lists:

List only support Major versions (1,2,3,4...). Each time an item is edited a new version will be created. If you add a limit, then when the limit is exceeded the oldest items will be deleted. (auto-deleted versions do not go to the recycle bin!)

Version History options for libraries:

Libraries support both Major and Minor versions. (see next page for details)





Major and Minor versions Libraries can track both major and minor versions of documents. Minor versions often indicate draft or unpublished versions of a document.

When you save a versioned document from Office 2007 you will be asked to save with the next major or minor version number.

Minor / draft versions are most useful when the library is being used for document creation and maintenance. If the library content is largely provided from uploads, then major versions may be a better choice.

Who can see drafts?

You can control who can see draft versions with the Draft Item Security options. The “Any user who can read items” is rarely used!

Tip:





Checking Documents In and Out To prevent multiple users from attempting to update a document at the same time users should check out the document before editing and check it in after all editing is complete. By default Check In and Check Out is optional. You can make Check Out required.

To enable Required Check Out:

The check out process will vary with the type of the document and the version of the editing software.

With older versions of Office:

• If you opened the document just by clicking its name, you will not be able to save back to SharePoint unless you return to SharePoint and check out the document.

• If you opened the document with “Edit in Microsoft Word” you will be prompted to check out the document first.

• You will need to manually check in the document from SharePoint before other users can see your changes. Word 2003 also includes a Check In / Check out choice in the File menu.

With Office 2007 and 2010:

• If you opened the document just by clicking its name, the file will be opened in Office and a “Check Out” button will be displayed at the top of the Word screen so you can still check out the document, make edits and save back to SharePoint.

• If you opened the document with “Edit in Microsoft Word” you will be prompted to check the document out first.

• When you close the document, Office will ask if you want check in the document. If versioning is enabled you will then be asked to check in a major or minor version.





Managing Checked Out Documents SharePoint has one interesting dilemma… If Versioning and Required Checkout are enabled and a user creates a document or a uploads a document and does not check it in, it's not visible to the Site Owner!

Sam just uploaded avatar.jpg and when asked to Check In, clicked cancel instead. Sam see's six files, including the avatar file.

The Site Owner looks at the same library and sees only five files!

To find these files go to the library's Settings page and click "Manage files which have no checked in version" in the "Permissions and Management" column. From here you can take ownership of the file and then either delete it or check it in.





Customizing Columns Columns can be added to every list and library. In the example below, a custom column named "Course ID" has been added to a documents library. This library also is using a Content Type named "Memos" that has added "Memo Type", "Customer ID" and "Vendor ID" columns. When used with libraries this additional data is often called metadata, or "data about the data", and is used to provide additional data about the file, picture or document.

If Content Types are being used in the list, the Used In column lists the Content Types that use the custom columns.

Columns can be:

• used in lists and web parts for sorting and filtering by clicking the column headings

• used in views to Group, Filter and Sort the view

• searched - all metadata is indexed for search - your search administrator can also add selected metadata to advanced search so you can search in just the metadata column by typing something like: ProductID:12345

Examples:

• Add a Department column to the Announcements list

• Add a Meeting Room choice field to the Calendar list

• Add a Project ID field to the Task list

Note:



Tester

Comment

Marked set by Tester



Adding Custom Columns

Consider adding a column to the Site Columns Gallery or using Content Types before adding a custom column to a list. These columns can be defined once and used in many lists and libraries for consistency.

To add a new column • Display the list and go to the settings page

• Scroll down to Columns and click “Add from existing site columns” or click Create column to create a custom column and select a column type and options

Columns can be any of the following types:

• Single line of text - Columns that collect and display small amounts of text in a single line such as phone numbers.

• Multiple lines of text - Columns that collect and display one or more sentences of text or formatted text.

• Choice (menu to choose from) - Columns that display a list of options. (also consider using Lookup)

• Number (1, 1.0, 100) - Columns that provide a box in which you can type a numerical value or a percentage.

• Currency ($,¥, €) - Columns that provide a box in which you can type a monetary value.

• Date and Time - Columns that store calendar or time-of-day information.

• Lookup (information already on this site) - Columns that make it easy for you to select information that's already stored in a list on a site.

• Yes/No (check box) - Columns that store true/false information. Note: A better Yes/No column might be a Choice column with two choices: Yes, No.

• Person or Group - Columns that display the names of users or SharePoint groups.

• Hyperlink or Picture - Columns that display a hyperlink to a Web page or display an image from the Web.

• Calculated (calculation based on other columns) - Columns that display information that is based on the result of a formula.

• External data – Columns that look up data from Business Connectivity Services (BCS) data sources external to SharePoint. Your system administration will need to add BCS data sources before you can use this feature.

Note:





Indexed Columns The performance of lists with many rows can be enhanced with the use of Indexed Columns, especially when users frequently sort or filter the lists on a particular column. Indexing a column will add overhead to the databases.

Be careful with this option. It can impact the performance of SharePoint. Do not index columns that are not frequently used in sorts and filters.





Site Columns Site Column Gallery It is a good practice to define and reuse a consistent set of columns across multiple lists and content types. If everyone created their own column definitions you might end up with a customer IDs defined like these: Customer ID, Cust ID, CustID, CID, CustomerID or just Customer. Finding all the documents related to a single customer would then require multiple searches.

Site Columns:

• Provide reuse and consistency

• Are required to create Content Types

Creating new Site Columns

Site Columns are available in the site where they are created and in subsites below that site. Consider creating Site Columns only at the top level site of a site collection. In the Site Columns gallery the Source column will list the "owning site".

To create a new Site Column:

• Click Site Actions, Site Settings

• Click Site Columns

• Review the existing site columns to see if there is already a column similar to the one you want to create.

• Click Create

• Enter a column name and select a column type

• Select an Existing Group or enter a new group name. A group is only for your convenience to help you find your columns.

• Add Additional Column Settings as needed and click OK

Note:





Add columns from the Site Columns Gallery to a list Note: Do not use from the Ribbon as this adds an "ad hoc" column, not a Site Column.

To add a column to a list or library from Site Columns:

• Display the list or library and go to the Settings page

• Scroll down to Columns and click Add from existing site columns

• Select the desired columns and click Add - If you added your Site Columns to a custom group you can select the group from the dropdown to show only your site columns

• Checkmark "Add to all content types" if desired, otherwise the new columns not be added displayed

• Checkmark "Add to default view" if desired - Any column can be added or removed anytime in the View pages

Note: The order columns are added impact which Content Types they get added to. For example:

1. Create a new library - Content Types are not yet enabled

2. Add a column using "Create Column" and add another column using "Add from existing site columns" - these two columns are available to all documents in the library

3. Enable library support for Content Types and add one or more Content Types - the columns added earlier are only available on the default "Document" Content Type

4. Add a new column using "Create Column" or "Add from existing site columns" - this column will be added to all of the Content Types (just this library only)





Content Types While we often categorize computer generated documents by the application that created them, such as Microsoft Word, Excel and PowerPoint, in reality these documents are memos, sales letters, contracts, product presentations and other business documents. A mix of Word, Excel and PowerPoint documents may all be part of a single type of business document package.

Files typically only have a handful of attributes to define them: name, size, date created, etc. More advanced documents have internal properties such as title, subject, author and company.

SharePoint Content Types let us expand on simple document types by adding the following:

o a new document “type” useful for grouping documents and records management / archiving purposes – examples: Purchase Order, Sales Letter, Expense Report

o user defined attributes, also called metadata or simply additional columns for lists – examples: PO Number, Sales Rep ID, Customer ID

o an optional Word, Excel or other document template for creating new documents of this type

o an optional workflow

o SharePoint Server also adds:

o custom Document Information Panels to display metadata inside of Office 2007 applications

o policies to control auditing and retention

Once a Content Type has been created and added to a library or list:

o the Content Type can be selected from the library’s New dropdown menu and a new document will be created with the Content Type’s template

o users will be prompted for a Content Type when uploading a single document

o batch uploaded and previously uploaded documents can be set to the Content Type by editing the document’s properties

o columns from the Content Type can be displayed in the views of the library or list and used for sorting and custom views

o the Content Type’s columns can be used by workflow automation to control the processing of the document

o with SharePoint Server, a policy associated with the Content Type can control the lifespan of the document





Create a Content Type

Content Types are available in the site where they are created and in subsites below that site. Consider creating Content Types only at the top level site of a site collection. In the Content Type gallery the Source column will list the "owning site".

1. Generally before creating a content type you should define your columns in Site Settings, Site Columns. You can also create new Site Columns while creating a Content Type.

2. Select Site Settings and click Site Content Types from the Galleries column.

3. Click Create

4. Assign a Name, Description and select an existing Content Type (often "Document" or one of your Content Types) as a base for the new Content Type (this will copy the column collection from the base type)

5. Assign to a group and click OK (groups are for your convenience and otherwise do not impact SharePoint)

6. Add new or existing Site Columns 7. Optionally add a template for new document creation by clicking Advanced

and uploading a template 8. Optionally assign a Workflow to the Content Type 9. SharePoint Server: Optionally add a Policy to control Auditing and

Expiration.

Note:





Associate a Content Type with a Library or List 1. Display the list/library and display the document or list Settings page. 2. If the library does not currently support Content Types (no Content Type

section on the Settings page) then click Advanced and then click Yes under "Allow management of content types? " and then click OK.

3. On the Settings page scroll down to the Content Types section and click "Add from existing site content types".

4. Select new Content Types and click OK.

After adding a Content Type to a list:

• Users will be able to select the Content Type from the New menu and create new documents from templates

• You may want to modify the list’s view to display selected columns from the Content Type’s column list.

• The user will be able to associate existing documents with the new Content Type, and populate the new columns, by editing the properties of the documents.





Built-in Content Types SharePoint has a number of built-in content types you can add to your library. Here are a few examples:

• Link to a Document • Basic Page (same as Site Actions, Create, Basic Page) • Web Part Page (same as Site Actions, Create, Web Part Page) • Dublin Core Columns (Do a web or wikipedia.com search for "Dublin

Core") • Picture

Example: Link to a Document

Sometimes you have content that you would like to make available from your document library without uploading a file to the library. Examples include documents in other SharePoint sites or libraries, and even links to other web pages including SharePoint pages and external web sites

1. Display your library (Example: Shared Documents) and go to the Settings page

2. Click Advanced Settings

3. Check "Allow management of content types" and then OK

4. In the Settings page scroll down to Content Types and click "Add from existing site content types"

5. Select "Link to a Document", click Add and then Click OK

6. Go back to your library and click the New dropdown and select "Link to a Document"

7. Enter a display name (Document Name) and the URL (must start with http://) and click OK





Creating Lists by Importing Excel Files If you have an existing Excel file with data neatly arranged in columns in the format you need for a list then you can simply import the file to create a new SharePoint list.

You must have Excel installed to import an Excel file into SharePoint.

To create a list from an Excel file:

• Inspect the Excel file to insure that columns contain consistent data. For example, a column for date data should not have any non-date text or numbers.

• Click Site Actions, More Options and select Import Spreadsheet

• Name and describe the new list and browse to find the file.

• Click Import (Excel will open with the list)

• Select how you would like to select the data: Range of Cells or Named Ranges

• Click in the Select Range box, select the range of cells to import and click Import

Note:





• Review the list and inspect the column definitions as listed in the Settings screen for correctness

Note: If you see this error after clicking Import: “object doesn't support this property or method” you may have components from both Office 2003 and 2007 installed on the same computer (Example: Office 2003 and SharePoint Designer 2007). To fix this error see: http://techtrainingnotes.blogspot.com/2008/02/sharepoint-excel-2003-import-and.html

Lists created using Import are not automatically added to Quick Launch.

To add the new list to Quick Launch:

1. Click "All site content" then click the new list's name 2. From the list's Settings page click "Title, description and navigation" 3. Click "Display this list on the Quick Launch" 4. Click "Save"





Creating and Modifying Views Views are filtered and sorted representations of SharePoint lists.

Features of a View: • Columns – Views contain subsets of the columns contained in a list.

The columns in a view can be listed in any order

• Sort – The data listed in a view can be sorted on either one or two columns

• Filter – List rows can be hidden by applying a filter

• Inline Editing - Adds an edit button to each row of a view and allows in place editing

• Tabular View - Shows or hides the checkboxes for each row

• Group By – List rows can be grouped on either one or two columns - after being grouped, each group can be expanded or collapsed

• Totals – Numeric columns can be totaled (Note: calculated columns cannot be totaled.)

• Style – The appearance of the view can be changed by applying one of the built-in styles (see here for samples of each style: http://techtrainingnotes.blogspot.com/2010/05/sharepoint-list-view-styles.html)

• Folders: Folders or Flat – Lists with folders can be displayed with the folders, or flattened to show all of the data regardless of the folder

• Folders: Show this view - Limits the availability of this view to selected folders or selected Content Types (also see Library Settings, Per-location view settings)

• Item Limit – Limits can be set to control either the total number of rows displayed or to set the number of rows displayed at one time - when combined with a sort this is a way of creating a "top 10" type view

To create a view, display the list or library and then

• from the Ribbon click Create view, or click Create below the list of views in the list or document settings screen

To modify a view, display the list or library and then

• select Modify view from the Ribbon, or click the view's name in list of views in the document library / list settings screen





Types of Views

• Standard View - View data on a Web page in a typical list format

• Datasheet View - View data in an editable spreadsheet format that is convenient for bulk editing and quick customization. Datasheet view may require Office Professional Edition and a browser that supports ActiveX controls

• Calendar View - View data as a daily, weekly, or monthly calendar. Requires at least one Date column

• Gantt View - View list items in a Gantt chart to see a graphical representation of how a team's tasks relate over time. Requires at least two Date columns (start and end)

• Custom View in SharePoint Designer - Opens SharePoint Designer 2010 and then lets you edit as an XSLT List View Web Part

• Views can also be created by using any existing view as a template.





Example: Creating a Standard View: “What’s New” This example will create a “What’s New” view of a list or document library based on the top “x” newest documents.

Build the View:

5. Display the list or library for the new view 6. From either the Settings page or the Ribbon Click Create View 7. Click Standard View 8. Enter a view name

9. Select Personal view or Public view (Note: the word "Audience" here does

not refer to the SharePoint Audience targeting feature.)

10. Select the columns you want to have displayed. For this list select Type,

Name and Created.

11. Select a sort order to list the newest documents first. Sort by Created,

descending.

12. Add an Item Limit – Enter 10 to show the 10 newest documents.





13. To show documents from all of the folders in the library expand Folders and select “Show all items without folders”

14. Click OK to save the view. 15. Select the view from the Views dropdown.

Example: Creating a Standard View: “What’s New” in the last “x” days

This example will create a “What’s New” view of a document library based on the age of the document.

To create this example we will need a way to do a date comparison. SharePoint view filters support two built-in variables: [Today] and [Me], but expressions like “[Today] -7” will not work. To filter based on a future or past date you can add a calculated column with an expression based on another column such as “[Created] + 7”.

Add the date offset column:

1. Display the list or library for the new view and then display the Settings page

2. In the Columns section click Create column 3. Give the column a name: WhatsNewDate 4. Select the Calculated (calculation based on other columns) type 5. For the Formula enter: [Created] + 7 6. Change the The data type returned from this formula is option to Date

and Time. 7. Uncheck Add to default view.

Note: this column will be used in the view’s filter, but will not be displayed in any view.

8. Click OK

Create the View:

9. Display the list for the new view 10. From Ribbon or the View dropdown select Create View 11. Click Standard View 12. Enter a view name and page name. 13. Select the columns you want to have displayed. For this list select Type,

Name and Created.





14. Select a sort order to list the newest documents first. Sort by Created, descending.

15. In the Filter section select WhatsNewDate column, “is greater than” and “[Today]”.

16. Optionally add Item Limit, Grouping or Totals options. 17. Click OK to save the view.

Example: Creating a Calendar View This example will create a “date created” calendar view of a document library, but could also display a calendar based on any custom date field in the library such as “Document Review Date”, “Product Release Date” or “Purchase Order Date”.

1. Display the list for the new view 2. From Ribbon or the View dropdown select Create View 3. Click Calendar View 4. Enter a view name and page name.

5. Select the columns used for the date. For this example use Created for both

the Begin and End dates.

6. Select the column or columns to be used for the text displayed in the

calendar. In this example use Title for each view.

7. Click OK and test the view





Communications Options

The RSS settings and the Incoming e-mail settings options are not displayed unless they have been enabled in Central Administration. In a new installation RSS is enabled by default and Incoming e-mail is disabled by default.

Really Simple Syndication (RSS) Really Simple Syndication (RSS) is a way to distribute news, updates and other content to subscribers. RSS “feeds” can be read by dedicated RSS feed readers, e-mail programs such as Outlook 2007 and browsers such as Internet Explorer 7. RSS can be used in place of Alerts to keep up to date with changes to a list.

RSS Feeds are available for:

• Each list and library (the link for the RSS feed is available from the Actions menu)

• Each list and library view (the link for the RSS feed can be found in the View edit screen )

• Each SharePoint Server Search (the link is displayed at the top of the search results)

There is no single RSS feed for the entire site.

RSS must be enabled by your system administrator using the Central Administration tool.

The RSS Viewer web part supplied with SharePoint cannot be used to read SharePoint RSS feeds.

There are third party RSS viewer web parts, such as the feed reader from www.smilinggoat.net/stuff.aspx, that can display SharePoint RSS feeds.

Note:

Note:





Site Settings for RSS Prior to configuring a list for RSS you will need to set several options at the site level:

1. Start from the top-level site. 2. From Site Actions menu select RSS from the Site Administration Section

“Allow RSS feeds in this site collection” is only displayed if you are a site collection administrator and you are on the top-level site.

3. Enable RSS at the site collection level and then enable or disable RSS per site.

4. Add a copyright message. This message will display at the bottom of the feed in some, but not all feed readers.

5. Add the names of the managing editor and the webmaster. These will display at the bottom of the feeds.

6. In the “Time To Live (minutes)” box, type the number of minutes that users should wait to check for updates to an RSS feed.

Note:





List Settings for RSS 1. Start from desired list or library and select List or Library Settings from the

Settings dropdown and click RSS Settings under Communications.

2. Select Allow RSS for the list and enter Channel Information including Title and Description.

3. Set the Image URL for the image for the feed. The default URL points to the SharePoint logo.

4. For document libraries set linking options: “Include file enclosures for items in the feed?” Yes = add the document or list item as an attachment “Link RSS items directly to their files?” Yes = a direct link to the document in the library No = a link to the SharePoint page for the item

5. Select the columns to include in the RSS description. These can include both built-in columns and custom columns. For example, you could add a custom column named “RSS Title” and supply a title to the feed that is different than the document’s title.





6. Set any limitations needed to control the amount of data in the feed.

Using RSS Feeds RSS “feeds” can be read by dedicated RSS feed readers, e-mail programs such as Outlook 2007 and browsers such as Internet Explorer 7. Accessing a feed is generally referred to as subscribing to the feed.

Browsers Some web browsers such as Internet Explorer 7 will display an icon in the toolbar ( ) when a webpage includes an RSS feed. Clicking this icon will open a screen to view the current feed and optionally subscribe for automatic updates.

Internet Explorer 7.0:

Clicking Subscribe to this feed will display a dialog box where you can add this RSS feed to your RSS subscriptions.





If are using a browser that does not detect RSS feeds you may see a page like the one below. Clicking “subscribe to this RSS feed” link will open your default feed reader. You can also copy the URL of this page and paste it into your feed reader.

Outlook 2007 Outlook 2007 also includes support for RSS feeds and will automatically add any feed subscribed to using Internet Explorer 7.





Incoming E-Mail Settings In addition to manual uploads and entry, list items can be submitted via e-mail. E-mail submissions can be sent to:

• Libraries: document, form and picture • Announcements • Calendars • Discussion boards • List templates built from any of the above.

E-mail submissions cannot be sent to other types of lists such as Wikis, Contacts and Links.

To Enable E-Mail Submissions Note: Incoming Email must first be enabled by your SharePoint System Administrator.

1. From the Settings screen of the list or library select Incoming e-mail settings from the Communication section.

2. Change Allow this document library to receive e-mail? to Yes and enter a unique e-mail address for the list. The domain name is preset by the SharePoint Administrator using Central Administration.

3. Specify how to handle e-mail attachments. Libraries will save the attachment as a document or picture. Announcements and other lists can save the e-mail attachment as a list item attachment.

For libraries:

For lists:

4. The e-mail EML file can also be saved to the list or library. If you choose Yes, the original message is saved as a separate item in the library. The default is No.





Libraries will save the e-mail as a separate item. Lists such as announcements will save the e-mail as an attachment.

5. Choose if you want to save meeting invitations to the list. The default is No. Selecting Yes to this option archives files attached to your meeting invitations to the document library. Note that e-mail handlers are not aware of other lists that you send any particular piece of e-mail to. If you send a meeting invitation to both the calendar and a document library, the meeting request is archived in the calendar list and any attachments associated with the meeting request are archived in the document library. This option is not available for Calendars.

6. Select limitations on who can e-mail to the list. The default is to only accept mail from users who have permissions to add content to the list. Caution: If you allow e-mail from any sender, you are bypassing the security settings for the list. This means that anyone could send an e-mail to the list's address and their item would be added. With this option turned on, you are opening your list to spam or other unwanted e-mail messages.





Workflows Workflows are used to automate activity around a document or list item. An example of a workflow is an approval process where three people in sequence must approve a document before it can be displayed to all users on the site.

SharePoint Foundation includes one sample workflow:

• Three-State Workflow - Use this workflow to track items in a list through three user defined states (phases). I.e. New, In Progress, Complete

SharePoint Server includes four sample workflows:

• Approval – This workflow assigns tasks to one or more people. Each person can then approve or reject the document. If all of the reviewers approve the document then the Approval status of the document can be automatically set to Approved.

• Collect Feedback - This workflow routes a document or item to a group of people for feedback. Reviewers can provide feedback, which is then compiled and sent to the person who initiated the workflow.

• Collect Signatures – This workflow collects digital signatures and requires Microsoft Office 2007 or later and must be started from within Office.

• Disposition Approval – This workflow is used to determine what happens to out-of-date or expired documents. The Disposition Approval workflow can be started manually or work in conjunction with the Expiration policy feature so it can start automatically when the document expires.

• Three-state workflow – This is the sample from SharePoint Foundation described above.

• Translation Management Workflow - Manages document translation by creating copies of the document to be translated and assigning translation tasks to translators. This workflow is available only for Translation Management libraries.

• Issue Tracking - Routes an issue to team members for resolution. It presents a Web page to the user who makes possible the entry of new issues; for example, customer complaints. As an issue progresses though different workflow states, the Web page of the user changes to reflect appropriate events; for example, a Web page that was closed when an issue is resolved.

Creating Workflows Custom workflows can be created from built in templates, Microsoft Office SharePoint Designer 2010 and Visual Studio 2010.

• SharePoint Designer can create workflows built from a preset list of decisions and actions using a “Point and Click” user interface.

• Visual Studio 2010 can be used to create powerful workflows using the full feature set of Dot Net with code written in C# or Visual Basic and Windows Workflow Foundation (WF) found in the .Net Framework 3.0.





Approval Workflow

Demonstration of the SharePoint Server sample Approval workflow:

1. From the list or library navigate to the Settings page.

2. Select Versioning settings from the General Settings column.

3. Set Content Approval to Yes and click OK. Note: The sample Approval and Feedback workflows can be started from the document’s dropdown menu with no additional setup, but the following steps are usually performed to predefine workflow options.

4. Select Workflow settings from the Permissions and Management column.

5. If you already have workflows for this library, click Add a workflow

6. Select Approval from the Select a workflow template list.

7. Enter a name for the workflow and then select the lists to track tasks and workflow histories

8. Select Allow this workflow to be manually started.

9. Click Next

10. Set options for Workflow Tasks. For this demo use the Serial option and leave both checkboxes selected.

11. Assign two or more users as Approvers. Example: luisb and samc.

12. Un-checkmark Allow changes to the participant list so the users running this workflow cannot set their own approvers.

13. Set the time to finish each task as 1 Day.

14. Checkmark Cancel this workflow when the Document is rejected.

15. Checkmark Update the approval status so the document status will be changed when the workflow is completed.

16. While you can customize the remaining settings, the defaults will work for this demo. Click OK to complete. The workflow has now been configured for this list or library and can be used from any item or document in this list or library.

17. Redisplay the list or library.

18. Click the dropdown menu for any item or document in the list and select Workflows.





Or, click the document, in the list and click Workflows in the ribbon.

19. Select your workflow from the Start a New Workflow list. Verify or update the data in the workflow initiation form. The workflow will be started and a new column will be added to the All Documents view to show the state of the workflow.

Workflows that create user tasks generally send emails to the users informing them of their assignment.





Sample task:

20. To check the status of the workflow either click “In Progress” in the state column or select Workflows from the dropdown menu for the item. The tasks can be updated here, or from the Tasks list selected for the workflow. Workflow status can also be reviewed by selecting Workflows from the document’s dropdown list.

Document library:

Task list:

21. Once the first task has been opened by the first reviewer, and marked as approved, the workflow is automatically restarted and adds a task for the next reviewer. If all reviewers approve the document then its status will be changed to Approved.



Module 4: Creating Forms Libraries 59


Module 4: Creating Forms Libraries

• Creating a Forms Library

• Creating a Form

• Filling out the form



60 Module 4: Creating Forms Libraries


Creating Forms Libraries

Forms Libraries are SharePoint libraries based on an InfoPath form template. InfoPath is a client application installed on the user’s PC and is used to both design forms and fill out forms. SharePoint Server Enterprise includes a backend InfoPath server (InfoPath Forms Services) that can deliver forms to users via a browser. With Forms Services, users do not need a locally installed copy of InfoPath.

Typical use:

• User displays the form library and clicks New Document

• InfoPath is loaded on the user’s workstation (or Forms Services renders the form as a web page in a browser) and the form is displayed

• The user completes the form with InfoPath validation and then either prints the form or saves it back to SharePoint

• The XML of the data from the form is saved as a document in the library and pre-selected fields from the form are displayed as columns in the library

• The data can then be used by:

• a user opening the form from SharePoint and displaying the form in InfoPath (or a browser if SharePoint Server Enterprise is installed)

• a backend application that on a schedule reads the XML document from the library and updates a backend system. (such as an accounts payables system to write the check for an approved expense report)

• a workflow that starts an approval process and eventually passes the data to a backend system





Creating a Forms Library There are two approaches to creating a forms library:

• If the form already exists, create a library and use the InfoPath Publish feature to set the form as the library's template.

• Create or open the form in InfoPath and then publish the form to SharePoint and let InfoPath create the new library. This is generally the preferred method as the publishing wizard makes it easy to create columns in SharePoint that will be automatically populated with data from the completed form.

InfoPath Versions When you design a form using InfoPath you will want to limit the features used so, where possible, your users will be able to complete the form without installing new software.

If you are using the Enterprise Edition of SharePoint Server 2010, which includes InfoPath Forms Services, then all your user needs to view or edit an InfoPath form is a web browser. For other SharePoint editions they will need InfoPath 2003, 2007 or 2010 installed on their PCs.

When designing the form in InfoPath 2010 you can limit the features available so you can target a particular version level.

If a form created in InfoPath 2010 that uses a new 2010 feature is opened by an InfoPath 2007 user they will see a message like this:





Creating the Form in InfoPath and then Publishing to SharePoint

1. Launch Microsoft Office InfoPath Designer 2010.

2. Either select a sample template or create a new form from scratch. For this example we will use the Expense Report sample.

3. After completing the design of the form, save the form and then select Publish from the File menu.

4. Select Publish form to a SharePoint Library and click Next

5. Enter the URL of your SharePoint site and click Next.

6. Select Form Library and click Next





7. You can now either publish to an existing Forms library: Click Update the form template in an existing form library, select your document library and click Next.

or let InfoPath create a new Forms library: Click Create a new form library, click Next, add a name and a description and click Next.

8. Select the fields from the form that you would like to display as columns in the forms library.

9. Click Next and then Publish.

10. Click Close and then close InfoPath 2010 Designer

11. Test the form from SharePoint





Filling out the form Where the form will be filled out depends on the version of SharePoint installed, software installed on the user's PC and settings in the Advanced Settings of the library.

If you are using SharePoint Foundation 2010 or SharePoint Server 2010 Standard Edition then the form will be opened in a local copy of InfoPath Filler 2010.

If you are using SharePoint Server 2010 Enterprise Edition, then the form will be opened in the browser or in InfoPath depending on the option selected in the library's Advanced Settings:

Steps;

1. Display the form library and then click Add document or from the Documents ribbon click New Document. (InfoPath will open)

The form as displayed in the browser using the Enterprise Edition's InfoPath Forms Services:





The form as displayed in InfoPath 2007:

The form as displayed in InfoPath 2010

2. Complete the form, and for this example supply at a minimum Employee Name, Department and Purpose.

3. If you did not customize the submit options, then click the Save toolbar button or if opened in InfoPath Filler 2010, click File, Save.





4. Close InfoPath and return to SharePoint.

5. The form can now be opened for viewing in InfoPath or a workflow can be started to approve and pay the Expense Report.

Note: InfoPath forms can be customized to save to SharePoint when the user clicks “Submit” and can also create a file name based on field data in the form.



Module 5: Creating Web Pages 67


Module 5: Creating Web Pages

• Creating Basic Pages

• Creating Web Part Pages



68 Module 5: Creating Web Pages


Creating Web Pages Often you will need to create a page within a SharePoint site that does not need any SharePoint features such as web parts or lists. Basic Web Pages are treated the same as any other document and are stored in a document library.

Advantages of a Basic Wiki Page • Simple HTML web content – No installed software other than a web

browser is needed to edit or view the content

• Simple to edit online – no need to download or to have installed Word or an HTML editor

• The home page of many sites is a Basic Wiki Page

• The page can consist of a mix of text and web parts

To create a Basic Web Page: 1. From the Site Actions menu select New Page

2. Enter a name for the new page and click Create

This name will be part of a URL to this page. If users will be typing or emailing a link to this page you should avoid special characters including spaces. The page will be saved to the site's SitePages library.



Module 5: Creating Web Pages 69


3. Type or paste the text for the page.

4. Click Save 5. To view the final page, go to the SitePages library and click on the

document. You may want to link to this new page from Quick Launch or an announcement



70 Module 5: Creating Web Pages


Creating Web Part Pages

Web parts can be added to wiki pages by clicking in the body of the page and simply inserting the web part. When you would like to have a more structured layout of web parts, as in a dash board, then consider using a web part page.

Uses for web part pages:

• Reports: Display web parts for all of the reports your team needs using the Page Viewer web part or web parts supplied with Microsoft SQL Server Reporting Services, Crystal Reports and other products

• RSS Feeds: Put all of your RSS feeds from technical, business and government web sites all on one page

To create a Web Part Page: 1. From Site Actions menu select More Options… 2. Scroll to the bottom of the list and click Web Part Page and click Create

3. Enter a name for the new page

This name will be part of a URL to this page. If users will be typing or emailing a link to this page you should avoid special characters including spaces.

4. Select a Layout Template

5. Select a document library for the page. While Site Pages is the most common choice, you can select any document library.

6. Click Create – the new page will be displayed

We will work with web parts in the next module…



Module 6: Sites and Workspaces 71


Module 6: Sites and Workspaces

• Site Customization

• Web Parts

• Search Visibility



72 Module 6: Sites and Workspaces


Site Customization

Look and Feel A site can be quickly customized using only a web browser. These changes include the following found in the Site Settings Look and Feel column:

In addition, with the appropriate permissions you can use Microsoft SharePoint Designer 2010 or Visual Studio 2010 to customize the site’s Master Page and other pages.





Title, Description and Icon Title: The site title is displayed:

• At the top of the page

• In the breadcrumb trails

• In the title bar of the browser

• As the name of any Favorites (bookmarks) created by your users

Logo URL: The path to a picture to display to the left of the site title

• The best location to store a logo image is in your site in a document library or a picture library.

• The description is used both for a mouse-over tip and as text for screen reading programs.

• Best practice is to use a relative URL which excludes the server name: Absolute URL: http://www.server.xyz/sites/asite/alibrary/logo.gif Relative URL: /sites/asite/alibrary/logo.gif

Web Site Address: This is the URL to the site.

• This can only be changed for subsites, not for the top level site.

• Best practice is to keep this short and not to use special characters such as spaces.

Site Title

Site Logo

Site Description





Site Theme The site theme controls the fonts and colors used for all pages in the site. Themes can be selected from the list of samples or built by selecting colors and fonts. Themes can also be imported and exported from the Theme Gallery as PowerPoint THMX files.





Tree View The left hand navigation panel can display the Quick Launch bar, a tree view of the site, or both.

Turning off both Quick Launch and Tree View does not remove or hide the left hand panel. It can only be removed by customizing the MasterPage using SharePoint Designer, or by building your site from one of the other templates.

Quick Launch only

Tree View only

Both

Note:





Top Link Bar and Quick Launch Navigation SharePoint Server provides two different tools for editing the Top Link Bar and Quick Launch.

• If your site was created from a publishing template or is a subsite of a Publishing site then you will have one option in the Site Settings screen, “Navigation”, that is used to edit both the Top Link Bar and Quick Launch.

• If your site was created as a top level non-publishing site, or as a subsite of a non-publishing top level site then you will have two options in the Site Setting screen, “Top Link Bar” and “Quick Launch”.

Top Link Bar (for a non-publishing site) • Subsites are added to the Top Link bar by default.

• You can customize the Top Link bar by removing tabs (Links), or by adding new tabs (Links) that can link to any URL, inside or outside of SharePoint. Examples:

o Subsites or other SharePoint sites

o Other corporate or public web sites

o Libraries or documents in libraries

To add a new Tab / Link • Site Actions Site Settings Top Link Bar • Click New Navigation Link and add a URL and a description to

display in the tab

To rename or delete a Top Link Bar link • Site Actions Site Settings Top Link Bar • Click the icon next to the link.

To change the order or the Tabs / Links • Site Actions Site Settings Top Link Bar • Click Change Order and select tab positions from the dropdowns

Note: Non-publishing sites do not support dropdown menus from Tabs.





Quick Launch (for a non-publishing site) The Quick Launch bar can be customized by:

• Adding, removing or renaming the Headings • Adding links to any destination (URL), inside or outside of SharePoint

Site Actions Site Settings Quick Launch

To add a new group / heading to the Quick Launch • Click New Heading and enter a URL and a description and click OK.

Note: You must enter a URL. If you don’t need or want a hyperlink for the heading then enter the URL of the current (Home) page. You can enter any of the following: / (the root or top level site) . (the current site) /yourtopsite/yoursubsite (Relative URL to your subsite) http://yourserver/yoursite (Absolute URL to a site)

To add a new link • Click New Navigation Link and enter a URL and a description. A

URL is required. (See URL note below)

• Select a Heading from the dropdown list and Click OK

To delete or edit a heading or a link • Click the properties box next to the heading or link

URL Note: • A relative URL (“/sites/training/Shared

Documents/Forms/Allitems.aspx”) is preferred over an absolute URL (“http://yourservername.com/sites/training/Shared Documents/Forms/Allitems.aspx”) in case the server is renamed in the future or if there are multiple URLs that can be used to access your server.





Navigation (for a publishing site) The Navigation page is used to customize both the Quick Launch panel and the Top Link Bar.

Site Actions -> Site Settings -> Navigation

Note: In the Navigation page, Quick Launch is called “Current Navigation” and the Top Link Bar is called “Global Navigation”.

Subsites and Pages sets whether subsites are displayed in navigation. Changing this option also changes the Global Navigation section at the bottom of this page.

Sorting





Navigation Editing and Sorting is used to manage both the Top Link Bar and the Quick Launch Bar.

To add a new Top Link Bar tab or new Quick Launch item:

• Click Global Navigation for a Top Link Bar tab or a Current Navigation section for a Quick Launch item.

• Click Add Link • Enter the Title (text for tab), URL and Description (mouse-over tip).

The Browse button lists all lists and sites under this site. Use the Up button ( ) to move up to the parent site. Note: URLs to SharePoint pages can be “relative”. Example: “/training/Lists/Tasks/AllItems.aspx”. URLs to external resources must include “http://”.

• If you do not click “Open link in new window” the new page will replace the current site page in the browser. (The user will have navigated away from your site.)





To create a Top Link Bar dropdown list

• Click “Global Navigation” followed by “Add heading”. Add a title, such as “Training”. While a heading can include a URL, the URL is optional.

• Click the new Heading followed by “Add Link”.

Sample Navigation Setup:

Result:





Save Site as Template Note: Not available with publishing templates.

A well designed site can be saved and used as a template for new sites.

To create a site template:

• Create your site o Add and customize lists and libraries (customize columns,

content types, add workflows and add views) • Customize the site

o Theme o Site logo

• Customize navigation: Quick Launch and Top Link Bar • Customize home page web parts • Save the site as a template • Create new sites from the template

Site Actions -> Site Settings -> Save site as template

Include Content

“Include Content” includes all list and library content and is limited to 10 MB by default.

The saved template:

• Is stored in a Gallery (library) in the top level site of the site collection in Site Actions, Site Settings, Site templates

• Can be selected when creating a new site (Site Actions, Create) • Can be exported from the Site Template Gallery and uploaded to

another site collection’s Site Template Gallery





Reset Page or Site to the Original Site Definition A page or site customized with SharePoint Designer can be restored to its original template based design.

Search Visibility for the Site To hide the content of the site from search change the Indexing Site Content option to No in Site Actions, Site Settings, Search and Offline Visibility.

The text of the items displayed on ASPX pages is often included in search results. If individual items on the pages on this site are secured by using permissions that are more restrictive than the page itself, unauthorized users might see this restricted information in search results. The default setting excludes ASPX pages when “fine-grained” permissions are used. Fine-grained permissions are used when a list or individual list items have unique permissions not inherited from their parent items.

Note: There is a similar option for lists and libraries in the list's Advanced Settings.





Web Parts According to Microsoft: "A Web Part is a modular unit of information that forms the basic building block of a Web Part Page." SharePoint web parts can be used to:

• Display images (Image and Content Editor web parts) • Display any text (Content Editor) • Display views of lists and libraries • Display reminders for checked out documents (Relevant Documents) • Display external RSS feeds • and much more...

Web parts can be added to:

• Web Part Pages - pages with formal web part zones than can only contain web parts

• Wiki Pages - pages that can intermix text and web parts

A Wiki Page

A Web Part Page

Text typed directly into the page

Image added directly to page

Web Part

Wiki Page editing area

Predefined web part zones - no hand typed text except when using a web part such as the Content Editor Web Part





List and Library web parts SharePoint automatically creates web parts for each list and library you create. These web parts can be added to pages and have their appearance modified.

List and Library web parts can display any prebuilt view.

List and Library web parts can also have a customized view. Many web parts, such as Announcements, start with a customized view that's not available in list of views. If you select an existing view, and then click "Edit the current view", you will be creating a new view unique to this web part. Updates to the original view will not update this view.





Web Parts by Category and Edition Notes:

• Not all of these web parts will be available in your installation as they may not have been installed or enabled.

• Additional web parts may available - these may be purchased third party web parts or custom in-house developed web parts

• SPF = SharePoint Foundation, SPS = SharePoint Server Standard Edition, SPS-E = SharePoint Server Enterprise Edition, Pub = Publishing features must be enabled

Web Part SPF SPS SPS-E Pub Description Business Data Web parts used with the Business Connectivity

Services (BCS), Excel Services and Visio Services

Business Data Actions Displays a list of actions from Business Data Connectivity

Business Data Connectivity Filter

Filters the contents of Web Parts using a list of values from the Business Data Connectivity

Business Data Item Displays one item from a data source in Business Data Connectivity

Business Data Item Builder Creates a Business Data item from parameters in the query string and provides it to other Web Parts

Business Data List Displays a list of items from a data source in Business Data Connectivity

Business Data Related List Displays a list of items related to one or more parent items from a data source in Business Data Connectivity

Chart Web Part Helps you to visualize your data on SharePoint sites and portals

Excel Web Access Use the Excel Web Access Web Part to interact with an Excel workbook as a Web page

Indicator Details Displays the details of a single Status Indicator (KPI). Status Indicators display an important measure for an organization and may be obtained from other data sources including SharePoint lists, Excel workbooks, and SQL Server 2005 Analysis Services KPIs

Status List Shows a list of Status Indicators (KPIs). Status Indicators display important measures for your organization, and show how your organization is performing with respect to your goals

Visio Web Access Enables viewing and refreshing of Visio Web Drawings

Content Rollup Categories Displays categories from the Site Directory Content Query * Displays categories from the Site Directory Relevant Documents Displays documents that are relevant to the current

user (created by, modified by, checked out to) RSS Viewer Displays an RSS feed (anonymous feeds only)

Site Aggregator Displays sites of your choice Sites in Category Displays sites from the Site Directory within a

specific category Summary Links * Allows authors to create links that can be grouped

and styled





Table Of Contents * Displays the navigation hierarchy of your site. Web Analytics Web Part Displays the most viewed content, most frequent

search queries from a site, or most frequent search queries from a search center.

WSRP Viewer Displays portlets from web sites using WSRP 1.1 XML Viewer Transforms XML data using XSL and shows the

results Filters Web parts that are used to filter other web

parts Choice Filter Filters the contents of Web Parts using a list of

values entered by the page author Current User Filter Filters the contents of Web Parts by using

properties of the current user Date Filter Filter the contents of Web Parts by allowing users

to enter or pick a date Filter Actions Use the Filter Actions Web Part when you have

two or more filter Web Parts on one Web Part Page, and you want to synchronize the display of the filter results

Page Field Filter Filters the contents of Web Parts using information about the current page

Query String (URL) Filter Filters the contents of Web Parts using values passed via the query string

SharePoint List Filter Filters the contents of Web Parts by using a list of values

SQL Server Analysis Services Filter

Filters the contents of Web Parts using a list of values from SQL Server Analysis Services cubes

Text Filter Filters the contents of Web Parts by allowing users to enter a text value

Forms HTML Form Web Part Connects simple form controls to other Web Parts InfoPath Form Web Part Use this Web Part to display an InfoPath browser-

enabled form Media and Content Content Editor Allows authors to enter rich text content

(including HTML and JavaScript) Image Viewer Displays a specified image Media Web Part * Use to embed media clips (video and audio) in a

web page Page Viewer Displays another Web page on this Web page. The

other Web page is presented in an IFrame Picture Library Slideshow Web Part

Use to display a slideshow of images and photos from a picture library.

Silverlight Web Part A web part to display a Silverlight applicatio Outlook Web App Primarily used on "my site" pages My Calendar Displays your calendar using Outlook Web Access

for Microsoft Exchange Server 2003 or later My Contacts Displays your contacts using Outlook Web Access

for Microsoft Exchange Server 2003 or later My Inbox Displays your inbox using Outlook Web Access

for Microsoft Exchange Server 2003 or later My Mail Folder Displays your mail folder using Outlook Web

Access for Microsoft Exchange Server 2000 My Tasks Displays your tasks using Outlook Web Access for

Microsoft Exchange Server 2003 or later





Search User to build custom search and search results pages

Advanced Search Box Displays parameterized search options based on properties and combinations of words

Dual Chinese Search Used to search Dual Chinese document and items at the same time

Federated Results Displays search results from a configured location People Refinement Panel This webpart helps the users to refine people

search results People Search Box Presents a search box that allows users to search

for people People Search Core Results Displays the people search results and the

properties associated with them. Refinement Panel This webpart helps the users to refine search

results Related Queries This webpart displays related queries to a user

query Search Action Links Displays the search action links on the search

results page Search Best Bets Displays high-confidence results on a search

results page Search Box Displays a search box that allows users to search

for information Search Core Results Displays the search results and the properties

associated with them Search Paging Display links for navigating pages containing

search results Search Statistics Displays the search statistics such as the number

of results shown on the current page, total number of results and time taken to perform the search

Search Summary Displays suggestions for current search query Search Visual Best Bet Displays Visual Best Bet Top Federated Results Displays the Top Federated result from the

configured location Social Collaboration Contact Details Displays details about a contact for this page or

site Note Board Enable users to leave short, publicly-viewable

notes about this page Organization Browser This Web Part displays each person in the

reporting chain in an interactive view optimized for browsing organization charts

Site Users Use the Site Users Web Part to see a list of the site users and their online status

Tag Cloud Displays the most popular subjects being tagged inside your organization

User Tasks Displays tasks that are assigned to the current user SQL Server Reporting SQL Server Reporting Services Report

Use the Report Viewer to view SQL Server Reporting Services reports





Adding Web Parts To add a web part to a Wiki Page:

• If displayed, click the Page tab in the ribbon then click Edit, otherwise, click Site Actions, and Edit Page

• Click in the Wiki area of the page (below the ribbon and to the right of Quick Launch)

• Click the Insert tab of the ribbon and then click Web Part

• Select the web part from the list. Web parts for existing lists are

displayed first. • Most often used web parts are found in these sections:

o Lists and Libraries, Content Rollup, Media and Content and Social Collaboration

To add a web part to a Web Part Page:


• Click Add a Web Part at the top of the zone for the new web part. • Select the web part from the list.





To delete a web part:


• Click the edit dropdown ( ) and then click Delete to remove the web part and discard any current settings. Note: You can click Close to hide the web part and retain the settings and then later restore the web part.

You can click Close to hide the web part and retain the settings and later restore the web part. Warning! Closed web parts continue to be processed with the page and can slowdown page processing. It is generally recommended to delete web parts instead of closing them.

To restore a closed a web part:


• Click Add a Web Part at the top of the zone to restore the web part • Click Closed Web Parts at the bottom of the web parts Categories list • Select the web part from the list and add the web part onto the page

To modify the settings for a web part:


• Click the edit dropdown and then click Modify Shared Web Part.

Note:





Web Part Properties – Modify Shared Web Part

All web parts can be customized and generally include four sets of properties:

• Custom properties unique to that web part • Appearance – Title bar options, height and width • Layout – Used to position a web part in a web part zone (almost

everything here can also be done by dragging the web part with the mouse)

• Advanced – User interface, help and URL/link options

Appearance Title:

• The title is the text displayed at the top of the web part. By default this is either the name of the list for List and Library web parts or the name of the web part itself.

• The title and the title bar can be hidden using the Chrome Type dropdown

• The title can be a clickable hyperlink using the Title URL option in the Advanced section

Height and Width:

• Web part zones will expand and contract to match with the widths of their web parts. Most web parts will also attempt to adjust their width to fit in the current zone. Setting the width can be used to limit these default behaviors.





Chrome State:

• Chrome State determines if the web part is displayed Minimized (title bar only) or Maximized.

• Users use the web part’s dropdown menu to Minimize or Restore the web part

• The user’s ability to minimize a web part can be limited in the Advanced section using “Allow Minimize”

Chrome Type (Title and Border):

• Options include: Default, None (no title bar or border), Title Only, Border Only and Title and Border

• The default is “Title Only”

Advanced The advanced options are used to provide help and title URLs and to limit user web part features.

A few of the more often used Advanced options are:

• Allow Close – un-checkmark to prevent users from accidentally closing the web part (and then having to call you to figure out how to get it back!)

• Allow Editing in Personal View – un-checkmark to only permit site owners and designers to customize web parts

• Title URL – Add a URL here to make the title bar a clickable hyperlink. Common links are to list and library pages, external web sites and to help documents

• Help URL – Add a URL here to activate a Help button in the web part’s dropdown menu.

• Title Icon Image URL – Add a URL to an image to display in the web part’s title bar:





Working with List and Library Web Parts As you create and delete list and libraries SharePoint automatically creates and deletes web parts for those libraries. In addition to the Appearance, Layout and Advanced properties shared by all web parts, list and library web parts add a section with two additional properties:

• Selected View • Toolbar Type

Toolbar Type:

• Show Toolbar – adds the list or library’s normal toolbar with buttons displayed or hidden based on the user’s rights

• Summary Toolbar – adds a simple “Add new item” link to the web part, displayed or hidden based on the user’s rights to add content:

Selected View:

• The dropdown list contains a list of all views currently defined for the list or library. To add a new view to this list, display the list or library and select Create View from the Views dropdown.

• Click “Edit the current view” to customize the currently selected view. (This customized view is a copy of the currently selected view and any customizations will not change any of the existing views in the dropdown list.)

• If you revise the view from the list or library the view will not be updated in the web part. You must reselect the view from the web part’s properties.





A few list and library web part tips!

Announcements

• The default view used for Announcements is a customized view that can only be minimally customized. If you switch views you cannot return to the original view without deleting the web part and adding it back.

• Tip: To see why an Announcement web part only lists unexpired announcements select “Modify Shared Web Part” and click “Edit the current view” and look at the Filter settings.

Calendars

• Calendar views cannot be filtered on “Start Time” or “End Time”. To filter on Start Time (or End Time):

o Go to the Settings menu for the calendar and add a new column

o Name the column something like “StartDate2” and set the column type to Calculated

o Set the formula to [Start Time] (brackets are required) o Set “Data type returned” to Date and Time o Un-checkmark “Add to default view” o Click OK to add the column o Now create a new calendar view, or modify the current view

(View: Modify this View) o Set the filter as needed. For example, set the column to

StartDate2, the condition to “is greater than or equal to” and the value to “[TODAY]”

o The calculated column could also be an expression such as [TODAY] - 7 to include last week’s events.

• Calendar views can only display a few fields at a time, 1 for Month view and 2 for Week and Day views. To merge two fields into one add a calculated field to the list with something like =Location&" - "&Title and then use this column for the Month View Title

Task Lists

• Task lists can be customized like any other list or library. Add a Choice or Lookup column for meeting rooms. Change the choices in the Priority and Status columns. Add additional columns such as Project ID, Project Phase and Related tasks.

• Reminders? Task lists do not send reminder emails. Reminders can be sent by creating a workflow using SharePoint Designer 2010 or Visual Studio 2010.





Frequently Used Web Parts The web parts described below are some of the most often used Web Parts included with SharePoint Server Standard Edition.

Content Editor Web Part (Category: Media and Content) Use for formatted text, tables and images using the built in rich text editor.

Content Editor Web Part Tips:

• This web part is useful for:

o Images (unlike the image web part, this web part can display an image with a caption and can make the image clickable)

o Contact information – contact name, email, phone, etc

o Introductory information – welcome message, site purpose, etc

o Copyright and legal messages

• You will generally want to hide the title bar by changing the Chrome Type to None in the Advanced section

• To add an email link:

o Select the text to be used for the link o Click the hyperlink button and enter:

mailto:[email protected]

• Formatted text can be copied and pasted from Word and various HTML editors.

• To use a text file containing HTML (usually stored in a SharePoint library) add the URL to Content Link. The file can contain most HTML except for a <FORM> tag.

• Want to add a movie, sound or other animation to a SharePoint site? Do some homework and find the HTML that would needed to display the content in any web page and then add a Content Editor Web Part, click the Source Editor button and paste in the HTML. (For example, Flash would need the <EMBED> HTML tag)





Image Web Part (Category: Media and Content) Use to display pictures and photos. While these images can be linked from many locations you will generally upload the image to a library in the site and link to the uploaded image.

Image web part tips:

• Image web parts only display an image and a mouse-over tip. To display an image with a caption or to make an image a clickable hyperlink use the Content Editor Web Part.

• This web part cannot resize an image. While you can resize an image using the Content Editor Web Part, for best performance you should pre-size an image using a paint program.

• When using images stored in a SharePoint library it is recommended to use a relative URL: Absolute URL: http://yourservername.com/sites/yoursite/docs/logo.jpg Relative URL: /sites/yoursite/docs/logo.jpg

• Security: Users must have rights to the image’s library otherwise all they will see is the missing image red “X”.





Filter Web Parts (Category: Filters - Enterprise Edition only) Used to filter the content displayed in other web parts.

• The web part being filtered must support Connections

• For list and library web parts, you can only filter on columns displayed in the current view.

• Filter web parts do not have a button to apply their changes so you will typically also add a Filter Actions web part

An example of a Shared Document library with a date filter web part

The following includes:

• A Date Filter web part

• A Filter Actions web part (the “button”)

• A Shared Documents library web part

The base steps are:

• Add the library or list web part

• Add the Filter web part (Date Filter in this example) and set the properties (title, etc)

• Add Filter Actions web part to provide a button to apply the filter data

• Using the library or the Filter web part’s dropdown menu connect the Filter to a library column of an appropriate data type (date in this example)





Page Viewer Web Part (Category: Media and Content) Use to display linked content, such as files, folders or web pages.

Notes:

• Displaying a file or folder requires Microsoft Internet Explorer.

• Because this web part uses an IFRAME, the load and processing of the content occurs in the user’s browser, not on the SharePoint web server.

This web part is useful for:

• Displaying web pages of interest to your team

• Displaying reports from sources such as SQL Server Reporting Services, Crystal Reports or your accounting applications

• Displaying text files or HTML files stored on a network share

• Displaying lists of files stored in a network shared folder – this is a great way to make documents available to SharePoint users that you do not want to upload to SharePoint

Page View Web Part Tips:

• When selecting a Web Page, supply the URL to the web site or report Example: http://www.yourserver.com/homepage.htm

• When displaying a folder supply the full path to the network share. Example: \\yourservername\sharedfoldername

• When displaying a text or HTML file supply the full path to the network share and the file. Example: \\yourservername\sharedfoldername\myhtmlfile.htm

• Set the web part’s height and width to better display the content

• Add a “Title URL” in the Advanced section to make the title a clickable hyperlink to the full web page, report or other site

An example of the Page View web part showing a web page:





An example of the Page View web part showing a shared folder (\\servername\sharename) on a network server;

RSS Viewer Web Part (Category: Default) Use this web part to display RSS feeds from any unsecured web site.

For example: CNN using this feed: http://rss.cnn.com/rss/cnn_topstories.rss

Clicking a link will display the feed summary.

The RSS Viewer cannot display SharePoint or other authenticated feed:

To view authenticated feeds, including SharePoint feeds you will need to use a third party feed reader such as this one: http://www.smilinggoat.net/stuff.aspx





Picture Library Slideshow Web Part This web part can randomly or sequentially display pictures from a picture library.

The pictures are display at about 50% of the original size.

This web part works best with smaller, and similar sized, pictures.

This web part only works with Picture Libraries and does not work with Asset Libraries.

The Media Web Part (requires the Publishing features) can be used to display video and audio files.

Relevant Documents Web Part (Category: Content Rollup) Use to display documents that are relevant to the current user.

This web part is especially useful when you select “Include documents checked out to me” as a way to encourage users to complete their work on checked out documents!





Site Users Web Part (Category: Social Collaboration) – Use this web part to display a list of the site users and their online status.

To control the display of users you can select:

• Show people and groups with direct permissions on this site

• Show people in this site's member group

• Show people in the group

People and Groups: People in site's Member group

User Tasks (Category: Social Collaboration) – Use this web part to display tasks that are assigned to the current logged in user.





Office SharePoint Server Publishing Infrastructure Web Parts Several web parts only available when the “Office SharePoint Server Publishing Infrastructure” feature is enabled for a site collection. This feature is activated if your site was created from a publishing template, or is a subsite of a publishing site.

Activating this feature has a few side effects:

• You add these web parts:

o Content Query Web Part

o Summary Links Web Part

o Table of Contents Web Part

o Media Web Part

• These lists and libraries will be added to your top level site (do not delete these if you add any subsites based on the publishing features):

o Site Collection Documents

o Site Collection Images

o Style Library

o Content and Structure Reports list

o Reusable Content list

o Workflow Tasks list

• Six new User Groups are added

• New galleries and administrative commands are added to Site Settings

• New content types are added to the Content Types gallery

• Site Settings maintenance of site navigation changes from “Top Link Bar” and “Quick Launch” to single option called “Navigation”

• You lose:

o Save Site as Template

o User web part personalization

• Turning off this feature restores some, but not all of the above changes, and will not delete any new lists or libraries that have content.





Content Query Web Part (Category: Content Rollup) Used to display data from a site, a site collection, or a list. The content displayed must be from the current site collection and should be specified as a server relative URL, as in "/training".

This web part is only available if your site has the Publishing features activated.

Once selected you can:

• Sort and Group the list • Limit the number of items displayed • Filter by Content Type • Filter by any standard column (Filter by Title to display a single list)

An example to display all Announcements from all sites in a site collection:

• Add a Content Query web part. • Click the edit dropdown and select Edit Web Part • Under Appearance change the web part title to “All Announcements” • Under Query change the Source to Show items from the following

site and all subsites and enter the path to your team site (Example: /training )

• Under List Type change Show items from this list type to Announcements

• Optional: Under Content Type select List Content Types and Announcements (this will update the Group, Sort and Filter dropdowns to show only announcement columns)

• Click Apply

Sample options:

Result:





Summary Link (Category: Content Rollup) Similar to a links list, but with images and formatting options.

This web part is only available if your site has the Publishing features activated.

The summary web part is different from other web parts in that you do not use the Edit Web Part option to configure the links. Instead you use the tool bar at the top of the web part.



104 Module 7: Users and Groups


Module 7: Users and Groups

Site Settings options covered in this module:

People and groups Site collection administrators Advanced permissions



Module 7: Users and Groups 105


Users and Groups SharePoint 2007 supports user and group security at site, list and item levels by setting permissions. Permissions can be set by user, Windows group or SharePoint group.

SharePoint Users Users are individuals associated with a Windows account, a Windows group or another SharePoint authentication method.

SharePoint Groups Groups are collections of users defined within SharePoint to share a set of permissions. SharePoint includes several built-in groups:

o SharePoint Site Owners – These users have full control of the site

o SharePoint Site Visitors – These users can read content, but cannot contribute content, create lists or customize the site

o SharePoint Site Members – These users can add items to lists and contribute other content

Although permissions can be assigned directly to a single user, for larger audiences it is usually more practical to assign permissions using Windows groups.

Permissions Users gain access to site features by being added to an existing group or by being granted access to sites, lists and / or list items.

Unless overridden, permissions are inherited from their parent. Top level Site -> Subsite -> List -> List Item

Default Permission Levels: Below are listed the built-in / default permission levels and the features available. You can create custom permissions groups.

Limited Access - Allows access to shared resources in the Web site so users can access an item within the site. When you see this permission level assigned to a user, the user has custom permissions on a list or library. Cannot be customized or deleted.

• View Application Pages, • Browse User Information, • Use Remote Interfaces, • Use Client Integration Features

Read (Default group: Visitors) - Limited Access permissions plus:

• View Items, • Open Items, • View Versions,

Note:





• Create Alerts, • Use Self-Service Site Creation (if enabled), • View Pages

Contribute (Default group: Members) - Read permissions plus:

• Add Items, • Edit Items, • Delete Items, • Delete Versions, • Browse Directories, • Edit Personal User Information, • Manage Personal Views, • Add/Remove Personal Web Parts, • Update Personal Web Parts.

Design (Default group: none) - Contribute permissions plus:

• Manage Lists, • Override Check Out, • Approve Items, Add and Customize Pages, • Apply Themes and Borders, • Apply Style Sheets.

Full Control (Default group: Owners) - Has full control, especially user permissions.

User permissions SharePoint includes 32 permissions, which are used in the five default permission levels. You can change which permissions are included in a particular permission level (except for the Limited Access and Full Control permission levels), or you can create a new permission level to contain specific permissions.

List Permissions:

Manage Lists - Create and delete lists, add or remove columns in a list, and add or remove public views of a list.

• Included in Design, Full Control • Dependent permissions: View Items, View Pages, Open, Manage

Personal Views

Override Check Out - Discard or check in a document that is checked out to another user without saving the current changes.

• Included in Design, Full Control • Dependent permissions: View Items, View Pages, Open

Add Items - Add items to lists, add documents to document libraries, and add Web discussion comments.





• Included in Contribute, Design, Full Control • Dependent permissions: View Items, View Pages, Open

Edit Items - 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 - Delete items from a list, documents from a document library, and Web discussion comments in documents.


View Items - View items in lists, documents in document libraries, and view Web discussion comments.

• Included in Read, Contribute, Design, Full Control • Dependent permissions: View Pages, Open

Approve Items - Approve minor versions of list items or documents.

• Included in Design, Full Control • Dependent permissions: Edit Items, View Items, View Pages, Open

Open Items - View the source of documents with server-side file handlers.

• Included in Read, Contribute, Design, Full Control • Dependent permissions: View Items, View Pages, Open

View Versions - View past versions of list items or documents.

• Included in Read, Contribute, Design, Full Control • Dependent permissions: View Items, Open Items, View Pages, Open

Delete Versions - Delete past versions of list items or documents.

• Included in Contribute, Design, Full Control • Dependent permissions: View Items, View Versions, View Pages, Open

Create Alerts - Create e-mail alerts.

• Included in Read, Contribute, Design, Full Control • Dependent permissions: View Items, View Pages, Open

View Application Pages - View forms, views, and application pages. Enumerate lists.

• Included in all permission levels • Dependent permissions: Open





Site Permissions

Manage Permissions - Create and change permission levels on the Web site and assign permissions to users and groups.

• Included in Full Control • Dependent permissions: View Items, Open Items, View Versions,

Browse Directories, View Pages, Enumerate Permissions, Browse User Information, Open

View Usage Data - View reports on Web site usage.

• Included in Full Control • Dependent permissions: View Pages, Open

Create Subsites - Create subsites such as team sites, Meeting Workspace sites, and Document Workspace sites.

• Included in Full Control • Dependent permissions: View Pages, Browse User Information, Open

Manage Web Site - Perform all administration tasks for the Web site, and manage content.

• Included in Full Control • Dependent permissions: View Items, Add and Customize Pages, Browse

Directories, View Pages, Enumerate Permissions, Browse User Information, Open

Add and Customize Pages - Add, change, or delete HTML pages or Web Part pages, and edit the Web site by using a Windows SharePoint Services-compatible editor.

• Included in Design, Full Control • Dependent permissions: View Items, Browse Directories, View Pages,

Open

Apply Themes and Borders - Apply a theme or borders to the entire Web site.

• Included in Design, Full Control • Dependent permissions: View Pages, Open

Apply Style Sheets - Apply a style sheet (.css file) to the Web site.

• Included in Design, Full Control • Dependent permissions: View Pages, Open

Create Groups - Create a group of users that can be used anywhere within the site collection.

• Included in Full Control • Dependent permissions: View Pages, Browse User Information, Open





Browse Directories - Enumerate files and folders in a Web site by using Microsoft Office SharePoint Designer and Web DAV interfaces.

• Included in Contribute, Design, Full Control • Dependent permissions: View Pages, Open

Use Self-Service Site Creation - Create a Web site by using Self-Service Site Creation.

• Included in Read, Contribute, Design, Full Control • Dependent permissions: View Pages, Browse User Information, Open

View Pages - View pages in a Web site.

• Included in Read, Contribute, Design, Full Control • Dependent permissions: Open

Enumerate Permissions - Enumerate permissions on the Web site, list, folder, document, or list item.

• Included in Full Control • Dependent permissions: Browse Directories, View Pages, Browse User

Information, Open

Browse User Information - View information about users of the Web site.

• Included in All • Dependent permissions: Open

Manage Alerts - Manage alerts for all users of the Web site.

• Included in Full Control • Dependent permissions: View Items, View Pages, Open

Use Remote Interfaces - Use SOAP, Web DAV, or Office SharePoint Designer interfaces to access the Web site.

• Included in All • Dependent permissions: Open

Use Client Integration Features - Use features that launch client applications (Word, Outlook, etc.). Without this permission, users must work on documents locally and then upload their changes.

• Included in All • Dependent permissions: Use Remote Interfaces, Open

Open - Open a Web site, list, or folder to access items inside that container.

• Included in All • Dependent permissions: None





Edit Personal User Information - Users can change their own user information, such as adding a picture.

• Included in Contribute, Design, Full Control • Dependent permissions: Browse User Information, Open

Personal Permissions

Manage Personal Views - Create, change, and delete personal views of lists.


Add/Remove Personal Web Parts - Add or remove personal Web Parts on a Web Part page.


Update Personal Web Parts - Update Web Parts to display personalized information.

• Included in Contribute, Design, Full Control • Dependent permissions: View Items, View Pages. Open





Adding Users SharePoint 2010 provides several pages for user and group permission management.

1. The user.aspx page,

reachable from:

a. Site Actions, Site Permissions

b. Site Actions, Site Settings, Site Permissions

2. The people.aspx page - this page is more like the 2007 page and uses a tool bar (New, Actions, Settings) instead of the ribbon,

reachable from:

a. Site Actions, Site Settings, People and Groups

b. Site Actions, Site Permissions, then click the members group

c. Site Actions, Site Settings, Site Permissions, members group

3. The Site Collection Administrator page,

reachable from:

a. Site Actions, Site Settings, Site collection administrators





Adding Site Collection Administrators Site Collection Administrators are top level owners of the top level site, and all subsites, in the site collection.

Site Collection Administrator:

• Is initially added by the system administrators when the site collection is first created

• Can be added and removed from the system administrators using SharePoint Central Administration, or by other site collection administrators assigned to the site

• Has no permissions by default to other site collections

• Can add and remove Site Owners and override all subsite settings

• Has access to additional menu options in Site Actions, Site Settings, including a section named "Site Collection Administration"

• Has access to the second tier Recycle Bin and to Site Collection Reports

To add/remove a Site Collection Administrator:

From the Site Actions, Site Settings page Click Site Collection Administrators

Enter a list of users separated by semicolons.

- Click to validate the typed in names - Click to search for names





Adding Users to a Site or Group

Using the User.aspx page: Navigate to either Site Actions, Site Permissions or Site Actions, Site

Settings, Site Permissions In the Ribbon click Grant Permissions

Enter a list of users separated by semicolons


Select a SharePoint group (which has been assigned a set of permissions) or select direct permissions from the list - Group administration is the best practice

Optionally send the user an email welcoming them to the site Sample email:

Welcome to the 'Team Site Members' SharePoint group. student (Contoso\msmith) has added you to the 'Team Site Members' group for this SharePoint site.

Group description: Use this group to give people contribute permissions to the SharePoint site: Team Site

Your custom text goes here

As a member of this SharePoint group, you can:

* Participate in the SharePoint site at: http://sharepoint.xyz.com * View the group home page at: http://sharepoint.xyz.com/_layouts/people.aspx?MembershipGroupId=5

What is a SharePoint site?

A SharePoint site is a Web site that provides a central storage and collaboration space for documents, information, and ideas. A SharePoint site is a tool for collaboration, just like a...





Using the People.aspx page: This page:

• is more like the 2007 page and uses a tool bar (New, Actions, Settings) instead of the ribbon

• does not let you select a group - instead you select the group from the left side of the page, then you add a user to the group

• does not let you select direct permissions from the list

Navigate to any of the following: Site Actions, Site Settings, People and Groups or Site Actions, Site Permissions or Site Actions, Site Settings, Site Permissions

Click a group from the left side of the page:

Click New

Enter a list of users separated by semicolons.


Optionally send the user an email welcoming them to the site





To Review Permissions • From the Site Actions, Site Settings page click Check Permissions

• Enter a user or group name and click Check Now

To send E-mail to site users: • Navigate to any of the following:

Site Actions, Site Settings, People and Groups or Site Actions, Site Permissions, click a group or Site Actions, Site Settings, Site Permissions, click a group

• Checkmark the users (or for all) and then select E-mail Users from the Actions menu.





List and Library Permissions By default lists and libraries inherit their permissions from their parent site.

To set custom permissions for a list:

• Click the Library ribbon tab, and click Library Permissions ( )

| or click Library Settings and then Permissions for this document library:

or for the Picture Library, click Settings and Picture Library Settings from the list and then Permissions for this document library:

• You will now see this page:

• If there are no check boxes beside each user or you see the yellow bar

with the "inherits permissions" message, then this list inherits its permissions from its parent. Click Stop Inheriting Permissions and OK to break the inheritance.





• Click the Grant Permission dropdown to add new users or checkmark existing users and use the Actions menu to make changes to permissions.

• Add users or groups and assign permissions (Creating a custom group,

adding permissions to the group, and then adding users to the group is preferred)

Notes on inheritance:

• Once inheritance is broken: o Users directly (not through a group) added to the parent

will not have rights to the child site o Users added to a group will have rights to the child only if

the group has rights to the child site

• Inheritance can be reestablished using Inherit Permission





List Item and Document Permissions List item and library document permissions are managed just like list and library permissions. By default permissions are inherited from the parent: site from parent site, list/library from the site, folder from the list/library and the item from the folder or list/library.

• Click the dropdown for the list item or document and select Manage Permissions

or click in the item / document row and click in the ribbon

• If there are no check boxes beside each user or you see the yellow bar with the "unique permissions" message, then this list inherits its permissions from its parent. Click Stop Inheriting Permissions and OK to break the inheritance.

• Click the Grant Permission dropdown to add new users or checkmark existing users and use the Actions menu to make changes to permissions.

• Add users or groups and assign permissions (Creating a custom group,

adding permissions to the group, and then adding users to the group is preferred)





Creating Groups Imagine this scenario: You add Sam to your site, over time Sam needs customized access to various subsites, lists and libraries. Sam now leaves your department and is replaced by Susan. Now imagine this with hundreds of site users over several years...

How do you hunt down all custom permissions for Sam, remove his permissions and grant equal permissions to Susan. It's easy! Before you do any custom permission work for Sam, create a new group with a name that describes what Sam does in your site, maybe "Librarian". Add Sam to this group and grant custom permissions to the new group. When Sam is replaced by Susan, simply remove Sam from the Librarians group and add Susan to the group.

Before you add a SharePoint group, is there an Active Directory group that could serve the same need? Let's say you need to add all sales reps to a SharePoint site. If you already have an AD group for sale reps, just add that group as a user to SharePoint. Then when HR adds a new sales rep, they also get access to SharePoint. And when HR removes them from AD they also lose access to SharePoint. You may still want to create a SharePoint group for sale reps, and add the AD group as a member, so you can still be able to add additional non-AD sales reps to the SharePoint group.

Create a SharePoint Group

Navigate to either Site Actions, Site Permissions or Site Actions, Site Settings, Site Permissions

In the Ribbon click Create Group

Add a group name and description - the default group names for a site

include the site name, but this is not required: Project Team Managers





Add an owner for the group - Warning, if you just add a name here, when that person leaves the organization no other site owners will be able to update this group's list of members. Only the Site Collection Administrator will be able to change the owner or the membership. Best practice is to either assign the Site Owners group as the owner, or create a new group such as "Membership Team" or similar.

Set options to control membership visibility and maintenance. Allowing "Group Member" to edit the membership of the group is often used for "social" groups where a member of the group can add anyone else to the group.

Set options for membership requests

If you allow join requests then the user can visit the Groups lists and request access.





After clicking Join Group:

Assign permissions for the group.

• Permissions granted on this page are for access to the entire site. You will often not select a permission here as you might be creating the group to grant permissions to a list or library.

• If you need permissions not found in this list, the create a new Permission Level using the steps in the next topic.





Creating Custom Permission Levels You will often need a set of permission groups beyond the starting set of Reader, Contributor, Designer and Site Owner. Examples include Approvers and a group who can add and edit documents, but can’t delete them.

A publishing site adds several additional permission levels including Approve and Manage Hierarchy.

Note: Unlike SharePoint 2007, you cannot customize sub-site permission levels through the user interface in SharePoint Server 2010. Site permission levels are defined and controlled through the top-level site in the site collection.

As Permission Levels are managed at the top level site of a site collection you must:

• be a site collection administrator

• a site owner for the top level site

• have the "Manage Permissions" permission for the top level site

To create a new permission level:

Navigate to the top site of your site collection Navigate to Site Actions, Site Permissions or to Site Actions, Site

Settings, Site Permissions

In the ribbon click Permission Levels ( ) Click Add a Permission Level Name the new level and select the options required for your user. You do

not need to include every option a user may need as you can assign more than one Permission Level to a user. Example: a user can be assigned both Contributor and Approver. Tip!: If you aren’t sure what the permission level is for, don’t assign it!





Custom Permission Level Example - "Edit but not delete"

Navigate to the top site of your site collection Navigate to Site Actions, Site Permissions or to Site Actions, Site

Settings, Site Permissions

In the ribbon click Permission Levels ( ) Click Add a Permission Level Enter a name such as "Add Edit but not Delete" Enter a description such as "Custom permission level for project

management team sites with Add, Edit, but not Delete permissions"

Select the minimal list of permissions needed - and note that as you add a

permission like "Add Items" several additional permissions are automatically selected

• Checkmark Add Items, Edit Items, View Versions and Create Alerts

• Note the other items automatically selected to support the permissions you selected

Click Create





This permission level can now be assigned to a user or to a group. Your next step would be to create a group with a name like "Demo Site Uploaders" with no permissions or maybe just "Read", then go to selected libraries and grant this group access to the library with this new permission level.

Note: Permissions are added for a user. If a user has been assigned to the "Contribute" and "Uploader" groups then they will still be able to delete files!





Audiences SharePoint Server (not SharePoint Foundation) includes a feature called Audiences that is used to control what content can be seen by which users. While it may sound like it, this is not a form of security. A user who knows the URL to an item will still be able see the item.

There are three types of Audiences, SharePoint groups, Security (Active Directory) groups and system administrator created Audiences. System administrators can create Audiences that are automatically populated based on a user's profile. As an example, they could create an Audience named "Golfers" that will then be automatically updated when users add or remove the word "golf" from their "Interests" profile field.

Audiences can be used to filter (hide/show):

• Web parts

• Folders

• List items and documents

Testing Audiences You cannot test an audience yourself. As a site owner you will always see all items. You will need to ask a user in the Audience to confirm that the item is visible and ask another user not in the Audience to confirm that the item is hidden.

To enable audiences for a list or library: • Go to the list or library page and in the Library ribbon click Library

Settings

• Click Audience Targeting Settings

• Checkmark "Enable audience targeting" and click OK





To hide an item from everyone but members of selected audiences:

• Add a new, or edit an existing item

• In the "Target Audiences" box enter an audience name or click the browse button and select an audience.

Browse button search for an Active Directory group:

Browse button search for a SharePoint group:





By default there is only one Global Audience:

• Click Save

To hide a web part from everyone but members of selected audiences:

• Click Edit Web Part from the web part's dropdown menu

• Expand the Advanced section and scroll to the bottom

• Enter or browse for the Audience name





Managing User Alerts As the user: Select My Settings from the Welcome dropdown menu and then click My Alerts.

From here the user can:

• Delete existing alerts • Modify existing alerts • Add new alerts

Tip: Ask your users to always edit the Title of their alert, otherwise they will have many alerts named "Shared Documents" or "Tasks" with no idea which site they belong to.

As the Site Owner: It is best for the user to update their own alerts rather than the site owner. The site owner can only delete the alerts.

Under Site Settings select User Alerts from the Site Administration column. After selecting a user you can delete any unwanted alerts.

Select a user from the dropdown and click Update to display a list of their alerts.



Module 8: Site Activity 129


Module 8: Site Activity

• Site Collection Web Analytics Reports

• Site Web Analytics Reports



130 Module 8: Site Activity


Site Web Analytics Reports Site reports are generated each night on a schedule set by your SharePoint system administrator.

For each Site, reporting includes data and charts for:

• Summary • Traffic

o Number of Page Views o Number of Daily Unique Visitors o Number of Referrers o Top Pages o Top Visitors o Top Referrers o Top Destinations o Top Browsers

• Inventory o Number of Sites o Top Site Product Versions o Top Site Languages

For the Site Collection, all of the above plus:

• Search o Number of Queries o Top Queries o Failed Queries o Best Bet Usage o Currently selected o Best Bet Suggestions o Best Bet Suggestions Action History o Search keywords o FAST Search keywords

To view the site reports: • From the Site Actions menu select Site Settings

• In the Site Administration column select Site usage report



Module 8: Site Activity 131


The Summary report

Sample report: Number of Page Views:



132 Module 8: Site Activity


Sample report: Top Visitors:



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