SharePoint 2010

User's Guide
Learning Microsoft's
Business Collaboration Platform

Seth Bates and

Tony

Smith

Apress

Contents

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About the Author About the Technical Reviewer

xv

xvi

Chapter 1: introduction to SharePoint Technologies

What Is Microsoft SharePoint 2010?

..1 2 3
4

Uncovering the Evolution of SharePoint Exploring What's New in SharePoint 2010 Understanding the Value of SharePoint 2010 Knowing the Building Blocks Chapter
2: Sites

5 5 7 8 10

Understanding Sites

Understanding
Using
Team

Site

Layouts
and

Sites, Document Workspaces,

Group

Work Sites

10 17 24

Using Meeting Workspaces Using Blog

Sites

Navigating Sites
Navigating Through
Sites Document Workspaces, and

26
27

Navigating Within Team Sites,

Group

Work Sites

27

iv

CONTENTS

Navigating

Within

Meeting Workspaces
Sites

29 29 30

Navigating Within Blog

Navigating Through Sites Using Mobile Devices

Using the Ribbon Creating Sites

Creating Subsites Creating
a

31 31
32
a Document

New Document Workspace from

in

Site

33 34

Creating Advanced Sites Using Office

Managing Site Security

Managing SharePoint Groups
Changing Permission Managing Managing
Inheritance for
a

37
38 Site
41 42 45

Permission Levels Site Collection Administrators

Changing Site Details

Updating
the Site Title,

45 Description, URL, and Logo

46 46 52

Customizing Navigation Options Updating

Site Themes

Resetting Site Definitions

52
a

Configuring Regional Settings for

Deleting Sites

Site

53
54

Managing Site Templates

Creating
Site

54
55 56 56 57

Templates

Activating and Deactivating Site Templates Editing Site Templates Deleting Site Templates

Searching SharePoint Foundation Sites

Working with Search Results

57
58 58

Managing Site Search and Offline Availability

Using Usage Reports

Using Site Usage Reports

58
59

CONTENTS

Using Site

Collection

Usage Statistics

60
61

Viewing

Site

Hierarchy

Managing Site and Site Collection Features

Managing
Site Features

62
62

Managing

Site Collection Features

63 63

Using the Recycle

Viewing Restoring Items
Deleting

Bin Recycle
Bin

Items in the

64
65 65

from the

Recycle Bin
Bin

Items from the

Recycle
for

Using SharePoint Designer

Site Management

65 66 67 67
67 72

Managing Help
Chapter
3:

Information

SharePoint Server 2010

Understanding SharePoint Server Portals

Publishing Portal Enterprise Wiki SharePoint Server Navigation
Bar

Navigation Enhancements

74
74
74

Site Actions Menu

Quick Launch

76
76

Navigation Management

Using SharePoint Server Search

Performing Simple Searches Performing Advanced Searches Working with Search Results Working with Search Scopes

78 78
78 80 80

Using

Search

Keywords and

Best Bets

82 84 84

Setting Searchable Columns Changing

Search

Settings

Managing Site Look and Feel

Defining the Welcome Page

84
85

vi

CONTENTS

Managing Page Layouts Managing Master Pages

and Site and

Templates

85 87

Style Sheets

SharePoint Server Site Templates

Visio Process

87
88 89 90 92 93 94 96

Repository Template Template

Enterprise

Wiki

Document Center Template Records Center Template

Business Intelligence Center

Personalization Site

Template

Enterprise Search Center

Basic Search Center Template FAST Search Center Template

98
99 99

Publishing Publishing

Site

Template

Site with Workflow

Template

101 102

Web Databases

Templates

Managing Site Content and Structure

102 105
105

Managing Usage Reports and Auditing

Site

Usage Reports

Site Collection Web Analytics Reports Site Collection

108
110

Auditing
and Site Collection Features

Working with Site

Site Features

112
113

Site Collection Features

113

Managing Content Variations

Variation Labels Translatable Columns

114
115 117

Variation Logs

117 Metadata 117 117

118

Using Managed
Managing

Term Store Administrators

Term Sets

vii

CONTENTS

Chapter

4: List

Concepts

.119 119 121

Creating Lists Working with Lists

Adding, Editing,
and

Deleting

Items

121

Filtering and Sorting the List

123
124

Using Views
Faster Data Folders Versions

Manipulation Using the Datasheet

125
126 127

Managing
General
Content

Lists

129
129
133 135

Settings
Approval

Security Managing
Columns

137 154

Managing Views Creating

a

List Template

164
165

Deleting

the List

Advanced List
Site Columns

Concepts

166
166 170

Content Types RSS Feed Settings

176

Advanced Office

Integration
to Excel Excel

179
179 181 182

Exporting SharePoint Lists Creating

Custom Lists

Using

Advanced Datasheet Features

Using Lists Offline

184
Access

Managing Lists with

185

Chapter

5: Lists

-.187 188
188 190

Using Communications Templates

Announcements Contacts

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CONTENTS

Discussion Board Circulations

194 196

Using Tracking Templates

Links

198
198 200 210

Calendar
Tasks

Project
Issue

Tasks

214 217

Tracking

Survey Agenda

219 224 224 225

225 226

Using Custom Lists

Decisions

Objectives
Text Box

Things

to

Bring

227

External Lists

228

Additional
Lists for

Meeting Workspace
Meetings
in Series

List

Concepts

228
228 229

Attendees

Using Additional Lists with SharePoint Server 2010

Status List

231
231

Integrating Further with Office

Chapter 6: Libraries
Document Creating

237 ..239 240

240 241 253

Library

Document Libraries with Document Libraries Document Libraries

Working

Managing Form

Library
Form Libraries

263
264

Creating

ix

CONTENTS

Working with Form Libraries

264
268

Managing
Picture

Form Libraries

Library
Picture Libraries

270
270 270 280

Creating

Working with Picture Libraries Managing Picture

Wiki
Libraries

Page Library
Wiki

281
Libraries

Creating Working

Page

281
282 286

with Wiki Wiki

Page

Libraries

Managing

Page

Libraries

Report Library
Data Connection Slide

287

Library

288

Library
Slide Libraries with Slide Libraries Slide Libraries

288
289 289

Creating Working

Managing Asset

294

Library
Asset Libraries with Asset Libraries Asset Libraries

295
295 295 297

Creating Working

Managing Advanced

Library Concepts

298
298

Document Sets The Document ID Service

303

Advanced Office Open and Save

Integration
Integration

304
304 306

As

Shared Workspace and Document Management Task Panes

Accessing Offline Documents by Connecting Creating

Form Libraries

Libraries with Outlook

308 310 313

Using InfoPath Form Publishing

Additional Advanced Office Integration

CONTENTS

Chapter 7: Workflow and Information Management Policies

Workflow Managing Workflows
SharePoint Server
2010 Workflows

315 315
324 327 330

Workflow with SharePoint

Designer

Records

Management
Records

332
333

Record Declaration Settings

Using

335

Information

Management Policies
Policy Policy
-

336
336
340 342 343

Policy Features
Site Collection

Site Content Type List and

Library Policies

Policy

Columns in Views

347

File Plan

Reports

347 349 349

Chapter 8: Pages and Web Parts Pages

Web Part

Pages

350
355 361

Publishing Pages
Pages

Web Parts
Adding
Web Parts to

364 Pages Pages

364 366

Managing

Web Parts on

Exporting and Importing Web Parts

Standard

372 374
378

Categories

and Web Parts

Further Customization

Chapter 9: Personalization Features

Alerts

381 381

Subscribing to

an Alert

382

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CONTENTS

Receiving Managing Removing

an

Alert

* 389 390

Your Alerts Alerts for Other Users

My Site
My My My
Newsfeed Content

391 Page
391 391
392

Page

Profile Page

Tags and Notes

Personalization Sites Personalizing Content

396
397
397 399

Integration with My Site

Logon Management
Signing
Out of the Portal In as a Different User

399
399
399

Signing

Chapter 10: Enterprise Office Services

Excel Services Publishing Using
to Excel Services

.401 401
402

Content Published

through Excel

Services

404

Form Services Creating and Submitting Submitting

a a

406
New Form from
a

Form Library

406 408

New Form Using the InfoPath Form Web Part

Visio Services Publishing to Visio Services

Accessing Accessing
Visio Services Published Content from the Document's Context Menu Visio Services Published Content

408
408

409
410

using the Visio Web

Access Web Part

Chapter 11: Document Management Solutions.

Document Management Overview
Document Creation

411

411
412

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CONTENTS

Document Retention

413 413 413

Document Consumption
Document Update and

Expiration

Challenges of Document Management

Needs for Document

414

Management Management Solutions

415
416
416 417

SharePoint Document
RFP

Response Requirements Components

SharePoint Solution

RFP Response Process Definition SharePoint Environment Layout RFP Response Process Walk-Through

417
419 428

Benefits of SharePoint Document

Management Solutions

435 436
439

Tips for Creating Effective Document Management Solutions

Chapter 12: Project Collaboration Solutions Project Collaboration Overview Challenges of Project Collaboration
Needs for

439
440 441

Project Collaboration Project Collaboration Solutions

Offering Development Project Requirements

SharePoint

442
442 443 444

Service Plan

Project Process Definition

Configuring the SharePoint Environment Layout

Service Plan

Project

Process

Walk-Through

451 455

Benefits of SharePoint

Project Collaboration Solutions

Tips for Creating Effective Project Collaboration Solutions

456
457 457

Chapter 13: Dashboards and Reporting Solutions

Dashboards and

Reporting Overview

Challenges of Reporting

458

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CONTENTS

Needs for Reporting SharePoint Dashboard and Reporting Solutions

Sales Dashboard Requirements SharePoint Solution Components Dashboard Process Definition SharePoint Environment Layout Sales Dashboard Processes Walk-Through

458 459
459 460

460 460
466

Benefits of SharePoint Dashboard and

Reporting Solutions

467

Tips for Creating Effective Dashboard and Reporting Solutions

467

Index

499

xiv